These rules and regulations are a bona fide part of the contract for exhibit space with the 77th SID Annual Meeting. Society Management reserves the sole right to render all interpretations, amend and enforce these regulations and to establish any and all further regulations not specifically covered below to assure the general success and well-being of the show. Each exhibitor agrees to abide by these regulations and by any amendments or additions hereafter made by Society Management. The 77th SID Annual Meeting serves as a forum for leaders of the dermatologic and medical industry to exchange the latest product information available in a professional atmosphere. The SID Management reserves the right to decline/deny access/remove any exhibit, which, in its sole judgment is contrary to the character, objectives, and best interests of the Show or suitable for its attendee audience. This reservation includes, but is not limited to, any violation of any public policy or these rules and regulations and extends to persons, things, printed matter, products and conduct. SID Management’s decision and interpretation shall be accepted as final in all cases.
1. VALID CONTRACT FOR SPACE:
Applications for exhibit space are required to execute and forward the Exhibit Space Contract to the 77th SID Annual Meeting. To be valid, each contract must convey a minimum deposit of 50% of the total amount with 100% on contracts received on/or after March 1, 2019.
2. SPACE ASSIGNMENT:
Booth spaces will be available on a first-come, first-served basis. Assignments will be based on the date contracts are received and
placement of the most suitable booth preference. Show management reserves the right to reposition booths based on abstract layout.
3. PAYMENT OF SPACE:
A minimum of 50% of the total fee for the space requested must accompany the Exhibit Space Contract. The remainder must be paid in full within 30 days of receipt of the first invoice. There will be a $25.00 charge on all returned checks. Contracts received on/or after March 1, 2019 must include full payment. Any deviations from this provision, including but not limited to acceptance by Show Management of any late payments specified herein, shall not be construed as a waiver of Show Management’s right to cancel exhibitor’s contract for such non-compliance, re-assign booth location, take possession of said space without refund or further notification, or otherwise be construed as a modification of any schedule of payments required hereunder. Further, all payments as stated hereunder shall be payable at Show Management’s principal place of business as stated in this contract. It is expressly agreed by the exhibitor that if they fail to pay space rental at the times specified above, SID Management shall have the unilateral right to re-assign booth location or to take possession of said space, without refund, and lease same or any part thereof, to such parties and upon such terms and conditions as it deems proper.
4. CANCELLATION & REFUNDS:
All cancellation of space must be received in writing. Cancellations received in writing before March 2, 2019 will receive a full refund, less a $100 processing fee. No refunds will be made for cancellations received on or after March 2, 2019. Failure to appear at the Show does not release exhibitor from responsibility for payment of the full cost of space rented. In the event of cancellation, space reverts back to Show
Management for use at its sole discretion. SID Management’s ability to resell the space shall not affect the refund schedule.
5. USE OF SPACE, SUBLETTING SPACE:
No exhibitor may assign, sublet or apportion their space to or with another business entity or individual without the express permission
in writing from Show Management. No exhibitor may show or demonstrate products or services other than those manufactured or handled in the normal course of their business. Should any item from a non-exhibiting firm be required for operation of a display, identification of such item shall be limited to the regular name plate or trademark under which same is sold in the general course of business. Sharing space with individuals or companies not officially represented by the contracting exhibitor is strictly prohibited and may result in eviction.
6. OPERATION OF EXHIBITS:
a. Selling: Exhibitors may display, provide samples, discuss, explain and demonstrate products or services, but may not make any sales which result in the direct exchange of monies or the use of credit cards in the exhibit hall. However, exhibitors may take orders for
products/services for future delivery.
b. Raffles, Lotteries: No exhibitor may sponsor or conduct any raffles, lotteries or games of chance.
c. Noise and Sound: Musical instruments, audio equipment, and other noise-making devices or amplifying equipment shall be operated only at a level which will not interfere with other exhibitors. SID Management shall be the sole judge of what constitutes appropriate sound levels.
d. Music Licensing: Any tenant using copyrighted music during the 77th SID Annual Meeting, whether within the exhibit area, in hospitality space or in any other way related to the 77th SID Annual Meeting, shall obtain permission for such use from SID Management. This applies
to all live and recorded music, including accompanying video or other presentations. Any exhibitor using copyrighted music assumes the entire responsibility for its use and for obtaining the appropriate permission and payment of any fees associated with its use. Exhibitor further agrees to protect, indemnify, defend and save the 77th SID Annual Meeting facility management, the service contractors and their respective employees and agents harmless against all claims, losses or damages, governmental charges or fines and attorney’s fees arising out of or caused by exhibitor’s use of said copyrighted music.
e.Demonstrations, Distribution of Literature, Samples, Materials and Sales Activities: These activities are permitted only within the
confines of an exhibitor’s rented space. Samples or souvenirs may not be sold, and may not be distributed in a manner, which in the judgment of SID Management, blocks the aisles or in any way handicaps other exhibitors or impairs the flow of attendees.
f. Booth Representatives: Exhibitors receive two (2) complimentary badges per 10’ x 10’ booth. All representatives including models or demonstrators must be properly registered, wear badges and be properly and modestly clothed. Scanty or revealing attire is not permitted. So-called “barkers” and “pitchmen” are strictly prohibited. The two (2) per 10’ x 10’ booth complimentary registrations are good for the scientific sessions. Tickets to the social event must be purchased additionally for any exhibitor. Additional individuals wishing to exhibit and those who simply wish to attend the business and social functions may purchase registration at the general registration rates.
g. Alcoholic Beverages: Alcoholic beverages are not allowed.
7. DISPLAY CONSTRUCTION AND LIMITATIONS:
SID Management will provide flame-proof side drapes (36” high) and back wall drapes (8’ high) of a standard color on aluminum
supports for all straight-line exhibits. One 7” x 44” booth identification sign is also provided by SID Management for each space rented.
BOOTH CONSTRUCTION AND LIMITATIONS: All exhibits must be confined to the spatial limits of their respective booths as indicated on the floor plan. All exhibits must be freestanding and self- supporting; linear configurations may not be designed to obstruct the view of nearby booths or to block exits or doorways. All display fixtures over four (4) feet in height and placed within ten (10) linear feet on an adjoining exhibit must be confined to that area of the exhibitor’s space which is at least five (5) feet from the aisle line. No display fixture or sign shall exceed eight (8) feet in height. Exhibits shall not project beyond the space allotted nor obstruct the light, view or space of others. The exhibitor shall be responsible for damage to property. No portion of the booth or signage may be suspended from the ceiling or the exhibit hall. Electricity and telephone lines are available at all booth locations and must be contracted through show management and convention center. SID Management reserves the right to insist on a properly constructed and operated display in the interest of all participating exhibitors. Display not conforming to SID Management specifications and limitations may be dismantled or modified, at cost to the exhibitor, at the sole judgment and discretion of SID Management.
8. EXHIBIT HOURS, INSTALLATION AND DISMANTLING:
Move-in: Wednesday May 8, 2019, 8:45 am – 1:45 pm
Exhibits open: Thursday, May 9, 2019, 10:30 am – 12:30 pm
Friday, May 10, 2019, 11:15 am – 1:15 pm
Saturday May 11, 2019, 12:45 pm – 2:45 pm
Move-out: Saturday, May 11 3:00 pm – 6:00 pm
Hours are tentative and subject to change.
No materials can be accepted at the exhibit hall prior to 8:45 am, Wednesday, May 8, 2019, at which time installation will begin. All
installation must be completed for final inspection by 1:45 pm, Wednesday, May 8, 2019. Any space not claimed or occupied by 1:45 pm on Wednesday, May 8, 2019 may be resold or reassigned by SID Management without notification or any obligation on the part of SID Management or any refund or compensation whatsoever. Unattended freight in any display space as of one hour prior to the show opening on Thursday, May 9, 2019 will be removed and stored at the exhibitor’s sole risk and expense. Exhibitors are not permitted to store packing crates or boxes in the booths during show hours, but these, when properly marked will be stored and returned to the booth by the service contractor. Crates not properly marked or identified by exhibitors may be destroyed or lost and are the sole responsibility of the exhibitor. Exhibit materials left unattended at 6:00 pm, Saturday, May 11, 2019 and for which no shipping arrangements have been made will be considered abandoned. SID Management will arrange for disposal or return of these materials at the exhibitor’s expense, and neither Show Management, the service contractor, nor the Hilton Chicago shall assume any liability whatsoever for loss or damage. Exhibits must be staffed during all show hours and may not, to any extent, be dismantled before 3:00 pm, Saturday, May 11, 2019. Any early dismantling or
packing shall be considered a breach of this agreement and may affect future contracts. Independent contractors must conform to IAEM and ED&PA guidelines. All independent contractors must submit a Certificate of Insurance to show Management by April 1, 2019. All exhibit
labor must comply with established labor jurisdictions.
9. GENERAL REGULATIONS AND PUBLIC POLICY:
Each exhibitor is charged with knowledge of all State, County and City Laws, ordinance and regulations pertaining to health, fire prevention and public safety, while participating in the exposition. No part of the building shall be defaced in any manner, nor shall signs or other articles be posted, nailed, taped or otherwise affixed to any pillars, doors, walls, or other parts of the building. All booth decorations must meet flame-proofing codes. All exits, hallways, aisles and fire control apparatus must remain clear and unobstructed at all times. Electrical equipment must be Underwriter Laboratory approved. Use of propane and helium balloons is prohibited. Designated “No Smoking” areas must be observed. An exhibitor who makes any claim or advertises at the Annual Meeting in any way which, in the sole opinion of SID Management is false, misleading or otherwise against public policy may, at the sole discretion of SID Management, be required to discontinue such claim or advertising.
10. EXHIBITOR’S AUTHORIZED REPRESENTATIVE:
The exhibiting firm assumes responsibility for its authorized representative to follow all SID Management Contract Rules and Regulations.
It is expressed, understood and agreed by each and every contracting exhibitor, his agents, and guests that neither SID’s Meeting owners, management, nor its employees or contractors shall be liable for loss or damage to the goods or properties of exhibitors. At all times such goods and properties remain in the sole possession, custody and control of each exhibitor. On signing the Exhibit Space Contract, the exhibitor releases and agrees to defend and to indemnify the 7th SID Annual Meeting , its owners, managers, officers, sponsors, employees and agents and save them harmless from any suit or claim including attorneys’ fees for property damage or personal injury by whomsoever sustained, including exhibitor and its agents or employees, on or about the exhibitor’s display space or arising out of exhibitor’s participation in the Show. In the event of show cancellation, due to partial or total destruction of the premises by fire, hurricane, act of God, strikes, authority of law, or any other cause beyond the control of SID Management, SID Management assumes no liability for the loss of business or fulfillment of the contract for space. SID Management will reimburse the exhibitor pro rated amounts paid in, less any and all legitimate expenses incurred by SID Management at SID Management’s discretion due to show cancellation.
The exhibitor agrees to obtain the following insurance coverage and be prepared to furnish a certificate of insurance to SID Management if requested. Comprehensive general liability insurance coverage including protective and contractual liability coverage of $500,000 single limit bodily injury and property damage, and Worker’s Compensation/ Occupational Disease coverage in full compliance with Federal and State Laws.
13. ATTORNEY’S FEES:
Should SID Management find it necessary to employ an attorney or attorneys to enforce any of the provisions of this agreement or to
protect in any manner its interest or interests under this agreement, SID Management, if it is the prevailing party, shall be entitled to
recover from the other party all reasonable costs, charges, and expenses including attorney’s fees.
SID Management shall not be deemed to waive any of its rights hereunder unless such waiver is explicitly stated as a waiver in writing and signed by SID Management. No delay or omission by SID Management in exercising any of its rights shall operate as a waiver of such rights and a waiver of rights in writing on one occasion shall not be construed as consent to or a waiver of any right or remedy on any future
15. USE OF CERTAIN PROPERTY:
Exhibitor will assume all costs arising from the use of patented, trade marked, franchised, or copyrighted music, materials, devices,
process or dramatic rights used on or incorporated in the exhibitor’s space. Exhibitor shall indemnify, defend and hold harmless Show
Management, the City and their officers, directors, members, agents and employees from and against all claims, demands, suits, liability, damages, losses, costs, attorney’s fees and expenses of whatever kind or nature, which might result from or arise out of use of any such material(s) described above.
16. SOCIAL FUNCTIONS / SPECIAL EVENTS:
Any social function or special event must be approved by the SID. Social functions are allowed only during non-exhibit hours and must
not conflict with any special events which may be scheduled by the SID. Exhibitors wishing to hold hospitality functions are requested
to coordinate the scheduling of these events with the SID.