Indemnification
The exhibitor agrees to indemnify and hold harmless the AOA, its officers, directors, agents and employees from any and all claims of liability of third parties arising out of or related to the acts of omissions of the exhibitor in connection with the exhibitor’s participation in the 2014 AOA-32 Annual Educational Conference.
The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save the AOA and the Omni Nashville Hotel and its employees and agents harmless against all claims, losses and damages to persons or property, or caused by exhibitor’s installations, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the Omni Nashville Hotel, its employees and agents.
Space Limitations
The AOA reserves the right to stop or remove from the conference any exhibitor, or his representative, performing an act or practice when in the opinion of conference management is objectionable or detracts from the dignity of the conference or is unethical to the business purpose of the conference. Conference management reserves the right to refuse admittance of exhibits or materials to the conference until all dues and fees are paid in full. No exhibitor shall hold any social event to which buyers are invited or entice buyers off the conference floor during official conference hours.
Booth Assignment
The AOA reserves the right to place reasonable limitations on the number of booths or tables to be rented by any exhibiting company. The AOA staff strives to provide a broad spectrum of products and services.
Company Category
The AOA will determine how many companies in any given category will be accepted. This could mean that an exhibitor might not be approved to exhibit due to the response of companies in that category. If an exhibitor is not approved, deposit/booth payment will be fully refunded.
Accepted categories of companies are:
-- Allergy (AL)
-- Audiology (AU)
-- Audiology Management (AUM)
-- CT Scanners (CT)
-- Electronic Medical Record (EMR)
-- Practice Management (PM)
-- Technology (TECH)
-- Marketing (MKT)
-- Medical Instruments (MI)
-- Operations (OPN)
Booth Policy
Exhibit personnel may not enter, photograph or video another exhibitor’s booth without obtaining permission. This is out of respect for the rights of other vendors to conduct business during the exhibit hours without interference or improper intervention. The AOA, its representatives and its staff shall have free access to any exhibit at all times in the performance of their assigned duties. It is against AOA’s policy to "share" booth space. Each company that desires to conduct business at the AOA-32 Annual Educational Conference must be an exhibitor or sponsor at the conference. Companies whose products are used in conjunction with each other are prohibited from exhibiting in the same booth. Companies are permitted to locate their booths next to each other on the Exhibit Hall floor, if they desire. AOA staff members are able to assist in ensuring your booths are placed on the floor plan to your best advantage during your booth draw time. Any company found to be in violation of this policy will be asked to remove all identifying information for the company that did not purchase a booth. This can include literature, signage, shirts with logos, etc. Companies that are not exhibiting at the conference cannot be represented at the conference in any manner.
Staffing of Booths
As a courtesy to our attendees, all exhibits must be open on time and remain staffed each day during the dedicated hours. Exhibitors are only required to staff their booths during dedicated hours. Staffing is optional outside of dedicated hours – the AOA and Omni Nashville Hotel urge exhibitor representatives to exercise precautions to discourage theft (see Security). Please see schedules on pages 13 and 16 for more information.
Dismantling of Exhibits
Dismantling of booth space prior to the designated teardown time is prohibited. This will result in a fine of $1,000 and possible loss of future AOA exhibit participation. Arrangements can be made in the event that it is absolutely necessary, at the exhibiting company’s expense.
Exhibitor Registration
A company may register the expressed number of individuals, complimentary, per the company’s level of sponsorship. Additional badges may be purchased at registration on-site. Badges are not transferable. Replacement of lost badges will be issued for $300 each, payable upon receipt. Company badges will not be accepted in lieu of the official AOA-32 Annual Educational Conference badge. Supplementing the badge with business cards as well as altering, adding to or defacing the official badge is not permitted. You will be required to present a picture ID to pick up your badge or to replace a lost badge.
NEW: Day Passes
Day passes are available for representatives that are only staffing their company’s booth for one day. The fee for a Day Pass is $125. This fee does not include entry into any receptions, but it does include breakfast and lunch. The fee to attend any of the receptions is $45 per event.
Exhibitor Service Kits
The Exhibitor Service Kit contains conference information, important dates and order forms for all conference services.
Compliance with Local Ordinances
Licenses and permits required by local statute, ordinance or regulation (if any) are to be obtained and paid for by the exhibitor. Each exhibitor will be individually responsible for compliance with local health, fire and safety ordinances and regulations. All products or services exhibited must comply with all state and local regulations, and with all current FDA regulations for such products and services highlighted in the section "FDA Compliance."
The AOA has no further responsibility to notify the exhibitors that this compliance is required.
Damage to Hotel Property
Exhibitors will be held responsible for any damage done to the Omni Nashville Hotel by them, their employees or their agents. No nails, tacks or screws may be driven into the floor, wall or woodwork of the building.
General Service Contractor
Material or handling, drayage, furniture, carpet, extra draperies, labor, telephone, audio/visual equipment, electrical services and crate storage are available through the show decorator, Freeman. Exhibitors shall be fully responsible for all fees associated with the construction, maintenance, utility, shipping, storage and use of their exhibit. All shipments must be prepaid.
Insurance
If you are using an Exhibitor Appointed Contractor [EAC] (an independent contractor hired by exhibiting companies to provide services that might include labor to build the booth, booth supervisors, booth designers, independent display companies, delivery personnel, technicians, manufacturing reps, etc.) for your booth, you are required to submit a Certificate of Insurance. You are required to cover exhibit material against damage and loss and public liability insurance of at least $1 million per occurrence and $1 million per aggregate, against injury to the person and the property of others. Policies shall name the AOA as the additional insured. Certificates of Insurance must be received by Aug. 16, 2014.
Loss or Damage
All property of the exhibitor remains under the exhibitor’s custody and control while in transit to and from the Omni Nashville Hotel, during installation and removal, and while it is in the confines of the Omni Nashville Hotel. Neither the AOA, Freeman, the Omni Nashville Hotel nor any other of the officers, directors, agents or employees of any of the same are responsible for the safety of the exhibitor’s property from theft, damage by fire, accident, vandalism or any other causes, and the exhibitor expressly waives and releases any claim or demand against any of them by reason of any damage to or loss of any property, except where the damage or loss is due to gross negligence or willful misconduct of the person or entities mentioned above, their agents or employees.
Payment
The following deposit amounts are due when registration is completed:
-- Exhibitor – $1,500
-- Silver Sponsor – $1,650
-- Gold Sponsor – $2,500
-- Platinum Sponsor – $5,000
Once you have submitted your application online, please call the AOA Office at 412-243-5156 to make a payment via credit card. If you are sending a check, please make it payable to the Association of Otolaryngology Administrators and mail to 2400 Ardmore Blvd. Ste. 302, Pittsburgh, PA 15221. The remaining balance is due by Aug. 16, 2014. If the remaining balance is not received by Aug. 16, 2014, your space can be released for non-payment. Registrations received after Aug. 1, 2014, will require full payment. No refunds will be issued after Aug. 1, 2014.
Cancellations and Non-Payment/Refunds
Any and all cancellations must be received in writing. The AOA reserves the right to resell any canceled space. Please see below for cancellation schedule:
-- If space is canceled before Feb. 28, 2014, conference management will retain or exhibitor will pay a $500 cancellation fee.
-- If space is canceled between March 1, 2014, and June 1, 2014, conference management will retain or exhibitor will pay a $800 cancellation fee.
-- If space is canceled between June 2, 2014, and Aug. 15, 2014, conference management will retain or exhibitor will pay a $1,250 cancellation fee.
-- If space is canceled OR not paid in full after Aug. 16, 2014, conference management will retain or exhibitor will pay 100 percent of the total booth cost.
If the event is canceled because of reasons beyond the control of conference management, space fees or deposits already made will be returned to exhibitors on a pro rata basis, after all related event expenses incurred by conference management, through the date of cancellation, have been met and such refund shall be accepted by exhibitor in full settlement of all loss or damage suffered by exhibitor.
Space not paid in full by the deadline date of Aug. 16, 2014, will result in the space being released for non-payment. No exceptions will be made to this policy. Companies will be notified regularly of any outstanding balances. Deposits will not be returned, and no refunds will be issued after Aug. 16, 2014.
Show management has the absolute right to cancel the contract if exhibitor fails at any time to comply with any of the terms, provisions or conditions of the contract. Such cancellation shall be without liability on the part of the conference management, and in the event of cancellation, conference management shall retain all payments made by exhibitor for exhibit space. Conference management has the right to cancel the contract if exhibitor becomes insolvent.
Reservation of Right to Make Changes
Any matters not specifically covered herein are subject to decision by the AOA Leadership Council and Executive Director. The AOA reserves the right to make such changes, amendments and additions to these rules as it considers advisable for the proper conduct of the exhibit, with the provision that all exhibitors will be advised of any changes.
Security
A security company will be engaged to provide protection for the overall exhibit area (this includes the Exhibit Hall and the hall immediately outside of it) during non-conference hours, but not for any particular exhibit. Neither the AOA nor the Omni Nashville Hotel will be held responsible for the loss or damages to exhibitor property. The AOA and Omni Nashville Hotel urge the exhibitors to exercise precautions to discourage theft.
Prizes and Giveaways
Exhibitors are allowed to hold prizes and giveaways at their booths. If you would like AOA to list your prizes or giveaways in the conference brochure, you must submit your company name and prize or giveaway to Caitlin Price at cprice@cmemanage.com by March 27, 2014.
Event Hosting
Social functions sponsored independently by exhibitors at the conference site during the AOA-32 Annual Educational Conference to which attendees are invited must receive AOA’s prior written approval. Exhibitor functions cannot conflict with schedule conference education sessions or social events.