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These Rules and Regulations are a part of the AAJ 2020 Annual Convention and should be read carefully
to ensure compliance.
These Rules and Regulations apply to all AAJ Convention Exhibitors and Sponsors (hereafter, “Exhibitors”).
The goal of the American Association for Justice (AAJ) is to create a professional atmosphere for its
attendees throughout the entire convention including all educational sessions and the Exhibit Experience.
In addition, we want Exhibitors to have opportunities to interact with attendees in an environment that
is conducive to a successful exchange. We particularly want to ensure that no action of any one Exhibitor
in any way detracts from a successful meeting experience for fellow Exhibitors or attendees.
To ensure that these important goals are met, we have established these Exhibit and Sponsorship Rules
and Regulations. AAJ reserves the right to reject any Exhibitor for reasons including, but not limited
to, the inappropriateness of promoting Exhibitor’s product and/or services. As a condition of exhibiting,
each Exhibitor agrees to observe the rules stated in this document, and any Exhibitor Company that does
not do so will be subject to whatever action deemed necessary by AAJ to correct or prevent the violation.
It is the Exhibiting Company’s responsibility to communicate all information regarding exhibit rules
and policies to all members of the company who will be participating in AAJ’s Conventions, as well as
to any agents, contractors, or other personnel authorized or acting on behalf of the Exhibiting Company
prior to and during the AAJ Convention.
We greatly appreciate your cooperation, and we will work hard to ensure that the AAJ Convention is the
best possible forum for marketing your products and services each year.
Any Exhibitor who has any remaining balance due for the AAJ 2020 Annual Convention will not be allowed
to set up until their balance has been paid in full.
1. AGREEMENT TO TERMS AND CONDITIONS:
Exhibitors must abide by the terms of the Contract, the Rules and Regulations, and any applicable provisions
of AAJ’s agreement with the management of the facility where the exposition will be held.
2. AAJ ACCEPTANCE POLICY:
AAJ reserves the right to reject Exhibiting Companies whose product or service is not in compliance
with AAJ advertising policy, i.e., the exhibit materials should not have an emphasis on large jury awards
or settlements, or on maximizing damages, or otherwise overemphasize monetary considerations. AAJ will
not accept booths marketing alcohol, tobacco, or firearms, and has the right to reject materials with
sexual connotations in questionable taste. AAJ may also reject Exhibiting Companies offering products
or services in direct competition with AAJ services.
3. WHAT YOUR EXHIBIT SPACE INCLUDES:
Exhibit Booths are 10' x 10' (unless otherwise indicated) with a height limit of eight feet. AAJ will
provide each Exhibit Booth with the following:
- Standard draped back wall and side rails
- Company booth identification sign
- One (1) 6-foot draped table
- Two (2) chairs
- One (1) wastebasket
- Daily cleaning of aisles
These items cannot be substituted or exchanged.
All measurements shown on the floor plan are approximate, and AAJ reserves the right to make such modifications
as may be deemed necessary, making equitable adjustment with any Exhibitor(s) thereby affected. AAJ
also reserves the right to adjust the floor plan to meet the needs of the Exhibition.
All furniture and accessories, electrical requirements, internet access, additional booth carpeting,
and booth cleaning are the responsibility of the Exhibitor.
4. ALTERATION TO EXHIBIT SPACE AND EXHIBIT HALL LAYOUT:
AAJ SHOW MANAGEMENT shall be entitled to alter the layout if, in their opinion, this is in the general
interest of the Convention.
5. INSTALLATION AND DISMANTLING OF THE EXHIBITS:
Delivery of freight and installation of the exhibits will begin the afternoon of Thursday, July 9, 2020,
and installation must be completed no later than Thursday, Thursday, July 9, 2020, at 8:00 pm. Booths
that are not set by 8:00 pm on Thursday, July 9, 2020, will lose 5 priority points. Priority points
are used in the pre-sales process and give Exhibitors priority in their exhibit space selection order.
Freight delivered to a booth but unopened by 8:00 pm, Thursday, July 9, 2020, will be removed from the
Exhibit Experience and the Exhibits Manager reserves the right to reassign such space to another Exhibitor,
or make such use of the space as deemed necessary or appropriate with no refund being made to the original
contracting Exhibitor. If exhibit space is not reassigned, Exhibitor will not be permitted to set their
booth until the end of show hours on the first day of the Exhibit Experience.
Dismantling of exhibits may not begin until 12:00 pm, Monday, July 13, 2020, and must be completed by
1:30 pm, Monday, July 13, 2020. Booths that break down before 12:00 pm on Monday, July 13, 2020, will
lose 5 priority points. Priority points are used in the pre-sales process and give Exhibitors priority
in their exhibit space selection order. Companies will be notified via email post-show of the priority
point penalty. Goods and materials used in the exhibit, except bona fide samples, shall not be removed
from the Exhibit Experience until the Exhibition has officially been closed. The Exhibits Manager has
the option to remove exhibits which have not been removed by that time and charge the expense to the
Exhibitor. Exhibitors shall comply with all union regulations where applicable.
6. CHILDREN:
No one under the age of 18 will be allowed on the Exhibit Hall floor during designated Exhibit Hall
setup and teardown. During official Exhibit Hall hours, all children under the age of 18 must be registered
and accompanied by an adult at all times to be on the Exhibit Hall floor.
7. PAYMENT TERMS:
Exhibitor agrees to pay a 50% nonrefundable deposit of the total cost of their assigned exhibit space
during their sales appointment. SHOW MANAGEMENT reserves the right to cancel any Exhibitor’s application
and release their assigned exhibit space if the minimum 50% deposit is not received during the sales
appointment. Final payment for any remaining balance due for exhibit space must be paid in full no later
than Friday, April 24, 2020. SHOW MANAGEMENT reserves the right to cancel and release the exhibit space
of any Exhibitor who has not paid for their exhibit space in full by Friday, April 24, 2020. No refunds
will be granted to any Exhibitor who has not paid their remaining balance by Friday, April 24, 2020.
Any Exhibitor who purchases exhibit space after Friday, April 24, 2020, agrees to pay for their exhibit
space in full within 7 calendar days from the date when they submitted their online Exhibit Application.
8. CANCELLATION AND WITHDRAWAL:
An Exhibitor may cancel or withdraw from the Convention subject to the following conditions:
The Exhibitor shall give the Exhibits Manager notice in writing to cancel or withdraw from the Convention.
The date the Exhibitor’s written request of cancellation is received by AAJ will be considered the official
cancellation date.
- On or before Friday, April 24, 2020: Cancellations made on or before Friday, April 24, 2020, will
receive a 50% refund of the TOTAL booth cost. If paid in full, 50% of the exhibit fee will be refunded.
If only a deposit has been made up to this point, the deposit (up to 50% of total booth cost) will be
surrendered.
- After Friday, April 24, 2020: No refund is given.
9. USE OF SPACE:
All demonstrations, distribution of circulars, or other promotional activities must be confined to the
limits of the Exhibit Booth and must not interfere with adjacent booths or intrude on aisle space. Demonstration
of equipment that requires the use of space above the 8-foot back wall height must be approved by the
Exhibits Manager prior to the opening of the
Convention. No Exhibitor shall assign, sublet, or share the space allotted without the knowledge and written
consent of the Exhibits Manager. There are no booth shares permitted. Only goods manufactured or dealt
in by Exhibitors in the regular course of business, except for prizes, shall be exhibited. Exhibitors
shall not under any circumstances distribute any form of materials relating to the exhibit in any area
of the convention beyond their exhibit space unless previously approved by the AAJ Exhibits Manager.
Special booth promotions such as artists, magicians, mascots, etc., and the photographing of such presentations,
are to be contained in the booth. Unless approved by the Exhibits Manager, Exhibitors are not to take
photographs of competitors’ booths.
10. BOOTH CONSTRUCTION AND SHOW SERVICES:
All Exhibit Booths must adhere to the IAEE booth display rules and regulations. Booth carpeting (if
facility is not carpeted), decorations, furniture, signs, and electrical connections are available to
the Exhibitor through the Official General Service Contractor, who will bill the Exhibitor directly.
SHOW MANAGEMENT
is not responsible for any service provided by independent contractors. SHOW MANAGEMENT reserves the right
to finish and decorate any unfinished partitions, floors, walls, or backs of signs that are exposed
to the public and to charge the cost to the Exhibitor. Peninsula Booths are not permitted.
11. STAFFING OF EXHIBITS:
No more than three individuals may operate a single booth at the same time, with the exception that
up to six individuals may operate a double booth. Also, for safety, fire, and ADA regulations, booths
must be set up to allow working space for exhibit personnel within the confines of the exhibit space.
Exhibit personnel will not be allowed to stand in the aisles.
12. EXHIBIT HALL BADGES:
All Exhibitor personnel must be registered and wear their badge at all times during the convention.
Each Exhibiting Company will also receive two (2) tickets per exhibit space purchased to the Opening
Reception as part of their registration.
13. ATTENDANCE AT EDUCATIONAL PROGRAMS:
Exhibitors may attend AAJ Education programs, provided that they shall not distribute any promotional
materials whatsoever or engage in sales activity while attending the programs. Exhibitors who are invited
speakers are also NOT allowed to distribute company brochures or promotional materials in the meeting
rooms before, during, or after their presentation.
Continuing Legal Education Credits (CLEs) are not offered to Exhibitors unless they are AAJ members and
paid registrants for the convention.
14. FOOD AND BEVERAGE:
No food and/or beverage may be served without prior permission from the Exhibits Manager and facility.
15. RESTRICTIONS IN OPERATION OF EXHIBITS:
The Exhibits Manager reserves the right to close exhibits which, in the sole discretion of the Exhibits
Manager, are in bad taste, are excessively noisy, employ offensive or unprofessional methods of operation,
or in any way detract from the quality of
the Convention, interfere with the other Exhibitors, or are deleterious to AAJ’s professional image. Exhibitors
shall not use their exhibit space or conduct any
other convention activities which impugn, demean, or contravene the product, services, or organization of
any other Exhibitor. AAJ, through the Exhibits Manager, reserves the right to evict any persons or Exhibitors
whose conduct is deemed in violation of this agreement, offensive, disruptive, unethical, or
undignified; and to prevent the distribution of materials that are in any way incompatible with AAJ’s standards
of decorum, taste, or professionalism. In the event of such restriction or eviction, AAJ is not liable
for any refunds of rentals or other exhibit expense. Unusual advertising plans and stunts which are
designed
to attract attention to a particular exhibit must be submitted to the Exhibits Manager for approval 30 days
prior to the opening of the Exhibition.
16. FACILITY MEETING SPACE:
No Exhibitor-sponsored meetings, entertainment, or similar activities will be permitted in the hotel,
meeting rooms, or other private or public facilities of the hotel without the prior approval of AAJ
Convention Staff.
17. PROPERTY DAMAGES:
Exhibitors or their agents shall not in any way damage the building, the booths, or the equipment of
the booths. No signs, parts of exhibits, supplemental lighting, or any other exhibit material may be
taped, posted, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or any interior
or exterior surface of the Convention facility or furniture.
18. SECURITY:
Although security service will be furnished, SHOW MANAGEMENT cannot and will not be responsible for
damage to, loss, and/or theft of property belonging to any Exhibitor, its agents, employees, business
invitees, visitors, or guests. Each Exhibitor must carry their own insurance.
19. INSURANCE:
Notwithstanding the fact that AAJ may employ security service, neither security personnel, AAJ, the
official service contractor, hotel management, or any of the officers or employees of the above will
be responsible for the safety or property of Exhibitors from theft, strike, or damage by fire, water,
storm, or vandalism.
Each Exhibitor acknowledges that it is responsible for obtaining appropriate insurance coverage. The Exhibitor
shall, at its sole cost and expense, procure and maintain throughout the term of the contract for
exhibit space, comprehensive general liability insurance
against claims of bodily injury or death and property damage occurring in or upon or resulting from the
premises leased. The general liability insurance should recognize the American Association for Justice
(AAJ) as an additional insured. Such insurance shall include contractual liability and products liability
coverage with the combined and single limits of liability of
not less than $1,000,000. The Exhibitor shall, at its sole cost and expense, throughout the term of this
contract, procure and maintain worker’s compensation, employer’s liability, and occupational disease
insurance in full compliance with all federal and state laws governing all of the Exhibitor’s employees
engaged
in the performance of any work for the Exhibitor. The Exhibitor must obtain and furnish to AAJ SHOW
MANAGEMENT a certificate of insurance evidencing the required insurance. The Exhibitor must provide a certificate
of insurance no later than Thursday, June 11, 2020.
20. LIMITATIONS AND LIABILITY:
Neither AAJ, its officers, directors, members, representatives, employees, or suppliers, nor the meeting
facility, nor the service contractor or their officers, representatives, employees, or subcontractors
shall be liable for, and are hereby released from, any claims, liabilities, losses, damages, or expenses
relating to or arising out of any injury to any personnel of Exhibitor
or to any other person for any loss of or damage to any property of the Exhibitor or any other property
where such injury, loss, or damage is incident to, arises out of, or is in any way connected with Exhibitor’s
participation in the Exposition. The Exhibitor shall be fully responsible for any such injury, loss,
or damage and the Exhibitor shall protect, indemnify, hold harmless, and defend AAJ, its officers, directors,
agents, employees, the Walter E. Washington Convention Center, its owners, agents, and employees against
all such claims, liabilities, losses, damages, and expenses. Exhibitor shall, and shall cause its employees
to, indemnify, defend, and hold harmless AAJ, the Walter E. Washington Convention Center, its members,
employees, agents, and contractors from all liability arising from or related to the use of the exhibit
space including, without limitation, transportation, placement, removal, or display of exhibit and drayage.
21. SAFETY, FIRE, AND HEALTH:
The Exhibitor is charged with knowledge of all local laws, ordinances, and regulations pertaining to
health, fire prevention, and public safety affecting his or her participation in the Convention. Compliance
with such laws is mandatory for all Exhibitors and is the sole responsibility of the Exhibitor. All
materials used in the exhibit area must be flameproof and fire-resistant to conform to local fire ordinances
and the fire regulations of the facility. All hangings must clear the floor and electrical wiring must
conform to local ordinances. If unusual equipment is to be installed, or equipment
that conflicts with fire codes is to be used, the Exhibitor should communicate with the Exhibits Manager
for information concerning the facility and its regulations. All projection equipment and activities
must be in accordance with the requirements of the fire prevention authorities and in compliance with
any agreements entered into by AAJ with the management of the Exhibit Hall or applicable labor unions.
All plans for
installation and operation of projection equipment must be approved by AAJ before operation is undertaken.
All lighting devices, displays, or demonstrations must be arranged in such a manner as not to distract
or interfere with other Exhibitors or the Convention in general. Exhibits which include the operation
of lighting devices, sound equipment, or any noise-making devices
must secure approval for the operation of same from the Exhibits Manager prior to the opening of the Convention.
22. FORCE MAJEURE:
In case of cancellation or suspension of the Convention due to force majeure, an extraordinary event
or circumstance beyond the control of the parties including fire, blizzard, flood, earthquake, volcanic
eruption, storm, hurricane, or other natural disaster, war, regulations of the authorities, strike,
diseases and epidemics, or other circumstances beyond the control of AAJ that might render it impossible
or difficult to carry through the arrangement, AAJ shall be entitled to transfer, in whole or in part,
the arrangement to other premises, to postpone the implementation of
the arrangement to another time, or to cancel the arrangement, and the AAJ shall not be liable to pay compensation
to the Exhibitor or be bound to
reimburse the stand rental paid, nor be liable for any expenditure or liability or loss, including consequential
loss incurred by the Exhibitor.
23. OTHER EXHIBIT CONTRACTORS:
Exhibitors must submit a Notification of Intent to Use Non-Official Service Contractor to the Exhibits
Manager by Thursday, June 11, 2020. Exhibitor- appointed contractor shall have the right to provide
services (excluding material handling and furniture)
and to utilize qualified employees on the exhibit floor as requested by an Exhibitor. The Exhibitor-appointed
contractor must carry public liability insurance for bodily injury and property damage in the minimum
amount of $1,000,000. An original Certificate of Insurance must be submitted to the Exhibits Manager
by Thursday, June 11, 2020, verifying public liability insurance for bodily injury and property damage
for the time period covering the Convention. Upon arrival at the Convention, Exhibitor-appointed contractor
personnel must check in with either the Exhibits Manager or the in-house service contractor to present
their credentials and receive permission to work on the floor.
24. MUSIC LICENSING:
The Exhibitor shall be responsible for securing any and all necessary licenses or consents for: a) Any
performance, displays, or other uses of copyrighted works or patented inventions, and b) any use of
any name, likeness, signature, voice or other impression, or other intellectual property owned by any
third party used, directly or indirectly, by the Exhibitor. The Exhibitor hereby agrees to indemnify,
defend, and hold AAJ harmless from and against any claim of liability
and any 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.
25. AMERICANS WITH DISABILITIES ACT:
Exhibitors shall be responsible for making the exhibit accessible to persons with disabilities as required
by the Americans with Disabilities Act, and violation shall fall within the conditions of Rule #21.
26. AMENDMENTS/ENFORCEMENT:
All matters and questions not covered by these Rules and Regulations are subject to the final judgment
and decision of the Exhibits Manager. These Rules and Regulations may be amended at any time by AAJ
upon written notice to Exhibitors. AAJ reserves the right to enforce compliance with these Rules and
Regulations.