Events, Annual Conference
Professional / Scholarly Publishing Division
Association of American Publishers, Inc.
February 3rd-5th, 2010
Renaissance Mayflower Hotel, Washington, DC
Official Regulations and Contract Conditions
For the purposes of this contract, AAP/PSP shall refer to Association of American Publishers, Professional/Scholarly Publishing Division, and ‘Exhibit Facility’ shall refer to the Renaissance Mayflower Hotel.
ELIGIBILITY
AAP/PSP shall have the sole right to determine the eligibility of exhibits, including, but not limited to: companies, products, systems, services, booth graphics, printed matter distributed at the conference, souvenirs and give-aways, costumes and booth personal attire, and all other exposition features and activities.
PROMOTIONAL MATERIAL
Sample articles, premiums, publications, souvenirs, printed educational and promotional materials may be distributed from the confines of the exhibitor’s booth only. All such materials must be made available to all exhibition attendees so long as the materials are offered. Prizes, contests or drawings are permitted only with the express permission of AAP/PSP, which may be withheld for any reason. Samples of handout materials other than literature pertaining to exhibitor’s products and services must be approved in advance. AAP/PSP may withdraw permission to distribute any materials it considers objectionable. Any food or beverage distribution must be approved in advance.
CONFLICTING EVENTS
In the interest of the success of the entire conference and exposition, the exhibitor agrees not to extend invitations, call meetings, or otherwise encourage absence of attendees from the conference or exhibit hall during the official posted hours of the conference and exposition.
CONDUCT AND RESTRICTIONS
AAP/PSP reserves the right to restrict exhibits which because of noise, odors, method of operation or any other reason become objectionable or otherwise detract from or are out of keeping with the character of the exposition as a whole. This reservation includes persons, things, conduct or printed material. AAP/PSP reserves the right to exclude any non-conforming party from exhibiting at any future AAP/PSP programs or to give lowest priority for future exhibit space. These actions do not constitute exclusive remedies, and AAP/PSP may avail itself of any remedy in law or equity in addition to these actions.
BOOTH STAFFING
Exhibit booths must be staffed during all posted exhibit open hours. No exhibit or portion thereof may be removed form the exhibit hall during the conference without the written consent of AAP/PSP. Any infraction may result in being prohibited from exhibiting at future exhibitions.
Admission
AAP/PSP shall have sole control over admission policies at all times. Any person visiting the exhibits is required to wear an appropriate badge while in attendance. All exhibitor personnel must wear an Exhibitor’s badge or appropriate conference registration badge at all times.
Subleasing
Exhibitor shall not allow any other corporation or firm or its representatives to use the space allotted to him, nor shall he display articles not manufactured or normally sold by him. Co-participation by any other corporation or firm or its representatives in space assigned to the original applicant must be authorized by written permission from AAP/PSP, and shall incur an additional charge of 25% of the total cost for exhibit space for each additional participant.
Cancellation policy
If it is necessary for an exhibitor to withdraw, the exhibitor must notify show management, in writing, and refunds will be made according to the following schedule:
1) Fifty percent of exhibit fee if cancellation notice is received from December 1, 2009 through January 1, 2010.
- No refund will be given if cancellation notice is received after January 2, 2010.
Space not occupied by the close of the exhibit installation period will be forfeited by the exhibitor, and the space may be resold, re-assigned or used by AAP/PSP without refund, unless prior approval is obtained in writing from show management. When exhibit material is on hand, AAP/PSP reserves the right to assign labor to setup any display that is not in the process of being erected by 4:00 p.m. Wednesday, February 3rd, 2010, and the exhibitor will be liable for all charges incurred. AAP/PSP shall not be held liable for shipping charges, construction costs, labor charges, expenses for preparation of exhibits or any other expenses of indemnity in the event that the materials fail to arrive at the show site. Exhibitor shall be entitled to a refund of the booth rental if the exhibition is cancelled by AAP/PSP, unless cancellation is as a result of strike, riot, civil disorder, act of war, act of God or any other reason whatsoever not within the control of AAP/PSP.
Arrangements of Exhibits
The space provided will be as shown on the floor plan insofar as possible, but AAP/PSP reserves the right to change the location if this is in the best interest of the exhibition. Exhibits may not project beyond the space allotted or interfere with traffic to the exhibits of others. Any exhibit not meeting these requirements must be dismantled or altered upon request.
Utilities
Electricity and Internet connections are available. All utility requirements needed or anticipated by the exhibitor must be ordered through the official decorating company. Rates will be quoted in the Exhibitor Service Kit.
Installation and Dismantling
Setup and tear down times are included in the Exhibitor information. All exhibit materials must be removed from Exhibit Facility promptly at the close of the exhibit, and the Exhibit Facility reserves the right to re-ship the display materials via any carrier which it deems expedient if the carrier designated by the exhibitor does not promptly remove the merchandise from the facility or if the area is needed by the facility.
Fire Regulations
All exhibitor decoration and construction must conform to the regulations of the City Fire Marshal. Cloth or other flammable materials must be flameproof. Packing containers, excelsior, wrapping and similar material must be removed from the exhibit area and not stored under tables or behind displays.
Protection of Property
Nothing shall be pasted, tacked, nailed, screwed or otherwise affixed to columns, walls floors or other parts of the building or furniture. If the premises are defaced or damaged by an act of negligence by any exhibitor, its agents or guests, the exhibitor will pay for all and any expenses incurred by damages to physical property cause by exhibitor.
Liability
Exhibitor agrees to protect, save and keep AAP/PSP and the Exhibit Facility forever harmless for any damages or charges imposed for violation of any law or ordinance whether occasioned by the negligence of exhibitor or those holding under the exhibitor, as well as to strictly comply with the applicable terms contained in the agreement between AAP/PSP and the Exhibit Facility regarding the exhibition premises; and further, exhibitor shall at all times protect, indemnify, save and keep harmless AAP/PSP and the Exhibit Facility against and from any and all loss, cost, damage, liability, injury or expense arising from or out of by reason of any accident or other occurrence to anyone, including the exhibitor, its agents, employees and business invitees, which arise from or by reason of said exhibitor’s occupancy and use of the exhibition premises or part thereof.
Interpretation
These regulations become a part of the contract between Exhibitor and AAP/PSP. Exhibitors or their representatives who fail to observe the conditions of the contract or who, in the opinion of AAP/PSP, conduct themselves unethically, may be dismissed from the exhibition without refund.
Questions
Questions or concerns should be directed to
Sara Pinto, Director
Professional/Scholarly Publishing Division
Association of American Publishers, Inc,
71 Fifth Avenue, 2nd Floor
New York, NY 10003-3004
(212) 255-0200 x257
spinto@publishers.org
Exhibitor Advance Invitation
Exhibitor General Information
Exhibitor Hours
Exhibitor Presentation Schedule
Exhibitor Floor Plan
Exhibitor Registration Form
Exhibitor Attendee Form
Questions? Email: spinto@publishers.org