Exhibitor Prospectus
Rules and Regulations
- At least one representative from each exhibiting company must be present in the assigned booth location during exhibit hours.
- Island structure is limited to 20 feet in height. Interior, corner and priority booths have a height restriction of 8 feet; side rails are limited to 3 feet.
- See the Convention Center Policies for a two story booth (page 15 under “Operations”).
- All booths must be carpeted to show a more professional appearance.
- Exhibiting companies must limit all convention-related activities to their assigned exhibit space at the Tampa Convention Center.
- Demonstration areas must be organized within the contracted exhibit space. Demonstration tables must be placed a minimum of 2 feet from the aisle. Should spectators or attendees interfere with normal traffic flow in the aisle or overflow into neighboring exhibits, the AARC reserves the right to have the exhibitor discontinue the activity. Demonstrations are limited to booths 200 sq ft or larger.
- Promotional or giveaway items must cost under $25 per item.
- The Tampa Convention Center allows the use of helium filled balloons with prior approval.
- See the Convention Center Policies regarding helium balloons, advertising, banners, signs and graphics (see pages 14 and 18 under “Operations”). AARC has authorized the Center to bill any exhibitor for cleanup charges incurred from failure to comply with these regulations.
- AARC Congress 2011 is a nonsmoking show. The Tampa Convention Center is a smoke-free facility.
- AARC reserves the right to revoke priority points and to deny future applications for exhibit space to any exhibitor who fails to adhere to these regulations.
The Following are Prohibited
- Placing business cards over the AARC official badges or in any way altering a badge.
- Using celebrities or celebrity "look-alikes" in your booth.
- The use of live animals in an exhibit, for any purpose, is not allowed.
- Obstruction of aisles due to any activity in an exhibitor's booth.
- Sub-leasing or sharing exhibit space.
- Distribution of materials, samples, literature, etc. outside the assigned exhibit space.
- Loud audio systems that disturb neighboring exhibits cannot be used in your booth. Using an open audio system is strongly discouraged. The exhibitor must discontinue their presentation if, in AARC’s opinion, the sound level is objectionable to the attendees or adjacent exhibitors.
- Solicitation of accounts is prohibited by any person or company unless booth space has been purchased.
- Dismantling or abandoning exhibits prior to the official closing of the show, unless authorized.
- Drawings, contests, or prize awards of any kind are expressly prohibited on the exhibit floor. Entries may be completed within your booth with the actual drawing held elsewhere, i.e. in your hospitality suite. An announcement of the winner(s) may be discreetly posted within your booth. Announcements are prohibited via audio from the exhibitor’s booth.
Enforcement of Rules and Regulations
By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined in this prospectus. Any violation shall subject the exhibiting company to these penalties.
First Violation—Loss of current year’s priority points plus loss of 10% of the total number of accrued points rounded to the nearest whole number.
Second Violation—Loss of current year’s priority points plus loss of 50% of the remaining accrued points round to the nearest whole number.
Third Violation—Loss of all exhibiting privileges, i.e., company will not be invited to exhibit at future AARC Meetings.
Any exhibiting organization that fails to notify the AARC in writing prior to show dates of its intent to cancel is deemed a no-show. A no-show may result in a loss of exhibiting privileges at future AARC Meetings, and no refund will be issued.
Each exhibitor is granted a terminable license to exhibit, subject to all the rules herein and the approval of the Association. If the AARC determines that any exhibitor has failed to comply with any rule herein or any directive issued to the exhibitor, the Association may terminate the license and close that exhibiting company's exhibit without notice. Any questions may be directed to Annette Phillips, Exhibits Coordinator, phone (972) 243-2272, fax (972) 484-2720. The AARC reserves the right to close an exhibit, to revoke priority points, and to deny future applications for exhibit space to an exhibitor who fails to adhere to these regulations. In all interpretations of the Rules and Regulations, the AARC’s decision is final.
The American Association for Respiratory Care shall have full authority to interpret or amend these rules, and its decision is final. Exhibitor agrees to abide by any rules or regulations that may hereafter be adopted. All issues not addressed herein are subject to the decision of the AARC. These rules and regulations have been formulated in the best interest of all exhibitors.
The exhibitor understands and agrees that the information contained in this prospectus and the AARC’s Rules and Regulations are an integral and binding part of the Exhibit Space Contract, and that signing the exhibit space application/contract indicates understanding and agreement to comply with all policies, rules, regulations, terms and conditions in the prospectus, and any others issued by the AARC regarding willingness to abide by the payment policy; acknowledgment of having read the AARC’s Rules and Regulations, and agreement to distribute them for proper execution to those individuals involved with exhibiting.
Photography and Videotaping
Photographing or videotaping of the Exhibit Hall is strictly prohibited. This includes the use of cell phone cameras. Exhibitor representatives who violate this rule will be expelled from the Exhibit Hall. Each exhibitor has the right to refuse permission for photographs. Please consult with your fellow exhibitors if you are photographing your own exhibit to be sure they are aware of your intentions.
Food and Beverage for Hospitality
No outside food or beverages, including bottled water may be brought into the Tampa Convention Center. A written request must be submitted to Annette Phillips prior to October 7. Once your request has been approved you will deal directly with the Tampa Convention Center. Alcoholic beverages are not permitted.
Hanging Signs
Hanging signs are only permitted for island exhibits with a minimum of 400 sq. ft in size. Exhibit booth signs, banners, booth ceilings or canopies, lighting grids or other exhibit related equipment should be free standing and floor supported where possible. Attachment to Exhibit Hall ceiling banners or trusses is permitted only through FREEMAN, the official decorating company for the AARC International Respiratory Congress. Hanging signs or banners may not exceed 8 feet in height and should stay within a 2 foot perimeter of the island, and have a height limit of 20 feet and the top of all hanging signs should be placed within this limitation. Requests for approval to hang signs or banners must be submitted to FREEMAN no later than 10 days before exhibitor move-in. A request form will be included in the Exhibitor Services Kit to be provided to all exhibitors by FREEMAN.
Care of Premises
No part of an exhibit, signs or other materials may be posted, nailed, taped or otherwise affixed to walls, doors or floor surfaces in a way that will mar or deface the premises. Exhibitors are responsible for any damage to the facility.
Idemnification
Exhibitor agrees to indemnify AARC against and hold it free from any and all claims arising from loss or damage to Exhibitor’s property whatsoever cause occasioned, and whosesoever such property is located during the period in which AARC occupies the Tampa Convention Center, except for such injury or loss as may be proximately caused by willful and malicious misconduct on the part of any full-time regular payroll employee of AARC.
Insurance and Liability
It is the sole responsibility of the exhibitor for any damages, claims, losses, liabilities or expenses arising from any injury to any person or property that arises out of or is in any manner connected with exhibitor's participation in AARC Congress 2011, including its indemnity obligations herein. Exhibitor should maintain general public liability insurance in an amount sufficient to cover such obligations, including show cancellation insurance. Exhibitor acknowledges and agrees that it will obtain, at its own expense, any and all licenses or permits to comply with all local, state and federal laws, ordinances and regulations for any of its activities in connection with AARC Congress 2011. Execution by exhibitor of the exhibit space application is the agreement of exhibitor to protect, indemnity, defend and hold harmless the American Association for Respiratory Care and its officers, directors, members and employees against any and all liabilities, losses, damages, suits, claims, demands, costs and expenses, including but not limited to reasonable attorney's fees in connection therewith, which may arise or result in any way from the wrongful acts or negligent acts of exhibitor, its agents, contractors and employees. In no event shall the American Association for Respiratory Care be liable to exhibitor for any loss of business, business opportunities, or for any other type of direct or consequential damages alleged to be due under any claim.
