Rules and Regulations
Character of the Exhibition
The purpose of the Safety Pharmacology Society exhibit program is to further the education of the registrants by providing an area for Exhibitors to present information on products or services pertinent to the scientists’ professional interests. The Society reserves the right to determine the eligibility of any company product or service and the right to restrict, prohibit or evict any Exhibitor or product that in the opinion of Show Management detracts from the character of the exhibition or for any violation of the following Rules and Regulations. In the event of such restriction or eviction, the Society is not liable for refunding exhibit fees or any other cost incurred by the Exhibitor. Violations of the Rules and Regulations may also result in loss of Exhibitor priority.
Payment & Cancellation Terms
10% deposit is due at the time of booking, 50% of booth cost is due by March 21, 2019, and final payment is due by July 18, 2019. Full payment must accompany any booth requests made July 18, 2019, or later. The Society reserves the right to cancel the contract in any event, on written notice to applicant, if the Society considers it inadvisable to hold the Exhibition.
Space assignments are sold on a first-come, first-serve basis based on space availability.
The Society reserves the right to alter an Exhibitor’s assigned space if it is deemed necessary in the best interest of the exhibitor. Before exercising its discretion, Show Management will consult with the Exhibitor.
Applications for exhibit space are subject to the approval of SPS. All payments must be made in U.S. currency; company check, money order, wire transfer or credit card. Any fees associated with wire transfers are the responsibility of the exhibitor.
Booth Space Cancellations or Space Reductions
Canceling exhibitors are required to provide notice in writing:
1. Email Amy Willis, Meetings and Exhibits Manager at email@example.com or
2. Send a confirming letter of cancellation or space reduction to Amy Willis, Safety Pharmacology Society, 11190 Sunrise Valley Drive, Suite 300, Reston VA 20191.
The date the exhibitor's written notice is received will be the official cancellation/reduction date. Reduction of island space dimensions after assignment has been confirmed may result in relocation of the booth space. SPS may cancel exhibitor rooms and room blocks held by company canceling booth space. It is agreed that:
a. If the exhibitor cancels or reduces space before March 21, 2019, the company will pay 50 percent of the total canceled booth space fee as liquidated damages.
c. If the exhibitor cancels or reduces space after July 18, 2019, the company will pay 100 percent of the total contracted booth space fee as liquidated damages.
d. If the exhibitor cancels and the Society is able to sell out the hall, there will be an administrative fee of $300. The balance of monies received will be refunded.
e. Space not claimed and occupied by 17:00 on Monday, September 23, 2019, will be forfeited by the exhibitor, and the exhibitor will pay as liquidated damages 100% of the total contracted booth space fee.
f. Exhibitors who fail to show up at SPS will still be liable 100% of the total contracted booth space. No refunds or transfer of funds to the next show will be permitted.
General Conduct of Exhibits
The following practices are prohibited by the Safety Pharmacology Society: (1) noisy electrical or mechanical apparatus interfering with other exhibitors; (2) operation of X-ray equipment; (3) canvassing or distributing any material outside the Exhibitor’s own space without the Society’s approval; (4) subleasing of exhibit space; (5) the use of advertisements and/or display of signs outside the exhibit area; (6) soliciting participation in surveys or otherwise harassing registrants; (7) publicizing and/ or maintaining any extracurricular activities, inducements, demonstrations, or displays away from the exhibit area during the meeting and exhibit hours; (8) entry into another Exhibitor’s booth without permission; (9) photographing or examining another Exhibitor’s equipment without permission; (10) the distribution of any give-away items (excluding items regularly manufactured by the exhibiting company) not approved by the Safety Pharmacology Society and that are priced at more than $10.00 USD each; (11) exhibiting or selling products/services to prospects before the opening of the show; (12) smoking in the exhibit area; (13) the playing of copyrighted music without the proper licensing; (14) the displaying of live animals and/or animals in distress in videotapes or photos as part of a display or sales literature. The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the Exhibit Director, and the Exhibitor must agree to discontinue its use if the sound level is deemed to be objectionable to the registrants or adjacent Exhibitors. All exhibit space must be on carpet. Food and beverage may be distributed from your booth. All food and beverage must be ordered through the CCIB. Exhibitors are requested to staff their exhibits during show hours with personnel attired in a manner consistent with the decorum or the meeting as well as knowledgeable in the products and policies of the company. The Exhibitor agrees to promptly remove from its exhibit space any person or thing that Show Management determines not to be suitable or in keeping with the character of the exhibition. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times.
Distribution of Samples & Give-A-Ways
All distributions either on the exhibit floor or at hotel(s) of business-like samples and give-a-ways are permitted only at the discretion and written permission of the Society and Show Management, and provided that (1) they are priced at $10.00 USD a piece or less; (2) there is no interference with adjoining Exhibitors, and (3) the items must be in good taste.
All Exhibitors, their contractors, and suppliers working in the exhibit area are required to carry liability insurance. Exhibitors must operate and maintain their exhibit so that no injury will result to any person or property. Every reasonable precaution is taken by the exhibition location and the Society to safeguard and protect the Exhibitors’ property while at the exhibition. All Exhibitors are strongly urged to obtain full-coverage temporary insurance for their merchandise and displays while in transit and while at the exhibition.
Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save the Safety Pharmacology Society and the Centre Convencions Internacional de Barcelona (hereafter referred to as the CCIB) and its employees and agents harmless against all claims, losses, and damages to persons or property, government charges or fines, and attorneys’ fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, excluding any such liability caused by the negligence of the Hotel, its employees, and agents. In addition, the Exhibitor acknowledges that the Safety Pharmacology Society and the Hotel do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damage insurance covering such losses by the Exhibitor. The Society and the Hotel shall take reasonable precautions against damage or loss by fire, water, storm, theft, or strikes or other emergencies, but do not guarantee or insure the Exhibitor against loss by reason thereof. In case their premises of the Hotel shall be destroyed or damaged, or if the show fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with by demonstration, reason of any strike and/or lockout, injunction, act of war, act of God, emergency declared by any government agency or by the Society or for any other reason, this exhibit space application/ contract may be terminated by the Society. In the event of such termination, the Exhibitor waives any and all damages and claims for damages, and agrees that the sole liability of the Society shall be of returning to each Exhibitor his or her space payment less the prorated share of all costs and expenses incurred and committed by the Society. These Rules and Regulations are deemed part of all exhibit space contracts. Any and all matters not specifically covered by the Rules and Regulation shall be subject solely to the decision of the Show Management. Show Management shall have full power to interpret, amend, and enforce these Rules and Regulations, provided any amendments, when made, are brought to the notice of Exhibitors. Each Exhibitor, for itself, its employees and agents agree to abide by the Rules and Regulations and by any amendments or additions thereto in conformance with the preceding sentence.
Exhibit & Public Policy
(a) Each Exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention and public safety, while participating in this show. Compliance with such laws is mandatory for all Exhibitors and the sole responsibility of the Exhibitor. (b) Materials used in all parts of exhibit construction, together with curtains, draperies and other decorative materials must be flameproof as prescribed by the fire ordinance of the city. The Fire Marshal will examine all exhibits and test construction and decorative materials prior to the opening of the exhibit. No combustible material such as crepe paper, tissue paper, cardboard or corrugated paper or board shall be used in, or about, or in the construction of any exhibit or part of an exhibit at anytime. (c) Nothing shall be posted, tacked, mailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Distribution of promotional gummed stickers or labels is strictly prohibited. Anything necessary or proper for the protection of the building, equipment or furniture will be at the expense of the Exhibitor. (d) No Exhibitor may allow an article to be brought into, or permit any act to be done in the Hotel, which will increase the premiums or void policies of insurance held by the Society. No Exhibitor may permit any act by its employees, agents, or guests by which the premises of the Hotel shall in any manner be marred or defaced. (e) Each Exhibitor must surrender the space occupied by it in the same condition as at the commencement of its occupation. Any damage done to the premises by the Exhibitor shall be made good to the Society or the Hotel, as their interests may appear. (f) One exhibiting company per exhibit booth.
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the Fire Marshall, or insurance carriers may be used in any booth. The use of crepe or corrugated paper is strictly prohibited. No helium balloons are allowed.