To Download the Exhibitor
Contract
Rules &
Regulations
EXHIBIT SPACE, PAYMENT & REJECTION OF AN EXHIBIT APPLICANT
The space contracted for is to be used solely by the exhibiting
company whose name appears on the Exhibitor Contract and it is
agreed that the exhibitor will not sublet or assign any portion
of same.
In order for your
chosen space to be reserved, HBOT2012 require a non refundable
50% deposit
to be paid. On receipt of deposit, HBOT2012 will secure that
position for the exhibiting company and commence marketing your
presence in such areas as the official conference website. The
outstanding 50% of agreed fees is required by HBOT2012 on or
before
June 1st, 2012.
HBOT2012 reserves the right to cancel the contract upon no less
than five (5) days written notice to the exhibiting company and
to regain the immediate possession of any space and to deny the
exhibitor all further right to participate in the Trade Show in
the event the exhibitor shall fail to pay HBOT2012 on or before
June 1st, 2012. In the event the exhibitor violates any rules or
regulations, HBOT2012 has at all times the right to regain the
immediate possession of any space.
HBOT2012 reserves the right to retain the 50% deposit already
paid, if the exhibiting company fails to pay the balance on of
before June 1st 2012.
CANCELLATION
If written notice
of cancellation from an exhibitor is received by HBOT2012 on or
prior to
June 1st, 2012,
there will be no liability on the exhibiting company to pay the
outstanding balance due.
BOOTH
ASSIGNMENT, DESIGN & TRADE SHOW FLOOR LAYOUT
HBOT2012 reserves
the right to assign, designate or change booth locations.
Further, HBOT2012 reserves the right to release and reallocate
any exhibit space not secured within five (5) days of selection
by a receipt of a signed and completed Exhibitor Contract. In
the event an exhibitor reduces the size of their display after
the Contract has been signed, HBOT2012 reserves the right to
relocate the exhibitor to another location on the show floor
and/or change the configuration of their space.
The aisles belong to HBOT2012, unless where otherwise noted by
HBOT2012. Neither exhibits nor advertising material will be
permitted to protrude into the aisles. HBOT2012 reserves the
right to control and prohibit any disturbing noises produced by
an exhibitor. No part of any exhibit may be more than eight feet
(8') high without written permission of HBOT2012. The side wing
displays pipe racks and the like may be as much as eight feet
(8') high provided they do not extend out toward the aisle more
than five feet (5') from the back wall of the display. Any
sides, etc., utilizing the remaining five feet (5') out to the
aisle may not be more than four feet (4') high.
All custom construction and booth designs must be approved by
HBOT2012 in advance. No exhibit booth shall be allowed to
obstruct clear vision to other booths in the same line or
adjacent lines unless it is an island display, having four
corners on four sides. In the case of island booths, if a solid
wall is to be part of the display, or any free-standing unit
above eight feet (8') high, or any multi-level construction
above eight feet (8') high, a booth rendering must be submitted
to HBOT2012 for approval of such construction in advance and may
require fire marshal pre-approval; HBOT2012 reserves the right
to determine the final placement of such structures. All designs
must be received and approved in writing by HBOT2012 by
May 20th, 2012.
HBOT2012 follows trade show industry standards for booth design
and installation, as developed by the International Association
for Exposition Management (IAEM). HBOT2012 reserves the right to
modify these guidelines as needed to insure the integrity of the
Trade Show on behalf of all exhibitors.
SOUND &
LIGHTING
HBOT2012 maintains
an 80 decibel sound level for all exhibitors at its Trade Shows.
This level has been identified as being a safe level for trade
show demonstrations by the Occupational Safety & Health
Administration (OSHA). To ensure a successful Trade Show for all
exhibiting companies and their guests, HBOT2012, as Show
Management, reserves the right to closely monitor sound usage
and, where necessary, restrict and possibly eliminate the music
and other audio demonstrations in an exhibitor's booth at its
discretion. Show Management's actions can include, but are not
limited to, reviewing and adjusting all sound system and
loud-speaker placements within an exhibit, restricting sound
levels within a booth, and restricting demonstrations within a
booth, regardless of an exhibitor's contracted arrangements with
fitness instructors, celebrities, or guests appearing in an
exhibitor's booth. All exhibitors planning to have audio or a
demonstration within their exhibit space must submit complete
details to HBOT2012, including a description of the
demonstration(s), the frequency of demonstrations, and the
location of sound systems (specifically loud-speakers). Sound,
lighting and demonstration descriptions are due in writing to
HBOT2012 for approval by Show Management by
June 15th, 2012.
Specialty lighting, video presentations and promotional lighting
projected on exhibit hall walls, ceiling, or floor spaces not
contracted for with Show Management is prohibited.
If a complaint is registered and a visit to an exhibitor's booth
by Show Management does not result in full compliance, Show
Management has the authority to cancel all booth demonstrations
and/or terminate all electrical power to a booth for the
remainder of the Trade Show.
FREIGHT &
WAREHOUSE SHIPMENTS
Exhibitors are responsible for coordination and payment of all
their freight and labor to and from show site. If an exhibitor's
freight is still at show site at the end of the published hours
for show dismantle, the hotel will place that freight with a
freight carrier at the expense of the exhibiting company.
Call Sharon Phillips on 954.540.1896 for details
PHOTOGRAPHY & TAPING
No photography and/or videotaping will be permitted without
prior authorization by HBOT2012 Show Management.
INSURANCE
It is the sole responsibility of the exhibitor to obtain the
appropriate amount and type of insurance to cover their
property, agents or employees, from theft, damage by fire,
accident, or any other cause. HBOT2012 will not be responsible
for any injury that may occur at exhibits or to an exhibitor's
employees, or for the loss of, or damage to, any material from
any cause whatsoever, whether in transit, or during the show.
EXHIBITOR
DEMONSTRATIONS, HOSPITALITY SUITES, MEETING SPACE
Display or demonstration items outside the exhibit area or
scheduling of private functions, cocktail parties, special
events, etc. during the period of set-up, show days or dismantle
will be permitted only with the written permission of HBOT2012.
Neither models hired for your booth space nor booth personnel
may walk the aisles of the Trade Show representing or promoting
a company product. No canvassing, advertising, displaying,
demonstrating, or distributing items and/or literature will be
permitted outside the company's own exhibit area without
permission of HBOT2012. No materials or signs shall be posted,
nailed or tacked to drapes or walls of the hotel hallways or
Trade Show area. No flyers or other printed material will be
allowed to be delivered to or placed under hotel guest room
doors without Show Management's consent.
EXHIBITOR'S RESPONSIBILITY
Exhibitor booths must be staffed at all times during the regular
Trade Show hours. An exhibitor of the Trade Show, and affiliated
agents or employees may not enter another exhibitor's booth
space without the latter exhibitor's permission. Exhibitors
shall abide by and observe all laws, rules and regulations of
the federal, state, and city governments, as well as the
conference and trade show facilities. All decorations and
electrical wiring and fixtures must comply with local fire laws;
state and local fire regulations must be followed. Exhibitors
planning to serve or dispense food and/or beverages from their
booths must contact the hotel.
CHAMBER
MANUFACTURERS
Chamber manufacturer's attending HBOT2012 must be FDA 510(k)
Cleared. Prior to the event, HBOT2012 will be entitled to
request copies of FDA 510(k) clearance letters. HBOT2012
reserves the right to cancel a booth request if these papers of
not forthcoming.
RULES &
REGULATIONS CHANGES
HBOT2012 reserves the right to change or modify these rules and
regulations as deemed appropriate to improve the Trade Show. All
policies and procedures stated herein and as detailed within the
Exhibitor Prospectus will be in effect until further notice
