Exhibit Rules & Regulations
Exhibits must be staffed at all times during the meeting. Booths must remain fully intact until the close of the show on Tuesday, August 7 at 10:00 am.
Canvassing or distributing advertising matter outside the exhibitor’s own booth is not permitted. Solicitation of business by non-exhibiting firms is prohibited.
Character of the exhibits is subject to the approval of AANA. The right is reserved to refuse applications of exhibitors that do not meet the standards required or expected, as well as the right to curtail exhibits or parts thereof which reflect against the character of the meeting. Non-professional products or services are not to be displayed. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.
Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors.
Market research companies must indicate on the exhibit application the companies for which they are conducting market research.
No exhibitor may enter another exhibitor’s booth without permission. Photographing or examining another exhibitor’s equipment without permission is not allowed.
Distribution of Giveaways
Customary descriptive product literature, note pads, pens, pencils and other items may be distributed from the booth with prior written approval by Exhibit Management. Distribution of product samples, giveaways or literature may only take place within the exhibitor’s booth and must not interfere with other exhibitors’ space. Exhibitors are permitted to have food service in their booth; however, all food service arrangements must be coordinated through the convention center caterer.
Contests, lotteries, raffles and games of chance must be approved by Exhibit Management prior to the meeting. All attendees must be permitted to participate in all booth activities. The prize or award resulting from any activity should not take the winner(s) away from the meeting during official educational or exhibit hours.
The AANA logo is the exclusive property of and trademarked by the association. It may not be used in any way, i.e., promotional literature, giveaways, etc. by anyone else for any purpose without specific written approval from the AANA.
All giveaway requests must be submitted to Exhibit Management for review and approval 30 days in advance of the meeting. A form will be provided in the Exhibitor Service Kit to facilitate this process.
No unapproved items may be distributed. All exhibitors are strongly encouraged to have their intended giveaway items approved before purchase. Exhibit Management is not responsible for costs incurred by purchase of denied giveaway items that are purchased prior to receiving approval from Association and Meeting Solutions (AMS). Items not permitted for distribution include but are not limited to: bags (tote bags, shopping bags, plastic bags), lanyards, badge holders and water bottles.
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Sales and/or Order Taking
The purpose of the exhibits is to further the education of meeting attendees through product and service displays and demonstrations. Sales and order taking are permitted provided all transactions are conducted in a manner consistent with the professional nature of the meeting. Products for sale must be the exhibitors’ own unaltered products and the products or services must be pertinent to the attendees’ professional interest. AANA reserves the right to restrict sales activities that it deems inappropriate or unprofessional. It is the responsibility of the exhibitor to research and comply with all local sales tax requirements.
Exhibitors selling or taking orders at AANA must adhere to certain business license and sales and use tax regulations, which vary from state to state. Exhibitors are responsible for making the necessary arrangements to adhere to the Las Vegas, NV regulations.
Security
Peripheral watchmen shall be furnished by the AANA to be on duty in the exhibit area when exhibits are closed, but the safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor. AANA, Association and Meeting Solutions (AMS), the The Mirage Hotel and the city of Las Vegas will not be responsible for loss of any material by or for any reason. Each exhibitor is recommended to purchase a portal-to-portal rider available at a nominal cost on their own insurance policy, protecting them against loss through theft, fire, damage, etc. Forms to order additional security in your booth will be included in the Exhibitor Service Kit.
Subletting Space
The subletting, assignment or appointment of the whole or any part of space by any exhibitor is prohibited. No exhibitor may permit any other party to exhibit in his space any goods other than those manufactured or handled by the contracting exhibitor, nor permit the solicitation of business by others within his space.
Music Licensing
The AANA has signed a license agreement with the American Society of Composers, Authors and Publishers (ASCAP) and Broadcast Music, Inc. (BMI) covering recorded and live music. License agreements for music covered by other organizations is the sole responsibility of the exhibitor. The music-licensing fee is prorated to each host for each event.
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