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Exhibitor
Information >
Rules
and Guidelines
Eligibility to
exhibit
ICEID's Exhibit Program is an integral part of the scientific program
and is by invitation only. Products and services to be exhibited must
be directly related to the conduct of science. ICEID reserves the right
to accept or reject, in its sole discretion, any application to exhibit
and to determine the eligibility of any proposed exhibit.
Location of exhibits
All commercial and nonprofit exhibits, as well as ICEID registration and
scientific sessions, will be located in the Hyatt
Regency Atlanta, 265 Peachtree Street, NE, Atlanta, Georgia 30303;
telephone: 404.577.1234. Exhibits and poster sessions will be in the Grand
Hall East.
Rules and regulations
All information included in this Prospectus becomes a part of the contract
between the exhibitor and the ICEID. These policies have been developed
in the best interests of the exhibitors as a whole. Management respectfully
asks the full cooperation of all exhibitors in observing these policies.
All points not covered are subject to the decision of management. Management
requests that all personnel staffing your exhibit booth be familiar with
the Rules and Regulations prior to the opening of exhibits.
Contract for space
The application and contract for space, the formal notice of assignment
by the ICEID, and the full payment of rental charges constitute a contract
for the right to use the space. It is the exhibitor’s responsibility
to confirm that their contract and payment have been received by ICEID’s
Exhibits Office.
Display
Exhibitors must display only products or services manufactured or dealt
in by them in the regular course of business. The featuring of a name
or advertisement of a nonexhibiting firm or business shall not be permitted.
If an article of a nonexhibiting firm or business is required for the
operation or display of an exhibitor’s wares, identification of such
article shall be limited to the usual and regular nameplates, imprinting,
or trademarks under which the article is sold in the regular course of
business.
Booth sizes
Available booths are 10 feet by 10 feet (approximately 3 meters by 3 meters).
ICEID reserves the right to make such modifications as may be necessary,
making equitable adjustments with the exhibitors affected. A revised floor
plan will be included with the assignment confirmation letters.
Nonprofit organization
booth discounts
There is a limited number of booths available at a discount to nonprofit
organizations [501(c)(3) or 501 (c)(6)]. The number of nonprofit booths
held by an organization is limited to only one discounted booth; additional
booths will be charged the full booth fee.
Terms of payment
A deposit of 50% of the total exhibit rental charge MUST accompany the
signed Exhibit Application and Contract. Applications not accompanied
by at least a 50% deposit will be returned unassigned. The remaining 50%
balance due must be paid on or before February 15, 2002. If full payment
is not received by this date, space will be reassigned or resold, and
the deposit will be forfeited.
Included in the
booth fee
Included in the price of exhibit space is:
- An 8-foot-high
(approximately 2.4 meters) back drape
- 36-inch-high (approximately
0.9 meters) siderails in show colors
- A 7-foot-by-44-foot
(approximately 2.1-meter-by-13.4-meter) identification sign
- 4 complimentary
exhibitor staff registrations for each booth rented (additional registrations
are $300 each in advance, $350 on-site)
- One complimentary
ICEID Full Registration per booth rented
- One ICEID program
book per booth rented
Space assignment
The floor plan is designed by the ICEID Show Management according to fire
marshal regulations and the facilitation of floor traffic for all exhibitors.
Exhibitors may select any of the booths as they appear on the floor plan.
Assignment priority
will be given to those applications and deposits received before December
1, 2001. Space will be assigned on a first-come, first-served, space-available
basis.
Every effort is made
to accommodate exhibitor requests for space and position on the floor.
When notations are made on the contract to avoid or to be placed next
to certain exhibitors, ICEID Show Management has the right to assign you
to a location other than what you requested. If Show Management is unable
to assign you one of the requested booths, the next best available booth
will be assigned.
Noncontracted
exhibit space
Apart from the specific display space for which an exhibitor has contracted
with ICEID, no person, firm, or organization will be permitted to display
or demonstrate products, processes, or services, solicit orders, or distribute
advertising materials in the exposition facility or in any hotel (or their
grounds) used by ICEID to house meeting delegates without prior approval
of the ICEID Steering Committee. Noncompliance
with regulations will result in the prompt removal of the offending person
and property from the hotel.
Cancellation or
reduction of space
It is mutually agreed that in the event of cancellation of the ICEID Exhibition
due to fire, strikes, picketing, embargo, injunction, act of war, act
of God, governmental regulations, emergencies, any act beyond the control
of ICEID, or any causes which would prevent its scheduled opening or continuance,
then and thereupon this agreement will be terminated and ICEID Show Management
shall determine an equitable basis for the refund of such portion of the
exhibit fee as is possible, after due consideration of expenditures and
commitments already made.
Exhibiting firms
wishing to cancel space or reduce the size of their exhibit space are
required to (1) telephone ICEID Show Management at 202.737.3600; and (2)
forward a confirming letter of cancellation. The date the written notice
is received is considered the official cancellation date. If the exhibit
booth space is resold, the cancellation fee will be 10% of the total fee
for the booth(s) contracted. If the exhibit booth space cannot be resold,
the cancellation fee is 100% of the total fee for the booth(s) contracted.
Space usage
No exhibits will be permitted which interfere with or impede access to
other exhibits or impede the free use of the aisle. Booth personnel are
required to confine their activities to within the exhibitor’s booth
space. Apart from the specific display space for which an exhibitor has
contracted with ICEID Show Management, no other facility may be used by
any person or organization other than ICEID Show Management for display
purposes of any kind or nature. Persons, companies, or organizations that
have not contracted exhibit space may not engage in any type of selling,
display, or advertisement of products or services. Violators of this rule
will be escorted from the premises.
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