Exhibitor Rules & Regulations

ADMISSION TO SCIENTIFIC COURSES

AACD Scientific Session Exhibitors shall be entitled to receive one pass to attend clinical education courses, on a space-available basis, per exhibit booth rented. The pass(es) may only be used by the exhibiting company principles or by full-time employees of the company. To obtain the passes, the exhibiting company must submit the name(s) of the person(s) who will use the pass(es) to the AACD office no later than three weeks prior to the start of the conference. The request for the pass(es) must state that the person(s) using the pass are full-time employees or principals of the exhibiting company.

AACD MEMBER POLICY

All AACD members who also exhibit at the AACD Scientific Session will receive a $200 discount on conference registration fees. However, they must pay all exhibitor fees as well as their individual conference registration fees to receive the $200 discount. Exhibitor badges may be used for General Sessions and social events, but they can-not be used to attend any scientific courses or workshops. Exhibitor registration does not count as “attending” for maintaining “membership in good standing” status and the resultant availability to receive referrals from the 800 number and the Web site.

ELIGIBILITY OF EXHIBITS

Exhibition is restricted to companies that are in good standing with the Academy. The Academy is under no obligation to extend application privileges to any company regardless of whether or not said company has exhibited at past Academy meetings. The Academy shall be the sole judge as to the acceptability of exhibits. Products that fall under FDA Guidelines must have FDA certification to exhibit. An exhibit may not display any product or distribute advertisements for any product that infringes on the registered trademark, copyright or patent of another company.

No helium-filled balloons are allowed. Signs and posts must be restricted to the booth area only and may not be posted on columns or pillars or placed in aisles. In addition, signs must conform to height limitations (8 ft.).

No loudspeakers, sound movies or megaphones that interfere with adjoining exhibits will be permitted in the exhibition hall. This applies to live and recorded music, including that played on videotapes. Movies must be located as to not interfere with other exhibitors or aisle space. Operation of projectors is subject to union regulations. The playing of commercial music via radio, CD, audiocassette or television is strictly prohibited.

BOOTH ASSIGNMENT POLICY

No exhibitor shall assign, sublet or apportion the whole or any portion of space allotted, nor exhibit therein any goods other than those manufactured or distributed by the exhibitor in the regular course of business, nor permit any representative of any firm not exhibiting, to solicit business or take orders in their booth space. Any exhibitor violating these rules will have the exhibit closed for the current meeting and may be barred from participating at future meetings.

Exhibitors representing other companies must submit a list of those companies with contact persons, addresses and telephone numbers when applying for exhibit space. If these companies are not registered with the Academy, the Academy, may without recourse, close that portion of the exhibit for the duration of the particular show. In addition, two companies, whether they represent or distribute each other’s products, may not occupy one 10’x 10’ booth location.

AISLE SPACE

The aisles are the property of the entire show and each exhibitor has the responsibility to assure proper flow of traffic through the entire show. When large crowds gather to watch a demonstration or for sampling and interfere with the flow of traffic down aisles or create excessive crowds in neighboring booths, it is an infringement on the rights of other exhibitors.  Aisles must not be obstructed at any time.

Aisle space may not be used for exhibit purposes, display or signs for solicitation of business. Distribution of cards, circulars, samples or exhibit materials is expressly forbidden in areas outside the exhibit

CARE OF EXHIBIT BOOTH

The exhibitor must at his/her own expense, maintain and keep in good order the exhibit space contracted. The exhibitor shall maintain and conduct the exhibit in a neat, clean, orderly and safe manner. The exhibitor shall keep an attendant in its display during the hours of the Exhibition and must surrender the space occupied by it in the same condition as it was at the commencement of the occupation, ordinary wear excepted. Exhibitor shall be responsible for damage to property.

EXHIBITOR CREDENTIALS

Each person attending the commercial exhibits will be required to register and wear an appropriate badge. Each exhibiting company is allowed up to four (4) complimentary (free) badges per 10’x 10’ of rented exhibit space. Additional badges are given to educational and event sponsors. If you are registering more than the complimentary number allowed, please include a per-person fee of $50. All on-site badge registration will require proper company credential (business card) in order to receive an exhibitor badge.

All members of an exhibit staff must be full-time employees of the exhibiting company or must be employed for the duration of the exhibit. Consultants are not considered full-time employees. False certification of individuals as exhibitor representatives, misuse of exhibitor badges or any other method or device used to assist unauthorized persons to gain admission to the exhibit floor, may be subject to expulsion of the exhibitor from the exhibition floor and the exhibiting company receiving a violation.

Firms and representatives of firms not assigned exhibit space are prohibited from soliciting business in any form in the convention center. Violators of this prohibition will be promptly ejected from the convention center.

EXHIBITOR SPONSORED CONTESTS/GIVEAWAYS

Exhibitors wishing to sponsor any type of contest, raffle or drawing for prizes must obtain written permission from the Academy to do so thirty (30) days prior to the exhibition. The following rules must be adhered to:

1. Exhibitor must comply with all local, state and federal laws that apply to such raffles, contests or drawings.
2. Contests, raffles or drawing rules must be posted at the booth. The rules must include eligibility; date and time of drawing (contest, raffle); No Purchase Necessary to enter; how winners will be notified; how participants can find out who won, etc.
3. Exhibitor must agree to indemnify the Academy in case of any claims arising from the conduct of the raffle or contest.
4. The Academy must be notified of the name(s) of the winner(s) when the prize(s) has been awarded.

Distribution of samples and souvenirs is permitted pro-vided that these only be distributed within the confines of the exhibitor rented space, and that in the opinion of the Academy, there is no interference with adjoining exhibitors and it is conducted on a dignified basis. Distribution of promotional gummed stickers, balloons and labels is prohibited. Promotional stickers to be affixed to badges are allowed.

Exhibitors are not allowed to dispense food and beverage from their booth, unless that food or beverage is the exhibitor’s product, without written permission from the convention center.

SECURITY

While show management will exercise reasonable care in safeguarding your property, neither meeting management, the facility, security coordinator, drayage contractor, nor any of their directors, trustees, officers, agents or employees assume responsibility for such property. Exhibitors are warned to take precautions to protect against pilferage.

INSURANCE

On or before April 9, 2007, the exhibitor agrees to pro-vide the Academy with an original Certificate of Insurance showing the policy in effect at least through May 31, 2007. It must show evidence of insurance coverage with minimum limits of $1,000,000 combined single limit bodily injury and broad form property damage cover-age, including broad form contract liability. In addition to the exhibitor, such certificates of insurance will name as additional insured the American Academy of Cosmetic Dentistry, the Georgia World Congress Center and Champion Nationwide Contractor .

Exhibitors should be reminded to have a rider on their insurance policies covering their exhibits during the travel from their home base to the show, during the show and when transporting their merchandise back.

ATTENDANCE BEFORE AND AFTER EXHIBIT HOURS

Only exhibitors will be allowed into the hall one hour before the exhibit floor opens and one hour after the exhibits close. Please do not schedule any meetings before 9 am in the exhibit hall or at your booth with any non-exhibiting personnel and/or dental professionals. Admittance into the hall for any non-exhibitor will be denied.

REMOVAL OF MERCHANDISE FROM THE EXHIBIT FLOOR

If, for any reason you need to remove an item from the show floor during set-up on show days, you must obtain a merchandise-out pass from Show Management. Persons desiring a merchandise-out pass must present proper company identification and have authorization from their company. After the close of exhibits on Friday, May 18, 2007 at 6:30 pm, merchandise-out passes will no longer be necessary to remove product/equipment from the exhibit floor.

The Academy will maintain security during the official dates of the meeting. Limited security will be provided throughout tear-down, however, the exhibitor is responsible for securing their own exhibit materials and/or merchandise once the exhibits officially close at 6 pm on Friday, May 19, 2007 through the final removal of the exhibit materials on Saturday, May 20, 2007.

On the move-out, exhibitors must remain with their goods and merchandise until they are picked up or receipted for their designated storage area. Any material that is left in these areas after the designated storage area will be forced a bill-of-lading to the point of origin or returned to the official show carrier warehouse and charged accordingly.

ABANDONED SPACE

Any space not completely set-up by 5 pm on Tuesday, May 16, 2007 may be resold or reassigned without refund. An authorized company representative must staff all booths during all show hours. Each exhibit must be open for the full duration of official show hours and must be closed at all other times.

If an exhibitor will be delayed they must notify the Academy and inform them of the delay. To reach the Academy, they can call Carol Schwickrath, Exhibits Coordinator at 800.543.9220.

FUNCTIONS AND HOSPITALITY SUITES

The Academy must approve in writing any function scheduled during the meeting, dates of May 15 – May 19, 2007. No function may, directly or indirectly, interfere with an official Academy event. Any Exhibitor who violates this will suffer sanctions.

INFRACTION OF MEETING RULES

An exhibitor shall not infringe upon the rights and privileges of another exhibitor. Any complaints regarding infractions or disputes between exhibitors would be made directly to the Academy and its decision is final.

Unethical conduct or infraction of the rules on the part of the exhibitor or their representatives will subject the offending exhibitor, their representative, or both to dismissal from the exhibit hall, forfeiture of booth space, booth fee and/or seniority status in booth assignments. In this event, it is agreed that the American Academy of Cosmetic Dentistry shall make no refund and that the exhibitor or its representatives will make no demand for redress.

These regulations are to be construed as part of all space contracts. The Academy reserves the right to interpret these rules as well as to make final decisions on all points not covered in these regulations.

ENFORCEMENT OF RULES AND REGULATIONS

The Rules and Regulations presented in this prospectus are intended to bring order and fairness to the technical Exhibition. Without being able to enforce them, however, they would be of little value.

In addition to being subject to restriction or termination of an exhibit as specifically stated above, AACD Exhibitors who violate any of the Rules and Regulations presented in this prospectus will be subject to the following sanctions:

• One Violation - Loss of current year points
• Two Violations - Loss of one half of all accrued points
• Third Violation - Loss of remaining accrued points
• Fourth Violation - One year suspension of exhibiting privilege

FLOOR MANAGERS

The American Academy of Cosmetic Dentistry has a Conference Advisory Committee, which will act as official Floor Managers during the meeting. They act in conjunction with the Academy and have the authority to enforce the Academy rules.

EXHIBITOR SERVICES

Exhibit Coordinator/Service Desk: The service desk is located outside the hall and will be identified with signage.

Exhibitor Lounge: The lounge will be located inside the exhibit hall. Complimentary beverages and snacks will be provided each day, including set up day.

FIRE AND SAFETY RULES

All material used in the construction and decoration of an exhibit must be fire retardant. This includes scenery, back-drops, drapes, display boxes, signs, table and dust covers.
No hazardous display will be permitted without the approval of the Academy. This includes any demonstration, which involves lasers, laser cutting, cooking, open flames, lit candles, pyrotechnics, smoke-producing devices, heating appliances and any cutting equipment. If approval is granted, the demonstration must be performed in a manner that ensures the absence of any danger to anyone or any nearby object. Specific fire extinguishers may also be required.

Demonstrations involving the use of any LP gas (including propane, butane) will not be permitted.

No hazardous material will be permitted in an exhibit without the same prior approval of the Academy. This includes the use of compressed gas or liquid cylinders, radioactive materials, gasoline, kerosene, and any flammable, combustible or toxic liquid, solid or gas.
Kindly note that any chemical, substance or material deemed hazardous by OSHA must be accompanied with the appropriate Material Safety Data Sheets (MSDS). Copies must be sent to the Academy 90 days prior to the show.

Storage of any kind is forbidden inside the display area, behind the back drape, or beyond the display wall. All cartons, crates, containers, packing materials, etc., which are necessary for repacking must be labeled with “EMPTY” stickers and removed from the show floor. (All empty cartons must be labeled by 5 pm on Tuesday, April 19. All unwanted containers and refuse should be placed in the aisle directly in front of the exhibit for housekeeping removal. Only a one-day supply of operational and advertising material may be stored inside the exhibit.

All fire hose cabinets, pull stations and emergency exits (including those inside an exhibit space) must be visible and accessible at all time. All main and cross aisles, corridors, stairways and other exit areas must be maintained at their required width during show hours. Chairs, labels and other display equipment cannot protrude into the aisles.

Distribution of balloons or other inflatable objects is prohibited.

Smoking is prohibited during the setup, show hours and teardown of the show. Smoking is allowed only in authorized areas.

Liability and Indemnification: Neither the Academy, hosting facility nor any of its officers, agents or employees, shall be held liable for any dam-age, loss, harm or injury to the person or property of the Exhibitor or any of its officers, agents or employees, resulting from theft, fire, water, accident or any other cause. The Exhibitor shall indemnify, defend and hold harmless the Association, the hosting facility and any of their officers, agents or employees, from any and all claims, demands, suits, liability, damages, losses, costs, attorney’s fees and expenses of whatever kind or nature, which might result from or arise out of any action or failure to act on part of the Exhibitor, any of its officers, agents or employees. The Association shall have the right to approve any legal counsel selected to defend the Academy in any such claim or alleged claim.

By occupying the exhibit space (whether or not this obligation is included in any other printed or written con-tract), each exhibitor agrees to protect, save and hold the American Academy of Cosmetic Dentistry and the Gaylord Opryland and its Ventures agents and employees forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitor.
Further, exhibitors shall at all times protect, indemnify, save and hold harmless the Indemnities against from any and all losses, costs (including attorney’s fees), damage, liability or expense arising from or out of or by reason of any accident or bodily injury or other occurrence to any person or persons, including the exhibitor, its agents, employees and business invitees which arises from or out of by reason of said exhibitor’s occupancy and use of the exhibition premises or a part thereof.

These regulations are to be construed as a part of all space contracts. The American Academy of Cosmetic Dentistry reserves the right to interpret these regulations as well as to make final decisions on all points not covered in the regulations.