Terms and Conditions

A.  SPACE RENTAL

1. Standard Booth (Casco Bay Exhibits Hall):  This contract provides for the use of 6' x 8' or 6' x 10' booths with drapes, a table with a cover and skirt, two chairs, a standard 120 volt outlet and a sign.  If you have special electrical or telephone requirements, complete the Electrical & Telephone Order Form on our website and submit to Sally Page at the Holiday Inn.  Exhibitors must provide their own power strips.
2. Prefabricated Booths:  The use of prefabricated booths may require special placement on the conference floor.  The 6'x10' booths are specifically designed for the 10' wide pop-up displays.  Please call early to reserve.  For safety purposes, all displays must not extend beyond the booth size.  Oversized displays may be removed.
3. Irregular Activities:  Only firms having a contract with this conference will be permitted to display services and products, or distribute advertising.  No instruments, services or products may be displayed or demonstrated outside of the exhibit areas.  Vehicles displaying instruments or products outside the Holiday Inn are prohibited.

B.  SHIPPING AND RECEIVING

    Exhibitors are responsible for the shipment, placement and removal of equipment and materials at the time of set-up and breakdown.  The Exhibits Committee and the Holiday Inn bear no responsibility for unloading and loading of equipment. 
   
    The Holiday Inn does not have storage facilities for large packing and shipping crates during the conference.  Crates and boxes must be removed from the exhibit area on completion of your setup.  To make arrangements for special requirements or storage you may contact any of the following:

• Taylor Rental Party Plus in Biddeford, ME will be the decorator for the conference.  Please contact Chuck Gajewski at 1-800-427-3682 or 207-283-8009 (FAX 207-283-0460) for shipping, moving requirements and storage of large crates and boxes.
• Convention Sales Manager at Holiday Inn By The Bay – Sally Page.  Please contact Sally at 1-800-345-5050 or 207-775-2311 ext. 2117 (FAX 207-772-4017) for special requirements.
• Exhibits Committee (see pg. 3)

C.  SET-UP AND BREAKDOWN

1. Exhibitor equipment and materials must not arrive at The Holiday Inn earlier than Monday morning, October 15th, the day before the conference.  The Holiday Inn reserves the right to refuse and return deliveries prior to this time.  Access to the Exhibit Hall will start at 8:00 a.m.  Set-up must be completed by 9:00 p.m. that day.
2. Large equipment may be off-loaded via a ramp that leads to the Exhibit Hall.  Trucks must park along Pleasant Street, behind The Holiday Inn, while waiting to unload.  It is the responsibility of the exhibitor to ensure that shipping arrangements include adequate manpower/resources to unload and load all oversized equipment.  The Holiday Inn does not provide staff exclusively for this service.  Any time the Holiday Inn staff must move your equipment, a handling charge of $25 per 100 pounds will be applied.
3. Breakdown is not permitted before 1:30 p.m. on Thursday afternoon, October 20th without prior consent from a member of the Exhibits Committee.  All vendor equipment and materials must be removed from The Holiday Inn by 6:00 p.m.  The removal of all biohazard material (including sharps and other phlebotomy devices used or unused) is the responsibility of each exhibitor!
4. Two tables will be provided for Fed Ex and UPS shipments at the end of the conference.  All shipping paperwork and arrangements must be completed in advance.  Items left without clear shipping indications may not be forwarded to their proper destination and could possibly be put in storage for a fee.

D.    CANCELLATION POLICIES

1. Booth fees, less a $50.00 service charge, will be returned if cancellation is received 60 days prior to show.  Cancellation after this obligates the exhibitor to full payment.
2. If you must cancel your obligation for booth space, the Exhibits Committee will work with you towards sponsorship of other conference activities.
3. Unless a member of the Exhibits Committee is notified in advance of an intended late arrival, failure to occupy booth space by close of set-up will result in forfeiture.  Such space may be resold, reassigned, or used by Conference Officials without refund of fees.
4. In the event that a fire, strike, or other circumstance beyond the control of the Fall Conference Committee causes the exhibition to be cancelled, a full refund of the booth fees will be made.

E.  SECURITY AND LIABILITY

1. The Conference will provide security during the hours that the exhibits are not officially open (5:00 pm – 7:00 am).  The provision of security protection must not be construed as assumption of liability for damage or theft.
2. Liability and insurance coverage are the full and sole responsibility of the exhibitor.