Rules and Regulations
2013 ABA EXPO
AUGUST 8-10, 2013
ABA EXPO EXHIBITOR INFORMATION & RULES AND REGULATIONS
The following rules and regulations established by EXPO Management to provide equal opportunity, regardless of booth size, to each exhibiting company to present its products or services at the ABA EXPO. Approval for variances to the following rules and regulations may be granted by the Exhibits Manager and on an individual basis to exhibitors submitting requests in writing at least 60 days prior to the show start date. Please send all correspondence to: Irma L. Davis, Exhibits Manager, 321, N. Clark. Chicago, IL. 60654or email; firstname.lastname@example.org. Please, keep in mind that an approved variance is an exception to the rule, not a right. Request for variance will be considered but not limited to the following factors: impact on neighboring exhibits, aisle traffic or general character of ABA EXPO.
APPLICATION PROCEDURES AND SPACE ASSIGNMENT
Participation in the 2013 ABA EXPO is determined based on ABA show management approval.
The Association reserves the right to withhold invitations or decline applications for exhibit space
regardlessof past participation. Carefully review the floor plan and indicate your preferred booth selection. The Association reserves the right to determine the location of booth assignments.
Consideration will be given to applicant’s participation in prior expositions and the date of receipt of the application on the website. Companies should be aware that prime space is typically assigned to companies that have a longer exhibit history. Please keep this in mind and make realistic selections. The floor plan has been designed to maximize the amount of exhibit space in conjunction with the Association’s own needs on the exhibit floor. Selections for space may be made only from the spaces that appear on the floor plan. Exhibit space may not be reconfigured without approval of the Exhibit Manager, once the booth space has been approved and you have received your login and password, be sure to provide your company’s description in the Exhibitor Service Center. This information will be used to compile the exhibitor listing in the ABA EXPO Show Guide.
Each exhibitor must agree to the Rules and Regulations by checking the appropriate box under payment information. Checking this box confirms your email address and it also confirms that you have accepted all of the Rules and Regulations. In the event of fire, strikes, riots, civil commotion, acts of terrorism, acts of God, war, or other unavoidable circumstances rendering it impossible or impractical for any reason for the Association or the 2013 ABA EXPO to perform such contract, the Association's performance under such contract shall be excused. In such events, all payments made by the exhibitor for exhibit space shall be returned to the exhibitor.
INSTALLATION OF EXHIBITS
Installation hours are Wednesday, August 7, 2013 from 8:00 a.m. to 6:00 p.m. It is imperative that all booths are set Wednesday by 6:00 p.m. Permission to work outside of the established scheduled installation hours must be obtained in writing from Irma Ll. Davis, Exhibits Manager.
SHOW DATES AND TIMES:
Thursday August 8 10:00 a.m. – 4:00 p.m.
Friday August 9 10:00 a.m. – 4:00 p.m.
Saturday August 10 10:00 a.m. – 2:00 p.m.
DISMANTLING OF EXHIBITS
No crating or packing of goods may be made between 6:00 p.m. on Wednesday, August 7, 2013 and 2:00 p.m., Saturday, August 10, 2013. Dismantling or removing an exhibit or materials, including packing literature or products, before the official closing of the EXPO is strictly prohibited. Companies in violation of this rule will not be permitted to exhibit at future ABA EXPO events. Freeman will furnish "empty container" stickers and will remove, store and return empty crates, packing cases, etc. At no time and under no circumstances, shall the exhibitor keep or store any packing cases, crates or containers or any packing materials at or under its displays or in or at its exhibits.
Dismantle hours are: Saturday, August10 2:00 p.m. - 6:00 p.m.
Monday, August 12 8:00 a.m. – 12:00 p.m.
ALL EXHIBIT SPACE FOR THESAN FRANCISCO 2013 ABA EXPO WILL COST $3200 PER 10X10 FLOOR SPACE
GENERAL SERVICE/DRAYAGE CONTRACTOR:
5040 W. Roosevelt Road
Chicago, Illinois 60644-1436
EXHIBITORS - SERVICE KIT
An exhibitor's service kit containing complete show information and order forms for all show services will be available on the web site by mid -April. Forms will be included for the following services: furniture, carpeting, labor, signs, cleaning, electrical, shipping, material handling, photography, florist, audio visual, etc. Charges for these services will be payable to the Freeman and/or the Moscone West. Exhibitors shall indemnify and hold harmless the American Bar Association, its officers, employees and members from any liability arising from installation of special facilities. All forms should be completed in advance to ensure adequate labor and equipment, etc. for a smooth set-up. Please note that discounts will apply to many orders received prior to the meeting.
EXHIBITOR APPOINTED CONTRACTORS
If an exhibitor is planning to use an outside contractor, the Association must receive written notification from the exhibiting company of the name, address and telephone number of its appointed outside contractor and the appropriate certificate of insurance coverage.
Exhibitor badges will be available at the XPRESS registration kiosks. Badges may be requested only in the name of the company shown on the application for exhibit space. All representatives of exhibiting companies must register and wear the official exhibitor's badge while in the exhibit hall. Company badges will not be accepted in lieu of the official badge. Eight badges per 10' x 10' booth shall be issued. You may register for your badge no later than Friday, August 2, 2013. Exhibitors not registered by 5:00 P.M. CST, Friday August 2, will be charged a $25fee per badge.
Companies or organizations may distribute promotional material only from an approved exhibit area. All demonstrations, handing out of materials or promotional activities of any kind must be confined to the limits of the exhibit booth. Distribution of unauthorized promotional materials by companies or organizations at other Annual Meeting locations is prohibited. Distribution or placement of materials in Annual Meeting hotels or in Annual Meeting attendee hotel rooms is strictly prohibited.Exhibitors may promote and show only goods manufactured or distributed by them in the regular course of business. No firm or organization not assigned exhibit space will be permitted to solicit within the exhibit area. EXPO Management reserves the right to prohibit distribution of material or promotion of goods or services that, in the sole judgement of EXPO Management, is inconsistent with the professional image of the EXPO or the American Bar Association.
SUBLETTING OF SPACE
Exhibitors may not let, sublet or transfer the exhibit privilege or space in whole or in part under any circumstances. If a company subsidiary is exhibiting under a parent company, only one company name per booth will be published in all printed material or on the ABA name badges.
STAFFING OF BOOTHS
All exhibits must be open on time and fully staffed each day during the EXPO until the official closing on Saturday, August 4, at 2:00 p.m. There is a limit of 8 exhibitors at a time per exhibit booth-this limit will strictly be enforced.
CHARACTER OF EXHIBIT
The American Bar Association reserves the right to modify or remove any exhibit that does not comply with the Rules and Regulations established by the ABA for the 2012 ABA EXPO. All booths must be set up on time, open and staffed during specified ABA EXPO hours. Exhibitors who violate the rules of the 2012 ABA EXPO may be required to leave the premises and will not be invited to participate in the 2013 ABA EXPO. All measurements shown on the floor plans are as accurate as possible, but exhibit management reserves the right to make modifications to meet the needs of the exhibitors or the exposition.
The ABA EXPO management also reserves the right to restrict exhibits and Exhibitor staff that because of noise, method of operation, Conduct of Exhibitor’s staff, materials, or for any other reason become objectionable. EXPO management may prohibit or evict an exhibit which, in the opinion of the management, detracts from the general character which the management determines is desirable. In the event of such restriction or eviction, the ABA EXPO is not liable for any refund of rental or other exhibit expenses or for other damages related to such restriction or eviction. No "live" microphones or loudspeaker equipment will be permitted in any exhibit booth but portable film, slide and video tape projectors may be used so long as they do not, in the sole opinion of EXPO Management, interfere with other exhibits.
Exhibitors are permitted to have demonstrations in the booths, but must set back a minimum of 2’0” into the booth. This will allow viewing attendees to be contained with the booth’s limits without interference in aisle traffic flow or infringement on the rights of other exhibitors. As ABA EXPO aisles facilitate the entire show, each exhibitor has the responsibility to assure proper traffic flow through the entire show. Aisles must not be obstructed at any time.
All open or unfinished sides of the exhibit, that in the judgement of EXPO Management appear unsightly, must be masked or covered; otherwise EXPO Management will cover such areas at the exhibitor’s expense. Such areas may not carry identification signs or other copy that would detract from the adjoining exhibits.
All linear booths are 100 square feet (10' x 10') and consist of 8' high backdrape with 36" high side dividers assembled on aluminum tubular frames. Signs, decorations and equipment may not rise above the 8' backwall height. The height of the front half of the exhibit may not exceed 36”. A two-line identification sign showing company name and booth number will be provided at no charge.
An island exhibit is an open area of exhibit space with aisles on all four sides. Island exhibits may extend to all outer edges of the booth but must allow accessibility from all four sides. Design of the booth must allow for sufficient see-through areas so as not to block the view of the adjacent exhibits or otherwise interfere with the displays of other exhibitors. The height limit for island booths is 12'.
A peninsula booth is an exhibit in two or more 10’ x 10’ spaces back to back, with an aisle on three sides. Exhibit fixtures and components will be permitted to the height that corresponds to the height regulations for the appropriate exhibit configuration. Exhibits in a peninsula booth configuration cannot exceed set maximum height.
Booth Size Maximum Height
All Booths 12’
All display fixtures within the first 5’ of the aisle must not exceed 36” in height. The remaining 5’ may not exceed the maximum height, which corresponds to the appropriate exhibit configuration.
CARE OF BUILDING
Exhibitors will be held responsible for any damage done to the building, equipment or decorations. No nails, tacks or screws shall be driven into walls, woodwork, or floors of the building. No signs, posters, announcements or other articles shall be posted, nailed, or otherwise attached to any of the pillars, walls, doors, floors, etc.
Federal, state and municipal laws must be observed in the construction of any exhibit. Rules of the Moscone West and the county of and the California fire codes must be observed and obeyed.
Other itemsin the EXPO,It is imperative that exhibitors carry insurance covering any loss or
Currently Freeman has agreements with several area trade show unions to provide labor for display, installation and dismantling. Full-time employees of exhibiting companies may set their own
SALES, SAMPLES AND SOUVENIRS
Goods may be sold for delivery on the floor or orders may be taken for future delivery. The sale of any goods may be made by cash, check or credit card. Exhibitors will be solely responsible for payment of any sales, use, or other taxes for transactions taking place at the EXPO and hold harmless the American Bar Association, its officers, employees and members from any liability arising from the transactions taking place at the EXPO. Information on collecting and remitting of sales tax will provided in the exhibitors service manual. The Association reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Free samples and souvenirs may be given away, and drawings are permissible at your exhibit booth.
Uniformed guards will be stationed at the entrance to the ABA EXPO during exhibit hours. Security will be provided to guard exhibits at night, beginning Wednesday, August 7, 2013 and continuing each night through the completion of exhibit tear down, Monday, August 12, 2013. The American Bar Association will not guarantee exhibitors against, nor shall it be responsible for, exhibit material loss or damage of any kind. Exhibitors are solely responsible for any and all loss or damage to exhibit material or damage to their exhibit material.
The exhibiting of products at the ABA EXPO does not constitute an endorsement by the American Bar Association. Exhibitors are not permitted to imply or represent in any media that the Association has endorsed their goods or services unless the Association has specifically provided such an endorsement in writing. Exhibitors may not use any ABA name, mark or logo in advertising with the exception of informational references, such as, “See our booth at the ABA EXPO in San Francisco, August 8-10, 2013. Exhibitors who violate this policy will not be allowed to participate in future EXPOS and may be subject to civil penalties.
Notification of an exhibitor’s decision to cancel or reduce space must be sent in writing on company letterhead to the Exhibits Manager. Written notification must be received by 5:00 p.m., C.S.T, Friday, May 24, 2013 in order to receive a refund of the booth payment, less a $100 cancellation fee. No refunds will be granted after FRIDAY, May 24, 2013. Canceled space will be resold by the American Bar Association.
Correspondence is to be sent to:
Irma L. Davis
American Bar Association
321 N. Clark
Chicago, IL 60654
ANNUAL MEETING EXPO PROGRAM GUIDE
The Annual Meeting EXPO Show Guide will include an alphabetical listing of exhibiting companies with a product or service description. This information will be taken from the application for booth space. If this information is not completed on the application, the company will not be listed in the Show Guide. Annual Meeting registration kits will be distributed on-site at exhibitor registration at one per 10' x 10' space. The EXPO Show Guide will be distributed each day of the ABA EXPO. Final programs are not available prior to the meeting due to the printing schedule.
Exhibitor agrees to indemnify and hold harmless the American Bar Association, its officers, directors, employees and members from any and all liability to any person or persons for or by reason of any condition, defect or otherwise, of any apparatus, equipment or fixtures furnished by the exhibitor in connection with his exhibit. Exhibitor further agrees to hold harmless the American Bar Association, its officers, directors, employees and members from any and all liability to any person or persons for or by reason of any act or omission of said exhibitor, or any of his/her agents, servants or employees. Indemnity includes, but is not limited to, claims of copyright, trademark or patent infringement, unfair competition, and product liability. The exhibitor, on signing the contract, expressly releases the foregoing named association and individuals from exhibits without assistance from these unions, provided they comply with the guidelines outlined in the Exhibitors Service Manual.
The Teamsters Union has jurisdiction over all unloading and reloading of material. The Union also has jurisdiction over the operation of all material handling equipment - this includes all dollies and hand trucks. Exhibitors may hand carry one item into the exhibit facility. any and all claims for loss, damage or injury to its employees and agents, Freeman and its employees and agents harmless against all claims, losses and damages to persons or property, governmental charges, taxes or fines and attorneys' fees arising out of or caused by exhibitor's installation, removal, maintenance, occupancy or use of the exhibition premises or any part thereof, excluding any such liability caused by the sole negligence of the Moscone West, its employees and agents or Freeman, its employees and agents. In addition, exhibitor acknowledges that the American Bar Association, Moscone West and Freeman do not maintain insurance covering exhibitor's property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage and loss insurance covering such losses by exhibitor.