Exhibit Rules and Regulations

These guidelines become a part of the contract between the exhibitor and the Annual Biomedical Research Conference for Minority Students (ABRCMS) before, during, and after the exhibit. Institutions, Organizations and Associations agree to abide by these guidelines when accepting space assignments at the ABRCMS Exhibition. All points not covered are subject to the decision of ABRCMS.

Contract for Space:

A signed application and formal notice of assignment by ABRCMS and the full payment of rental charges constitute a contract for the right to use the space.  All contracts should be sent to ABRCMS Exhibits, ASM Education Department, 1752 N Street, NW, Washington, DC 20036.

Acceptability of Exhibits:

All exhibits shall serve the interests of the attendees of ABRCMS and shall be operated in a way that will not detract form other exhibits or from the Exhibition. ABRCMS reserves the right to cancel or refuse rental of display space to any person or company whose conduct or display of goods is, in the opinion of ABRCMS, incompatible with the general character and objectives of the exhibition.

Exhibit Fee:

Includes:

• One conference registration, which includes all confernece materials, all planned meals, closing banquet, refreshment breaks, and access to all sessions

• 10’x10’ booth space (8' high backdrop and 3' high dividers)

• Carpet in exhibit space

• One 6’ table with skirt, two chairs and trash can

• Identification sign in exhibit space

• Program description in the Exhibitor Guide (limited to 100 words)

• Institution/organization URL on ABRCMS website (if URL is given on contract)

• General security guard service/ Daily aisle maintenance

Additional registrations and banquet tickets are available. Check the website for more information.

Payments/Cancellations:

Applications must be accompanied by full payment for space rental, payable to ASM. No space will be held without payment. Cancellation notifications must be submitted in writing to ABRCMS Exhibits, ASM Education Department, 1752 N St., NW, Washington, DC 20036 and cannot be taken over the phone. Cancellations received before October 2, 2006 will receive reimbursement for the booth fee, minus a $200 processing charge. No refunds will be given to cancellations received after October 2, 2006. In the event of flood, fire, strikes, riots, civil commotion or other uncontrollable circumstances that would render the exhibit area unfit or unavailable for use, or causing the exhibition to be cancelled within 10 days prior to the opening date of the exhibit, 50% of the rental fee will be refunded.

Assignment of Space:

ABRCMS reserves the right to limit the number of booths available to multiple units from a single institution. Exhibit space is assigned on a first-come, first-served basis. Although we do not guarantee to do so, ABRCMS will attempt to honor all requests for exhibit space. Notwithstanding the above, ABRCMS reserves the right to change location assignments at any time, as it may in its sole discrimination deem necessary.

Relocation/Reassignment of Space:

All dimensions and locations shown on the official floor plan are believed to be accurate. ABRCMS reserves the right to make such modifications as may be necessary to meet the needs of the exhibitors and the exhibits program. ABRCMS reserves the right to relocate an exhibitor's space due to modifications of the exhibit facility, fire marshall restrictions, or for any other reason in the best interest of the overall exhibit. The exhibitor will forfeit space not not occupied by the close of the exhibit installation period. ABRCMS reserves the right to use unoccupied space as it sees fit.

Use of Space:

No exhibits will be permitted that interfere with the use of other exhibits, block access to them, or impede the free use of the aisle. All exhibitors must surrender space occupied by them in the same condition it was at the commencement of occupation. Solicitations or demonstrations by exhibitors must be confined within the bounds of their assigned space. Aisle space shall not be used for exhibit purposes, display signs, solicitation or distribution of promotional material. Exhibits, signs and displays are also prohibited in any of the public areas or elsewhere on the promises of the meeting facilities or in the guestrooms or hallways of the hotel. Operation of sound devices is allowed if the exhibitor complies with Exhibit Management discretion on volume. Any firm or organization not assigned exhibit space will be prohibited from soliciting business at the Exhibition.

Construction & Arrangements:

Exhibits must not project beyond the space allocated or obstruct the view of the exhibits of others. Displays must conform to all regulations listed in this contract and specifications provided in the Exhibitor Service Manual. Reasonable effort must be made to provide space within the confines of the booth for interviews, demonstrations, distribution of materials, etc, so that visitors do not obstruct the aisles.

Care of Building & Equipment:

Exhibitors, its employees, representatives, or agents must not injure or deface the walls or floors of the building, the booths, or the equipment of the booths. When such damage appears, the exhibitor is liable to the owner of the property so damaged. Nothing shall be posted on, nailed, screwed, or otherwise attached to columns, walls, floors or other parts of the building or furniture.

Fire Regulations:

Exhibits may not have closed ceilings. All materials used in decoration must be flameproof. All hangings must clear the floor. Electrical wiring must conform with all local and state government requirements and with National Electrical Code Safety Rules. Combustible materials or explosives are not permitted in the exhibit area. If inspection indicates that any exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazards, ABRCSM reserves the right to cancel all or such part of the exhibit as may be irregular. Exhibitors must comply with all city fire regulations.

Liability & Insurance:

Insurance and liability are the full and sole responsibility of the exhibitor. Exhibitors shall assume all responsibility for damage to the exhibit facility by reason of their exhibit and shall protect, indemnify, save and defend, and keep the ABRCMS, their representatives, agents, guests, and the exhibit facility forever harmless from and against all loss, cost, damages, liability, expense, or charges which might ensue from any cause whatsoever arising out of the exhibitor's participation in the exhibits, use of the exhibit premises or part thereof, or in convention activities, including, but not limited to, any costs incurred as a result of alleged violations of copyright arising out of the use of mechanically or electronically reproduced music. Exhibitors will comply strictly with the applicable terms and conditions contained in the agreement between ABRCMS, its agents, and the exhibit facility regarding the exhibition premises.

Security:

ABRCMS and the exhibit facility will not be responsible for the safety of the property of the exhibitors from theft, damage by fire, accident, or other causes, but will use reasonable care to protect the exhibitors from such loss. No responsibility is assumed for unpacked materials left in the exhibit area after the closing hour of the exhibit. Exhibitors are solely responsible for their own exhibit material and should insure it against loss or damage. All property of an exhibitor is understood to remain in the exhibitor's care, custody and control in transit to, within, and in transit from the exhibit area.

Interpretation & Amendment:

ABRCMS shall have full power to interpret or amend these guidelines. The exhibitor agrees to abide by any guidelines that may hereafter be adopted by ABRCMS.

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