exhibitor 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 and 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

Cancellations must be made in writing. All exhibitors canceling space on or before February 4, 2005 will be charged a processing fee of $500. If notice of cancellation is given between February 5 and June 10, 2005, exhibitors will be responsible for 50 percent of the total booth fee. Exhibitors canceling space after June 10 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 company 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 exhibition, 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

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, GES Exposition Services, or an Exhibitor Appointed Contractor.  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 GES Exposition Services install or dismantle their exhibits must abide by the following rules:

1. The exhibitor must notify AGA and GES Exposition Services in writing by May 30, 2005 with the name of the Exhibitor Appointed Contractor, address, phone number and supervisor in attendance. If AGA and GES Exposition Services are not notified by this date, the exhibitor MUST use GES labor.

2. The Exhibitor Appointed Contractor must furnish an original insurance certificate to GES Exposition Services by May 30, 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 GES Exposition Services labor.

3. Upon arrival at the exposition site, Exhibitor Appointed Contractors must check in with GES Exposition Services 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 four complimentary registrations regardless of booth size. These badges give your company representatives access to the Exhibit Hall ONLY. Additional exhibit personnel may register at a charge of $50/person. Luncheon tickets may be purchased at $35 each. Exhibit staff may also register for the full conference (includes educational sessions, luncheons and the ability to earn CPE) by paying the standard registration fee.

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 the 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 4’ 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.

Carpet: This year the Exhibit Hall is carpeted. The carpet will be a multi-color floral print. You may purchase custom carpeting if you wish, but it is not required.

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 exhibition 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 during the hours of all exhibit 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 on a 24-hour basis from 8:00 a.m. on Sunday, July 10, 2005 through 4:00 p.m. on Tuesday, July 13, 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 GES Exposition Services as the official decorator/service contractor for PDC 2005.  GES Exposition Services 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.  All services not ordered in advance must be procured through the Exhibitors' Service Area, which will be maintained in the Exhibit Hall.

We urge you to take advantage of cost reductions offered by most contractors for advance orders. Many services cost substantially more when ordered on-site.  Should you need to contact GES, please contact them at the address below:

GES Exposition Services

4805 Sand Lake Road

Orlando, FL 32819

PH: 407.370.6200

FX: 407.370.6210

Orlando@gesexpo.com

Material Handling
 

One individual from each exhibiting company is permitted one trip to hand-carry items into the exhibit facility. The exhibitor use of dollies, hotel baggage carts, flat trucks and other mechanical equipment, is not permitted. GES Exposition Services will control access to the trade show floor which includes access from the loading docks and/or all doorways into the exhibit facility. This will help to provide for a safe and orderly move-in/move-out. Unloading or reloading of any freight into the Exhibit Hall by private vehicles and contracted carriers will be handled by GES. Rates for materials handling will be included in the Exhibitors Service Kit.

GES Exposition Services shall be the sole authority on all matters in the dock area.  This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment.

Any conflicts or disagreement regarding the union jurisdictions or interpretations thereof should be resolved with representatives of GES Exposition Services and Show Management.

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

To assist you in your planning efforts for the upcoming exposition, we are certain you will appreciate knowing in advance that union labor may be required for certain aspects of your exhibit handling. To help you understand the various union jurisdictions, we ask that you carefully read the union rules and regulations provided in your Exhibitor Service Kit.

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 Orlando World Center Marriott, GES, 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 Orlando World Center Marriott, 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.