EXHIBITOR PROSPECTUS - RULES & REGULATIONS
Americans With Disabilities Act
Each exhibitor is responsible for compliance with the Americans with Disabilities Act (ADA) within its booth and assigned space.
Booth Conduct
No exhibitor may operate in a way that interferes with the rights of another exhibitor.
Exhibits and display materials may not span beyond the space allotted. All exhibits
should be presented in a professional manner. Operation of sound devices is allowed if
the volume is not disturbing to other exhibitors as determined by APSS management.
The APSS reserves the right to curtail exhibits or parts of exhibits that are deemed inappropriate
or unprofessional. The following practices are disallowed by the APSS:
- Loud electrical or other mechanical apparatus disturbing other exhibitors
- Theater seating arrangements of more than 5 chairs and/or presentation
stages
- Use of professional actors, magicians, or performers (may be allowed
with prior approval)
- Canvassing outside the booth including aisles, entrances or any other
public space
- Entering another exhibitor’s booth without permission
- Live music
- Displaying or distributing helium balloons
- Door drops at the official meeting hotels (Sponsorship Opportunities)
- Photographs of attendees or another exhibitor’s booth without permission
- Smoking in or around the exhibit hall or meeting space
Booth Construction
Each exhibit booth space, with the exception of island booths, will have an
8’ draped background and 3’ side drapes. Within perimeter and in-line booths,
all display material is restricted to a maximum height of 4’ in the front 5’ of
the booth, and a maximum height of 8’ in the back 5’ of the booth. An island
display, bound on four sides by aisles, may use the full cubic content of space.
The company name, product, logo or floor support may not exceed 22’ in
height, and sufficient see-through areas must be provided to ensure the view
of adjacent exhibits. Any variations must be approved in advance by the APSS.
No exhibit may span an aisle by roofing or floor covering. Double decker or two
story booths are not allowed.
Exposed, unfinished sides or exhibit backgrounds must be draped to present an
attractive appearance. Inspection of the exhibits will be made during set-up and
exhibitors will be notified if any deviation from the APSS exhibit rules is noted. In the
event the exhibitor is not available, the decorator, with the approval of the APSS, will
provide draping deemed necessary and submit charges to the exhibitor.
Carpeting
The Henry b. Gonzalez Convention Center is a non-carpeted exhibit hall.
All exhibiting companies are required to carpet the full extent of
the square footage assigned. This applies to all booth types (in-line,
corner and island). Carpet must be ordered through Freeman Decorating;
additional information and pricing details will be available in the Exhibitor
Service Kit in late March.
Demonstrations/Promotional Activities
All demonstrations and promotional activities shall be confined to the space
allotted to each exhibiting company in the exhibit hall. Exhibitors and their personnel,
or any other company/organization, including those not exhibiting in the
exhibit hall, are prohibited from displaying or demonstrating products, soliciting
orders, or distributing advertising materials anywhere in APSS contracted space
to include but not limited to convention centers, conference centers and hotels.
Theater seating in an exhibitor’s booth may not exceed 5 chairs.
Dress Code
The dress code at SLEEP 2010 is business casual. All exhibitors are required to
adhere to this dress code; the APSS reserves the right to remove any exhibitor who
does not comply with this dress code from the exhibit hall or meeting space.
FDA Regulations
Exhibitors should be aware of the Food and Drug Administration (FDA)
restrictions on the promotion of investigational and pre-approved drugs and
devices. The FDA also prohibits the promotion of approved drugs for unapproved
purposes.
Fire Regulations
The Fire Department has strict rules concerning fireproofing of all material used
in booth construction and furnishings, as well as securing oxygen tanks and other
flammable substance. Should your exhibit include an oxygen tank or other flammable
substance, please be sure it is properly secured. It is necessary for you to bring
the manufacturer’s certification that your booth materials are fireproof. If inspection
indicates that an exhibitor has neglected to comply with these regulations, or otherwise
incurs fire hazards, the APSS reserves the right to cancel all or part of the exhibit proven
to be irregular. If exhibitors fail to comply with applicable fire regulations, the APSS is not
obligated to monetarily refund any exhibitors.
Fire regulations prohibit the storage of empties behind any exhibit or drapery. Exhibitors
may maintain a one-day supply of materials within their booth. All excess materials
must be removed from the exhibit floor.
Food and Beverage Distribution
Exhibiting companies will be allowed to distribute small, bite-sized
individually wrapped candies. Distribution of any other food or beverage items
requires approval from the APSS and is subject to the rules and regulations of
the Henry B. Gonzalez Convention Center and The RK Group. Any companies
distributing samples of their food or beverage product may be required to
obtain a Temporary Food Establishment license from the City of San Antonio. All
requests should be submitted in writing to the APSS by no later than April 30,
2010. Permission will be granted on a limited basis and the APSS reserves the
right to deny permission for any food and beverage distributions. Exhibitors
may not dispense alcoholic beverages of any kind.
Handouts and Giveaways
Handouts and give-aways, including prize contests and drawings, are permitted.
Please indicate on the enclosed application the intended handouts/give-aways.
Permission for all handout and give-away items must be obtained prior to the opening
of the exhibit hall and materials will only be distributed inside assigned booth space.
Any distributed leaflets are limited to information about the company’s products/
services. Exhibitors may not hand out flyers of any kind announcing events occurring at
times other than the dates of the SLEEP 2010 meeting unless prior approval has been
granted. The APSS in its sole discretion shall have the right to prohibit the distribution
of any samples or handouts that violates exhibit hall policies, deems objectionable or is
otherwise inappropriate.
The distribution of bags is permitted provided they meet the following requirements:
- bags must be plastic. Canvas, nylon, recycled totes and duffel bags are not allowed.
- bags can measure no larger than 14” x 14”.
- Company name and logo may be printed on the outside.
Independent Service Contractors
Exhibitors may opt to use independent service contractors for installation
and dismantling of exhibit booths. If such contractors are used, the exhibiting
firm has the responsibility of notifying the APSS in writing using the form contained
in the Exhibitor Service Kit. Without such notification, the independent
contractor will not be permitted to set up your booth. Independent service
contractors are responsible for notifying the APSS of the booths they
will be working in and must provide proof of insurance coverage by
April 30, 2010. Communication with an independent contractor, including
the rules and regulations of this prospectus, service kit and all other exhibit
information is the responsibility of the exhibiting company with which the
APSS has a contractual agreement.
Independent service contractors must wear a badge in order to access the
exhibit hall for booth installation. Contractors may pick up a badge at the
SLEEP 2010 exhibitor registration counter.
Liability
The APSS is not and will not be liable or responsible for any injuries, theft, loss,
damage of whatever nature, direct or indirect, to exhibitors, their employees,
agents, goods or property of any of the foregoing from any cause or omission
whatsoever.
The exhibitor agrees to protect, save and hold the Associated Professional
Sleep Societies, LLC and the Henry B. Gonzalez Convention Center, and all
agents and employees thereof (hereinafter collectively called Indemnities)
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, and further, the exhibitor shall, at all
times, protect, indemnify, save and hold harmless the indemnities against
and from any and all losses, costs, damages, liability or expenses (including
attorney’s fees) arising from or out of or by reason of any accident or bodily
injury or other occurrences to any person or persons, including the exhibitor,
its agents, employees or business invitees, which arise from or out of or
by reason of said exhibitor’s occupancy and use of the exhibition premises,
the convention center or any part thereof.
All exhibitors must make provisions for the safeguarding of their own goods,
materials, equipment and display at all times and are responsible for obtaining
insurance in such amounts as deemed appropriate to comply with the exhibitors’
obligations herein and for the exhibitors’ own protection. The space occupied by
each exhibitor must be surrendered in the same condition as it was at the time of
the exhibitors’ use and occupation thereof (ordinary wear and tear expected).
APSS shall have sole power in the interpretation and enforcement of all regulations
contained herein, and the power to make amendments thereto and such
further regulations shall be considered necessary for the proper conduct of the
exhibition. Such decisions shall be binding upon exhibitors.
Lighting
Overhead or truss lighting systems, attached to the facility steel
structure, are permitted ONLy if the exhibit measures 600 square feet or larger.
Exhibitors wishing to hang lighting systems will be required to submit the appropriate
forms to Freeman Decorating and the APSS Meeting Department. All
requests must be reviewed and approved by the APSS. Lighting instruments, regardless
of the type, must be positioned inside the perimeter boundaries of the
purchased floor space. Projecting light beams or images outside the perimeter
boundary of the booth (including external aisles) is prohibited. Special effects
(spinning, rotating, and pulsating) must not interfere with other exhibits or
detract from the professional atmosphere of the exhibition. Companies wishing
to utilize overhead or truss lighting must check the box on the exhibitor space
application as well as include the appropriate fees outlined below:
| Total Booth Size |
Cost |
600-799 sq. ft.
800-999 sq. ft.
1000-1399 sq. ft.
1400+ sq. ft.
|
$100
$125
$150
$200
|
Photography and Video Recording
Photography or video recording, other than by the APSS or press approved by the
APSS, is prohibited during installation, exhibition and dismantling. No cameras will be
allowed on the exhibit floor or in the meeting rooms at any time. Exhibitors have control
over their rented space and may prevent those considered their competitors from
gaining access to photographing, videotaping, or otherwise mechanically recording
their exhibits or presentations. If meeting attendees are photographing, videotaping,
or otherwise mechanically recording exhibits or presentations, exhibitors should
promptly notify meeting staff. Violation of this rule could result in the confiscation of
the film or recording device, deduction of points and/or the removal of the individual
or exhibiting company from the exhibit hall or meeting room.
Security
The San Antonio Police Department will provide security to monitor the hall during
move-in, exhibition and move-out. The APSS is not responsible in any manner
for the guard’s actions, omissions or damages, or claims which may result from such
actions or omissions. Neither the APSS nor the Henry B. Gonzalez Convention Center
will assume responsibility for exhibitors’ property. Valuable items should be placed
in a locked compartment in the booth or removed from the hall after show hours. If
exhibitors would like their own security, they are also required to use the services of
the San Antonio Police Department.
Selling Products
The APSS will permit on-site sales within the SLEEP 2010 exhibit hall. In order to
conduct on-site sales, exhibitors must strictly adhere to all applicable rules, policies
and procedures prior to, during and following the annual meeting. Exhibitors choosing
to participate in direct sales must clearly indicate such intent on their application
and contract for exhibit space. Exhibitors are solely responsible for (i) paying all
applicable state and/or city sales taxes; (ii) complying with all tax laws, regulations
and policies of the meeting’s host city and state; and (iii) complying with any other
associated tax laws, policies, regulations or requirements. The APSS is not responsible
or accountable in any way for sales conducted within the exhibit hall, collection or
payment of sales tax, compliance with applicable tax laws, or for any violations made
by an exhibiting company concerning sales tax, or any other applicable tax laws,
policies, regulations or requirements.
The exhibitor must provide all information and complete all applications requested
from the host convention center, host city, and/or host state prior to, during,
and following the annual meeting. The APSS is not liable for providing an exhibiting
company’s relevant information.
Texas law requires all exhibitors making sales in the exhibit hall to (i) obtain a temporary
registration certificate from the State of Texas prior to the date of the meeting;
and (ii) report and pay the appropriate business and occupancy taxes and collect the
appropriate retail sales tax on all applicable sales. Exhibitors failing to comply with
the laws regarding exhibit hall sales will be removed from the exhibit hall.
Exhibitors must provide APSS with a list of products and/or services that are
intended for sale during the annual meeting no later than April 30, 2010. The APSS
may decline the sale of any product and/or service within the exhibit hall, in its
sole and absolute discretion. Sales cannot be conducted outside of the SLEEP 2010
exhibit hall at any time during the annual meeting. All exhibitors are required to adhere
to the rules and regulations outlined within the exhibitor prospectus; the APSS
reserves the right to remove any exhibitor who does not comply with the exhibit hall
or meeting space rules and regulations.
Exhibitors must provide APSS with a list of products and/or services
that are intended for sale during the annual meeting no later than May
1, 2009. The APSS may decline the sale of any product and/or service
within the exhibit hall, in its sole and absolute discretion. Sales cannot
be conducted outside of the SLEEP 2009 exhibit hall at any time during
the annual meeting. All exhibitors are required to adhere to the rules and
regulations outlined within the exhibitor prospectus; the APSS reserves
the right to remove any exhibitor who does not comply with the exhibit
hall or meeting space’s rules and regulations.
Staffing of Exhibits
Exhibits must be staffed and operational at all times during show hours. Exhibitors
vacating their booth before the closing of each day or prior to the final close of the
show will incur a loss of priority points and may be denied exhibit space at future SLEEP
meetings. Move-out may not begin before 2:00pm on Wednesday, June 9, 2010.
Subletting/Sharing
No subletting or sharing of exhibit space is allowed. Exhibitors may show only
products or services manufactured or dealt by them in the regular course of business.
The featuring of a name or advertisement of a non-exhibiting firm or business is
prohibited.
Unofficial Functions, Hospitality Suites and Meeting Rooms
Hosting ancillary meetings, social or educational forums, or opening a hospitality
suite, requires approval from the APSS management. Requests for all function space
at the APSS contracted hotels must be arranged and approved through the APSS.
Space requests for events to be held in the Henry B. Gonzalez Convention Center will
not be approved.
In order to fully promote the educational activities of the meeting and the visitation
of the exhibit hall, the APSS prohibits the use of hospitality suites and meeting rooms
during the scientific program on June 6 from 6:00pm to 10:00pm and June 7-9 from
8:00am to 5:00pm. Companies that do not exhibit at SLEEP are not allowed to host
hospitality functions, conduct market research or distribute handouts.
To receive permission for a meeting room or hospitality suite, please submit the
form on page 22 to Amber Josi, Meeting Planner, at ajosi@aasmnet.org. Please allow
approximately 5-7 business days to process the request.
The deadline for meeting room or hospitality suite requests is Friday, May 28, 2010.
Unions and Contractors
Exhibitors agree to abide by the rules and regulations concerning local unions having
agreements with the exposition facility or with authorized service contractors employed
by exhibit management. Only the official contractors designated by exhibit management
will be permitted in exhibit areas unless otherwise authorized by exhibit management.
Exhibitors are cautioned to observe the regulations as provided herein. Failure to
comply with these or any other regulation or any amendments thereto may be sufficient
cause to require the immediate removal of the offending exhibitors.
Use of APSS and SLEEP 2010 Name/Logo
The Associated Professional Sleep Societies, LLC (APSS) and SLEEP 2010
name, logo and acronym are proprietary and may not be used in signs,
advertising, promotions or on any product literature either inside or outside
the exhibit hall. This rule applies before, during and after the SLEEP meeting,
unless prior authorization has been received from the APSS.