Exhibit Hall Specifications

Booth Construction
Corner and in-line booths receive an 8’ high back drape with 36” high side dividers.  A booth identification sign will be supplied for each booth.  These booths may not exceed 8’ back wall height, including any signage.  Exhibits shall not be constructed in a manner that obscures other exhibits.  Display materials will not be permitted to exceed 4’ in height in the front 5’ of the booth. 

For island booths, a maximum of 18’ in height for construction is permitted.  Variances to this height restriction must be requested in advance.  Island booth exhibitors are encouraged to have open space with no walls, if at all possible.  If a single wall is required, it should be constructed to run in the same direction as would an aisle running from the entrance to the rear of the room. Those having island booths will be required to submit and get approval from ASNC for a final floor plan of the exhibit no later than August 1.

Freight and Floor Load Levels
Floor load level is 250 lbs/sq ft.  The truck service area and loading dock are located on the exhibit floor immediately adjacent to the Exhibit Hall. Door entrance dimensions are 14’8” high by 14’2” wide.

Fire and Safety Guidelines
Exhibitors must comply with all federal, state, and local fire and building codes that apply in the Hynes Convention Center. Details regarding fire and safety guidelines will be provided in the Exhibitor Service Kit. Exhibitors must comply with all published guidelines.

Floor Covering
The Hynes Convention Center is NOT carpeted. Exhibitors must add floor covering to their booth. Exhibitors may use their own floor covering or order it from Champion. Order forms will be included in the Exhibitor Service Kit.

Food and Beverages
Food and non-alcoholic beverages may be distributed provided they are purchased from the exclusive food service contractor for the Hynes Convention Center.

Use of Space
No subletting, sharing of booth space, or booth exchanging is permitted.  All exhibitor activities shall be confined to the limits of the exhibit space and must not impede space or interfere with other exhibitors.  Every exhibit must be staffed and operational during the entire show.

Restrictions on Sound
Videotapes and films may be shown, provided that screens and receivers are placed to face into the booth to allow attendees to view and hear the presentations inside the booth, not the aisles.  The exhibitor may be asked by ASNC to discontinue the audio presentations if the sound is deemed objectionable by ASNC. 

Operation of Imaging Equipment
No radioactive sources may be utilized and no x-ray equipment may be operated from the booths.

Giveaways
Exhibiting companies are permitted to distribute giveaways in accordance with the American Medical Association’s “Gifts to Physicians Ethical Guidelines” which state in part: “....textbooks and other gifts are appropriate if they serve a genuine educational function. Individual gifts of minimal value are permissible as long as the gifts are related to the physician’s work.” Cash payments are not permissible.  Show management approval is required and written request for approval must be received by August 1. 

Distribution of Printed Literature 
Exhibitors are encouraged to confine their distribution of literature about their products or services to their exhibit area.  Door drops at the convention hotels are permitted, but arrangements must be made through the ASNC2008 Office.  Exhibitors may not have sales personnel or others handing out literature in the public areas of the convention center.  [Note:  Exceptions are the industry-sponsored symposia where CME credit is not a factor.  Literature may be distributed inside those rooms]. 

Social Events
As a condition of exhibiting, companies represented agree not to schedule any social events where meeting attendees are invited and which are in conflict with either the scientific program or published events, which are a part of the official program. An official schedule of events will be provided in April 2008.

Liability and Insurance
Each party involved in the Exhibition — Hynes Convention Center, owners, ASNC, and the exhibiting company — agrees to be responsible for any claims arising out of its own negligence or that of its employees or agents.

All parties have a responsibility, and are required, to maintain adequate insurance or self-insurance coverage against injuries to persons, damage to or loss of property, and any inability to meet their obligations as set forth in General Rules for Exhibiting.

ASNC will assume no responsibility for loss or damage to the property of an exhibitor, its employees, its contractors, agents or business invitees, regardless of the cause, unless such injury or damage results from, or is caused by, the negligence or wrongful acts of ASNC.

Each exhibitor, in making application for space, agrees to protect, and hold harmless ASNC from any and all claims, liability damages, or expenses against them or incurred by them as a result of, or in connection with, any loss of or damage to property, or injury to persons resulting from, or arising out of, or in any way connected with the negligence or wrongful acts of the exhibitor or its agents, or employees.

ASNC shall in no event be liable to an exhibitor for any lost business opportunities or for any other type of direct or consequential damages alleged to be due from a breach of this contract. It is understood and agreed that the sole liability of ASNC to the exhibitor for any breach of this contract shall be for the refund of all amounts paid by the exhibitor to ASNC pursuant to this contract, as an exclusive remedy.

Exhibition Cancellation by ASNC
It is mutually agreed that in the event that ASNC2008 is canceled due to causes that are beyond the reasonable control of ASNC, such as disasters, strikes, earthquakes, flood, strike, civil disturbances, Act of God, act of terrorism, or any other circumstance beyond control of ASNC or the Hynes Convention Center that make it impossible or impractical to open or continue the event, then and thereupon this agreement will automatically be terminated. ASNC management shall determine an equitable basis for the refund of such portion of the exhibitor fees, after due consideration of expenditures and commitments already made. 

Use of ASNC Name and Logo by Industry
The ASNC name should not be used by industry in any promotional literature, which could imply that ASNC is a co-sponsor of an event.  It is permissible to indicate that the event is being held “At the time of the ASNC2008 Annual Scientific Session.”  The ASNC logo is a registered trademark of the Society and may not be used by any group or individual other than ASNC in print or other visual form.

Americans with Disabilities Act
The Hynes Convention Center shall be responsible for compliance with all accessibility requirements and labor accommodation requirements under the federal Americans with Disabilities Act (ADA).  The exhibitor agrees to comply with any provisions of the ADA, which are applicable to the exhibitors and its exhibits.