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2016 HCAOA ANNUAL LEADERSHIP CONFERENCE
PARTNERSHIP PROSPECTUS
HCAOA EXPOSITION RULES & REGULATIONS
Booth Assignments
HCAOA has implemented a policy allowing exhibitors to select their
booth based on their registration date. Exhibitors registering early will
have the first booth selections, etc. Each exhibitor will be contacted to
select their booth placement in a timely fashion prior to the Conference.
The HCAOA will make an effort to separate competitors, but does not
guarantee separation.
Eligible Exhibits
Exhibitors are limited to companies whose products/services are of specific
interest to attendees. HCAOA has the right to determine eligibility of a
company or product for inclusion and may reject any or all applications.
HCAOAmay prohibit, move, close, correct, remove or eliminate an exhibit or
any part of an exhibit that it determines is not suitable to, or in keeping with,
the show’s character.
Booth Construction/Decoration
Booths must comply with the HCAOA exhibitor kit guidelines for the
current show. Booths with tent like structures are not permitted. All booth
structures must be set-up/torn down during the installation and dismantle
dates/times specified in the Exhibitor Kit. HCAOA reserves the right to make
allowances to booth construction guidelines. The HCAOA reserves the right
to reject, eject or prohibit any exhibit in whole or in part, or any exhibitor or its
representatives. If an exhibit or exhibitor is ejected for violation of these rules
or for any other stated reasons, no return/refund of rental fees shall be made.
Booth Representatives
Exhibitor booth representatives must be a minimum of 18 years old. They
must wear name badges provided by HCAOA at all times and booths must be
staffed during the published hours. Exhibiting companies will be responsible
and liable for the activities and actions of everyone working in their designated
booth space.
Individuals who behave in a manner deemed unprofessional or inappropriate
byHCAOAwill be asked to leave andHCAOAwill not be liable for damage of
any kind if such action results in the booth being unattended.
Noise & Lights
Exhibitors must confine all activities to their booth during show hours. Sound
devices must be operated so as not to disturb other exhibitors. HCAOA
reserves the right to determine acceptable sound levels. No flashing signs or
signs involving the use of neon or similar gases will be permitted. Exhibitors
who have received two (2) warnings and continue to violate these rules will
have their entertainment/demonstration shut down for the day.
Soliciting & Retail Sales
Demonstrations and discussions are limited to the booth space only.
Exhibitors must not place equipment for display or demonstration in such
manner as to cause a gathering in the aisles. Sales at retail, for delivery to
purchaser on exposition premises, are prohibited.
Events in Exhibit Hall
Continental breakfasts, morning & afternoon breaks, networking luncheon
and our two hour networking reception will be peak traffic times within the
exhibit hall.
* Note: All food and beverage items served in the exhibit hall are provided by
the HCAOA only. Vendors are not permitted to purchase items to serve to
conference attendees during HCAOA sponsored functions.
Cancellation
The exhibitor/sponsor shall give the HCAOA written notice of its intention to
cancel or withdraw from the event. For notices received on or prior to August
31, 2016, the exhibitor/sponsor shall pay 50 percent of the contracted booth/
sponsorship. For notices received on or after September 1, 2016, the exhibitor/
sponsor shall pay 100 percent of the contracted booth/sponsorship.
Deadlines
Registration deadline to be included in the HCAOA onsite program and all
program signage is September 2, 2016.
Additional Functions
No exhibitor or group of exhibitors may organize or convene meetings, host
cocktail parties, or similar functions other than in their display space during
the scheduled times of the event without priorwritten approval fromHCAOA.
Liability & Insurance
Exhibitors shall indemnify, hold harmless and defend the HCAOA and
their directors, officers, agents and employees (referred to as “Indemnified
Parties”) from and against, any and all claims, damages, liabilities, losses,
costs, attorney’s fees and expenses which result from, arise out of, or are
connected with any acts, or failures to act, or negligence of the exhibitor, or
any of its agents, employees, invitees or other representatives, including, but
not limited to, claims of damage or loss resulting from the breach of these
Rules and Regulations, or damage of any kind or nature arising out of or in
connectionwith the exhibitor’s use and/or occupancy of the exhibit space.The
Indemnified Parties shall not be liable for, and are released from liability for,
any damage, loss, harm or injury to the person or property of the exhibitor or
any of its officers, agents, employees or other representatives, resulting from
theft, fire, water, accident or any other cause.
Agreement to Rules
Each exhibitor agrees to abide the foregoing rules and regulations and by any
amendments or additions thereto that may hereafter be established or put into
effect by HCAOA.
All HCAOA rules, regulations and policies, as well as any matters not
specifically covered in the HCAOA Exposition Rules & Regulations, are
subject to final interpretive review by the HCAOA. The decision of the
HCAOA in all matters shall be final and binding on all exhibitors.
The HCAOA makes no representations or warranties with respect to the
demographic nature of attendees and/or traffic volume at exhibits and/or
numbers of attendees at the show.
The exhibitor shall not assign or sub-license or apportion, the whole or any
part of the assigned exhibit space to a third party, its rights to the exhibit space,
or any portion thereof, without the prior written consent of the HCAOA,
which may be withheld in its sole discretion. If such consent is given, the
exhibitor shall assume full responsibility for the assignee’s/sub-licensee’s
compliance with these rules.
Exhibitors are responsible for safeguarding their materials and equipment
against theft. Neither the HCAOA or exhibit hall is responsible for any loss or
damage to exhibitor property.
Exhibitors and their agents and contractors shall, at their sole cost and expense,
procure and maintain insurance to protect themselves against bodily injury
and property damage claims arising fromexhibitor’s participation in the show,
including, but not limited to workers’ compensation insurance as required by
theapplicablestatelawsandcommercialgeneralliabilityinsurance. Exhibitors
must procure a Commercial General Liability policy with coverage in such
amounts as are adequate, but in no event less than $1 million in respect of
injuries to any one person in any one occurrence, with a $2 million aggregate,
and $1 million in respect to damage to property providing coverage against
claims for bodily injury or death and property damage occurring in or upon
or resulting from exhibitors use or occupancy of the exhibit space.