Rules and Regulations
Due to security and sales tax implications, no firm or organization sponsoring the FHCA Annual Conference or serving as an exhibitor is permitted to engage in direct sales (cash, check, or credit card) activity within the exhibit area or contracted conference space. As well, payment information for future orders is not permitted to be collected within the exhibit area or contracted conference space.
Exhibiting companies must request and obtain name badges for distribution only to the exhibiting company’s employees who will staff their booth during show hours. Name badges will include the name of the employee along with the name of the Company. Information will be sent out several weeks prior to the show on making these requests online. Companies can request up to 8 badges per booth. An online order form will be available at a later date. Additional badges may be purchased for $75 each. Please note, only current employees of the exhibiting company may aquire a badge! All employees of an exhibiting company must be prepared during show hours to show proof of employment with a business card. The failure of an employee to demonstrate proof of employment with a business card will result in confiscation of the unauthorized name badge and immediate escorting of the nonemployee individual off of the trade show floor. In addition, should it be discovered that a nonemployee of an exhibiting company is wearing a name badge or that the exhibiting company obtained a name badge for a nonemployee or participated in a scheme to obtain a name badge for a nonemployee, the exhibiting company will be prohibited from exhibiting at the following year’s FHCA Annual Conference Trade Show.
CONTRACT FOR SPACE
The application for exhibit space, the formal notice of space assignment by Florida Health Care Association (Show Management), and these Rules and Regulations constitute a contract for the right to exhibit at the FHCA 2020 Annual Conference & Trade Show. Exhibitor also agrees to comply with any rules and regulations of the Diplomat Beach Resort.
Space will be assigned on a first-come, first-paid basis. Be sure to indicate on the Exhibit Contract if there are any companies that you would prefer to be located near to or away from. Every effort will be made to accommodate your preference; however, Show Management reserves the right to make booth assignments at its discretion.Please list alternate choices in case your first choice is unavailable. You will receive confirmation of your booth space and information. Be sure to send your contract and payment in early to secure a preferred location! All product & service demonstrations must be done inside of the booth. Demostrations will not be permitted outside of the trade show floor during trade show hours.
SUBLETTING OF SPACE
Individuals and companies offering goods or services that have chosen not to purchase a booth are PROHIBITED from soliciting business in any manner in the exhibit area. The booth purchased by the exhibitor is for the exclusive use of the legal entity signing this contract. No other legal entity or division of, subsidiary of, or related party to the exhibitor may utilize any portion of the exhibitor’s assigned booth. Exhibitor may not assign, sublet, share, or apportion the whole or any part of the space allocated to it with any other entity. Only products or services sold or distributed by the exhibitor in the ordinary course of its business shall be advertised or exhibited in exhibitor’s booth. Exhibitor’s agents shall also reflect appropriate business dress and decorum while maintaining their booth during show hours.
Booths are 8 feet deep and 10 feet wide. Exhibits may not project beyond the space allotted and aisles must be kept clear for traffic. An exhibitor shall not infringe upon the rights and privileges of any other exhibitor. Canvassing outside the booth is not permitted and violators may be asked to leave. Exhibits shall not obstruct the view or interfere with traffic to exhibits of others. No walls, partitions, signs, or decorations may be erected which will interfere with the general view “down the aisle” or with any other exhibits. For end cap booths, this means displays must provide 3 feet of clearance on each side so the view down the aisle is unobstructed. Show Management reserves the right to relocate exhibitors for the benefit of the exhibitor or the Trade Show. Click here to view the end cap regulations diagram.
Show Management reserves the right to determine at what point sound constitutes interference with others and must be discontinued or modified. Any activity which projects sound beyond the confines of the exhibit booth is prohibited.
Should any rented space remain unoccupied after the 3:00 p.m. inspection deadline prior to show’s opening, Show Management reserves the right to sell or occupy said space.
Samples of food, beverage, or any product may not be distributed by any exhibitor without prior written approval of Show Management. The exhibitor must notify Show Management of any dispensing of food and beverage (3 oz. or less) from their booth thirty (30) days prior to arrival. The hotel ultimately has the final say when samples are concerned. Anything over 3 oz. is not permitted or is subject to hotel corkage and service fees and applicable taxes.
PAYMENTS & REFUND POLICY
The total amount for exhibit space is due upon the reserving of space and signing of the contract. If an exhibitor finds it impossible to attend, and an email or written letter received to Show Management to that effect by 5 p.m. June 5, 2020, the exhibitor will be charged an administrative fee of $200 per booth and the balance of the booth price will be refunded. No refunds for any portion of the booth fee will be made after June 5; exhibitors who purchase booths after June 5 are not entitled to any refund. *Please note, Associate Member Dues are not refundable.
SECURITY & LIABILITY
Show Management will provide basic security services from 6 p.m. on Sunday, July 12, to 6:30 p.m. on Tuesday, July 14. The exhibitor agrees to hold Show Management and the Diplomat Beach Resort harmless and to indemnify Show Management and the Diplomat Beach Resort against claims or liability arising out of the actions, fault, or negligence of the exhibitor, its agents, or employees, prior to, during, and after the Trade Show. Show Management and the Diplomat Beach Resort shall not be responsible for any loss, damage, or injury that may occur to the exhibitor or the exhibitor’s agents, patrons, guests, employees, or property from any cause whatsoever (unless occasioned by the sole willful or gross negligence of Show Management or the Diplomat Beach Resort prior to, during, or subsequent to the Trade Show). The exhibitor hereby releases Show Management and the Diplomat Beach Resort from, and agrees to indemnify them against, any and all claims for such loss, damage, or injury. *please take extra precautions and secure valuable materials and prizes as hotel staff still have access to the room for cleaning purposes.
DAMAGE TO PROPERTY
The exhibitor, its agents, guests, or patrons shall not injure, mar, nor in any manner deface the host property premises or equipment therein, and shall not cause or permit anything to be done whereby the host property or its equipment shall be in any manner injured, marred, unduly soiled, defaced, lost, stolen, or otherwise removed from the building, and will not drive, or permit to be driven, nails, hooks, tacks, or screws into any part of the host property, and will not make nor allow to be made, any alterations of any kind therein. Should any of the host property equipment used by the exhibitor in the conduct or operation of the exposition be damaged, lost, or stolen, the exhibitor will promptly pay for the equipment by cash or certified check.
SIGNS & POSTERS
The exhibitor agrees that it will not post or exhibit signs, advertisements, posters, or cards of any description inside, in front of, or on any part of the host property without written consent. In addition, the use of propane or bottled gas or any hazardous material within the building is prohibited. Helium balloons must be secured and are not permitted to float away. Any fees or expenses for removal of helium balloons “in the ceiling” will be the responsibility of the exhibiting company.
All exhibitors are participating at the exclusive discretion of Show Management and must abide by all local codes, rules, regulations, and ordinances, including fire regulations, and must abide by the directions and instructions presented by official Show Management and the host property personnel. The exhibitor understands that any violations of these policies may result in the immediate closing and removal of the exhibitor’s booth.
ATTORNEY’S FEES AND COSTS
Should any litigation arise out of this contract, both parties agree to binding arbitration; the exhibitor shall pay all costs and reasonable attorney’s fees incurred by Show Management, and/or the sponsoring organization, and/or the co-sponsoring associations as the prevailing parties.
EXHIBIT FLOOR ACCESS
Show Management reserves the right to limit access to the exhibit floor to anyone during times when the show is not officially open.
ELIGIBLE EXHIBITS & RESTRICTIONS
Show Management reserves the right to accept or reject without reason any Exhibit Contract received. Show Management also reserves the right of exhibit space reassignment and reserves the right to cancel this contract, whenever it discovers that exhibitor’s product is not as described in this contract or is incompatible with the purposes of the Trade Show. Contract for space may also be cancelled if Show Management deems the exhibitor’s demeanor inappropriate or disruptive.
TAXES AND LICENSES
In accordance with Florida Statutes Section 212.18, Show Management authorizes exhibitors to make retail sales of tangible personal property or service subject to sales tax. Exhibitor shall be responsible for obtaining any licenses, permits, or approvals required under local or state law applicable to their activity at the Trade Show. Exhibitor shall be responsible for obtaining any tax identification numbers and paying all taxes, license fees, or other charges that shall become due to any governmental authority in connection with their activity at the Trade Show.
FIRE SAFETY AND HEALTH
The exhibitor agrees to accept full responsibility for compliance with city, county, state, and federal Fire Safety and Health Ordinances regarding the installation and operation of equipment. All exhibit materials and equipment must be reasonably located within the booth and protected by safety guards and devices where necessary to prevent personal accidents to spectators. The exhibitor hereby represents and warrants to Show Management that the exhibitor has taken all steps reasonably necessary in its judgment to ensure the sound engineering and structural integrity of its exhibit design and the proper construction and safety of the exhibit itself, as erected.
Global Experience Specialists, Inc. (GES) has the responsibility of receiving and handling all exhibit materials and empty crates. It is their responsibility to manage docks and schedule vehicles for the smooth and efficient move-in and move-out of the exhibition. GES will not be responsible, however, for any materials they do not handle. GES will have COMPLETE control of the loading docks at all times. If you wish to unload or load, you must report to the GES Servicenter. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed away at the owner’s expense. Your company’s staff is permitted to transport small items to your booth by hand, or with personally owned 2-wheel carts. All forklifts will be operated by GES. Personally Owned Vehicles (POV’s) such as cars, pick up trucks and minivans that are utilized for the unloading/loading of exhibit materials will be monitored by GES Freight Personnel.
AMENDMENT TO RULES AND REGULATIONS
Show Management shall have sole authority to promulgate, interpret and enforce all rules and regulations, and make any amendments to the regulations as shall be necessary for the orderly conduct of the Trade Show. All matters and questions not covered by these regulations are subject to the decision of Show Management.