Policies & Guidelines


General Policies: Standards of BehaviorCancellations | Recording, Photography, and Social Media | Accessibility | Liability and Theft | Children

Exhibitor Policies – General: Booth Lottery | Booth Refunds | “Selling” Without a Booth | Representation | Hybrid Organizations | Advertising

Exhibitor Policies – Marketplace: Load-in and Load-out | Booth Staff | Open and Accessible Hours | Displays and Promotional Materials | A/V, Sound and Performances in the Marketplace | Food and Beverage

Exhibitor Policies – Independent Showcases: General | Leasing Space from Conference Management


General Policies

Standards of Behavior

PAE attendees are expected to read and adhere to PAE Conference Etiquette (pdf) and the NAPAMA Guidelines for Ethical Behavior.

Cancellations, Refunds and Transfers

South Arts understands that there are circumstances that may prohibit a registrants’ attendance at the Performing Arts Exchange. Cancellation and refund requests must be submitted in writing to PAE Program Director, Leland McKeithan at lmckeithan@southarts.org by August 25. South Arts will issue a 50% refund up until this time.

Registrations (Presenter, Exhibitor, Supporter) are transferable and we encourage attendees to take advantage of this policy. In the event of a transfer, please let South Arts staff know as soon as possible. South Arts does not guarantee that printed materials will be updated if the request to transfer credentials is made within 4 weeks of the start date of the conference.

Recording, Photography, and Social Media

Personal digital cameras are permitted at PAE events, provided photography is not disruptive. For showcases and PD@PAE workshops, registrants may take photos from their seats, as long as they are silent, not obstructing views, and are not using a flash. No professional photography or videography is permitted during the Performing Arts Exchange without press credentials. Press credentials must be obtained from South Arts staff at least 3 weeks prior to the start of the conference. If any photography or videography is deemed disruptive by conference staff, the participant may be asked to leave the event.

Photography and videography for social media purposes, such as Twitter, Instagram, and Facebook are encouraged provided that course or showcase material is not shared in full, and the artist or speaker is referenced. Social Media using the hashtag “#PAE2017” is encouraged.

*Photography policies from artists producing Independent Showcases may vary from the South Arts policy.

Please be advised that any participants may be photographed and/or videotaped as part of the conference. By entering the facility and participating in this event, you are giving your permission for your photo or video image to be included in the products.

Accessibility

South Arts believes the arts should be available to all individuals and communities. We are committed to ensuring Americans with Disabilities Act compliance for our physical offices and portfolio of services and activities. Organizations that receive funding from South Arts are required to provide accessibility for their constituents. All conference venues are compliant with ADA regulations. A South Arts Accessibility Coordinator is available at all times to discuss and accommodate your needs. Large print materials are available throughout the year by calling the South Arts office (404-874-7244). Any other requests for accommodations should be submitted two weeks in advance of the Conference. For further assistance while at the conference, please see a South Arts associate at Registration.

Liability and Theft

South Arts is not responsible for property that is lost, stolen, or damaged in the Marketplace or at any time during the Performing Arts Exchange. However, South Arts takes such instances of loss very seriously and will investigate such reports to the best of its ability. South Arts will direct anyone who reports a lost or stolen item to the proper authorities. South Arts provides security in the Marketplace but encourages exhibitors to be responsible for their property and secure valuable items at the close of each Marketplace day.

Children

No children under the age of 18 will be allowed to attend any conference event. South Arts cannot review content material for age appropriateness nor guarantee the safety of children at the conference venue.


Exhibitor Policies – General | Return to Top

*South Arts reserves the right to bar any participant or organization from exhibiting at the Performing Arts Exchange at Conference Management’s discretion.

Booth Lottery

Initial booth assignments for the Performing Arts Exchange will be made through a lottery with three levels. The first lottery is drawn out of a pool of exhibitors who attended the previous year’s Performing Arts Exchange; the second lottery is drawn from exhibitors who did not attend last year but were in attendance sometime during the last three years; the third lottery is drawn from other registrants. Registrants who are sponsors and/or partners may receive additional consideration at the sole discretion of Conference Management.

Registration during the booth lottery is not on a first come first serve basis. To ensure fairness to all participants in the lottery, everyone will receive the same consideration within their level. Conference Management will do their best to accommodate everyone’s requests, but no requests can be guaranteed.

If an Exhibitor is unhappy with their placement once the lottery has been drawn and announced, they may contact Conference Management to discuss their options. If there are additional, unclaimed spaces, Management may allow transfer of location. Please note that no exhibitor will be allowed to change their booth location more than once.

For more information on booth lottery, visit our Booth Lottery FAQ section.

Booth Refunds

In the event that an organization cannot attend the Performing Arts Exchange, South Arts will refund the booth cost minus a $250.00 administrative fee up until 30 days prior to the conference. Thereafter no requests for refunds will be granted. For exhibitors who take part in the booth lottery, the initial non-refundable booth deposit (of $250) will be taken as the administrative fee.

“Selling” Without a Booth

No “selling” organization is permitted to do business at the Performing Arts Exchange without being represented in a booth and having paid proper registration fees to South Arts. Business includes, but is not limited to, selling a service, holding meetings, representing a roster of clients, and networking. If anyone is reported to be engaging in business at a PAE venue during the PAE conference, without being represented in a booth, the report will be thoroughly investigated by Conference Management. If the organization is found to be doing business at PAE, or “selling”, the first offense will result in the immediate expulsion from the Conference and the organization will be banned from participating in the following year’s conference. The second offense will result in the revocation of the offenders right to participate in any future Performing Arts Exchanges.

Representation

While exhibitors are permitted to promote artists or services that are not typically represented in their roster or product line, South Arts discourages the practice. Conference Management finds that such circumstances may not be favorable to artists who are first-time attendees of PAE.

Hybrid Organizations

South Arts understands that the performing arts world is evolving and changing, and there may be organizations that both present in a performing arts space and promote a roster. Representing artists at the Performing Arts Exchange without a booth is strictly prohibited. However, if an organization plans on attending the Performing Arts Exchange with the sole business purpose of booking for their presenting space, the organization is not required to buy a booth. Any organization that serves this dual purpose of presenting and representing talent must notify Conference Management in writing that they are a hybrid organization during the conference registration process.

If the hybrid organization is found to do business on behalf of an artist, or “sell”, while attending the PAE without being represented in a booth, they will have their badges revoked for the duration of the conference and the organization will be banned from participating in the following year’s conference. The second offense will result in the revocation of the right to participate in any future Performing Arts Exchanges.

Advertising

Terms, Conditions & General Policies for Advertising.


Exhibitor Policies – Marketplace | Return to Top

Load-in and Load-out

Set-up or tear-down outside of designated times is prohibited. Exceptions may occur only when a request has been made in writing and approved by conference management prior to the conference. Dismounting your display outside of designated tear-down time may result in dropping a level in the following year’s booth lottery (See Booth Lottery policy above for further information).

Booth Staff

No single booth may be staffed by more than four persons at any one time. This includes registered booth staff as well as artists who may be in the marketplace on artist passes.

Open and Accessible Hours:

  • Open Hours: Each booth must be staffed by at least one representative at all times.
  • Accessible Hours: Exhibitors and presenters may hold meetings or browse in the Marketplace but it is not required that each booth is staffed for business.

Displays and Promotional Materials:

All signs, banners and displays must be no taller than 8’ in height and must not interfere or obstruct neighboring exhibit spaces.

Any displays or equipment over 4’ tall must not protrude more than 4’ from the back wall of a full booth, or 2’ from the back of the wall in a half booth.

No signs, banners, or displays should be placed outside the interior of your booth. Under no circumstances should any of these items be placed in other conference facilities, including hotel, convention center, hospitality or showcasing space, unless an advertising or sponsorship agreement has been made in writing prior to the conference allowing such signage.

Candles and open flame devices are prohibited in any conference space, as are the use and display of compressed gasses, flammable liquids, or dangerous chemicals.

A/V, Sound and Performances in the Marketplace

Any audiovisual equipment in the marketplace must be equipped with headphones so that neighboring exhibitors aren’t disturbed while doing business. Live performances of any kind in the marketplace are prohibited.

Any activity that creates an event and draws large numbers of participants in the marketplace is not allowed and will be curtailed by Conference Management.

Food and Beverage in the Marketplace

The convention center and/or hotel retain the right to provide all food and beverages. Any food service request must be submitted to Conference Management and approved in writing prior to the conference.  Outside food is not allowed.


Exhibitor Policies – Independent Showcases | Return to Top

General

All artists performing in a PAE Independent Showcase must be represented in a booth in the Marketplace. To ensure that independent showcases are not cross-scheduled with other conference events, Conference Management will only publish listings in the program book that occur after conference events, such as the Opening Reception and Juried Showcases, have finished.

During the booth staff registration process, exhibitors will be asked if they are interested in collaborating on independent showcases. That information will be available in the Exhibitor Service Center as well as by request.

Conference Management strongly discourages first-time attendees from arranging an independent showcase unless they are collaborating with another agent or artist who is experienced with showcasing at PAE.

Artists and exhibitors must agree with hotel and convention center policies regarding food and beverage, signage, promotional materials, and closed doors.

Performances outside of the showcase venues are discouraged. Please bring infractions to the attention of Conference Management.

Leasing Space from Conference Management

Once you have been approved, South Arts considers your verbal and/or email agreement to use space awarded for independent showcasing binding. A deposit and a signed contract for independent showcasing space are due by the due date specified in the contract. The entire contract will be null and void if the deposit and the signed contract are not received within five (5) business days of specified due date. The space will then be offered to any parties on the waiting list. If the party whose contract has been voided still wishes to obtain showcasing space, they may be offered the space again only after the waiting list has been exhausted, and only at the discretion of Conference Management. In the event that space is not resold, the party whose contract has been voided will be penalized the following year by only being awarded space after applicants in good financial standing have been awarded space.