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1. PAYMENT FOR EXHIBIT BOOTH
Full payment is due no later than August 31st, 2002.  Payments 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 both number, with confirmation of your registration.

 

2. EXHIBIT SET-UP 
All exhibits must be set up no later than 4:00 PM on Wednesday October 9th, 2002 for the “Preview Opening” before the evenings opening ceremonies.  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 Exhibitors for set up on October 9th starting at 11:00 am. The exhibit area will be open to conference attendees and local volunteer administrators the following hours:

— Wednesday October 9th  4:00PM to 6:30PM

— Thursday October 10th  10:00AM to 6:00PM

— Friday October 11th   10:00AM to 7:00PM

We expect these exhibit hours will better accommodate attendee’s free time and attract more local interest during lunch and after the daily sessions.

 

4.     EXHIBITOR REGISTRATION – “Day Of” Conference
— Exhibitor and their booth staff/volunteers may pick up their nametags at the Connection Points Registration area.
— Registration as an exhibitor does NOT include entrance into the conference activities.  If you would like to attend conference activities or you just want to know what is going on…you may request a conference registration brochure…check off the box on  the registration form.

 

5.     EXHIBITOR REPRESENTATION
Conference staff will not attend displays.  We hope you plan to staff your booth. If not staffed, we recommend that you have someone to assist in keeping the table tidy and full of  materials. 
   
6. EXHIBIT CLEANUP AND REMOVAL
At the end of each day, wastebaskets will be emptied and trash left in the isles will be disposed of so please straighten up your booth and store things under/behind 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 expressly prohibited.

 

7. SECURITY AND LIABILITY
There will be security.  The exhibit hall will be guarded if not locked after the close of each day.  AVA will not be responsible for any lose, 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.  The exhibitor on signing registration expressly releases AVA from and agrees to indemnify same against any and all claims for loss, damage, or injury.  However AVA will do all in its power to protect exhibitor materials against theft or damages by providing individuals who will continuously watch the exhibits during exhibit hours.  For extra safety and security, the Exhibit Hall committee and/or their volunteers will also be in communication and available by radio (walkie talkie).  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 and the order forms will be in your Service Kit.

 

10. USE OF SPACE
AVA and the 2002 ICVA Committee reserves the right to decline or prohibit and exhibits or part of an exhibit, which in the conference leadership’s opinion 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 registered exhibitors at the time the final conference goes to print will be published and listed.  You may request information on potential advertising opportunities in the conference brochure on the registration form.

 

12. DIRECT MARKETING
With payment of the fee, one page of information will be included in every conference registrant’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 the 2002 ICVA Committee.  Payment and materials must be received by September 20, 2002.

 

13. MATTERS NOT COVERED
AVA shall rule on any/all materials pertaining to the exhibition, whether mentioned in the Rules and Regulations or not, and all such rulings shall be binding upon both AVA and the exhibitor.

 

14. SERVICES FOR PERSONS WITH DISABILITIES
AVA and the 2002 ICVA Committee wishes to take reasonable steps to ensure no individual with a disability is discriminated against.  If special arrangements are required for an individual to participate in this program, please be sure to notify the Exhibit Hall Coordinator by September 20th, 2002.

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