 
 Exhibitor Rules and Regulations
1. Payment
Full payment for exhibit
space, direct marketing, and/or advertising is due prior to the start of
the conference. Payment for the exhibit space does not include additional
furnishings, equipment, utilities, extension cords, or other services
ordered by the exhibitor. All such optional costs shall be the
exhibitor�s responsibility. Complete the information on the registration form
and you will be notified of your booth number with confirmation of
your registration.
2. Exhibit Set-up
The exhibit area will be open to
exhibitors for set up on Wednesday, Oct. 15 starting at 12 noon. All
exhibits must be set up no later than 4 p.m. Wednesday, Oct. 15. Shipping
instructions will be mailed with your confirmation letter and/or in your
Exhibitor Service Kit.
3. Exhibit Hours
The
exhibit area will be open to conference participants during the following
hours:
� Wednesday, Oct. 15 4 p.m. to 7
p.m.
� Thursday, Oct. 16 9:30 a.m. to 6
p.m.
� Friday, Oct.
17 8:30 a.m. to 6 p.m.
4. Exhibitor Registration�Day of Conference
� Exhibitors
and their booth staff/volunteers may pick up their nametags at the
Conference Registration area.
� Registration as an exhibitor does
NOT include admission to conference activities. If you would like to
attend conference activities or want more information, you may request a
conference registration brochure.
5. Exhibitor Representation
Conference staff will
not monitor displays. We hope you plan to staff your booth. If not
staffed, we recommend that you have someone to assist in keeping your
table tidy and stocked with materials.
6. Exhibit Cleanup and Removal
At
the end of each day, wastebaskets will be emptied, and trash left in the
aisles will be removed. Please straighten up your booth and store items
under the table. You are responsible for how your booth looks! In the
interest of safety and show continuity, premature dismantling or packing
of exhibits is prohibited.
7. Security and Liability
A security guard
will be on duty when the exhibit area is closed. However, the Association
for Volunteer Administration will not be responsible for any loss, damage,
injury, or theft that may occur to the exhibitor or the exhibitor�s
employees, volunteers, or property from any cause whatsoever, prior,
during or subsequent to the period covered by the exhibit contract. By
signing the registration form, the exhibitor expressly releases AVA from
and agrees to indemnify same against any and all claims for loss, damage,
or injury. For extra safety and security, a conference staff person will
be in the exhibit area. Any damage to booth, equipment, or the exhibit
area due to carelessness of an exhibitor must be paid for by the exhibitor
who causes it.
8. Safety Precautions
All materials
and installations must conform to the requirements of the local building
and inspection authorities.
9. Amplification
The use of microphones,
recordings, movies, slides, or other audio-visual equipment is available.
Order forms will be in your Exhibitor Service Kit.
10. Use of Space
AVA reserves the right to decline or
prohibit any exhibits or part of an exhibit which is not suitable to and
in keeping with the character of the exhibition. No subletting space will
be permitted. No alcoholic beverages or tobacco products can be sold or
given away.
11. Publicity and Advertisement
Only exhibitors who have registered by the time
conference materials go to print will be published and listed. Review our other sponsorship and
advertising opportunities.
12. Direct Marketing
With payment of the fee, one page
of information will be included in every conference participant�s package.
You will be notified of the number of attendees registered. It is the
responsibility of the company to provide enough copies for every
registrant. All information is subject to review and approval by AVA.
Payment and materials must be received by Monday, Sept. 15.
13. Matters not Covered
AVA shall rule on any/all
materials pertaining to the exhibition, whether mentioned in the Rules and
Regulations or not. All such rulings shall be binding upon both AVA and
the exhibitor.
14. Services for Persons With Disabilities
AVA
wants to take reasonable steps to help persons with disabilities be able
to exhibit. If special arrangements are needed, please contact AVA by
Sept. 15.
2003 International Conference on Volunteer Administration
Association for Volunteer Administration
P.O. Box
32092
Richmond, VA 23294 USA
Email: [email protected]
Phone:
804.346.2266
Fax:
804.346.3318 | 
