2015 ATCA Annual Conference & Civil Military Aviation Conference (CMAC)
EXHIBITION RULES & REGULATIONS
CONTRACT
Receipt of the signed Exhibit Booth Application and its confirmation shall constitute a contract between the Air Traffic Control Association (ATCA) and the Exhibitor. The following rules are part of the contract. Any point not specifically covered in these rules is subject to the decision of ATCA, whose decision shall be final. All Exhibitor and Exhibitor-Appointed-Contractors are bound by these rules and regulations. Submission of Exhibit application constitutes acceptance of these Rules and Regulations.
Fees and Payment
Member Standard Booth Fees: $42 per sq. ft. or $4,200 for a standard 10’x10’ booth
Non member Standard Booth Fees: $55 per sq. ft. or $5,500 for a standard 10’x10’ booth
Corners*: $200 for each booth corner
Corner Definition: A corner is defined as a corner of a booth where both sides of the corner abut an aisle. (i.e. an end row booth would have one corner, a peninsula booth would have two corners, and an island booth would have four corners).
Additional Staff: Each booth purchase includes 2 Exhibitor Badges. A fee of $185 applies for each additional Exhibitor Badge required. A maximum of 4 Exhibitor personnel per 100 sq. ft. of space (a 10x10 booth) is allowed.
Payment: Payment in Full must accompany your application for consideration. Should you request to be invoiced, you have 30 days from receipt of invoice for payment to reach ATCA. Should 30 days pass and ATCA has not received your payment, your contract will be void and you must resubmit for consideration.
Standard Booth Specifications
Minimum standard booth size is a 10’x10’ (3mx3m) booth. Booths may be combined to form larger booths and Islands. A minimum of 4 booths are required (20’x20’) to form an Island. Booth fees include space only. Exhibitors are responsible for providing all booth contents including furniture, carpeting, electrical, etc.
Booth Reductions/Cancellations/Refunds
By Show Management: In case the exhibit premises shall be destroyed or damaged, or if the exposition fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, act of war, Act of God, emergency declared by any governmental agency or by ATCA or for any other reason, this contract may be terminated by ATCA. In the event of such termination, the Exhibitor waives any and all damages and claims for damages and agrees that the sole liability of ATCA shall be to return to each Exhibitor his payment less the prorated share of all costs and expenses committed and incurred by ATCA.
By Exhibitor: A full refund to Exhibitors, less 10% of the exhibit fee, will be granted upon WRITTEN notification of reduction or cancellation of booth space to ATCA no later than June 2, 2015. NO refunds will be granted after this date for cancellation of booth space or reduction in booth size. The Exhibitor Booth Fee will be effective even though the exhibit space, no longer required due to cancellation or reduction by the exhibitor, may subsequently be rented by ATCA to another organization. All refunds will be processed after the Exhibition has ended.
ASSIGNMENT OF EXHIBIT SPACE
Exhibitor Booths will be assigned booth space based on the following weighted criteria:
1. Membership in ATCA
2. Exhibiting organization’s total financial support of ATCA’s previous year’s annual conference
3. Date and time of receipt of application and payment
ATCA reserves the right to make such changes to the floor plan of booths as may be deemed necessary and to revise the floor plan from time to time to accommodate those changes. ATCA reserves the right to exercise its sole discretion in the acceptance or refusal of applications.
AMERICAN WITH DISABILITIES ACT
Exhibitors are responsible for making booths accessible to persons with disabilities as required by the American with Disabilities Act (ADA), and shall hold ATCA harmless from any consequences of exhibiting organizations failure in this regard. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800-514-0301).
EXHIBITORS CANNOT SUBLET ANY PART OF THEIR ASSIGNED EXHIBIT SPACE
No Exhibitor shall assign, sublet or share the space allotted with another business or firm unless they are partners in a formal alliance and approval has been obtained in writing from ATCA. Exhibitors are not permitted to feature names or advertisements of non-exhibiting manufacturers, distributors, or agents in the Exhibitor’s display
EXHIBITORS AUTHORIZED REPRESENTATIVES
Each Exhibitor shall provide ATCA, in advance, the name and title of the person who will be in attendance at the exposition and responsible for the installation, operation and removal of the exhibit. Said representative shall be authorized to enter into such service contracts as may be necessary, the cost of which shall be the Exhibitor’s sole responsibility.
EXHIBITOR CONDUCT
All booth staff are to conduct themselves in a professional manner throughout the Conference. Any booth staff conducting themselves in a manner not deemed to be professional by ATCA staff may be asked to leave the exhibit hall and/or conference. Exhibitors who use models or other hired entertainment for their exhibit should be sure that their appearance is such as to not offend even the most critical. Exhibitors must be registered as either a full conference participant or as an Exhibitor. Any Exhibitor found onsite registered in any other category will be required to register on-site at the full conference rate.
CHARACTER OF EXHIBITS
No exhibits will be permitted which interfere with the use of other exhibits or impede access to them or impede the free use of the aisles. Booth personnel are required to confine their activities within the Exhibitor’s booth space. This includes physical incursions, as well as with sound or light. Apart from the specific display space for which an exhibiting company has contracted with ATCA. No part of the exhibit area, surrounding grounds of the Hotel, or the Hotel’s public space may be used by any other organization other than ATCA for display purposes of any kind or nature, unless previously approved by ATCA. The use of loudspeakers, recording equipment, television sets and radios, lighting or the use of operating machinery or activities within the booth that are of sufficient volume to annoy or disturb neighboring Exhibitors will not be permitted.
ATCA reserves the right to disallow an Exhibitor to maintain and exhibit if, in the judgment of ATCA Exhibit Management, the Exhibitor or exhibit is, in any respect, deemed unsuitable. This relates to a person’s conduct, merchandise, printed matter, souvenirs, promotional items and/or activities, catalogs and any other items, without limitation, that affects the character of the exhibit.
Display Sizes and Limitations for Non island Booths
For Inline Booths: Exhibit fixtures, components, and identification signs will be permitted to a maximum height of 8” in the back 5” of the booth. No solid exhibit construction or freestanding display fixtures over the height of 48” are allowed in the front 5’ of the exhibit booth. Structures (other than literature tables/counters) designed for holding computers, monitors ,televisions or video screens or similar display elements, signs, etc. must not be placed in the front 5’ of the exhibit booth. Materials, equipment and floral presentations in the front 5’ of the exhibit booth that exceed 48” from the ground must not create an obstruction that prevents clear view of neighboring exhibits.
Peninsula booths: Should an Exhibitor select a peninsula booth (minimum of 10’x 20’ space required), the back wall of the peninsula will be 8’ high x 10’ wide in the center and 48’ high by 5’ wide on the back left and right of the booth in order to maintain the 48’ height limitation mentioned above in the first 5’ of exhibit space.
Height Restrictions: An Inline exhibit booth may not exceed the height of 8’ from the exhibit hall floor without prior written approval from ATCA.
Aircraft/vehicles: Aircraft/vehicles with a height greater than 8’ may be permitted with prior written approval from ATCA. All aircraft/vehicle displays are required to follow special safety instructions, which will be outlined in the Exhibitor Service Manual. The 2015 Exhibit Hall has limitations that may constrain aircraft/vehicle displays. Please contact ACTA for hall specifications.
The rule of thumb is to be able to stand at one end of an aisle and have a clear view of the space above 48” in the front 5’ of all booths in that aisle.
Nothing can be posted, tacked, nailed, screwed or otherwise attached to the columns, walls, floors, ceiling, or furniture.
Any exceptions to these rules must be pre-approved by ATCA in writing.
Giveaways
Giveaways are permitted if associated with the products and services of the exhibiting organization. These must be professional and small in nature. Cost must not exceed $10.00 per item. Drawings of item(s) of a higher value are permitted.
Food and Beverage
Exhibitors may serve or dispense food and beverages of any type from their exhibit space; however all food and beverages must be purchased from the Gaylord National Resort and Convention Center. If serving alcohol, the Exhibitor assumes full responsibility and liability for the actions of its agents, employees, or guests, whether acting within or without the scope of their authority, and agrees to save harmless the ATCA and the Gaylord National Resort and Convention Center. Exhibitor agrees to abide by all state, local, and property rules, regulations and laws as they pertain to the serving of alcohol in the exhibit hall. All food and beverage events being held in the exhibit hall must be approved in advance by ATCA. Visit ATCA’s website to download the EXPOSITION FOOD AND BEVERAGE EVENT FORM.
Hospitality sUITES, Meeting space, Sponsorships in Hall AND Product Presentation
§ Only Exhibitors or Sponsors are allowed meeting space.
§ Only Exhibitors or Sponsors are allowed Hospitality Suites.
§ Only exhibitors are allowed to sponsorships that are exclusive to the exhibit hall (aisle signage, column wraps, lounges, etc.)
§ No Exhibitor or Sponsor shall hold any meetings or events that conflict with any official functions of the Air Traffic Control Association (ATCA).
§ ATCA has a limited number of hospitality suites for exhibiting and sponsoring companies. All suite requests must be submitted in writing to ATCA.
§ Please contact ATCA should an Exhibitor need to reserve meeting room space (fees may apply).
Enforcement
By applying for exhibit space an exhibitor agrees to adhere to all conditions outlined in the Prospectus, Exhibitor Service manual and the ATCA rules. Any violations shall subject the exhibiting organizations to these penalties:
· ATCA reserves the right to terminate this contract immediately if an Exhibitor does not follow the Rules and Regulations.
· In the event of forfeiture by the Exhibitor, as set forth in the Set-Up paragraph, the Exhibitor shall forfeit as liquidated damages the amount paid by it for the space rental, regardless of whether or not ATCA enters into a future lease of the space involved.
· Denial of exhibiting in future years or at the Annual Conference
PROHIBITED PRACTICES
· Subleasing or sharing Exhibit space
· Use of aisle space
· Creating an obstruction that prevents clear view of neighboring inline booth exhibits.
· Distributing materials or literature outside your booth
· Distributing materials or literature other than product/service information from your booth
· Sound that disturbs neighboring exhibits. The Exhibitor is responsible for any and all fees that may be associate with copyrighted music used on audio presentations
· Placing business cards over official ATCA badges or in any way altering the badge
· Early Dismantling of exhibits without prior written approval by ATCA
· Use of Exhibit Hall Visitor Passes by Exhibit Booth personnel
· Badge swapping
FIRE REGULATIONS
To ensure the safety of all participants, Exhibitors must observe and obey all local fire regulations.
EXHIBIT MOVE-IN (subject to change)
Exhibitor move-in hours are Saturday, October 31, , 2015 from 12:00p.m. to 8:00 p.m., and Sunday, November 1, 2015 from 9:00 a.m. to 8:00 p.m. All Exhibits must be fully set up and ready by 8:00 p.m., Sunday, November 1, to allow ATCA time to inspect the Exhibit Hall before it opens.
If any Exhibitor has not begun set-up by 12:00 p.m. on Sunday, November 1, and has not advised ATCA in advance of the delay in setup, said Exhibitor will have forfeited their exhibit space. ATCA reserves the right to reassign the space to another Exhibitor or to make use of the space as deemed necessary or appropriate with no refund being made to the original contracting Exhibitor. Any charges incurred for necessary changes to the unoccupied booth after 12:00 p.m. on November 1, shall be borne by the original contracting Exhibitor. If an exhibiting company needs additional, set-up time, please contact Kenneth Carlisle at to make arrangements. All early move-ins will be accommodated based on availability.
EXHIBIT MOVE-OUT (subject to change)
The dismantling of displays begins Wednesday, November 4, 2015 at 3:00 p.m. No Exhibitor may commence tear down before that time unless approved in writing by ATCA. All Exhibitors displays or materials left in booth without instruction will be packed and shipped at the discretion of ATCA and all charges will be assessed to the Exhibitor.
OFFICIAL SHOW HOURS (subject to change)
Monday, November 2 9:00 a.m. to 7:00 p.m.
Tuesday, November 3 9:00 a.m. to 5:00 p.m.
Wednesday, November 4 9:00 a.m. to 3:00 p.m.
LIABILITY AND INSURANCE REQUIREMENTS
Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save AIR TRAFFIC CONTROL ASSOCIATION (ATCA), the Gaylord National Resort and Convention Center, its employees and agents harmless against all claims and losses and damages to persons and property, governmental charges or fines and attorneys' fees arising out of or caused by Exhibitor's installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof excluding any such liability caused by the sole negligence of the ATCA or the Gaylord National Resort and Convention Center, its employees and agents. The cost for repairing any damages to the exhibit area caused by an Exhibitor will be billed to the responsible Exhibitor.