Rules and Regulations

  1. AALAS reserves the right to refuse to admit or to eject from the Exhibit Hall or any other area leased by AALAS for the event 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 AALAS National Meeting and its Exhibit Hall.
  2. Unethical conduct and/or violation of these Rules and Regulations by an exhibitor or any of its representatives or employees may subject the exhibitor and/or its representative(s) and employees to removal from the Exhibit Hall, 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.
  3. All exhibitor activities must be conducted within the exhibitor’s assigned space.
  4. No exhibitor is permitted to enter another exhibitor’s booth without permission of that booth’s exhibitor.
  5. 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 nametag, 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 Exhibit Management can follow up.
  6. Distracting sound and lighting devices are not permitted. X-ray and ultrasonic equipment may be exhibited, but not operated.
  7. An exhibitor’s booth shall provide sufficient “see-through” area so as not to block the view of adjacent exhibit booths. The determination of whether the exhibitor’s booth complies with this Rule shall be made by AALAS Exhibit Management 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?
  8. 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 Exhibit Management by September 1st.
  9. 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 included the Exhibitor Service Kit. The following rules must be adhered to by any exhibitor conducting a contest, sweepstakes or drawing:

    1. The exhibitor must comply with all local, state, and federal laws that apply to such contests, sweepstakes or drawings.
    2. 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.
    3. 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.).
    4. Onsite public address (PA) system announcements are prohibited. AALAS will not provide an exhibitor with any type of Prize Board during the National Meeting.
    5. No Exhibitor-Sponsored Contest forms will be accepted onsite.
    6. 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.Canvassing or distributing advertising matter outside the exhibitor’s own booth space is not permitted. Solicitation of business, except by exhibitors within their booth space, is not permitted.
  10. Canvassing or distributing advertising matter outside the exhibitor’s own space is not permitted. Solicitation of business, except by exhibiting firms, is not permitted.
  11. The distribution of food or beverages in an exhibit booth is allowed for both exhibitor staff and for attendees, as long as it meets the food and beverage rules of the convention center. Distribution of samples and souvenirs is permissible provided it is done in a dignified manner, does not create a nuisance, and causes no interference with adjoining exhibits as determined by AALAS in its sole discretion. No alcoholic beverages are allowed in the Exhibit Hall.
  12. Exhibitors must abide by show hours.
  13. Nothing shall be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture by the Exhibitor or its representatives. Any booth cost required for the protection of the building, equipment, or furniture will be at the expense of the exhibitor.
  14. Smoking is prohibited in the Exhibit Hall, including times of setup and dismantling.
  15. 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.
  16. 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 exhibit hall rules.
  17. 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 exhibit hall shall be limited to the amount paid by the exhibitor for exhibit space.
  18. 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.
  19. Exhibitor shall undertake its activities in a safe and orderly manner and comply with the rules and regulations of the convention center where the National Meeting takes place.
  20. Exhibitor is responsible for making its exhibit space and its activities therein compliant with the American with Disability Act (“ADA”) and applicable regulations.
  21. Exhibitor hereby releases AALAS, The Charlotte Regional Visitors Authority (hereinafter “Authority”), the City of Charlotte, and their respective contractors, employees, volunteers, servants, officials, and agents for any and all claims it may have against any or all of them for any loss or damage to property of the exhibitor.

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. It shall be a violation of these Rules and Regulations for and exhibitor to make a false accusation of a violation of these Rules and Regulations against another exhibitor.

Please verbally report any suspected exhibitor rule violations to Exhibitor Registration or if you choose, complete the official form and return to Exhibitor Registration. The complaint will be addressed by AALAS Exhibit Management and/or the Exhibitor Advisory Council.

Enforcement of Rules

By applying for an exhibit space, an exhibitor agrees to adhere to all conditions and regulations as outlined in these Rules and Regulations. Conformity to these Rules and Regulations for the AALAS National Meeting will be monitored by AALAS Exhibit Management. 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 Exhibit Management, 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 Exhibit Hall. The penalties imposed may include but are not limited to:

  • Instructions to remediate the violation;
  • An oral or written reprimand;
  • Loss of priority position in booth selection;
  • Reduction or forfeiture of priority points
  • Exclusion and/or removal of the exhibitor or the exhibitor’s representatives from the Exhibit Hall;
  • Exclusion from future AALAS Meetings

An AALAS Exhibit Management 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 Exhibit Management’s decision is final.

Refusal of Admission

The American Association for Laboratory Animal Science (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.

Priority Points

The 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 (ATA) at the time the application is received at the AALAS national office.

Fire Code Regulations

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 by City Fire regulations. Tents and/or roofs on top of exhibits are not permitted if they could prevent the sprinkler system from working properly. All two-tier exhibits must be submitted in diagram form to AALAS Exhibit Management and the convention center for approval before move-in. 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 highly combustible materials may not be stored in Exhibit Halls, meeting rooms or fire exit areas. Passenger elevators and escalators may not be used for freight, including hand trucks, floats and similar equipment.

Indemnity

The exhibiting company assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save American Association for Laboratory Animal Science, the Authority, the City of Charlotte, and their respective contractors, employees, volunteers servants, officials, and agents harmless against all claims, losses, and damages to persons or property, governmental charges, or fines and attorney’s fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibition premises, or a part thereof, excluding such liability caused by the sole negligent or wrongful acts or omissions of AALAS, negligence of the Exhibit Hall and their employees, and agents. In addition, the exhibitor acknowledges that AALAS, the convention center, and Brede Exhibition Services do not maintain insurance covering the exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor.

Insurance

Exhibitor shall carry the following insurance coverage and provide to AALAS proof of such insurance coverage with a Best’s Rated “A” carrier or better authorized to do business in the State of North Carolina. The Exhibitor shall carry and maintain the following insurance coverages: worker’s compensation and occupational disease at statutory limits including employer’s liability of at least, $500,000 and commercial general liability including broad form property damage, products, completed operations, independent contractors, personal injury and blanket contractual liability insurance at limits of at least $1,000,000 per occurrence, $1,000,000 aggregate. Such coverages shall be primary to any coverage carried by a party required to be named as an additional insured and shall contain a waiver of subrogation against each party required to be named as an additional insured. These coverages shall be evidenced by a Certificate of Insurance with a 30-day prior written notice of cancellation provision to the holder(s) and name the American Association for Laboratory Animals Science, the Charlotte Regional Visitors Authority, and their respective Officers, Directors, Employees, Volunteers, Sponsors, Agents, and Assigns as additional insureds. A certificate indicating such coverages are in effect and will remain in effect through the dates of the National Meeting shall be submitted by Exhibitor to AALAS at least 45 days prior to opening day of the National Meeting. If the commercial general liability insurance provided by Exhibitor is written on a claim made basis, Exhibitor agrees to maintain such coverage for a period of at least 320 days after the closing date of the National Meeting.

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 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 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.

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.

Exhibit Booth Attendant Registration

Each company will receive four complimentary meeting registrations for each booth purchased; booth personnel may be registered using the form located here. 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, city, state, and country if outside the US.

The American Association for Laboratory Animal Science (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.

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 exhibiting company for exhibitor guests, defined as family or interested parties not employed in the field of laboratory animal science who you wish 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 (located here), you will be called to Exhibitor Registration to verify his/her identity before a guest badge is issued. The Guest-of-Exhibitor badge will permit entry only to the exhibit area from Monday, October 31, through Wednesday, November 2 during Exhibit Hall hours. Guest badges will not permit attendance at scientific sessions. 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.

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 here. 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.

Move in and set up: Saturday, October 29, 2-6 p.m. and Sunday, October 30, 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 hall at 7:30 a.m. on Monday, Tuesday, and Wednesday mornings. If you need arrangements outside these hours, please contact Brede Decorating for the possibility of any special arrangements.

Crate Storage

Exhibitor shall remove its empty crates, boxes and cartons from the exhibit area by 5 p.m. on Sunday, October 30. 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.

Dismantling of Exhibits

Wednesday, November 2, 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, November 2. An exhibitor who violates this Rule may not be invited to exhibit at future meetings.

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.

Security

Security will be provided for perimeter access control beginning on Saturday, October 29. Booth security and the protection of special valuable items may require additional security at the exhibitor's own determination and expense.

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, November 2. After the exhibit opens Monday morning, nothing may be removed until the exhibit is officially closed.

Booth Specs and Pricing

General Information

All booths are 10ft. x 10ft. Booth cost is $1750; premium booths are $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 lead retrieval will be provided per exhibiting company.

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.

Sufficient "see through" area must be provided so as not to block the view of adjacent exhibits as determined by AALAS Exhibit Management 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 Exhibit Management 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.

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.

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.

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 Exhibit Management. If such draping is not ordered, the contractor, with the approval of the exhibit manager, will install it and charge the exhibitor.

Multiple lineal booths created with a premium and a standard booth will be priced at the premium rate.

Premium Island Booths

An island booth is any size booth exposed to aisles on all four sides. The height restriction is 16 ft. 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. All island booths are priced at the premium rate.

The island height restriction is 16 ft. Islands taller than 16 ft. must be placed at the perimeter of the exhibit hall so as not to block other booths from view. All island booths are priced at the premium rate.

The minimum height from the floor that a sign can hang from the ceiling is 22 ft. The ceiling height is 30 ft.

Cancellation

In the event of cancellation of booth space by either party, exhibitor or AALAS, 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 exhibit management. 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.

Hanging Signs

The minimum height from the floor that a sign can hang from the ceiling is 22 ft. The 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.

Lead Retrieval and Attendee Contact Listing

Exhibiting companies will be given one lead 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. Within 15 business days after the National Meeting, the exhibitor contact person for all exhibiting companies will be emailed a list of all registrants that attended the meeting. 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, 2017. If you have not received your list by December 1, 2016 please contact Christy Miller (christy.miller@aalas.org). Exhibitors found in violation of the one-time use of the listing will not be provided the list the following year.

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 from this web site. 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.