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Invitation | Attendee Demographics | Exhibit Space Application | Exhibit Hall Floor Plan | Exhibitor Benefits | Exhibit Information
Current List of Exhibitors | Past Exhibitors | Important Dates | Sponsorship Opportunities | Travel and Housing
Preliminary Meeting Schedule | Rules and Regulations
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, April 13, 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 done 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-theminute
information is not always available.
The ARRS, the Marriott Wardman Park Hotel,
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. However, full-time employees
of exhibiting companies may erect and dismantle
their own displays provided: the work to be
performed does not involve more than two (2)
full-time employees; the work to be done does
not require more than one (1) hour for each
employee; the work does not require the use of
power tools; and all work is performed within
the confines of the exhibitor’s booth area.
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
One full-time employee of an exhibiting
company may hand carry his own materials into
the exhibit hall in one trip. Hand carried is
defined as small cartons, packages or portable
laptop computers that usually weigh less than
30 lbs. 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. Any material
handling fees charged by the facility will be
paid for by the exhibiting company.
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 onsite 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
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 Marriott
Wardman Park Hotel 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 full-time
fire marshal is assigned to our facility by the
City of Washington to ensure compliance.
No Smoking
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 Marriott Wardman
Park Hotel and shall indemnify and hold
harmless the Marriott Wardman Park Hotel, the
ARRS, The Expo Group, their 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
Marriott Wardman Park Hotel premises and
will indemnify, defend, and hold harmless the
Marriott Wardman Park Hotel, 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 ARRS
for the duration of the exhibition, but neither
the security service, ARRS, the Marriott
Wardman Park Hotel 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 canceled or the
exhibitor does not exhibit due to circumstances
within the control of ARRS, the liability of 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 ARRS, 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. |
