http://www.aarweb.org/Meetings/Annual_Meeting/Current_Meeting/Exhibitors/terms.asp
Terms and Provisions
Exhibit Space
- Eligibility to Exhibit
All new exhibitors are required to send information about their company and the material they plan to exhibit. Allocation of exhibit space is reserved for scholarly materials in either print or electronic media, journals, and other materials and tools appropriate for teaching and scholarly research that are judged to be consonant with the statement of purpose of the American Academy of Religion.
The American Academy of Religion is a learned society and professional association of teachers and scholars in the field of religion. Through academic conferences and meetings, publications, and a variety of programs and membership services, the Academy fosters excellence in scholarship and teaching in religion. Within a context of free inquiry and critical examination, the Academy welcomes all disciplined reflection on religion and seeks to enhance its broad public understanding. To fulfill this mission, the American Academy of Religion promotes research and scholarship in the field of religion, fosters excellence in teaching, supports and encourages members’ professional development, advances publication and scholarly communication in the field, contributes to the public understanding of religion, welcomes into conversation the various voices in the field of religion, and helps advance and secure the future of the academic study of religion.
It is expected that all exhibits will be conducted in such a way as to conform to the statement of purpose of the American Academy of Religion. The Annual Meeting Management Team reserves the right to determine all booth assignments and to refuse exhibit space or to exclude any exhibit judged not to be consonant with the character of the meeting.
- Decorations and Furnishings
Each booth shall be provided with an 8′ high flame-proof backwall drapery and 3′ high side rails with drapery. The exhibit hall is carpeted. Exhibitors can arrange to carpet or supply/order other flooring if desired. Furniture, accessories, additional draping, or signs are the sole responsibility of the exhibitor and may be ordered from Champion Exposition Services. Exhibitor Service Kits will be mailed to all confirmed exhibitors approximately 90 days before the Annual Meeting begins.
- Construction of Exhibits and Exhibitor Liability
Exhibits will be located in the Hyatt Regency Atlanta Hotel in the Grand Ballroom and Hanover Hall. The ceiling height is 14′6" in the exhibit areas and 11'8" on the permeter (non-booth areas). All displays, demonstrations, and other activities must be contained within the reserved booth space and may not impede traffic through the aisles. Display dimensions may not exceed the 8′ height of the backdrop or the 3′ height of the side rails. A display may stand 8′ in height if it is flush with the booth’s back drop. However, if the display extends from the backdrop into any portion of the remaining booth area, it may not exceed 3′ in height. Displays that violate this policy may be dismantled at the discretion of the Exhibit Manager due to infringement on the visibility of, or interference with, adjoining displays. Exhibitors or their agents shall not injure or deface the walls of the building, the booths, or the equipment of the booths. Nothing shall be posted, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Any damage to the building, equipment, or furniture will be repaired at the expense of the exhibitor.
- Americans with Disabilities Act
Each exhibitor shall be responsible for compliance with the Americans with Disabilities Act of 1992 (ADA) with regard to their booth space, including, but not limited to, the wheelchair access provisions. This policy applies when the AAR meets outside the US.
- Audio Equipment
Exhibits which include the operation of radios, sound motion picture equipment, or any audio machines must be conducted or arranged so that the sounds resulting from the demonstrations will not annoy or disturb adjacent exhibitors. Headphones are recommended. Exhibits with audio equipment must secure approval of operating methods from the exhibit manager before the exhibit opens.
- Live and Prerecorded Music
The American Academy of Religion is not licensed by the American Society of Composers, Authors, and Publishers (ASCAP) and prohibits the playing of live or prerecorded music in the exhibit hall.
- Fire Regulations
All materials used in displays must be flame proof and meet local fire regulations. All electrical wiring must con form to local codes. Fire Department officials will visit the exhibit area to enforce local fire regulations. Any changes in exhibitor’s materials re quested by the local fire inspector will be done at the exhibitor’s expense. Please refer to information contained in the Exhibitor Service Kit, which will be mailed to all confirmed exhibitors approximately 90 days prior to the convention.
- No Smoking
Smoking is not permitted in the Exhibit Hall at any time.
- Food and Beverage
No food or beverages are permitted in the Exhibit Hall at any time except at designated concession areas (if any). If your company wants to provide a hospitality break (coffee service), please see “Sponsorship and Marketing Opportunities."
- Restrictions on Use of Space
No exhibitor may sublet booth space or any portion thereof with out prior written consent from the AAR. Exhibitors planning drawings in their booth space must request permission from Aislinn Jones, Director of Marketing by October 15, 2010.
Cancellation of Exhibit Contract
- Cancellations
Exhibitors must inform AAR, in writing, of their intent to cancel or they will not be allowed to exhibit in the future. Exhibitors who cancel their participation in writing by May 1 will be refunded any amount paid beyond the 50% deposit. The 50% deposit is nonrefundable. No refunds will be issued after May 1.
- Failure to Pay
Full payment of rental fees for exhibit space must be received by July 1. Failure to remit payment by July 1 constitutes cancellation of the contract and space will be subject to resale without refund.
Installation and Dismantling
1. Installation and Dismantling of Exhibits
All installations of exhibits must be carried out on Thursday, October 28, from 1:00 pm to 6:00 pm and Friday, October 29, from 8:00 am to 6:00 pm. All installations must be completed by Friday, 6:00 pm. Any display material not erected by 6:00 pm on October 29 will be installed by the decorator at the exhibitor’s expense.
- Dismantling of exhibits will begin at 5:31 pm on Monday, November 1and must be completed by 9:00 pm. Exhibitors may not pack or dismantle until the official closing time on November 1.
- Early Departure or Dismantle
Any exhibitor who dismantles or abandons their exhibit prior to 5:31 pm on Monday, November 1, will be subject to a fine of $150 and will forfeit their standing for future exhibit space assignments.
- Shipments and Storage
No freight or truck shipments will be accepted by the Hyatt Regency Atlanta Hotel. Drayage will be handled by Champion Exposition Services, whose service forms (material handling forms) will be included in the Exhibitor Service Kit mailed in August. All packing containers, excelsior and wrap ping paper, which must be flameproof, are not to be stored under tables or behind displays. Arrangements must be made with Champion Exposition Services for pickup, storage, and return.
- Labor
Only full-time employees of your company may set up and tear down your exhibit. Otherwise, all work in connection with exhibit setup or teardown is to be performed by union personnel carrying the appropriate union card. Carpenters, painters, electricians, plumbers, and other skilled labor as well as common labor or porters can be arranged by Champion Exposition Services at established rates. Arrangements should be made in advance with Champion Exposition Services. Forms for this service will be avail able in the Exhibitor Service Kit, which will be mailed to all confirmed exhibitors in August.
Liability
- Security
AAR will provide security service on a round-the-clock basis for the exhibit hall, but the provision of such service shall not be construed to be any assumption of obligation or duty with respect to the protection of the property of exhibitors which shall, at all times, remain in the sole possession and custody of each exhibitor, and shall be the sole responsibility of each exhibitor.
- Responsibility of the AAR and the Exhibit Facilities
Exhibitor assumes entire responsibility for, and hereby agrees to protect, indemnify, defend, and save the American Academy of Religion, Experient, Inc., Champion Exposition Services, and the Hyatt Regency Atlanta Hotel against all claims, losses, and damages to persons or property, governmental charges, or fines, and attorney’s fees arising out of, or caused by, exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, when due to the acts of negligence of exhibitor or exhibitor’s employees. In addition, exhibitor acknowledges that the American Academy of Religion and the Hyatt Regency Atlanta Hotel do not maintain insurance covering the 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 the exhibitor.
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