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Meeting Attendee Demographics | Exhibit Information | Exhibitor Benefits | Sponsorship Opportunities
Exhibit Application | Exhibit Hall Floor Plan | Exhibitor Checklist | Housing and Travel
Eligibility for Exhibiting
The signed exhibit booth application and
subsequent notice of space assignment
constitutes a contract between the
American Roentgen Ray Society (ARRS) and
the exhibitor. The following rules, as well as
others listed in this brochure, are part of the
contract. Any point not specifically covered
in these rules is subject to the decision of
the ARRS, whose decision is final.
Requirements and
Regulations
• All exhibits must conform to and enhance
the professional, educational and instructional
atmosphere of the meeting.
• Exposed parts of any display must be
finished so as not to be objectionable to
other exhibitors.
• Exhibits must render a safe assembly during
installation, dismantling and exhibition
periods.
• No part of the exhibit may be suspended
from or attached to any part of the exposition
facility.
• Live imaging for diagnostic purposes is
prohibited, as are other diagnostic, therapeutic
or health screening procedures of
any kind. No abdominal scanning of pregnant
women will be permitted. Live imaging
for demonstration purposes is permitted
only on personnel employed by the
exhibitor. Live or video demonstrations
must be confined to the back half of the
rented space.
• If booth installation has not begun by
12:00 noon Sunday, May 6, ARRS has the
right to order booth set up at the
exhibitor’s expense.
• All products exhibited must be presented
and marketed in strict compliance with all
federal, state and local laws pertaining to
the labeling and marketing of medical
devices and/or drugs. Devices/drugs
awaiting FDA approval (i.e., those qualifying
for an Investigational Device
Exemption), including but not limited to
PMA and 510(k) devices, must be identified
to ARRS as such at the time of application
for exhibit space. Documentation of
compliance with all applicable FDA guidelines
relating to the marketing and promotion
of investigational devices must be
submitted to ARRS with the space application.
Failure to meet marketing and labeling
standards will result in removal of the
device/drug in question from the exhibit
hall or forfeiture of exhibition space.
• Distribution of product/service literature
may be made only within assigned booth
space.
• Live performance of music is not permitted.
The ARRS has signed a license
agreement with the American Society of
Composers, Authors and Publishers
(ASCAP) and Broadcast Music, Inc. (BMI)
covering recorded music.
• The exhibitor must, at his/her expense,
maintain and keep the booth and exhibit in
clean and good order.
• Exhibitors are not permitted to display
products or conduct demonstrations
regarding products outside the exhibit
hall.
• Novelty items may be distributed to registrants.
These items are subject to the
approval of ARRS management prior to
the opening of the exhibit hall and must
be distributed from the confines of the
exhibitor’s booth.
• Picture taking, other than by the official
photographer, is prohibited during setup,
dismantling and non-exhibit hours. Each
exhibitor has control over the space it has
rented and may prevent those considered
its competitors from gaining access to,
photographing, videotaping or otherwise
recording its presentations.
• No person, firm or organization not having
contracted with ARRS for the occupancy
of space in the exhibit hall will be permitted
to display or demonstrate products,
processes or services; solicit orders; or
distribute advertising materials in the
exposition facility or elsewhere in the host
meeting facility. Noncompliance with this
regulation will result in the prompt removal
of the offending person and property.
Exhibit Design and
Construction
The regulations listed herein are not
intended to unduly restrict exhibits as to
either design or utility. The spirit in which
the rules are presented is to create and
maintain an open atmosphere on the exhibit
floor. In designing exhibits, good judgment
and consideration for neighboring exhibitors
and attendees should be primary objectives.
Every effort has been made to ensure the
accuracy of all information distributed by
ARRS, however, due to the ever-changing
needs and maintenance schedules of facilities,
up-to-the-minute information is not
always available. The ARRS, the Grande
Lakes Orlando, their contractors or agents
can make no warranties as to the accuracy
of floor plans issued in conjunction with or
pertaining to the exposition. If the location
of building columns, utilities or other architectural
components of the facility are considerations
in the construction of an exhibit,
it is the responsibility of the exhibitor and/or
his/her agent to physically inspect the facility
to verify all dimensions and locations.
Labor Regulations
Union labor claims jurisdiction for installation
and dismantling labor as well as for all
material handling services. Full-time employees
of an exhibiting company are allowed to
install and dismantle their own exhibit without
assistance from the local trade unions.
Any labor service that may be required
beyond what regular full-time employees
can provide must be rendered by local
authorized union personnel.
Material Handling Services
Full-time employees of an exhibiting company
may hand carry their own materials
into the exhibit hall. The use of rental dollies,
flat trucks, and other mechanical equipment,
however, is not permitted. The Expo
Group will provide all exhibit services. The
exhibitor shall provide only the material and
equipment that it owns and is to be used in
its exhibit space. All other items used in the
booth are to be provided only by the official
service contractor. The Expo Group will
have complete control of all dock and loading
facilities and will receive and deliver all
direct and advance shipments and provide
all rigging, labor and equipment.
All services not ordered in advance must
be obtained through The Expo Group’s service
center, which will be maintained in the
exhibit hall. Trucks or other vehicles using
the loading dock will be unloaded by local
union personnel. All material-handling equipment
will be operated exclusively by local
union personnel.
Exhibit Hall/Attendance
Badge Control
Exhibition hall access is restricted to qualified
exhibitors and those certified by them
and those covered under the ARRS general
registration procedures. An official badge
must be worn whenever a representative of
an exhibitor is in the exhibit hall. Badges are
not to be defaced by inserting company
cards or applying stick-on novelty items. Exhibitor badges are not to be issued to
individuals who wish to gain admittance for
the purpose of contacting other exhibitors.
Each individual exhibitor and/or exhibit
representative will be responsible for
procuring his/her badge at the ARRS
exhibitor registration desk. Badges will be
distributed to individual representatives of
each company.
False certification of any individual as an
exhibitor representative, misuse of exhibitor
badges or any other method or device used
to assist unauthorized personnel to gain
admittance to the exhibit floor will be cause
for expelling the exhibitor and its representatives
from the exhibit hall and/or removing
the exhibitor’s exhibit from the floor without
obligation on the part of ARRS for refund of
any fees. The exhibitor and anyone claiming
a right to be on the exhibit hall through the
exhibitor waive any rights or claims for
damages arising out of the enforcement of
this rule.
Upon request, exhibiting companies will
be issued up to two one-day guest badges.
These badges will be available on-site at
registration. The submission of a business
card by the guest is required. The badge
allows admission into the exhibit hall only
during official show hours.
Entertainment or
Social Functions
ARRS will coordinate scheduling and
space assignment for exhibitor functions.
Exhibitors intending to host entertainment
or social functions must submit a written
request for approval to ARRS in advance of
any promotion of the event. No entertainment
or social function may be scheduled
to conflict with the official ARRS program,
scientific or exhibit hours or official ARRS
social functions. Cultural events, such as
concerts, theater productions and museum
events, are subject to the same restrictions.
Protection of Exhibit Facility
Exhibitors shall not deface any part of the
exhibit facility. The cost of repairing any
damage done to the exhibit facility by the
exhibitor, or his/her employees, representatives
or agents will be billed to and paid by
the exhibitor. There will be no taping, pinning
or tacking to any painted surfaces in
the exhibit facility. Nothing shall be taped,
affixed or attached in any manner to any
surface in the lobby area. Banners, posters,
signs, etc., are not allowed to be hung from
any portion of the exhibit hall without prior
written approval. The Grande Lakes Orlando
does not permit decorations, signs, banners,
posters, etc., to be attached to any
surfaces, structures or walls. All setup and
dismantling of exhibit booths and equipment
must be conducted within the exhibit hall.
No storage of exhibit materials will be permitted
between or behind booth draping.
Safety/Fire Codes
Exhibitors, service contractors and show
management must comply with all federal,
state and local fire and building codes that
apply to public assembly facilities. A fulltime
fire marshal is assigned to our facility
by the city of Orlando to ensure compliance.
No Smoking
ARRS has established a no-smoking policy
for all of its meetings. Because the exhibit
hall is considered to be an integral part of
the ARRS Annual Meeting, the no-smoking
policy applies to the exhibit hall as well as
the meeting rooms.
Liability and Insurance
The exhibitor is responsible for any
claims arising out of its negligence or negligence
by its employees or agents. The
ARRS will not assume responsibility for any
loss of or damage to exhibitor property. In
holding the exhibition, the ARRS does not
act as the agent of the exhibitor, the facility,
the general service contractor or any other
party. Claims against any party other than
the ARRS are to be submitted to the party
involved.
The exhibitor assumes the entire responsibility
and liability for losses, damages and
claims arising out of injury or damage to
the exhibitor’s displays, equipment and
other property brought upon the premises
of the Grande Lakes Orlando and shall
indemnify and hold harmless the Grande
Lakes Orlando, the ARRS, The Expo Group,
agents, servants and employees from any
and all such losses, damages and claims.
The exhibitor assumes the entire responsibility
and liability for losses, damages, and
claims arising out of exhibitor’s activities on
the Grande Lakes Orlando premises and will
indemnify, defend, and hold harmless the
Grande Lakes Orlando, its owner, and its
management company, as well as their
respective agents, servants, and employees
from any and all such losses, damages, and
claims.
Security in the Exhibit Hall
Security services will be provided by the
ARRS for the duration of the exhibition, but
neither the security service, ARRS, the
Grande Lakes
Orlando nor
The Expo
Group will
be responsible
for
loss or
damage to
any property
for any
cause. Each
exhibitor must
make provisions for
the safeguarding of his/her goods, materials,
equipment and display at all times.
Badges must be worn at all times to gain
entry to the exhibit space. No one will be
allowed in the exhibit hall after the published
closing time without permission from ARRS.
No luggage will be allowed in the exhibit
space during the entire show operation.
ARRS reserves the right to inspect any
package, box, handbag or other means of
conveyance entering or leaving the show at
any time.
Cancellation of Event
In the event the exhibition is cancelled or
the exhibitor does not exhibit due to circumstances
within the control of the ARRS, the
liability of the ARRS will be limited to a
refund of all moneys paid by the exhibitor for
exhibit booth rental and registration fees.
Violation and Penalties
Substantial violation of any of these rules
and regulations by the exhibitor or its
employees or agents may, at the option of
the ARRS management, forfeit the
exhibitor’s right to occupy exhibit space,
and such exhibitor shall forfeit to ARRS all
moneys paid or due. Upon evidence of substantial
violation, ARRS may take possession
of the space occupied by the exhibitor
and remove all persons and goods. The
exhibitor shall pay all expenses and damages
that ARRS may incur through the
enforcement of this rule.
Amendments/General
Supervision
All exhibit matters and questions not covered
in these rules and regulations are subject
to the decision of ARRS management.
These rules and regulations may be amended
at any time by ARRS, and all amendments
shall be equally binding on all parties.
In the event of any amendment or addition
to these rules and regulations, written
notice will be given to such exhibitors as
may be affected. |
