Tuesday, March 11th 

Partner Onboarding Call (1 of 2)

Tuesday, April 1st

Partner Onboarding Call (2 of 2)

Wednesday, May 14th

Vendor Presentations are due (see Basecamp)

Friday, May 16th

Heritage will begin accepting advanced shipping to their facility.  No shipments will be accepted Monday, May 26th.

Thursday, May 22nd

Friday, May 23rd

Deadline to place turnkey booth order and receive advanced order discount rates with Heritage.

Friday, May 23rd

Last day to submit catering order to Gaylord Texan & Convention Center

Wednesday, May 28th

Last day to receive standard discounting pricing on Heritage items (furniture, carpet, etc.)

Friday, May 29th

Deadline for Validar physical device pre-orders. Personal device licenses are available until event start.

Wednesday, June 4th

Deadline to register booth attendants (instructions in Basecamp) or purchase additional booth attendant registration(s) for $350.

Friday, June 6th

Deadline to request AV needs 

Friday, June 6th

Last day advance shipments can arrive at Heritage warehouse without surcharges. Shipments will be received Monday through Friday between the hours of 10:00 a.m. and 4:00 p.m. 

First day advance shipments can arrive at the Gaylord Texan Resort & Convention Center. 

7. Specific Restriction for Booths

Booths may not impede the use of the fire sprinkler system. If you are rigging any overhead signage, please contact show services to be put in touch with the convention center’s approved rigging contractor. Any two-level booth requires a building permit using an engineer-stamped floor plan in advance. Please contact show services if this applies to you as safety requirements will need to be considered. There are also specific regulations about the display of motorized vehicles. If you plan to display a vehicle with an internal combustion engine, please contact Heritage for specific regulations

8. Information on Raffle

ODTUG encourages you to host raffles in your booth. 

9. Special Event Information

Tickets to the special event are available for booth attendants to purchase at the time of registration and will be available on site. Specific Info Coming Soon 

10. Spreading the Word

Thank you for doing your part to promote ODTUG Kscope25. If you haven’t done so already, please make sure you have our promotional graphics posted where applicable and the event listed on your calendar. Keep sending out those email blasts with your vendor codes prominently listed!

11. Community Service Day

Details Coming Soon

12. Welcome Reception

The ODTUG Kscope25 Welcome Reception is your company’s time to shine. The exhibit hall will be filled with attendees in great spirits, waiting to hear what your company has to offer. The receptions begin at 5:30 p.m., Sunday, June 15. Please have your staff at your booth by 5:15 p.m. to ensure they are ready when the exhibit hall opens. There are food and beverage options available from the Gaylord Texan that may be added to your booth to help draw attendees to your space. If your company is interested, please fill out this catering form and submit to to Angela Gremaud  at agremaud@gaylordhotels.com

13. Booking Hotel Rooms

There are still rooms available at the Gaylord Texan. Make a reservation as soon as possible. 

Rooms are available at our group rate, starting at $239.00/night from Thursday, June 12- Friday, June 19. Please book rooms by Thursday, May 22 to attain these rates.

***Please note there are a few scam companies out there; do not book any hotel reservations with people who call or email offering a discounted rate. Only book through the link above.***

14. Rules and Regulations for Exhibiting at ODTUG Kscope25

Vendor Agreement:

On behalf of the company listed here, we agree to abide by all rules and regulations outlined by ODTUG. We understand that email updates containing necessary information about participation in ODTUG Kscope25 on June 15-19, 2025 will be sent to the primary email address listed on this agreement.

This contract between ODTUG (hereinafter, “Show Management”) and the exhibiting company (“Exhibitor”) hereby applies to an exhibit space at ODTUG Kscope25. By agreeing to this contract, Exhibitor will comply with the rules and regulations of Show Management and the contracted facility. Show Management reserves the right to make changes to exhibit information, such as booth number, hours, and dates, which will be provided to the Exhibitor no later than May 13, 2025 in the Exhibitor Kit. The Exhibitor is responsible for the information and deadlines contained in the Exhibitor Service Manual and therefore required to meet all deadlines. Missed deadlines may result in losing specific marketing or logistic opportunities. If the Exhibitor is purchased or in anyway merges with any other company, the new company assumes all responsibilities laid out in the original contract.

By submitting an application for exhibit space and except for Show Management’s negligence or misconduct, the Exhibitor releases Show Management from any and all liabilities to Exhibitor, its agents, licensees, or employees that may arise or be asserted as a result of submission of an application or of participation in this exposition. This application becomes a contract when accepted by the Exhibitor and Show Management. ODTUG is not responsible for changes to the conference schedule, offerings, presenters, or any other logistical changes. These changes are not grounds for changing, canceling or amending this contract.

All exhibits must be installed during the time designated by Show Management. Exhibit staff must be in charge of the display during the hours when the exhibit area is open. Each Exhibitor agrees to maintain the exhibit through all exhibition hours. Exhibit personnel must wear the ODTUG Kscope25 approved identification badges while on the exhibit floor. Security will be provided for overnight non-show hours on the dates the exhibit hall will be open. No Exhibitor will be permitted to dismantle displays or remove products from the exhibit hall prior to the scheduled closing time.

Payment:
Unless otherwise specified in this Contract, payment of fees shall be made in US currency by credit card payment, check, or bank transfer payable to ODTUG, and shall be due within thirty (30) days after receiving the invoice or prior to the start of the first event, whichever is earlier. All credit card payments are subject to a 3% processing fee to be paid by the exhibitor/sponsor. No advertising or benefits will be fulfilled by ODTUG until payment is made.

Exhibitor Registration:
Information regarding Exhibitor registration will be available in the Exhibitor Kit. All persons working in the exhibit area must be registered as exhibit staff or conference attendees of ODTUG Kscope25 and be at least 21 years of age. No one will be admitted to the exhibit area without a badge. Exhibitor badges will include exhibit hall access only. Food will be available for purchase prior to the conference through the registration process. Exhibit staff wishing to attend conference sessions must be registered as full conference attendees.

Sponsor/Exhibitor Cancellation Policy:
Full payment of Sponsor/Exhibitor is due with a signed contract. In the event the Exhibitor wishes to cancel exhibit space, the Exhibitor must send notice of cancellation in writing. If the Exhibitor cancels more than one hundred twenty (120) days before the event, Exhibitor shall receive a 50% refund. In the event the Exhibitor cancels between ninety (90) and one hundred twenty (120) days before the event, Exhibitor shall receive a 25% refund. If the Exhibitor cancels less than ninety (90) days before the event, the fees are non-refundable. Exhibitor is responsible for payment of such fees regardless of the reason for cancellation.

Show Management Cancellation Policy:
Should the conference be cancelled for reasons of continued pandemic or any other reason not covered as an act of God, ODTUG will notify exhibitors within 24 hours once the decision to cancel has been made. ODTUG will maintain the latest information regarding the cancellation or potential cancellation on its website. ODTUG will offer full or partial refunds of the sponsorship monies paid as long as it is prior to the start date of the conference.

Sponsors/Exhibitors will have the option to invest any paid funds in another ODTUG conference. ODTUG will present these options in writing via email within 14 days of the cancellation announcement.

Exhibit Space:
Exhibitors may not sublet any part of the space assigned, nor represent, advertise, or distribute literature for the product or services of any other firm or individual except as approved in writing by Show Management. Exhibitors’ promotional activities are confined to the actual space purchased or in areas approved by Show Management (e.g. vendor forums, hospitality suites). Signage within an Exhibitor’s space may contain only logos owned by the Exhibitor. Exhibitors will be bound by booth rules that will be included in the Exhibitor Kit. Booth sharing is not allowed.

Restrictions:
Show Management reserves the right to restrict or prohibit exhibits that, because of noise, method of operation, or any other reason, are objectionable or otherwise detract from or are out of keeping with the character of the exposition as a whole. Show Management may prohibit installation or request removal of any signage or booth parts that block direct view of connecting booths for the main aisles; this is at Show Management’s sole discretion. Show Management may prohibit installation or request removal or discontinuance of any Exhibitor or promotion that, if continued, departs substantially from Exhibitor’s preapproved design and description. In the event of such restrictions, prohibitions, or removal, Show Management will, where appropriate, refund the exhibitor space rental fee and shall not be otherwise liable to the Exhibitor.

Booth Dimensions and Signage:
Exhibit fixtures, components, and identification signs will be permitted to a maximum height of 8'3" for 10’x10’ and 10’x20’ booths, and 20' for island 20’x20’ booths and larger. Hanging signs from the ceiling is allowed only if approved by Show Management. Show Management will hang specific sponsor and directional signs at its discretion.

Souvenirs and Samples:
Distribution of souvenirs and samples is permitted, provided there is no interference with other exhibits. Show Management may withhold or withdraw permission to distribute souvenirs, advertising, or any other material it considers objectionable. Badge holders may not be distributed. Souvenirs and samples distributed at sponsored events are property of ODTUG, not the sponsoring vendor. If ownership is transferred to a sponsoring vendor, ODTUG is not responsible for packaging or transportation of said items. Conference sponsors are not allowed to distribute or request distribution of their souvenirs and samples at events sponsored by other vendors.

Storage:
Storage of additional literature, product, storage crates, or packing materials behind the back drape is strictly prohibited in every major exhibit facility in the U.S. If such items are stored behind the booth, the exhibiting company will be required to remove them immediately and pay for storage with the service contractor. Exhibitors may store a limited supply of literature or products appropriately within the booth area, so long as these items do not impede access to utility services, create a safety problem, or look unsightly.

Liability and Insurance:
Each party will indemnify, defend and hold the other harmless from any loss, liability, costs, or damages arising from actual or threatened claims resulting from its breach of this Agreement or the negligence, gross negligence, or intentional misconduct of such party or its officers, directors, employees, agents, contractors, members, or participants when acting within the scope of their employment or agency. Neither party will be liable for punitive damages.

Americans with Disabilities Act:
Exhibitors shall be responsible for making their exhibit accessible to persons with disabilities as required by the Americans with Disabilities Act and shall hold Show Management harmless from any consequences of failing to do so.

Performance of Music and Licenses:
Exhibits that include the operation of musical equipment, radios, sound or motion picture equipment, public address systems, or any noise-making machines must be operated so resulting noise will not annoy or disturb adjacent Exhibitors and their patrons and must be approved by Show Management. Speakers and other sound devices should be positioned to direct sound into the booth rather than the aisle. Rule of thumb: Sound and noise should not exceed 85 decibels. Demonstration areas must be organized within the Exhibitors’ space so as not to interfere with any aisle traffic. Should spectators of a demonstration interfere with normal traffic flow in the aisle, Show Management will require that the demonstration cease. Exhibitors and vendors are responsible for individual ASCAP/BMI music licensing fees if applicable to ODTUG Kscope25 exhibit booth and/or vendor hospitality function. Vendors and Exhibitors hereby represent that they have, or shall have by the time of the event, obtained all required licenses for the live or recorded performance of music. Exhibitors and/or vendors shall indemnify and hold harmless Show Management, its directors, officers, agents, members, and representatives from and against all claims, costs (including reasonable attorney fees), expenses, and liabilities arising from breach of the foregoing representations.

Collateral:
Distribution of collateral is permitted, provided there is no interference with other exhibits and it contains only logos owned by the Exhibitor. Show Management may withhold or withdraw permission to distribute collateral or any other material it considers objectionable.

Food and Beverage:
Any food or beverages to be given away at exhibit booths must be approved by Show Management and the contracted facility. If approved, food and beverages must be ordered directly through the contracted facility.