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2010 American Roentgen Ray Society ( ARRS 2010 ) annual meeting Exhibit Hall Schedule and Meeting Schedule, from May 2 - 7, 2010 in Manchester Grand Hyatt, San Diego.

The signed exhibit booth application and subsequent notice of space assignment constitutes a contract between the American Roentgen Ray Society ( ARRS ) and the Exhibitor.

ARRS 10 Annual Meeting - Rules and Regulations

1. Exhibits: All exhibits must conform to and enhance the professional, educational and instructional atmosphere of the meeting.

2. Floor Plan: ARRS reserves the right to rearrange the final floor plan based on fire marshall request and/or unsold or unoccupied exhibit space, and confirmed exhibiting company will be given a comparable booth location. In said event all exhibitors will be notified.

3. Requirements/Regulations: Exhibitors are not permitted to display products or conduct demonstrations regarding products outside the exhibit hall. Any distribution of literature or samples shall be limited to the exhibitor's booth. Exhibitors may not interfere with any exhibitor displays or materials that are not produced by said exhibitor. Violation of this will result in cancellation of exhibit space during the show without a refund. The use of music, dancers, mimes or other similar entertainment will not be permitted in the exhibit hall.

4. Sublet: No exhibitor shall assign, sublet, or share the whole or any part of the space contracted to them. Exhibitors agree to limit the service and/or materials displayed in their exhibit area to those they purvey, except that other proprietary equipment may be used solely for the purpose of demonstrating the materials or services of the exhibitor.

5. Official Contractor/EAC: Any other booth furnishings and equipment must be contracted through the official exhibition service contractor or the hotel, as indicated in the exhibitor's service kit.

6. Exhibit Design and Construction: The regulations listed herein are not intended to unduly restrict exhibits as to either design or utility. The spirit in which the rules are presented is to create and maintain an open atmosphere on the exhibit floor. In designing exhibits, good judgment and consideration for neighboring exhibitors and attendees should be primary objectives. All exhibits/tabletops must fit within the confines of their assigned space so as not to impede traffic flow, infringe on the space of other exhibitors, or violate the emergency exit routes set forth by the fire marshal. Exposed parts of any display must be finished so as not to be objectionable to other exhibitors.

7. Protection of Exhibit Facility: Exhibitors shall not deface any part of the exhibit facility. The cost of repairing any damage done to the exhibit facility by the exhibitor, or his/her employees, representatives or agents will be billed to and paid by the exhibitor. Nothing shall be taped, affixed, nailed, pinned or attached in any manner to any surface in the facility.

8. Safety/Fire Codes: Exhibitors, service contractors and show management must comply with all federal, state and local fire and building codes that apply to public assembly facilities. A full-time fire marshal is assigned to the facility by the City of San Diego to ensure compliance.

9. Labor Regulations: Union labor claims jurisdiction for installation and dismantling including signs and carpet installation. However, full-time employees of exhibiting companies may unpack materials and place items in their booth. Any installation of exhibits or displays which requires the use of hand tools, or more than one person, or longer than 30 minutes to install (including crating or uncrating) or exceeds ten feet in any direction must be rendered by local authorized union personnel.

10. Material Handling Service: Fulltime employees of an exhibiting company may hand carry their own materials into the exhibit hall in one trip without using the loading docks. Hand carried is defined as one item that can easily be carried by an individual exhibitor, without the need for dollies or other mechanical equipment. The use of rental dollies, flat trucks, and other mechanical equipment, is not permitted. Champion Expositions will provide all exhibit services. The exhibitor shall provide only the material and equipment that it owns and is to be used in its exhibit space. All other items used in the booth are to be provided only by the official service contractor. Champion Expositions will have complete control of all dock and loading facilities and will receive and deliver all direct and advance shipments and provide all rigging, labor and equipment. Any material handling fees charged by the facility will be paid for by the exhibiting company. All services not ordered in advance must be obtained through Champion Expositions’ service center, which will be maintained in the exhibit hall. Trucks or other vehicles using the loading dock will be unloaded by local union personnel. All material- handling equipment will be operated exclusively by local union personnel.

11. Force Booth Set up: In the event that no representative of an exhibiting organization has claimed its space by 3:00 pm, May 2, ARRS has the right to relocate the exhibit space. If exhibitor has not claimed space by 3:00 pm May 2, ARRS has authority to allow the site decorator to assemble booth space. The Exhibitor agrees to pay for reasonable assembly charges in said event and will be invoiced accordingly. Exhibitors not planning on exhibit move-in must contract for booth installation or incur an assembly charge.

12. Liability: Neither the management of the Manchester Grand Hyatt San Diego nor ARRS shall be liable for the damage, loss, or destruction to the exhibits by reason of fire, theft, accident, or other destructive causes. Exhibitor shall lease booth(s) at its sole risk. Neither the management of the Manchester Grand Hyatt San Diego, ARRS, nor any of their agents, servants, or employees will be liable for accidents to exhibitors, their agents, or employees, except in the event of negligence or willful misconduct by the Manchester Grand Hyatt San Diego, ARRS, or any of their officers, employees or agents.

13. Indemnification: Both the Exhibitor/ Contractee and the ARRS assume the entire responsibility and hereby agree to protect, indemnify, defend, and hold harmless one another, as well as the host facility, their officers, employees, and agents against all claims, losses, and damages to persons and 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 any part thereof, including any outside exhibit areas. Both parties assume the entire responsibility and liability for losses, damages, and claims arising out of their respective negligence and willful misconduct on the Manchester Grand Hyatt San Diego premises and will indemnify, defend, and hold harmless the other, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.

14. Insurance: Exhibitor acknowledges that ARRS does not maintain and is not responsible for obtaining insurance covering Exhibitor's property. Exhibitors are advised to obtain business interruption and property damage and loss insurance to cover such occurrences. Exhibitor is responsible for maintaining such property and casualty insurance for its exhibit and display materials as the Exhibitor shall deem adequate. Any policy providing such insurance must contain a waiver of any right of subrogation as to any claims against ARRS, its officers, directors, agents or employees. Exhibitor must maintain general public liability insurance, in an amount of not less than $1 million ($1,000,000) for any one occurrence, against claims for personal injury, death or property damage connected in any way with the Exhibitor’s participation in the exhibition. Such insurance must include coverage of ARRS as an additional named insured. In addition, the insurance policy must provide that coverage cannot be cancelled or reduced without at least ten (10) days prior written notice to ARRS. The Exhibitor shall provide ARRS with an original certificate of insurance evidencing the maintenance of liability insurance complying with all requirements of this paragraph.

15. Security: Overall guard service will be provided by ARRS for the exhibit period, but neither the guard service nor ARRS will be responsible for loss or damage to any property for any cause. No one will be allowed in the exhibit hall before or after the published hours without written permission from ARRS. Exhibitors must comply fully with pre and post exhibit hours regulations as set out in the Exhibitor Service Kit.

ARRS badges must be worn by exhibitors at all times in order to gain entry to the exhibit space. Work badges are valid only for setup and breakdown of the exhibits. They may not be used during exhibit hours.

ARRS reserves the right to inspect any package, box, handbag, or other means of conveyance leaving or entering the exhibit hall at any time. Anyone not allowing such inspection will not be allowed to enter with, or remove, uninspected property from the hall until all other exhibitors have left. No luggage is allowed in the hall during show hours.

16. Function Space Requests: No hospitality functions or user meetings may be held during the program portion of the conference. Exhibitor only meetings may be scheduled any time during the conference. Exhibitors who wish to use the meeting facility for meetings must submit a written request directly to ARRS.

17. Personnel Registration & Badges: The official ARRS badge must be worn in the exhibit hall at all times. All setup and dismantling personnel must wear special work badges while in the hall. They may be obtained at the ARRS Exhibitor Registration Desk.

Each individual exhibitor and/or exhibit representative will be responsible for procuring his/her badge at the ARRS Exhibitor Registration Desk.

Exhibitor company badges or company cards are not to be substituted for official ARRS badges. ARRS badges are not to be defaced in any manner or distributed to non-Exhibitor employees or agents. False certification of any individual as an Exhibitor representative, misuse of Exhibitor badges or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor will be cause for expelling the Exhibitor and its representatives from the exhibit hall and/or removing the Exhibitor’s exhibit from the floor without obligation on the part of ARRS for refund of any fees. The Exhibitor and anyone claiming a right to be on the exhibit hall through the Exhibitor waive any rights or claims for damages arising out of the enforcement of this rule.

No one will be admitted into the exhibit hall without the proper badge. Upon request, exhibiting companies will be issued up to two one-day guest badges. These badges will be available onsite at registration. The submission of a business card by the guest is required. The badge allows admission into the exhibit hall only during official show hours.

18. Americans with Disabilities Act (ADA): Exhibitors are responsible to comply with all applicable provisions of the ADA for their booth space, including but not limited to, wheelchair access provisions. Exhibitors shall indemnify, hold harmless, and defend ARRS, its officers, directors, agents, members, and employees from and against any claims, liabilities, losses, damages, and expenses (including attorney’s fees and expenses) resulting from or arising out of the Exhibitor’s failure or allegations of the Exhibitor’s failure to comply with the provisions of the ADA.

19. Cancellation: In the event the exhibition is canceled or the Exhibitor does not exhibit due to circumstances within the control of ARRS, the liability of ARRS will be limited to a refund of all moneys paid by the Exhibitor for exhibit booth rental and registration fees. If ARRS should be prevented from holding the exhibition for any reason beyond its control (such as, but not limited to, damage to the building, riots, strikes, acts of government, or acts of God) or if an Exhibitor cannot occupy the assigned exhibit space due to reasons beyond ARRS’ control, then ARRS has the right to cancel the exhibition or any part thereof, with no liability to the Exhibitor.

20. Photography: Photograpy is not allowed without the permission of the show manager.

21. Children: Children younger than age 16 are not allowed in the exhibit hall unless accompanied by an adult. No children will be allowed in the hall during set up and tear down times.

22. Smoking: Smoking is not permitted at the ARRS meeting, including the exhibit hall.

23. Violation and Penalties: Substantial violation of any of these rules and regulations by the Exhibitor or its employees or agents may, at the option of ARRS, forfeit the Exhibitor’s right to occupy exhibit space, and such Exhibitor shall forfeit to ARRS all moneys paid or due. Upon evidence of substantial violation, ARRS may take possession of the space occupied by the Exhibitor and remove all persons and goods. The Exhibitor shall pay all expenses and damages that ARRS may incur through the enforcement of this rule.

24. Amendments/General Supervision: All exhibit matters and questions not covered in these rules and regulations are subject to the decision of ARRS management. These rules and regulations may be amended at any time by ARRS, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these rules and regulations, written notice will be given to such exhibitors as may be affected.
Source: ARRS

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