Serving Citizens and Scientists in the 21st Century

Exhibitor Terms & Conditions

Exhibit Space Specifications

The cost of each 10' x 10' exhibit space is $1,862 (if paid by 1 June 2007; $2,185 if paid after that date). This fee includes the following:

Additional exhibit space is available for $100 less and includes 4 additional booth staff. The completed and signed contract with deposit must be received in order to secure space(s).

Cancellation Policy

Cancellations by 1 July will result in a 50% refund. Cancellations by 12 August will result in a 25% refund. Cancellations after 12 August, including no-shows, will not be entitled to a refund.

Pertinence to Meeting Purpose

The SETAC Office will review and approve all contracts. The products or services to be exhibited must be pertinent to the technical scope and purpose of the Meeting. Changes in the products or services to be displayed as described on the application form are to be forwarded to SETAC in writing by 19 August, for inclusion in the final program. No changes will be accepted after that date.

Assignment of Exhibit Space

Space will be assigned on a first-come/first-served basis, with first consideration given to those who have exhibited the longest and attend the exhibitor's meeting. Every effort will be made to assign exhibit space according to each Exhibitor's stated preferences, subject to availability. SETAC reserves the right to rearrange the floor plan and/or to relocate any exhibit to further the best interests of the Annual Meeting. A letter confirming receipt of application, along with booth assignment, will be mailed promptly. (Exhibitor Service Kit will be provided by Contractor in September.)

Use of Exhibit Space

No Exhibitor will be permitted to display outside the confines of the assigned space in the Exhibition Area. No back wall may be higher than 8 feet; side walls must terminate 3 feet from back wall. These limitations are intended to provide a clear view of the neighboring exhibits. End wing panels must be covered or painted if they are visible in adjacent booths.

Standard Equipment

Standard equipment will consist of an 8-foot backdrop and two 3-foot side rails with telescoping rod construction and one 7" x 44" booth identification sign. Additional equipment and services will be provided in the Exhibitor Service Kit that will be mailed by the Contractor in September.

Location and Display Schedule

The Exhibit Area will be open 8:00 PM - 11:00 PM, Sunday, 11 November (The Exhibit Area will open for the Opening Reception at 8:00 PM on 11 November at the Convention Center. You are not required to staff your exhibit during the reception; however, it is encouraged.); 9:30 AM - 6:30 PM, Monday; 9:30 AM - 6:30 PM, Tuesday; and 9:30 AM - 6:30 PM on Wednesday. Exhibits will be set up in the Exhibit Area according to the enclosed preliminary floor plan.

Shipment and Storage

Exhibit material may be shipped to the Contractor's warehouse no more than 30 days before the show for storage and delivery to the Exhibition site. A shipping and material handling instruction form will be provided in the Exhibitor Service Kit. Be sure to clearly mark the name and dates of the SETAC Annual Meeting, as well as your assigned booth number on the outside of each package. Return shipment instructions must be provided to the Contractor by the Exhibitor at the show site.

Set-up and Tear-down Times

Set-up hours are Sunday, 11 November, 8:00 AM - 5:00 PM. Note that exhibit set-up must be completed and all packing material removed no later than 5:00 PM on Sunday to prepare for the opening reception in the Exhibit Area. No containers or boxes are permitted to be stored in booth areas during the show. Tear-down hours are Wednesday, 14 November, 7:00 PM -10:00 PM. No tear-down will be permitted before 7:00 PM on Wednesday.

Preliminary Registration List

A preliminary registration list (through 10 October) will be mailed to Exhibitors who have signed up and paid the exhibit fee. The list will contain Registrant names, Affiliation, and mailing address.

The following conditions apply to the use of the mailing list:

Security/Insurance

The Exhibit Area will be secured to protect against loss during the hours when exhibits are closed; however, neither SETAC nor the Convention Center will be responsible for the safety of exhibits against theft or loss. Exhibitors should insure their exhibits and any display materials and carry proper public liability and property damage insurance during all times that such exhibits and display materials are on site at the Meeting. Exhibitors hereby expressly waive and release any claims or cause of actions against SETAC that may arise out of loss or damage to any of their property or property of their employees, agents, guests, and the general public.

Copyrighted Material

It is the responsibility of the Exhibitor to obtain appropriate copyright releases for use of any type of copyrighted material (e.g., publications, graphics) during the Meeting.

General Provisions

The license granted by this Contract is nontransferable without the prior written consent of SETAC. The Exhibit Space and associated facilities licensed hereunder are provided on an "as-is" basis. SETAC does not make any express or implied warranty or guaranty of any type or nature, including fitness for a particular purpose, with regard to the subject Exhibit Space and associated facilities. Further, SETAC shall not be responsible for any damage or loss to Exhibitor's property while in transit or on display or in storage at the Exhibition Site. The Exhibitor shall be responsible for returning the Exhibit Space and associated facilities in as good condition as they were received, reasonable and normal wear and tear expected. Exhibitor shall insure that it and any individuals and/or entities for which it may be responsible comply with all rules and policies of the Exhibition Site, as well as all applicable Federal, state, and local laws, ordinances, and regulations. Exhibitor will indemnify and hold harmless SETAC and its respective trustees, officers, and employees against any claims, suits, damages, liabilities, and expenses (including attorney fees) arising out of property damage or personal injury to third parties caused by the negligence or willful misconduct of Exhibitor or any individual or entity for which Exhibitor may be responsible. Anyone visiting, viewing, or otherwise participating in Exhibitor's display shall be deemed an invitee or licensee of Exhibitor.

Terms and Conditions Specific to Table-Top Displays

Table-top Space Specifications

The cost of each 2 1/2' x 4' table-top display space is $350. The table-top exhibitor must be a paid, registered attendee and is responsible for replenishing materials. The table-top space is not to be attended, and all brochures/materials must be flat on the table (no stand-up displays permitted). Attendee is responsible for clearing table at close of show and arranging for shipment (if required). Any items left behind will be cleared and discarded by the decorator.

Location

Table-top exhibits will be set up along the wall in the exhibit hall in alphabetical order of company name.

Liability

All responsibilities for damage to the exhibit area resulting from Exhibitor's efforts or negligence shall be assumed by the Exhibitor. The Exhibitor specifically agrees to indemnify, exempt, and hold harmless the Society from liability of any kind that may ensue from any cause whatsoever arising out of this conference.

Cancellation Policy

There will be no refunds for cancellation of table-top exhibitor spaces. The Society reserves the right to cancel this contract in any event, on written notice to applicant if the Society considers it unadvisable to hold the Annual Meeting

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