Exhibition Rules and Regulations
AACAP reserves the right to require any exhibitor to remove an exhibit or any part of an exhibit which, in the sole judgment of AACAP, is misleading or deceptive, in poor taste, or unsuitable to or not in keeping with the character and objectives of the conference. AACAP also reserves the right to refuse space to any organization, individual, company, etc. that it deems inappropriate.
Liability and Insurance
AACAP is not responsible for injury, loss, or damage that may occur to exhibitors, their employees, agents, or property prior to or during this meeting. The exhibitor, upon signing the application form, expressly releases AACAP and its employees and agents 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 AACAP for the set-up and duration of the exhibit show. AACAP strongly recommends that each exhibitor secure a rider to its insurance policy for items during transportation to and from this meeting, as well as during installation, exhibit show days, and dismantling.
The Exhibitor assumes responsibility and agrees to indemnify and defend AACAP and its respective employees and agents against any claims or expenses arising out of the use of the exhibition premises. The Exhibitor understands that AACAP does not maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.
Exhibitor assumes responsibility and agrees to indemnify, defend and hold harmless Hotel, Hilton Worldwide, Inc., and the Hotel's Owner (HLT NY HILTON LLC), and their respective owners, managers, subsidiaries, affiliates, employees and agents (collectively, "Hotel Parties"), and Group from and against any claims or expenses arising out of the use of the exhibition premises.
Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor's indemnity in this Responsibility Clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel, Hilton Worldwide, Inc. the Hotel's Owner, and each of such entities' owners, subsidiaries and affiliates (collectively, "Hotel Parties") and Group shall be named as additional insureds on such policy, and Exhibitor shall supply the Hotel with Certificates of Insurance at least 30 days prior to the use of the exhibition premises.
The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.
For online registration or to download a copy of the registration form for fax-in or mail-in, please visit www.aacap.org/exhibits/2016. Applications without full payment will not be processed. Payment must be received with your application. Applications that are made online with a credit card payment will receive a $50 discount off the booth price.
No Show, Early Departures, etc.
Exhibitors must be present to man their booths for the entirety of the meeting. A penalty of 20% of your booth cost will be charged to any exhibitor who leaves the conference early or does not set up on time.
All giveaways that are not literature must be pre-approved by AACAP. Please visit the Exhibitor Service Center (a customized link will be emailed with your exhibit confirmation) to submit giveaways. Please note that bags of any kind are not permitted.
Booth reservations may be cancelled and a refund issued, less 50%, prior to August 22, 2016. Cancellation after August 22, 2016 obligates the exhibitor to pay full rental. No refunds will be made after this date unless the space has been resold; then a 50% refund will be issued.
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.
(a) In the event the exhibitor fails to install the display by Wednesday, October 26 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, AACAP will have the right to take possession of the said space and resell it, or any part thereof. (b) All demonstrations, sales activities, and distribution of circulars and promotional materials must be pre-approved by AACAP in writing, and confined to the limits of the exhibitor's booth, except that which is specifically authorized by AACAP. Any advertising premium or novelty giveaway 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 AACAP. Food giveaways must be modest and pre-approved by both AACAP and the Hilton. (c) 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. If an exhibit is determined to be disruptive by AACAP, the exhibitor will be asked to cooperate in resolving the disruption. If proper action is not taken by the exhibitor, AACAP reserves the right to take disciplinary action. (d) No copyrighted music will be played at this event. Additionally, no filming or photography of meeting attendees is permitted without prior approval by AACAP. (e) Exhibitors are not permitted to dismantle or abandon their booths before the show officially ends. (f) See AACAP's Operating Principles for Extramural Support of AACAP Meetings and Related Activities on www.aacap.org for detailed regulations. (g) All island booths must submit a floor plan to AACAP for preapproval by September 15, 2016.
Shipping and Storage
Shipments should be received and stored by Shepard Exposition Services 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 Shepard Exposition Services at the prevailing rates. A drayage information ate sheet will be included in the exhibitor's kit. It is the exhibitor's responsibility to mark and label their own crates/boxes.
AACAP does not utilize third-party brokers for its hotel bookings unless indicated on this website. While it is not illegal for a travel firm or booking agent to solicit potential customers, it can be difficult to determine the legitimacy of offers from these organizations and guarantee that a room will actually be reserved at the hotel. If you don't make your housing reservations directly with the meeting hotel as instructed by AACAP, we will not be able to assist you. Please contact AACAP's Meetings Department at 202.966.7300, ext. 2006 or email@example.com with any questions or concerns.