ITS NM 2025 – Vendor/Sponsor Registration

Sponsorship Levels

All sponsorships and exhibitor registrations come with:

• • • An exhibitor booth except for the Corporate Sponsorship.
    • One registration except for the Partner Demonstration Sponsorship which comes with two registrations.

Vendor Registration Form

ITS NM Golf Outing

As an exhibitor/sponsor, you will receive one free pass to participate in the ITS NM golf outing to be held on October 14, 2025. Reservations will be held on a first come, first serve basis and will be limited to one per sponsorship/exhibitor registration. If an additional golfer is desired, they will be added to a waitlist and will be able to participate if capacity allows. Overall participation for the golf outing will be limited to the first 20 to sign up.

Shipping Instructions

Do you need to have materials shipped ahead of time and received by host hotel?

PACKAGES AND STORAGE

Package handling and storage costs apply to all in-coming packages.

The costs are as follows per day, plus tax:

MARRIOTT CONFIDENTIAL AND PROPRIETARY INFORMATION SHIPPING INSTRUCTIONS

When shipping boxes, letters or packages to Marriott Albuquerque for you, a group, a vendor attending a group conference or guest in a group, please use the following format:
Address your labels as follows:
Name: (Recipient/Intelligent Transportation Society of New Mexico) Month/day/year (date of arrival)
Group: 2025 Intelligent Transportation Society of New Mexico (ITS) Annual Meeting
Address: 2101 Louisiana Boulevard NE City/State Albuquerque, NM 87110-5401
# of Boxes/Pkgs. ________________

EXHIBITOR AGREEMENT for ITSNM Annual Meeting

Marriott Uptown, October 14^th (setup), 15^th (exhibitor show)

Albuquerque, New Mexico

AGREEMENT TO EXHIBIT

By submitting this application to rent exhibit space at the 2025 ITS NM Annual Meeting in Albuquerque, New Mexico (“Event”), the Exhibitor agrees to abide by these terms and conditions (“Agreement”) before, during, and after the Event, and agrees to abide by any and all rules of the Mariott Uptown Hotel. The ITS NM Board (“ITS”) shall have the sole authority to interpret and enforce all rules and regulations included herein, to make any amendments thereto, and to make further rules and regulations as necessary to ensure the orderly conduct of the Event.

SPACE ASSIGNMENT

Exhibit space will be assigned according to selection by the Exhibitor at the time of registration. ITS will make every effort to honor the selection of the Exhibitor and the layout configuration as depicted in the registration portal, however should the need arise, ITS reserves the right to change the floor plan design at any time and without notice. ITS may also move Exhibitor to another location prior to or during the Event, if such change is deemed to be necessary by ITS and/or the host hotel. Exhibitor shall not assign, sublet, or appoint the whole or any part of the exhibit space allotted to them, nor permit any other person or party to exhibit therein, any other goods, apparatus, etc., not manufactured or distributed by the exhibitor in the regular course of business except upon prior written consent of ITS.

SPACE RENTAL

Exhibit space rental includes one draped 2.5’ x 6’ table and two chairs. One standard electrical receptacle will be provided at each exhibit space. All exhibitor displays including banners must be free standing; nothing may be attached to walls, ceilings, columns, or any other facility elements. Exhibit space rental includes one Company listing in official Conference Program.

SETUP

Exhibitor space shall be available for set up of their displays during the hours listed in the ‘Exhibitor Hours’ section.  Exhibit space shall be closed by 7:00 PM on the day before the event.

EXHIBITOR SERVICES

See the Shipping Instructions section of the exhibitor registration website for all shipping information.

EXHIBIT HOURS AND STAFFING

All booths shall be staffed by registered Exhibitor representative(s) during show hours. Setup and Show hours are:

Tuesday, October 14, 2025: 12:00 PM – 7:00 PM, setup

Wednesday, October 15, 2025: 7:00 AM – 5:00 PM, exhibitor show

EXHIBITOR CONDUCT

Exhibitor shall not engage in any actions or display any goods or services contrary to the best interests of the Event or ITS. ITS may, in its absolute discretion, rearrange or remove such goods or services, or take whatever action ITS deems necessary to protect the integrity of the Event, up to and including immediate termination of the Exhibitor’s Agreement, expulsion from the Event Location, without liability for refund and without liability for any claims of damages caused by such action.

Exhibitor shall maintain its booth to always be clean and presentable. All supplies, handouts, literature and samples must be confined to the booth space and not behind it.

Exhibitor may not serve prepared food or alcoholic beverages from their exhibit space, but candy or other small, packaged food items may be provided to Event attendees.

Exhibitor shall operate any audio equipment or other sound-generating devices at volume levels which do not disrupt or inconvenience other Exhibitors or Event attendees. Any Exhibitor broadcasting, performing, displaying or using any copyrighted materials, including but not limited to music, video and software (whether live or mechanical), in or at their booth must have the necessary licensing agreement(s) with ASCAP, BMI or other such licensing organization.

The exhibitor is responsible for paying all royalties, fees or other charges associated with such licensing agreements.  It is the Exhibitor’s responsibility, not ITS’s, to ensure those necessary licensing agreements are in place.

Further, should Exhibitor broadcast, perform or display copyrighted materials, Exhibitor agrees to indemnify and hold ITS harmless and defend it from any claims or actions brought against ITS by ASCAP, BMI or other such licensing organization for the broadcast, performance or display of such copyrighted material.

All exhibitor displays shall conform to the conditions of the Albuquerque Fire Marshall permit for this event.

REMOVAL OF EXHIBITS

Exhibitors shall maintain their fully set up and staffed booth until at least 3 PM on the day of the event. All Exhibitor materials shall be removed from the exhibits area by 7:00 PM on the day of the event.

SECURITY

The Host Hotel will provide basic security service in the exhibits area during overnight hours on Tuesday night. Those exhibits in the hotel concourse will be in a public space, so Exhibitors are advised to secure or remove valuables at the end of each show period. ITS and the Marriott Hotel are not responsible for the security of Exhibitor’s property from theft, damage by fire, accident, vandalism or other causes.

HOSPITALITY EVENTS

In the interest of the success of the Event, the Exhibitor agrees not to advertise or conduct hospitality events (whether on-site or off-site) or otherwise encourage the absence of attendees from official scheduled Event activities. Official event activities include all scheduled hours that the exhibits area is open, and during the presentations in the assembly hall.

CANCELLATION

ITS shall not be liable for any damages or expenses incurred by Exhibitor arising from the delay, interruption or cancellation of the Event. If for any reason beyond the control of ITS, the Event is not held, ITS may retain so much of the Exhibitor’s booth rental fee as is necessary to defray expenses incurred by ITS.

Exhibitor agrees that ITS will sustain certain losses if Exhibitor cancels this Agreement after Exhibitor has been assigned exhibit space. Because of the difficulty of determining and proving such losses, Exhibitor agrees to pay the amounts set forth below as liquidated damages and not as a penalty in the event Exhibitor cancels all or part of its exhibit space. Exhibitors who cancel will be refunded their payment(s) according to the following schedule:

Cancellation by September 15, 2025: 85% Refund

Cancellation by October 1, 2025: 50% Refund

Cancellation after October 1, 2025: No Refund

LIMITATION OF LIABILITY

ITS shall not be liable, and Exhibitor agrees to make no claim for any reason whatsoever against ITS, the Marriott Hotel, for loss, theft, damage, or destruction of goods; nor for any injury, including death, to Exhibitor’s self, employees, agents or representatives; nor for any damage of any nature, including damage to Exhibitor’s business for failure to provide exhibit space; nor for failure to hold the Event as scheduled; nor for any action or omission of ITS. Exhibitor is solely responsible for its own exhibition materials and products and should insure exhibit and products from loss or damage from any cause whatsoever. It is understood that all property of Exhibitor is in Exhibitor’s care, custody, and control in transit to, or from, or within the confines of the Event Location and the exhibit hall. ITS shall bear no responsibility for the safety of Exhibitor, Exhibitor’s personnel, employees, agents, representatives or personal property.

INDEMNIFICATION

Exhibitor shall defend, indemnify, and hold harmless ITS, its officers, directors, employees, agents, and each of them, with respect to any claims, suits, damages, liabilities, losses, expenses, and costs (including attorneys’ fees) (“Claims”) which ITS, its officers, directors, employees, agents, and each of them may suffer or be subject to, and which are in any way connected with the Agreement or the presence of the Exhibitor, Exhibitor’s personnel, or any Exhibitor-appointed contractor at the Event; provided, however, that the Exhibitor’s duty to indemnify, defend, and hold harmless shall not extend to Claims, as are solely caused by the gross negligence or willful misconduct of ITS, its agents, or employees. The terms of this provision shall survive the termination or expiration of this Agreement.

INSURANCE

Exhibitor shall, at their own discretion, procure and maintain insurance at their sole cost and expense. The Exhibitor shall not be indemnified by ITS NM’s insurance policy.

GENERAL

Survival: All provisions of this Agreement which by their nature should survive termination will survive, including without limitation, accrued rights to payment, indemnity, limitation of liability and Exhibitor’s obligations as provided in Section 6. Governing Law and Jurisdiction: This Agreement will be construed and enforced in accordance with the laws of the State of New Mexico. Severability: If any portion of this Agreement is held to be invalid or unenforceable, all other terms and conditions shall remain in full force and effect.