ESA Annual Meeting and Exhibition

November 16-19, 2008
Reno, NV, USA

Exhibit Guidelines

The following guidelines apply to all exhibitors and will become part of the Exhibit Booth Contract between the Exhibitor and ESA. They have been formulated in the best interest of the exhibiting companies. The Society respectfully asks for Exhibitors’ full cooperation and adherence. All items not otherwise covered are subject to the discretion of the Society.

Decorator
Freeman
2000 Easton Boulevard
Des Moines, IA 50317
telephone: 515-265-5601
fax: 515-265-3145.

Drayage Rates
Costs of shipping, cartage, and handling are to be borne by the exhibitor. Exhibitors will be receive a service manual showing cartage rates and other information. Drayage questions should be directed to Freeman. Information on storing crates will be included in the Service Kit. The Reno-Sparks Convention Center has the right to refuse any delivery addressed to the Reno-Sparks Convention Center for an exhibition show. In addition, the Reno-Sparks Convention Center has the right to consign any deliveries to Freeman and charge an additional handling fee.

Installation and Removal of Exhibits
Exhibitors will have access to the exhibit hall from 8:00 a.m. to 5:00 p.m., Sunday, November 16 for installing exhibits. No packing or dismantling of exhibits will be allowed until the official closing of the exhibition at 1:30 p.m. on Wednesday, November 19. Exhibitors will have access to the exhibit hall from 1:30 p.m. until 10:00 p.m. to remove their exhibits. Exhibitors will be responsible for the transport of their equipment and display materials to and from the exhibit area. Materials left after the show will be treated as abandoned equipment.

Exhibit Hours
Sunday, November 16 (Welcome Reception in the Exhibit Hall), 7:30 p.m. – 9:30 p.m.
Monday, November 17, 9:00 a.m. – 5:00 p.m.
Tuesday, November 18, 9:00 a.m. – 5:00 p.m.
Wednesday, November 19, 9:00 a.m. – 1:30 p.m.
ESA reserves the right to make changes to the hours set forth above; however, such changes will be made known in advance.

Booths
Each standard 10' by 10' booth is equipped with a back wall sign bearing the exhibitor’s company name and booth number. The booth background drape is 8' high; side wall dividers are 3' high. An electronic exhibitor service manual will be sent to you at least eight weeks before the meeting. Carpeting, Furniture, special drapery, and other special materials or services may be obtained at prevailing rates through the Decorator.

Exhibitor Separation
Exhibitors should note on the booth application any other exhibitors from whom they wish separation on the exhibition floor. Separation is defined as in different aisles. For instance, for the 2008 meeting, an exhibitor in booth 423 would be separated from competitors by placing them in a booth other than booths 420, 421, 422, 424, or 425. Because ESA does not have software to judge the separation necessary, ESA can only attempt to comply with requests for separation. We urge exhibitors to check the booth application floor plan frequently as booths are sold. Please contact the Exhibits Manager if you determine additional separation is needed. NOTE:  Display booths and other exhibits shall not be placed in such a manner as to interfere with other exhibits. Any construction in excess of 4' high must be kept within 3' of the rear of the booth. This rule must be observed to ensure that the booth will not interfere with other booths on either side. No construction in exhibit space shall exceed 8' in height.

Use of Exhibit Space
Exhibitors may not sublet assigned exhibit space. Assigned exhibit space is to be used solely by the company whose name appears on the Exhibit Booth Application. Rental of exhibit space is limited to one company per exhibit booth. Booths must be continuously staffed during exhibit hours. Aisles must be kept clear. Exhibits shall be arranged so that representatives and their displays will be inside the space rented.

Literature Distribution

Materials may be distributed from your booth only. No materials may be placed on seats, attached to walls, drapes, ceilings, or woodwork in the exhibit hall, or left in public places or distributed in the aisles. Adhesive-backed stickers may not be distributed.

Noisy or Disruptive Equipment
Equipment or apparatus that produces an unpleasant odor or noise of sufficient volume to cause annoyance to neighboring exhibitors or guests will not be permitted. No motorized vehicles are permitted on the exhibit floor.

Protection of Property
Exhibitors will be held responsible for any damage done to the building by themselves or by their employees. No nails, tacks, or screws shall be driven into the walls, woodwork, floors, or ceiling of the building. No compressed gases, helium balloons, gasoline, kerosene, acetylene, candles, or other flammable or explosive substances will be permitted in the building. No one under the age of 16 is allowed on the trade show floor during move in and move out. No animals (with the exception of service animals) are allowed in the facility unless prior approval is given by Exhibits Manager.

Electrical Connections and Charges
All electrical wiring must be approved and installed in accordance with local regulations. All electrical orders will be handled through and installed by the electrical vendor at the prevailing rates. An electrical order form will be included in the exhibitor service kit from the Decorator.

Labor Charges
Freeman will provide, for a fee, skilled labor to assist in the installation and removal of exhibits, if needed.

Security Guards
Around-the-clock security guards will be provided from 8:00 a.m. on Sunday, November 16, until 10:00 p.m. on Wednesday, November 19.

Liability
The Exhibitor assumes entire responsibility for his/her Exhibit and hereby agrees to hold harmless and indemnify the Entomological Society of America, the Reno-Sparks Convention Center, and Freeman, and their respective employees and agents from and against all claims, losses, and damages of any nature whatsoever arising out of, or caused by, Exhibitor’s installation, removal, maintenance, occupancy, or use of its exhibit or the exhibition premises or any part thereof including, without limitation, injuries to persons or property, governmental charges or fines, and reasonable attorneys’ fees. Exhibitor shall not be liable for damages caused solely by the negligence of the Reno-Sparks Convention Center or its employees or agents. In addition, Exhibitor acknowledges that the Entomological Society of America and the Reno-Sparks Convention Center do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of Exhibitor to obtain business interruption and property damage insurance covering such losses by Exhibitor.

Cancellation
A processing fee of $100 is due to ESA for any cancellations submitted in writing and received on or before June 8, 2008. No refunds will be made for cancellations after June 8, 2008.

Restrictions
The Society reserves the right to restrict exhibits that, in the opinion of the Society's Director of Meetings, may detract from the general character of the exhibition. This restriction includes persons, animals, conduct, printed materials, or anything of a character that may be objectionable to the exhibition as a whole. An exhibitor may be evicted if the infraction cannot be remedied in an appropriate and timely manner. In the event of such restriction or eviction, the Entomological Society of America is not liable for any refunds, rentals, lost revenue, or other exhibition expenses. All construction shall be substantial and fixed in position for the duration of the exhibition. No exhibit that violates any municipal or state laws, rules, or regulations, including safety codes, will be permitted. No combustible decorations, such as canvas, cloth, crepe paper, tissue paper, leaves, cardboard, or corrugated paper, shall be used at any time. All decorations, drapes, acoustical material, table coverings, and other decorative materials shall be flame resistant to the satisfaction of the local Fire Department. Approval from the Fire Department must be obtained for the display or use of any electrical, mechanical, or chemical device, the use, operation, or presence of which in the opinion of the Fire Department or Freeman might be hazardous in a public place. Smoking is not allowed in the Convention Center.