Rules and Regulations
Purpose By providing opportunities to interact with a broad representation of researchers interested in the advancement of the science, this meeting allows exhibitors and corporate supporters to reach decision-makers who purchase your products and services. Therefore, the meeting organizers are committed to fostering and improving their relationship with exhibitors and sponsors to ensure the future success of programs. Guidelines for our interactions with exhibiting companies and other corporate supporters ensure that all parties are treated fairly and equitably while maintaining the rigor and integrity of our programs and activities.
Marketing and Sponsorship Opportunities ISSX will publish a comprehensive guide to activities designed to elevate awareness of exhibiting companies and their products and services among ISSX members. We encourage exhibitors to differentiate themselves from other companies competing for the time of our meeting attendees and to elevate your brand by being a meeting sponsor..
Ancillary Meetings and Social Events Gatherings and events, including those that are purely social in nature, should be scheduled through the ISSX Meeting Manager so as to avoid any conflict with any scheduled event, educational or social, in the meeting program. Exhibitors and sponsors should consult with the ISSX Meeting Manager to ensure that this criterion is met. No ancillary meeting may be held without the review and approval of ISSX and no function may conflict with any part of the official ISSX meeting program. Requests may be made via submission of the Ancillary Meeting/Function application form located on the meeting web site.
Exhibitor’s Representative The Exhibitor will name one (1) individual as the duly authorized representative in charge of the exhibit. This individual will assume responsibility for all arrangements with ISSX and the official meeting and general service contractor. In addition, this individual will receive all official correspondence from ISSX referring to the exhibit and will be responsible for communicating this information to registered personnel from the exhibiting company and other third-party contractors.
Exhibiting Personnel All exhibitors must register for badges. Two complimentary full access badges are included per each 10' x 10' exhibit stand space. Additional badges may be purchased at discounted rates. Exhibitors who wish to attend short courses or the Wednesday evening networking happy hour must register separately to attend these activities. Exhibitor personnel must register via the meeting registration site no later than Monday, 8 July 2019 Exhibit stands must be staffed at all times during official exhibition hours.
Exhibit Materials The exhibitor agrees to arrange their exhibit so as not to obstruct or interfere in any way with the general view or the view of the exhibits or other exhibitors, or the free passage of spectators. No materials can be places outside the confines of your booth; should you choose to remove your side walls, no materials may cross the line where the side rail was. In-line, perimeter and peninsula booths cannot exceed a height of 8’ tall. It is the decision of ISSX Management as to what constitutes such obstruction or interference and their decision is final. Should show management have to physically move an exhibit, the exhibiting company will be responsible for any and all related costs.
Admission The meeting organizers shall have sole control over all admission policies at all times. Any person visiting the exhibits or attending any function of the meeting will be required to register and wear an appropriate badge while in attendance. Exhibitors are permitted inside the exhibition area one (1) hour prior to the exhibit hall opening each day in order to prepare their exhibits.
Security and Insurance ISSX will provide 24-hour guard service in and around the exhibit hall from move-in through move-out and will exercise reasonable care for the protection of exhibitors’ materials and displays. The furnishing of such service is in no case to be understood or interpreted by exhibitors as a guarantee to them against loss, theft, and/or damage of any kind. The meeting organizers or any officer, its agents, staff members, the convention center, and/or the official service decorator will not be liable for the safety of the exhibitors’ property, agents, and/or employees from theft and/or damage by fire, accident, or any other causes. Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident, or loss of any kind must do so at their own expense. Each exhibiting company is responsible for obtaining insurance (liability and fire/theft) in such amounts as deemed appropriate to comply with its obligations here-under and for its own protection.
Limitations and Liability Exhibitors and/or their agents may not allow any articles to be brought into the exposition or any act performed on the premises that would invalidate the insurance or increase the premium of the policies held by the management of the convention center, the official general services contractor, and/or the meeting organizers; nor permit anything to be done by their employees and/or their agents through which the premises, property, or equipment of ISSX, the official general services contractor, the convention center, and/or other exhibitors will be damaged. The exhibitor and/or the exhibiting company will be held liable for any damage resulting from such violation. All space is leased subject to these restrictions. The meeting organizers have the right to terminate an exhibitor’s rights pursuant to this contract at any time after discovery of a violation of this provision.
Exhibitor agrees to protect, save and keep the meeting organizers, the Oregon Convention Center, and the official general services contractor forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, company employees, or agents, and to strictly comply with the applicable terms and conditions contained in the agreement between the meeting organizers, the Oregon Convention Center, and the official general services contractor regarding the exhibition premises; and further, the exhibitor shall at all times protect, indemnify, save, and keep harmless the meeting organizers, the Oregon Convention Center, and the official general services contractor against and from any and all loss, cost, damage, liability, or expense that arises out of, from or by reason of any act or omission of exhibitor, company employees, and/or its agents.
Fire Regulations All materials used in the exhibit area must be flameproof and fire-resistant to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters. Crêpe paper, corrugated paper, flameproof or otherwise, will not be permitted. All displays are subject to inspection by the local fire prevention authority. Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. All aisles and exhibits must be kept clear at all times and fire stations and fire extinguisher equipment are not to be covered or obstructed. Absolutely no storage of any kind will be permitted behind an exhibitor’s booth.
Character of Exhibit and Meeting The character of the exhibit is subject to the approval of the meeting organizers. The right is reserved by ISSX to refuse contracts not meeting the standards required or expected, as well as the right to curtail exhibits, or parts thereof, which reflect against the character of the meeting. This reservation applies to persons and their conduct, articles of merchandise, printed matter, souvenirs, catalogs, and any other items, without limitations, that affect the character of the exhibit.
Violations Each exhibitor, company agents, and employees agree to abide by the contract conditions/rules and regulations set forth herein, or any subsequent amendments or interpretations. Violation of any of these regulations on the part of the exhibitor, company employees, or agents shall annul the right to occupy space, and such exhibitor will forfeit all monies that may have been paid. Upon evidence of violations, the meeting organizers may re-enter and take possession of the space occupied by the exhibitor and may remove all personal items at the exhibitor’s risk. The exhibitor shall pay all expenses and damages that the meeting organizers may incur thereby as a result.
Cancellation and Refund Policy Notification of cancellation must be made in writing. If contract is canceled prior to Monday, 1 April 2019, a refund of the total amount contracted, less 50% (USD), will be issued. For any cancellation received for exhibition space that is unpaid, a payment of 50% of the total amount of the exhibition space shall be paid to ISSX. No refunds will be issued after 1 April at which point all sales are final and any exhibit payments owed will be demanded.
Meeting Cancellation In the event of exhibition cancellation due to fire, strikes, government regulations, or other causes beyond the control of the meeting organizers, ISSX shall not be held liable for failure to hold the 12th International ISSX Meeting as scheduled and ISSX shall determine the amount of the exhibit fees to be refunded, if any.
Hotel Accommodations It is a violation of the ISSX exhibit contract to make reservations for sleeping rooms outside of the official meeting hotel block without written permission from ISSX. Exhibitors are required to support ISSX by reserving accommodations in one of the three hotels in our room block. Reserve accommodations on this website. An audit will be conducted. Violating companies will be banned from exhibiting for one year.