2018 Exhibitor Rules and Regulations

These rules and regulations are part of the 2018 IIAR Exhibit Space Contract. Please read them carefully.  You must agree to abide by the following rules and regulations in order to exhibit at the 2018 IIAR Natural Refrigeration Conference &  Expo. If not outlined below, IIAR follows the IAEE Guidelines for Exhibitor Rules and Regulations.

1.  Attendance 
Two complimentary conference registrations are included with the price of each 10' x 10' booth or 100 square feet.  This registration includes admission to all social functions, continental breakfasts, refreshment breaks, technical sessions, plus other conference materials and/or services. Separate additional registration is required for each additional individual staffing the exhibit.  Additional representatives must pay either the IIAR member or non-member conference registration rate based on their individual membership status.  All individuals requiring access to the 2018 Exhibit Hall and/or any IIAR sponsored sessions, presentations, meals and social functions must be registered for the meeting.  Individuals who staff an exhibit booth MAY NOT register as a Guest/Spouse or Significant Other. Registration name changes, including complimentary booth registrations, made after February 23rd, 2018 will be subject to a fee of $85 per name change. 
2 • Assignment of Exhibit Space 
IIAR exhibitors may reserve up to three (3) 10' x 10' inline booths, or a 20' x 20' Island per company. Note: Peninsulas are not permitted.  If you would like to combine spaces or exceed the space allowance, contact Eileen McKeown at eileen_mckeown@iiar.org.  Requests will be considered on a case-by-case basis. Peninsulas are defined as two (2) corner booths located at the end of an aisle with two different aisle numbers.  Note: Island displays must be located in areas designated to be islands. Total exhibit space may not exceed the size of an island 20' x 20'. Booth space will be assigned on a first-come, first-served basis. IIAR Conference Sponsors from 2017 receive booth selection priority. IIAR members in good standing receive priority over non-member exhibitors.
3 • Exhibit Space 
A single booth measures 10' deep x 10' wide. An Island measures 20' deep x 20' wide. Fees: Member 20' x 20' Island $15,600.  Non-member 20' x 20' Island $21,600.  Member Regular Booth $3,400. Non-member Regular Booth $5,000. Premium Member Booth $3,700.  Premium Non-member booth $5,300. Premium Plus Member Booth $4,000.  Premium Plus Non-member Booth $5,400.  Booth space may be reserved with a signed contract, accompanied by a minimum 50% deposit. Balance is due by December 15th, 2017. If payment in full is not received by December 15th, 2017, IIAR reserves the right to reassign exhibit space. Full payment must accompany all contracts received after December 15th, 2017.
4 • Furnishings and Services 
A 10' x 10' exhibit space includes: one (1) 8' back wall curtain and two (2) 3'-high side curtain dividers (except for Island Booths), one (1) 6' x 30" draped table, two (2) chairs, and one (1) 7" x 44" booth identification sign with company name and booth number.
Additional furnishings and services, including carpeting, AV and electricity, must be ordered separately through the 2018 Exhibitor Service Manual at the exhibitor’s expense.  The 2018 Exhibit Hall floor will be carpeted.  All other carpeting needs can be ordered the 2018 Exhibitor Service Manual. There will be Wi-Fi provided in the exhibit hall for exhibitors, however, please note that this is an open connection.  If you need a more secure connection, you will have the opportunity to purchase a hard line internet connection using the 2018 Exhibitor Services Manual – The 2018 Exhibitor Services Manual will be available 3 months prior to the show.  IIAR employs Freeman Services as the service provider for their annual conference and expo.
5 • Payments and Provisions in Case of Default 
IIAR reserves the right to terminate this contract immediately without refund in the event an exhibitor fails to pay any fees required by the Exhibit Space Application & Contract or fails to observe or abide by these rules and regulations.  
6 • Installation and Dismantling of Exhibits 
Exhibitor setup will be from 8:00 am to 5:00 pm Saturday, March 17th, 2018 and 8:00 am to 5:00 pm Sunday, March 18th, 2018.  All booths must be set up by 5:00 pm on Sunday, March 18th, 2018. If any exhibitor is not set up by 5:00 pm Sunday, March 18th, 2018 IIAR reserves the right to reassign the space to another exhibitor or to use the space for other reasons without refund. Exhibits must remain intact until 9:30 am Wednesday, March 21st, 2018.  Tear down will begin at 9:30 am Wednesday, March 21st, 2018. All exhibits must be fully removed from the exhibit hall by 5:00 pm Wednesday, March 21st, 2018. If exhibits are not removed by that time, IIAR will have the right to remove the exhibits and charge the expense to the exhibitor. 
7 • Exhibit Space Construction, Design and Layout 
To create a uniform display, professional in appearance with unobstructed views of neighboring booth spaces, exhibitors agree to follow the rules listed below: 
  1. Signs, logos, etc., are considered part of a display and must conform to regulations on booth construction. Hanging signs, logos, etc., are permitted only above island displays and may not be larger than 3' x 6' or be elevated higher than 16' from the floor. Signs may not be attached to walls or curtains.  Please note: anything that requires rigging from the hotel ceiling must be arranged through Freeman Services and the onsite AV Provider at the exhibitors own expense and approved by the IIAR Show Management.
  2. Canopies or ceilings may be permitted over the back one-half of the booth area, or in the center of an Island Booth, but the exhibit design must be submitted to IIAR Show Management for approval no later than January 19th, 2018; no booth display shall extend outside the boundaries of the assigned exhibit space. Division rails must remain perpendicular to the back of the wall. 
  3. Pop-up booths and tabletop booths may not exceed eight (8) feet in height and must be confined to an area within four (4) feet of the back of the booth. No item in your booth space may exceed four (4) feet in height within four (4) feet of the front of your booth. Island booths may not exceed 16' in height and must not impede sight lines.
  4. The reverse side of wing panels, and unfinished or exposed portions of displays (i.e., wiring, wood, etc.) must be covered or otherwise decorated. 
  5. Single Booth Displays: Equipment, models, displays and materials may not exceed one hundred (100) pounds and must not be more than four (4) feet high, six (6) feet long and two (2) feet wide. All equipment, models and displays not placed on a 6' x 30" table must be approved by IIAR. Equipment, models, displays, fixtures and materials more than four (4) feet high (including table height), must be confined to the rear of a booth. A variance (See rule #19) must be requested for any displays/fixtures/materials that exceed the weight and size limits and are over four (4) feet in height, which cannot be confined to the rear of the booth. Items determined to be in violation may be removed at the exhibiting company’s expense.
  6. Multiple Booth Displays and Island Booths: Equipment, models, displays may not exceed 200 pounds per square foot. Weight variance requests that exceed 200 pounds will be considered if submitted prior to the variance deadline (See rule #19). All equipment, models and displays not placed on a 6' x 30" table must be approved by IIAR. Equipment, models, displays, fixtures and materials more than four (4) feet high (including table height), must be confined to the rear of the multiple booth display. A variance must be requested for any displays/fixtures/materials over four (4) feet in height which cannot be confined to the rear of the booth. (See rule #19). Items determined to be in violation may be removed at the exhibiting company’s expense.
  7. Island booth displays may not exceed 16' in height. Overhead panels or open "bridge-type" construction may be permitted to a maximum height of eight (8) feet along the aisles to facilitate the construction of open exhibits. Supporting posts of up to twelve (12) inches wide may extend above the side-rail limitations set forth in rule 4. Solid wall construction above three (3) feet will be permitted provided that it is alternated with an open space every four (4) feet along the four (4) sides of island space. Plans for such displays must be submitted to IIAR Convention Show Management for approval no later than January 19th, 2018. Items determined to be in violation may be removed at exhibiting companies expense.
  8. The outside booth side-rail of corner booths and side-rails within multiple booths may be removed; however, all booth materials must remain in the booth and conform to all size and space restrictions prescribed by the rules. Booth side-rails must remain in place for all in-line booths; however, corner booths may remove the side-rail that runs along the aisle. No booth display shall extend outside the boundaries of the assigned exhibit space.
  9. Within island spaces, overhead panels of "bridge-type" construction may be permitted to a maximum height of (8) feet along the aisles to facilitate the construction of open exhibits.  Supporting posts of up to (12) inches wide may extend above the side-rail limitations set forth in rule 4.  Solid wall construction above three (3) feet will be permitted provided that it is alternated with an open space every four (4) feet along the (4) sides of the island space. Plans for such displays must be submitted to IIAR Show Management for approval no later than January 19th, 2018.
  10. All exhibitors are required to carpet their booths if carpeting has not been designated as provided per Item 4: Furnishings and Services
Note:  The intent of these exhibit construction regulations is to provide each exhibitor reasonable sight lines from the aisle, to create a uniform and professional looking display, and to permit all exhibitors maximum use of floor space for which they have contracted.  Requests for exceptions to rule 7 (showing good cause) must be applied for in advance and approved by IIAR Show Management, and may be assessed an additional fee.  Variances will be considered on or before January 19th, 2018 if submitted in writing.  Please submit your request in writing and with accompanying diagram to IIAR Variance Request on or before January 19th, 2017. Requests for variances cannot be accepted after January 19th, 2018.  No Exceptions.

Types of Equipment:
Acceptable equipment must not exceed allowable dimensions and ceiling height and must fit within the booth space as described above. Examples: Compressors, compressor packages, pumps, valves, motors, heat exchangers, etc. The exhibitor services manual, which will be provided 3 months prior to the event, will contain an Equipment Advisory Form, which must be completed and returned to Freeman Services for any equipment exceeding the limits. Any equipment requiring the use of other equipment to move in/out of the center requires all arrangements made with Freeman Services in advance.
8 • Character of Displays 
IIAR reserves the right to prohibit an exhibitor from conducting and maintaining an exhibit if, in the judgment of IIAR, said exhibitors or exhibitors’ proposed exhibits, shall in any respect be deemed unsuitable. This prohibition relates to persons, conduct, articles of merchandise, printed matter, souvenirs, catalogs, or any other materials, without limitation, which affect the character of the exhibit.
9 • Cancellation of Exhibit Space and Refund Policy 
IIAR will refund the deposit, less an administrative fee of $350, for cancellations received in writing before November 10th, 2017. A refund of 50% of the exhibitor’s payment will be made for cancellations received in writing after November 10th, 2017 and before December 15th, 2017. No refunds will be issued after December 15th, 2017. IIAR reserves the right to reassign any contracted space that is unoccupied by 5:00 p.m. Sunday March 18th, 2018 No refund will be made to the original exhibitor. 
10 • Exhibitor Service Manual 
An Exhibitor’s Service Manual will be made available to each exhibitor after full payment is received and 3 months prior to the show. This manual includes shipping instructions, customs information, order forms for additional equipment and services such as chairs, AV equipment, monitors, electrical power, carpeting, etc, and payment information. The Exhibitor Service Manual will be provided by our General Service Contractor, Freeman.  The Broadmoor has very specific policies regarding shipping.  All policies will be enforced. Full details will be included in your Exhibitor Service Manual.
11 • Insurance and Liability 
The exhibitor agrees that the International Institute of Ammonia Refrigeration, its officers, directors, employees and agents, The Broadmoor Hotel, or Freeman Services shall not be liable for any loss, damage or injury to exhibitor’s property contained in the exhibit; or for injuries to exhibitor’s employees, agents or other persons, no matter how sustained, from fire, theft, accident, or other causes. Exhibitors agree to indemnify and hold harmless the International Institute of Ammonia Refrigeration, The Broadmoor Hotel and Freeman Services against all claims arising out of, or connected with, an exhibitor’s participation in this Conference & Exhibition. Exhibitors or their agents may not allow any articles to be brought into the exhibition or any act performed on premises that would invalidate the insurance or increase the premium of the policies held by The Broadmoor Hotel , nor permit anything to be done by their employees and/or their agents through which the premises, property, or equipment of IIAR, Freeman Services, The Broadmoor Hotel, and/or other exhibitors will be damaged. Exhibitors shall not cause or permit signs, or other articles, to be affixed, nailed or otherwise attached to the doors and walls of the exhibit premises, nor shall any attachments be made to the exhibit premises’ floors by means of nails, screws or any other devices that would damage the floors. These restrictions are a condition of all space leases and subject the exhibitor to liability for damages resulting from such violations.
12 • Exhibit Hours 
Exhibitors must remain outside of the exhibit hall during non-exhibit times, exiting promptly at the conclusion of the exhibit hours of operation. Exhibitors will be allowed to set up their booths 30 minutes prior to the opening of each exhibit hall time period.  All exhibitors will be asked to leave when the exhibit hall closes.  Exhibitor setup will be from 8:00 am to 5:00 pm Saturday, March 17th, 2018 and 8:00 am to 5:00 pm on Sunday, March 18th, 2018 .  All booths must be set up by 5:00 pm on Sunday, March 18th, 2018.  See the IIAR Preliminary Schedule for Exhibit Hall Hours.  Exhibitors WILL NOT be allowed to breakdown their booth before 9:30 am on Wednesday, March 21st, 2018 - No Exceptions.
13 • Exhibit Security 
A security guard will be posted at the exhibit hall entrance during the hours the hall is open to monitor and control access into the exhibit area. However, exhibitors are ultimately responsible for obtaining insurance protecting their property while on the premises of The Broadmoor Hotel and/or in storage with Freeman Services. Exhibitors are advised to take individual precautionary measures such as securing portable articles of value and removing such articles to a place of safekeeping after exhibit hours. IIAR, The Broadmoor Hotel, and Freeman Services, shall not be responsible for injury of or theft or loss by exhibitors on the exhibition property. Exhibitors are advised to take individual precautionary measures such as securing portable articles of value and removing such articles to a place of safekeeping after exhibit hours.
14 • Labor Laws and Union Regulations 
Full-time employees of an exhibiting firm may install and dismantle their own and respective company displays. Any outside or additional labor required for installation and dismantle, or decorating is to be performed by the Official Service Contractor or by exhibitor appointed contractors under the guidelines established by the International Association of Expositions and Events. Names and information for outside contractors must be submitted to IIAR in order for them to gain access to the 2018 Exhibit Floor. Please submit additional labor information via this form: IIAR Exhibits Additional Labor.  Please see the 2018 Exhibitor Service Manual for additional information or how to order additional labor directly through them. 
15 • Subletting of Exhibit Space and Prohibited Uses 
Exhibitors are prohibited from assigning or subletting any part or all of the booth space allotted to them. Exhibitors shall not exhibit, or permit to be exhibited in their display area, any merchandise or advertising materials that are not related to their own regular products. Exhibitors shall not display products of manufacturers who they represent solely for the duration of the IIAR Conference & Expo.
16 • Prohibition on Sale of Products for Show Delivery 
Selling products for delivery at the IIAR Natural Refrigeration Conference & Expo is strictly prohibited. IIAR provides display space solely for product and service exhibition and demonstration on the basis of their commercial value. 
17 • Use of Space (Promotions, Contests, Give-Aways, etc.) 
  1. Exhibitor personnel, models, hostesses, etc. are not permitted to engage in promotional efforts outside the confines of their booth. Distribution of advertisements or promotional material must also be confined to the space occupied by the exhibiting company. Distribution of promotional materials to attendees’ hotel rooms is prohibited. 
  2. Solicitations — in person or by any sound producing process — above the ordinary speaking tone of voice is prohibited. The distribution of noisemakers, such as whistles, horns, clickers, etc. is prohibited. Exhibitors are not permitted to distract attendees away from other booths. 
  3. Items offered as sponsorship opportunities through IIAR may not be distributed or offered by exhibiting companies. 
  4. Please note there are no helium balloons or balloons of any kind permitted in the Exhibit Hall. 
  5. Exhibitors are not permitted to distribute food or beverages to attendees. 
18 • Meetings and Private Functions 
The IIAR Executive Committee has established the following policy regarding company-sponsored meetings, functions or events to ensure these activities do not compete with or detract from the IIAR Annual Meeting: It is the policy of IIAR to ask member companies and other participants to refrain from holding meetings or separate functions during the official dates of the IIAR Annual Meeting (Sunday–Wednesday). Members and other IIAR participants are asked not to sponsor any company activities that conflict with any IIAR sponsored events. Hospitality suites are prohibited during the meeting. For the purpose of this policy, the IIAR meeting officially begins with the IIAR Education Program on Sunday afternoon and concludes following the final program session on Wednesday. No company-sponsored activities from any ancillary groups shall be scheduled in conjunction with the IIAR program except with written permission of IIAR Headquarters (pre-, during or post-meeting). IIAR requires all companies interested in holding ancillary functions to contact IIAR Headquarters. Please submit all request for ancillary meetings through this link.
19 • Variance Requests 
Requests for exceptions to the Rules and Regulations must be made by January 19th, 2018, and approved prior to the conference by IIAR. Additional fees may be assessed. Submit variance requests to: IIAR Exhibits, 1001 North Fairfax St., Suite 503, Alexandria, VA 22314 or through the online submission form:  IIAR Variance Rquests. Variances must be submitted in writing, with an accompanying diagram or description on or before January 19th, 2018. Variance requests will not be accepted after that date. 
20 • Amendments and Enforcement 
IIAR reserves the sole and exclusive right to interpret, amend and enforce these Exhibitor Rules and Regulations. Written notice of any amendments or interpretations shall be given to each exhibitor. Each exhibitor, including his/her agent and employees, agrees to abide by the contract conditions, rules and regulations set forth herein, or by any subsequent amendments or interpretations. IIAR reserves the right to enforce compliance with these Exhibitor Rules and Regulations at the exhibitor’s expense. 
21 • Americans with Disabilities Act (ADA) 
Exhibitors shall be responsible for making their exhibit accessible to persons with disabilities as required by the Americans with Disabilities Act, and shall hold IIAR, Freeman and The Broadmoor Hotel harmless from any consequences of exhibiting company’s failure in this regard. 
22 • Exhibitor Responsibilities 
Exhibitors will be responsible for securing any and all necessary licenses or consents for a) Any performances, displays, or other uses of copyrighted works or patented inventions, and b) Any use of any name, likeness, signature, voice or other impression and other intellectual property owned by any third party which is used, directly or indirectly by the exhibitor. The exhibitor agrees hereby to indemnify, defend and hold IIAR harmless from and against any claim of liability and any incident or resulting loss, cost, or damage (including costs of lawsuit and attorney’s fees) for failure to obtain these licenses or consents and/or for infringements or other violations of the property rights or the rights of privacy or publicity of any third party.