TERMS AND CONDITIONS

1. Management. The AABC Commissioning Group and its authorized representatives are hereinafter referred to as “Show Management.”

2. Exhibit. Exhibitors must comply with the move-in and move-out times specified by Show Management. If an exhibitor fails to remove an exhibit in the allowed time, Show Management shall be permitted (at exhibitor’s sole expense) to remove and place same in a warehouse subject to the exhibitor’s disposition, and/or to ship to exhibitor via common carrier with all charges to follow at no liability to Show Management. All exhibits must remain intact until the event is officially closed. Show Management reserves the right to restrict or close down any exhibit which, because of noise, method of operation, materials, or any other reason, in the opinion of Show Management, becomes objectionable, and also to prohibit or remove any exhibit which, in the opinion of Show Management may detract from the general character of the Event as a whole, or consists of products or services inconsistent with the purpose of the Event, without liability for any refunds or other exhibit expenses incurred or alleged, for any reason, loss or damage including but not limited to actual or consequential damages.

3. Payment of Space. All booth payments are due within 45 days of space reservation or by March 15, 2025, whichever comes first. Accepted forms of payment include credit card, wire transfer or corporate check. Space reservations will expire in 45 days if payment is not received and any space may be reassigned at the sole discretion of Show Management. Show Management reserves the right to accept or reject any signed application submitted and no application should be considered accepted by Show Management until it is executed by Show Management.

4. Exhibitor Cancellation. All requests for cancellation of booth space must be sent to Show Management in writing. Cancellations made in writing prior to February 1, 2025 will be refunded less 50% of the total charges. Cancellations received after February 1, 2025 are not eligible for a refund. If at any point the exhibitor cancels and has not paid the deposit amount owed at the time of cancellation, such deposit shall then become a cancellation fee.

5. Subletting of Space. No exhibitor may assign, sublet or apportion the whole or any part of the space assigned or permit any party to exhibit or distribute any materials of or occupy any of such space for the purpose of promoting any business other than that of the exhibitor to which the space is assigned, except as may be permitted in writing from Show Management. 

6. Booth Accessibility. Under Title III of the Americans with Disabilities Act, each exhibitor is responsible for making his exhibit accessible to the disabled, and shall indemnify Show Management and the convention facility against failure to do so. Exhibitors who have constructed, or are planning to construct, multi-level booths must comply with federal law and all state and local fire and safety codes.

7. Space Assignment. Booth selections will be assigned on a first-come, first-served basis. However, Show Management reserves the right to change location assignments at any time as it may, in its sole discretion, deem necessary.

8. Compliance with Laws. Exhibitors shall comply with all applicable laws, codes and rules and regulations of the federal, state and city governments and the convention facility, as well as all rules and regulations of AABC Commissioning Group, and these Terms and Conditions, as may be amended from time to time. The exhibitor shall use the leased area in a safe and careful manner, and shall not do, or permit others to do, anything in any leased area(s) or convention facility which would cause a difference in conditions from those previously approved by Show Management’s insurance carriers or the convention facility, which would in any way increase insurance premiums payable by Show Management or the convention facility.

9. Liability and Waiver Subrogation. Show Management, the convention facility and their employees and representatives shall not be responsible for any loss, damage or injury to person or property that may be suffered by the exhibitor, or the exhibitor’s employees, from any cause whatsoever arising out of participation in the Event prior, during or subsequent to the period covered by this exhibit application, excluding that caused by or resulting from the negligence of Show Management or convention facility and their employees and representatives. Exhibitor shall indemnify, defend and hold harmless Show Management, its officers, directors, employees and agents against and from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) arising from or by any reason of any accident, bodily injury, property damage or other claims or occurrences to any person, including Exhibitor, its employees and agents, or any business invitees of or related to Exhibitor’s occupancy or use of the booth space and any other leased area(s) of the convention center. The terms of this provision shall survive the termination or expiration of this Agreement. Exhibitors shall obtain, at its own expense, adequate insurance against any such injury, loss or damage. The exhibitor waives the right of subrogation by its insurance carrier(s) to recover losses sustained under exhibitor’s insurance applications for real and personal property. If requested, the exhibitor, as a condition to participation in the Event, shall obtain from its insurer(s) a waiver of subrogation consistent with this provision.

10. Interruption or Prevention of Event. If the Event is interrupted or prevented to be held in any format, for any reason beyond the control of Show Management, then this Exhibit Space Application shall terminate and the exhibitor hereby waives any claim against Show Management for damages of any kind or nature by reason of such termination except that any unearned portion of the space rental due hereunder shall abate.

11. Security and Insurance. Exhibitors are solely responsible for the safety of their property, and Show Management shall not be responsible for the safety of the property from theft, damage by fire, accident or any other cause. Exhibitor shall carry liability insurance in such amounts sufficient to cover all obligations under this Agreement. All property of the exhibitor is understood to remain in his care, custody and control in transit to or from or within the confines of the exhibit hall.

12. Displays—General. Commercial radio and TV reception are not valid exhibit devices and at no time shall either be permitted in exhibitors’ booths. Closed-circuit TV, tape recorders, sound-pictures (motion or still), or other audiovisual devices with audible sound are also specifically excluded except where such devices are housed in enclosed areas, or so constructed that the sound will not be heard outside of the exhibitor’s booth and will not interfere with exhibitors in adjoining booths. What is shown or heard must be directly related to the products, machines or services of the exhibitor. Models and exhibitor personnel shall be attired tastefully as determined by Show Management.

13. Photos and Videos. Exhibitor may take photos or videos of its displays; however, Exhibitor is not permitted to directly take pictures of any other display or instruct others to take such pictures without written permission of AABC Commissioning Group and the exhibitor whose display is being photographed. Notwithstanding the foregoing, exhibitor authorizes AABC Commissioning Group to photograph and/or record all or any part of the Event (including, without limitation, exhibitor’s exhibit space and personnel), and exhibitor hereby grants AABC Commissioning Group the worldwide, perpetual, royalty free right and license to reproduce, distribute, transmit, publicly perform and publicly display all such photographs and recordings (and any derivative works thereof) in any medium (now existing or hereafter developed).

14. Solicitation or Demonstration by Exhibitors. Exhibit activities must be conducted so as not to interfere with the approved activities of any other exhibitor; specifically prohibited are excessive noise and activities that block the entrance and exit from neighboring booths. Exhibitors are not permitted to use strolling entertainment. All costumed characters must confine their activities to the exhibitor’s booth. Handouts can be used for promotional purposes provided they are in good taste as determined by Show Management. All handouts must be distributed from the exhibitor’s booth and not from other areas of the exhibit hall or in the lobbies, banquet rooms or other public places in Official Hotels unless written permission has been granted by Show Management. Any cost incurred by Show Management to remove stickers or other materials will be charged back to the exhibitor that used them. Unofficial identification badges are prohibited. No exhibitor shall give away to anyone attending the exposition, boxes, containers, bags or any other envelope or container which can be used to collect samples of merchandise. The taking of photographs, videos or tape recordings by anyone in the exhibit hall is prohibited except in the case of official photographers, the press or with the written consent of the exhibitor in whose booth the photos or recordings are being made.

15. Lotteries, Games of Chance or Attendance Prizes. Promotional plans designed to generate booth traffic cannot require visitors to be present at a specified location or time. No illegal promotions shall be permitted.

16. Outside Exhibits/Hospitality Suites. Exhibitor is prohibited, without express written approval from Show Management, from displaying products/services and/or other advertising material in areas outside its booth space such as, but not limited to, trade show aisle space, parking lots, hotel lobbies, lounges, corridors, sleeping rooms, etc., as well as unauthorized facility tours. Exhibitor also agrees not to operate hospitality suites or host any hospitality functions during official Event hours or when any AABC Commissioning Group sponsored activities are being held. All requests for a hospitality suite or public function space must be made through AABC Commissioning Group. 

Exhibitor shall remain liable for the payments made to the hotel.

17. Damage to Property of Others. Exhibitor shall be solely responsible for the cost of any damage to the convention center, official hotels, property of others, and any other claims and cost arising out of exhibitor’s use of the leased area(s), regardless of how or by whom such damage was caused.

18. Fire Protection. No combustible decoration, such as but not limited to crepe paper, tissue paper, cardboard or corrugated paper, shall be used at any time. All packing containers, excelsior or wrapping paper are to be removed from the exhibit floor and must not be stored under tables or behind displays. All decorations and booths must be of flame-proofed materials. Exhibitor shall be solely responsible for all fire damages and costs.

19. Shipping Instructions. An official show contractor will be appointed to assure orderly and expeditious handling of exhibit materials in and out of the exhibit hall. The cost of this service will be paid by the exhibitor. 

20. Penalties. Failure to comply with all conditions of this application or any other rule or regulation governing the conduct of the Event, or any amendments thereto shall be cause for Show Management to close the exhibit of the offending exhibitor at Show Management’s discretion after notice of failure to comply is given to the exhibitor and compliance is not effected forthwith. Offenders may also be prohibited from exhibiting at one or more subsequent shows. No refunds or credits will be issued in the event that Show Management has to close the exhibit of the offending exhibitor.

21. Other Regulations. Any and all matters not specifically covered by the preceding rules and regulations shall be subject solely to the decision of Show Management. SHOW MANAGEMENT SHALL HAVE FULL POWER TO INTERPRET, AMEND, AND ENFORCE THESE RULES AND REGULATIONS, PROVIDED EXHIBITORS RECEIVE NOTICE OF ANY AMENDMENTS WHEN MADE. EACH EXHIBITOR AND ITS EMPLOYEES AGREES TO ABIDE BY THE FOREGOING RULES AND REGULATIONS AND BY ANY AMENDMENTS OR ADDITIONS THERETO IN CONFORMANCE WITH THE PRECEDING SENTENCE. EXHIBITORS OR THEIR REPRESENTATIVES WHO FAIL TO OBSERVE THESE CONDITIONS OF APPLICATION OR WHO, IN THE OPINION OF SHOW MANAGEMENT, CONDUCT THEMSELVES UNETHICALLY MAY IMMEDIATELY BE DISMISSED FROM THE EXHIBIT AREA WITHOUT REFUND OR OTHER APPEAL.