AATB Exhibit Policies & Procedures

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Current Date : 08/17/2018 11:54:55
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By applying for exhibit space, your company agrees to comply with all rules and regulations outlined below and further agrees to abide by the decision of AATB's Meeting Department (here after known as "Exhibit Management") with respect to interpretation of these rules.

Please be sure that the company representatives attending the meeting are aware of and adhere to these rules.

1. Assignment of Space.
Space will be assigned based upon the date of receipt of completed applications and full payment or sponsorship. Every effort will be made to respect the exhibitors’ space choices for “preferred” space whenever possible, exhibit management decision shall be final. Exhibit management reserves the right to transfer assignments when such action is deemed to be in the best interest of the total exhibit effort.

2. Payment.
Full payment of exhibit and/or sponsorship fees are required with the online agreement (contract). Please make checks payable to: American Association of Tissue Banks (AATB), 8200 Greensboro Drive, Suite 320, McLean, VA 22102, USA. All telephone inquires: 703-827-9582. Fax: 703-356-2198. International funds must be submitted on a U.S. bank in U.S. equivalents.

3. Refund for Cancellation.
Should the exhibitor be unable to occupy and use the exhibit space contracted, said exhibitor shall promptly notify exhibit management in writing before close of business (5 PM EST), no less than 30 days before the first day of conference activities. All sums paid by the exhibitor, less a service charge of $500, will be refunded. No refunds will be made within 29 days of the conference.

4. Eligible Exhibits.
Exhibit management reserves the right to determine the eligibility of any company or product for inclusion in the exhibition.

5. Booth Equipment and Services.

  1. In-line Exhibits (10' × 10' or multiple thereof): The minimum space is 10' × 10'. The back one-half of the basic exhibit may be occupied up to a height of 8'. The front one-half of the rented space may be occupied from the floor up to a height of 48”, with the exception of equipment that may exceed the 48” height limit, but may not be higher than 8', and must be placed so that the view or sight lines of adjacent exhibits are not blocked. Live or video demonstrations may not be objectionable to neighboring exhibitors or the AATB. Exhibits are limited to 8', except along the perimeter walls, where the height limit may be 12' (prior approval required).
  2. Peninsula Exhibits (10' × 20' or larger “end cap”): Peninsula exhibits must conform to dimensions shown in the diagram. No exceptions will be made on site.
  3. Corner Exhibits (10’ x 10’ designated on floor plan): Corner exhibits are identified on the floor plan, and may include both standard (in-line) as well as premium locations. Only these exhibit booths are permitted to drop the side rails of the booth to expose the 2 adjacent aisles. Corner exhibits may not be joined with another corner exhibit for a 10’ x 20’ exhibit. Corner exhibits must conform to dimensions applicable to Peninsula Exhibits.
  4. All (A, B and C above) booths include the following: 10’ × 10’ deluxe booth consisting of polished aluminum telescopic frames with flameproof fabrics. Backdrops are 8’ high. Side dividers are 36” high. Possible peninsula (end cap) booths are noted on the floorplan and are restricted to a height limit of 48” within the 10’ x 20’ booth space. The show colors are burgundy and peach. The booth will contain a 7” × 44” ID sign, indicating booth number and company name only. Each booth includes a draped table and two chairs with one waste basket. All other items can be purchased through the official decorating company.
  5. Table Top Displays: The exhibit space is a 30 inch x 6 feet table top display, not a 10’ x 10’ booth. You may display and/or demonstrate your company’s products and services within your space; however, since space is limited, you are required to stay within these perimeters. We ask that you limit your display to a pop-up table display unit. A full 10'x10' pop-up booth will not fit into the allocated area and will not be permitted at this event.

6. Contractor Service Information.
Exhibit management has selected 
General Services Contractor: GES, Sean Gormely (301-583-5060) to serve as official contractors to provide various services to the exhibitors. It is agreed that the exhibitor will abide by and comply with the rules and regulations concerning local unions having agreement with the exhibition facility or with authorized contractors employed by exhibit management. Complete information, instructions and schedule of prices regarding drayage, labor for erecting and dismantling, electrical work, furniture, cleaning, etc., will be included in the Exhibitor’s Service Kit, to be forwarded by the designated service company after space has been confirmed. An Exhibitors’ Service Center will be maintained on the exhibit floor until the opening of the Exhibit Hall to facilitate service requests from exhibitors. AATB discourages sending shipments to the hotel. If you ship your materials directly to the hotel, General Services Contractor is not responsible if freight is not available during move-in. If additional costs are incurred from the hotel, this cost will be added to your billing by General Services Contractor or you will be invoiced by AATB. The Exhibitor’s Service Kit will provide you with shipping instructions.

7. Security.
Security will be provided during the hours that the Exhibit Hall is not open by exhibit management during the show, beginning on the day of setup until tear down. However, each exhibitor should make provisions to safeguard his/her goods from the time they are placed in the booth until the time they are removed. Exhibit management will not be responsible for loss or damage due to any cause. All Exhibitors must wear the official exhibitor’s name badge for admission to and while in the Exhibit Hall.

8. Booth Construction and Arrangement.
Exhibits shall be arranged so as to not obstruct the general view, nor hide the exhibits of others. Plans for specially- built displays not in accordance with regulations are to be submitted to exhibit management before construction is ordered. Regular and specially-built back wall, including signs, may not exceed an overall height of 8’. The maximum booth height of 8’ may extend out ½ the depth of the booth from the back wall. Height limitation of the display in the balance of the area is 48”, except for product and equipment on display which in itself may exceed this height.

It is expressly agreed by the exhibitor, that in the event of failure to install products in said exhibit space, or failure to pay the space rental at the time specified, the exhibit management shall have the right to take possession of said space and lease some or any part thereof to such parties and upon such terms and conditions as it may deem appropriate.

9. Dismantle.
No dismantling will be permitted before established dismantle date and time. No exhibitor shall have the right prior to closing of the exhibition to pack or remove articles in exhibit without permission from and approved in writing by exhibit management.

10. Use of Exhibit Space.
Exhibitors agree not to assign or sublet any space allotted to them without written consent of exhibit management, nor to display or advertise goods other than those manufactured or carried by them in the regular course of business. No persons, firm or organization not having contracted with exhibit management for the occupancy of space in the exhibit will be permitted to display or demonstrate its products, processes or services, distribute advertising materials in the halls or corridors, or in any other way occupy or use the facilities for purposes inconsistent with these regulations. If any exhibitor notices an unauthorized individual selling or demonstrating products in the Exhibit Hall, it is the exhibitor’s right to notify AATB staff immediately.

11. Exhibitor Representatives and Badges.

  1. Each exhibitor must name at least one person to be his/her primary representative in connection with the installation, operation and removal of the exhibit. Such representative shall be authorized to enter into such service contracts as may be necessary, and for which the exhibitor shall be responsible. Other representatives of the exhibitor must be badged prior to gaining admission to the Exhibit Hall. The first two exhibitor representatives are allowed to register for the full conference for free (included with the booth). The first one exhibitor representative is allowed to register for the full conference for free (included with Table Top booths). Additional representatives must register at the prevailing conference rate. Un-badged exhibitor representatives will not be permitted onto the show floor.
  2. Badges are not to be defaced by inserting business cards. False certification of any individual as an exhibitor’s representative, misuse of exhibitors’ badges, or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor or other conference activities will be cause for expelling the exhibitor and all affiliated representatives from the Exhibition Hall, removing the exhibitor’s exhibit from the floor, or both, without obligation on the part of ATTB for refund of any fees. The exhibitor and anyone claiming a right to be on the exhibit floor through the exhibitor, waives any rights or claims for damages arising out of the enforcement of this rule.

12. Restrictions.
Exhibit management reserves the right to restrict exhibits which are objectionable because of noise, glaring or flashing lights, method of operation, or any other reason, and also to prohibit or evict any exhibit which, in the opinion of exhibit management, may detract from the general character of the exhibit. This reservation includes persons, things, conduct, printed matter or anything exhibit management judges to be objectionable. In the event of such restriction or eviction, exhibit management is not liable for any refund of any amount paid hereunder. No display material exposing an unfinished surface to neighboring booths will be permitted. Demonstrations must be so located that crowds collected will be within the exhibitor’s space, and not blocking aisles or neighboring exhibits. Contests of any kind must first be approved in writing (including email) by exhibit management. Photographing and video taping within the exposition hall is prohibited except by the official AATB photographer unless approved in writing by the exhibit management.

13. Exhibitor Activities.
Exhibitor agrees not to schedule or conduct any outside activity including, but not limited to receptions, seminars, symposia and hospitality suites that are in conflict with any published events hosted by AATB, whether such activities are held at or away from the hotel, except with written approval of exhibit management. Exhibitor will submit to exhibit management no later than 21 days before any program exhibitor intends to hold at, or in conjunction with its exhibit, for written approval as to time and place.

14. Responsibility.
If the exhibitor fails to comply in any respect with the terms of this agreement, exhibit management shall have the right, without notice to the exhibitor, to offer said space to another exhibitor, or to use said space in any other manner. This shall not be construed as affecting the responsibility of the exhibitor to pay the full amount specified by the contract.

15. Compliance.
The exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of duly authorized local, state and federal governing bodies concerning fire, safety, health; together with the rules and regulations of the operators and/or owners of the property wherein the exhibit is held. Cloth decorations must be flameproof. Wiring must comply with fire department and underwriters’ rules.

16. Liability.
AATB,General Services Contractor, and the Hotel, its agents or employees shall not be responsible for any loss, theft, or damage to the property of the exhibitor, his/her employees or representatives. Further, exhibit management will not be liable for damage or injury to persons or property during the term of this agreement from any cause whatsoever by reason of the use or occupancy of the exhibit space by the exhibitor or his assigns, and the exhibitor shall indemnify and hold harmless exhibit management from all liability, which might ensue from any cause whatsoever. If the exhibitor’s materials fail to arrive, the exhibitor is nevertheless responsible for all amounts due hereunder. Exhibitors are advised to carry special insurance to cover exhibit material against damage and loss, and public liability insurance against injury to the person or property of others.

17. Cancellation or Termination of Exhibition.
In the event that the premises where the exhibition is to be held shall, in the sole determination of exhibit management, become unfit or unavailable for occupancy, or shall be substantially interfered with, by reason of picketing, strike, embargo, injunction, act of war, act of God, fire or state of emergency declared by any government agency or by reason of any municipal, state or federal law or regulation or by reason of any other occurrence beyond the control of exhibit management, exhibit management may cancel or terminate the exhibition. In the event of such cancellation or termination, the exhibitor waives any and all claims the exhibitor might have against exhibit management for damages or expenses and agrees to accept in complete settlement and discharge of all claims against exhibit management the exhibitor’s prorated share of the total amount paid by all exhibitors less all costs and expenses incurred by exhibit management in connection with the exhibition including a reserve for future claims and expenses in connection therewith. In case exhibit management shall for any reason determine to cancel or terminate the exhibition, the exhibitor waives all claims the exhibitor might have against exhibit management for damages or expenses and agrees to accept in complete satisfaction and discharge of all claims against exhibit management a refund of all amounts paid by the exhibitor to exhibit management in accordance with this agreement.

18. Management.
Exhibit management reserves the right to interpret, amend and enforce these regulations as it deems appropriate to ensure the success of the exhibition.