American Occupational Therapy Association`s 88th Annual
Contents
1. Expo which would prevent its scheduled opening as determined by AOTA it is expressly understood Each exhibitor must keep an attendant in the display during open hours of the exhibit All attendants must and agreed that AOTA may retain as much of the payment for exhibit space as necessary to cover expenses be bona fide employees or representatives of the exhibitor Attendants must wear exhibitor badges and be incurred up to the time of such emergency registered as exhibitors 23 THESE RULES AND REGULATIONS are part of the contract between the exhibitor and AOTA They have been 9 RELOCATION OF EXHIBITS AOTA Show Management reserves the right to alter locations of booths formulated to ensure a successful Exposition AOTA respectfully asks the full cooperation of the exhibitors in their and tables as shown on the official floor plan observance of all rules and regulations All topics not covered are subject to the decision of AOTA 10 SALES AGREEMENT Any exhibitor who intends to offer anything for sale shall inform the AOTA Show 24 CONFIDENTIALITY All attendee lists exhibitor lists and conference information is confidential and proprietary Management upon signing the exhibit contract of the products and services that will be offered for sale to AQTA Itis agreed that as an exhibitor you or anyone within your company will not share pass on or distribute AOTA reserves the right to reject an exhibit contract upon receipt if the products and s2. all debts owed to AOTA and by the potential that may be objectionable to the exhibit as a whole No motorized equipment is allowed outside of the exhibit space exhibitor must be paid in full A contract will not be accepted and exhibit space will not be assigned to a If AOTA finds an exhibit in violation of the restrictions AOTA may order the violation removed or may evict the company or university that has an outstanding balance on accounts due to AOTA AOTA reserves the right exhibit If you violate a restriction or are evicted AOTA is not liable for any refunds or rentals or other expenses to determine the eligibility of any exhibit for inclusion in the Exposition AOTA s acceptance of an exhibit Exhibitors are expected to conduct themselves in a professional manner at all times Any complaints shall be space contract does not imply AOTA s endorsement of the equipment supply or service Exhibits and the resolved by the AOTA Show Management or an agent of the AOTA Show Management conduct of exhibitors are subject to the approval of AOTA AOTA reserves the right to require the All construction shall be substantial and fixed in position for the duration of the Exposition No exhibit that violates modification of any exhibit that AOTA determines is not in character with the Exposition This regulation any municipal or state law rules and regulations including safety codes will be permitted No combustible applies to literature advertising novelties so
3. B Tabletops Tabletop areas are 8 feet wide by 5 feet deep and the price includes a 6 foot Department might be hazardous in a public place must be obtained from the Nashville Fire Department draped table carpeting identification sign and a wastebasket Publishing companies that are exhibiting shall not solicit other exhibitors to advertise in their publications 5 SPACE ASSIGNMENT Fully paid contracts will be assigned priority points based on established point Hospitality suites and other events must not interfere or conflic Ara oe i r h g with Conference activities and must be requested in system Consideration of individual exhibitor booth selections will be made in order of highest cumulative writing from AOTA point total to te Ces cumulative point total Contracts received ater Mayet 2014 will be assigned 19 SPECIAL VISUAL AND SOUND EFFECTS Audio visual and other sound attention getting devices and effects Sie Space One racons first served basis Space assignment changes may be made at the will be permitted only in those locations and in such intensity as in the opinion of AOTA does not interfere with the iscretion o on p activities of neighboring exhibitors Audio visual effects of purely entertainment character without educational or 6 POSITIONING Display booths and other exhibits shall not be placed in such a manner as to interfere information value will not be permitted with other exhibits Any construction in e
4. must do so in writing to sales aota org and will be obligated to pay to AOTA liquidated damages based on the schedule listed on reverse Written notice of cancellation must be received no later than June 30 2014 to be liable for 0 of rental fee due and no later than November 30 2014 to be liable for 50 of rental fee due Written cancellation received on or after December 1 2014 obligates the Exhibitor to pay to AOTA 100 of the rental fee due EXHIBIT SPACE ft x ft Booth No s Total Booth Area sq ft Total Cost TABLETOPS Please check one _ University __ Non Profit Small Business Tabletop Number PRODUCTS TO BE EXHIBITED ACCEPTANCE AS BINDING CONTRACT H ALL INVOICES SHOULD BE SENT TO Company Name Name Address Title Address City State Zip if different Name Telephone please print Fax Email Title EXHIBITOR SERVICE MANUAL SHOULD BE SENT TO Telephone Please provide street address manuals cannot be shipped to P O Boxes Fax Name Title Address if different Signature by Authorized Representative Date Telephone By signature above the individual signing this contract represents and warrants that he she is Fax duly authorized to execute this binding contract on behalf of named Exhibitor Email Payment Option 1 Credit Card Please submit attached credit card authorization form Payment Opt
5. 12pm Thursday April 16 2015 in bins accordance with show policy AOTA shall have the right to use the space Reletting by AOTA of an Prior to June 30 2014 ssssccsstteeseteeesntetneneetsaes 0 h liability Exhibitor s cancelled space shall not act to excuse Exhibitors from assessment July 1 2012 to November 30 2014 50 liability 2 CONTRACTED SERVICES AND INFORMATION The official service contractor will provide all labor On or after December 1 2014 100 liability equipment and supervision Complete information instructions and schedule of prices regarding shipping and drayage labor for erecting and dismantling electrical work furniture and carpet rental cleaning etc All services and benefits included with exhibit space shall be forfeited with the cancellation of will be included in the Exhibitor Service Manual to be forwarded to the exhibitor after exhibit space has space Reduction of space will result in an equal reduction of included services and benefits been confirmed and approximately 60 days prior to the Exposition date An Exhibitor Service Center will be 18 RESTRICTIONS AOTA reserves the right to establish restrictions for exhibits in order to enhance the success maintained on the Exposition floor to facilitate service requests for exhibitors of the Exposition This restriction includes persons animals conduct printed materials or anything of a character 3 ELIGIBILITY Prior to AOTA contracting with an exhibitor
6. American Occupational Therapy Association s 95th Annual Conference amp Expo April 16 April 18 2015 Music City Center Nashville TN CONTRACT FOR EXHIBIT SPACE The undersigned by its duly authorized officer agent or employee hereinafter called Exhibitor hereby enters into a contract with the American Occupational Therapy Association hereinafter called AOTA for exhibit space at the 2015 Conference on April 16 April 18 at the Music City Center Nashville TN hereinafter called Facility This contract is subject only to 1 the acceptance by counter signature of AOTA s show management hereinafter called AOTA and 2 such additional terms and conditions which constitute a part of or are included in this contract Reservation of exhibit space by AOTA on behalf of the Exhibitor is conclusively presumed to be adequate consideration to bind the Exhibitor No alleged representations agreements modifications alterations or additions not contained within the body of this written Contract shall inure to the benefit of the Exhibitor or be binding upon AOTA The exhibitor further agrees that if in the opinion of AOTA it becomes necessary to change the original allocation of space such changes may be made by notification to the authorized representative of the Exhibitor TERMS FOR RENTAL AND CONTRACTUAL OBLIGATIONS A EXHIBIT SPACE RENTAL FEE The rental fee for exhibit space is nineteen dollars and ninety five cents 19 95 per n
7. BOUT BOOKING OUTSIDE THE AOTA HOUSING BLOCK may be placed on seats attached to walls ceilings or woodwork in the Convention Center or left in public AOTA contracts for convention facilities hotels and convention centers many years in advance and receives places or distributed in the aisles of the Exposition special pricing based upon the agreement of actualizing a minimum amount of guestrooms and convention revenue 12 RAFFLES If allowed by law raffles may be permitted in the exhibit area by individual exhibitors for the city We strongly encourage all attendees to secure their guestroom for overnight accommodations within 13 PROTECTION OF PROPERTY Exhibitors shall be held responsible for any damage done to the one of the official and designated AOTA Hotels and room blocks as coordinated through the AOTA Conference building by them their employees representatives or agents No nails tacks or screws shall be driven Housing Bureau As an attendee if you elect to not stay within the AOTA room block secured and the association into walls woodwork or floor of the building No gasoline kerosene acetylene candles or other as a result does not actualize the minimum requirements contracted then the association will incur additional costs flammable or explosive substances or helium will be permitted in the building that could result in higher registration fees and or mandated policy changes for future conferences 14 ELECTRICAL CONNECT
8. ES HEREIN
9. IONS AND CHARGES All electrical wiring must be approved and installed in 96 Photographing and Videotaping of Exhibits and Attendees Exhibitors including their employees agents accordance with local regulations All electrical orders will be handled through the Facility and installed by or subcontractors are strictly forbidden from photographing or videotaping any aspect of the conference their representatives at prevailing rates An electrical order form will be mailed to all exhibitors as part of the including any exhibitors and attendees or to reproduce in any manner any aspect of the conference in any Exhibitor Service Manual other way without the written permission of AOTA Offenders may have their photograph film and 15 SECURITY AOTA will provide general overall 24 hour access control for the Conference period recordings confiscated and will be removed from the Expo Hall Convention Center and or Hotel The including move in and move out but AOTA is not responsible for the loss of any materials by or for any official AOTA show photographer videographer is exempt from this rule cause and urges the exhibitor to exercise normal precautions to discourage pilferage 16 LIABILITY Neither AOTA the Facility nor the official service contractor the employees thereof nor their representatives nor any member of the Conference Committee shall be responsible for any injury THE TERMS AND CONDITIONS OF THIS CONTRACT ARE CONTAINED ON BOTH SID
10. The fee for your exhibit space includes rights of privacy or publicity of any third party exhibit hall passes for up to four 4 table personnel for each 5 x 8 tabletop area taken Table personnel is B The exhibitor shall provide the AOTA before the Exposition opening date with a copy of its music license limited to three 3 workers per 5 x 8 tabletop area at any time An exhibit hall pass registration form will agreement with ASCAP and or BMI If you do not do so you shall not play any music or if AOTA determines you be provided in the Exhibitor Service Manual hs Ste So f shall pay to AOTA all music license fees required by ASCAP and BMI for music played at the AOTA Annual 8 USE OF EXHIBIT SPACE All products to be exhibited must be identified on the exhibit contract All Conference and Exposition demonstrations and interviews must be contained within the limits of your exhibit space No exhibitor shall 24 EXHIBITOR SPONSORED SEMINAR ADVERTISING Personal directional signs are strictly prohibited assign sublet share or apportion the whole or any part of the space allotted to him or her without the Seminars will be listed in the on site Conference Guide knowledge and prior written consent of the AOTA Show Management Aisles must be kept clear Exhibits 22 RIGHTS OF MANAGEMENT Should any emergency arise previous to the opening date of the AOTA Annual shall be arranged so that representatives will be inside the space rented Conference amp
11. day April 16 8 00 am to 12 00 noon for exhibit preparation and must be volunteers and committees from any and all claims for loss damage or injury Small or easily portable articles of ready for final inspection no later than 12 00 noon April 16 It is mutually agreed that each exhibitor shall value should be properly secured and removed after the closing hours of the Exposition and placed in safe keeping be responsible for the delivery and removal of the exhibitor s equipment and or display materials to and Exhibitors are encouraged to insure themselves against property loss or damage and against liability for personal from the exhibit area The exhibit hours are Thursday April 16 5 30 pm to 9 00 pm Friday April 17 11 00 injury am to 5 30 pm Saturday April 18 9 00 am to 2 30 pm Dismantle is Saturday April 18 from 2 30 6 00 pn 17 CANCELLATION In the event the Exhibitor cancels all or part of the exhibit space and Sunday April 19 from 8 00 am to 1 00 pm Exhibit dismantling may not begin until 2 30 pm on contracted herein the Exhibitor must do so in writing to sales aota org and will be obligated Saturday April 18 AOTA reserves the right to make changes for compelling reasons to the day and or to pay to AOTA liquidated damages based on the following schedule hours indicated above Exhibitors will be notified of any changes in advance of the Exposition The exhibitor no show policy is as follows If booth space is not occupied by
12. ervices that willbe the exhibitor list or attendee list to any other party without the express written consent of AOTA Should AOTA learn offered for sale by an exhibitor are not of a professional nature AOTA has sole discretion in determining that you or someone within your organization has passed this confidential information on to another party without what constitutes undesirable sales and may order an exhibitor to cease such activity on the premises of the the association s written consent then AOTA has the authority and right to take action which may include Denying show at any time Exhibitors are expected to conduct all sales in a manner that does not detract from the freight or set up of your exhibition booth on the AOTA exhibit floor denying registration badges for you or anyone professional nature of the show AOTA shall not be responsible for the theft or loss of monies or materials else affiliated with your organization retaining fees paid for exhibit space per the terms of the contract as outlined related to any sales The exhibitor shall be solely responsible for obtaining all licenses and permits required herein deny further participation of your organization or any person affiliated with your organization at any AOTA by the city county and state and for payment of all taxes and government fees future conferences or programs 11 LITERATURE DISTRIBUTION Materials may be distributed from your exhibit space only No materials 95 STATEMENT A
13. et square foot 1 995 per 10 by 10 booth Non Profit amp University Tabletops are 675 00 and Small Business Tabletops are 995 00 EARLY SIGN UP DISCOUNT 100 discount per 10 by 10 booth for exhibitors who resign on site at AOTA 2014 from April 3 April 5 2014 DEPOSIT AND PAYMENT TERMS ARE For booth exhibitors choosing two payments fifty percent 50 of the exhibit space rental fee is due no later than June 30 2014 for contracts received on or before June 30 2014 Thereafter the fifty percent 50 payment must accompany the contract The balance of the rental fee is due and payable by November 30 2014 Exhibit space contracts submitted after November 30 2014 must be accompanied by the full payment of the exhibit space rental fee For Tabletop exhibitors full payment must accompany the contract Failure to make payment by said payment dates does not release the contractual or financial obligation on the part of the Exhibitor Exhibitors will be liable for any collection expense including reasonable Attorney s fees reasonable to be construed as not less than twenty five percent 25 of the amount of all other moneys determined to be owed by the Exhibitor Checks should be made payable to AOTA Send Contract and Payment to American Occupational Therapy Association P O Box 347222 Pittsburgh PA 15251 4222 CANCELLATION In the event the Exhibitor cancels all or part of the exhibit space contracted herein the Exhibitor
14. ion 2 Check O MasterCard O Visa O American Express Check enclosed Please sign to authorize fax and email communications regarding AOTA 2015 All payments in U S Funds only drawn on US bank payable to AOTA For Use by AOTA Exposition Assigned AOTA 2015 Booth Assigned Total Square Feet Total Rental Fee Accepted for AOTA THE TERMS AND CONDITIONS OF THIS CONTRACT ARE CONTAINED ON BOTH SIDES HEREIN Exposition Guidelines AOTA s 95th Annual Conference amp Expo loss or damage that may occur to the exhibitor or the employees of the exhibitor or his or her property from any Exposition Dates April 16 April 18 2015 Music City Center Nashville TN cause whatsoever prior to during or subsequent to the period covered by the Exhibit Space Contract In consideration of the premises contained herein The American Occupational Therapy Association Inc The exhibitor agrees to indemnify AOTA the Facility the official service contractor and their employees and AOTA and the participating exhibitor mutually agree as follows representatives against any claims for such loss damage or injury This also includes the period of storage prior to 1 INSTALLATION AND REMOVAL OF EXHIBITS The exhibit area will be available Wednesday April 15 and following the Conference The exhibitor expressly releases AOTA and its officers directors employees from 8 00 am 4 30 pm and Thurs
15. uvenirs conduct of exhibit representatives etc The AOTA decorations such as canvas cloth crepe paper tissue paper cardboard or corrugated paper shall be used at any Executive Board reserves the right to exclude any exhibitor in the best interest of the Association time All packing containers excelsior or wrapping paper must be removed from the floor and must not be stored 4 EXHIBIT SPACE A Booths AOTA shall provide a standard 10 foot wide by 10 foot deep exhibit space under tables or behind displays All combustible materials e g crates and boxes shall be limited to a one 1 day with a backwall sign bearing the exhibitor s firm name city state and booth number The exhibit space Supply and maintained in an orderly fashion Storage of combustible materials behind or under exhibits is prohibited background drape is 8 feet high with 31 inch high sidewall dividers The floor of the exhibit space must Al decorations drapes acoustical materials table coverings and other decoration materials must be flame be covered carpet may be obtained through the official Exposition decorator Furniture special resistant to the satisfaction of the Nashville Fire Department The approval for the display of any electrical drapery and other special services may be obtained at the prevailing rates through the official Exposition mechanical or chemical device the use operation or presence of which in the opinion of the Nashville Fire decorator
16. xcess of 4 feet in height must be kept within 5 feet of rear of booth 20 MUSIC LICENSING The exhibitor shall be responsible for securing any and all necessary licenses or consents This rule must be adhered to so no exhibit space will interfere with other exhibits to the right and left ofit for any performances displays or other uses of copyrighted works or patented inventions and use of any name Any company that purchases two exhibit spaces side by side at the end of an aisle shall not have a solid likeness signature voice or other impression or other intellectual property owned by any third party which is used backdrop that blocks the exhibit spaces behind it An island is defined as an exhibit space that is free directly or indirectly by the exhibitor standing with no adjacent booths and is purchased by one company Lr ay A The exhibitor agrees hereby to indemnify defend and hold AOTA harmless from and against any claim of liability 7 BOOTH AND TABLETOP PERSONNEL A Booths The fee for your exhibit space includes exhibit hall an any incident or resulting loss cost or damage including costs of lawsuit and attorney s fees for failure to passes for up to ten 10 booth personnel for each 10 by 10 booth taken Booth personnel is limited to obtain these licenses or consents and or no infringements or other violations of the intellectual property rights or the five 5 workers per 10 by 10 booth at any time B Tabletops
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