Rules and Regulations for Exhibiting
Exhibits must be of an educational character and relevant to the registrants’ scientific and professional interests. AAI reserves the right, in its sole discretion, to accept or deny applications for exhibit space and to allocate space among exhibitors. By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined below. Conformity with these Rules and Regulations for this meeting will be monitored by Exhibit Management.
Each exhibitor is granted nothing more than a terminable license to exhibit, subject to all the rules herein. If it is decided that an exhibitor has failed to comply with any rule the license may be terminated and the exhibit closed without notice. In all interpretations of the Rules and Regulations, Exhibit Management's decision is final.
Space assignment will be made on a first-received (time stamped) first-assigned basis. Whenever possible, space will be allotted according to the exhibitor's choice, but the final arrangements will be determined by Exhibit Management in a way that produces the most advantageous grouping of the exhibits. AAI shall have no liability if the space location assigned is not as requested.
A 50-word description of products and/or services to be displayed in
your booth must be submitted. This
information will be published in the Meeting Program provided that the
application and description is received no later than
Applications received after the
Friday,
May
Please note: Children under the age of 12 are not permitted in the exhibit hall during set-up or dismantling of exhibits.
A labor crew will be available on set up day in accordance with advance
orders. Exhibitors are urged to order in
advance all services required. A
complete set of service forms will be forwarded to each exhibiting
company. All exhibit material must be
unpacked by
Empty crates, boxes and cartons must be removed from the exhibit area
by
Saturday,
May 19
Sunday, May 20
Monday, May 21
Security tape placed around the exhibits will be removed starting at
As a courtesy to the participants and your fellow exhibitors, it is requested
that you open your exhibit on time each morning and staff it throughout the
day until the scheduled closing hour. Deliveries or removal of equipment must
be made before or after exhibit hours. A pass must be obtained from Exhibit
Management to remove any material or equipment prior to Sunday, May
20. Once the exhibit opens Monday morning, nothing may be removed until
the exhibit is officially closed at
Monday,
May 21
No packing of equipment, literature, etc., or dismantling of exhibits
will be permitted until the official closing time. Violators will not be invited to exhibit at
future meetings. All exhibits must
be packed by
The following practices are prohibited:
- Noisy electrical or other mechanical apparatus interfering with other exhibitors.
- Operation of x-ray equipment.
- Canvassing or distributing any material outside the exhibitor's own space.
- Sub-leasing of exhibit space.
- The use of billboard advertisements and/or the display of signs outside the exhibit area.
- Publicizing and/or maintaining any extracurricular activities, inducements, demonstrations or displays away from the exhibit area during the exhibit hours.
- Photographing, video taping, or examining another exhibitor's equipment without permission.
- Balloons of any kind.
- Entry into another exhibitor's booth without permission.
- Door drops in hotels.
- Dismantling exhibits
and leaving before official exhibit close at
Exhibitors are requested to staff their exhibits with personnel attired in a manner consistent with the decorum of the meeting and knowledgeable in the products and policies of the company. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times. Non-exhibitors may not solicit business from scientific registrants or companies exhibiting.
The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the Exhibit Manager and the exhibitor must agree to discontinue its use if the sound level is deemed to be objectionable to the registrants or adjacent exhibitors.
Location Relative to Other
Exhibitors may use the exhibit form to designate their preference for location near other companies or their wish not to be adjacent to or opposite designated companies. These requests will be honored to the greatest extent possible.
The use of live animals, photographs and other forms of visual display of surgery being performed will not be permitted in exhibit booths.
The use of the AAI name and/or logo is not permitted on signs inside or outside the exhibit area, or on descriptive product literature, EXCEPT reference may be made to the meeting as the "Immunology 2007" (with place and dates) on the exhibitor's advertising.
Exhibitors will be permitted to distribute appropriate promotional material
and approved related items from the exhibit booth only. Exhibitors distributing any material outside
the booth (hotel lobby area, etc.) will not be invited to exhibit at future
meetings. In keeping with the educational
purpose of the exhibit program, all such giveaways except literature, must
have prior approval of Exhibit Management and must conform to acceptable and
professional standards. Click here for give-away form.
Return to the Immunology
Exhibitor Prospectus page