Click here for the Exhibit Space Application 

Exhibit Criteria
The AACAP reserves the right to require any exhibitor to remove an exhibit or any part of an exhibit which, in the sole judgment of the AACAP, is misleading or deceptive, in poor taste, or unsuitable to or not in keeping with the character and objectives of the conference. The AACAP also reserves the right to refuse space to any organization, individual, company, etc. that it deems inappropriate.

Liability and Insurance
The AACAP is not responsible for injury, loss, or damage that may occur to exhibitors, their employees, or property prior to or during this meeting. The exhibitor, upon signing the application form, expressly releases the AACAP and their employees and officers from liability, and the exhibitor further agrees to indemnify same against any and all claims due to such injury, loss or damage.

Each exhibitor must provide for safeguarding of their goods, materials, equipment, personnel, and display at all times. General security will be provided by the AACAP for the set-up and duration of the exhibit show. The AACAP strongly recommends that each exhibitor secure a rider policy for items during transportation to and from this meeting, as well as during installation, exhibit show days, and dismantling.

Hold Harmless
The exhibitor assumes entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor’s displays, equipment and other property brought upon the premises of the John B. Hynes Veterans Memorial Convention Center (Convention Center), and shall indemnify and hold harmless the Convention Center, the AACAP, and their employees from any and all such losses, damages and claims.

Payment
Submit one-half of the total booth rental cost with this application. Applications without payment will not be processed. All exhibit booths are 10’ x 10’. The balance must be paid by September 7, 2007.

Cancellation
Deposits are non-refundable. Booth reservations may be canceled and a refund issued, less the 50% deposit, prior to August 1, 2007. Cancellation after August 1, 2007 obligates the exhibitor to pay full rental. No refunds will be made after this date unless the space has been resold; then a refund will be issued, less the 50% deposit.

Exhibitor Sales
Sales are permitted in the exhibit area. It is the responsibility of vendors making sales in the AACAP exhibit space to comply with state, local and federal regulations and to pay appropriate taxes, including local sales taxes. More detailed information will follow in the exhibitor confirmation kits.

Tentative Exhibit Hours
Exhibitor Move-In:
Tuesday, October 23: 10:00 a.m.–5:00 p.m.

Exhibit Hall Open:
Wednesday, October 24: 10:30 a.m.–4:00 p.m.
Thursday, October 25: 11:00 a.m.–2:00 p.m. and 3:30 p.m.–6:00 p.m.
Friday, October 26: 11:00 a.m.–2:00 p.m. and 3:30 p.m.–6:00 p.m.
Saturday, October 27: 9:30 a.m.–12:30 p.m.

Exhibitor Move-Out:
Saturday, October 27: 1:00 p.m.–5:00 p.m.

Booth Decorations
Booth size is 10’ x 10’. Standard construction will be an 10’ high backdrop with 3’ high fabric side dividers. A standard booth sign 7” x 44”, of two lines with company name, city, state, and booth number, will be furnished.

Other Rules

1. In the event the exhibitor fails to install the display by Wednesday, October 24 at 10:00 a.m., or fails to pay the full space rental at the time specified, or fails to comply with any provisions concerning the use of display space, the AACAP will have the right to take possession of the said space and resell it, or any part thereof.
2. All demonstrations, sales activities, and distribution of circulars and promotional materials must be pre-approved by the AACAP in writing, and confined to the limits of the exhibitor’s booth, except that which is specifically authorized by the AACAP. Any advertising premium or novelty give-away must be items that can be used in the professional activities of the booth visitor and must be of modest value. Exhibitors must display only goods manufactured or dealt within their regular course of business, unless otherwise approved by the AACAP. Food giveaways must be modest and pre-approved by the AACAP and ordered through the Convention Center.
3. Exhibits which include operation of audio-visual equipment or any noise-making machines may not operate the equipment in a manner that will disturb other exhibitors and their patrons.
4. No copyrighted music will be played at this event.
5. Exhibitors are not permitted to dismantle or abandon their booths before the show officially ends.
6. See Operating Principles for Extramural Support of AACAP Meetings and Related Activities.

Shipping and Storage
Shipments should be received and stored by the official drayage company prior to the Annual Meeting. Delivery of the shipment to the booth, removal of the empty crates to storage, return of empty crates at the close of the show, and delivery of your shipment to the loading platform will be provided by the official drayage agent at the prevailing rates. A drayage information rate sheet will be included in the exhibitor’s kit. It is the exhibitor’s responsibility to mark and label their own crates/boxes.

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