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Exhibition Rules & Regulations
Assignment of Space/Location
Applications for space and all required
information and documents must be received
on or before the established deadlines.
Applications may be refused or booth space
restricted due to space limitations or other
reasons determined by the GSA management. In
keeping with the educational purpose of the
Drosophila Research Conference exhibits
program, sales and order taking (entering a
contract of sale) are discouraged on the
exhibit floor and other related areas during
the annual Drosophila Research Conference.
Space assignments will be made based on date
of receipt of completed application,
including product descriptions and full
payment of applicable fees, on a
first-received (date stamped),
first-assigned basis. The final arrangements
will be determined by Exhibit Management in
such a way as to produce the most
advantageous grouping of exhibits. GSA shall
have no liability if the space location
assigned is not as requested.
A description of products and services to
be displayed must be received no later than
January 5, 2008, along with the application
and full payment, as part of this
application for review by GSA and to assure
inclusion in the Guide to Exhibits and
official meeting program.
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
Distribution of Giveaways
Exhibitors will be permitted to distribute
appropriate promotional material and
approved related items only from the exhibit
booth. In keeping with the educational
purpose of the exhibit program, all
giveaways except literature must have
advance approval of Exhibit Management and
must conform to acceptable, professional
standards. Approval is at the sole
discretion of GSA. Exhibitors will receive
the appropriate application for proposed
giveaways.
Giveaway Approval Form
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
Enforcement of Rules
By applying for exhibit space, an exhibitor
agrees to adhere to all conditions and
regulations outlined on the official
Drosophila Conference web site. Conforming
to these Rules and Regulations for the 49th
Annual Drosophila Research Conference will
be monitored by Exhibit Management.
Each exhibitor is granted nothing more than
a terminable license to exhibit, subject to
all the rules herein and the general control
of GSA. If GSA determines that any exhibitor
has failed to comply with any rules herein
or any directive issued to the exhibitor by
GSA Exhibit Management, the license may be
terminated and the exhibit closed without
notice. In all interpretations of the Rules
and Regulations, GSA Exhibit Management's
decision is final.
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
Fire Prevention Regulations
The following does not, by any means,
totally encompass the Town & Country Resort
& Convention Center fire codes. However, it
does provide basic guidelines governing
exhibits/material flammability.
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Display Construction: Combustible
materials must be treated with an
effective flame-retardant material. All
curtains, drapes, carpet, carpet padding
and decorative materials must be made of
flame-retardant materials or sprayed
with a flame retardant.
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Volatile or flammable fluids, gases,
substances or other materials, including
aerosol cans with flammable propellants,
gas operated cooking equipment, wood
matches with all-surface strikes,
portable heating equipment and excessive
display literature are prohibited in the
Town & Country Resort & Convention
Center.
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Storage: Nothing may be stored behind
space drapes. All packing containers,
wrapping materials, carrying cases,
etc., must be stored off the exhibit
floor. The Town & Country Resort &
Convention Center representative or Fire
Marshall will inspect all exhibit space
to ensure compliance.
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Drainage Systems: No oils or combustible
liquids are to be poured into the Town &
Country Resort & Convention Center
drainage or sewer systems. Proper
disposal methods must be provided by the
exhibitor and approved by the Town &
Country Resort & Convention Center.
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Emergency Equipment: No emergency
phones, alarms, sprinkler valves or hose
connections may be obstructed by booths,
stands, signs, displays or any other
items of an exhibit.
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
Insurance/Liability
Under the terms of this License Agreement,
it is understood that exhibitors are
expected to leave the Exhibit Hall in the
same condition in which they found it and
should not make or attempt alterations of
any kind without express written permission
from GSA Exhibit Management and the Town &
Country Resort & Convention Center Hotel.
Exhibitor assumes entire
responsibility for its property and
activities, and hereby agrees to
protect, indemnify, defend and save The
Genetics Society of America, the Town &
Country Resort & Convention Center Hotel,
GES Exposition Services, Exhibit Management
and their respective employees and agents
harmless against all claims, losses, and
damages to persons or property, governmental
charges or fines, and attorneys' fees
arising out of or caused by Exhibitor's
installation, removal, maintenance,
occupancy or use of the exhibition premises
or a part thereof, excluding any such
liability caused by the sole negligence of
the parties referred to above. In addition,
Exhibitor acknowledges that The Genetics
Society of America, the Town & Country
Resort & Convention Center Hotel, GES
Exposition Services, and Exhibit Management
do not maintain insurance covering
Exhibitor's property or activities and that
it is the sole responsibility of Exhibitor
to obtain insurance covering all risks and
perils.
General Guidelines
The following practices are prohibited at
the GSA meeting:
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Noisy electrical or mechanical apparatus
interfering with poster presentations or
other exhibitors;
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Operation of X-ray equipment;
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Canvassing or distributing any material
in exhibit hall aisles, convention
facility public space or other space
outside the exhibitor's contracted booth
space;
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The use of billboard advertisements
and/or display of signs outside the
exhibit area;
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Soliciting participation in surveys or
otherwise harassing registrants;
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Publicizing and/or maintaining any
extracurricular activities, inducements,
demonstrations, or displays away from
the exhibit area during the exhibit
hours or scientific session hours of the
meeting;
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Contests, lotteries, raffles or games of
chance;
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Entry into another exhibitor's booth
without their express permission;
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Photographing, videotaping or examining
another exhibitor's equipment without
permission;
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Subletting of exhibit space
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The use of magicians, fortune-tellers,
dancers, puppets or other entertainment
of this nature.
Relevant portions of the foregoing
prohibited practices are applicable to
non-exhibitors at all times. Non-exhibitors
may not solicit business from scientific
registrants or companies exhibiting, nor
will their materials be accepted for
distribution on site.
The use of open audio systems is
discouraged. Requests to use an open audio
system must be approved by Exhibit
Management. The exhibitor must agree to
discontinue broadcasting if the sound level
is deemed objectionable to the registrants
or adjacent exhibitors. Playing music in the
exhibit hall is prohibited and will be
strictly enforced.
The character of exhibits is subject to the
approval of GSA management. GSA reserves the
right to refuse applications of concerns not
meeting standards required or expected. GSA
management also reserves the right to
curtail or to close exhibits or parts of
exhibits that reflect unfavorably on the
character of the meeting. This applies to
displays, literature, advertising novelties,
souvenirs, conduct and attire of persons,
etc.
Exhibitors are requested to staff their
exhibits with personnel attired in a manner
consistent with the intent of the meeting
and knowledgeable in the products and
policies of the exhibiting company.
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
Space Cancellation or
Reduction
Cancellation and reduction notices must be
submitted in writing to Exhibit Management.
Cancellation and Reduction Assessments:
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If canceled or reduced on or before
January 5, 2008, entire payment will be
refunded.
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If canceled or reduced between January
6, 2008 and February 2, 2008, 50% of
total cost of all space will be
refunded.
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If canceled or reduced after February 2,
2008, exhibitor forfeits 100% of total
cost of all space leased.
Presentation of Products or Services
The purpose of The Genetics Society of
America (GSA) exhibit program is to further
the education of individuals involved in
genetics research. Therefore, all exhibits
must be of an educational character or
practical application emphasizing
instruments, products or services for use in
teaching, laboratories and basic research.
Or they must offer books or other
publications in scientific fields of
relevance to registrants, or that directly
convey scientific research findings in those
areas of science represented by GSA.
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
Use of Animals
The use of live animals, photographs,
videotapes or any other form of visual
display of surgery being performed is not
permitted in exhibit booths.
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
Use of Exhibit Space
The aisles are the property of all the
exhibitors. Therefore, each exhibitor has
the responsibility to assure proper flow of
traffic through the exhibit area. Do not
place your demonstration areas on the aisle
line of your exhibit if you expect many
people to congregate at one time. Leave
space within your own exhibit area to absorb
the majority of the crowd.
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
Use of GSA Name and Logo
The use of The Genetics Society of America
(GSA) name and logo is prohibited on signs
or descriptive product literature inside or
outside the exhibit area. However, reference
may be made to the meeting as the "49th
Annual Drosophila Research Conference," that
includes place and dates, on the exhibitor's
advertising or convention giveaways.
GSA Exhibit Management will monitor
conformity to these Rules and Regulations
for the 49th Annual Drosophila Research
Conference.
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