ASGS SYMPOSIUM EXHIBITOR TERMS & CONDITIONS
Cancellation of exhibit space: (a) the exhibits chair may assign or reassign space made available due to cancellations, reductions or withdrawals; (b) space not occupied at the close of the specified exhibit setup time will be forfeited by the exhibitor and may be reassigned, resold or used by the exhibit management. Construction of exhibits: Exhibits shall be of “pop-up” design and arranged so that they do not obstruct the general view, nor hide the exhibits of others. No sidewall shall be higher than 36” and extend forward from the back wall more than one-half the depth of the exhibit space. No back wall shall extend higher than 8’ (to include signs). Entry to the space must be provided so that exhibitors personnel and exhibit visitors can meet inside the exhibit area. Aisles are to be kept clear for unobstructed view, access to other booths and passage. Exhibitors desiring to use other than standard booth equipment, any signs, or material conflicting in any way with the above regulations, should submit two copies of a detailed sketch of the proposal layout at least 60 days prior the show of before construction is ordered and received written approval from exhibit management. Installation and dismantling of exhibits: All exhibit setups and tear-downs must be done outside the exhibit hours at the times arranged by the
Labor: Exhibitors are to provide their own labor for move in and set up of their own displays. Official Contractors: Where an official contractor has been designated to perform services for an exhibitor such as the rental of furniture, erection of exhibits, electrical work, labor, or any other service, no exhibitor or representative shall contract for such services with any other than said official contractor unless permission has been secured in writing in advance from show management. Fire, Safety and Health: The show management has and will continue to set regulations governing permissible acts in the exhibit hall. Among these regulations are the exclusion of any open flame demonstrations in the exhibit area, the prohibition of loud or annoying noises from equipment or audio visual sources, and the designation of the exhibit hall as a nonsmoking area at all times. The exhibitor assumes all responsibility for compliance with local, city and state ordinances and regulations covering fire, safety and health. All exhibit equipment and materials will be reasonably located within booth and protected by safety guards and devices where necessary. Only fireproof materials should be used in displays and the necessary fire precautions shall be taken by the exhibitor. Film, Sound Devices, Lighting: Audio visual materials are permitted for use in an exhibitors booth as long as the viewers are fully inside the exhibitors booth while viewing the presentation and as long as sound is turned to conversational levels and is not objectionable to neighboring exhibitors. Equipment which emits noise, vibrations or fumes objectionable to any other exhibitor may only be operated intermittently for specific demonstrations as needed. Lighting shall be placed so as not to be objectionable to other exhibitors. Subletting Space: No exhibitor shall assign, sublet or apportion the whole or any part of the space assigned his company to another company without written consent of the show management. Only one company shall be considered as the exhibitor per contracted space unless approved by show management.
Utilities: Requirements for electrical power must be ordered and paid for by the exhibitor. All display fixtures and other wiring used by exhibitors must be UL approved and comply with local regulations. While show management will use proper and reasonable care to ensure that all utilities are installed in time for show opening and to prevent the interruption of these services during the exposition, it is mutually understood and agreed that show management shall not be held responsible for late installation or interruption of services that may occur. Exhibitor Promotions: Exhibitors are encouraged to promote attendance by means of advance mailings to their mailing lists and by reference in their trade advertising. Distribution of advertising matter and souvenirs during the week of the symposium and exposition must be confined to the exhibitors booth. Non-exhibitors are prohibited from canvassing in the exhibit hall or distributing advertising matter or souvenirs. ASGS reserves the right to restrict, prohibit or evict any exhibit which is, in their opinion, objectionable or which subtracts from the general character of the symposium. Exhibitors are requested to refrain from any entertainment reception or other activity for attendees while any official function is in progress. Serving food and/or beverages in the exhibitors booth is prohibited.
Storage: Included in space rental is the storage of packing boxes during the exhibit hours. Management assumes no responsibility for damage to or loss of boxes or crates, or their contents.
Liability & Insurance: It is understood and mutually agreed that the ASGS and the host Hotel shall not be liable to any exhibitor for any damage to or lose of an exhibit or portion thereof, or for injuries to his person or to his employees resulting from the exposition. The exhibitor agrees to pay the host Hotel for damages, whether caused by carelessness or otherwise, caused by the exhibitor or his employees to their property. While show management will secure the exhibit hall during closed hours, it is understood and mutually agreed that the exhibitor will be solely responsible for his own exhibit materials and displays them at his own risk. Exhibitors are encouraged to carry floater insurance to cover exhibit material against damage and loss and public liability insurance against injury to the person and property of others.
Photography: Cameras and video recorders are prohibited in the exhibit hall except for those officially designated by or approved by show management. Any exhibitor wishing to photograph their own booth may do so with a symposium committee member present, or may authorize a third party to do so with a committee person present. Such photographs must be taken prior to the opening or after the closing of exhibits so that other exhibitors and show attendees are not obstructed.
Access Exhibit Hall: Access to the exhibits will be by badge only. All exhibitors and visitors will be required to register. Each paid space will be allowed two exhibitor badges at no charge. There will be a charge for additional exhibitor badges greater than two per paid space. Paid attendees will be provided assess to the exhibit hall only during scheduled exhibit hours. Only exhibitors are allowed in exhibit hall during set up.