EXHIBITS & SUPPORT OPPORTUNITIES: General Guidelines

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EXHIBITS & SUPPORT OPPORTUNITIES: General Guidelines

Meeting Organizers

Tin Tin Su, Chair
Gio Bosco
Pamela Geyer
Noah K. Whiteman

Assignment of Space/Location

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.

Space assignments for commercial booths will be made based on date of receipt of completed application, including product descriptions and full payment of applicable fees, on a first-received (date stamped), first-assigned basis. Space assignment for not-for-profit booths will be made no later than January 10.  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 January 8, 2018, 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.

Installation of Exhibits

Wednesday, April 11, 10:00 am-4:00 pm

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 is available online in the GES Service Kit.

All exhibit material must be unpacked by 3:00 PM, Wednesday, April 11, 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.

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 Saturday, April 14 at 4:00 PM. Once the exhibit hall officially opens on Wednesday night at 9:00 pm, April 11, nothing may be removed before 4:00 PM, Saturday, April 14.

Dismantling and Move-Out of Exhibits

Exhibitors may begin dismantling and packing materials on Saturday, April 14, at 4:00 pm. All exhibitors must have all exhibit materials packed and removed (or ready for removal by the decorator) from the exhibit area by 10:00 pm on Saturday, April 14.

Insurance/Liability

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 conference facility.

Exhibitor assumes entire responsibility for its property and activities, and hereby agrees to protect, indemnify, defend and save The Genetics Society of America, the Philadelphia Marriott, GES, 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 Philadelphia MarriottGES, 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.

Electricity, Space Cleaning, Telephone, Internet

Booth cleaning, electrical supply, internet, phone lines and AV services are not included in the exhibit fee, and exhibitors are encouraged to order these services before show opening.

A form for ordering booth cleaning will be included in the Service Kit.

Electrical, AV, Internet and Phone order forms will also be available in the Service Kit.

All forms must be completed and submitted according to instructions on the forms.

Security

The Exhibit Hall will be open to meeting registrants on a 24-hour basis beginning at 5:00 PM on Wednesday, April 11 until 4:00 PM on Saturday, April 14. GSA will have a security guard posted at the entrance to the Hall for the sole purpose of assuring the safety of meeting registrants.

The security 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 Philadelphia Marriott, the Drosophila Board of Directors, GES, 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 conference facility. Exhibitors are expected to take all appropriate measures to safeguard their displays and equipment.

Exhibit Personnel Registration

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 their names are received by Exhibit Management by February 23, 2018. This will allow them to enter the exhibit hall directly. Employees registering after that date must pick up their badges at the Registration Desk on site by providing valid company identification.

Exhibit personnel not pre-registered or who did not receive their badges, may register at the main Conference Registration Desk. Exhibitors must have a badge to enter the exhibit area and scientific sessions.

Only full or part-time paid employees of the contracting company are considered exhibit personnel.

Please complete the Exhibit Personnel Registration form and e-mail to Suzy Brown at sbrown@genetics-gsa.orgby February 23, 2018.

Guest Registration

Every effort will be made to ensure that only properly identified and authorized registrants enter the exhibit area. To this end, an exhibiting company representative must accompany their guest to the onsite registration desk for a badge. Badges will be made available in limited numbers for exhibitor guests. 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.

Spouses of exhibitor representatives may obtain a temporary badge when escorted by the representative and showing appropriate identification. Guests will only have access to your booth in the exhibit hall and it is your responsibility to escort them out of the hall when your appointment time is complete. Guests will not be permitted in scientific sessions including the posters. Guests will have a maximum of two hours to visit your booth and must pick up their badge on site at the conference registration desk. Anyone wishing to attend any other part of the conference must register as an attendee.

It is the responsibility of the exhibiting company and its representatives to inform guests of all rules and regulations.

Distribution of 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.

Giveaway Approval Form

GSA Exhibit Management will monitor conformity to these Rules and Regulations.

Any significant food (anything more than candy or mints) or beverage at the booth must be approved in writing by the hotel. This includes all alcoholic beverages. Please contact GSA Exhibit Management if you would like to make available ANY food or beverage.

Storage of Boxes, Containers and Shipping Materials

GES will store boxes and containers for exhibitors. Empty crates, boxes and cartons must be removed from the exhibit area by 4:00 pm, April 11. 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 GES 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 4:00 pm on Saturday, April 14. Exhibitors may pack displays and must remove them (or have them ready for removal) by 10:00 pm.

Space Cancellation or Reduction

Cancellation and reduction notices must be submitted in writing to Exhibit Management.

Cancellation and Reduction Assessments:
If canceled or reduced on or before December 31, 2017, entire payment will be refunded.

If canceled or reduced between January 1, 2018 and February 1, 2018, 50% of total cost of all space will be refunded.

If canceled or reduced after February 1, 2018, exhibitor forfeits 100% of total cost of all space leased.

Rules and Regulations

The following practices are prohibited at the GSA meeting:

  1. Noisy electrical or mechanical apparatus interfering with poster presentations or other exhibitors;
  2. Operation of X-ray equipment;
  3. Canvassing or distributing any material in exhibit hall aisles, convention facility public space or other space outside the exhibitor's contracted booth space;
  4. The use of billboard advertisements and/or display of signs outside the exhibit area;
  5. Soliciting participation in surveys or otherwise harassing registrants;
  6. Publicizing and/or maintaining any extracurricular activities, inducements, demonstrations, or displays away from the exhibit area during the exhibit hours or scientific session hours of the meeting;
  7. Contests, lotteries, raffles or games of chance;
  8. Entry into another exhibitor's booth without their express permission;
  9. Photographing, videotaping or examining another exhibitor's equipment without permission;
  10. Subletting of exhibit space
  11. The use of magicians, fortune-tellers, dancers, puppets or other entertainment of this nature.

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. GSA Exhibit Management will monitor conformity to these Rules and Regulations for the 58th Annual Drosophila Research Conference.

Enforcement of Rules

By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined on the official Drosophila Conference web site. Conforming to these Rules and Regulations  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.

GSA Exhibit Management will monitor conformity to these Rules and Regulations for the Annual Drosophila Research Conference.

Fire Prevention

The following does not, by any means, totally encompass the local fire codes. However, it does provide basic guidelines governing exhibits/material flammability.

  1. Display Construction: Combustible materials must be treated with an effective flame-retardant material. All curtains, drapes, carpet, carpet padding and decorative materials must be made of flame-retardant materials or sprayed with a flame retardant.
  2. Volatile or flammable fluids, gases, substances or other materials, including aerosol cans with flammable propellants, gas operated cooking equipment, wood matches with all-surface strikes, portable heating equipment and excessive display literature are prohibited .
  3. Storage: Nothing may be stored behind space drapes. All packing containers, wrapping materials, carrying cases, etc., must be stored off the exhibit floor. The  Fire Marshall will inspect all exhibit space to ensure compliance.
  4. Drainage Systems: No oils or combustible liquids are to be poured into the  drainage or sewer systems. Proper disposal methods must be provided by the exhibitor and approved by a representative of the conference facility..
  5. Emergency Equipment: No emergency phones, alarms, sprinkler valves or hose connections may be obstructed by booths, stands, signs, displays or any other items of an exhibit.

GSA Exhibit Management will monitor conformity to these Rules and Regulations.

Presentation of Products or Services

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.

Use of Animals

The use of live animals, photographs, videotapes or any other form of visual display of surgery being performed is not permitted in exhibit booths.

Use of Exhibit Space

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.

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