Rules and Regulations for Exhibiting
The purpose of the IMMUNOLOGY 2007™ exhibit program is to further the education of the scientist working in the field of immunology. The exhibits must be of an educational character. They must emphasize instruments, products or services for use in teaching and research, books or other publications in scientific fields of relevance to the interest of the members of the Society, or directly convey scientific research findings in those areas of science represented by the Society.
The American Association of Immunologists (AAI) reserves the right, in its sole discretion, to accept or deny applications for exhibit space and to allocate space among exhibitors. In the case of a denied application all monies collected by Exhibit Management will be refunded to the exhibiting company.
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 or sold out.
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
All booths are 10’ x 10’. Each in-line booth (bounded by a front aisle only) is U.S. $1,950.00. A corner booth (bounded by a front and side aisle) is U.S. $2,050.00. Rental includes 8' high peach and white back drapes and a 36" high side dividers and standard (7" x 44") identification sign with company name. The hall is not carpeted. Exhibitors are required to carpet their booth/display. Aisles will be carpeted in teal.
A deposit in the amount of U.S. $1,000.00 for
each booth requested must accompany the application for space.
The balance due of the cost of space assigned must be paid on or before
Applications received after the
Notification of an exhibitor's decision to cancel or reduce space must be made in writing. The effective date of space cancellation or reduction will be the date on which a written notice is received by Exhibit Management.
If space is cancelled or reduced between February 18 and March 19, 25% of the total cost of space will be retained.
If space is cancelled or reduced between March 20 and April18, the full deposit will be retained.
When the cancellation occurs from April 19 to the opening of the meeting, the company will be responsible for paying the full cost of the booth space.
Every effort will be made not to relocate an exhibitor’s booth. However, should relocation be deemed necessary, the exhibitor will be notified.
Sub-leasing of exhibit space is not permitted. Two or more companies may not share the same leased space.
Americans with Disabilities Act
Each shall be responsible for compliance with the Americans with Disabilities Act within their booth and assigned exhibit space.
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 booth is prohibited..
- 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.
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.
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™
Exhibit Prospectus page