Exhibitor Rules and Regulations Agreement

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AAPI 2013 Convention Exhibitor Rules and Regulations Agreement

AAPI 2013 Convention Exhibitor Rules and Regulations Agreement

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  • 1. AMERICAN ASSOCIATION OF PHYSICIANS OF INDIAN ORIGIN     31ST ANNUAL CONVENTION t MAT 23 – MAY 27, 2013 t SHERATON HOTEL & TOWERS t CHICAGO AAPI PRESIDENT: NARENDRA KUMAR, M.D. CONVENTION CHAIR: BIRENDER MARWAH, M.D. aapipresident@aapiusa.org bmarwah28@gmail.com AAPI 2013 Exhibitor Rules & Regulations  Application for Booth SpaceReservations for space are to be made on the AAPI convention website http://www.aapiconvention.org.Each company will select their booths space and is available on a first-come, first-serve basis. Theexhibit hall will be divided into different sections according to the type of exhibit. Companies with similarproducts or services will be located in the appropriate section. AAPI reserves the right to makeadjustments and modify exhibit space, if necessary. Submission of payment does not guarantee exhibitspace.Booth RentalBooth rental fees are payable by check, money order or credit card in US funds only. Full paymentmust accompany application in order to be assigned space. AAPI has the right to turn away anyexhibitor or vendor. If the behavior does not meet with the standards of AAPI, the vendor will beremoved from the exhibit floor and their money will not be refunded.CancellationCancellations must be made in writing to the AAPI Executive Office. Cancellations that are received onor before April 24, 2013 will be refunded 50% of their payment. Cancellations that are received on May15, 2013 and after may not be given any refunds. Postmark by US Postal Authorities will be thedetermining factor. If the convention is cancelled due to: a) acts of God (including adverse weather) orpublic enemy, war, domestic or international terrorism, riot, embargo, sabotage, flood, accident, fire,explosion, or labor union action; b) compliance with an order of a court, an arbitrator, or governmentagency; c) insufficient exhibitors or registrants (in AAPIʼs sole discretion); d) a reason that AAPIdetermines would make holding the convention imprudent or impractical, or e) another cause beyondAAPIʼs reasonable control, then Exhibitor and AAPI will have no further obligations to each other. Inthat event, AAPI may refund all, part, or none of Exhibitorʼs fees.Booth RestrictionsSpecial signs, booth construction apparatus, lighting fixtures, etc., will not be permitted to extend aboveeight feet or to exceed four feet from the back wall and one foot above the side rails. AAPI reserves the   600 ENTERPRISE DRIVE, SUITE 108 t OAK BROOK, ILLINOIS 60523 t OFFICE: (630) 990-2277 t FAX: (630) 990-2281 www.aapiusa.org t www.aapiconvention.com t Tax ID: 38-2532505
  • 2. AMERICAN ASSOCIATION OF PHYSICIANS OF INDIAN ORIGIN     31ST ANNUAL CONVENTION t MAT 23 – MAY 27, 2013 t SHERATON HOTEL & TOWERS t CHICAGO AAPI PRESIDENT: NARENDRA KUMAR, M.D. CONVENTION CHAIR: BIRENDER MARWAH, M.D. aapipresident@aapiusa.org bmarwah28@gmail.comright to decline or prohibit entry of any exhibitors and to remove or eliminate any objectionable exhibits,persons, advertisements, souvenirs, or any other fixture or action which might harm or impair the highstandards of AAPI and its convention at its discretion. There is a limit of three attendants per booth.AAPI, through its representatives, shall have full authority in the interpretation and enforcement of allExhibit Rules and Regulations contained herein; and shall have full authority to make suchamendments or further Exhibit Rules and Regulations hereto as it shall consider necessary for theproper conduct of the trade show. Exhibitors may appeal any decisions made by AAPI regarding theabove Exhibit Rules and Regulations to AAPIs Convention Committee, whose decision shall be final. IfAAPI finds your booth description or giveaways inconsistent with the professional nature of theconference, we reserve the right to further review your presence on the show floor and refuse yourapplication.Show HoursTo ensure a professional climate, all exhibits must operate through the closing hour of the Exhibit Hall.Exhibitors are not permitted to dismantle or remove their display prior to the last day of the showwithout express written permission of the AAPI Exhibitor Coordinator. If AAPI approves that theexhibitor may dismantle or remove their display prior to the last day, the exhibitor will be moved andplaced in the back of the exhibit hall. This way, there will be no empty booths on the exhibit floor oncethe exhibitor has dismantled their exhibitInstallation & Dismantling ExhibitsAll exhibitors must adhere to the specific set-up/teardown days and hours. Exhibitors are not permittedto dismantle or remove their display prior to the last day of the show without express written permissionof AAPI show management. Children are not allowed on the exhibit floor during set-up and tear-down. Ifan exhibitor is not available during the walkthrough on Friday, May 24 at 8 AM, they will forfeit theirlocation and their booth. They will also be removed from the exhibit hall and their payment will not berefunded. There will be no exceptions.SecuritySecurity personnel will be on duty during move-in and move-out. Security will also be provided duringafter show hours to cover the perimeter of the exhibit hall. AAPI is not responsible for stolen or lostitems during the AAPI Convention or Exposition. If you have valuable items, exhibitors are encouragedto remove them each night or contract additional security services or have their products and materialsinsured.   600 ENTERPRISE DRIVE, SUITE 108 t OAK BROOK, ILLINOIS 60523 t OFFICE: (630) 990-2277 t FAX: (630) 990-2281 www.aapiusa.org t www.aapiconvention.com t Tax ID: 38-2532505
  • 3. AMERICAN ASSOCIATION OF PHYSICIANS OF INDIAN ORIGIN     31ST ANNUAL CONVENTION t MAT 23 – MAY 27, 2013 t SHERATON HOTEL & TOWERS t CHICAGO AAPI PRESIDENT: NARENDRA KUMAR, M.D. CONVENTION CHAIR: BIRENDER MARWAH, M.D. aapipresident@aapiusa.org bmarwah28@gmail.comExhibit Hall AdmissionAdmission to the exhibit floor will be by official convention badge only. This applies to all exhibitors andany other personnel. A uniformed guard will check all badges. Additional booth staff passes areavailable for purchase.Exhibit Hall StandardsAAPI reserves the right to decline or prohibit any exhibit, to remove or eliminate any objectionableexhibits, person, advertisements, souvenir, or any other feature or action which might harm or impairthe high standards of the convention at will. Canvassing or distributing advertising material beyond theexhibitors own booth is not permitted. Persons who are not exhibiting are prohibited from marketingmaterials within the Convention Center. If this does occur, the security will confiscate all materials andask the individual to leave the premises. If the individual does not leave willingly, the local authoritieswill be asked to intervene. Exhibitor will comply guidelines established by the FDA and PhARMA.Exhibitor will also comply with applicable federal, state, and local laws, regulations, and ordinances,including without limitation the Americans with Disabilities Act. Exhibitor will inform all its employeesand agents of this compliance requirement and will be responsible for their compliance.Labor & Union RegulationsExhibitors are required to conform to the local labor regulations. Union display personnel must handlespecial constructed displays; union electricians must install electrical fixtures. The services of theseskilled trades are available as required. The official decorator company will provide you with moreinformation via the Exhibitor Service Kit.InsuranceExhibitor shall obtain and keep in force during the term of the installation and use of the exhibitpremises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance,insuring and specifically referring to the Contractual liability set forth in this agreement, in an amountnot less than $2,000,000 combined Single Limit for personal injury and property damage. TheConvention Center, its owners and operator, shall be included in such policies as additional namedinsureds. In addition, Exhibitor acknowledges that neither the Hotel, its owners and operator, nor AAPIofficials or its agents maintain insurance covering exhibitors property and that it is the soleresponsibility of the Exhibitor to obtain business interruption and property damage insurance insuringany losses by Exhibitor. Signatures of the exhibitors on the application indicate that they understandthis and have obtained such insurance.   600 ENTERPRISE DRIVE, SUITE 108 t OAK BROOK, ILLINOIS 60523 t OFFICE: (630) 990-2277 t FAX: (630) 990-2281 www.aapiusa.org t www.aapiconvention.com t Tax ID: 38-2532505
  • 4. AMERICAN ASSOCIATION OF PHYSICIANS OF INDIAN ORIGIN     31ST ANNUAL CONVENTION t MAT 23 – MAY 27, 2013 t SHERATON HOTEL & TOWERS t CHICAGO AAPI PRESIDENT: NARENDRA KUMAR, M.D. CONVENTION CHAIR: BIRENDER MARWAH, M.D. aapipresident@aapiusa.org bmarwah28@gmail.comExhibit Hall IndemnificationExhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify andsave the Hotel, and AAPI and each of their respective owners and operators, and each of the Hotel andAAPIs respective parents, subsidiaries, affiliates, employees, governmental charges or fines andattorneys fees arising out of or caused by its installation, removal, maintenance, occupancy or use ofthe exhibition premises or a part thereof, excluding any such liability caused by the sole grossnegligence of AAPI and/or the Hotel and their respective employees and agents.Hotel PropertyIt shall be agreed by the individual exhibitors that any contractors engaged for the purpose of installingand dismantling exhibits and equipment, that the Hotel shall be compensated for any expenses inrepairing damages for handling or movement of such exhibits and equipment off the premises. Nothingshall be attached in any manner to the columns, walls, floor, ceilings or other parts of the building orfurniture.Giveaway/Selling RestrictionsWritten permission from AAPI management is required for offering of premiums such as television sets,radios, etc. during the convention and on the exhibit floor.Conflicting ActivitiesExhibitor will not extend unauthorized invitations, schedule meetings, or encourage absence ofattendees, exhibitors, or invited guests from educational sessions or the Exhibit Hall when open.Rules & RegulationsAAPI, through its representatives, shall have full authority in the interpretation and enforcement of allExhibitor Rules and Regulations contained herein; and shall have full authority to make suchamendments or further Exhibit Rules and Regulations hereto as it shall consider necessary for theproper conduct of the convention. AAPI reserves the right to alter location of exhibits and/or revoke paidexhibit space reservations at will in the interest of the convention. AAPI or its representatives cannotguarantee the number of visitors to the exhibits, sales of any merchandise or the number of registrantsfor the convention. Any exhibitor violating the rules and regulations will jeopardize its exhibitor statuswith AAPI and may not be allowed to exhibit at future AAPI conventions. Exhibitors may appeal anydecisions made by AAPI and its representatives regarding the above Exhibit Rules and Regulations toAAPIs Convention Committee, whose decision shall be final.   600 ENTERPRISE DRIVE, SUITE 108 t OAK BROOK, ILLINOIS 60523 t OFFICE: (630) 990-2277 t FAX: (630) 990-2281 www.aapiusa.org t www.aapiconvention.com t Tax ID: 38-2532505
  • 5. AMERICAN ASSOCIATION OF PHYSICIANS OF INDIAN ORIGIN     31ST ANNUAL CONVENTION t MAT 23 – MAY 27, 2013 t SHERATON HOTEL & TOWERS t CHICAGO AAPI PRESIDENT: NARENDRA KUMAR, M.D. CONVENTION CHAIR: BIRENDER MARWAH, M.D. aapipresident@aapiusa.org bmarwah28@gmail.comEntire AgreementThis Agreement contains the full and complete understanding of the Parties concerning the subjectscontained herein and supersedes any and all prior written or oral agreements between the parties andcannot be amended except in writing signed by both parties. In entering into this Agreement, neitherparty has relied upon any statement, representation, warranty or agreement of the other party exceptfor those expressly contained in this Agreement. No refunds will be allowed after start of convention.   600 ENTERPRISE DRIVE, SUITE 108 t OAK BROOK, ILLINOIS 60523 t OFFICE: (630) 990-2277 t FAX: (630) 990-2281 www.aapiusa.org t www.aapiconvention.com t Tax ID: 38-2532505
  • 6. AMERICAN ASSOCIATION OF PHYSICIANS OF INDIAN ORIGIN     31ST ANNUAL CONVENTION t MAT 23 – MAY 27, 2013 t SHERATON HOTEL & TOWERS t CHICAGO AAPI PRESIDENT: NARENDRA KUMAR, M.D. CONVENTION CHAIR: BIRENDER MARWAH, M.D. aapipresident@aapiusa.org bmarwah28@gmail.com AcceptanceThis is to certify that ______________________ (Company Name) agrees terms, rules and regulationsunder the arrangements as outlined herein, for:31st Annual AAPI ConventionMay 23 – May 27, 2013Sheraton Hotel & Towers, ChicagoAAPI agrees to abide by the arrangements as outlined herein to perform duties for the AAPI 2013Convention.Submitted by:AAPI 2013 Convention_____________________________Narendra Kumar, MDPresident AAPI 2013Accepted, approved and agreed:Signature: ___________________________Date: ___________________________Name: ___________________________Title: ___________________________Company Name: ___________________________     600 ENTERPRISE DRIVE, SUITE 108 t OAK BROOK, ILLINOIS 60523 t OFFICE: (630) 990-2277 t FAX: (630) 990-2281 www.aapiusa.org t www.aapiconvention.com t Tax ID: 38-2532505