rules & regulations
The rules and regulations stated here and within
the AGA Catalog of Marketing Opportunities, constitute a bona fide part of the
contract for exhibit space. Show Management reserves the right to render all
interpretations and decisions, should questions arise, and to establish further
regulations as may be deemed necessary to the general success and well being of
the exposition. Show Management's decisions and interpretations shall be
accepted as final in all cases. It is the responsibility of the exhibiting firm
to be fully familiar with these Exposition Rules & Regulations and to see that
all company representatives attending the exposition are also familiar with
them.
Definition
The words "Show Management" as used herein refer
to the Association of Government Accountants (AGA).
Exhibit Space Application
Applicants for exhibit space are required to
execute and forward an Exhibit Application/Order Form to AGA along with full
payment for the space reserved. Any exhibitor failing to occupy space is not
relieved of the obligation of paying the full rental.
Payment/Cancellation
Payment of booth fees is due in full with a
signed order form. Cancellations must be made in writing. All exhibitors
canceling space on or before November 5, 2004 will be charged a processing fee
of $500. If notice of cancellation is given between November 6 and December 31,
2004, exhibitors will be responsible for 50 percent of the total booth fee.
Exhibitors canceling space after Jan. 1 will be responsible for the total fee of
the exhibit space reserved.
Confirmation
Upon acceptance of your Exhibit
Application/Order Form and payment, the contact person named at the top of the
form will receive a confirmation letter providing your booth assignment and
other conference details. This official contact person is responsible for
providing on-site representatives with time schedules and other pertinent
information.
Booth Assignment
Assignment of space will be made on a
first-come, first-serve basis. AGA reserves the right of final decision and the
right to amend floor plans to relocate exhibits as necessary if it is determined
to be in the best interest of the conference. AGA reserves the right to refuse
to rent space to any company whose display is not compatible, in the opinion of
AGA, with the objectives of the exposition, with or without giving cause.
Liability shall not exceed the return to the exhibitor of the amount of rental
unearned at the time of rejection. If an exhibit or exhibitor is ejected for
violation of these rules or for any other stated reason, no return of rental
shall be made.
Subletting Space
No exhibitor may assign, sublet or apportion its
space in whole or in part, nor exhibit any products or services other than those
manufactured or handled in the normal course of his business, nor permit any
agent or any exhibiting firm to solicit business in his or her space. If special
circumstances warrant an exception, permission must be obtained in writing from
AGA Show Management, which reserves the right to render final judgment. Program
book listings are limited to one entry per contracted exhibiting company.
Exhibit Schedule:
Sunday, February 6, 2005
10 a.m. – 2 p.m.
Exhibitor Move-In
Monday, February 7, 2005
7:30 a.m. – 4 p.m.
Exhibit Hall Open
Tuesday, February 8, 2005
7:30 a.m. – 4 p.m.
Exhibit Hall Open
4 – 7
p.m.
Exhibit Booth Breakdown
* Exhibit Hall schedule is subject to change.
Installation/Dismantle
Please refer to the “Exhibit Schedule.”
Exhibits must be completely installed at least one hour prior to the opening of
the show. Exhibit Management reserves the right to reassign any space not
installed at that time. No installing, dismantling, rearranging, repairing,
servicing, removing, or supplementing of exhibits will be permitted during the
exposition hours. No packing or dismantling of exhibits will be permitted prior
to the official closing of the exhibition. Any infraction of this rule will
jeopardize the exhibitor's participation in future AGA events.
The installation and dismantling of displays may
be done by full-time exhibitor personnel, Freeman Decorating, or an Exhibitor
Appointed Contractor (EAC). The handling, placing or setting out of merchandise
that is to be displayed at the booth may be done by the exhibitor. Exhibitors
who plan to have an Exhibitor Appointed Contractor other than Freeman Decorating
install or dismantle their exhibits must abide by the following rules:
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The exhibitor must notify
AGA and Freeman Decorating in writing by January 14, 2005 with the name of the
Exhibitor Appointed Contractor, address, phone number and supervisor in
attendance. If AGA and Hargrove Inc. are not notified by this date, the
exhibitor MUST use Freeman Decorating labor.
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The Exhibitor Appointed
Contractor must furnish an original insurance certificate to Freeman
Decorating by January 28, 2005. If an original certificate is not received by
this date, the Exhibitor Appointed Contractor will not be allowed to work on
the on the show floor and the exhibitor MUST use Freeman Decorating labor.
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Upon arrival at the
exposition site, Exhibitor Appointed Contractors must check in Freeman
Decorating in order to be admitted on the exposition floor.
NOTE: Children under the age of 18 are prohibited from the exhibit hall during
installation and dismantle.
Exhibit Staff Admissions
AGA
will have sole control over all admissions of persons into the Exhibit Hall. All
exhibit staff must be bona fide company representatives and all must be
registered and wearing official conference identification badges at all times in
the Exhibit Hall.
Each exhibiting company is entitled to two (2) complimentary registrations
regardless of booth size. These
badges will give your company representatives access to the Exhibit Hall, but
not to the conference sessions or luncheons. The badges are not transferable,
AGA reserves the right to withdraw the use of the badge used to gain admission
to the exhibition by any person other than the one for whom it was issued.
Additional exhibit personnel may register at a charge of $35/person. Exhibit
staff may also register for the full conference (includes educational sessions,
luncheons, and the ability to earn CPE) by paying the AGA member registration
fee of $475. Luncheon tickets may be purchased at $35 each.
Information on how to register your exhibit staff/personnel will be included in
your Exhibitor Service Kit, which will be mailed approximately 10 weeks prior to
the conference.
Staffing of Exhibit
Each
exhibitor is required to keep at least one attendant in its booth during all
show hours.
General Conduct of Exhibitors
Exhibitor personnel shall not be permitted to solicit business or promote
products and services in aisles, at food stations, or in booths other than their
own. The distribution of business cards, invitations, samples, catalogs,
pamphlets, souvenirs, publications, etc. is permitted only within the
exhibitor’s space. Throwing of souvenirs, loud shouting and making of any
unnecessary noises, whether by human or mechanical means to attract attention,
puppet shows and similar devices will not be permitted. Balloons may not be
exhibited or distributed.
In
keeping with the business-like atmosphere of the exhibition, all booth personnel
shall wear acceptable business attire or corporate identity uniforms.
All
aisle space belongs to the show; no exhibits, signage or advertising material
shall be allowed to extend beyond the booth space.
No
person, firm or organization not having contracted with AGA for the occupancy of
booth space will be permitted to display or demonstrate its products/services,
or distribute promotional materials in the Exhibit Hall, public areas of the
conference facility or in hospitality suites. Any infringement of this rule
will result in the prompt removal of the offending persons and/or promotional
materials from the Exhibit Hall and/or conference facility.
Character of Exhibits
Exhibits are subject to the approval of AGA. AGA also reserves the right to
control, prohibit, or physically remove any or all parts of any exhibit which,
in AGA’s opinion, is not suitable, or in keeping with the policies of the
Association or the character of the exposition, or which, because of noise,
methods of operation, or other reasons, becomes objectionable.
If
for any reason an exhibit and/or its contents and/or the exhibitor are deemed
objectionable by the Show Management, the exhibitor will be required to remove
or correct the situation, or to leave the exhibit area. In the event such a
restriction is enforced, AGA will not be liable for refund of exhibit space
rental fees, exhibit equipment rental fees or any other fees.
Arrangement of
Exhibits
All
exhibits must be arranged so that they do not project beyond the space allotted,
or obstruct the view of, hide, or interfere with other exhibits. Backgrounds
(including signs) must be no more than 8’ in height. Material extending into the
exhibit area by more than 3’ from the back wall cannot exceed 3’ in height. No
partitions other than the side rails will be allowed, unless specifically
approved by Show Management. Exposed unfinished sides of exhibit backgrounds
must be draped to present an attractive appearance. Exhibit Management may (at
the Exhibitor's expense) direct revisions of any exhibit that does not comply
with the above guidelines.
Performances of Music/ Copyright Laws
No copyrighted music, if published via ASCAP or
BMI, may be played in the exhibit hall at any time during the hours of the
exposition. This applies whether the music is live or recorded. Unpublished
original music, such as used in promotional video/audio tapes, is not subject to
this rule. We ask that you advise show management if you plan such performances.
Noise and Sound
Exhibitors are strictly prohibited from
operating noise-creating devices such as bells, horns or amplifying systems,
which interfere with other displays. Equipment will only be permitted if tuned
to conversational level and is not objectionable to neighboring exhibitors. Each
exhibiting company must have the opportunity to meet and talk with buyers,
unimpeded by the excess noise from another exhibitor. Show Management reserves
the right to determine the acceptable sound level for working exhibits.
Care of Property
Exhibitors are liable for any damage caused by
fastening signs, displays or other fixtures to the building floors, pillars,
walls, or to the standard booth equipment. The use of thumbtacks, tape, nails,
screws, bolts, or tools or materials that could mark the floors or walls is
prohibited. Any damage to the hotel or conference facility property caused by
the carelessness of an exhibitor, its employees or agents, must be paid for by
the exhibitor causing such damage.
Outside Activities
Exhibitor agrees not to exhibit products outside
the Exhibit Hall during the exposition. The exhibitor agrees not to extend
invitations, call meetings, host hospitality events, or otherwise encourage the
absence of attendees from the Exhibit Hall or education sessions during the
hours of conference activities. Exhibitor agrees to notify AGA of any meetings
or hospitality events that take place during the conference, even after
conference events have ended. All requests for meeting rooms, hotel suites and
special function rooms must be approved by AGA.
Security
AGA will provide general exhibit area security
during the evenings of Sunday, February 6 and Monday, February 7, 2005. AGA is
not responsible for the security of the exhibits or the materials contained
within; the presence of security does not imply such. AGA undertakes no duty to
exercise care, nor assumes any responsibility, for the protection and safety of
the exhibitor, its officials, agents or employees, or the protection of the
property used in connection with the exhibit, from theft, injury, or damage. The
Exhibit Hall is never secure–do not leave valuable items within easy reach at
any time. As a reminder, exhibit staff should not store items under tables or
behind booth drape. Never leave valuables (computers, briefcases, a/v
equipment, raffle items, software, tools, etc.) unattended in the Exhibit Hall,
especially during breaks or overnight.
Decorator Services
AGA
has selected Freeman Decorating as the official decorator/service contractor for
NLC 2005. Freeman Decorating will send each confirmed exhibitor an Exhibitor
Service Kit containing all of the necessary forms for ordering carpet, booth
furnishings, plants, decorations, electricity, phone lines, Internet
connections, signage, etc. The Exhibitor Service Kits also contain information
on shipping, drayage, and labor union regulations. The exhibitor shall provide
only the material and equipment that is owned and is to be used in the exhibit
space. All other items used in the booth are to be provided through
arrangements with the official service contractor. Payment for services provided
to the exhibitor by the contractor is the responsibility of the exhibitor.
Should you need to contact Freeman Decorating please contact them at the address
below:
Freeman Decorating Company
5230 Eisenhower Avenue
Alexandria, VA 22304
PH: 703.823.6310
Material Handling
You
may hand carry only what you can manage by yourself (one person) in one trip,
using no equipment. The use or rental of dollies, flat trucks and other
mechanical equipment, however, is not permitted. Freeman Decorating will control
access to the loading docks in order to provide for a safe and orderly
move-in/out. Only full time employees of the exhibiting company will be allowed
to hand carry items. The Ronald Reagan Building has strict security policies.
Please bring a valid state ID card, and allow ample time to get through
security.
Storage
Exhibitors must make arrangements with the General Service Contractor for
storage of crates and other packing materials. Combustible materials such as
brochures, literature, giveaways, etc., within exhibit booths are limited to a
one-day supply. NOTHING may be stored behind booths. All packing containers,
wrapping material, carrying cases, etc., must be stored off the exhibit floor.
Unions Rules & Regulations
Please refer to your Exhibitors Service Kit for information regarding union
rules and regulations.
Insurance
The
exhibitor agrees to obtain the following insurance coverage during the dates of
the AGA exposition, including move-in, move-out days, and be prepared
to furnish a certificate of insurance to AGA if requested:
(a) comprehensive general liability insurance coverage including protective and
contractual liability coverage of $250,000/$500,000 for bodily injury and
$50,000 property damage; (b) employers liability insurance with minimum limits
of $100,000 per accident; (c) worker's compensation/occupational disease
coverage in full compliance with federal and state laws; (d) comprehensive
general automobile liability insurance covering owned, non-owned, and hired
vehicles, including loading/unloading hazards with bodily injury limits of
$250,000/$500,000 and property damage limits of $100,000.
It is
the responsibility of each exhibiting company to ensure the safety of its own
exhibit materials from the time they are place in the exhibit area until the
time they are removed. The exhibiting company agrees that AGA, the Ronald
Reagan Building, the Official Decorator Service Contractor and all of their
agents and/or employees will not be held responsible for any damage to, or any
loss or destruction of the exhibitor’s property, any injuries to the exhibitor,
its representatives agents or employees. All claims for any such damage,
destruction, and/or injury is expressly waived by the exhibitor.
Fire Regulations
All exhibits must conform to the fire laws,
health regulations, electrical codes, and other local, state, and federal laws
and regulations. The exhibit hall has a sprinkler system, smoke detectors, and a
fire alarm system on its premises. All materials used in the exhibit hall must
be flameproof and fire resistant. All materials are subject to the inspection of
the local Fire Department and its regulations shall govern. Crepe paper,
corrugated paper, flameproof or otherwise, and flammable fluid or substances,
are not permitted. Any exhibits or parts thereof found not to be fireproof will
be ordered dismantled.
Conformity With Exhibit Hall Lease
The
contract for exhibit space and these rules and regulations are subject to AGA’s
agreement with the exhibit hall, and in the event of any conflict between the
rights and obligations of the exhibitor under the contract or these rules and
regulations and the agreement with the exhibit hall, the latter shall prevail.
Indemnification/Hold Harmless Clause
Exhibitor agrees to indemnify, hold harmless and
defend AGA, the Ronald Reagan Building & International Trade Center, and the
District of Columbia and their respective members, officers, directors, agents
and employees (indemnities) from and against any and all liabilities, damages,
actions, losses, claims and expenses on account of personal injury, death or
damage to or loss of property or profits arising out of or contributed to by any
act, omission, negligence, fault, or violation of a law or ordinance by the
Exhibitor or its employees, agents, contractors, patrons and invitees.
Exhibitor hereby waives each and every claim that arises, or may arise, in its
favor against any one or more of the indemnities for any and all losses of
damage covered by valid and collectible insurance.
Cancellation
Should AGA cancel any exhibit or cancel or
reschedule the entire show, the exhibit space contract will terminate and the
exhibitor will waive any claim for damages. AGA’s liability shall be limited to
the monies paid by the exhibitor as exhibit booth rental, less a proportionate
share of all expenses incurred by Show Management for the exposition.
If, for any reason the location of the show is
changed, no refund will be made, but Show Management must be able to assign
exhibitors space in lieu of original space.
Other Matters
All matters and questions not covered by the
contract for exhibit space or these rules and regulations are subject to the
decision of AGA.
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