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Exhibitor Service ManualGeneral Information
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| Saturday, February 24 | 9:45 am to 3:15 pm |
| Sunday, February 25 | 9:45 am to 3:15 pm |
| Monday, February 26 | 9:45 am to 3:00 pm |
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. The AAAAI reserves the right to open the exhibit hall early; therefore exhibit personnel should be ready 15 minutes prior to the scheduled opening of the exhibit hall each day. Booths may not be left unattended for extended periods of time. Exhibitors who vacate their booths prior to the official close of the exhibit hall may forfeit priority points accrued at the 2007 Annual Meeting.
Installation Hours
| Thursday, February 22 | 8:00 am to 6:00 pm |
| Friday, February 23 | 7:00 am to 10:00 pm |
Exhibit installation must be completed by 10:00 pm on Friday, February 23. The AAAAI and Freeman, may, without incurring any liability for damage or loss, install or dismantle any property of any exhibitor who has failed to do so by 10:00 pm, Friday, February 23 at the sole expense of the exhibitor. Children under the age of 18 will not be permitted in the exhibit hall during installation. There will be no installation allowed on Saturday, February 24, 2007. NO EXCEPTIONS.
Dismantlement Hours
| Monday, February 26 | 3:00 pm to 10:00 pm |
| Tuesday, February 27 | 7:00 am to 6:00 pm |
Exhibit dismantlement may begin immediately upon the close of the exhibit hall at 3:00 pm on Monday, February 26. No packing of equipment, literature or dismantling of exhibits will be permitted until after 3:00 pm. Any exhibitor who violates this policy may forfeit priority points accrued at the 2007 Annual Meeting. Those exhibitors who plan to store their empty crates with Freeman are reminded, however, that it will take some time for their empty crates to be delivered to their booth space. Exhibit dismantlement must be completed by 6:00 pm, Tuesday, February 27. No exceptions can be made. Children under the age of 18 will not be permitted in the exhibit hall during dismantlement.
Exhibit Hall Access
Access to the exhibit hall is by official name badge only. Exhibitor personnel must pick-up their name badge at the exhibitor registration desk. Independent contractor personnel, hired by an exhibitor to install and dismantle their booth, should possess identification that they are employed by the independent contractor. If independent contractors do not possess proper identification, they must obtain a name badge at the exhibitor registration desk. Children under the age of 18 will not be permitted in the exhibit hall during installation and dismantlement hours.
Security
Twenty-four hour security will be provided during installation and dismantlement hours, as well as after daily exhibit hours. Neither security, the AAAAI, Freeman, nor the Convention Center is responsible for any loss or damage to exhibitor property.
Booth Construction Guidelines
Standard In-Line or Corner Booth
Exhibit fixtures, components and identification signs will be permitted to a maximum height of eight feet (8’). All display fixtures more than four feet (4’) in height and placed within ten feet (10’) of an adjoining exhibit must be at least four feet (4’) from the aisle line to avoid blocking the sight line from the aisle to the adjoining booth.
Island Booth
Exhibit fixtures, components and identification signs will be permitted to a maximum height of thirty-three feet (33’). Since an island booth is separated by the width of an aisle from all neighboring booths, full use of the booth area is permitted. If a booth is planned to be multi-level, the exhibitor is required to discuss these plans with Freeman.
Carpet, Colors and Cleaning
The exhibit hall has concrete floors and is not carpeted; therefore all exhibiting companies are required to carpet their booth space. Exhibitors may order carpet from Freeman or place their own carpet in their booth space. Aisle carpet will be provided by Freeman. The color of the carpet and the drapery will be blue. Booth cleaning is mandatory after move-in and is not included in the booth rental fee. The AAAAI may order daily cleaning if booth appearance is unsightly; the cost will be charged to the exhibitor.
Booth Decoration
Each standard in-line or corner booth includes eight foot (8’) high backwall drape, three-foot (3’) high sidewall drape and a standard seven inch (7”) by forty-four inch (44”) booth identification sign displaying the exhibitor’s name and booth number (not applicable to island booths). The AAAAI does not provide tables, chairs, carpet or other booth equipment. A complete list of booth equipment and rental prices can be found in the Freeman Services section.
Floor Load Restrictions
The exhibit hall floor load limit is 350 lbs/ft².
Exhibit Rules and Regulations
Please read carefully. All Exhibitors must adhere to the following Exhibit Rules and Regulations and all guidelines mentioned in this Service Manual, all of which were 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.
Attire
Attire of all exhibit personnel should be consistent with the professional atmosphere of the Annual Meeting.
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.
Conduct
The AAAAI will monitor all exhibits. Exhibitors must staff their exhibit booth during the scheduled exhibit hall hours. Leaving booths unsupervised for long periods of time or exhibitors who vacate their booth prior to the official closing time may lose priority points for the 2008 Annual Meeting and may be considered for exclusion from exhibiting at future Annual Meetings.
The AAAAI reserves the right to restrict exhibits which for any reason become objectionable and may also prohibit or evict any exhibit which may detract from the general character of the exhibition. This includes persons, things, conduct, printed matter or anything of a character which may be objectionable for the exhibition as a whole.
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.
Electrical Regulations
All illuminated displays and other equipment requiring electrical current must conform to California electrical codes. All extension cords must be 3-wire grounded and UL approved. If there are any special requirements in this respect, exhibitors are requested to discuss this with the service contractor.
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.
Facility Regulations
The exhibitor is not to affix, nail or otherwise attach anything to the walls, doors, floors or columns, except where a nail strip is provided. If there are any special requirements in this respect, exhibitors are requested to discuss this with the official service contractor.
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 form is included in the Utilities/Additional Services section.
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 January 31, 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 is included in the marketing opportunities section.
Exhibitors may not distribute stick-on emblems, buttons, unofficial badges or company nameplates. Only AAAAI-sponsored decals, pins and ribbons may be affixed to delegate or exhibitor badge holders. No helium or air-filled balloons may be used as part of an exhibitor’s booth décor or inflated to distribute to attendees or guests.
Guest Passes
The exhibit hall at the AAAAI Annual Meeting is a professional show for the use and information of the Annual Meeting’s registered attendees and their registered guests. As such, no passes for guests of exhibitor personnel will be issued.
Labor Regulations
Exhibitors are required to conform to all local labor regulations. Should there be any questions regarding the interpretation of local labor regulations, exhibitors are requested to discuss the matter with the official service contractor. In the event that exhibitors require the assistance of skilled or regular labor, they are advised to make early reservations for those services in writing to the official service contractor.
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 to Katie Ferguson, AAAAI Senior Meetings Manager, no later than January 31, 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 & 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 is approved by the AAAAI prior to the meeting.
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