The Exhibitor agrees to comply with the rules described herein. Each Exhibitor agrees that their display admitted to the conference shall be designed in good taste and appropriate to the content of the conference. Committee shall refer to IEEE Aerospace Conference officers or agents acting for them in management5 of the conference and activities.
1.
DISPLAY
MATERIAL - All material to be presented at the conference will be reviewed and
approved prior to the conference kickoff.
The committee exercises the right to reject any display or material
deemed to be inappropriate. The
committee reserves the right to reject the display in whole or in part, or any
Exhibitor or representative with or without giving cause.
If cause is not given, liability shall not exceed the return to the
Exhibitor of the unearned rental at the time of rejection.
The booth may lose Exhibitor eligibility if deemed necessary by the
conference committee.
2.
ELIGIBILITY
– The committee reserves the right to determine the eligibility of any
Exhibitor, product or service for exhibiting.
“Exhibitor” includes manufacturers or products, publishers, service
organizations or educational organizations.
3.
EXHIBITOR
RESPONSIBILITIES – Booths must be manned at all times the conference is in
session or at any special Exhibitor events.
Exhibitor representatives will be identified in advance of the
conference, including personnel for set-up, sessions support and removal
activities.
4.
BOOTH
LOCATION – The committee will provide a layout of the expected locations
available to host a booth. They
will make a reasonable effort to accommodate Exhibitor requests preferences.
Space is limited, therefore selection of
booth location is on a first come, first serve basis with final
confirmation on full payment to the conference.
Failure to occupy the pre-designated space during the appropriated set-up
times, may be subject to forfeiture unless previously coordinated with the
committee.
5.
SHIPMENT
OF GOODS – Exhibitor materials may be shipped in advance of the conference at
the sole responsibility of the Exhibitor.
** Your items need to be shipped 1 week prior to
March 5th, 2004, due to weather conditions. Big Sky
does NOT receive deliveries on weekend. All item MUST arrive by March 4th
2004. The
facility address for delivery is:
Be sure to include: YOUR COMPANY NAME, point of contact and phone number. For more information, call the resort directly at
(406)
995 – 5891.
6.
THE BOOTH
– The Exhibitor booth will consist of an approximate 10’x 5’ area, a 8’x
3’ table, chair.
Special arrangements may be coordinated a minimum of 30 days prior to the
conference.
7.
BOOTH
SET-UP & TAKE-DOWN - All tables will be reserved for the full week of the
conference. Exhibit set-up
will be on Saturday, Mar-6 from 1-5:00 pm, unless other arrangements have been
previously coordinated. Exhibit
take-down will occur on the last day of the conference, Friday, Mar-12, noon
-4:00 pm.
8.
INSURANCE
– Fire, theft and liability insurance protecting the Exhibitor personnel or
booth items is mandatory and not the responsibility of the conference to verify.
Proof of insurance may be requested in the event of an accident of
unexpected damage or injury occurring.
9.
FIRE
LAWS – Federal, State and City fire laws must be observed.
Exhibitors are required to ensure that their displays and other booth
materials comply with the fire regulations.
Aisles and fire exits must not ever be blocked.
10.
ATTENDANCE
– Exhibitors interested in attending the conference sessions will be at the
discretion of the conference committee chair.
The Exhibitors may be requested to purchase a conference registration.
Due to limited conference seating, plenary sessions and dinners are not
allowed to attend during these times.
11.
CLEAN UP
–Exhibitors are expected to maintain a generally clean and clear area
surrounding their booth.
12.
SUB-LEASING
– No Exhibitor may assign, sublet or apportion any portion of his space.
Booths may be shared by multiple vendors at the discretion of the
committee.
13.
NOISE
– Public address or other loud devices for the reproduction of sound beyond
the individual Exhibitor booth, or excessive operating noise that distracts
neighboring Exhibitors is prohibited.
14. LIMIT OF LIABILITY – The committee shall not be responsible for any injury, loss of damage that may occur to the Exhibitor of the Exhibitor’s property, employees or any others designated by them, from any cause whatsoever prior, during or subsequent to the conference activities. Nor shall the committee be held liable for an act of God that makes the facility unusable during this period. The Exhibitor furthermore, upon a signed agreement, releases the committee from and agrees to indemnify and save harmless the committee against any and all claims for such loss, damage and injury to Exhibitor and Exhibitor representatives. Exhibitors are liable for any damage caused by affixing displays to building floors, walls or to standard booth equipment, or for damages caused by the Exhibitor in any other manner. The committee will not be responsible for delays, damage, loss, increased cost or any other circumstance beyond its control.
15. Sending items back: please check at time of setup, when the last pickup time is on Friday March 12, 2004. If you miss Fridays pick up time, your itmes do not get shipped untill the following Monday -weather permitting.