ABRF 2011 • JW Marriott San Antonio Hill Country • February 19-22, 2011
OFFICIAL RULES & REGULATIONS GOVERNING EXHIBITS
ABRF 2011 – Technologies to Enable Personalized Medicine, is presented by the Association of Biomolecular Resource Facilities (Sponsor). Courtesy Associates has been contracted for conference and expo management. The following rules and regulations will apply:
1. ASSIGNMENT OF BOOTH SPACE
All booth requests will be handled on a first-come, first-served basis by the date and time of receipt of contract and 25% deposit payment. Space assignment will be made on a first-received (time stamped) first-assigned basis, with priority given to Platinum Corporate Sponsors, second priority to Gold Corporate Sponsors. No booth assignments will be confirmed until Courtesy receives an application and deposit. Every effort will be made to assign the Exhibitor one of its stated preferences in booth locations; however, ABRF cannot guarantee the preferred locations will be available. Registering and paying early will increase the possibility of Exhibitor receiving a preferred location. Should all Exhibitors’ preferred locations be assigned, ABRF reserves the right to assign exhibit booth space from available locations. ABRF further reserve the right to deny registration, without recourse to any prospective Exhibitors it deems is not in the best interest of the event as a whole. Top
2. BOOTH PAYMENT CANCELLATION OR REDUCTION REFUNDS
A 25% deposit must accompany completed application, with the remaining balance due on or before December 31, 2010. If assigned space is cancelled or reduced by Exhibitor before the close of business on December 1, 2010, all payments made less 50% and a $300 processing fee will be returned. Cancellations received after December 1, 2010, will result in a full forfeiture. Any Exhibitor who contracts and pays for exhibition space after December 31, 2010, will receive no refund for the cancellation or reduction of space, and/or full payment will still be due. Top
3. SUBLETTING OR SHARING SPACE
Exhibitor may not assign, sublet, or apportion to others, the whole or any part of the space allotted, and may not advertise or display goods or services other than those produced or sold by Exhibitor in the regular course of its business. However, Exhibitor may use equipment or products of another Exhibitor or vendor in its booth(s) for the purpose of better presentation of Exhibitor’s own products.Top
4. INSTALLATION OF EXHIBITS
Payment in full must be received prior to delivery of materials or Installation of exhibits at the JW Marriott San Antonio Hill Country is on February 19, 2011 from 8am through 6pm. If Exhibitor will be delayed in setting up its booth(s), Exhibitor must contact the ABRF staff immediately to make other arrangements. Exhibitor must be fully operational by 6pm on Saturday, February 19, 2011. Any space contracted for and not occupied by 10 am on Sunday, February 20, 2011, with no prior notice being given to ABRF, is subject to forfeiture of fees and use of the space by the Exhibitor, and may be resold or reassigned at the discretion of ABRF. Top
5. REMOVAL OF EXHIBITS
All exhibits will close at 2pm on Tuesday, February 22, 2011. Move out will begin at 2pm the same day. For safety reasons, as well as to maintain a professional and courteous atmosphere, no Exhibitors will close or leave their booths prior to this time. Exhibitor must surrender the occupied booth space in the same condition it was prior to occupation. Exhibitor will make arrangements for the removal of equipment, crates, and materials from the exhibit area according to instructions in the Exhibitor Service Kit. All exhibits must be dismantled and removed by 10pm on Tuesday, February 22, 2011.Top
6. CONTRACTOR SERVICES
Exhibit Service Kits will be available on the conference website by December 2010. ABRF has designated Freeman Exposition Services as the official exposition services contractor. At the Exhibitor’s expense, Freeman Exposition Services will provide all show services, material, and equipment, other than material and equipment owned by Exhibitor, to be used in the exhibit space. Top
7. BOOTH CONSTRUCTION AND ARRANGEMENT
Booths will have a 10’ background drape and 3’ side divider drapes, draped table, 2 chairs, wastebasket, and 7” high by 44” long ID sign as standard provisions. Electric service, phone connections, or other services and equipment can be ordered and paid for by the Exhibitor by filling out the appropriate forms in the Exhibitor Service Kit, and sending them to either Freeman Exposition Services, or the Hotel, as indicated on the form. Since the exhibit hall is carpeted, no booth carpeting will be required. Any last minute needs can be ordered and paid for by the Exhibitor through Freeman Exposition Services Service Desk on the exhibition floor. No exhibition equipment or material can extend above the 10’ height so as not to cause a distraction for adjoining booths. Placement of exhibition equipment must not block the visibility of neighboring exhibitors. Aisles must not be used for exhibit space or standing room. This will be strictly enforced. All exhibits must be done in a professional manner that will not detract from the exhibition. Only quality display equipment and materials should be used, with all surfaces and edges having a finished appearance. All displays and exhibits must conform to local building and fire department codes and regulations. ABRF will inspect booths to ensure displays meet acceptable specifications. At ABRF’s discretion and determination, any booths requiring changes must be corrected immediately at the Exhibitor’s expense. Exhibitor must maintain, clean, and keep its exhibits and contracted space in good order. Top
8. PROTECTION OF JW MARRIOTT SAN ANTONIO HILL COUNTRY (RESORT & SPA) PROPERTY
Nothing shall be pasted, tacked, nailed, screwed, or otherwise affixed to columns, walls, floors, ceilings, or other parts of building or furniture. If the premises are defaced or damaged due to acts of negligence or non-compliance by the Exhibitor, its agents, contractors, haulers, riggers, or guests, the Exhibitor shall pay the JW Marriott San Antonio Hill Country Resort & Spa for incurred damages to the JW Marriott San Antonio Hill Country Resort & Spa property. Top
9. FIRE REGULATIONS AND LOCAL LAW
Exhibitor must comply with all Texas and/or San Antonio laws, safety and fire codes. All electrical installations, equipment, and wiring must comply with the latest National and Local Electrical Codes. Further, the exhibitor agrees to abide by the rules and regulations of the JW Marriott San Antonio Hill Country Resort & Spa.Top
10. EXHIBITOR CONDUCT AND APPEARANCE
All employees and agents of the Exhibitors must register at the Expo Registration Desk at the main conference registration area and must display their badges at all times. Only people with badges will be allowed access to the exhibit area. An Exhibitor representative must be in the booth during all the operating hours that the Expo is open. Representatives will have a professional appearance and will provide suitable assistance to conference attendees to explain Exhibitor’s products, services, and programs. While on the exhibition floor, Exhibitor’s representatives are to conduct themselves in a manner commensurate with acceptable public behavior. At ABRF’s discretion, any Exhibitor who is deemed out of order may be required to leave the Expo area. All Exhibitor activities must be confined to its contracted space. Audiovisual, sound, and attention-getting devices and effects will be permitted only in those locations and in such intensity that, in the opinion of ABRF, do not interfere with the activities of neighboring exhibitors. Operational demonstration equipment must not create noise levels or distractions objectionable to neighboring exhibitors. No smoking shall be allowed in the expo area. Top
11. LIMITATION OF USE OF RECORDED OR LIVE MUSIC
Exhibitor understands and agrees that it will not play, present, perform, or cause to be played, presented, or performed any live or recorded music at the Conference other than music that is original or exhibitor owned. Only if exhibitor has written permission and has paid the required royalties for the use of non-original recorded or live music will such music be permitted in the exhibition area. Any violation of this law may cause the immediate cancellation of your booth contract and removal of your exhibit from the floor. In such cases all monies will be forfeited. Top
12. SECURITY AND INSURANCE
Guard service will be provided in the exhibition area. Exhibitor is encouraged not to leave valuables in its booth. Exhibitor is solely responsible for the loss or damage of its goods, materials, displays, and equipment. Exhibitor is responsible for providing adequate insurance coverage to include, but not limited to, damage to personal property, damage to the JW Marriott San Antonio Hill Country building or property, injury to persons, public liability, water, storm, and strikes. Top
13. LIABILITY
Exhibitor hereby releases ABRF, the JW Marriott San Antonio Hill Country Resort & Spa (also referred to as JW Marriott San Antonio Hill Country), Courtesy Associates , Freeman Exposition Services, and their agents, contractors, and employees from any and all claims, demands, causes of action or liability of any kind for injury or damages to persons or property that we may now or in the future have, known or unknown, arising directly or indirectly out of attendance at or participation in ABRF 2011. Exhibitor further agrees to indemnify and defend ABRF, the JW Marriott San Antonio Hill Country, Courtesy Associates, Freeman Exposition Services, and their agents, contractors, and employees and hold them harmless, no matter what the cause or claim, from and against any lawsuits, claims, actions or causes of action, arising out of, or in connection with, this waiver of liability or its participation in ABRF 2011. This obligation includes, but is not limited to, the cost of defense, payment of any judgments and payment of any expenses for attorneys’ fees and other costs that may be incurred by ABRF, the JW Marriott San Antonio Hill Country, Courtesy Associates, Freeman Exposition Services, and their agents, contractors, and employees. Neither ABRF, the JW Marriott San Antonio Hill Country, Courtesy Associates, Freeman Exposition Services, and their agents, contractors and employees shall be liable for injuries to any person or for damage to property owned or controlled by Exhibitor. In case any part of the exhibit area is destroyed or damaged, preventing ABRF, the JW Marriott San Antonio Hill Country, Courtesy Associates, or Freeman Exposition Services from permitting an Exhibitor to occupy assigned space, securing any part or the whole of the set up or exhibition period, or in case occupancy of assigned space during any part or the whole of the set up or exhibition period is prevented by strikes, acts of God, national emergency, or other causes only for the period space was or could have been occupied by the Exhibitor, the Exhibitor hereby waives any claim against ABRF, the JW Marriott San Antonio Hill Country, Courtesy Associates, Freeman Exposition Services, and their agents, contractors, and employees for losses or damages that may arise in consequence of such liabilities to occupy assigned space. No refunds will be provided. Top
14. EXHIBITOR PROFILE
A 50-word description of products and/or services to be displayed in your booth must be submitted. This information will be published in the Meeting Program provided that the application and description is received no later than January 7, 2011. If the description is not provided by the deadline date only the name, address and booth number will be printed in the Meeting Program. The description must be submitted on-line. Instructions to key in this information will be included in the exhibit space confirmation packet. Top
15. CONTRACT FOR SPACE
Exhibitor agrees to be bound by the terms of this Contract, as well as the Official Rules & Regulations Governing Exhibits for the Exhibition, which are incorporated into this Contract by reference. All matters not covered by the regulations are subject to the decision of ABRF. ABRF may amend these regulations at any time, and all amendments shall be equally binding on all parties affected by them as are the original regulations. All provisions of this agreement are severable. If any provision or portion thereof is determined to be unenforceable by a court of competent jurisdiction, then the rest of the agreement shall remain in full effect. Top
16. AMENDMENTS
Any and all matters not specifically covered by the preceding rules and regulations and the rules and regulations contained in the Exhibitor Manual and correspondence shall be subject to the decision of Exhibit Management. Exhibit Management shall have the full power to interpret, amend and enforce these rules and regulations, provided any amendments when made, are brought to the notice of the exhibitors through correspondence or otherwise. Each exhibitor for itself and its employees agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence. Top
17. VIOLATIONS
Violation of any of these regulations on the part of the Exhibitor or the employees or agents of the Exhibitor shall, at the discretion of ABRF, annul the right to occupy exhibit space, and such Exhibitor shall forfeit to ABRF all fees paid. Upon evidence of a violation of regulations, ABRF may take possession of the space occupied by the Exhibitor and may have all persons and goods removed at the Exhibitor’s risk and cost. The Exhibitor shall pay all such expenses and all damages that ABRF may incur and shall forfeit all fees paid or due to ABRF on account thereof. The Exhibitor waives any right to service or written notice of ABRF’s intention to terminate this agreement and repossess space occupied by the Exhibitor. Top