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RULES & REGULATIONS
The rules and regulations contained herein are intended by the
American Academy of Optometry (AAO) to serve the best interest
of the Annual Meeting, the exhibitors and the registrants, and to
give notice to applicants and exhibitors of governing rules and
regulations. All applicants, exhibitors and exhibitor-appointed
contractors are bound by these rules and regulations. For the
purpose of these Rules and Regulations, “Show Management” shall
be defined as the American Academy of Optometry.
Americans with Disabilities Act (ADA)
Exhibitors are fully responsible for complying with the Americans with Disabilities Act (ADA) with regard to booth space, including, but not limited to, the wheelchair access provisions. Exhibitors indemnify, hold harmless and defend Show Management, its officers, directors, agents, members, and employees from and against any claims, liabilities, losses, damages, and expenses (including attorneys’ fees and expenses) result- ing from or arising out of the exhibitors’ failure or allegations of exhibitors’ failure to comply with the provisions of the ADA. Information
regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800.514.0301).
Approval of Booth Schematics
All lighting and overhead rigging must be sub- mitted to Show Management for approval prior to August 1, 2015. Overhead rigging is not
permitted on in-line booths. For additional
details, please refer to the International
Association of Exhibitions and Events (IAEE)
Rules and Regulations that can found in the Exhibitor Service Manual.
Audio Use
Utilization of audio is allowed, if audible only within a two-foot perimeter. This includes live, projected and/or recorded audio. Speaker units can be placed within the confines of the booth
space, but cannot be within two feet of the aisle. Exhibitor acknowledges and agrees that it shall be solely responsible for obtaining any licenses, permits, etc., which may be required for it to broadcast, perform or display any copyrighted materials including, but not limited to, music, video and software. Exhibitors indemnify, defend and hold Show Management, its officers,
directors, agents, members, and employees from and against any and all claims and expenses, including attorneys’ fees and costs, arising out of or related to exhibitor’s breach of this provision.
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. The use of velcro, stick-on decals or similar items and/ or tape on any vertical surface, including, but not limited to, painted walls and portable walls within the facility is strictly prohibited.
Exhibitors are responsible for any damage to the facility.
Carpeting
Carpet/Floor Covering is required in each
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Display Guidelines/Third Party
All exhibits must conform to the guidelines for display rules and regulations published by the
International Association of Exhibitions and Events (IAEE), which can be found in the Exhib-
itor Service Manual. Additionally, Exhibitors are not permitted to display names or advertise- ment of persons, products, or entities other than those of the Exhibitor. Exhibitors are not permit- ted to use another person’s or firm’s product to the extent necessary for operation of displays or demonstrations relating to Exhibitor’s prod- ucts or services; All booth activities and content
must be professional in nature.
Exhibits subject to approval
The American Academy of Optometry may review, exclude, modify, remove or require any Exhibitor to modify or remove any exhibits, Exhibitor personnel (e.g., employees, agents, invitees, etc.) or Exhibitor materials or activi- ties (e.g., costumes, décor, music, paraphernalia, fliers, method of operation, conduct, etc.) that, in its sole discretion, is unsuitable, dangerous, or objectionable for the Exhibit Space. In the event of such exclusion, modification, or removal, Ex- hibitor agrees to pay or reimburse the AAO for any expenses incurred by the AAO or its agents in connection therewith at the then-prevailing rates. Further, the AAO shall not be required to refund any fees paid to the AAO by Exhibitor, or be responsible for Exhibitor’s expenses or any liabilities resulting therefore.
Exhibit Hours
All Exhibits must be in place and show ready by 3:00 p.m. on Wednesday, October 7, 2015. No exhibit may be dismantled, torn down, or removed until the show closes. Failure to ad-
here to this schedule will result in an automatic refusal of the right to exhibit at future annual meetings, and may result in the loss of priority points.
Exhibitor Access
All Exhibitors will be able to access the Exhibit Hall during installation and dismantle schedules as noted in this prospectus. Additionally exhib- itors may access the exhibit hall one hour before opening and one hour after closing each day. Exhibitor’s booths must be staffed at all times during exhibit hours. A penalty will be imposed on any companies that dismantle their exhibits early and/or leave the booth space unattended.
Exhibitor-Appointed Contractors
(EAC)
Show Management has made every effort to appoint the best-qualified contractors to pro- vide show services. If an exhibitor chooses to designate a non-official exhibitor-appointed contractor (EAC), the exhibitor and contractor must abide by the rules set forth in this docu- ment. Exhibitors must notify Show Management via email of the selection of and contact infor- mation for an EAC.
Exhibitor Compliance
Exhibitors will comply with this entire agreement. Exhibitors will also comply with Ernest N. Morial Convention Center rules and Exhibitor Service Manual rules. Exhibitor will also comply with applicable federal, state, and local laws, regulations, and ordinances,
including without limitation the Americans with Disabilities Act. Exhibitors will inform all its employees and agents of this compliance requirement and will be responsible for their compliance.
Exhibitor Service Manuals
Exhibitor Service Manuals will be sent via email to all Exhibitors who are paid in full. Exhibitors are urged to take advantage of cost reductions offered by most contractors for advance orders.
Many services cost substantially more when ordered onsite.
Fire & Safety Guidelines
All Exhibitors must comply with all federal, state and local fire and building codes that apply in the Colorado Convention Center.
Gratuities
The Official General Service Contractor and the Ernest N. Morial Convention Center work rules prohibit any employee from soliciting and/ or accepting gratuities or gifts. Any attempt to solicit a gratuity by an employee for any service should be reported immediately to Show Management.
Hospitality Space and Associated
Exhibitor Activity (Affiliate Meetings)
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RULES & REGULATIONS
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groups with a minimum of 10 people attending. In addition, the Academy tries to minimize other meetings that overlap with the Academy CE programming. The only meetings that may be scheduled opposite the education sessions are those that are primarily intended for non-ODs and consist of less than 25 people.
Payment Schedule, Refund Policy
and Terms of Liability
Payment Schedule: Before March 2, 2015, a 25% deposit may be used to hold a booth space with full payment due April 15, 2015, to retain space. After April 15, 2015, full payment must accompany the Contract/Application for Exhibit Space to have space assigned. Please contact Show Management for special payment circumstances.
Refund Policy
A. 25% of the total booth cost of original space contracted is non-refundable.
B. Companies canceling their exhibit space on or before March 31, 2015, receive a refund of all payments made to date less the 25% non-refundable deposit.
C. Companies canceling their exhibit space on or after April 1, 2015, and before July 31, 2015, receive a refund of all payments made to date less a 25% penalty and the, 25%, non-refundable deposit.
D. Companies canceling their exhibit space on or after July 31, 2015, receive no refunds.
Terms of liability:
A. February 31, 2015 to March 31, 2015 - B. Exhibitor is 25% liable for exhibit space
contracted.
C. April 1, 2015 to July 31, 2015 - Exhibitor is 50% liable for exhibit space contracted. D. August 1, 2015 or after - Exhibitor is 100%
liable for exhibit space contracted.
Show Management reserves the right to control all group activities sponsored by exhibitors during the period of the Annual Meeting whether they are held inside or outside the meeting facilities or official hotels. Failure to seek the necessary approval from Show Management will result in the loss of priority points and possible refusal of the right to exhibit at future meetings.
To receive approval for an unofficial activity or event, your company must be a paid exhibiting company and participate in the exhibition. If you cancel your exhibit space, you will not be al- lowed to support a satellite event, social event, or any unofficial activity during the American Academy of Optometry Annual Meeting. Ex- hibiting companies that desire to host an event must complete the Affiliate Meeting Application. No request for events or meeting rooms will be processed unless the Exhibit Application and exhibit fees have been received by the American Academy of Optometry. Applications will be processed on a first-come, first-served basis.
Indemnification
The exhibitor agrees to protect, indemnify and hold Show Management, the Ernest N. Morial Convention Center, their respective officers, directors, agents, and employees against and from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) arising from or by reason of any accident, bodily injury, property damage, or other claims or occurrences to any person, including exhibitor, its employees and agents, or any business invitees, arising out of or related to exhibitor’s occupancy or use of the exhibition premises in the meeting or on and adjacent to the Ernest N. Morial Convention Center.
Photography
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Priority Point Assignments
Booth space for Academy 2015 New Orleans is assigned in priority point order first, and then on a first-come, first-served basis after all priority point assignments have been completed. The priority-point system is designed to recognize companies that support the Academy’s AnnualMeeting and its
activities, and to encourage new companies to participate. Priority points are as- signed for each year of participation as an exhibitor and/or corporate supporter. Each Exhibitor is credited with ten (10) Priority Points for each year exhibiting at the Annual Meeting, plus one point for each 100 net square feet (10’x10’) of Exhibit Space. Companies can also earn priority points for advertising and/or
sponsorship dollars spent with the Academy. Please contact Show Management for details.
Provision in Case of Default
If any exhibitor shall fail to perform any material term or condition of the contract, Show
Management reserves the right to terminate this contract immediately and to withhold from the exhibitor possession of the space involved or to take immediate possession thereof.
Right of Refusal
Show Management reserves the right to exercise its sole discretion in the acceptance or refusal of exhibit applications.
Security
Show Management provides perimeter access security for the Exhibit Hall and public spaces. Neither Show Management nor the Ernest N. Morial Convention Center are responsible for loss
NEW ORLEANS LABOR CONDITIONS CONVENTION, DISPLAY, TRADE SHOW
All decorating, display and material handling labor related to conventions, trade shows, promotional displays and consumer shows is performed by the Official Service Contractor.
DISPLAY AND EXHIBIT WORK - INSTALLATION, DISMANTLING AND DECO-
RATING:
Full-time employees of an exhibiting firm may install and dismantle their own respective company display, if such work can be completed in less than sixty minutes without the use of mechanized tools. Any outside or additional labor required for installation, dismantle or decorating of displays is to be performed by the Official Service Contractor or by any other party signatory to the IATSE, Local 7 un- der the guidelines established by the International Association of Expositions and Events.
MATERIALS DELIVERED TO OR PICKED UP FROM SHOW/JOB SITE:
All materials received, other than those in exhibitor owned vehicles as described below, will be handled by the Official Service Contractor. Please refer to the enclosed shipping instructions and material handling information.
EXHIBITOR OWNED VEHICLES:
Exhibitors, show organizers and other clients may handle their own materials which can be carried by hand by one person. Exhibitors may not bring or use carts, pallet jacks or other material handling equipment which would interfere with the operations of the Official Service Contractor. The above will be strictly followed.
All materials, other than exhibitor handled materials as described above, are chargeable as material handling will be handled through the Official Service Contractor. There are no storage facilities avail- able for materials handled by exhibitors.
Space is limited at show site. To ensure the orderly move in and move out of the show, all docks and vehicle traffic are under the exclusive control of the Official Service Contractor. As conditions permit, space may be made available for exhibitor owned vehicles to load or unload. One person should re- main with the vehicle at all times. Due to volume and time constraints, exhibitor owned vehicles must be capable of being loaded/unloaded within fifteen minutes.
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or damage to exhibitor property. For the protec- tion of valuable items and equipment, exhibitors may require additional security, and are encour- aged to secure it. Details for ordering booth security personnel can be found in the Exhibitor Service Manual
Show Cancellation
In the event of acts of God, fire, strikes or other unavoidable occurrences rendering the exhib- it space unfit for use, Show Management will attempt to provide exhibit and meeting space at another location. In the event that Academy 2015 New Orleans is not held at all, an
exhibitor’s sole remedy is a refund of its exhibitor space fees paid, less any actual costs incurred by the Show Management.
Smoking
The Ernest N. Morial Convention Center is a smoke free facility. Smoking is not permitted anywhere within the convention center including back-of- house areas and loading docks.
Solicitation/Interference
Solicitation/Interference of other exhibitors Soliciting or interfering with other exhibitors will jeopardize a company’s future exhibiting status. Additionally, entry into another Exhibitors booth without permission is strictly prohibited.
Special Placement
Show Management reserves the right to place any exhibitor in a strategic location in order to obtain the best possible traffic flow and maxi- mum benefit for the trade show.
Storage
Storage of all sales literature and parapherna- lia must be accommodated within the booth space storage areas (i.e., on or under tables). No crates, fiber cases, cardboard boxes, or reserve supplies may be stored behind the booth back walls. Accessible storage is available through the General Services Contractor.
Unoccupied, subletting, and prohibit-
ed use of Exhibit Space
Any booth not set, or left empty (i.e., no freight, no furnishings ordered, no obvious set up by 12 Noon on Wednesday, October 7, 2015 will be considered no-shows and will be forfeited without refunds of any fees paid. It is the Exhibitor’s responsibility to contact Show Management if such a circumstance should arise. Exhibitors may not assign, sublet, or share any space allocated to it and may not advertise or display goods other than those intended on the 2015 Exhibit Application.
Use of Space
The exhibition is a tradeshow designed to pro- vide a showcase for display of products, services, instrumentation, and educational resources related to eye care products and services. The exhibition is held primarily as a means of product display and education.
