Exhibitor Rules & Regulations
City Parks Alliance (herein the Alliance) will present an international urban parks conference, Greater & Greener 2026 (Conference), in Austin, TX, June 13-16, 2026. Keynote, plenary sessions, and indoor educational sessions of the Conference and the Exhibition Hall will occur at the Austin Marriott Downtown (herein AMD), 304 E. Cesar Chavez Street, Austin, TX 78701. Mobile workshops and other events will be held at various locations off-site.
Application/Space Agreement
The Exhibitor application must be completed in full and accompanied by full payment. Incomplete applications will delay acceptance, and the application will not be processed until BOTH the completed signed agreement and payment have been received by the Alliance. A signed and accepted application constitutes a legally binding contract between the Alliance and the exhibitor. The rules and regulations stated here and within the Exhibitor’s Manual constitute a bona fide part of the agreement for exhibit space.
The Alliance reserves the right to exercise sole discretion in accepting or refusing applications and assigning exhibition space. Applying does not guarantee acceptance. The Alliance or its agents will notify all applicants of their status within ten business days of the application date. The Alliance will not reimburse the applicant for expenditures made in anticipation of acceptance, nor is it obliged to provide a reason for refusal.
All points not specifically covered are subject to the Alliance’s discretion. The Alliance may make reasonable changes, amendments, or additions to contract regulations at its sole discretion. Any such changes shall be binding on the Exhibitor in the same way as the other regulations.
All applicants agree to the Conference Terms and Conditions noted on our Greater & Greener website, in addition to the items listed below.
Payment & Cancellation of Space
Successful payment in full is required at the time of application. If your application is refused, the Alliance will refund your payment to the credit card used at the time of the application within 10 business days.
Cancellation of exhibit space must be made in writing to exhibitors@greatergreener.org. Please indicate your reason for cancellation. Cancellations by September 26, 2025, will be refunded in full less a $100 service fee. Cancellations made between September 27, 2025, and March 31, 2026, will be refunded at 50% of the base exhibitor fee, less a $100 service fee. No refunds will be issued after April 1, 2026. Add-on fees (e.g., Premier Exhibitor space) are non-refundable. If the Exhibitor does not claim or occupy their assigned space by 6:00 a.m. on June 15, 2026, the Alliance may terminate this contract. The defaulting Exhibitor shall not be entitled to the refund of any sums paid in advance to the Alliance.
The exhibitor’s company representative and/or agent shall be held jointly, collectively, and individually responsible for any and all debts incurred for all exhibit costs, fees, or charges.
Exhibition Hall
Assignment of Space
The space allotted is for the Exhibitor’s exclusive use. The Exhibitor may not assign or sublet any space allotted. The Exhibitor agrees that the Alliance shall have the right to make regulations or changes in the floor plan arrangements of tables for the Exhibition Hall as it deems necessary and to amend these regulations from time to time. All determinations by the Alliance regarding enforcing rules, regulations, and conditions under this contract shall be final and binding upon the Exhibitor.
Load In/Load Out
Before Exhibitor Load-In, the Alliance’s Exhibition Hall coordinator must receive a Certificate of Insurance (see Insurance below for requirements) no later than May 15, 2026. An electronic version (PDF) should be sent to exhibitors@greatergreener.org.
Load In of your space should occur on Sunday, June 14, 2026, between 11:00 a.m. and 5:00 p.m. central time. You must notify the Exhibition Hall Coordinator in advance if you cannot load in during these times. While the Alliance will make an effort to accommodate changes to the load in schedule, the Alliance is not obligated to do so. Exhibitor tables will be numbered, and you may occupy the table number assigned to you by the Alliance. Exhibits not fully set up by 6:00 a.m. on Monday, June 15, 2026, will be considered a “no show,” and the space will be released without refund.
Exhibits must be removed by 6:30 p.m. Tuesday, June 16, 2026, without exception. If they are not removed by then, the Alliance reserves the right to remove them and charge the exhibitor for the expenses. No exhibit shall be broken down or altered in any way during the Exhibition Hall’s operation hours.
The Exhibitor is responsible for proper trash disposal during load-in and load-out. The storage of shipping cases and palettes must be coordinated with the on-site FedEx office. Palettes, wrappings, and other materials may not be left in or around the hotel’s freight elevator.
Venue
The Exhibitor may not advertise or display goods other than those designated in this contract. The sponsors, their agents, or event representatives cannot guarantee any financial gain to you or your organization by exhibiting at this event, nor can they guarantee attendance.
Exhibitors may not deface the walls, floors, or ceilings and must leave the facility in the same condition as before moving in and shall assume responsibility for damage to the facilities of the AMD.
All signs and banners are subject to approval by the Alliance, the AMD, or its agents. Handwritten or sandwich signs are not permitted.
Exhibitors shall not use loud bells, sirens, buzzers, projected or amplified sound, or otherwise cause any loud noises as, in the opinion of the Alliance, would interfere with the activities of the Conference or neighboring Exhibitors.
No activities in the Exhibition Hall shall be scheduled during the time of official program or exhibit hours except with express written permission of the Alliance.
Data Collection & Leads
All exhibitors are encouraged to collect participant data through the Lead Capture program; the Alliance will not provide any participant data in any form.
Under new privacy regulations, all exhibitors collecting participant data vis-à-vis the Lead Capture app or on their own, electronically or in any other manner, actively or passively, must make their company’s Privacy Statement readily accessible for participant review. Attendee requests to have their data removed must also be honored.
Photography & Recording
By attending the Greater & Greener conference, all registrants grant the Alliance permission to photograph you (and your booth), record your voice and/or videotape your likeness and image, and grant the Alliance the absolute right to publish, use, or assign any and all photographs, videotapes, sound recordings and/or other electronic or mechanical reproductions, now known or hereinafter invented, or any part thereof, that the Alliance has taken or made of you during the Conference (including live-streaming and/or related-activities). The conference photographer reserves the right to use images captured at the conference for self-promotion and is prohibited from selling those images.
Greater & Greener encourages attendees to use social media throughout the conference vis-à-vis personal channels or the conference mobile app. Attendees are encouraged to capture their Conference experiences in the permitted areas of the Conference venue and post their own social content (text, photos, audio, video, streaming), provided it does not defame other Conference attendees or Exhibitors or infringe on copyrighted Alliance and sponsor branding and content.
The Alliance reserves the photographic and recording rights for the exhibition hall. Photographic and video equipment not supplied by Alliance-contracted vendors is strictly prohibited in the hall. Exhibitors wishing to take photographs or videos must make advanced arrangements with the Exhibition Hall Manager and limit their activities to the exhibitor’s space. Any photographs or recordings taken outside the exhibitor’s space require the subject’s written approval.
Indemnification & Limitation of Liability
Neither the Alliance, the AMD, Poplar Events LLC (herein Poplar), their agents, employees, or subcontractors shall be liable for injuries to the Exhibitor, his or her agents, or employees, no matter how sustained. All claims for such loss, damage, or injury are hereby expressly waived by the Exhibitor. It is understood that neither the Alliance, AMD, nor the legal entities, that own, lease, and/or operate the AMD, nor their members, officers, directors, or employees, shall be responsible or liable for injury to any person or persons or for loss or damage to any property belonging to the Exhibitor while at the AMD. The Exhibitor assumes complete responsibility and liability for all loss, damage, or destruction of property of the Exhibitor, guests, and all property of the AMD used by the Exhibitor or brought upon the premises on his or her behalf. The Exhibitor also assumes full responsibility and liability for all injury to any and all persons or property in any way connected with the Exhibitor’s display caused by the employees. The Exhibitor indemnifies and agrees to hold harmless the Alliance, the AMD, Poplar, and their respective members, officers, directors, agents, and employees from and against any and all liability whatsoever arising from and/or all damage to property or personal injury caused by the Exhibitor or his agents, representatives, employees, or other persons.
The Alliance shall not be liable for loss or damage to property that the Exhibitor may suffer during installation or removal or during the Conference due to burglary, fire, accident, or any other destructive cause.
Insurance
The Austin Marriott Downtown requires proof of insurance, and all exhibitors must secure and maintain the appropriate insurance coverage for the duration of the Conference at their own expense.
The requirements include Commercial General Liability, Automobile Liability, Workers Compensation, and Umbrella coverage. Please refer to the COI requirements for specific limits and instructions on how to complete the COI form.
The Exhibitor must submit the Certificate of Insurance as evidence of coverage at least 30 days before the conference (May 15, 2026). Please submit the Certificate of Insurance electronically to exhibitors@ greatergreener.org.
Shipping
All exhibitors are responsible for arranging the shipment of all materials to and from the AMD and pay the associated fees for the services provided by the FedEx Office Business Center at the AMD.
Please schedule your shipments to arrive four days before June 14, 2026, to avoid storage fees. The hyperlinks provide information about inbound and outbound shipments. The Exhibitor’s Manual, which will provide additional information, will be sent approximately two months before the event.
While the FedEx Office Business Center at the AMD will make every effort to ensure your package is delivered on time, neither FedEx nor the Alliance can be responsible for damaged or lost shipments. Exhibitors are responsible for arranging return service with appropriate shipping labels. For additional information, contact the FedEx Office Business Center by email at pm2873@fedex.com or by calling (512) 501-3874 MON-FRI, 7:30 a.m.– 6 p.m. CST, SAT, 7:30 a.m.-2:00 p.m. CST, or SUN, 7:30 a.m.- 2:00 p.m. CST.
Conference Postponement and/or Cancellation
The Alliance, at its discretion, shall have the right to postpone or cancel the conference and exhibit in its sole discretion and in no way shall be liable to the exhibitor for losses resulting from such delay or cancellation. Should the Alliance fail to hold the Conference or furnish to the Exhibitor the space herein described due to, but not limited to, Acts of God, war, civil commotion, fire, flood or casualty, labor difficulties, shortages of or inability to obtain labor, materials or equipment, governmental regulations or restrictions, unusually severe weather, or public health crisis, including those involving any of a material epidemic, quarantines and/or travel bans, or any cause beyond its control, liability to the Alliance shall be limited to a refund of the exhibitor fee, and, such refund shall be accepted by the Exhibitor in full settlement of all loss or damage suffered by the Exhibitor.