Annual Meeting Exhibition Rules and Regulations
By providing opportunities to interact with a broad representation of researchers, practitioners, students, and others interested in the advancement technology, equipment, and systems, this meeting allows exhibitors and corporate supporters to reach decision-makers who purchase your products and services. Therefore, the symposium organizers are committed to fostering and improving their relationship with exhibitors and sponsors to ensure the future success of programs that advance the science. The following guidelines for our interactions with corporate supporters ensures that all sponsors and exhibitors are treated fairly and equitably while maintaining the rigor and integrity of our programs and activities.
Exhibit Space Carpeting
The exhibit hall is carpeted. Exhibitors may elect to purchase additional carpeting for their booth space.
The Exhibitor will name one (1) individual as the duly authorized representative in charge of the exhibit. This individual will assume responsibility for all negotiations with HFES and the official meeting and general service contractor. In addition, this individual will receive all official correspondence from HFES referring to the exhibit and will be responsible for communicating this information to registered personnel from the exhibiting company and other third-party contractors.
All participants affiliated with exhibits must be registered. Each person will be issued an exhibitor badge and must be employed by or have a direct business affiliation with the exhibiting company. Exhibiting companies receive one (1) complimentary badge per 10’ x 10’ exhibit booth space. Two (2) additional badges are available for $395 USD each. Please note that an exhibitor badge will admit an individual to the exhibition area, meeting sessions, and welcome reception. Badges will be available onsite at registration. Exhibit booths must be staffed at all times during the official exhibition hours.
Exhibitor Set up and Breakdown Times
Set up for the Annual Meeting exhibitors will occur from 8:00am to 2:30pm on Tuesday, October 11, 2022. Teardown of Annual Meeting Exhibits will occur from 4:00pm to 7:00pm on Thursday, October 13, 2022.
The meeting organizers shall have sole control over all admission policies at all times. Any person visiting the exhibits or attending any function of the meeting will be required to register and wear an appropriate badge while in attendance. Exhibitors are permitted inside the exhibition area two (2) hours prior to the exhibit hall opening each day in order to prepare their exhibits.
Subletting of Exhibit Space and Prohibited Uses
Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them. Exhibitors cannot exhibit or permit any merchandise or advertising materials to be exhibited in their space that are not a part of their own regular products. It is not permitted for money to change hands (including credit card payments) for products, merchandise, membership, or services of any kind in the exhibition area. Orders may be taken for payment at a later date.
Use of the HFES and/or 66th Annual Meeting Logos
The HFES name, meeting name, and/or the 66th Annual Meeting logo may not be used without permission. The use of the HFES name and/or 66th Annual Meeting logo may, on occasion, be associated with corporate support opportunities. Please contact HFES at info@HFES.org for information regarding how to obtain a review of your request.
Prizes and Lotteries
Pre-approved prize and lottery-type drawings are allowed at this meeting. Please contact meetings@HFES.org for more information.
Food and Beverage Distribution
Distribution of food and beverages from exhibits must be approved by the meeting organizers in writing prior to the meeting and must be purchased through the hotel’s banquets department. Items such as coffee, frozen desserts, whole fresh fruit, packaged nuts, candies, and bottled waters may be considered. Once approved, HFES will refer you to the appropriate contact at the hotel to make arrangements.
Ads, Literature, and Door Drops
Canvassing or distributing advertising matter outside the exhibitor’s own space is not permitted. Solicitations of business—and/or conferences in the interest of business—except by exhibiting firms, are prohibited. All exhibitor literature must be distributed from within the space assigned. Only literature published or pre-approved by the meeting organizers may be distributed in the registration area, meeting rooms, hotels, and/or in other areas used by the meeting attendees. Door drops are not permitted.
Music Licensing/Audio Presentations
The exhibitor shall be responsible for securing any and all necessary licenses or consents for: (a) any performances, displays and/or other uses of copyrighted works or patented inventions; and (b) any use of any name, likeness, signature, voice and/or other impression; and (c) other intellectual property owned by any third party that is used directly or indirectly by the exhibitor. The exhibitor agrees hereby to indemnify, defend, and hold HFES harmless from and against any claim of liability and any incident or resulting loss, cost, and/or damage (including costs of lawsuit and attorney’s fees) for failure to obtain these licenses or consents and/or for infringements or other violations of the property rights and/or the rights of privacy or publicity of any third party. The use of loudspeakers, recording equipment, television sets, computers, radios, and/or the use of machinery or any device that is of sufficient volume to annoy neighboring exhibitors will not be permitted.
Accessibility for Persons with Disabilities
The representatives of each exhibiting company will be responsible for making their exhibits accessible to persons with disabilities. It is understood that the meeting organizers will be held harmless by the exhibiting company for the failure of its representatives to comply with this requirement.
Security and Insurance
HFES will provide 24-hour guard service in and around the exhibit hall from move-in through move-out and will exercise reasonable care for the protection of exhibitors’ materials and displays. The furnishing of such service is in no case to be understood or interpreted by exhibitors as a guarantee to them against loss, theft, and/or damage of any kind. The meeting organizers or any officer, its agents, staff members, the hotel, and/or the official service decorator will not be liable for the safety of the exhibitors’ property, agents, and/or employees from theft and/or damage by fire, accident or any other causes. Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind must do so at their own expense. Each exhibiting company is responsible for obtaining insurance (liability and fire/theft) in such amounts as deemed appropriate to comply with its obligations hereunder and for its own protection.
Limitations and Liability
Exhibitors or their agents may not allow any articles to be brought into the exposition or any act performed on the premises that would invalidate the insurance or increase the premium of the policies held by the management of the hotel, the official general services contractor, and/or the meeting organizers; nor permit anything to be done by their employees and/or their agents through which the premises, property or equipment of HFES, the official general services contractor, the hotel and/or other exhibitors will be damaged. The exhibitor and/or the exhibiting company will be held liable for any damage resulting from such violation. All space is leased subject to these restrictions. The meeting organizers have the right to terminate an exhibitor’s rights pursuant to this contract at any time after discovery of a violation of this provision. Exhibitor agrees to protect, save and keep the meeting organizers, the Marriott Marquis Hotel, and the official general services contractor forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, company employees or agents, and to strictly comply with the applicable terms and conditions contained in the agreement between the meeting organizers, the Marriott Marquis Hotel and the official general services contractor regarding the exhibition premises; and further, the exhibitor shall at all times protect, indemnify, save and keep harmless the meeting organizers, the Marriott Marquis Hotel, and the official general services contractor against and from any and all loss, cost, damage, liability or expense that arises out of, from or by reason of any act or omission of exhibitor, company employees, and/or its agents.
All materials used in the exhibit area must be flameproof and fire-resistant to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters. Crêpe paper, corrugated paper, flameproof or otherwise, will not be permitted. All displays are subject to inspection by the Fire Prevention Bureau. Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. All aisles and exhibits must be kept clear at all times and fire stations and fire extinguisher equipment are not to be covered or obstructed. Absolutely no storage of any kind will be permitted behind an exhibitor’s booth.
Character of Exhibit and Meeting
The character of the exhibit is subject to the approval of the meeting organizers. The right is reserved to refuse contracts not meeting the standards required or expected, as well as the right to curtail exhibits, or parts thereof, which reflect against the character of the meeting. This reservation applies to persons and their conduct, articles of merchandise, printed matter, souvenirs, catalogues and any other items, without limitations, that affect the character of the exhibit.
Each exhibitor, company agents and employees agree to abide by the contract conditions/rules and regulations set forth herein, or any subsequent amendments or interpretations. Violation of any of these regulations on the part of the exhibitor, company employees or agents shall annul the right to occupy space, and such exhibitor will forfeit all monies that may have been paid. Upon evidence of violations, the meeting organizers may re-enter and take possession of the space occupied by the exhibitor and may remove all personal items at the exhibitor’s risk. The exhibitor shall pay all expenses and damages that the meeting organizers may incur thereby as a result.
In the event of exhibition cancellation due to fire, strikes, government regulations or other causes beyond the control of the meeting organizers, HFES shall not be held liable for failure to hold the 8th ErgoX Symposium as scheduled and HFES shall determine the amount of the exhibit fees to be refunded, if any.
Exhibitor Information: Contractor Services
Official Show Contractors shall be designated by the meeting organizers to provide various services to the exhibitor. Such contractors provide all show services other than supervision. The exhibitors shall provide only the material and equipment that they own and that are to be used in the exhibit space. All other items used in the exhibit must be procured only through Official Show Contractors.
Full-time employees of an exhibiting firm may install and dismantle their own and respective company displays based on the following guidelines. Any outside or additional labor required for installation, dismantling, or decorating is to be performed by the Official General Service Contractor under the guidelines established by the International Association for Exposition Management. Exhibitors, show organizers and other clients may handle their own materials that can be carried. Exhibitors may not bring or use carts, pallet jacks, or other material handling equipment that would interfere with the operations of the Official General Services Contractor. All materials, other than exhibitor-handled materials as described above, are chargeable as material handling and will be handled through the Official General Services Contractor. There are no storage facilities available for materials handled by exhibitors.
An Exhibitor-Appointed Contractor (EAC) is any company other than the designated Official General Services Contractor listed in the Exhibitor Services Kit, that provides a service (display installation and dismantle, models, florists, photographers, audiovisual, etc.) and needs access to the exhibit at any time during the installation, show dates, or dismantling. Exceptions to using the Official General Services Contractor will be granted only if such exception does not interfere with or prejudice the orderly installation, interim services, or dismantling of the exhibit. No exceptions will be granted if it is inconsistent with the commitments made and obligations assumed by the meeting organizers in any contract with service contractors or in its agreements and lease with the exposition facility. For services such as electrical, plumbing, telephone, data lines, cleaning, food and beverage, water/drain, compressed air and drayage, no exception will be made and the Official General Services Contractor designated by the meeting organizers must be used. Should the exhibitor utilize an EAC for any service, the exhibitor agrees to indemnify and hold harmless HFES, the Official General Services Contractor, and the exhibit facility from any act or situation which would cause HFES, the official service decorator, and the facility to become liable or suffer losses, damages, injuries, claims, demands, and expenses, including legal expenses due to the presence or actions of the non-Official Show Contractor. The exhibitor further agrees to obtain an original certificate of insurance from the exhibitor’s EAC with the limits and terms as shown in item B. Exhibiting companies, their designated agents, and/or EAC must confine their activity to their assigned space. Exhibit facility corridors, hallways, loading docks, and marshaling areas are not to be used for any purpose other than ingress and egress.
The meeting organizers will consider exceptions to the use of Official Show Contractors only when the Exhibitor has completed the following steps by Friday, September 2, 2022:
The exhibiting company has notified show management in writing of the name, address, and contact name of those independent service companies by submitting a letter on the exhibiting company’s letterhead for each company being used. Please note: Notification must include an original signature and be from the exhibiting company.
The exhibitor employing an EAC has provided proof in the form of Certificates of Insurance to HFES of sufficient insurance to cover the activities of said EAC (see item C below).
As stated above, Certificates of Insurance for an EAC are the responsibility of the exhibiting company and must include workers compensation/employers liability—$1,000,000 and comprehensive general liability insurance—$1,000,000. The workers compensation and employers liability insurance must provide a minimum limit of $1,000,000 and meet the requirements of the city of Atlanta, GA, USA.
All employees, representatives, and/or agents representing the exhibitor must be fully identified by an official meeting badge. All EACs must furnish show management with a list of full-time employees of their company who will be working during installation, show dates, and/or dismantling.
Failure to meet any one of the above steps could jeopardize the ability of the EAC to obtain proper authorization for installation, servicing, or the dismantling of exhibits.
The 66th International Annual Meeting organizers shall have sole authority to interpret and enforce all rules and regulations contained herein, to make any amendments thereto and to make such further rules and regulations as shall be deemed necessary in order for the meeting and exhibition to operate smoothly.
All sleeping room reservations must be made through the meeting website https://www.hfes2022.org/lodging-and-travel or by calling the Marriott Marquis Hotel directly at (404) 521-0000. It is a violation of the HFES exhibit contract to make reservations outside of the official meeting hotel block without written permission from HFES.