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Rules & Regulations 1. ASSIGNMENT OF EXHIBIT SPACE Booth assignment priority will be determined by the date of receipt of the signed Exhibitor Contract and a 50% deposit of the total exhibit booth rental. Applicants are requested to select three (3) location preferences. In the event that all location preferences are committed, PTC will assign a location. 2. CONTRACT FOR EXHIBIT SPACE 1) The enclosed contract for space, the formal notice of space assignment by PTC, and the full payment of rental charges together constitute a contract for the right to use exhibit space at PTC'07. PTC reserves the right to reassign the exhibit space allotted under such contract, 2) change exhibit location assignments when such action is deemed in the best interest of the Exhibition. If PTC and the Exhibitor are unable to mutually agree on a relocation, the Exhibitor shall be entitled to a refund. 3. PAYMENT FOR EXHIBIT SPACE A deposit of 50% of the cost of the space is due when the contract is submitted, and the balance of the payment is due upon notification of exhibit space assignment, and must be paid no later than 1 November 2006. If exhibit space is rented after 1 November 2006, payment must be submitted in full with the signed Exhibitor Contract. If these deadlines are not met, the Exhibitor's rights to exhibit may be cancelled without further notice or refund of any deposit. Payments are non-transferable. PTC will accept the following methods of payment: 1) check; 2) credit card; 3) bank transfer and 4) purchase order (credit card authorization must accompany P.O.). Payments accepted in U.S. currency. If you wish to pay by bank wire transfer, please contact Linda Ristow at linda@ptc.org or tel.: +1.808.941.3789 x109 for banking information. Please add US$20 for payments made by bank transfer, to cover bank charges. 4. CANCELLATIONS OF EXHIBIT SPACE Cancellations must be received in writing to receive any refund according to the following schedule: - Cancellations made from 17 October 2006 through 15 November 2006 are subject to a 50% cancellation charge of the total rental fee. - Cancellations made from 16 November 2006 are subject to a 100% cancellation charge of the total rental fee. PTC reserves the right to resell any exhibit booth space that has been previously cancelled regardless of whether or not a refund is owed to the cancelled Exhibitor. In the event that PTC'07 is not held, for any reason whatsoever, the rental and lease of space to the Exhibitor shall be terminated, and the sole liability of PTC will be limited to refund the amount previously paid under the contract. 5. EXHIBIT SPACE All exhibit booth spaces are 8' x 10' (depth x width), 2.44m x 3.05m (approximately 80 square feet). More than one exhibit space may be rented. Each Exhibitor is furnished with standard chrome supports and aisle posts with an 8 feet (2.44 meters) high back divider and 3 feet (.91 meter) high side dividers from which flameproof drapes are suspended (diagram a). A standard sign (7" x 44" / 17.8 cm x 111.8 cm) will be furnished with the booth number and the Exhibitor's name by the exhibitor contractor, ICES. 6. RESTRICTIONS No Exhibitor is permitted to block the line-of-sight of neighboring
exhibits. The exhibit back wall must not exceed the height
limit of 14' and the side walls must not extend the height of 14' nor
extend from the back wall more than one-half of the depth of space.
The remaining 4' of space must not exceed the height of 4' (diagram
b & c). 8' (deep) x 20' (wide) endcaps/peninsula booths (booths
which face three aisles) are not permitted at PTC'07. REASON:
The back wall of these booths would block the line-of-sight of the
neighboring exhibits. Endcap/peninsula booths and two-sided booths (booths which face parallel aisles), comprised of 4 or more exhibit spaces arranged in a square or rectangle (ex. 16' x 20') are permitted. However, exhibits must maintain the 4' height requirement within the 4' of space on the left and right or parallel aisles (diagram d). Any exhibit booth with this floor configuration (diagram d) must obtain design approval from the PTC office. Any special or unusual exhibit construction or installation must be pre-approved by PTC. All display materials must be flameproof and are subject to inspection by the Honolulu, Hawaii Fire Department. No flammable fluids or substances may be used or shown in booths. Gasoline-driven vehicles must be drained of gasoline prior to being moved onto the premises. The battery must be disconnected and the cable taped. 7. BOOTH PERSONNEL AND ACCESS Booth personnel are required to wear their badges at all times while in the Exhibit Hall. BADGES ARE NON-TRANSFERABLE. PTC staff and security will refuse entry and escort out any person not wearing an appropriate badge. PTC reserves the right to con.scate misused booth-personnel badges. PTC will issue Exhibitor Badges to individuals staffing the exhibit booth. Each 8’x10’ booth space rented, is allowed up to 6 complimentary Exhibitor Badges. Additional Exhibitor Badges may be purchased for $20 each. There will be a US$50 charge to replace badges. Exhibitors interested in attending the conference sessions must register for the conference separately and pay the appropriate member/non-member conference registration fees. Exhibitor personnel will only be permitted in the exhibit hall during scheduled set-up hours and 1 hour prior to and after the scheduled exhibit hours, unless prior arrangements have been made with PTC. For security reasons, Exhibitor Badges are required to enter the exhibition area during non-exhibit hours. Badges and the Exhibitor Packet are available for pick-up onsite at the Exhibitor Registration Desk during the following dates and times: Exhibitor Registration Saturday, 13 January 2007 1500
- 1800 Exhibitor will provide the names of exhibit personnel who will require Exhibitor Badges no later than 30 November 2006. Exhibitor representatives are restricted to personnel engaged in the display, demonstration and sales of the company's products or services. Exhibitors may not permit non-exhibiting company representatives to exhibit in their booth. Those involved only in the set-up of the booth will be issued a temporary pass to access the exhibitor hall during assembling hours, exhibitors are required to provide their names to PTC in advance. 8. EXHIBITOR SERVICES Furniture, labor, electrical power, drayage, signs, other booth furnishings and other support services may be ordered at standard rates from the official contractor, ICES. Complete details will be forwarded to each exhibitor following confirmation, booth payment and the assignment of booth space. A service desk will be maintained by the contractor in the exhibit area. For further information, please contact: ICES Any display requiring special set-up not provided by ICES must receive prior permission from the hotel and/or PTC staff. 9. ASSEMBLING AND DISMANTLING RESTRICTIONS Installation of Exhibit Booths Sunday, 14 January 2007 0800
- 1800 Exhibit booths must be completely assembled by 1000, Monday, 15 January 2007. Exhibitors are required to check-in and pick up their exhibitor badges at the Exhibit Registration Booth located in the Coral Lounge, 6th Floor of the Mid-Pacific Conference Center prior to setting up their booth. Access into the exhibit hall for set-up, dismantling and during non-exhibit hours require an exhibitor badge. For exhibit booth display restrictions, please refer to the PTC'07 Exhibit Rules and Regulations. In the event that your exhibit booth has not been assembled before the exhibits open, or if your organization fails to set-up a booth, or you do not comply with the stated exhibit restrictions your Exhibitor benefits will be forfeited. Dismantling of Exhibit Booths: Tuesday, 16 January 2007 1930
- 2130 Your exhibit booth must be dismantled and moved out of the exhibit hall by 1100 Wednesday, 17 January 2007. ICES, PTC's official exhibitor contractor will work with you directly to ensure a timely move-out. Exhibitors are responsible for their exhibit material until it is moved out of the exhibit area. Exhibitor agrees to abide by rules and policies set by ICES / PTC for the move out of booth materials. During move out, a Bill of Lading must be completed for material leaving the exhibit hall (including hand carried items). All freight couriers must check in with the ICES service and sign a Bill of Lading for the shipment. In the event that your exhibit booth has not been dismantled by 1100 on Wednesday, 17 January 2007, your Exhibitor benefits will be forfeited. Damages to the exhibit hall as a result of improper Exhibitor exhibit installation or dismantling will be the responsibility of the exhibitor. 10. USE OF EXHIBIT SPACE (a) No Exhibitor shall assign, sublet, or share the space assigned without the consent of PTC. Additional charges may apply. Exhibitors must display goods or services manufactured or dealt with by them in their regular course of business, unless otherwise approved by PTC. Exhibit space is for the sole use of the exhibitor named in the contract. Exhibitors may not permit non-exhibiting company representatives to exhibit in their booth. All companies represented in the exhibition area must be separately contracted for their own exhibit space. Only contracted companies are entitled to a listing in the program and Conference Website. (b) In the event that the Exhibitor fails to install or have installed its display within the time limit set prior to the opening of PTC'07 or fails to comply with any provisions concerning the use of the display space, PTC shall have the right to take possession of said space and resell same, or any part thereof. (c) All demonstrations and distribution of circulars and promotional materials must be confined to the limits of the Exhibitor's booth. (d) Exhibits that include the operation of musical equipment, radios, sound motion picture equipment, public address systems, or any noise are not permitted to annoy or disturb adjacent Exhibitors, and must be preapproved by PTC. (e) Exhibitors are required to have their exhibit space neat and orderly at all times. (f) An attendant must be in charge of the exhibit display during the scheduled exhibit hours. Crowd control/admittance security service will be provided by PTC when the area is closed to the public. (g) No distribution/consumption of alcohol is permitted in the exhibition hall except during the Marketplace Reception. (h) No meetings may take place during non-exhibit hours in the exhibit area. 11. LIMITATION ON LIABILITY PTC makes no warranties or representations of any kind, whether expressed or implied, for its services and for PTC'07. Except as otherwise provided therein, in no event whatsoever shall PTC be liable to the Exhibitor for any direct, indirect, incidental, special, consequential, punitive, exemplary or similar damages arising out of or in connection with the conduct or cancellation of PTC'07, including, but not limited to, loss of business profits, business interruption, electronically transmitted data, and the like, even if the Exhibitor has been advised of the possibility of such damages. The Exhibitor understands and agrees that PTC, its officers, agents or employees shall not in any manner be responsible for the loss, theft or damage to any of the goods, wares, chattels, or equipment exhibited in the Exhibitors allotted space or placed therein, or while in transit to or from the building. The exhibit of the Exhibitor as well as all of its personal property situated in the allotted space remains therein at the sole risk of the Exhibitor. The Exhibitor further specifically agrees that it will exhibit its products, accessories, supplies, and equipment in such a manner as not to cause injury to the public, visitors, guests, employees, or any other person on the premises. The Exhibitor agrees to indemnify and hold harmless PTC, its officers, agents, and employees from any claims or claim of any nature whatsoever arising by reason of any damage sustained by any person, or to any property upon said premises. |
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