Annual Meeting Exhibitor Online Payment

EXHIBIT RULES AND REGULATIONS - You must read and agree in order to register online

1. Official Exhibit Schedule
Saturday, July 8
11:00 am – 5:00 pm: Installation

Sunday, July 9
08:00 am – 5:00 pm: Installation

Monday, July 10
07:00 am – 9:00 am: Installation
11:00 am – 2:00 pm: Hall Open

Tuesday, July 11
11:00 am – 2:00 pm: Hall Open

Wednesday, July 12
11:00 am – 1:30 pm: Hall Open
01:30 pm – 10:00 pm: Dismantle

Thursday, July 13
08:00 am – 12:00 pm: Dismantle

This schedule is tentative and subject to change. If the official exhibit hall schedule changes, all exhibitors will be notified in writing. All exhibit personnel are expected to make travel arrangements in accordance with the official exhibit hall schedule. As a courtesy to other exhibitors and all conference attendees, exceptions to installation and other dismantle times will not be allowed on the basis of flight times or any other travel arrangements made by an exhibiting company or any employee of that exhibiting company.

2. Show Management
The exhibition is organized and managed by AHRA. Any matters not covered in these Rules and Regulations are subject to the interpretation of the AHRA Board of Directors and the AHRA Executive Director or his or her designee, and all exhibitors must abide by their decisions. Exhibitors must comply with the Anaheim Convention Center procedures. The Show Management shall have full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of exhibitors. Each exhibitor, for himself and his employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with preceding sentence.

3. Assignment of Booth Space

Exhibit space will be assigned on a first come-first served basis beginning July 20, with priority given to sponsors and previous exhibitors until July 13, 2017. Applications received without a 50% deposit will not be processed. AHRA does not permit end-cap booths, meaning a 10’x20’ booth that is exposed to aisles on three sides. AHRA also does not permit exhibitors to purchase linear booth spaces that are across the aisle or diagonal from one another. Example: If an exhibitor wants to purchase two 10’x20’ spaces across the aisle from one another, this would not be permitted.

4. Installation and Dismantle of Exhibits
Show Management reserves the right to fix the time for the installation of a booth prior to the Show opening and for its removal after the conclusion of the show. Under no circumstances will the addition to or removal of any portion of an exhibit be permitted during show hours. All booths must remain intact until the close of the show. Installation must occur only during the installation times designated in the Exhibitor Prospectus. All booths must be properly installed, fully operational and show-ready no later than 9:00 am on July 10, 2017 for the final inspection of the exhibit hall by show management. Dismantle may not begin until after 1:30 pm on July 12, 2017, and must be completed by 12:00 pm on July 13, 2017. Early dismantle and/or removal of an exhibit will result in the deduction of priority points for 2018 standings. The hours in Rule 1 are tentative and subject to change. If the official exhibit hall schedule changes, all exhibitors will be notified in writing. Exhibitors are expected to make travel arrangements in accordance with this schedule. If erection of any exhibit has not started by 8:00 am on Monday, July 10, 2017 the AHRA Exhibits Manager or his or her designee shall order the exhibit to be erected and the exhibitor billed for all charges incurred. Each exhibitor will complete arrangements for removal of his or her material from the Anaheim Convention Center in accordance with the instructions provided in the Exhibitor Services Manual. All material must be packed and ready for shipment by 12:00 pm on July 13, 2017. Any material not called for by said time and date will be shipped at the exhibitor’s expense, by a carrier selected by the official drayage contractor. No one under the age of 18 will be permitted on the exhibit floor during installation and dismantle hours.

5. Failure to Occupy Space
Space not occupied by 8:00 am on Monday, July 10, 2017, will be forfeited by exhibitors and their space may be resold, reassigned or used by the exhibit management without refund.

6. Rates, Deposits and Refunds
Space will be rented at the rate of $21 per square foot in accordance with the application form, with a $125 additional charge for each corner assigned. All free-form (island) exhibits are assessed a charge for four (4) corners. No application will be processed or space assigned without a deposit in U.S. funds in the amount of 50% of the total cost. Space must be fully paid for by May 1, 2017. If assigned space is not paid for by May 1, 2017, it may be reassigned at the discretion of Show Management. Any exhibitor who cancels all or part of purchased booth space on or prior to February 24, 2017, will receive a full refund, less a $100 administrative fee. Any exhibitor who cancels all or part of purchased booth space between Feb 25 – Mar, 10, 2017 (inclusive) will not receive a refund and AHRA will retain as liquidated damages all monies paid. If cancellation in whole or part is made after March 10, 2017 the exhibitor shall be liable to AHRA, as liquidated damages, for the unpaid balance of the total rental value of the space cancelled. Cancellation request must be submitted in writing to the AHRA Exhibits Manager.

7. Contractor Services
An official contractor will provide all services in the exhibit area. Complete information, instructions and schedule of prices regarding shipping, drayage, labor for installation and dismantling, electrical service, furniture, etc., will be included in the Exhibitor Services Manual to be forwarded from the official contractor in April 2017. An exhibitors’ service center will be maintained during applicable hours to facilitate services requested for additional needs of exhibitors. Under no circumstances will AHRA or Anaheim Convention Center assume responsibilities for loss or damage to goods consigned to the official contractor. Advance shipments of exhibit material must be made to official contractor as specified in the Exhibitor Services Manual. Should any shipments not be made as specified in the manual, it will be removed by the official contractor and stored until the hall is ready to accept materials for the exhibition and all costs involved will be charged to exhibiting company. Exhibitors are responsible for all information provided in the Exhibitor Services Manual.

8. Arrangements of Exhibits
Any portion of an exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space or for any reason becomes objectionable, must be immediately modified or removed by the exhibitor. The show management reserves the right to inspect the quality of the appearance of each booth prior to show opening. Where necessary, masking drape will be placed to cover unsightly wires, unfinished backwalls, etc. at the exhibitor’s expense.

9. Booth Design
The regulations listed herein are not intended to unduly restrict exhibits as to either design or utility. The spirit in which the rules are presented is to create and maintain an open atmosphere on the exhibit floor. In designing exhibits, traffic flow, good judgment and consideration for neighboring exhibitors and attendees should be primary objectives. Every effort has been made to ensure the accuracy of all information distributed by AHRA; however, due to the ever-changing needs and maintenance schedules of facilities, such as the Anaheim Convention Center, up-to-the-minute information is not always available. With this in mind, we remind all exhibitors that AHRA, the Anaheim Convention Center and its contractors or agents can make no warranties as to the accuracy of floor plans issued in conjunction with or pertaining to the exposition. If locations of building columns, utilities or other architectural components of the facility are considerations in the construction of an exhibit, it is the responsibility of the exhibitor and/or his/her agent to physically inspect the facility to verify all dimensions and locations

IN-LINE BOOTHS: In-line booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. Regardless of the number of in-line booths utilized, (e.g., 10’ x 20’, 10’x 30’, 10’ x 40’, etc.), display materials must be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8 feet is allowed only in the rear half of the booth space, with a 4-foot height restriction imposed on all materials in the remaining space forward to the aisle. When three or more in-line booths are used in combination, as a single exhibit space, the 4-foot height limitation is applied only to that portion of exhibit space that is within 10 feet of an adjoining booth. A Perimeter Booth is an in-line booth that backs to an outside wall of the exhibit facility rather than to another exhibit. All guidelines for in-line booths apply to Perimeter Booths except that the maximum back wall height is 12’. APIC does not allow end cap booths, meaning booths exposed to aisles on three sides and composed of two 10’x10’ booths)
ISLAND BOOTHS: Island booths are any size booths exposed to aisles on all four sides.

Supplementary regulations governing such exhibits are the following.

A. The entire cubic content of the space may be used up to the maximum allowable height of 20’ including signage, hanging or stationary, banners, trusses and hanging lighting systems. Any hanging signage will be hung at 20’ from the floor to the top of the sign.

B. Canopies, including ceilings, umbrellas and canopy frames, can be either decorative   or functional (such as to shade computer monitors from ambient light or for hanging products). The base of the canopy should not be lower than 7 feet from the floor within 5 feet of any aisle. Canopy supports should be no wider than 3 inches. This applies to any booth configuration that has a sight restriction. Fire and safety regulations in many facilities strictly govern the use of canopies, ceilings and other similar coverings. Check with the appropriate local agencies prior to determining specific exhibition rules.

C. Island Exhibitors should adhere to the following minimum guidelines when determining booth lighting.
  • No lighting fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space.
  • Lighting should be directed to the inner confines of the booth space. Lighting must not project on to other exhibits or show aisles.
  • Lighting that is potentially harmful, such as lasers or ultraviolet lighting, must comply with facility rules and be approved in writing by exhibition management.
  • Lighting that spins, rotates, pulsates and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event.
Each exhibitor will be provided with an official Exhibitor Services Manual. The Exhibitor Services Manual describes the type and arrangement of exhibit space and the standard equipment provided by Show Management for booth construction. All booth space must be arranged and constructed in accordance with the guidelines, provisions, and limitations contained in the Exhibitor Services Manual. In the sole opinion of Show Management, any exhibit that fails to conform to the Exhibitor Services Manual guidelines or the provisions set forth herein, such exhibit will be prohibited from functioning at any time during the exhibition

Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other promotions. All demonstrators or other promotional activities must be confined to the limits of the exhibit space. Sufficient space must be provided within the exhibit space for the comfort and safety or persons watching demonstrations and other promotional activities. Island booths are restricted to 20’ in height. All booths must be carpeted. Exhibiting companies are responsible for furnishing, cleaning and carpeting their booths. Any booth(s) not carpeted by 8:00 am on July 10, 2017, will be carpeted by Show Management at the exhibitor’s expense. All exhibits must comply with the public accommodation provisions of the Americans with Disabilities Act of 1991(ADA). Any exhibit with raised flooring must be ramped.

10. Subleasing of Space
Exhibitors may not assign, sublet or apportion to others the whole or any part of the space allocated, and may not display goods or services other than those manufactured or regularly distributed by them.

11. Conduct
All exhibits will be to serve the interest of the AHRA members and will be operated in a way that will not detract from other exhibits, the exhibition, or the meeting as a whole. Show management reserves the right to request the immediate withdrawal of any exhibit that AHRA believes to be injurious to the purpose of AHRA. Management reserves the right to refuse to admit to and eject from the exhibit building any objectionable or undesirable person or persons. The use of sideshow tactics or other undignified methods considered by AHRA to be objectionable are expressly prohibited in the exhibition area and in any meeting room. The purpose of the exhibition is to further the education of meeting attendees through product and service displays and demonstrations. Products or services exhibited must be pertinent to the attendees’ professional interest. AHRA reserves the right to restrict sales activities that it deems inappropriate or unprofessional

12. Exhibitor’s Personnel
Exhibitor badges will be made available to the official company representatives for distribution to exhibitor personnel. The official AHRA badge must be worn whenever a representative is in the exhibit hall. All personnel representing the exhibitor or his or her agents on the exhibit floor during installation and dismantling must be properly identified. Each exhibit must be fully operational and staffed during the open exhibit hours as defined in rule 1. Booths should be manned by company specialists who are qualified to discuss details of their company’s products or services. Distribution of advertising material and souvenirs must be confined to the exhibitor’s booth. Canvassing or distribution of advertising material or souvenirs in the exhibit hall by representatives of non-exhibiting firms is strictly forbidden. Selling of merchandise on the exhibit floor is strictly prohibited.

13. Sound Devices and Lighting and other Presentation Devices
Public address, sound producing or amplification devices that project sound must be conducted or arranged so that the noise resulting from the demonstration will not annoy or disturb adjacent exhibitor and their patrons, nor cause the aisles to be blocked. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Noise levels must be held to an 80-decibel maximum at all times. Show Management will monitor the 80-decibel regulation on-site. If an exhibitor is in violation of the 80-decibel regulation, they will receive one warning. If the exhibitor continues to operate noisemaking exhibits in excess of 80-decibels after the first warning, Show Management reserves the right to cut the power of the offending mechanism, or otherwise ensure the noisemaking mechanism is shut off. Any expenses incurred in this instance will be the sole responsibility of the exhibitor.

14. Handout Materials
Promotional give-aways and exhibitor prize drawings will be permitted. All materials and prizes must have prior approval by AHRA. All hand-out materials are expected to be of professional nature. AHRA reserves the right to disallow any material that it believes to be inappropriate. Send samples to: AHRA Exhibits Manager, 512 Herndon Parkway, Suite D, Herndon, VA 20170 by June 15, 2017. No exhibitor may use AHRA name or any of its affiliate organizations in conjunction with any promotional activity or award in the exhibit hall without the expressed written consent of AHRA

15. Solicitation of Exhibitors
No persons will be permitted in the exhibit hall for the purpose of soliciting advertising or other exhibit space without the express written permission of AHRA.

16. Fire, Safety and Health
The exhibitor assumes all responsibility for compliance with local, city and state ordinances and regulations covering fire, safety and health. All exhibit equipment and materials must be located within the booth. Only fireproof materials may be used in displays and the exhibitor must take all necessary fire precautions. No combustible material will be stored in or around exhibit booths.

17. Labor
Rules and regulations for union labor are made by the local unions and may change at any time. Where union labor is required because of building or contractor requirements, it will be necessary for the exhibitor to comply with these regulations. Information regarding specific regulations that are applicable may be obtained from the official contractor. Displays, painters, carpenters, electricians, and other skilled labor can be arranged through the official contractor at established rates. Labor order forms will be included in the Exhibitor Services Manual.

18. Storage
The exhibitor should make arrangements with the contracted decorator for storage of packing boxes and crates during the exhibition. AHRA assumes no responsibility for damage or loss of packing boxes or crates.

19. Food and Beverage
Exhibitor distribution of food and beverages for consumption in the building is prohibited, except with written permission from Show Management. All requests must be submitted in writing.

20. Liability and Security
AHRA makes no warranty, expressed or implied, that security measures will avert or prevent occurrences that may result in loss or damage. Each exhibitor must make provisions for the safeguarding of his or her goods, materials, equipment and display at all times. AHRA will not be liable for loss or damage to the property of exhibitors or their representatives or employees from theft, fire, accident or other causes. AHRA will not be liable for injury to exhibitors or their employees or for damage to property in their custody, owned or controlled by them, which claims for damages, injury, etc., may be incident to or arise from, or be in any way connected with their use or occupation of display space, and exhibitors will indemnify and hold harmless against such claim.

The exhibitor assumes all liability for any damage to the facility’s floor, walls, lighting fixtures, etc. as a result of exhibitor negligence. The exhibitor will abide by and observe all laws, rules, regulations and ordinances of any government authority and of the contracted facility. The exhibitor will pay and save AHRA, its Board, members, staff, and representatives, and the Anaheim Convention Center harmless from any and all damages, loss or liability of any kind whatsoever resulting from injuries to persons or property occurring within the Anaheim Convention Center or property adjacent thereto occasioned by any act, neglect, or wrongdoing of the exhibitor or any of its officers, agents, representatives, guests or employees, invitees or other persons permitted by the exhibitor upon the premises, and the exhibitor will at its own cost and expense defend and protect AHRA, the Anaheim Convention Center against any and all such claims or demands.

Each exhibitor shall be responsible for securing and maintaining the following insurance coverages at the exhibitor’s expense: (a) Workman’s compensation insurance coverage for exhibitor’s employees which shall be in compliance with the laws of Anaheim; (b) Commercial general liability insurance with policy limits of $1,000,000 for combined single limit coverage to include: comprehensive form, premises/operations, contractual, broad form property damage and products/completed operations, providing for terms of coverage to be effective from on or before July 8 - 13, 2017, which shall include exhibitor’s move in and move out. Such insurance shall cover any and all damage or injury to any and all persons arising out of such person’s attendance at the exhibitor’s exhibit during the term of the AHRA 2017 Annual Meeting and Exposition. (c) Other insurance: Each exhibitor acknowledges that it is responsible for obtaining any additional insurance coverage solely at its own expense, in such amounts as it deems appropriate to comply with its obligations hereunder and for its own protection

21. Trademarks
AHRA will be held harmless for any trademark, trade name, copyright or patent infringement on any printed materials belonging to or distributed by any exhibitor. Use of the Anaheim Convention Center logo, design, trademark, trade name, patent, copyrighted work or symbol must be approved in writing by the Anaheim Convention Center marketing department. For more information call: 702-414-1000.

22. Photographing of Exhibits
Each exhibitor has control over the space it has rented and may prevent those considered   its competitors from gaining access to or photographing or videotaping its exhibit. The taking of pictures, other than by the official photographer, is expressly prohibited during setup, dismantling and non-exhibit hours. Cameras will not be allowed on the exhibit floor. The use of a camera cell phone is prohibited during the above mentioned hours. Only the exhibitor may grant permission to have its exhibit photographed, videotaped, or an audio presentation taped, during exhibit hours. No exhibitor shall deny any reasonable request from Show Management or the official photographer to photograph the exhibit from outside the perimeter of the booth

23. List Publications
The list of AHRA exhibitors, in whole or in part, shall not be published other than in AHRA official publications.

24. Facility Use
All public function space in the Anaheim Convention Center is controlled by AHRA. No function space will be released to exhibiting firms or other commercial firms for social functions without the permission of Show Management. Good taste and conformity to the purposes of the meeting must prevail. Showing of equipment or product presentations to registered members or guests of AHRA by exhibiting firms other than on the exhibit floor during the stated hours (see Rule 1) is expressly prohibited

25. Violations
AHRA may at its discretion take away all or part of future exhibiting privileges for violations of the Rules and Regulations. In addition, violation of any of these Rules and Regulations by the exhibitor or his or her employees or agents shall at the option of AHRA forfeit the exhibitor’s right to occupy space and such exhibitor shall forfeit to AHRA all monies paid or due. Upon evidence of violation, AHRA may take possession of the space occupied by the exhibitor, and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages that AHRA may incur thereby.

26. Severability
All agreements and covenants contained herein are severable, and in the event any of them shall be held to be invalid by any competent court, this agreement shall be interpreted as if such valid agreements or covenants were not contained herein.

27. Contact
For more information, please contact:
AHRA Exhibits Manager
512 Herndon Parkway, Suite D
Herndon, VA 20170
Phone: (703) 964-1240
Fax: (703) 964-1246