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- Display Specifications: Height of total exhibit should not exceed eight feet from floor level. Weight of total exhibit must not exceed 100 pounds per square foot. Line of sight to adjacent booths must not be impaired. RPA reserves the right to make adjustments to or relocate displays that impair line of sight.
- Use of Exhibit Space: No exhibitor may sublet, assign or apportion any part of the space allotted, or represent, advertise or distribute literature for the product(s) or service(s) of any other firm or individual except as approved in writing by RPA. The purpose of the exhibit is to inform and educate attendees on the products and services of the exhibitor. A representative must be in the booth during all open hours.
- Installing and Dismantling: Exhibits must be up and ready by 7:00 pm on March 20, 2009. Show management reserves the right to force labor to install your booth if your booth is not up by 7:00 pm on March 20. Attendees will be admitted to the exhibit hall at 7:30 pm on Friday, March 20. No exhibitor will be allowed in the exhibit area before or after official move-in hours without prior approval from RPA management. All booths must remain in place and intact to ensure the integrity of the exhibit hall until official closing time of 4:30 pm Sunday, March 22, 2009. Any exhibitors that dismantle before the official closing time will be charged a $500 penalty. All materials must be removed from the floor by 7:30 pm March 22.
- Official Decorator: The official decorator for the 2009 RPA Annual Meeting is GES Exposition Services (GES). GES will staff and operate a service center during move-in and move-out hours. Questions may be directed to: Exhibit Services, GES Exposition Services, 7050 Lindell Rd., Las Vegas, NV 89119-4072; Phone: (800) 475-2098; Fax: (866) 329-1437; Online ordering available at: http://www.ges.com
- Exhibitor Service Kits: Upon receipt and approval of your Application with payment by RPA, you will be
e-mailed an exhibitor service kit with shipping information (GES Logistics) and order forms for special requirements, such as rental exhibits, installation and dismantle labor, extra furniture, plants, electricity, and decor for your booth.
- Labor: GES Exposition Services will have qualified labor available to facilitate a smooth installation and dismantling of the hall. Exhibitors can order labor through GES to receive experienced personnel to set-up and dismantle your exhibit. GES offers a complete package, including freight tracing, onsite supervision, experienced personnel and coordination of other contractor services.
- Distribution of Prices and Promotional Material: RPA reserves the right to monitor circulation of all exhibitor promotional material. Standard product price information and/or souvenirs should be distributed on a discretionary basis and must be confined to the space assigned.
- Liability: Exhibitor assumes all responsibility for and liability of losses, damages and claims resulting in injury or damage to exhibitors’ displays, equipment and other property brought onto the premises of the hotel. Exhibitor shall indemnify and hold harmless the hotel agents, and any employees or representatives of RPA, from any and all such losses, damages and claims.
- Fire Regulations: Exhibitor assumes all responsibility for compliance with all local city and state ordinances and regulations covering fire, health and safety. All equipment and materials must be protected with safety guards when necessary. Only fireproof materials may be used in displays and individual exhibitors must take all necessary fire precautions.
- Insurance: Exhibitors are responsible for insuring their own display materials and/or personnel. RPA, its representatives, and the hotel are not responsible for damage to or loss/destruction of displays/materials. All claims for any such loss, damage or personal injury are hereby waived by the exhibiting companies.
- Signs: Signs, posters, etc. may not be taped, posted, thumb-tacked, nailed or otherwise affixed to surfaces in any part of the hotel. Exhibiting companies are liable for any and all damages caused by them to the hotel facility.
- Music Licensing: The exhibitor assumes all responsibility for compliance with music licensing under the current copyright laws and is solely responsible for obtaining the necessary copyright licenses for music “performances” in the individual exhibitor’s booth.
- Cancellation: Should a confirmed exhibitor need to cancel his/her company’s participation, RPA must receive notification of cancellation by January 31, 2009. RPA will give a full refund less a $100.00 cancellation fee. No refunds will be given for cancellations received after 5:00 pm January 31, 2009, unless booth space is resold. If booth is resold, 50% of the contract total will be refunded.
- Cancellation of Meeting: In the event of cancellation of meeting or exhibition, RPA will refund to exhibitors the RPA exhibit fees.
- Amendments by RPA: RPA has the sole authority to interpret, enforce and amend all rules and regulations contained herein. If an amendment is necessary, written notice of the amendment will be issued to exhibitors. Each exhibitor, by signing the attached application and contract for exhibit space, expressly understands and agrees that his/her company assumes entire responsibility as described herein.
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