Contract Rules and Regulations
Exhibit Dates and Hours
Thursday, Friday and Saturday, June 19 - 21, 2008. Exhibits will be open from 12 pm to 5 pm on Thursday, from 9 am to 4 pm on Friday, and 9 am to 1:30 pm on Saturday. Exhibition will be located in the South Exhibit Hall at the Disneyland Hotel. Please Note: Exhibit hours are subject to change. Registered Exhibitors will be notified of any changes that may occur.
Installation/Dismantling
Move in Wednesday, June 18. Exhibit freight may be moved in at 8 am and must be completed by 4:30 pm. Set up may be completed on Thursday from 8 to 11 am. Move out Saturday, June 21. Dismantling of exhibits may not commence until the close of the show (1:30 pm), and must be removed from the hall by 6 pm.
Booths and Furnishings
Unless otherwise indicated, all exhibit spaces are 8' x 10'. Included in the price of exhibit space are back walls and side rails, two chairs and one 6' table. A sign will be provided consisting of one line, stating the exhibitor's name and booth number. Additional booth tables, chairs and other accoutrements must be rented from The Freeman Companies. The entire exhibit area is covered with a multicolor carpet.
Union Labor
All labor must be performed by the appropriate union having jurisdiction thereof. The handling, placing, or setting-out of merchandise that is to be displayed does not require union labor and may be done by the exhibitor.
Furnishings and Equipment
All exhibit backgrounds must conform to IAEE standards as follows: in the rear 3 feet of the booth, exhibit space may be utilized up to a height of 8 feet. In the 5-foot forward portion of the booth, exhibit space must not exceed a height of 36 inches.
Electrical or other apparatus must be muffled so noise does not interfere with other exhibitors. No combustible decorations, such as crepe paper, tissue paper, cardboard, or corrugated paper, shall be used at any time. All packing containers, excelsior, and wrapping paper is to be removed from the floor and must not be stored under tables or behind displays.
Solicitation Regulation
Canvassing, or distributing advertising matter, or any other solicitation outside the exhibitor's own space is not permitted. Solicitation of business, or conferences in the interest of business, except by exhibiting firms, is prohibited. Exhibitors not conforming to these rules will be asked to leave the premises.
Booth Sharing Policy
Booth sharing is not permitted at The Western.
Music: Copyright Permission and Identification
Exhibitor represents and warrants that no musical work protected by copyright will be staged, produced, or otherwise performed, via either "live" or "mechanical" means, by or on behalf of exhibitor, at any time during WPMC, unless exhibitor has preciously obtained written permission from the copyright owner or the copyright owner's designee for such use. Exhibitor further represents and warrants that it shall be fully responsible for the performance of all obligations under any agreement permitting the use of such music, including but not limited to all obligations to report data and to pay royalty fees. Exhibitor agrees to indemnify, save, and hold harmless the California Podiatric Medical Association, WPMC, their directors, officers, agents, employees, and each of them, from and against any and all claims, costs and expenses (including legal fees and expenses), demands, actions and liabilities of every kind and character whatsoever with respect to any breach of the forgoing representations and warranties.
Liability
It is agreed that exhibitors shall assume all responsibility for damages to the exhibit hall and they shall indemnify and exempt the California Podiatric Medical Association, the Western Podiatric Medical Congress, and the Disneyland Hotel from liability, which may ensue from any cause whatsoever. The California Podiatric Medical Association and the Western Podiatric Medical Congress and the Disneyland Hotel do not guarantee or protect exhibitor against any loss of any kind. It is further agreed that any space not claimed and occupied, or for which special arrangements have not been made by 4:30 pm on Wednesday, June 18, 2008 will be reassigned without refund.
Exhibit Services
The Freeman Companies is the Exhibit Service Company for the 2008 Western Podiatric Medical Congress. Exhibitor kits will be emailed to the company representative listed on the exhibit application.
Photography and Video Recorders
Exhibitors are not permitted to photograph or videotape any booth other than that of the company they represent. These activities are permitted only before or after exhibit hall hours. Security arrangements for such activities must be made in advance at the exhibitor's expense. Only the official meeting photographer is allowed open access to photograph in the exhibit hall.
Exhibit Installation
Detailed exhibitor and hand-carried freight guidelines will be included in the exhibitor service manual.
Safety
Standing on chairs, tables, or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. The Western cannot be responsible for injuries or falls caused by the improper use of this furniture. If assistance is required in assembling your booth, please order labor on the Display Labor order form, and the necessary ladders and tools will be provided.
Security
Western Podiatric Medical Congress provides security guard service during exhibit hours to restrict access to Meeting registrants displaying valid name badges. In addition, there will be a guard service during the hours exhibitors are closed to attendees. Loss prevention of your inventory and records is a priority. However, neither the Western, the official security service, Disneyland Hotel, nor The Freeman Companies of The Western will be responsible for loss or damage due to any cause.
Force Majeure
In the event the Disneyland Hotel or any part of the exhibit area thereof is unavailable, whether for the entire event or a portion of the event, as a result of fire, flood, tempest, or any such act of God, or as a result of governmental intervention, malicious damage acts of war, strike, lock-out, labor dispute, riot, or any other cause or agency over which The Western Podiatric Medical Congress has no control, or should The Western decide that because of any such cause it is necessary to cancel, postpone, or resite the exhibit or reduce the installation time, exhibit time, or move-out time, The Western shall not be liable to indemnify or reimburse the Exhibitor in respect of any damage or loss, direct or indirect, arising as a result thereof.
Amendments
Any and all matters not specifically covered by the preceding rules and regulations and the other terms and conditions contained in the Exhibitor Service Manual shall be subject to the decision of the Western Podiatric Medical Congress. The Western shall have the full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of the Exhibitors. Each Exhibitor, for itself and its employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence.
Miscellaneous
All exhibits must conform to the Rules and Regulations as indicated in the Prospectus and Application for Space. The Association reserves the right to restrict any exhibit which might be considered undesirable. This restriction includes conduct, articles, dress of live models, printed matter, or anything objectionable to the exhibit as a whole. The Western reserves the right to relocate booths at any time for the overall benefit of the convention. All points not specifically covered are subject to the decision of the Western Podiatric Medical Congress Planning Committee.
