EXHIBITOR PROSPECTUS - RULES & REGULATIONS
Americans With Disabilities Act
Each exhibitor is responsible for compliance with the Americans with Disabilities
Act (ADA) within its booth and assigned space.
Booth Conduct
No exhibitor may operate in a way that interferes with the rights of another exhibitor.
Exhibits and display materials may not span beyond the space allotted. All exhibits
should be presented in a professional manner. Operation of sound devices is allowed
if the exhibitor complies with APSS exhibit rules on volume. The APSS reserves the
right to curtail exhibits or parts of exhibits that are deemed inappropriate or
unprofessional. The following practices are disallowed by the APSS:
- Loud electrical or other mechanical apparatus disturbing other exhibitors.
- Theater and/or presentation stages.
- Use of professional actors, magicians, or performers (may be allowed with prior
approval).
- Canvassing outside the booth including aisles, entrances or any other public space.
- Entering another exhibitor’s booth without permission.
- Live music.
- Helium balloons may not be displayed or distributed.
- Door drops at the official meeting hotels (please see Sponsorship Opportunities).
- Photographs of another exhibitor’s booth without permission.
- Smoking in or around the exhibit hall or meeting space.
Booth Construction
Each exhibit booth space, with the exception of island booths, will have an 8’ draped
background and 3’ side drapes. Within perimeter and in-line booths, all display
material is restricted to a maximum height of 4’ in the front 5’ of the booth, and
a maximum height of 8’ in the back 5’ of the booth.
An island display, bound on four sides by aisles, may use the full cubic content
of space. The floor support may not exceed 24’ in height, depending on booth location,
and sufficient see-through areas must be provided to ensure the view of adjacent
exhibits. Any variations must be approved in advance by the APSS. Company name,
product logo, or floor support may not exceed 24’ in height. Please note that ceiling
height varies within the Baltimore Convention Center Exhibit Halls. If concerned
with the ceiling variation, please contact the APSS meeting department.
Exposed, unfinished sides or exhibit backgrounds must be draped to present an attractive
appearance. No exhibit may span an aisle by roofing or floor covering. Inspection
of the exhibits will be made during set-up and exhibitors will be notified if any
deviation from the APSS exhibit rules is noted. In the event the exhibitor is not
available, the decorator, with the approval of the APSS, will provide draping deemed
necessary and submit charges to the exhibitor.
Carpeting
The Baltimore Convention Center is a non-carpeted exhibit hall.
All exhibiting companies are required to carpet the full extent of the square footage
assigned. This applies to all booth types (in-line, corner and island).
Dress Code
The dress code at SLEEP 2008 is business casual. All representatives of exhibiting
companies are required to adhere to this dress code; the APSS reserves the right
to remove any exhibitor who does not comply with this dress code from the exhibit
hall or meeting space.
Demonstrations/Promotional Activities
All demonstrations and promotional activities shall be confined to the space allotted
to each exhibiting company in the exhibit hall. Exhibitors and their personnel,
or any other company/organization, including those not exhibiting in the exhibit
hall, are prohibited from displaying or demonstrating products, soliciting orders,
or distributing advertising materials anywhere in APSS contracted space to include
but not limited to convention centers, conference centers and hotels.
FDA Regulations
Exhibitors should be aware of the Food and Drug Administration (FDA) restrictions
on the promotion of investigational and pre-approved drugs and devices. The FDA
also prohibits the promotion of approved drugs for unapproved purposes.
Fire Regulations
The Fire Department has strict rules concerning fireproofing of all material used
in booth construction and furnishings. Please note that hazardous materials, including
flammable gases, hazardous chemicals, cooking oil, and other furnishings or decorations
of a highly flammable character, are strictly prohibited. It is necessary for you
to bring the manufacturer’s certification that your booth materials are fireproof.
If inspection indicates that an exhibitor has neglected to comply with these regulations,
or otherwise incurs fire hazards, the APSS reserves the right to cancel all or part
of the exhibit proven to be irregular. If exhibitors fail to comply with applicable
fire regulations, the APSS is not obligated to monetarily refund any exhibitors.
Fire regulations prohibit the storage of empties behind any exhibit or drapery.
Exhibitors may maintain a one-day supply of materials within their booth. All excess
materials must be removed from the exhibit floor.
Additional information is available in the Baltimore Convention Center Service Manual.
Food and Beverage Distribution
Exhibiting companies will be allowed to distribute a sampling of food (1-ounce portion)
such as hard candy or miniature candy bars. Distribution of any other food or beverage
items requires approval from the APSS and is subject to the rules and regulations
of the Baltimore Convention Center and Aramark Catering. All requests should be
submitted in writing to the APSS. Permission will be granted on a limited basis
and the APSS reserves the right to deny permission for any food and beverage distributions.
Exhibitors may not dispense alcoholic beverages of any kind.
Handouts and Giveaways
Handouts and give-a-ways, including prize contests and drawings, are permitted.
Please indicate on the enclosed contract the intended handouts/ give-a-ways. Permission
for all handout and give-a-way items must be obtained prior to the opening of the
exhibit hall and materials will only be distributed inside assigned booth space.
Any distributed leaflets are limited to information about the company’s products/services.
Exhibitors may not hand out flyers of any kind announcing events occurring at times
other than the dates of the SLEEP 2008 meeting, provided they do not violate black-out
hours, unless prior approval has been granted. The APSS in its sole discretion shall
have the right to prohibit the distribution of any samples or handouts that violates
exhibit hall policies, deems objectionable or otherwise inappropriate.
The distribution of bags is permitted provided they meet the following requirements:
- Bags must be plastic. Canvas, nylon, and duffel bags are not allowed.
- Bags can measure no larger than 14” x 14”.
- Company name and logo may be printed on the outside.
Hanging Signs
The top of a hanging sign must not exceed 26’ in height, depending on the ceiling
height. Inspections of the exhibits will be made during set-up and exhibitors will
be notified if any deviation from the APSS exhibit rules is noted. If interested
in hanging a sign within your exhibit booth, please specify your intent on the contract
and application for exhibit space. For additional information on hanging signs,
please contact Freeman decorating.
Independent Service Contractors
Exhibitors may opt to use independent service contractors for installation and dismantling
of exhibit booths. If such contractors are used, the exhibiting firm has the responsibility
of notifying the APSS in writing using the form contained in the Exhibitor Service
Kit. Without such notification, the independent contractor will not be permitted
to set up your booth. Independent service contractors
are responsible for notifying the APSS of the booths they will be working in and
must provide proof of insurance coverage by May 1, 2008. Communication
with an independent contractor, including the rules and regulations of this prospectus,
service kit and all other exhibit information is the responsibility of the exhibiting
company with which the APSS has a contractual agreement.
Independent Service Contractors must wear a badge in order to access the exhibit
hall for booth installation. Contractors may pick up a badge at the SLEEP 2008 exhibitor
registration counter located near the Pratt Street entrance of the Baltimore Convention
Center.
Liability and Security
The APSS is not and will not be liable or responsible for any injuries, theft, loss,
damage of whatever nature, direct or indirect, to exhibitors, their employees, agents,
goods, or property of any of the foregoing, from any cause or omission whatsoever.
Exhibitor agrees to protect, save and hold the Associated Professional Sleep Societies,
LLC and the Baltimore Convention Center, and all agents and employees thereof (hereinafter
collectively called Indemnities) forever harmless for any damages or charges imposed
for violations of any law or ordinance, whether occasioned by the negligence of
the exhibitors or those holding under the exhibitor, and further, the exhibitor
shall, at all times, protect, indemnify, save and hold harmless the Indemnities
against and from any and all losses, costs, damages, liability or expenses (including
attorney’s fees) arising from or out of or by reason of any accident or bodily injury
or other occurrences to any person or persons, including the exhibitor, its agents,
employees or business invitees, which arise from or out of or by reason of said
exhibitor’s occupancy and use of the exhibition premises, the convention center
or any part thereof.
All exhibitors must make provisions for the safeguarding of their own goods, materials,
equipment and display at all times and are responsible for obtaining insurance in
such amounts as deemed appropriate to comply with the exhibitors’ obligations herein
and for the exhibitors’ own protection. The space occupied by each exhibitor must
be surrendered in the same condition as it was at the time of the exhibitors’ use
and occupation thereof (ordinary wear and tear expected).
APSS shall have sole power in the interpretation and enforcement of all regulations
contained herein, and the power to make amendments thereto and such further regulations
shall be considered necessary for the proper conduct of the exhibition. Such decisions
shall be binding upon exhibitors.
Lighting
Truss and theater lighting within the exhibit hall is prohibited. Lighting may not
be hung from the ceiling nor be displayed in a manner that will affect adjacent
exhibits. Inspections of the exhibits will be made during set-up, and exhibitors
will be notified if any deviation from the APSS exhibit rules is noted.
Photography and Video Recording
Photography or video recording, other than by the official photographer or registered
press, is prohibited during installation, exhibition and dismantling. No camera
of any kind will be allowed on the exhibit floor or in the meeting rooms during
these times. Exhibitors have control over their rented space and may prevent those
considered their competitors from gaining access to photographing, videotaping,
or otherwise mechanically recording their exhibits or presentations. Violation of
this rule could result in the confiscation of the film, deduction of points or
the removal of the individual from the exhibit hall or meeting room.
Security
The APSS will contract a security service to monitor the hall during move-in, exhibition,
and move-out. The APSS is not responsible in any manner for the guard’s actions,
omissions or damages, or claims which may result from such actions or omissions.
Neither the APSS nor the Baltimore Convention Center will assume responsibility
for exhibitors’ property. Valuable items should be placed in a locked compartment
in the booth or removed from the hall after show hours.
Selling Products
For the first time, the APSS will permit on-site sales within the SLEEP 2008 exhibit
hall. In order to conduct on-site sales, exhibitors must strictly adhere to all
applicable rules, policies and procedures prior to, during and following the annual
meeting. Exhibitors choosing to participate in direct sales must clearly indicate
such intent on their application and contract for exhibit space. Exhibitors are
solely responsible for (i) paying all applicable state and/or city sales taxes;
(ii) complying with all tax laws, regulations and policies of the meeting’s host
city and state; and (iii) complying with any other associated tax laws, policies,
regulations or requirements. The APSS is not responsible or accountable in any way
for sales conducted within the exhibit hall, collection or payment of sales tax,
compliance with applicable tax laws, or for any violations made by an exhibiting
company concerning sales tax, or any other applicable tax laws, policies, regulations
or requirements.
The exhibitor must provide all information and complete all applications requested
from the host convention center, host city, and/or host state prior to, during,
and following the annual meeting. The APSS is not liable for providing an exhibiting
company’s relevant information.
Maryland law requires all exhibitors making sales
in the exhibit hall to (i) obtain a 30-day State Sales Tax License from the State
of Maryland prior to the date of the meeting; and (ii) collect the 5% Maryland Retail
Sales Tax on all applicable sales (or such other amount as may be required by law
at the time of the show). In order to make sales in the exhibit hall, Exhibitors
must display a copy of the Maryland Sales Tax License at their booth. Exhibitors
failing to display a copy of their license will be removed from the exhibit hall.
Exhibitors must provide APSS with a list of products and/or services that are intended
for sale during the annual meeting no later than May 1, 2008. The APSS may decline
the sale of any product and/or service within the exhibit hall, in its sole and
absolute discretion. Sales cannot be conducted outside of the SLEEP 2008 exhibit
hall at any time during the annual meeting. All exhibitors are required to adhere
to the rules and regulations outlined within the exhibitor prospectus; the APSS
reserves the right to remove any exhibitor who does not comply with the exhibit
hall or meeting space’s rules and regulations.
Staffing of Exhibits
Exhibits must be staffed and operational at all times during
show hours. Exhibitors vacating their booth before the closing
of each day or prior to the final close of the show will incur a
loss of priority points and may be denied exhibit space at future
SLEEP meetings. Move-out may not begin before 2:00pm
on Wednesday, June 11, 2008.
Subletting/Sharing
No subletting or sharing of exhibit space is allowed. Exhibitors
may show only products or services manufactured or dealt by
them in the regular course of business. The featuring of a name or
advertisement of a non-exhibiting firm or business is prohibited.
Unofficial Functions, Hospitality Suites and Meeting Rooms
Hosting ancillary meetings, social or educational forums, or
opening a hospitality suite, requires approval from the APSS
Meeting Department. Requests for all function space at the
APSS contracted hotels must be arranged and approved
through the APSS. Space requests for events to be held in the
Baltimore Convention Center will not be approved.
In order to fully promote the educational activities of the meeting
and the visitation of the exhibit hall, the APSS prohibits the use of hospitality suites and meeting rooms during the scientific
program on June 8 from 5:00pm to 10:00pm; June 9-11 from
8:00am to 6:00pm and June 12 from 8:00am – 12:00pm. Companies
that do not exhibit at SLEEP are not allowed to host hospitality
functions, conduct market research or distribute handouts.
To receive permission for a meeting room or hospitality
suite, please submit the Affiliate Meeting Request Application to Amber
Josi, Meeting Planner, at ajosi@aasmnet.org. Please allow
approximately one business week to process the request. The
following information is required in order to receive approval:
- Company/organization name
- Date(s) of meeting
- Time(s) of meeting
- Preferred location
- Purpose of meeting
- Estimated attendance
- Description of attendees
- Food, beverage and audiovisual requirements
Unions and Contractors
Exhibitors agree to abide by the Rules and Regulations concerning
local unions having agreements with the exposition facility
or with authorized service contractors employed by exhibit
management. Only the Official Contractors designated by
exhibit management will be permitted in exhibit areas unless
otherwise authorized by exhibit management. Exhibitors are
cautioned to observe the regulations as provided herein. Failure
to comply with these or any other regulation, or any amendments
thereto, may be sufficient cause to require the immediate
removal of the offending exhibitors.
Use of APSS and SLEEP 2008 Name/Logo
The APSS and SLEEP 2008 name, logo and acronym are proprietary
and may not be used in signs, advertising, promotions or
on any product literature either inside or outside the exhibit hall.
This rule applies before, during, and after the SLEEP Meeting,
unless prior authorization has been received from the APSS.