Exhibition Rules and Regulations

These guidelines become a part of the contract between the exhibitor and the ABRCMS before, during, and after the exhibits program. Institutions, organizations and associations agree to abide by these guidelines when accepting space assignments at the ABRCMS Exhibition.

Children at ABRCMS

In consideration of other participants, we discourage the presence of young children at ABRCMS, particularly at sessions and the exhibit halls. If you have no alternative arrangements and children must accompany you to the conference, contact your hotel for assistance in coordinating childcare services in your hotel room. If children two years old and over attend any portion of ABRCMS (e.g., sessions, exhibits, or meals), they must be registered for the conference, pay the conference fee, and wear a conference badge and be accompanied by a parent/guardian.

Meals. Anyone entering conference meal areas must be registered and show an ABRCMS name badge at the door. children under age 2 may accompany their parents and/or guardians to meals as long as they are seated in a stroller or on a parent's or guardian's lap. There are no exceptions to this rule.

Exhibit Hall. Minors may only enter the exhibit hall is a parent and/or guardian accompanies them and signs a release (available at the registration desk) waiving ABRCMS of all liability. The release is cosigned by an ABRCMS staff member, and a copy must be presented to security staff before a minor enters the exhibit hall. Please note, no strollers are allowed in the exhibit hall. ABRCMS reserves the right to ask parents and/or guardians of children to leave the conference for distractive, disruptive, or dangerous behavior. For the benefit and protection of all attendees, these types of behavior will NOT be tolerated.

Contract for Space

A signed contract and formal notice of assignment by ABRCMS and the full payment of rental charges constitute a contract for the right to use the exhibition space. All contracts should be faxed to (202) 403-3513 or emailed to abrcms@asmusa.org.

Acceptability of Exhibits

All exhibits shall serve the interests of the ABRCMS attendees and are operated in a way that does not detract form other exhibits or from the exhibition. ABRCMS reserves the right to cancel or refuse the rental of display space to any person or company whose conduct or display of goods is, in the opinion of ABRCMS, incompatible with the general character and objectives of the exhibition.

Assignment of Space

Exhibit space is assigned on a first-come, first-served basis. ABRCMS reserves the right to limit the number of booths available to multiple units from a single institution. Although we do not guarantee to do so, ABRCMS will attempt to honor all requests for exhibit space.

Relocation/Reassignment of Space

All dimensions and locations shown on the official floor plan are believed to be accurate. ABRCMS reserves the right to make such modifications as may be necessary to meet the needs of the exhibitors and the exhibits program. ABRCMS reserves the right to relocate an exhibitor's space due to modifications of the exhibit facility, fire marshal restrictions, or for any other reason in the best interest of the overall exhibit.

No Show Policy ~ IMPORTANT

The exhibitor will forfeit space not occupied by the close of the exhibit set-up period, 12:00 p.m. on Thursday, November 11, 2010. ABRCMS reserves the right to reissue unoccupied exhibit space as it sees fit.

Leaving Early

We encourage you to say the druation of the conference. Students are expecting your full particiation. Exhibitors who wish to leave early will be responsible for the shipment of their materials. Champion Services will only ship materials for exhibitors on the last day of the conference.

Use of Space

No exhibits will be permitted that interfere with the use of other exhibits, block access to them, or impede the free use of the aisle. Solicitations or demonstrations by exhibitors must be confined within the bounds of their assigned space. Aisle space shall not be used for exhibit purposes, display signs, solicitation, or distribution of promotional material. Exhibits, signs, and displays are also prohibited in any of the public areas or elsewhere on the premises of the meeting facilities or in the guestrooms or hallways of the hotel. The operation of sound devices is allowed if the exhibitor complies with the discretion of the exhibit management on volume. Any firm or organization not assigned exhibit space will be prohibited from soliciting business at the conference.  All exhibitors must surrender space occupied by them in the same condition it was at the commencement of occupation.

Construction & Arrangements

Exhibits must not project beyond the space allocated or obstruct the view of the exhibits of others. Displays must conform to all regulations listed in this contract and specifications provided in the exhibitor service manual. Reasonable effort must be made to provide space within the confines of the booth for interviews, demonstrations, distribution of materials, etc., so that visitors do not obstruct the aisles.

Care of Building & Equipment

Exhibitors, their employees, representatives, or agents must not injure or deface the walls or floors of the building, the booths, or the equipment of the booths. When such damage appears, the exhibitor is liable to the owner of the property so damaged. Nothing shall be posted, nailed, screwed, or otherwise attached to columns, walls, floors or other parts of the building or furniture.

Fire Regulations

Exhibits may not have closed ceilings. All materials used in decoration must be flameproof. All hangings must clear the floor. Electrical wiring must conform with all local and state government requirements and to National Electrical Code Safety Rules. Combustible materials or explosives are not permitted in the exhibit area. If inspection indicates that any exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazards, ABRCMS reserves the right to cancel all or such part of the exhibit as may be a hazard. Exhibitors must comply with all city fire regulations.

Injury, Loss, or Damage

Exhibits Management will not be responsible for any injury, loss, or damage that may occur to the exhibitor’s employees or property and exhibitors shall indemnify and exempt ABRCMS, its agents and contractors, and the Phoenix Convention Center from all liability which may ensue from any cause whatsoever. Exhibits Management will not be liable for any injury, loss, or damage which may be sustained by any person who may be on the premises leased or rented to the exhibitor, or watching, observing, or participating in any demonstration in the exhibitor’s exhibit unless such injury, loss, or damage is caused by active negligence or willful act of Exhibits Management.

Security

ABRCMS and the exhibit facility will not be responsible for the safety of the property of the exhibitors from theft, damage by fire, accident, or other causes, but will use reasonable care to protect the exhibitors from such loss. No responsibility is assumed for unpacked materials left in the exhibit area after the closing hour of the exhibit. Exhibitors are solely responsible for their own exhibit material and should insure it against loss or damage. All property of an exhibitor is understood to remain in the exhibitor's care, custody and control in transit to, within, and in transit from the exhibit area.

Shipping / Transportation of Materials ~ IMPORTANT

Exhibitors and hotel employees are not allowed to use any material handling equipment, such as forklifts, flatbeds, and dollies, within the boundaries of the facility.  ABRCMS recommends the use of Champion Exposition Service for all transportation needs.

Interpretation & Amendment

ABRCMS shall have full power to interpret or amend these guidelines. The exhibitor agrees to abide by any guidelines that may hereafter be adopted by ABRCMS.

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