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2018 Annual Conference – Exhibitor and Sponsor Additional Information/Policies
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Registering Your Exhibitor Representatives

You may register additional representatives starting in March. This opportunity will be given to those whose exhibitor registration has been accepted. The link to the online form will be included in your confirmation to the primary contact.

Rates for Additional Representatives:

  • Early bird rate is $500 until March 30, 2018.
  • After March 30, 2018, regular rate is $550.
  • Onsite rate is $600.

No refunds will be provided for representative registrations, but the names may be changed prior to March 30, 2018. Substitutions for single days, half days, or less time will not be allowed.

It’s Raining Gifts!

ASPR Bingo Raffle Is on Mobile! 
80% of attendees participated last year by collecting a code from exhibitors to gain points throughout the exhibit hall. With added Wi-Fi and simpler codes, we expect even better participation. Attendees have until 12:45 pm Tuesday, April 24 to reach a minimum amount of points. Names of those who gain enough points will be put in the drawing. We hope this program will provide you with greater opportunity to talk with as many attendees as possible.

If you choose to participate (completely optional) in the Mobile Bingo Raffle program, please indicate on your exhibitor registration. Prizes may not exceed $100 in value. You must be available to personally present your prize at the ASPR business meeting on Tuesday afternoon (at approx. 2:15 p.m.)

Exhibitor Door Prize Drawing 
Exhibitors have the option to give away a door prize at their booth. Door prize drawing items will not be listed in onsite materials. There will be a board in the exhibit hall during the last break on Tuesday for you to post your door prize winners’ names. Exhibitors are responsible for contacting the winners directly. ASPR is not responsible for any prizes that are won and not collected.

5K Run/Walk 
Back by popular demand! This event will take place on the morning of Monday, April 23, 2018. Exhibitors are encouraged to sign up by Monday, April 9 in order to secure a race shirt. It is a great sponsorship opportunity!

Policies, Terms and Conditions (aka the fine print)

All policies will be firmly enforced. Exhibitors must agree to adhere to all ASPR guidelines, policies, and procedures when submitting an application to exhibit.

Use of ASPR Name or Logo 
ASPR’s name, acronym, and logo are proprietary marks and may not be used in advertising, signs, or promotions in any media, communication, or product literature inside or outside of the exhibit hall, immediately before, during, and/or after the conference. ASPR Corporate Contributors are welcomed and encouraged to use their particular logo following all rules of use in the Corporate Contributor program.

Photo Consent 
As part of the ASPR Annual Conference, you may be photographed or recorded on audio and/or video. These items may be used in promoting future conferences or in other marketing related to ASPR. Your attendance at this event implies your consent to be photographed or recorded.

Concurrent Events 
Exhibitors/sponsors must not sponsor/hold any events during conference hours or the hours of any official ASPR functions from Saturday, April 21 through Wednesday, April 25.

Early Departure Penalty: $1,000 
To enhance the experience of attendees in the exhibit hall, ASPR requires all exhibit booths remain fully set up and attended by a company representative until the specified tear-down time. ASPR will assess an early departure fee of $1,000 to any company that begins to dismantle its booth or leaves its booth prematurely unattended before the official tear-down time denoted in the onsite exhibitor packet. Payment of this fee will be required before the company is allowed to register for any following annual conference and the company will be placed at the bottom of the list for booth assignments at the next annual conference.

Exhibit Materials and Activity
ASPR reserves the right to prevent any exhibitor from displaying beyond the bounds of the exhibitor’s rented exhibit space and from displaying noisy electrical devices (ex. loud appliances, machines, games), smells/scents that are offensive or commonly cause allergic or physical reactions (ex. industrial smells, chemical smells, nail polish, cleaners), displays, fire hazards (ex. open flames, highly flammable fumes), costumed mascots, live animals or anything which may prove objectionable. All aisles must be kept clear of displays. Inventory must be discreetly stored within an exhibitor’s booth space. The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitors. Exhibitors are allowed to sponsor prize drawings within their exhibit space. Any limitations on registering for or accepting the prize must be prominently displayed in the exhibit space. The decision on appropriate conduct will be at the discretion of ASPR’s exhibit manager.

Force Majeure
If ASPR cannot hold the conference due to acts of God, war, government regulations, disaster, strikes, civil disorder, or curtailment of transportation facilitating other emergencies making it inadvisable, illegal, or impossible to provide the facilities or to hold the meeting, each prepaid registrant/exhibitor will receive a copy of conference onsite brochure and any other materials that would have been distributed. Fixed conference expenses will be paid from the preregistration funds. Remaining funds will be refunded to pre-registrants/exhibitors. ASPR is not responsible for any other costs incurred by pre-registrants/ exhibitors in connection with the conference.

Cancellation Policy 
Written cancellation notice must be received via email (bridgetf@aspr.org) by February 20, 2018, to receive a 50% refund. No refunds will be given after this date.

Insurance and Disclaimer
Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the hotel, its owners, and its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the hotel and its employees and agents. Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the contractual liability set forth in this exhibit agreement, in an amount not less than $2 million combined single limit for personal injury and property damage. The hotel, its owners, and its operator shall be included in such policies as additional named insureds. In addition, exhibitor acknowledges that neither the hotel, its owners, nor its operator maintain insurance covering exhibitor’s property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage insurance insuring any losses by exhibitor.

Labor Regulations
Exhibit Installation & Dismantling: The installation and dismantling of prefabricated displays is the under the jurisdiction of the local Carpenters Union. However, two (2) full time exhibiting company employees may work without union labor for one (1) hour on the installation (move-in) and for one (1) hour on the dismantle (move-out) on booths that are larger than 8'x10'. Any work beyond 1 hour will require union labor. Full time employees of exhibiting companies may work in booths 8'x10' and smaller without utilizing Carpenters Union labor.

Exhibitors are not permitted to use POWER TOOLS (electric drills, power saws, etc.) on booths of any size. Exhibitors may use manual hand tools (hammers, screwdrivers, ratchets, etc.) within booth size and time limitations.

Material Handling Services: All material handling, freight, and dock operations are under the jurisdiction of the Local Teamsters Union. Teamsters Union employees are responsible for the unloading and reloading of all materials, including the operation of all mechanized material handling equipment.

One individual from an exhibiting company is permitted one trip to hand-carry items into the exhibit facility. The use of dollies, hotel baggage carts, other carts, or any mechanized equipment by exhibitors is prohibited.

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