Rules and Regulations
1. SHOW DATES AND HOURS: October 19, 2009 - October 23, 2009
2. INSTALLATION OF EXHIBITS: Installation of exhibits may commence October 15 at 8:30 am. All displays must be completely set up by 5:00 pm. Installation work not completed must be completed after expo hours with the permission of Show Management.
3. REMOVAL OF EXHIBITS: All exhibits must remain intact until final closing, October 23, at which time dismantling and packing is to begin and continue until finished. All shipments must be removed by October 23, 11:00 pm Exhibitors will complete all arrangements for the prompt pickup of all outbound shipments. To assist exhibitors in this respect, a Freeman Decorating representative will be in attendance at the Drayage Desk, located near the Freeman Decorating Service Office.
4. ELIGIBLE EXHIBITS: Displays must include materials, products, equipment, data and services used in the maritime industry. Exhibit should be educational and informative in nature and relate to technology or advances in that industry. Secondhand or used products are not eligible for exhibition.
5. DEFINITION OF “SOCIETY”: The word “Society” used herein or in subsequent regulations shall mean The Society of Naval Architects and Marine Engineers, its committees, agents or employees.
6. ASSIGNMENT OF SPACE: The Society, in conjunction with The Maritime Group, will make assignment of space guided by exhibitor priorities established and by requirements of individual exhibitors and their choice of locations maintaining a proper classification of exhibits and a uniform appearance of displays. The Society and The Maritime Group reserve the right to rearrange a floor plan and/or relocate any exhibit.
7. DISPLAY ARRANGEMENT: No part of any display including equipment and signs shall be in excess of 12 feet in height. Any portion of display more than three feet in height shall not extend more than half the distance from the space back line toward the front line, as shown on the Official Floor Plan. (Indicate actual height on Space Application.) Peninsula or Island displays, forming a walk-through exhibit, are permitted and may occur at the end of a row or in the middle of any block of space. It must consist of an equal number of spaces (totaling four or more) placed back to back so the distance fronting on both main aisles is the same. Any portion of back or side wall construction which adjoins a neighboring space may not extend more than half the distance from the back line to the aisle. The remaining distance cannot exceed three feet in height. The outer surfaces of all booth construction may not contain any trade names, logo, product, company or other identification and must be completely smooth, flush-finished, with no exposed framework and painted white. All flammable materials must be flamed-proof before being taken into the building, to the end that such materials withstand the test of all inspection authorities. No attachment to any part of the building shall be made or any of the furnishings or fixtures therein without prior permission of The Society and the facility. Photographs, sketches or designs should be submitted in advance for the approval of the Society for all built-up displays.
8. CARE OF EXHIBIT SPACE: Exhibitor shall care for and keep in good order space occupied. The Society will sweep aisles once each day during closed hours, but this service does not include vacuuming of individual booths, dusting or any special cleaning. Exhibitor is not to put anything in the aisles during the open hours of the Expo. Booth vacuuming may be ordered through the Service Kit or on site. Each exhibitor must keep an attendant in his display during the open hours of the Expo as listed under “Expo Dates and Hours.” Exhibitor must surrender space occupied by him to the Society in the same condition as it was at the commencement of occupation. If the space occupied or equipment furnished to the exhibitor shall be damaged by exhibitor, his agents or employees, exhibitor, on demand, shall pay such sum as shall be necessary to restore said space or equipment to the same condition as it was when first occupied or received by him.
9. INSPECTIONS: All materials and installations must comply with the requirements of all inspection authorities having jurisdiction.
10. STORAGE: Proper identification tags will be available at the Service Office on the Expo floor. Two of these tags are to be attached to each piece to be placed in storage. All packing materials such as paper, excelsior, etc., must be totally enclosed in containers. No boards or skids will be accepted for storage unless securely tied into bundles and tagged. Materials not complying with these requirements will be considered refuse and disposed of by the cleaners.
11. IRREGULAR ACTIVITIES: No person, firm or organization, not having contracted with the Society for the occupancy of space in the Expo, will be permitted to display or demonstrate any products, processes or services, solicit orders or distribute advertising materials at the Expo. Any infringement of this regulation will result in the prompt removal of the offending person from the Expo hall. All business activities of exhibitor, while at this Expo, must be within his own exhibit space. The use of noisemakers, or side-show tactics, undignified methods, or other materials considered by the Society to be objectionable, are expressly prohibited. Distribution of food and alcoholic beverages must receive special permission from management, and all policies of the facility must be followed. If alcoholic beverages are served, the exhibitor must provide a certificate of insurance releasing The Society from liability. The Society reserves the right to restrict exhibitors, who because of noise or any other reason, shall interfere with the best interests of the Expo as a whole.
12. HOTEL EXHIBITS: The hotel will not accept any hotel exhibits for products and services of the Maritime Industry in public space or sample rooms during the Expo.
13. SUBLETTING SPACE: Exhibitor shall not assign or sublet any space allotted to him and not advertise goods other than those manufactured or sold by him in the regular course of business. Products and services to be exhibited are to be listed in “Application for Space.” No sign or courtesy card is to be displayed for any equipment for demonstration purposes unless the supplier of such equipment is also an exhibitor in the Expo. Jobbers or Distributors may only exhibit equipment of which they are exclusive distributors for at least one year prior to the show and will not be allowed to show anything in their exhibit space that is not listed on the original application.
14. PRIZES, AWARDS, AND DRAWINGS Prize awards, drawings or contests of any kind that require persons to register in an exhibitor’s booth are permitted, and SNAME simply requires advance notice for our records.
15. SOUND DEVICES AND PROJECTION: The use of sound devices, megaphones, loud speakers, radio sets or any other method of sound reproduction must be controlled so as not to disturb neighboring exhibitors. Closed circuit television may be used only when it is an integral part of a process. Motion pictures must be confined to products, techniques or applications. Films of purely entertainment character, without educational or informative value, will not be permitted. All exhibitions of motion pictures must be in charge of a local licensed operator.
16. EXHIBITOR BADGES: For the proper identification of exhibitor personnel manning the exhibit a badge will be issued for each attendant listed on “Exhibitors’ Attendants” form prepared and signed by the authorized representative. The Society will honor additions to this list only when such request is made by the same authorized representative on his company letterhead. Badges will not be transferable and the Society reserves the right to limit the quantity and to confiscate a badge used by any person other than the one for whom it was issued.
17. CANCELLATION The Society will not honor requests for cancellation of all or part of any space, which has been duly assigned. The exhibitor is held responsible for payment of the full rental for the assigned space. In the event the Society is able to relet the assigned space, the exhibitor will be refunded all but a $300 per booth processing fee. If any part of the exhibit building is so damaged or if circumstances make it impossible for the Society to permit the exhibitor to occupy space assigned during any part or the entire exhibit period covered, the exhibitor will be charged a prorated cost for space for the period the space was, or could have been, occupied by the exhibitor. The Society is released and shall be held harmless from any and all claims for damages arising in consequence thereof.
18. REGISTRATION: Admission to the Expo will be by badge only. Badges will be issued in advance only to booth attendants.
19. LIABILITY: The Society will not be liable for loss or damage to exhibitor/s goods by any cause, nor will they be liable for injuries to any person or for damage to property owned or controlled by exhibitor, which claims for damages or injuries may be incident to, arise from, or be in any way connected with exhibitor’s participation in the Expo. The exhibitor shall indemnify and hold the Society harmless against all such claims. Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify defend and hold The George R. Brown Convention Center and its employees harmless against all claims, losses and damages to persons or property, governmental charges or fines and attorneys fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises as a part thereof, excluding any such liability caused by the sole negligence of The George R. Brown Convention Center, its employees and agents.
20. INSURANCE: Exhibitor acknowledges that The Society of Naval Architects and Marine Engineers, its agents, and The George R. Brown Convention Center do not maintain insurance covering exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by exhibitor.
21. UNOCCUPIED SPACE: The Society reserves the right, should any rented exhibit space remain unoccupied on the opening day, or should any space be forfeited as a result of non-compliance with the provisions contained in the Show Regulations, to rent said space to others. This clause shall not be construed as affecting the obligation of the exhibitor to pay the full amount of cash specified in his invoice in case the Society shall not relet the space. A charge of $300 per booth will be made to offset the expense of processing the application and assigning space to the company whose total space is relet by the Society. In the event the Society does not relet the space, the exhibitor will be charged an additional $250 per booth for rental of necessary carpeting and furniture to create a seating area in the booth. This charge is in addition to the booth rental charge, which will not be refunded if the booth is unoccupied.
22. UNDESIRABLE PERSONS: The Society reserves the right to refuse to admit and to eject from the exhibit building or from such space therein as the Society occupies for the purposes of the Expo, any objectionable or undesirable person or persons. Upon the exercise of this authority, the exhibitor, for himself, his employees and agents, hereby waives and agrees to indemnify and hold the Society harmless from any right and claims for damages against the Society.
23. VIOLATIONS: In the event of a violation of any of these regulations on the part of the exhibitor, his employees or agents, right is given to the Society to terminate the right to occupy space. At its option, The Society may re-enter and take possession of the space and remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all of such expense and all damages which The Society may incur, and forfeit all monies paid to Management on account thereof. Exhibitor waives the service of written notice to reenter and terminate.
24. SECURITY: The Society will employ general overall guard service during the course of the Expo, but assumes no liability for loss or damage by any cause.
25. SPACE PAYMENT: Application for Space is submitted and is required before space selection will be considered. Payment is due and payable upon booth selection. The rental rate for all space is $23.00 per square foot for a standard booth and $28.00 per square foot for a premium booth. All payments must be in U.S. dollars. Make checks payable to the Society of Naval Architects and Marine Engineers.
26. SAFETY DEVICES: Exhibitor assumes responsibility for compliance with the regulations of all authorities of the state and city in which the Expo is held, with regard to the installation and maintenance of safety devices and equipment.
27. GENERAL: All matters and questions not covered by the regulations are subject to the decision of the Society. These regulations may be amended at any time by the Society, and all amendments that may be so made shall be equally binding on all parties affected by them as the original regulations. In the event of any amendments or additions to these regulations, written notice will be given by the Society to such exhibitors as may be affected by them.