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General Information, Rules and Regulations GSA Exhibit Management will monitor conformity to these Rules and Regulations for the 45th Annual Drosophila Research Conference.
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. 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 complete 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 December 30, 2003, 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.
The following practices are prohibited at the GSA meeting:
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.
The use of live animals, photographs, videotapes or any other form of visual display of surgery being performed is not permitted in exhibit booths.
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 "45th Annual Drosophila Research Conference," that includes place and dates, on the exhibitor's advertising or convention 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.
The following does not, by any means, totally encompass the Marriott Wardman Park Hotel fire codes. However, it does provide basic guidelines governing exhibits/material flammability.
By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined in this brochure. Conforming to these Rules and Regulations for the 45th 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.
Cancellation and reduction notices must be submitted in writing to Exhibit Management. Cancellation and Reduction Assessments:
Wednesday, March 24: 12:00 PM–5:00 PM (Permission to work after 5:00 PM may be obtained from GSA Exhibit Management.) Please note that children under the age of 12 are not permitted in the exhibit hall during set-up or dismantling of exhibits. A labor crew will be available on set-up day in accordance with advance orders. Exhibitors are urged to order all necessary labor and services in advance. A complete set of service order forms will be sent to each exhibiting company. All exhibit material must be unpacked by 4:00 PM, Wednesday, March 24, to permit removal of empty crates and cartons from the exhibit area. Any exhibit that is not unpacked by this time will be placed in storage and can be returned only after the exhibits close on the first day of exhibiting. Or GSA Exhibit Management may order the exhibit set up by the decorator and the cost charged to the exhibitor. No refuse, such as empty cartons, may be placed in the aisles after the final sweeping of aisles in the exhibit area. Booth space cleaning is not included in the cost of the booth and must be ordered in advance.
Though registrants have access to the exhibit and poster area to view posters on a 24-hour basis beginning Wednesday at 5:00 PM, specific exhibit and poster viewing sessions are scheduled to assure traffic through exhibits at predetermined times. Currently two poster presentations are scheduled, though times are subject to changes made by the program committee. GSA Exhibit Management will make every effort to inform exhibitors as soon as schedule changes, if any, are made.
Deliveries or removal of equipment must be made before or after exhibit hours. A Request to Remove Materials form must be obtained from Exhibit Management to remove any material or equipment before Sunday, March 28, at 8:00 AM. Once the exhibit hall officially opens on Thursday morning, March 25, nothing may be removed until 8:00 AM, Sunday, March 28.
Exhibitors may begin dismantling and packing materials on Sunday, March 28, at 8:00 AM. All exhibitors must have all exhibit materials packed and removed (or ready for removal by the decorator) from the exhibit area by 11:00 AM on Sunday.
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.
The Exhibit Hall will be open to meeting registrants on a 24-hour basis beginning at 5:00 PM on Wednesday, March 24, until 11:00 AM on Sunday, March 28. GSA will have a security guard posted at the entrance to the Hall for the sole purpose of assuring the safety of meeting registrants, not to watch equipment, displays or materials of exhibitors. Guard is not intended to secure the property of exhibitors, employees of exhibitors or others. Exhibitors are solely responsible for the security and safety of their equipment and materials. The exhibitors should consider hiring security to guard their exhibit and materials during times when exhibitor's personnel are not staffing the exhibit. The GSA and its employees, the Marriott Wardman Park Hotel, the Drosophila Board of Directors, Brede National Exposition Services, and the contracted security company will not assume liability for any losses of any materials nor items taken from the Exhibit Hall nor from the Marriott Wardman Park Hotel. Exhibitors are expected to take all appropriate measures to safeguard their displays and equipment.
Forms and information necessary to order labor, furniture or carpet may be obtained by contacting in advance the official service contractor listed below. Exhibits requiring laborers to build or assist in constructing displays should order the necessary labor in advance. For order forms contact: Ms. Jan Alexander
Booth cleaning and electrical supply are not included in the exhibit fee, and exhibitors are encouraged to order these services before show opening. Forms for ordering booth cleaning and electrical can be obtained from Brede National Exposition Services at the address above. Electrical and cleaning forms must be completed according to instructions on the forms.
Brede National Exposition Services will handle drayage. Up to 300 pounds of advance warehouse drayage is included in the space license fee. This service includes receiving freight/shipments at the Brede National Exposition Services warehouse, storage of freight until delivery to the meeting site, and delivery to the exhibitor's assigned exhibit space. All freight charges must be PREPAID. Complete information on drayage rates is available in advance upon request from Brede National (see above contact). Exhibitors shipping by van, motor freight or air must send a copy of the bill of lading. The bill of lading must include the number of pieces, weight, classifications, carrier and routing of delivering carrier to Brede National Exposition Services. The services provided by Brede National Exposition Services include: 1) receiving and storing boxed or crated display shipments at their warehouse, 2) delivery to the exhibitor's booth, and 3) removal of boxed shipments from the booth and reloading same on outgoing carriers. ONLY BOXED OR CRATED SHIPMENTS MAY BE CONSIGNED TO THE BREDE NATIONAL WAREHOUSE. Attention: 45th Annual Drosophila Research Conference DIRECT SHIPMENTS of exhibit boxes and crates to the Marriott Wardman Park Hotel ARE NOT ALLOWED AND WILL BE REFUSED.
Brede National Exposition Services will store boxes and containers for exhibitors. Empty crates, boxes and cartons must be removed from the exhibit area by 4:00 PM, March 24. These materials should be nested as much as possible. Do not store anything of value in crates going into storage. "Empty" stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available from Brede National personnel during move-in hours. Containers, boxes and cartons not labeled with an "Empty" sticker will be considered refuse and will be disposed of. Boxes and cartons may not be stored behind exhibit space back drapes. Boxes and containers retained by exhibit personnel may be brought back to the exhibit area at 8:00 AM on Sunday, March 28. Exhibitors may pack displays and must remove them (or have them ready for removal) by 11:00 AM on Sunday, March 28.
Services are limited to those outlined in this prospectus. A representative of Brede National Exposition Services will be on site during scheduled move-in, set-up and dismantle hours.
Exhibit personnel may register at the main Conference Registration Desk, which will be located just outside Exhibit Hall C. Exhibitors must have a badge to enter the exhibit area and scientific sessions. Exhibiting companies must supply the name(s) of their representative(s) in advance for badge preparation. Exhibitor employees who are registered in advance will receive their badges by mail, if registrations are received by Exhibit Management by Tuesday, February 24, 2004. Employees registering after that date must pick up their badges at the Registration Desk on site.
Every effort will be made to ensure that only properly identified and authorized registrants enter the exhibit area. To this end, badges will be made available in limited numbers for exhibitor guests and can be obtained at the Registration Desk. Guests are defined as individuals the exhibitor wishes to invite to view their display that would not otherwise be registering for the meeting. Guest of Exhibitor badges permit entry only to the commercial exhibits area and do not authorize entry to scientific sessions or to the scientific poster area. It is the responsibility of the exhibiting company and its representatives to inform guests of all rules and regulations contained in this brochure.
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 Marriott Wardman Park 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 Marriott Wardman Park Hotel, Brede National 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 Marriott Wardman Park Hotel, Brede National 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.
Contact: Marsha A. Ryan, Senior Meetings and Exhibit Manager
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