Rules and Regulations: Exhibit Hall Rules| Enforcement of Rules | Fire Code Regulations | Indemnity | Insurance | Freight Handling Jurisdiction | Exhibitor-Sponsored Functions

Meeting Information: Exhibit Hall Hours | Booth Setup/Setup Badges | Crate Storage | Dismantling of Exhibits | Final Program |Security

Booth Specs and Pricing: General Information | Standard In-Line Booths | Multiple Lineal Booths | Premium Island Booths | Lead Retrieval Reader Box and Attendee Contact Listing | Exhibitor Service Forms | Exhibit Hall Floor Plan

Past Exhibitors | 2009 Exhibitor Priority Points | 2010 Exhibitor Advisory Council

Rules and Regulations

Exhibit Hall Rules

1. AALAS reserves the right to refuse to admit or to eject from the exhibit hall or any other area leased by AALAS for the event any person, exhibit or thing that is not, in the sole discretion of AALAS in its opinion in keeping with the character and purpose of the AALAS National meeting and its exhibit hall.
2. Unethical conduct or infraction of the Rules by an exhibitor or its representative will subject the exhibitor and/or its representative to removal from the exhibit hall, in which event it is agreed there will be no refund from AALAS.
3. All exhibitor activities must be conducted within the exhibitor’s assigned space.
4. No exhibitor is permitted to enter another exhibitor’s booth without permission by that exhibitor.
   
5. No cameras allowed. No exhibitor shall photograph, videotape, or examine in any way another exhibitor’s equipment or products without permission by that exhibitor and the executive director.
6. Distracting sound and lighting devices are not permitted. X-ray and ultrasonic equipment may be exhibited, but not operated.
7. Sufficient “see-through” area must be provided so as not to block the view of adjacent exhibits. One way to assess whether or not your exhibit has sufficient "see-through" area is to imagine you would be exhibiting behind your company's booth; would you be happy with the view?
8. The use of live animals will not be permitted in the exhibit booths. The use of photographs or other forms of visual display depicting animals must be approved in advance by exhibit management at (901) 754-8620 by September 1st.
9. Contests, lotteries, raffles, or games of chance are not allowed within the Exhibit Hall; this includes drawings to be held after the meeting. Give-aways are allowed if everyone who visits the booth receives something.
10. Canvassing or distributing advertising matter outside the exhibitor’s own space is not permitted. Solicitation of business, except by exhibiting firms, is not permitted.
11. The distribution of food or beverages in the exhibit booths is prohibited. Distribution of samples and souvenirs is permissible provided it is done in a dignified manner, does not create a nuisance, and causes no interference with adjoining exhibits.
12. Exhibitors must agree to abide by show hours.
13. Nothing shall be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Any booth cost required for the protection of the building, equipment, or furniture will be at the expense of the exhibitor.
14. For safety reasons, smoking is prohibited in the hall, including times of setup and dismantling.
15. Each applicant and exhibitor, for and on behalf of themselves and their directors, officers, employees and agents (hereinafter collectively referred to as “exhibitor”) in consideration of AALAS considering its application for exhibit space or its granting of such application, agrees to waive and release any and all rights to bring a civil action or lawsuit at law or equity including, without limitation, one based upon any theory of tort, negligence, breach of warranty, unjust enrichment, interference with contractual relations, loss of business opportunity, restriction of speech, restraint of trade, assault or false arrest, against AALAS or any of its directors, officers, employees, volunteer members or agents (hereinafter “AALAS”) in any United States Federal or state court regarding any matter in connection with AALAS’s application process for exhibit space, denial of exhibit space or any action taken by AALAS as a result of its determination that an exhibitor has violated the exhibit hall rules except only where any such action by AALAS is determined to be malicious or grossly negligent.
16. Each exhibitor agrees that the total liability of AALAS and its directors, officers, employees, volunteer members and agents (hereinafter AALAS) to any exhibitor, its directors, officers, employees, agents or guests for any action or omission by AALAS in connection with the operation or governance of the exhibit hall shall be limited to the amount paid by the exhibitor for exhibit space.
17. Each applicant for exhibit space and exhibitor agrees that any legal application of or interpretation of these Exhibit Hall Rules shall be governed by the law of the State of Tennessee without consideration or application of that State’s conflict of law provisions and that the sole jurisdiction and venue for any such proceeding shall be the appropriate United States Federal District Court or State Court sitting in Memphis, Tennessee to which jurisdiction and venue each applicant and exhibitor hereby agrees to submit.
    

    

Enforcement of Rules
By applying for an exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined in this prospectus. Conformity to these rules and regulations for the AALAS National Meeting will be monitored by exhibit management. Each exhibitor is granted nothing more than a terminable license to exhibit, subject to all the rules herein and the general control of AALAS. At the sole discretion of AALAS, an exhibitor may incur penalties for breach of the exhibitor’s contract, these rules, or any conduct determined by AALAS to be disruptive or contrary to the commercial and educational purposes of the AALAS exhibit hall. The penalties imposed may include exclusion and/or removal of the exhibitor or the exhibitor’s representatives from the Exhibit Hall, forfeiture or reduction of priority points or other sanctions AALAS deems appropriate. An AALAS determination that any exhibitor has failed to comply with any rule herein or any directive issued to the exhibitor, may result in termination of the exhibitor’s license and closing of the exhibit without notice. In all interpretations of the rules and regulations, exhibit management’s decision is final.

Fire Code Regulations
All drapes, curtains, table coverings, skirts, carpet or any material used in exhibits must be flame retardant. Volatile or flammable fluids, substances or materials of any nature are prohibited by City Fire regulations. Tents and/or roofs on top of exhibits are not permitted if they could prevent the sprinkler system from working properly. All two-tier exhibits must be submitted in diagram form to AALAS exhibit management and the Georgia World Congress Center for approval before move-in. Fire hose cabinets, fire extinguishers, sprinklers, fire exit doors, route of egress and any other fire safety device or facility must not be hidden, obstructed or otherwise disturbed. Crates, packing material, wooden boxes and other highly combustible materials may not be stored in exhibit halls, meeting rooms or fire exit areas. Passenger elevators and escalators may not be used for freight, including hand trucks, floats and similar equipment.

Indemnity
The exhibiting company assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save American Association for Laboratory Animal Science, its contractors, its employees, and agents harmless against all claims, losses, and damages to persons or property, governmental charges, or fines and attorney’s fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibition premises, or a part thereof, excluding such liability caused by the sole negligent or wrongful acts or omissions of AALAS, negligence of the exhibit hall and their employees, and agents. In addition, the exhibitor acknowledges that AALAS, the Georgia World Congress Center, and Brede Exhibition Services do not maintain insurance covering the exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor.

Insurance
Exhibitors are urged to take out business interruption and portal-to-portal rider available at a nominal cost on their own insurance policy protecting them against loss through theft, fire, damage, etc.

Freight Handling Jurisdiction
All property shipped to or from the Exhibit Hall by the exhibitor for installation or display at the exhibition is at the sole risk of the exhibitor. All materials arriving at the warehouse must arrive prepaid, and the actual weight must appear on the bill of lading. Brede Exposition Services has the responsibility of receiving and handling all exhibit materials and empty crates. It is their responsibility to manage docks and schedule vehicles for the smooth and efficient move in and move out of the exhibition period. Brede will not be responsible, however, for any material they do not handle. Brede Exposition Services will have COMPLETE control of the loading docks at all times. If you wish to unload or load, you must report to the Service Desk. Do not proceed to the docks until told to do so. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed away at owner’s expense.

Exhibitor-sponsored Functions
AALAS discourages exhibitor functions that conflict with the educational program of the meeting. Please do not schedule functions during the Sunday Opening Session (5:00–6:30 p.m.) or the Monday General Membership Meeting (5:00–6:30 p.m.). Any questions regarding this should be directed to the AALAS President or Executive Director. All companies must notify the AALAS national office of any functions scheduled. This is for security reasons and will not be published.

Meeting Information

Exhibit Hall Hours
Please note the new days for the Exhibit Hall:
Tuesday, October 12, 8:30 a.m.–5:00 p.m.
Wednesday, October 13, 9:00 a.m.–5:00 p.m.
Thursday, October 14, 9:00 a.m.–1:00 p.m.

The hall will open promptly at 8:30 a.m. after the ribbon-cutting ceremony on Tuesday, October 12. As a courtesy to registrants and your fellow exhibitors, please be certain that your booth is staffed during exhibit hours.

Booth Setup/Setup Badges
Move in and set up: Sunday, October 10, 2–6 p.m. and Monday, October 11, 8 a.m.–5 p.m. When you first arrive at your booth location, please ensure that it is laid out according to your expectations. If booths are not facing the correct direction, contact Brede Exhibition or AALAS Exhibit Staff to correct the problem before you begin setting up your booth. If you begin setting up your booth before the booth layout problem is corrected, you may incur additional charges, especially if you have multiple booths. AALAS is not responsible for booths that are completely set up before the booth layout error is reported, or for booth layout problems reported too close to the show opening to allow correction. Please have sufficient setup personnel to have the exhibit completely set up within the allotted setup time. Exhibitors will be allowed in the hall at 7:30 a.m. on Tuesday, Wednesday, and Thursday mornings. There will be generic setup badges available; the names of those who will set up booths must be submitted by the exhibitor contact using the form included in the Exhibitor Service order forms, which will be available on this website in July. If you need arrangements outside these hours, please contact Brede Decorating for the possibility of any special arrangements.

Booth personnel must wear badges at all times in the exhibit hall. Badges may not be altered or obscured in any way; your name and company name must be clearly visible. Examples of unacceptable badge display include putting tape or stickers over the badge and covering the badge with a business card.

Crate Storage
Empty crates, boxes and cartons must be removed from the exhibit area by 5 p.m. on Monday, October 11. Any exhibit not unpacked by this time will be placed in storage and can be returned only after the exhibits close on the first day of exhibiting, or may be ordered set up by Exhibit Management and the cost charged to the exhibitor.

Packing materials should be nested as much as possible. “Empty” stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available at the Brede Exhibitor Service Desk. No refuse, such as empty cartons, may be placed in the aisles after the final sweeping of the aisles in the exhibit area. Containers or skids without the “Empty” stickers will be considered refuse and disposed of. Crates, boxes and cartons may not be stored behind booth backgrounds. Do not store anything of value in crates going into storage. Exhibitors are urged not to litter the floor in the booths or aisles after the cleaning of the exhibit area.

Dismantling of Exhibits
Thursday, October 14, 1–10 p.m. Please have sufficient dismantling personnel to be completely packed within the allotted time.

No packing of equipment, literature, etc., or dismantling of exhibits will be permitted until the official closing time. Violators will not be invited to exhibit at future meetings. All exhibits must be packed by 10 p.m. on Thursday, October 14.

Final Program
Copies of the Final Program will be available at the exhibitor registration desk. Applications with company descriptions must be received by August 1 in order to be included in the Final Program.

Security
Security will be provided for perimeter access control beginning on Sunday, October 10. NEW: Starting in 2010, you will be able to contract separately with INA for your company security needs during the AALAS National Meeting.

Deliveries or removal of equipment must be made before or after exhibit hours. Once the exhibit opens, a pass must be obtained from exhibit management to remove any material or equipment prior to the close of exhibits at 1 p.m. on Thursday, October 14. After the exhibit opens Tuesday morning, nothing may be removed until the exhibit is officially closed.

Booth Specs and Pricing

General Information
All booths are 10 ft. x 10 ft. Booth cost is $1,700; premium booths are $1,900. Rental includes 8-ft.-high backdrapes and 36-in.-high side dividers and a standard (7 x 44 in.) identification sign with company name. All booths must be carpeted or have some other kind of floor covering. One Lead Retrieval Reader Box will be provided per exhibiting company.

The aisles are the property of all exhibitors; therefore, each exhibitor has the responsibility to assure proper flow of traffic through the entire show. Do not place your demonstration area on the aisle line of your exhibit if you expect many people to congregate at one time. Leave space within your own exhibit area to absorb the majority of the crowd. This regulation applies even if your exhibit booths are directly across the aisle from each other.

Standard In-Line Booths (click for image)
The back wall of the display is limited to 8 ft. in height and a depth of 4 ft. All display fixtures and accessories, (including but not limited to racks, instruments, equipment and foliage) over 4 ft. in height, not to exceed 8 ft. maximum, must be confined to that area of the exhibit’s space which is within 4 ft. of the backline. Display material in the remaining 6 ft. of booth space must not exceed 4 ft. in height.

Multiple Lineal Booths (click for image)
In an exhibit that contains 3 or more linear booths (30 feet or more), the interior booths are permitted to contain display material over 4 ft. in height—with a maximum of 8 ft. in height—which must be confined to that area of the exhibitor’s space which is within 6 ft. of the backline of the booth. The end booths of such an exhibit must conform to the standard booth restrictions of 4 ft. display area from the backline of the booth.

Sufficient “see-through” area must be provided so as not to block the view of adjacent exhibits. One way to assess whether or not your exhibit has sufficient "see-through" area is to imagine you would be exhibiting behind your company's booth; would you be happy with the view? The EAC and AALAS exhibit management will enforce penalties for not complying with this rule. If they determine that your booth does not have sufficient see-through area, your company will not be allowed to select booth space for the following year's meeting until all other priority point exhibitors have chosen theirs.

No exhibit may span an aisle by roofing. No pop-up tents are allowed. Exposed, unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. If such draping is not ordered, the contractor, with the approval of the exhibit manager, will install it and charge the exhibitor.

Multiple lineal booths created with a premium and a standard booth will be priced at the premium rate.

Premium Island Booths
In island booth units, bordered on four sides by aisles, the full cubic content of the space may be used; however, all display material is restricted in height and sufficient “see-through or walk-through” area must be provided so as not to block the view of adjacent exhibits. One way to assess whether or not your exhibit has sufficient "see-through" area is to imagine you would be exhibiting behind your company's booth; would you be happy with the view? The EAC and AALAS exhibit management will enforce penalties for not complying with this rule. If they determine that your booth does not have sufficient see-through area, your company will not be allowed to select booth space for the following year's meeting until all other priority point exhibitors have chosen theirs.

The island height restriction is 16 ft. Islands taller than 16 ft. must be placed at the perimeter of the exhibit hall so as not to block other booths from view. All island booths are priced at the premium rate.

The minimum height from the floor that a sign can hang from the ceiling is 22 ft. The Georgia World Congress Center ceiling height is 30 ft.

Lead Retrieval Reader Box and Attendee Contact Listing
Exhibiting companies will be given one Lead Retrieval Reader Box, which they must request on the exhibitor service form and pick up at the booth in the back of the exhibit hall. Electricity is not provided and must be ordered to run the box. All attendees, including booth attendees, will be given individual badges with a magnetic strip containing their contact information. When exhibiting companies turn in their boxes after 1 p.m. on Thursday, they will be given a disk listing every name that was entered in their box. Within 15 business days after the National Meeting, the exhibitor contact person for all exhibiting companies will be emailed a list of all registrants that attended the meeting. (It is the exhibitor’s responsibility to contact the AALAS national office by December 1st if you have not received the listing.) This list can be used one time only as a follow-up to the attendees of the National Meeting. The list is non-transferrable and must be used no later than January 1, 2011. Exhibitors found in violation of the one-time use of the listing will not be provided the list the following year.

Exhibitor Service Order Forms
All materials should be consigned to the official AALAS decorator, Brede Exposition Services. Forms for ordering furniture, carpeting, rental display units, and labor will be available from this web site. Labor will be available based upon advance orders from exhibitors. All work in connection with the exhibits requiring hired labor must be performed by personnel skilled in the appropriate trades.

The exhibitor service forms will be available on this site by July. Included will be forms for ordering furniture, floor coverings, special decorations, custom signage, labor, electrical services, compressed air, steam, water, drainings, gas, and custom cleaning. Instructions on Atlanta labor wages, exhibit hall move-in and move-out procedures, and options for storage of your display along with other drayage information will also be provided. For more information, contact: Brede Exposition Services, 6801 Mid Cities Avenue, Beltsville, MD 20705. Phone: (301) 937-8600. Email: cswashington@brede.com.

Past Exhibitors

2010 Exhibitor Advisory Council

Chair Kate Ewing, Charles River
Vice Chair Frank Lynch, Pharmacal
Robb Kydd, Jr., Elm Hill
Karen Froberg Fejko, Bio-Serv
Andrea Gay, Andersons/Bed-O-Cobs
Robert Drye, Lithgow Lab Services
Don Daniels, Alternative Designs Manufacturing
Don Basil, Lynx Product Group
National Meeting Program Chair John Long
BOT Liaison Dee Drye
Past President Scott Perkins
Executive Director Ann Turner
Staff Liaison Betty Cartwright