Exhibitor Prospectus - Rules and Regulations

The Rules and Regulations are incorporated as part of the Exhibit Space Rental Agreement. All Rules and Regulations have been developed to ensure the show’s integrity and to create a high quality marketing opportunity for your company.
ASAPS/ASERF reserves the right to interpret rules and regulations, as well as make final decisions on all points not covered above. If you require additional information please contact:

Linda Stanton, Exhibits Manager
11262 Monarch Street
Garden Grove, CA 92841
Phone – (562) 799-2356
Fax – (562) 799-1098
Email: linda@surgery.org

ADA Requirements
Each exhibitor shall be responsible for compliance with the Americans with Disabilities Act of 1992 within their booth and assigned space to ensure access into their booth. For more information, please refer to the U.S. Department of Justice ADA Information website: www.usdoj.gov/disabilities.html

Conduct of Exhibits
The Society and the Foundation reserve the right to approve all exhibits and activities related thereto and may refuse to admit an exhibit or may require that an Exhibit be curtailed if it does not meet the standards herein set forth, if it reflects against the character of the Society or its meeting or if it exceeds the bounds of good taste as interpreted by the Exhibits Committee. Questions regarding an exhibit or activity should be submitted to the Society in advance to avoid unnecessary inconvenience in this regard.

• Drawings, raffles, surveys, polls, quiz-type contests, giveaways or other free or special convention offers of any type will not be permitted without written approval by the Central Office. Please contact ASAPS at least 2 months prior to the meeting if you have questions regarding this policy.
  
  
• Exhibitors may not sell, serve or dispense any food or beverages in the Exhibit Hall without the written approval of the ASAPS Central Office.
  
  
• All exhibitor activity must be contained within the confines of their booth space—solicitation in the aisles is not allowed.
  
  
• You may not wear, demonstrate or exhibit your product outside your booth space.
  
  
• All booth furnishings taller than 42 inches must be placed in the rear half of the booth.
  

The exhibitor agrees that all public relations, press and media-related activities must be processed and approved by the ASAPS/ASERF Public Education Staff.

Violation of these restrictions will constitute grounds for removal of the Exhibit without refund of booth fees.
Exhibitors with noisy electrical devices, sound-producing equipment or other devices which prove objectionable to other exhibitors because of noise, odor or other disagreeable features, must agree to control the noise and/or odor of such devices to an absolute minimum. Exhibitors with such equipment must agree to accept booth assignments, which will abate reasonable objections to these annoyances.

Inspections of the exhibits by the fire marshal and/or Show Management may be conducted during the set up time and will attempt to advise exhibitors of any deviation from exhibit rules. On-site corrections to comply with these rules will be at the exhibitor’s expense.

A copy of “ASAPS/ASERF Exhibitor’s Booth Ethics,” designed by the Exhibitors’ Advisory Committee to establish professional conduct during the exhibits, will be forwarded to the exhibiting organization’s representative upon receipt of the completed Agreement. Copies will also be distributed at the beginning of the show. Questions can be directed to your representatives on this committee.

Construction of Exhibits
Each booth is 10' x 10' and will contain 8' high red and white draped back-wall and 36'' high sidewalls. Care is to be used so as not to obstruct those exhibiting in adjacent spaces. The exhibit hall is not carpeted. The aisle carpet color will be grey and will be provided by the Aesthetic Society. Please refer to the link for booth layout designs. No solid exhibit construction will be permitted to exceed 42 inches in height except in the back half of the space. No exceptions will be made in regard to the solid back or side wall construction of any booth. Exhibit booth structure for design and lighting purposes will be allowed to a maximum of 16 feet. NO two story booths may be erected. All materials used in display construction or decorating must be made of fire retardant materials and be certified as flame retardant. All exhibitors should provide space within the confines of their area for physicians and other visitors. Space must be provided so that the audience for any demonstrations or discussions may stand within the exhibitor’s space, rather than the aisle.

Liability
The exhibitor assumes full responsibility for damage its personnel or properties cause to the building structure of the Gaylord National Hotel and Convention Center or to neighboring exhibits. Reasonable precautions will be taken by ASAPS/ASERF during the official period of installation, show and dismantling to protect exhibits against ordinary damage or loss by theft. However, ASAPS/ASERF, the Gaylord National Hotel and Convention Center, the decorator, nor the drayage company can guarantee or insure exhibitors against loss or damage of any type. Each exhibitor, in submitting an application for space, agrees to waive any and all claims it may have against ASAPS/ASERF, the Gaylord National Hotel and Convention Center, the Decorator or drayage company for any injury to any persons or damage, destruction, loss or theft of exhibits or other property arising out of, or relating to, the use of the exhibit space by the exhibitor, except for claims for negligence of ASAPS/ASERF, the owners of the Gaylord National Hotel and Convention Center, the decorator or the drayage company and their respective agents, servants, and employees. In addition, each exhibitor, in making application for space, agrees to protect, indemnify, hold harmless and defend ASAPS/ASERF, the Gaylord National Hotel and Convention Center, the decorator and the drayage company against any and all liability claims or expense asserted against either or all of them for damage to property or injury to persons that may be caused by reason of, or as a result of, the exhibitor’s negligence or the negligence of its agents, servants and employees. If the Gaylord National Hotel and Convention Center or any portion thereof, is destroyed or damaged by fire or other calamity so as to prevent the use of the premises for the purposes during the period of the exhibit, or if the premises cannot be used because of strikes, acts of God, national emergency or other causes beyond the control of ASAPS/ASERF, this exhibitor’s lease shall terminate and the exhibitor hereby waives any claims against ASAPS/ASERF and ASAPS shall refund the prepaid fee to the exhibitor.
This lease is subject to, and the exhibitor, its agents and employees shall use and occupy by the exhibit space pursuant to, all terms and conditions of the agreement between ASAPS/ASERF and the Gaylord National Hotel and Convention Center regarding the use and occupancy of the Gaylord National Hotel and Convention Center and to all reasonable rules and regulations prescribed by the Gaylord National Hotel and Convention Center. The exhibitor shall also conform to all federal, state and local statutes, ordinances, rules and regulations that are applicable during the period of the exhibit.
Those exhibitors with products or services regulated by the FDA should note the appropriate FDA Regulations. It is the responsibility of the exhibitors and manufacturers to provide accurate, current information on the regulatory status of their products and devices. Any mention of product names that are accompanied by information on usage and indications will be viewed as product advertisements and must comply with full disclosure requirements.

Subletting of Space
Exhibitors may NOT sublet booth space to any other company that is not a division of the same company or a legally contracted agent of the exhibitor (valid proof will be required before permission is given). Violation of this portion of the agreement will result in expulsion of one or both exhibitors. Written requests for permission to include affiliated representatives must be sent to ASAPS/ASERF at the time of the returned contract.

Violation of Rules and Regulations
As a condition of exhibiting, each exhibitor must comply with these policies. Violations will be enforced as follows:

• 1st violation will result in a written warning
  
• 2nd violation will result in loss of one booth assignment point
  
• 3rd violation will result in loss of 1/2 of accumulated points
  
• 4th violation will result in loss of all points and eligibility to exhibit at future ASAPS/ASERF Meetings
  Floor Plan
  

If you have any questions, please call the Central Office at (562) 799-2356 or email Linda Stanton at linda@surgery.org.