Exhibitor Prospectus
Exhibit OpportunitiesExhibit Rules and Regulations
Please read carefully. All exhibitors must adhere to the following Exhibit Rules and Regulations and all guidelines mentioned in this prospectus, all of which are incorporated by reference as part of the Exhibit Space Application and Contract. The AAAAI reserves the right to interpret and make final decisions regarding all rules and regulations.
Americans with Disabilities Act
Each exhibitor is responsible for compliance with the Americans with Disabilities Act (ADA) within its booth and assigned space.
Booth/Promotional Activity
Booth/promotional activities, such as demonstrations, live interviews, market research, etc., may not interfere with normal traffic flow nor infringe on neighboring exhibits. Booth/promotional activities will not be permitted outside of the exhibitor’s assigned booth space. Exhibitors should reserve a reasonable portion of their exhibit space for the crowds or lines that popular activities may attract.
Booth Relocation
The AAAAI reserves the right to adjust the floor plan at any time and relocate exhibitors should it become necessary or advisable in the best judgment of the AAAAI. Every effort will be made to relocate the exhibitor to another comparable space if the AAAAI deems such a relocation to be necessary or appropriate. In the instance of booth relocation, the exhibitor has the option to cancel their space and receive a full refund.
Continuing Medical Education (CME) Activities
All activities offering CME credits occurring at or in conjunction with the Annual Meeting must be sponsored or jointly sponsored by the AAAAI; therefore exhibitors are prohibited from conducting CME activities inside the exhibit hall without the written permission of the AAAAI.
Enduring materials which offer or promote CME credit to physicians for activities to be performed following the Annual Meeting may be distributed from an exhibit booth, provided those materials are listed on the exhibit application and approved by the AAAAI.
Disclosure
It is the policy of the AAAAI that any exhibitor whose booth space, exhibit display or exhibit materials are provided through an educational grant from another organization prominently disclose that information to all delegates visiting or viewing that booth.
Distribution of Advertising Material and Canvassing by Industry
Canvassing or distribution of advertising material by an exhibitor will not be permitted outside of the exhibitor’s booth space.
Exhibit No-Shows
A company that reserves booth space and fails to inform the AAAAI in writing of its plans not to attend automatically forfeits all priority points earned over the past five years, may not be permitted to participate in future AAAAI exhibitions, and forfeits 100% of the total cost of the exhibit space assigned.
Exhibitor Personnel
Exhibitors must staff their exhibit booth during the scheduled hours of the exhibit hall. Exhibit personnel will be allowed in the exhibit hall one hour before the exhibits open and may remain in the exhibit hall one hour after the exhibits close each day. Exhibitors who are the sole staffers for booths may, of course, take brief breaks. Please refer to the Exhibitor Personnel section for more information.
Food and Beverage
Exhibitors will be allowed to distribute selected food and beverage items upon AAAAI approval. Items must be ordered through the Catering Department at the San Diego Convention Center. A catering order form will be included in the Exhibitor Service Manual.
Giveaways
Exhibitors may distribute samples of their products listed on the exhibit application, and approved by the AAAAI, to Annual Meeting attendees. Giveaways may only be distributed from your exhibit booth. Exhibitors wishing to distribute items other than product samples or educational materials must submit a written request to the AAAAI, along with a sample of each item by February 1, 2007. Samples of giveaways sent to the AAAAI for review will not be returned. Written notification will be sent to the exhibitor upon AAAAI approval of the items. In accordance with AMA ethical guidelines, giveaways must be of minimal value; provide a benefit to patients or be used during the conference or in the professional activities of the delegate. Items such as shirts, cameras, golf balls, stuffed animals, hats, etc. are not acceptable giveaways. The official Giveaway Request Form will be included in the Exhibitor Service Manual.
Music/Music Licensing
Each exhibitor using music in conjunction with its exhibit is responsible for maintaining compliance with the appropriate music licensing organizations.
No Smoking
Smoking in the exhibit hall and all meetings of the AAAAI is prohibited.
Photography/Video Taping
Video taping and photographing within the exhibit hall is prohibited except by the official AAAAI photographer unless approved in advance by the AAAAI. Any exhibitor who wishes to employ an outside vendor to video tape or photograph their own exhibit booth, activities, personnel, etc. must submit a written request no later than February 1, 2007.
Raffles/Drawings/Prizes/Etc.
Prize contests, awards, drawings, raffles or lotteries of any kind held at any time or place within AAAAI Annual Meeting properties are not permitted. Attendees may not be registered for drawings, raffles or lotteries, which might be conducted after the Annual Meeting. Gaming devices of any description are not allowed in the exhibit hall.
Selling of Products and Services
Selling of any products and services is prohibited in the exhibit hall. Product order forms may be distributed, but no cash, checks, credit card information or other forms of payment may be accepted by the exhibitor in the exhibit hall.
Sound and Audio-Visual Equipment
If closed sound systems cannot be arranged, open sound systems will be permitted. However, sound “leakage” must not interfere with other exhibitors. The AAAAI reserves the right to request the reduction in volume or cessation of use of any system that creates such interference.
Subletting Space
Subletting of exhibit space is not permitted. Sharing of exhibit space is not permitted unless it is within divisions of the same company and approved by the AAAAI prior to the meeting.
For more information on exhibit rules and regulations contact:
Katie Ferguson
AAAAI Senior Manager, Meetings
Phone: (414) 272-6071
E-mail: kferguson@aaaai.org
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