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Exhibit Rules and Regulations
The American Academy of Medical Acupuncture
16th Annual Symposium
April 1-4, 2004
Hilton Chicago
Chicago, Illiniois
SET-UP: Thursday, April 1 2:00pm - 6:00pm
Friday, April 2 7:00am - 9:00am
SHOW HOURS:
Friday, April 2 10:00am - 7:30pm
Saturday, April 3 7:30am - 4:00pm
Sunday, April 4 7:30am - 4:00pm
A representative should be present during these hours. Breakfast on Saturday and Sunday and all refreshment breaks will be available to Symposium registrants only in the Exhibit Hall.
On Friday, April 2nd, there will be a wine and cheese reception along with a Poster session from 6:00pm - 7:30pm in and around the Exhibit Hall.
BREAK-DOWN:
Sunday, April 4 4:00pm - 6:30pm
* It is essential that tear-down not begin before 4:00pm on Sunday, April 4th.
BOOTH FEES: The exhibit fee for each booth is $1,000 if requested, and paid for, by February 13, 2004. After February 13, the exhibit fee for each booth is $1,150. Fee for each booth for member physicians, registered for the Symposium, is $650 before February 13 and $800 after February 13. The member physician MUST be a principal in the business and name and title should be provided on the Agreement Form.
SPACE ASSIGNMENT:
The Exhibit floor plan has been designed by the Academy Exhibits Management according to Fire Marshall regulations and the facilitation of floor traffic for exhibitors. Exhibitors may select any of the booth locations as they appear on the floor plan. Exhibit space will be assigned by the Academy on a priority system based on points. This system is used to recognize a company's past exhibit participation with the Academy. Points are earned for each year of exhibiting at the Academy's Annual Symposium. Priority space will be assigned beginning with the exhibitor having the largest number of points. If two or more companies request the same space and have an equal number of points, the first contract received is given preference.
Applications must be received no later than February 13, 2004 to take advantage of earned priority points. Applications received after February 13, 2004, will be assigned on a first-come, first-served, space-available basis. Booth location assignments will be mailed by February 27, 2004.
Every effort will be made to accommodate exhibitor requests for space and position on the floor. When notations are made on the application to avoid or to be placed next to certain exhibitors, Exhibits Management has the right to assign you to a location other than what you requested. If Exhibits Management is unable to assign one of the requested booths, the next best available booth will be assigned.
SUBLETTING OF SPACE: Exhibitors may not sublet nor assign space. Only those products, services, or goods manufactured, distributed or marketed by the exhibitor who contracts for the booth(s) may be displayed in the exhibitor's space.
OFFICAL SERVICE CONTRACTOR: J&J Exhibitors Services, 2338 South Indiana Ave, Chicago, IL 60616 is the official service contractor for the Symposium. Forms for ordering furniture and shipping information will be in the Exhibitor Service Manual, but you may also contact J&J Exhibitors Services, (312) 225-3323 if you have any questions.
BOOTH FURNISHINGS AND SERVICES: Each exhibit area is 8' x 10'. Included in the cost of each booth fee is the following:
8' high backdrape,
3' high sidedrape,
1- 6' skirted table,
2-side chairs
1-Identification sign containing the exhibitor's name.
The exhibit hall within the Hilton Chicago is carpeted in a dark, multi-color pattern. The drape colors for exhibit booths will be hunter green, white & gray.
Forms for additional furnishing will be included in the Exhibitor Service Manual. Exhibitors are solely responsible for ordering and paying associated fees for anything in addition to what is provided by AAMA as listed above.
EXHIBITOR SERVICE MANUALS: Complete shipping instructions and information regarding furniture, audio visual rental, and electrical services will be forwarded to each exhibitor.
SHIPPING MATERIALS: Exhibitor materials/displays should be shipped to the Official Service Contractor as outlined in the instructions in the Exhibitor Service Manual. The Hilton Chicago will refer any shipments of exhibit material to the Official Service Contractor and associated fees will be the responsibility of the exhibiting company. Fees associated with shipment and movement of freight is the sole responsibility of each exhibitor.
EXHIBITOR HOUSING: Individuals must make their own hotel room reservations. AAMA has reserved a block of sleeping rooms at the Hilton Chicago, 720 S. Michigan Ave, Chicago, IL 60605. Rates: $168 Single/$189 Double plus state and local taxes (currently 14.9%). This rate is available only until February 27, 2004, or until the block is full. Call 312/922-4400 or 800774-1500 and ask for the AAMA room rate. Please be prepared to provide a first night's deposit when making your reservation. For more information on this hotel, log on to www.hilton.com
LIABILITY: The exhibitor assumes full responsibility for damage to its properties or to the building structure of the exhibit hotel or to neighboring exhibits. Reasonable precautions will be taken by AAMA during the official period of installation, showing and dismantling to protect exhibits against ordinary damage or loss by theft. However, neither AAMA nor the hotel can guarantee or insure exhibitors against loss or damage of any type.
This lease is subject to, and the exhibitor, its agents, and employees shall use and occupy the exhibit space pursuant to, all terms and conditions of the agreement between AAMA and the exhibit hotel regarding the use and occupancy of the exhibit hotel and to all reasonable rules and regulations prescribed by the exhibit hotel.
SECURITY: The exhibit hall will be secured during closed hours. However, neither AAMA, exhibitor service contractor, nor the hotel are responsible for the safety of exhibitors' property from theft, damage by fire, accident, vandalism or other causes. Each exhibit company must make provisions for safeguarding goods, materials, equipment, and the display at all times.
FIRE REGULATIONS: All exhibit material must comply with the fire regulations of the area. Volatile or flammable oils, gases, decorations or artificial flowers made of polyethylene, unprotected photographic films, or other explosive or flammable matter, or any substance prohibited by law or insurance carriers are not permitted on the premises. No exhibit in the exhibit area may have a solid ceiling, whether of heavy construction or fabric, which would restrict the efficiency of the sprinkler system in the exhibit area.
EXHIBITOR PERSONNEL: The exhibitor will name one person as its duly authorized representative, to have charge of the exhibit, and hereby accepts and assumes all responsibility for such representatives, or alternates, throughout the exhibit period.
Only employees of exhibiting companies may register for the Symposium as exhibitors. An Exhibitor Badge request form will be included in the Exhibitor Service Manual. No more than two representatives are allowed per booth at any given time. Any on-site substitutions for previously registered exhibitors must be given to the Registration Desk in writing on forms provided. There is a $5 badge replacement fee for lost badges.
The request has been made in the past to include luncheon for exhibitor personnel as part of the exhibit fee. For the 2004 Symposium, luncheon is available for exhibit personnel when available to Symposium registrants.
EXHIBIT DESCRIPTION: Please provide a brief description (35-word limit) of your exhibit to be included in materials distributed to Symposium registrants. Deadline for receipt of this description is March 19, 2004. Please send via email (to tracey.dowden@att.net) or by fax, attention AAMA Exhibit Description (323-937-0959).
CONDUCT OF EXHIBITS: AAMA reserves the right to approve all exhibits and activities related thereto and may refuse to admit an exhibit or may require that an exhibit be curtailed, if it does not meet the standards herein set forth, if it reflects against the character of the Academy or its meeting, or if it exceeds the bounds of good taste as interpreted by the Exhibits Committee. Any questionable exhibit or activity relating thereto should be submitted to the Academy in advance to avoid unnecessary inconvenience.
No exhibits will be permitted that interfere with the use of other exhibits, impede access to them, or impede the free use of the aisle. Corner booths must be arranged so there is an unobstructed sight line of neighboring exhibits. Booth personnel, including demonstrators, are required to confine their activities to within the exhibitor's booth space.
Acceptance of an exhibit does not imply AAMA endorsement of product or service. Direct selling of products or services must comply with the laws of Illinois. Exhibitors may not sell, serve, or dispense food or beverages without the express, written approval of AAMA and the Hilton Chicago. Please contact AAMA Exhibits Manager to request approval. There will be no solicitation in the aisles outside of the assigned booth area or outside of the exhibit area. Violation will constitute grounds for removal of the exhibitor without refund.
Exhibitors with noisy electrical devices, sound-producing movies, or other devices that prove objectionable to other exhibitors, must agree to keep the noise and/or odor of such devices at an absolute minimum. X-ray equipment may be exhibited, but not operated.
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