EXHIBIT MANAGEMENT The words “Exhibit Management” and “Management” as used herein refer to Materials Research Society (MRS), its officers, employees, members or agents.
LOCATION, DATES & HOURS The exhibit location, dates and hours will be as indicated in the Exhibitor Prospectus. Exhibit Management reserves the right to make changes in the exhibit dates and/or hours; however, such changes will be made known as far in advance as possible.
SUBLETTING OF SPACE No exhibitor shall assign, sublet or apportion the whole or any part of the space allotted without the knowledge and written consent of Management.
ARRANGEMENT OF EXHIBITS Exhibitors agree to arrange their exhibits so as not to obstruct the general view of nor hide other exhibits. Your standard booth is a 5-foot table skirted with 2 chairs and a wastebasket. No partitions are allowed unless specifically approved in advance.
DISPLAYS AND DECORATION Management shall have full discretion and authority in the placement, arrangement and appearance of all items displayed by exhibitor. Exhibitors are required to and responsible for carpeting their entire booth space.
INSTALLATION AND DISMANTLING Displays must be completely assembled at least 30 minutes prior to the opening of the exhibit by qualified personnel. The handling, placing or setting out of merchandise that is to be displayed may be done by the exhibitor. Exhibitor shall comply with all applicable laws, codes, and rules and regulations of the federal, state and city governments and the facility, as well as all rules of the exhibit set forth herein, as amended from time to time. The exhibitor shall use the leased area in a safe and careful manner, and shall not do, or permit others to do, anything in the leased area or facility which would cause a difference in conditions from those previously approved by Exhibit Management’s insurance carriers or the facility, which would in any way increase insurance premiums payable by Exhibit Management or the facility.
MAINTENANCE OF EXHIBITS All exhibits must be adequately staffed during exhibition hours. Exhibit booths may not be dismantled nor may any packing be done prior to 1:30 pm, the final closing hours of the exhibit.
ADMISSION Management shall have sole control over admission policies at all times. Children under the age of 12 are not permitted on the exhibit floor unless accompanied by an adult. Only exhibit personnel wearing exhibitor badges will be admitted to the exhibit hall during move-in, teardown and non-exhibit hours. Exhibitor badges include admission to the exhibit hall only. Personnel with exhibiting companies who are presenting a paper or who wish to attend presentations in the technical sessions must register separately for the meeting.
REJECTION AND PENALTIES Management reserves the right to restrict, reject, prohibit or eject any exhibit, in whole or in part, which because of noise, safety hazards or for other prudent reasons becomes objectionable. If an exhibit or exhibitor is ejected for violation of these rules and regulations, no return of rental shall be made.
ADVERTISING MATTER Management may prohibit distribution of souvenirs, advertising matter or anything else it considers objectionable. Distribution elsewhere than from within an exhibitor’s booth is forbidden.
PHOTOGRAPHY/VIDEO RECORDING Exhibitors shall not photograph or video tape the exhibit or product of another exhibitor without the prior written consent of Exhibit Management and the exhibitor involved. Management reserves the right to photograph and/or video tape any exhibit at the show for use in future promotional materials and otherwise as determined by Management.
SAFETY PRECAUTIONS Exhibitors must use extreme caution when operating equipment which could cause eye damage, emit excessive radiation or in any way harm visitors in the exhibit area.
RESTRICTIONS The exhibit is scientific and educational; over-the-counter sales during the show are prohibited.
CANCELLATIONS On cancellations received on or before January 25, 2013, all sums, less a service charge of 20% of the total booth cost, will be returned to the exhibitor. On cancellations received after January 25, 2013, no refunds will be made.
RULE CHANGES Exhibit Management reserves the right to modify or supplement these rules as it deems appropriate to the operation of the exhibit, and exhibitor agrees to be bound by them. Violations of any of these terms or regulations on the part of exhibitor, its employees or agents shall, at the option of Exhibit Management, constitute cause for Exhibit Management to terminate this Agreement, expel exhibitor from the exhibit, and exhibitor shall forfeit all fees paid to Exhibit Management.
BOOTH ACCESSIBILITY Under Title III of the Americans with Disabilities Act, each exhibitor is responsible for making his exhibit accessible to the disabled, and shall indemnify Exhibit Management and the facility against failure to do so. Exhibitors who have constructed, or are planning to construct, second story booths must comply with this federal law.
COMPETING EVENTS Rooms are available for receptions, product demonstrations, meetings, etc. and must be reserved through Exhibit Management. Scheduling of private functions, cocktail parties or other events during exhibit hours or during special functions is strictly prohibited.
SUPPLIERS Exhibitor acknowledges that Exhibit Management does not own, operate or in any other manner exercise any control or influence over third party suppliers to the exhibit, and that Exhibit Management acts solely as exhibitor’s agent in arranging with such suppliers for the provision of goods and services for the exhibit. As such, Exhibit Management does not assume any responsibility for and cannot be held liable for any personal injury, property damage or other loss, accident delay, inconvenience, or irregularity which may be occasioned by any wrongful or negligent acts or omissions on the part of any of the suppliers, their employees, or any other party not under the control of Exhibit Management.
SECURITY AND LIABILITY Exhibit Management will provide general security service on a 24-hour basis to the exhibition area from the beginning of move-in hours through the conclusion of the exhibition. It is suggested that each exhibitor insure his own property against loss and theft. Neither Exhibit Management nor the <st1:place><st1:placename>Norris</st1:placename> <st1:placename>Conference</st1:placename> <st1:placetype>Center</st1:placetype></st1:place> will assume responsibility for the safety of the property of the exhibitor, his officials, agents or employees, from theft, damage by fire, accidents or other causes but will use reasonable care to protect them against such loss. The exhibitor agrees to make no claim against Exhibit Management or Norris Conference Center, and will protect, indemnify, defend, and save the above-named, harmless from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) arising from or by reason of any accident, bodily injury, property damage, theft or loss, or other claims or occurrences to any person, including exhibitor, its employees and agents, or any business invitees, arising out of or related to exhibitor’s occupancy or use of the exhibition premises in the exhibit or in and adjacent to the Norris Conference Center, including storage and parking areas.
Exhibit Management will not be liable for the fulfillment of this contract as to the delivery of space if non-delivery is due to the following causes: by reason of the building being destroyed by fire, act of God, public enemy, strikes, the authority of law, or for any other cause beyond its control. In the event of its not being able to hold the exhibit for any of the above named reasons, Management will refund to each exhibitor the amount paid for the space, less a proportionate share of all the expenses incurred by Exhibit Management for the exhibit.