EXHIBITOR GUIDELINES

CONTRACT FOR SPACE

This application for exhibit space and payment of the booth rental charges constitute a contract for the right to use the space. Applications must be accompanied by the full booth rental fee. No refund for space rental will be made after February 2, 2025, unless the space can be resold.

These guidelines have been formulated in the best interest of all concerned and become a part of the contract between the exhibitor and association. All matters and questions not covered by these regulations are subject to decision by show management.

Exhibitors submitting a contract agree to the guidelines and regulations set forth below, the Rules and Regulations of the conference, the rules and regulations of the facility, and all applicable federal, state, provincial, and local laws and ordinances.

NON-COMPETE WITH PROGRAM

Exhibitors are prohibited from planning events or programming that compete with AAOM Annual Meeting programming.

BOOTH CONFIGURATION AND LOCATION

All exhibits must be arranged so as to not obstruct the general view or hide the exhibits of other companies. Exhibit components are limited to a height of eight (8) feet. No exhibit or advertising information will be allowed to extend beyond the space allotted to the exhibiting company. No additional signage may be placed within conference space.

Show management reserves the right to alter the location of exhibits or booths shown on the floor plan as it deems advisable. However, no change of location will be made without full discussion with the exhibitor affected by such change.

INSTALLATION AND DISMANTLE

Exhibitors must work within the times allocated for installation and dismantle. Installation hours are 2:00 p.m. - 5:30 p.m. on Thursday, April 1. You must be fully installed by 5:30 p.m. as the opening reception is being held in the exhibition space. The exposition officially closes at 3:10 p.m. on Saturday, April 5, following the final participant break in the exhibit hall. No packing of equipment or literature or dismantling of exhibits or displays is permitted prior to the exhibit closing time.

PERSONNEL

Each exhibiting company is entitled to two exhibitor registrations per booth space reserved. Use of these registrations is restricted to booth personnel only. All personnel in the booth area must display the proper name badges throughout move-in, show hours, and move-out.

Exhibitors agree to interact respectfully and thoughtfully with all registrants in the exhibit area, educational sessions, and networking situations and respect the rights of other exhibitors to conduct business without interference or improper interventions.

UNCLAIMED SPACE

Any space unclaimed by 5:00 p.m. on Thursday, March 14, 2025, will be subject to reassignment. Show management will not be liable for any incurred expenses. If equipment has been shipped and is located in the booth, show management may order the exhibit to be set up and the exhibitor will be billed for those charges.

UNION LABOR

Exhibitors are required to observe all union contracts in effect among show management, official contractors, facilities, and various labor organizations represented. Any labor required for installation or dismantle, decoration, or use of equipment must be ordered through the official service contractor.

FACILITIES

Exhibitors shall not damage or deface walls, doors, floors, or columns of the facility, booths or the equipment/furnishing in the booth area. The exhibitor will be held liable for any such damage caused.

All space occupied by an exhibitor must be returned in the same condition as it was at the commencement of the occupation.

USE OF EXHIBIT SPACE

No exhibitor shall assign, sublet, or share the whole or any part of the space allotted without the consent of show management. No exhibitor is permitted to show goods other than those manufactured or handled by him/her in the regular course of business. No firm or organization not assigned space in the exhibit hall will be permitted to solicit business in any manner within the exhibit area.

NOISE LEVEL

Any demonstrations or presentations must be conducted at a low volume so as to not disturb other exhibiting companies.

LOGOS

The association logo may not be used in any printed materials distributed by the exhibiting company.

RESTRICTIONS

Show management reserves the right to restrict exhibits that because of noise, methods of operation, or for any reason become objectionable and also to prohibit or evict without refund any exhibit or person that in the opinion of the management may detract from the general character of the exposition or who interferes in any way with another exhibiting organization, their exhibit staff, or meeting attendees. No undignified manner of attracting attention will be permitted.

No display material exposing an unfinished surface to neighboring booths or an aisle will be permitted. The association reserves the right to prohibit exhibition or advertisement of any product it deems unsuitable for the exposition.

SERVICE CONTRACTOR

Complete information, instructions, and schedules regarding shipping, drayage, labor, electrical, furniture, carpet, etc., will be included in the exhibitor service kit to be mailed four to six weeks prior to the meeting dates. All outside contractors must comply with the exhibition rules and provide a certificate of insurance for liability to show management 30 days in advance of move-in.

All exhibitor shipments are to be directed through the hotel.

MAILING LIST

The association does not provide, rent, or sell its membership mailing list due to privacy concerns.

INSURANCE

Each exhibiting company is to carry its own insurance. Neither the association nor facility can or will be responsible for damage to, loss, or theft of property belonging to any exhibitor, its agents, employees, business invitees, visitors, or guests. Show management may ask for certificates of insurance.

SECURITY

The exhibition space will be locked during off hours and overnight. However, the association and facility will not be liable for loss or damage to property of the exhibitor, their representatives, or employees from theft, fire, accident, or any other cause beyond its controls. Exhibitors are advised to insure themselves at their own expense against property loss or damage and against liability or personal injury. The exhibitor shall indemnify the association and facility against and hold it harmless from negligence of the exhibitor in connection with the exhibitor’s use of space. Please take small articles of value, including laptops, with you at the end of the day.

FIRE REGULATIONS

All materials used in the exhibit booths must conform to all the fire department regulations.

CANCELLATION OF EXPOSITION

In case the premises of the exposition are damaged or destroyed, or if access to the venue is prevented by reason of acts of God, emergencies declared by any government agency, or for any other reason, this contract may be terminated.

In the event of such termination, the exhibitor waives any and all damages and claims for damages. Booth rental fees will be refunded minus any charges incurred on behalf of the exhibiting company.

AGREEING TO, AND SUBMITTING, THIS APPLICATION IS NOT A GUARANTEE OF SPACE OR PLACEMENT. NEITHER ACCEPTANCE OF THIS APPLICATION NOR ACCEPTANCE OR NEGOTIATION OF PAYMENTS OR DEPOSITS BY AAOM SHALL BE CONSTRUED AS PAYMENT IN FULL OR A GUARANTEE OF SPACE. THIS APPLICATION SHALL NOT BE A BINDING CONTRACT UNTIL YOU HAVE CONFIRMED YOUR AGREEMENT TO ABIDE BY THE TERMS AND CONDITIONS OF THE AAOM 2024 ANNUAL CONFERENCE AND SCIENTIFIC SESSION EXHIBITOR AGREEMENT.