Exhibit Hall Conduct.
A. Use of the Exhibit Hall.Exhibitor shall undertake its activities and shall cause its employees, volunteers, agents, service contractors and invitees to undertake activities in the Exhibit Hall:
I. In a safe and orderly manner;
II. In compliance with these Rules and Regulations;
III. In compliance with AALAS’, the Authority’s and their respective authorized representatives’, directives, policies and procedures governing the use of the Premises;
IV. In compliance with all applicable laws, ordinances, orders, rules, policies, regulations and requirements of all federal, state, county and city governments, including, but not limited to, the Americans with Disabilities Act and the Kentucky Concealed Weapons Laws. Exhibitor shall obtain and provide to AALAS copies of any licenses and permits required to comply with federal, state, county and city statutes, regulations and ordinances.
Exhibitor shall defend, indemnify, and hold harmless the AALAS and the Authority and their respective members, officers, employees, agents, volunteers, and servants from any and all causes of action, claims, losses, and damages of any nature arising from the exhibitor’s failure to abide by any and all rules and regulations established by the AALAS and/or the Authority and any and all applicable federal, state, and county statutes, regulations, and resolutions.
B. Exhibitor shall:
I. Be responsible for all activities in its booth including the safety of its booth;
II. Obtain all licenses necessary for its activities as an exhibitor at the National Meeting;
III. 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;
IV. Not interfere with or disrupt activities of concurrent users of the Premises; and
V. Not in any way damage, deface or alter the Premises
C. Limitation of Exhibitor Activities. All exhibitor activities must be conducted within the exhibitor’s assigned space. Sub-leasing of exhibit space is not permitted, nor may two companies share the same leased space.
D. Entering Another Exhibitor’s Booth. No exhibitor is permitted to enter another exhibitor’s physical or virtual booth without permission of that booth’s exhibitor.
E. 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.
F. 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.
G. 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, 2022.
H. 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.
I. COVID-19 Compliance. All National Meeting registrants, booth attendants, guests, and set-up personnel shall follow any state and local regulations regarding COVID-19. In addition, the Authority has Health and Safety Initiatives to prevent infectious diseases in their facility. These are updated as needed on their webpage for your reference. Hotel regulations will be between the hotel guest and the hotel.
J. Canvassing 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.
K. Show Hours. Exhibitors shall abide by show hours.
L. Booth Decoration.
I. Exhibitor shall not injure, mar, nor (in any manner) deface, said Premises or any equipment contained therein, and shall cause or permit anything to be done by its employees, volunteers, service contractors, patrons and/or guests whereby the said Premises or equipment therein shall be in any manner injured, marred or defaced, and will not drive or permit to be driven nails, hooks, tacks, or screws into any part of said Premises or equipment contained therein, and will not make or allow to be made any alterations of any kind to said Premises or equipment contained therein, and will not affix or permit to be affixed by adhesives any signs, posters, notices, or graphics of any description without written consent of AALAS. Exhibitor agrees that if the Premises are damaged by the act, default, negligence of the exhibitor, its employees, volunteers, service contractors, patrons and/or guests, then exhibitor shall pay to AALAS upon demand such sum as shall be necessary to restore said Premises to their original condition, ordinary wear and tear excepted. Exhibitor further agrees to abide by and conform to all rules and regulations prescribed for the management of said Premises by the Authority.
II. No flammable materials such as bunting, tissue, paper, crepe paper, etc., will be permitted to be used for decorations, and all materials used for decorative purposes must be treated with flame-proofing and approved by the Fire Department. Exhibitor shall not, without the written consent of AALAS, put up or operate any engine or motor or machinery on the premises or use oils, burning fluids, camphene, kerosene, naphtha or gasoline, or any other flammable chemical, for either mechanical or other purposes or any agent other than electricity for illuminating the Premises.
III. Signs used in the building, must be produced by a professional sign company or computer-generated. Hand-made signs or signs written in long-hand will not be allowed in the Premises.
IV. All signs need to be placed in sign holders and not placed on doors, windows, or walls.
V. Helium balloons are not allowed inside the Premises.
VI. Glitter and adhesive-backed decals are not permitted in the Premises.
M. 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, volunteers, service contractors, and/or representatives. Exhibitor is responsible for removal of all carpet tape residue from its booth space immediately following the event.
N. Smoking. Smoking of cigarettes, cigars, pipes, e-cigarettes or other tobacco products is prohibited in the Premises, including times of setup and dismantling.
O. 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.
P. ADA Compliance. Exhibitor is responsible for making its exhibit space and its activities accessible and compliant with the Americans with Disability Act (“ADA”) and applicable regulations.
Q. 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. All two-tier exhibits must be submitted in diagram form to AALAS Exhibit Management for approval by August 1, 2022. Fire hose cabinets, fire extinguishers, sprinklers, fire exit doors, route of egress and any other fire safety device or facility, utility panels, and switch gear, 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.
R. Food and Product Samples. The Authority and its approved concession provider shall be the exclusive provider food and beverages for the Premises. An exhibitor may give away sample size food and/or beverage products only if they are purchased through Levy Restaurants, the exclusive food and beverage provider of the Authority. If exhibitor desires to give away food and /or beverage samples, they should contact Levy for the form to request the items. Exhibitor may give away sample size items for materials or product produced directly by the exhibitor. 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. The exhibitor is advised of and shall abide by 303 Kentucky Administrative Regulation 1:030, Section 1, which states: No person shall carry or transport into the “Premises” any beer or other alcoholic beverages except for delivery to the licensed retailer of same, located on the “Premises” or except with specific permission of the Authority. Violation of any of the foregoing will be punishable as provided by law.
S. Copyright & Trademark License. Exhibitor will obtain prior permission for its use and will assume all costs arising from its use of patented, trademarked, franchised, or copyrighted music, materials, devices, processes or dramatic rights used on or incorporated in its participation at the National Meeting. Exhibitor agrees to indemnify, defend and hold harmless AALAS and the Authority and their respective members, officers, employees, agents, volunteers, and servants from any and all causes of action, claims, losses, or expenses, including attorney’s fees incurred with regard thereto.
T. 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:
I. The exhibitor must comply with all local, state, and federal laws that apply to such contests, sweepstakes or drawings.
II. 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.
III. 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 gift cards; USB drives, an item they currently offer to sell, etc.).
IV. Onsite public address system announcements are prohibited. AALAS will not provide an exhibitor with any type of Prize Board during the National Meeting.
V. No Exhibitor-Sponsored Contest forms will be accepted onsite.
VI. 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.
Booth Information, Set Up and Take Down.
A. Final Program. Copies of the Final Program will be available at the Exhibitor Registration Desk. Completed online exhibitor applications must be submitted by August 1, 2022 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 Map. 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 not available to Virtual-only exhibitors. 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 Map. 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 24, through Wednesday, October 26 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 AALAS Exhibit Management by August 1, 2022 at betty.cartwright@aalas.org. No actual rigging activities shall take place without prior approval from the Authority thru the AALAS Official Decorator.
F. Utilities. The Authority shall be the exclusive electric service contractor which shall include labor and equipment as required by the exhibitor. Additional electrical current that may be required by the exhibitor shall be paid for by the exhibitor at rates which shall be established by the Authority. Any additional equipment required to furnish electrical current to meet the needs of the exhibitor shall be paid for by the exhibitor but, shall not be installed unless prior written approval is obtained by the exhibitor from AALAS. Exhibitor shall request any such additional electric current and/or equipment at least two weeks in advance of the first available occupancy date of the National Meeting.
G. 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 the AALAS Official Decorator.
H. 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.
I. 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 Map. 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.
J. Move In and Set Up. Move in and set up: Saturday, October 22, 10 a.m.- 6 p.m. and Sunday, October 23, 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 betty.cartwright@aalas.org for the possibility of any special arrangements.
K. Storage.
i. Exhibitor shall remove its empty crates, boxes and cartons from the exhibit area by 5 p.m. on Sunday, October 23. 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.
ii. 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 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.
L. Dismantling of Exhibits. Wednesday, October 26, 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 26. 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 26, 2022, 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 incurred by AALAS. Neither AALAS, or the Authority 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.
M. Security. Security will be provided for perimeter access control beginning on Saturday, October 22. Booth security and the protection of special valuable items may require additional security at the exhibitor's own determination and expense.
N. Freight Handling Jurisdiction. All materials arriving at the Exhibit Hall must arrive prepaid, and the actual weight must appear on the bill of lading. The AALAS Official Decorator, Fern Expo, 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. Neither AALAS nor Fern Expo will not be responsible, however, for any material they do not handle. Fern Expo will always have COMPLETE control of the loading docks at all times. If an exhibitor wishes to unload or load, they must report to the Exhibitor 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 or Fern Expo 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. AALAS shall have the right to remove and dispose of all property remaining after the end of the National Meeting, at the cost, risk and expense of exhibitor.
O. 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 26. After the exhibit opens Monday morning, nothing may be removed until the exhibit is officially closed.
P. Booth Specifications and Pricing.
I. General Information.
a. Booth Size. All single booths are 10ft. x 10ft. A single booth cost is $2000. Rental includes 8-ft. high back drapes and 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.
b. 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.