Exhibit Hall Rules and Regulations
1. Exhibit Hall Rules and Regulations. By applying for an exhibit space, an exhibitor agrees to adhere to all conditions and regulations as outlined in these Rules and Regulations. Compliance with these Rules and Regulations for the AALAS (hereafter “AALAS”) National Meeting will be monitored by AALAS. Each exhibitor is granted nothing more than a terminable license to exhibit, subject to all of the Rules and Regulations herein and the general control of AALAS. At the sole discretion of AALAS, an exhibitor may incur penalties for breach of the exhibitor’s contract, a breach of these Rules and Regulations as determined by AALAS in its sole discretion, or any conduct determined by AALAS in its sole discretion to be disruptive or contrary to the commercial and educational purposes of the AALAS National Meeting and its Exhibit Hall. The penalties imposed may include but are not limited to:
Instructions to remediate the violation;
A. An oral or written reprimand;
B. Loss of priority position in booth selection;
C. Reduction or forfeiture of priority points
D. Exclusion and/or removal of the exhibitor or the exhibitor’s representatives from the Exhibit Hall;
E. Exclusion from future AALAS Meetings
An AALAS determination that any exhibitor has failed to comply with any rule or regulation herein or any AALAS directive issued to the exhibitor, may result in termination of the exhibitor’s license and closing of its exhibit without notice. In all interpretations of the Rules and Regulations, AALAS’ decision is final.
2. Admission to AALAS National Meeting. AALAS reserves the right to refuse to admit or to eject from the Charlotte Convention Center (“Premises”), the Premises’ Exhibit Hall (“Exhibit Hall”) or any other area leased or licensed by AALAS for the AALAS National Meeting (“National Meeting”) any person, exhibit or thing that is not, in the sole discretion of AALAS in its opinion in keeping with the character and purpose of the National Meeting and its Exhibit Hall. As used in this Rules and Regulations, the Charlotte Regional Visitors Authority is referred to as (“Authority”) and the City of Charlotte, North Carolina is referred to as the (“City”).
3. Exhibit Hall Conduct.
A. Use of the Exhibit Hall. Exhibitor shall undertake its activities in a safe and orderly manner and comply with the rules and regulations of the Premises where the National Meeting takes place.
Use of the Premises by exhibitor shall be in a safe and orderly manner in full regard for public safety and in conformity with the Premises’ Fire Prevention and Emergency Response Plan. Exhibitor shall use the Premises and cause its employees, volunteers and service contractors to use the Premises:
I. In compliance with AALAS’, the Authority’s, and the City’s directives, policies and procedures governing the use of the Premises; and
II. In compliance with applicable governmental statutes, rules, regulations, ordinances and directives.
Exhibitor shall:
I. Use the Premises in a safe and orderly manner;
II. Be responsible for the safety of its booth;
III. Obtain all licenses necessary to use any patented or copyrighted matter or trade name;
IV. Pay all taxes and permit or license fees arising out of or resulting from the use of the Premises in a lawful and timely manner;
V. Not engage in or permit activities which are obscene under the law;
VI. Interfere with or disrupt activities of concurrent users of the Premises; and
VII. Not in any way damage, deface or alter the Premises.
Unethical conduct and/or violation of these Exhibit Hall Rules and Regulations (“Rules and Regulations”) by an exhibitor or any of its representatives, employees or contractors may subject the exhibitor and/or its representative(s), employees and contractors to removal from the Premises, Exhibit Hall and/or the National Meeting, in which event it is agreed there will be no refund from AALAS or such other penalty as determined by AALAS Event Management in its sole discretion.
B. Limitation of Exhibitor Activities. All exhibitor activities must be conducted within the exhibitor’s assigned space.
C. Entering Another Exhibitor’s Booth. No exhibitor is permitted to enter another exhibitor’s booth without permission of that booth’s exhibitor.
D. Prohibition of Photography and Recording. No photography, or video or digital recording is allowed in the Exhibit Hall. No exhibitor or any of its representatives or employees shall photograph, videotape, digitally record or examine in any way another exhibitor’s booth, equipment or products without the prior written permission of the other exhibitor. Prior written permission from the AALAS Executive Director is required to photograph or video tape or digitally record any portion or all of the Exhibit Hall. If an exhibitor suspects a violation of this rule, the following steps should be taken: (a) Approach the person in question, while paying attention to their name and exhibiting company on their name tag and ask the following: “Excuse me. AALAS has a no-photography policy that you may not be aware of; therefore, we respectfully ask that you delete photos of our booth.” and (b) If the person does not cooperate with the request, record the person’s name and exhibiting company and report the incident, along with identifying information, as soon as possible to the AALAS Exhibitor Registration desk so AALAS can follow up.
E. Distracting Activities. Distracting activities and devices, including but not limited to sound and lighting are not permitted. X-ray and ultrasonic equipment may be exhibited, but not operated.
F. Use of Animals. The use of live animals is not permitted in the exhibit booths. The use of photographs or other forms of visual display depicting animals must be submitted for approval to AALAS by September 1, 2020.
G. Public Safety. Exhibitor agrees not to bring onto the Premises any material, substance, equipment, or object which is likely to endanger the life of, or to cause bodily injury to, any person on the Premises or which is likely to constitute a hazard to property thereon, without prior approval of AALAS. AALAS shall have the right to refuse to allow any such material, substance, equipment or object to be brought onto the premises and the further right to require its immediate removal therefrom, if found thereon.
H. Canvasing and Distribution of Advertising Material. Canvassing or distributing advertising matter outside the exhibitor’s own space is not permitted. Solicitation of business, except by exhibitors, is not permitted.
I. Show Hours. Exhibitors must abide by show hours.
J. Booth Decoration. Nothing shall be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the Premises or the Premises’ furniture by the exhibitor or its representatives. Any booth cost required for the protection of the Premises or its building, equipment, or furniture will be at the expense of the exhibitor. Exhibitor shall neither materially deface, injure, mar, nor in any material manner damage the Premises, and shall neither cause nor permit anything to be done by a party under its control, whereby the Premises shall be in any manner materially injured, marred, defaced, or damaged.
In accordance with the requirements of this Section, exhibitor shall be responsible to pay AALAS for the reasonable costs of repairs of all damages to the Premises (except those caused by AALAS, its agents, servants, contractors and employees) caused by exhibitor’s use of the Premises, normal wear and tear excepted.
K. Maintenance and Cleaning. Exhibitor is solely responsible for maintenance and cleaning of its booth space. Exhibitor shall be responsible for the expenses associated with areas of the Premises requiring cleaning outside of exhibitor’s booth when such cleaning is made necessary by actions of the exhibitor or exhibitor’s agents, employees, contractors, and/or representatives.
L. Smoking. Smoking is prohibited in the Premises, including times of setup and dismantling.
M. Open Aisles. The aisles are the property of all exhibitors; therefore, each exhibitor has the responsibility to assure proper flow of traffic through the entire show. Do not place your demonstration area on the aisle line of your exhibit if you expect many people to congregate at one time. Leave space within your own exhibit area to absorb the majority of the crowd. This regulation applies even if your exhibit booths are directly across the aisle from each other.
N. ADA Compliance. Exhibitor is responsible for making its exhibit space and its activities accessible and compliant with the American with Disability Act (“ADA”) and applicable regulations.
O. Fire Code Regulations. Exhibitor shall promptly comply and shall cause it’s employees, agents, contractors and invitees to promptly comply with all laws, ordinances, orders, rules, regulations and requirements of all federal, state, municipal and local governments, departments, commissions, boards, and officers. Exhibitor shall obtain all necessary permits and license necessary for its activities at the National Meeting. All drapes, curtains, table coverings, skirts, carpet or any material used in exhibits must be flame retardant. Volatile or flammable fluids, substances or materials of any nature are prohibited. All two-tier exhibits must be submitted in diagram form to AALAS Exhibit Management for approval by August 1. Fire hose cabinets, fire extinguishers, sprinklers, fire exit doors, route of egress and any other fire safety device or facility must not be hidden, obstructed or otherwise disturbed. Crates, packing material, wooden boxes and other combustible materials may not be stored in Exhibit Halls, meeting rooms or fire exit areas.
P. Food and Product Samples. The Authority shall be the exclusive provider food and beverages for the Premises. An exhibitor may give away sample size food, non-alcoholic beverages obtained through the Authority’s food and beverage provider and event related novelty items in its exhibit booth for which the exhibitor assumes full responsibility, including compliance with applicable law including health laws and regulations. Exhibitor may give away sample size items for materials or product produced directly by the exhibitor. Any distribution of food or beverages in an exhibit booth must meet the food and beverage rules of the Premises. The distribution of samples and souvenirs must be done in a dignified manner, may not create a nuisance, and may not cause any interference with adjoining exhibits as determined by AALAS in its sole discretion. No alcoholic beverages are allowed in the Exhibit Hall. Alcoholic beverages purchased outside of the Premises may not be brought into the Premises.
Q. Copyright & Trademark License. All copyright or trademarked material to be displayed, played or performed at the Premises by exhibitor shall be duly licensed or authorized by the copyright or trademark owner(s) or authorized representative(s) of the owner(s), and all applicable royalties will be paid prior to display, playing or performance. At AALAS’ written request, exhibitor shall supply written documentation to evidence exhibitor’s license to display, play or perform the copyrighted or trademarked material.
R. Exhibitor-Sponsored Contests. Exhibitors, who want to sponsor any type of contest, sweepstakes or drawing for prizes must complete and submit by the published deadline the Exhibitor-Sponsored Contest form located on the AALAS web site under National Meeting – Exhibiting – Forms and Map. The following rules must be adhered to by any exhibitor conducting a contest, sweepstakes or drawing:
The exhibitor must comply with all local, state, and federal laws that apply to such contests, sweepstakes or drawings.
I. Contest, sweepstakes, or drawing rules must be posted at the booth. The rules must include eligibility, date and time of drawing(s),sweepstakes, or contest, (include if it is at the booth or sometime after the National Meeting), the words “no purchase necessary to enter,” in bold prominent print, number of prizes awarded, and how winners will be notified and announced (company web site, company advertisement, etc.). Financial consideration to enter a contest, sweepstakes or drawing is prohibited.
II. The maximum value of all prize(s) may not exceed a total of US $500 retail value. (For example, a company might choose to give away US $10 Starbucks gift cards; USB drives, an item they currently offer to sell, etc.).
III. Onsite public address system announcements are prohibited. AALAS will not provide an exhibitor with any type of Prize Board during the National Meeting.
IV. No Exhibitor-Sponsored Contest forms will be accepted onsite.
V. Exhibitor shall notify AALAS in writing of the name(s) of all winner(s) within two weeks of the end of the National Meeting.
Disclaimer: AALAS reserves the right to amend requirements as unique situations arise to ensure consistency or fairness.
S. Exhibitor-Sponsored Functions. AALAS discourages exhibitor functions that conflict with the educational program of the meeting. Please do not schedule functions during the Sunday Opening Session/General Membership Meeting (5:00–6:30 p.m.). Any questions regarding this should be directed to the AALAS President or Executive Director. Prior to the National Meeting a company must provide notification to the AALAS National Office of any functions it has scheduled. This is for security reasons and will not be published.
4. Enforcement of Rules.
A. How to Report Violations. Any violation of these Rules and Regulations must be reported as soon as possible after the violation occurs but no later than 1 p.m. on the Wednesday of the National Meeting when the Exhibit Hall closes.
Please verbally report any suspected exhibitor rule violations to Exhibitor Registration or if you choose, complete the official complaint form and return it to Exhibitor Registration. The complaint will be addressed by AALAS and/or the Exhibitor Advisory Council.
B. False Accusations. It shall be a violation of these Rules and Regulations for an exhibitor to make a false accusation of a violation of these Rules and Regulations against another exhibitor.
5. Booth Information, Set Up and Take Down.
A. Final Program. Copies of the Final Program will be available at the Exhibitor Registration Desk. Completed exhibitor applications (4 pages) must be received by August 1 in order to be included in the Final Program.
B. Exhibit Booth Attendant Registration. Each commercial exhibitor will receive four complimentary meeting registrations for each booth purchased. Each Affiliate exhibitor will receive one complimentary meeting registration for each booth. Booth personnel may be registered using the form located on the AALAS web site at National Meetings – Exhibiting - Forms and Maps. Exhibitor badges are strictly for personnel working in the booth. For security purposes, these badges are not to be used for friends, clients, or any person other than the registered booth attendant. Badges will include the attendant’s name, job title, exhibiting company or affiliate name, city, state, and country if outside the US.
C. Guest Badges. Every effort will be made to ensure that only properly identified and authorized National Meeting registrants enter the exhibit area. A maximum of four guest badges will be made available to each exhibitor for exhibitor guests, defined as family or interested parties not employed in the field of laboratory animal science who exhibitor wishes to invite to view the exhibitor’s display, and who will be in the Exhibit Hall less than 2 hours. Guest badges may not be used by exhibitor employees or other vendors in lieu of registering as a booth attendant or regular National Meeting attendee.
Guest badges are to be picked up at Exhibitor Registration. They are to be returned to Exhibitor Registration after use. If your guest’s name is not on the Exhibiting Company Guest Sign-Up Form on the AALAS web site at National Meetings – Exhibiting - Forms and Maps, exhibitor will be called to Exhibitor Registration to verify the guest’s identity before a guest badge is issued. The Guest-of-Exhibitor badge will permit entry only to the exhibit area from Monday, October 26, through Wednesday, October 28 during Exhibit Hall hours. Guest badges will not permit attendance at scientific sessions or other National Meeting functions. Guest badges are reusable for the exhibitor. It is the exhibitor’s responsibility to make sure the badges are turned in to the Exhibitor Registration staff when finished. It is the responsibility of the exhibiting company to inform of and ensure all guests adhere to all of the Rules and Regulations.
D. Booth Structure. No exhibit may span an aisle by roofing. Exposed, unfinished sides of exhibit backgrounds must be draped to present an attractive appearance as determined by AALAS. If such draping is not ordered, the contractor, with the approval of the exhibit manager, will install it and charge the exhibitor.
E. Rigging and Hanging. All rigging and/or suspension of overhead loads require drawing and diagram to be submitted to Brede Exposition Services by August 1, 2020 at cswashington@brede.com. No actual rigging activities shall take place without the express prior approval of Brede.
F. Exhibit Hall Set Up. All Exhibit Hall decorating, display, drayage, rigging, and production/audiovisual work related to exhibitor’s participation at the National Meeting shall be coordinated by Brede Exposition Services cswashington@brede.com.
G. Booth Views. An exhibitor’s island booth shall provide sufficient “see-through” and "walk-through" so as not to block the view of adjacent exhibit booths. This does not apply to equipment displays. The determination of whether the exhibitor’s booth complies with this Rule shall be made by AALAS in its sole discretion. One way to assess whether or not your exhibit has sufficient "see-through" area is to imagine you would be exhibiting behind your company's booth. Would you be happy with the view? AALAS will enforce penalties for not complying with this rule. If it determines that an exhibitor’s booth does not have sufficient see through area and this issue is not sufficiently remediated, the exhibitor will not be allowed to select booth space for the following year’s meeting until all other priority point exhibitors have chosen theirs. (See diagrams below)
H. Booth Setup/Setup Badges. Every effort will be made to ensure that only properly identified and authorized National Meeting registrants enter the exhibit area. Each exhibitor will be allowed to have badges for their set-up crew on Saturday and Sunday. The Exhibitor Set-Up Personnel Form is located at the AALAS web site at National Meetings – Exhibiting - Forms and Maps. This would be for individuals that are not listed as having an exhibitor badge for the meeting. It is the responsibility of the exhibiting company to inform and ensure all set-up crew follows the Rules and Regulations regarding the set-up of booths. If listed on the form, these individuals would only have to show proof of identification and not have a company representative with them to get their badge.
I. Move In and Set Up. Move in and set up: Saturday, October 24, 10 a.m.- 6 p.m. and Sunday, October 25, 7:30 a.m.-7 p.m. Please have sufficient setup personnel to have the exhibit completely set up within the allotted setup time. Exhibitors will be allowed in the Exhibit Hall at 7:30 a.m. on Monday, Tuesday, and Wednesday mornings. If you need arrangements outside these hours, please contact Brede Exhibition Services for the possibility of any special arrangements.
J. Storage. Exhibitor shall remove its empty crates, boxes and cartons from the exhibit area by 5 p.m. on Sunday, October 25. Any exhibit not unpacked by this time will be placed in storage and can be returned only after the exhibits close on the first day of exhibiting or may be ordered set up by AALAS Exhibit Management and the cost charged to the exhibitor.
Packing materials should be nested as much as possible. "Empty" stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available at the Brede Exhibitor Service Desk. No refuse, such as empty cartons, may be placed in the aisles after the final sweeping of the aisles in the exhibit area. Containers or skids without the "Empty" stickers will be considered refuse and disposed. Crates, boxes, and cartons may not be stored behind booth backgrounds. Do not store anything of value in crates going into storage. Exhibitors shall not litter the floor in the booths or aisles after the cleaning of the exhibit area.
K. Dismantling of Exhibits. Wednesday, October 28, 1-10 p.m. Please have sufficient dismantling personnel to be completely packed within the allotted time. No packing of equipment, literature, etc., or dismantling of exhibits will be permitted until the official closing time. All exhibits must be packed by 10 p.m. on Wednesday, October 28. An exhibitor who violates this Rule may not be invited to exhibit at future meetings. If exhibitor’s equipment, exhibits, fixtures, materials, displays or other personal property are not removed by 10 p.m. on October 28, 2020, those materials will be deemed abandoned property and AALAS may store, or caused to be stored any such property, for which exhibitor shall pay a fee to AALAS to cover any and all expenses for such storage. If exhibitor does not take possession of such equipment, exhibits, fixtures, materials, displays or other personal property within a reasonable time and pay the applicable storage fees, AALAS may sell the same and hold the proceeds thereof for the rightful owner less any reasonable expenses in incurred by AALAS. Neither the AALAS, the Authority or the City shall be liable for any loss or damage to exhibitor property left on the Premises. Charges for the storage and disposition of said property shall be billed by AALAS and paid by exhibitor upon receipt of invoice.
L. Security. Security will be provided for perimeter access control beginning on Saturday, October 24. Booth security and the protection of special valuable items may require additional security at the exhibitor's own determination and expense.
M. Freight Handling Jurisdiction. All property shipped to or from the Exhibit Hall by the exhibitor for installation or display at the exhibition is at the sole risk of the exhibitor. All materials arriving at the Exhibit Hall must arrive prepaid, and the actual weight must appear on the bill of lading. Brede Exposition Services has the responsibility of receiving and handling all exhibit materials and empty crates. It is their responsibility to manage docks and schedule vehicles for the smooth and efficient move in and move out of the exhibition period. Brede Exposition Services will not be responsible, however, for any material they do not handle. Brede Exposition Services will have COMPLETE control of the loading docks at all times. If an exhibitor wishes to unload or load, they must report to the Brede Service Desk. An exhibitor shall not proceed to the docks until told to do so. Vehicles may not be left unattended at the loading areas. Any unattended vehicles will be towed away at owner’s expense. In no event shall the Authority, AALAS, Brede Exposition Services or their respective agents, officers or employees be liable for loss, transport cost, or other costs associated with delivery or damage to such property. Articles, fittings, fixtures, materials, and equipment shall be brought into and removed from the Premises only at such entrances and exits, and during hours as designated by AALAS. Any property of any kind brought upon the Premises by exhibitor or its employees, agents, contractors, or members or patrons shall be at the sole risk of exhibitor and shall be promptly removed from the Premises as provided in these Rules and Regulations.
N. Deliveries and Removal of Equipment. Deliveries or removal of equipment must be made before or after exhibit hours. Once the Exhibit Hall opens, a pass must be obtained from AALAS Exhibit Management to remove any material or equipment prior to the close of exhibits at 1 p.m. on Wednesday, October 28. After the exhibit opens Monday morning, nothing may be removed until the exhibit is officially closed.
O. Booth Specifications and Pricing.
a. General Information.
i. Booth Size. All booths are 10ft. x 10ft. Booth cost is $1950. Rental includes 8-ft. high back drapes and 36-in.-high side dividers and a standard (7 x 44 in.) and identification sign with exhibitor’s company name. All booths must be carpeted or have some other kind of floor covering provided by the exhibitor. One DirectLead Handheld Touch retrieval or DirectLead Rover App will be provided per exhibiting company.
ii. Standard In-line Booths. The back wall of the display is limited to 8 ft. in height and a depth of 4ft. All display fixtures and accessories, (including but not limited to racks, instruments, equipment, and foliage) over 4ft. in height, not to exceed 8 ft. maximum, must be confined to that area of the exhibit's space which is within 4 ft. of the backline. Display material in the remaining 6 ft. of booth space must not exceed 4 ft. in height.
iii. Multiple Lineal Booths. In an exhibit that contains 3 or more linear booths (30 feet or more), the interior booths are permitted to contain display material over 4 ft. in height, with a maximum of 8 ft. in height, which must be confined to that area of the exhibitor's space which is within 6ft. of the backline of the booth. The end booths of such an exhibit must conform to the standard booth restrictions of 4ft. display area from the backline of the booth. Sufficient “see-through” area must be provided so as not to block the view of adjacent exhibits.
iv. Premium Island Booths. An island booth is any size booth exposed to aisles on all four sides, the full cubic content of the space may be used; however, all display material is restricted in height (16 ft) and sufficient “see-through or walk-through” area must be provided so as not to block the view of adjacent exhibits. An Island taller than 16 ft. may only be placed at the perimeter of the exhibit hall so as not to block other booths from view.
P. Hanging Signs. The minimum height from the floor to the bottom of a sign that hangs from the ceiling is 22 ft. The 22 ft. distance is measured from the floor to the bottom of the sign. Hanging Signs and Graphics should be directly over the contracted exhibit space only. It is the exhibitor’s responsibility to ensure their sign is hung at the approved level. The ceiling height is 30 ft.
Q. Lead Retrieval and Attendee Contact Listing. Exhibiting companies will be given one DirectLead Handheld Touch or DirectLead Rover App retrieval, which they must request on the exhibitor service form and pick up at the booth in the back of the Exhibit Hall. All attendees, including booth attendees, will be given individual badges with a barcode containing their contact information. When exhibiting companies turn in their boxes after 1 p.m. on Wednesday, they will be given a USB listing every name that was entered in their box. Starting in 2020, the National Meeting Attendee list will be handled by InFocus, the company AALAS contracts with to provide list management services. We are currently negotiating a setup price with InFocus for sending out email messages on behalf of the exhibiting company. There will be a distribution/processing fee from InFocus for 2020. More details will be shared later. For more information about the services provided by InFocus, please visit https://www.aalas.org/publications/advertising-opportunities/mailing-list. This list can be used one time only as a follow-up to the attendees of the National Meeting. The list is non-transferrable and must be used no later than January 1, 2021. Exhibitors found in violation of the one-time use of the listing will not be provided the list the following year.
R. Exhibitor Service Order Forms. All materials should be consigned to the official AALAS decorator, Brede Exposition Services. Forms for ordering furniture, carpeting, rental display units, and labor will be available on the AALAS web site at National Meetings – Exhibiting - Forms and Maps. Labor will be available based upon advance orders from exhibitors. All work in connection with the exhibits requiring hired labor must be performed by personnel skilled in the appropriate trades.
The exhibitor service forms will be available on this site by July. Included will be forms for ordering furniture, floor coverings, special decorations, custom signage, labor, electrical services, compressed air, steam, water, draining, gas, and custom cleaning. Instructions on convention center labor wages, Exhibit Hall move-in and move-out procedures, and options for storage of your display along with other drayage information will also be provided. For more information, contact Brede Exposition Services, 6801 Mid Cities Avenue, Beltsville, MD 20705. Phone: (301) 937-8600. Email: cswashington@brede.com.
6. General Terms and Conditions.
A. Refusal of Admission. AALAS does not discriminate against individuals or groups regarding AALAS membership and/or AALAS event attendance. However, AALAS reserves the right to deny registration to individuals for any reason, including, but not limited to an individual’s or group’s previous history of affiliation with organizations that make or have made a practice of opposing the beliefs, mission, and/or affiliation(s) of AALAS and/or has a prior history of negative interaction with AALAS.
B. Non-Discrimination. During the term and for the purpose of the National Meeting, exhibitor agrees not to discriminate against any employee or any applicant for employment because of race, creed, ancestry, sexual orientation, disability, color, sex, marital status, age, military status, mental disability, religion or national origin and further agrees not to discriminate for the same aforementioned reasons against any National Meeting attendees in connection with admission, services or privileges offered to or enjoyed by the general public. Exhibitor will also enforce the foregoing provision in connection with all of its employees, agents and service contractors.
C. Cancellation. In the event of cancellation of booth space by either party for reasons other than force majeure, the following refund policy will apply: Notification of an exhibitor's decision to cancel or reduce exhibit space must be submitted in writing. The effective date of space cancellation or reduction will be the date on which written notice is received by AALAS. If space is cancelled or reduced 60 days or more prior to the opening date of the meeting, the total payment received will be refunded, less a processing fee of $200 per booth. If space is cancelled or reduced 30-59 days prior to the opening date of the meeting, 50% of booth rental fee per booth will be retained. The remainder of payment received will be refunded. When the cancellation occurs 30 days or less prior to the opening of the meeting, no refund will be given.
Cancellation request for over-allotment booth attendants must be received in the AALAS National Office in writing 30 days before the opening of the meeting. Processing fees will be retained on over-allotment registration fees: $50 for booth attendant registration and $25 for each workshop. Please allow 30 days for processing. Any late cancellation request after the opening session will not be considered for refund.
D. Priority Points. The past priority point system allots one point for each past AALAS National Meeting at which a company has exhibited; one additional point is given if the company is a member of the Allied Trade Association at the time the application is received at the AALAS national office. Base Commercial Membership will receive one (1) priority point for booth location at the National Meeting or Premium Commercial Membership will receive five (5) priority points for booth location at the National Meeting. Exhibiting company must be a current Commercial Member (Premium or Base) at both the time the exhibit application is submitted and for the week of the national meeting to be eligible for the discount/priority points.
E. Liability. Exhibitor shall be liable for all damage to the Premises, including damage to the building, grounds and equipment, exclusive of reasonable wear and tear, and for any bodily injury occurred at the Premises to the extent caused by any act or omission of exhibitor or its officers, directors, agents, employees, servants, officials, volunteers and assigns. Exhibitor hereby releases and waives any and all claims it may have against AALAS, the Authority, the City or their members, officers, directors, agents, employees, contractors, servants, officials and volunteers for any loss of or damage to any property of exhibitor or of any person admitted to the Premises on behalf of exhibitor (whether arising out of a claim involving a third party or between AALAS and exhibitor or between the Authority and exhibitor).
F. Indemnity. Exhibitor shall defend, indemnify, and hold harmless AALAS, the Authority and the City and their respective members, officers, directors, agents, employees, servants, officials and volunteers ("Indemnified Party(ies)") from any and all claims, losses, damages or expenses, including attorney’s fees and litigation expenses, arising out of or resulting from claims or actions: (1) for any loss of or damage to any property of the Premises; (ii) for any loss or damage to any property of AALAS or of any persons admitted to the Premises by AALAS; (iii) for bodily injury, including death, to the extent caused by any act or omission of exhibitor and/or exhibitor’s officers, directors, contractors, agents, and/or employees; (iv) related to the display or performance by exhibitor and/or its officers, directors, contractors, agents, and/or employees of copyrighted or trademarked material; (v) from exhibitor’s failure to comply with the ADA or applicable regulations, and/or any other claim arising from exhibitor’s use of the Premises or arising from or related to these Exhibit Hall Rules and Regulations (whether arising out of a claim involving a third party or between AALAS and exhibitor).
Maintenance of insurance required under these Rules and Regulations shall not limit the exhibitor’s obligations under this indemnification obligation.
G. Insurance. Exhibitor shall at its own expense take out and/or maintain the insurance requirements described in this Section through the term of exhibitor’s the use of the Premises, including move-in and move-out days, with an insurer or insurers maintaining at least an A rating in the current A.M. Best’s Manual, licensed to conduct business in the State of North Carolina. All such insurance shall be primary of any other valid and collectible insurance of AALAS, the Authority and/or the City and shall be written on an occurrence basis. Claims made policies are not acceptable and do not constitute compliance with exhibitor's obligations.
I. Automobile Liability Insurance: Insurance with a minimum limit not less than $1,000,000 per accident, combined single limit each occurrence for bodily injury and property damage, covering all owned, non-owned and hired vehicles, including loading and unloading operators.
II. Commercial General Liability Insurance: Insurance with a limit not less than $1,000,000 per/aggregate including coverage for bodily injury or death, property damage, products and completed operations, personal/advertising injury liability, contractual liability, and operation of mobile equipment, and liquor liability (if applicable); and
III. Workers' Compensation Insurance: Insurance meeting the statutory requirements of the State of North Carolina if utilizing North Carolina employees, and/or the state where exhibitor is domiciled, and any applicable Federal laws. Employer’s Liability - $100,000 per accident, $500,000 disease per policy limit, $100,000 disease each employee limit.
Exhibitor shall submit to AALAS no later than sixty (60) days before the first move-in day of the National Meeting a certificate or certificates of insurance showing such required coverages are in effect and naming AALAS, the Authority and the City and their respective members, officers, directors, agents, employees, servants, officials, volunteers and assigns as additional insureds under the Commercial General Liability Insurance Policy. Written notice to AALAS of exhibitor’s or the Insurer’s intent to amend or terminate the required insurance coverages must be sent per policy guidelines. If exhibitor fails to timely submit the required certificate or certificates of insurance, exhibitor shall forfeit its rights in as an exhibitor at the National Meeting.
Exhibitor bears the risk of inadequacy or failure of any insurance or any insurer.
H. General Release. Each applicant and exhibitor, for and on behalf of themselves and their directors, officers, employees and agents (hereinafter collectively referred to as “exhibitor”) in consideration of AALAS considering its application for exhibit space or its granting of such application, agrees to waive and release any and all rights to bring a civil action or lawsuit at law or equity including, without limitation, one based upon any theory of tort, negligence, breach of warranty, unjust enrichment, interference with contractual relations, loss of business opportunity, restriction of speech, restraint of trade, assault or false arrest, against AALAS or any of its directors, officers, employees, volunteer members or agents (hereinafter “AALAS”) in any United States Federal or state court regarding any matter in connection with AALAS’s application process for exhibit space, denial of exhibit space or any action taken by AALAS as a result of its determination that an exhibitor has violated the Rules and Regulations.
I. Limitation of Liability. Each exhibitor agrees that the total liability of AALAS and its directors, officers, employees, volunteer members and agents (hereinafter AALAS) to any exhibitor, its directors, officers, employees, agents or guests for any action or omission by AALAS in connection with the operation or governance of the Premises, the Exhibit Hall and its National Meeting shall be limited to the amount paid by the exhibitor for exhibit space. Under no circumstances shall AALAS, the Authority or the City be liable to the exhibitor for punitive, special, incidental or consequential damages.
J. Force Majeure. If use of the Premises or Exhibit Hall as a whole is prevented by Acts of God, national emergency, riots, governmental directive to AALAS or the Authority, acts of terrorism or default of a prior customer of the Authority or other similar cause outside the control of AALAS and/or the Authority (collectively “force majeure”), or if the Authority cancels AALAS’ right and license to use the Premises for force majeure reasons, then either exhibitor or AALAS may cancel this agreement for exhibit space upon prompt written notice to the other or oral notice if followed promptly by written notice. If such cancellation occurs after the beginning of the Move in period, the booth fee paid by exhibitor shall be reduced proportionately based on the time period allocated to exhibitor. The forgoing repayments of the exhibitor’s booth fee shall be exhibitors sole remedy and AALAS and/or the Authority shall not be liable for other damages, including punitive, special, incidental of consequential, in the event of cancellation due to force majeure. Exhibitor shall be liable for all expenses incurred prior to a cancellation due to a force majeure.
K. Venue. Each applicant for exhibit space and exhibitor agrees that any legal application of or interpretation of these Exhibit Hall Rules shall be governed by the law of the State of Tennessee without consideration or application of that State’s conflict of law provisions and that the sole jurisdiction and venue for any such proceeding shall be the appropriate United States Federal District Court or State Court sitting in Memphis, Tennessee to which jurisdiction and venue each applicant and exhibitor hereby agrees to submit. The prevailing party on the merits of any litigation between AALAS and exhibitor shall be entitled to recover, in addition to all other relief obtained, reasonable attorneys’ fees and expenses of litigation.
L. Waiver of Subrogation. AALAS hereby waives any and every claim which arises, or may arise, in its favor and against an Indemnitee through the term of this of the use of the Premises, including move-in and move-out days or any extension or renewal hereof for any and all loss or damage covered by valid and collectible insurance policies, to the extent that such loss or damage is covered under such insurance policies.
M. Waiver. One or more waivers of the terms and conditions of these Exhibitor Rules and Regulations shall not be construed as a waiver of any preceding or subsequent breach of the same or any other provision. The consent or approval given by any party with respect to any act by the other party requiring such consent or approval shall not be deemed to waive or render unnecessary further consent or approval of any subsequent or similar act by such party.
