Contract Rules & Regulations

By applying for booth space and exhibiting, you agree to abide by the exhibit rules and regulations and to all conditions under which exhibit space at the Disneyland Hotel and Convention Center is leased to the California Podiatric Medical Association.

Exhibit Dates and Hours

Thursday, Friday and Saturday, June 22 - 24, 2017. Exhibits will be open from 9:30 am to 4 pm on Thursday, Friday and Saturday. The exhibition will be located in the South Exhibit Hall at the Disneyland® Convention Center. Please note: Exhibit hours are subject to change. Registered exhibitors will be notified of any changes that may occur. Exhibitors will be allowed to enter the hall 60 minutes prior to the hall opening on Friday and Saturday.

Installation and Dismantling

Move-in is Wednesday, June 21. Exhibit freight may be moved in at 8 am and must be completed by 4:30 pm. Set-up may be completed Thursday, June 22 from 8 to 9 am. All exhibits must be set by 9 am. Move-out is Saturday, June 24, from 4 to 8 pm. No exhibitor is permitted to dismantle any exhibit prior to 4 pm on Saturday, June 24. Failure to observe Western Foot and Ankle Conference regulations may result in rejection of your application for space at future Western Foot and Ankle Conferences.

Exhibit Installation

Detailed exhibitor and hand-carried freight guidelines will be included in the exhibitor service manual.

Contractor Services

Freeman is the official general contractor for The 2017 Western Foot and Ankle Conference. Exhibitor kits will be emailed to the company representative listed on the exhibit application. Freeman can be reached at (714) 254-3410 or FreemanAnaheimES@Freemanco.com.

Booths and Furnishings

Unless otherwise indicated, all exhibit spaces are 10’ wide x 8’ deep and will be set with 8' high black back drape, 3' high black side dividers, 1 - 6' black draped table, 2 side chairs, 1 wastebasket, and a 7" x 44" one-line identification sign stating the exhibitor’s name and booth number. Additional booth tables, chairs and other accoutrements including electrical services can be ordered through Freeman. The entire exhibit area is covered with a multicolor carpet.

Space Assignment

Exhibit space is assigned based on level of sponsorship, Corporate Membership in the CPMA and first come, first served basis.

Shipping

Shipping information will be included in the exhibitor service manual from Freeman.

Rates, Deposits, & Refunds

Booth space is charged as stated on the contract. No booth will be assigned without a 50% deposit accompanying the exhibit space application. Space must be paid for in full by March 7, 2017. If assigned space is not paid for by this date, it may be reassigned at the option of the Western Foot and Ankle Conference without refund of deposit. In the event of conflicts regarding space requests or conditions beyond its control the Western Foot and Ankle Conference reserves the right to rearrange the floor plan. Any space not claimed and occupied (for which no special arrangements have been made 24 hours prior to exhibit opening) will be resold or reassigned by the Western Foot and Ankle Conference without obligation on the part of the Western Foot and Ankle Conference for any refund whatsoever.

Cancellation

Cancellation of booth space contracts must be received in writing. No refund will be made if notice of cancellation is received on or after March 6, 2016.

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.

Display Regulations

All exhibit backgrounds must conform to IAEE line of sight guidelines as follows: in the rear 4 feet of the booth, exhibit space may be utilized up to a height of 8 feet; in the 4-foot forward portion of the booth, exhibit space material must not exceed a height of 4 feet. 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. No helium balloons or compresses gas tanks are allowed. 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

Distribution of printed matter, souvenirs, or any other articles shall be restricted to the contracted booth area. No part of the facility other than the Exhibitors booth shall be used for display, order taking, canvassing or selling purposes of any kind. Management reserves the right to require removal of any objectionable display elements or prohibit any unauthorized exhibitor selling activity.

Entertainment

The Exhibitor agrees not to sponsor group functions such as luncheons, receptions, speeches or other activities during periods when exhibits, meetings or regular conference events are scheduled that would in any way interfere with attendance at regular activities or induce visitors away from the exhibition or sessions. The Exhibitor must contact the Western Foot and Ankle Conference about any intended group functions.

Use of Diagnostic Imaging Equipment

In compliance with the recommendation of the US Department of Health and Human services exhibitors shall not demonstrate diagnostic imaging equipment using either ionizing or non-ionizing radiation. In addition demonstrations of activated therapeutic lasers are prohibited.

FDA Regulations

Exhibitors shall comply with all applicable Food and Drug Administration (FDA) regulations including, without limitation, FDA restrictions on the promotion of investigational and preapproved drug and devices and the FDA prohibition on promoting approved drugs and devices for unapproved uses. Any product not FDA approved for a particular use or not commercially available in the USA may be exhibited only if accompanied by easily visible signage indicating the status of the product. Exhibitors shall have available at the booth a letter from the FDA that describes the allowable use of any drug or device exhibited.

Booth Sharing Policy

Booth sharing or subletting is not permitted at the Western Foot and Ankle Conference.

Intellectual Property

Exhibitor shall obtain any and all licenses or grants of authority required under the copyright laws, including, but not limited to, those relating to the performance of music, whether live or recorded. Copies of such licenses and grants will be furnished to the Western Foot and Ankle Conference no less than 30 days prior to the start of the conference. In addition, exhibitor represents and warrants that it shall not display any product or related materials or take any action that infringes on the intellectual property rights of others, including, without limitation, copyright, patent, or trademark rights.

Miscellaneous

All exhibits must conform to the Rules and Regulations as indicated in this Prospectus and Application for Space. The Association reserves the right to restrict any exhibit which might be considered undesirable. This restriction includes conduct, articles, and dress of live models, printed matter, or anything objectionable to the exhibit as a whole. The Western Foot and Ankle Conference 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 Foot and Ankle Conference Planning Committee.

Liability

Exhibitor hereby agrees to indemnify and save harmless, the California Podiatric Medical Association, its offers, members, and staff, its agents, Freeman, and the Disneyland® Resort, its managers, officers, sponsors, employees, agents, successors, and assigns from any suit or claim for personal injury or for property damage or for loss of use of property by whomsoever sustained on or about Exhibitor’s participation in the exhibit, unless the damage or injury is due solely to the negligence or willful misconduct of the California Podiatric Medical Association or the Disneyland® Resort. Exhibitor further agrees to indemnify and hold harmless the California Podiatric Medical Association, its officers, members, and staff from any claim of whatever nature arising from the use of any product or service exhibited, or any claim or representation made in connection therewith by the Exhibitor or any person acting in its behalf.

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.

Safety

Standing on chairs, tables, or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. The Western Foot and Ankle Conference and Freeman 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.

Insurance

All property of the exhibitor is understood to remain under its custody and control in transit to and from or within the confines of the exhibit hall. The Western Foot and Ankle Conference, Disneyland Resort, and Freeman do not provide insurance covering exhibitors’ property. Exhibitors must provide a certificate of insurance verifying the following coverage:

Commercial General Liability: $2 Million General Aggregate; $1 Million Products-Completed Operations; $1 Million Bodily Injury/Property Damage; $1 Million Personal and Advertising Injury; and $5,000 Medical Expense Limit (per person)

Automobile Liability: $1 Million Combined Single Limit Bodily Injury and Property Damage

Workers Compensation/Employers Liability: As required by statute

Security

The Western Foot and Ankle Conference 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 Foot and Ankle Conference, the official security service, Disneyland Resort, nor Freeman will be responsible for loss or damage due to any cause.

Americans with Disabilities Act

The Exhibitor represents and warrants

(i) that its exhibit will be accessible to the full extent required by law;
(ii) that its exhibit will comply with the Americans with Disabilities Act (ADA) and with and regulations implemented by th at Act; and
(iii) that it shall indemnify and hold the Western Foot and Ankle Conference harmless from and against any and all claims and expenses, including attorneys’ fees and litigation expenses, that may be incurred by or asserted against the Western Foot and Ankle Conference, its officers, directors, members, agents or employees on the basis of Exhibitor’s breach of this paragraph or non-compliance with any of the provisions of the ADA.

Force Majeure

In the event the Disneyland Resort 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 Foot and Ankle Conference has no control, or should the Western Foot and Ankle Conference 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 Foot and Ankle Conference 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.

Violations

Any violation of these rules and regulations by an Exhibitor may, at the Western Foot and Ankle Conference’s discretion, result in denial of access to the exhibit area, denial of the exhibit space installation, closing or removal of the Exhibitor’s exhibit space and/or prohibition on future participation in the Western Foot and Ankle Conference. In the event the Exhibitor violates the rules and regulations and is prohibited from continued use of the exhibit space, the Exhibitor’s exhibit space fee, or any portion of it, is non-refundable.

Amendments

Any and all matters not specifically covered by the preceding rules and regulations and the other terms and conditions contained in the Exhibitor Kit shall be subject to the decision of the Western Foot and Ankle Conference. The Western Foot and Ankle Conference 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.

Default

Exhibitors will not be permitted to set up their exhibits, and will be subject to eviction, if this contract is violated.

Laws Applicable

This contract shall be governed by the laws of the City of Anaheim, California. Exhibitors agree to abide by the rules and regulations of the Disneyland Resort.