Exhibit Hall Rules and Regulations
Effective January 1, 2023
1. Compliance. By applying for an exhibit space at the American Association for Laboratory Animal Science (hereafter “AALAS”) National Meeting (hereafter “National Meeting”), an exhibitor agrees to adhere to all of the terms and conditions stated in these Rules and Regulations. AALAS reserves the right to modify these Rules and Regulations at any time. The effective date of the Rules and Regulations, including revised Rules and Regulations will be indicated above.
Compliance with these Rules and Regulations for the 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 unethical, disruptive or contrary to the commercial and educational purposes of the National Meeting and its Exhibit Hall.
The penalties imposed may include but are not limited to:
A. Instructions to remediate the violation;
B. An oral or written reprimand;
C. Reduction or forfeiture of priority in booth selection;
D. Exclusion and/or removal of the exhibitor and/or the exhibitor’s representatives from the Exhibit Hall and/or National Meeting;
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 or such other penalty as determined by AALAS Event Management in its sole discretion in which event it is agreed there will be no refund of fees paid by exhibitor from AALAS. 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 to or to eject from the Salt Palace Convention Center (“Premises”), the Premises’ Exhibit Hall (“Exhibit Hall”) or any other area leased or licensed by AALAS for the National Meeting any person, exhibit or thing that is not, in the sole discretion of AALAS, in keeping with the character and purpose of the National Meeting and its Exhibit Hall. As used in this Rules and Regulations, the managing agent for the Premises is SMG and is referred to as (“Authority”).
3. 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 the requirements of all federal, state, local, and municipal laws, regulations, ordinances, statutes, and rules, (collectively, the “Laws”) applicable to exhibitor’s use of the of the Facility.
B. Exhibitor shall:
I. Be responsible for all activities in its booth including the safety of its booth;
II. Obtain and provide copies to AALAS of all licenses and permits 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 exhibitor’s use of the Premises in a lawful and timely manner;
IV. Not interfere with or disrupt activities of concurrent users of the Premises;
V. Conduct business in the Premises in a dignified and orderly manner with full regard for public safety and in conformity with AALAS’ and/or the Authority’s general policies and procedures; and
VI. Not use the Premises or permit the Premises to be used by any of its officers, directors, agents, employees, licensees, or invitees, for any unlawful or inappropriate purpose, the determination of which shall be in the sole discretion of AALAS or in any manner so as to injure persons or property in, on, or near 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 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, 2023.
H. COVID-19 Compliance. All National Meeting registrants, booth attendants, guests, and set-up personnel shall follow any national, state, local and Premises regulations and rules regarding COVID-19.
I. 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.
J. Show Hours. Exhibitors shall abide by show hours.
K. Booth Decoration.
I. Exhibitor shall not paint or attach nor allow its employees, volunteers, service contractors, patrons and/or guests to paint or attach any signs, advertisements, show bills, lithographs, posters, or cards of any description to the permanent walls of the Premises except upon prior written permission of AALAS. 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 make or allow to be made any alterations of any kind to said Premises or equipment contained therein, without the prior written consent of AALAS. Exhibitor agrees that if the Premises are damaged by the act, omission, default, and/or 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. All drapes, curtains, table coverings, skirts, carpet or any material used in exhibits must be flame retardant. No flammable materials such as bunting, tissue, paper, crepe paper, etc., will be permitted to be used for decorations. Volatile or flammable fluids, substances or materials of any nature are prohibited. Crates, packing material, wooden boxes and other combustible materials may not be stored in Exhibit Hall, meeting rooms or fire exit areas. 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. Exhibitor shall not cause or permit any Hazardous Material to be used, stored, or generated on, or transported to and from the Premises, 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. “Hazardous Material” shall mean, without limitation, those substances included within the definitions of “hazardous substances”, “hazardous materials”, “toxic substances”, or “solid waste” in any applicable state or federal environmental Law except for such as would normally be used, stored, or generated on or transported to or from the Premises.
IV. No portion of any passageway or exit shall be blocked or obstructed in any manner whatsoever by exhibitor, and no exit door or any exit shall be locked, blocked, or bolted by exhibitor while the Facility is in use. Moreover, all designated exit ways shall be maintained in such manner as to be visible at all times and exhibitor shall not interfere with such visibility.
V. All signs need to be placed in sign holders and not placed on doors, windows, or walls.
VI. Helium balloons are not allowed inside the Premises.
VII. Glitter and adhesive-backed decals are not permitted in the Premises.
L. 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.
M. Smoking. Smoking of cigarettes, cigars, pipes, e-cigarettes or other tobacco products is prohibited in the Premises, including times of setup and dismantling.
N. 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.
O. 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.
P. Civil Rights Act. Exhibitor shall comply fully with Title VI and Title VII of the Civil Rights Act of 1964, as amended, and all other regulations promulgated thereunder, in addition to all applicable state and local ordinances concerning Civil Rights.
Q. Fire Code Regulations. Exhibitor shall comply with all applicable Fire Code Regulations, including fire and safety rules as required by the Authority and/or local fire regulations, as such may exist from time to time. 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.
R. Exclusive Services. The exhibitor acknowledges and agrees that the Authority has the exclusive right to provide each of the following services either directly or through other providers:
I. Food Concession. All concession rights are reserved to the Authority or its designated providers and the Authority or its designated providers shall have the sole right to sell, give away or dispense food and beverages, at its discretion. Exhibitors may dispense for free snacks and non-alcoholic drinks from their booth as long as such snacks or drinks are provided by the Authority or its designated providers.
II. Catering. Exhibitors or invitees are prohibited from preparing or bringing upon the Premises, their own food for whatever banquet, group luncheon, convention, exhibition, or similar activity in which they might engage unless approved by the AALAS.
III. Business Center. The Authority reserves the sole right to operate a business center directly or through designated providers for the purpose of providing business services to exhibitors and invitees. Business services include, but are not limited to small package shipping, equipment rental, copying, faxing, cellular telephone rental, etc. Exhibitor shall not contract with an independent contractor to operate such a business center in the Premises.
IV. Telecommunications. The Authority shall be the reserves the sole right to provide telecommunication services, including telephone and internet connections, throughout the Premises either directly or through its designated providers. Exhibitors or their contractors shall not put in place any telecommunication services in the Premises.
S. Copyright & Trademark License. Exhibitor will obtain prior permission and license 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, the Authority and Salt Lake County 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 prizes 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 names of all winners 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.
4. 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.
5. 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.
B. Complaint Form. Complete the official Complaint Form and go to Exhibitor Registration to get instructions on printing. The complaint will be addressed by AALAS and/or the Exhibitor Advisory Council.
C. 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.
6. 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, 2023 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 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 23, 2023, through Wednesday, October 25,2023 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 exhibitor to inform of and ensure all of its guests adhere to all of the Rules and Regulations.
D. Audio Visual. Audio visual, staging and lighting services (collectively the “Audiovisual Services”) are available at the Premises through the AALAS Official Decorator using the designated Authority provider. If exhibitor, with the consent of the AALAS Official Decorator, contracts with another outside service provider for Audiovisual Services, then additional fees may apply, including patching fees, electrical hookup fees, etc.
E. 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 AALAS Official Decorator contractor will install it and charge the exhibitor. All two-tier exhibits must be submitted in diagram form to AALAS Exhibit Management for approval by August 1, 2023.
F. 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, 2023 at betty.cartwright@aalas.org. No actual rigging activities shall take place without prior approval of the AALAS Official Decorator. Rigging services include attaching hardware and equipment to the Premises structures for lighting, audiovisual equipment, screens, scenic displays and other features (the “Rigging Services”). Upon the approval of the AALAS Official Decorator, exhibitor may use its own provider for Rigging Services. If exhibitor contracts with another outside Rigging Services provider, additional fees may apply, including, advance review of Rigging Services plans. Advance Rigging Services may include a review of all rigging plans to determine proper weight calculations and inspection of rigging equipment. All Rigging Service providers are required to adhere to the Premises’ Rigging Services policies and procedures.
G. 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.
H. 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.
I. 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.
J. 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.
K. Move In and Set Up. Move in and set up: Saturday, October 21, 2023, 2 p.m.- 6 p.m. and Sunday, October 22, 2023, 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.
L. Storage.
i. Exhibitor shall remove its empty crates, boxes and cartons from the exhibit area by 5 p.m. on Sunday, October 22, 2023. 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.
M. Dismantling of Exhibits. Wednesday, October 25, 2023, 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 25, 2023. 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 25, 2023, 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 and for any other fees or charges incurred by AALAS based on exhibitor’s failure to remove its property as required herein. 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.
N. Security. Security will be provided for perimeter access control beginning on Saturday, October 21, 2023. Booth security and the protection of special valuable items may require additional security at the exhibitor's own determination and expense.
O. 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 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 the AALAS Official Decorator will not be responsible, however, for any material they do not handle. The AALAS Official Decorator 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 the AALAS Official Decorator 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.
P. 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 25, 2023. After the exhibit opens Monday morning, nothing may be removed until the exhibit is officially closed.
Q. Booth Specifications and Pricing.
I. General Information.
a. Booth Size. All single booths are 10ft. x 10ft. A single booth cost is $2200. 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.
c. 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.
d. Premium Island Booths. An island booth created from multiple single booths 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.
II. Hanging Signs. The minimum height from the floor to the bottom of a sign that hangs from the ceiling is 20 ft. The 20 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 in our exhibit hall(s) inside the Salt Palace Convention Center is 30ft.
III. Lead Retrieval. Exhibiting companies will be given one Lead Retrieval, which they must request on the exhibitor service form and pick up at the service booth in the Exhibit Hall. All attendees, including booth attendees, will be given individual badges with a barcode containing their contact information.
R. Exhibitor Service Order Forms.
I. All materials should be consigned to the Official AALAS Decorator. Forms for ordering furniture, carpeting, rental display units, and labor will be available on the AALAS web site at National Meetings – Exhibiting - Forms and Map. 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 and when required, by the Premises’ Exclusive and Preferred Service Providers.
II. The exhibitor service forms will be available on this site in July 2023. 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.
7. 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. Attendee Contact Listing. Rental and use of the National Meeting Attendee list is handled by InFocus, AALAS’s list management services provider. To rent this list (with a fee) for a one time use contact John Farrar at john.farrar@aalas.com. This list may only be used one time 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, 2023. Exhibitors found in violation of the one-time use of the listing will not have access to the National Meeting Attendee list the following year.
C. Cancellation.
I. In the event of cancellation of booth space by exhibitor, the following refund policy will apply: Notification of a 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 or given 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 10’x10’ booth space. If space is cancelled or reduced 31-59 days prior to the opening date of the meeting, 50% of booth rental fee per 10’x10’ 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.
In the event of cancellation of booth space by AALAS for reasons other than a breach of these Rules and Regulations by exhibitor or its employees, agents, or contractors, the total payment received from exhibitor for the booth space will be refunded to exhibitor.
II. 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 priority point system allots one point for each past AALAS National Meeting at which a company has exhibited. Base Commercial Members exhibiting will receive one (1) priority point or Premium Commercial Members exhibiting will receive five (5) priority points at the close of the National Meeting. One additional point is given if the commercial member is also a member of the Allied Trade Association at the time the online application is received at the AALAS National Office. 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, invitees, and assigns. Exhibitor hereby releases and waives any and all claims it may have against AALAS, the Authority and Salt Lake County and their respective 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. The exhibitor will pay to AALAS upon demand such sum as shall be necessary to restore said Premises to its condition prior to the exhibitor occupying the Premises. The exhibitor hereby assumes full responsibility for the character, acts and conduct of all persons admitted to said Premises or to any portion thereof with the consent of the exhibitor.
F. Indemnity. The exhibitor agrees to assume, defend, indemnify, protect, save and hold harmless AALAS the Authority and Salt Lake County and all of their respective members, officers, employees, agents, servants, volunteers, and assigns against any and all claims, demands, actions or causes of action, arising or resulting directly or indirectly from the exhibitor’s use and/or occupancy of the Premises, including, without limitation, claims arising from the acts or omissions of any employee, decorator, agent, subcontractor, or other like or similar person of the exhibitor.
Maintenance of insurance required under these Rules and Regulations shall not limit the exhibitor’s obligations under this indemnification obligation.
G. Insurance.
I. Exhibitor shall, at its own expense, secure and deliver to AALAS by September 15, 2023 and shall keep in force at all times during the term of this Agreement:
a. A commercial general liability insurance policy in form acceptable to AALAS, including public liability and property damage, covering its activities hereunder, in an amount not less than One Million Dollars ($1,000,000) for bodily injury and One Million Dollars ($1,000,000) for property damage, including blanket contractual liability and independent contractors coverage and with no exclusions for the following: sporting events, rap concerts, performers, volunteers, animals, off-premise activities and fireworks or other pyrotechnical devices.
b. Commercial automotive bodily injury and property damage insurance in form acceptable to AALAS for business use covering all vehicles operated by exhibitor, its officers, directors, agents and employees in connection with its activities hereunder, whether owned by Licensee, or otherwise, with a combined single limit of not less than One Million Dollars ($1,000,000) (including an extension of hired and non-owned coverage); and
c. (iii) Applicable workers compensation insurance for exhibitor’s employees, as required by applicable law.
II. The following shall apply to the insurance policies described in clauses 7. G. I. a and b above:
a. AALAS, the Authority, and Salt Lake County and any provider designated by AALAS shall be named as additional insureds thereunder. Not less than thirty (30) days prior to the move-in date set forth in these Rules and Regulations, exhibitor shall deliver to AALAS certificates of insurance evidencing the existence thereof, all in such form as AALAS may reasonably require covering the inclusive dates of the National Meeting including move in and move out time periods. At AALAS’ request, exhibitor shall have its policy amended to require advance notice to AALAS before the policy is cancelled. If any of the insurance policies covered by the foregoing certificates of insurance will expire prior to or during the time of the National Meeting, exhibitor shall deliver to AALAS at least thirty (30) days prior to such expiration a certificate of insurance evidencing the renewal of such policy or policies. The commercial liability insurance described above shall be primary and noncontributory. The coverage provided shall be occurrence-based and not claims made. The coverage limits shall be on a per-occurrence basis only; there shall be no aggregate limit with respect to the aggregate amount of coverage provided thereunder.
b. Exhibitor hereby acknowledges that the coverage limits contained in any policy shall in no way limit the liabilities or obligations of exhibitor, including, without limitation, Licensee’s indemnification obligations above.
c. The terms of all insurance policies referred to in this Section shall preclude subrogation claims against AALAS, the Authority and Salt Lake County and their respective members, officers, employees, agents, servants, volunteers, and assigns.
H. General Release. Each applicant and exhibitor, for and on behalf of themselves and their directors, officers, employees volunteers, service contractors 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. The performance of these Rules and Regulation and the National Meeting by AALAS and/or exhibitor, in part or in full, is subject to events or occurrences beyond their control such as, but not limited to, acts of God, war, threat of war, terrorism in the United States, government retaliation against foreign enemies, government regulations or advisory, opinions, disasters, fire, earthquakes, accidents, civil disorder, reasonable personal safety fear of potential attendees, curtailment of transportation services or facilities, or health advisory, any of which make it illegal, impossible, impractical or deemed inadvisable by federal, state or local police or emergency management agency for the group to assemble and/or AALAS, Salt Lake County or the Authority to provide the Services and the Premises during the dates of the National Meeting. It is provided that the National Meeting may be terminated for any one or more such reasons without liability by written notice from AALAS to exhibitor or that exhibitor may terminate its participation in the National Meeting for any one or more such reasons by written notice to AALAS.
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 laws 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. 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.
