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Booth Construction Guidelines, Use of Contractors, and Labor Regulations

The following terms were/will be agreed to by EXHIBITOR at time of application submission.

 

 

Booth Construction and Use of Exhibit Space

Island booth diagrams due September 27, 2013

 

ASHG requires all the exhibits to comply with the following basic standards:

 

  • Booths must be completely set and show ready by 5:00 pm, Tuesday, October 22, 2013;
  • Exhibitors are responsible to assure proper flow of traffic throughout booths;
  • Booths must have sufficient see-through areas (line-of-sight) to permit the unobstructed view of adjacent exhibits;
  • Displays may not span an aisle by roofing, signage, or floor covering;
  • Booths must be safely constructed;
  • The floor of the booth must be fully covered;
  • Exposed or unfinished sides, especially the ends of pop-up displays must be draped to present an attractive appearance. If this is not completed by the exhibitor, ASHG will instruct Freeman to correct the condition at the expense of the exhibitor;
  • Exhibitors must provide space within the booth to accommodate spectators. If spectators interfere with normal traffic flow in the aisles or if they overflow into adjacent exhibits, Exhibits Management has the right to discontinue the activity.

 

Additional standards and guidelines apply depending on booth type, see below.

 

Standard In-line (linear) Booth: The back wall of the display is limited to 8' in height with a depth of 5' from the back wall. All display fixtures and accessories (including but not limited to book racks, instruments, and foliage) over 4' in height must be confined to that area of the exhibitor's space that is within 5' of the back line. Display material in the remaining 5' of booth space must not exceed 4' in height.

 

 

Corner (linear) Booths: The back wall of the display is limited to 8' in height and a depth of 5'. All display fixtures and accessories (including but not limited to book racks, instruments, and foliage) over 4' in height must be confined to that area of the exhibitor's space that is within 5' of the back line. Display material within 5' of the back wall may not exceed 8' in height. Side railing and drapes on the side open to the aisle may be removed at the request of the exhibitor with discretionary approval of ASHG Exhibits Management. Exhibits Management will determine approval based on the finished and consistent appearance of the open side.

 

Multiple Standard Booths: In an exhibit that contains more than two in-line booths (30' or more) the interior booths are permitted to contain display up to 8' in height but must be confined to that area of the exhibitor's space that is within 5' of the back line of the booth. And, the end booths of such an exhibit must conform to the 8' height limit of Standard Booth restrictions within 5' from the back line of the booth.

 

 

Inline booths may not have hanging signs nor place any signage above 8’ in booths.

 

 


Island Booths:  In island configurations (bounded on four sides by aisles) the full cubic content of the space may be used. In addition, for island configurations only:

 

  • Due to space limitations, “odd” booth sizes of 30' x 30', 30' x 40', and 40' x 40' will not be permitted. Please contact Carrie Morin to discuss booth size needs.
  • May extend up to, but not exceed 20’ in height (NEW in 2013);
  • Sufficient, or 50%, see-through or walk-through area must be provided for the first 8’ in height, measured from the Exhibit Hall floor, so as not to block the view of adjacent exhibits;
  • Demonstration areas may not be on or close to the aisle line of your exhibit;
  • Booth space with furnishings, equipment, etc. must be large enough to accommodate all activities;
  • Any activity besides regular demonstrations and display must be approved by Exhibits Management;
  • The booth must accommodate everything that its giveaways generate, including giveaways, trash, or emptied boxes. During exhibit hours the aisles are for traffic only and may not be used for trash, collapsed boxes, loading or unloading, pallets of giveaways, or trash collection.
  • Exhibitors must submit a detailed diagram of the booth to ASHG for approval no later than September 27, 2013. Booth diagram must include: heights and dimensions on all structures (including hanging signs), and clear labels for structures in booth. Dimensions must be in feet/inches.

 

Island Booth Hanging Signs: Hanging signs are permitted up to 20’ for the top of the sign and cannot
block ASHG signs. All signs must have approved rigging points with the exception of cloth banners. All hanging signs must conform to any facility limitations, which will be included in the Service Kit.

 

All hanging signs must be installed and removed by the appropriate rigging company, J. Calpro, designated in the Exhibitor Service Kit.  Details and the Hanging Sign order form will also be found in the Exhibitor Service Kit.

 

 

Decorations on Booths and Nearby Structures

No merchandise, materials, or signs shall be attached to, hung, or draped over fire-resistant side and rear divider of booths, or attached to table skirting facing aisles.

 

Decorations and signage may not be taped, nailed or otherwise fastened to any permanent surface.

 

No glitter or confetti may be used in any areas of the building.

 

Adhesive backed decals/stickers (except for name tags) may not be used or distributed on the premises.

 

 

Display Labor

The unpacking, assembling, dismantling, and packing of displays and equipment may be done by full-time employees of an exhibiting company. Exhibitors are allowed to setup and/or dismantle their own booths, provided that they use their own bona fide, full-time employees. It is acceptable for exhibitors to safely use power tools to setup and/or dismantle their own booths.

 

 

Literature in Booths

Literature on display shall be limited to a one day supply. Reserve supplies shall be kept in closed containers and stored in a neat and compact manner.  Storage of any kind is prohibited behind the back drapes or display walls or inside display areas.  ASHG Exhibits Management will inspect all exhibits to ensure compliance, and instruct Freeman to hang drape over the unsightly area, at the exhibitor’s sole expense.

 

 

Material Handling – NEW FOR 2013/Boston

Work rules require that the official material handling contractor (Freeman) off-load all equipment and display material from commercial carriers/common carriers or van lines. The use of fork trucks, pallet jacks and lift gates are permitted only by personnel of the official material handling contractor.


Exhibitors are allowed to perform their own material handling, providing all of the following criteria are met:

  • Exhibit personnel performing the work must be bona fide, full-time employees (authorized personnel) of said company.
  • Exhibitors may choose to off-load from a company-owned truck or rental vehicle, or from a car, van or truck owned by personnel of the company provided the vehicle is co-owned or rental vehicles must be less than 24 feet in length.
  • Exhibitors may use only hand-operated equipment, which they have provided; two-wheeled hand trucks and four-wheeled flat trucks are permitted as well.
     

Use of Exhibitor Appointed Contractors and Responsibility

Exhibitors are permitted to designate exhibitor appointed contractors (EACs) for booth labor. Exhibitors must provide contractor information, including contact information on-site, by September 27, 2013 via the EAC Appointment Form available online and in the Service Kit.


ASHG holds the exhibitor responsible for the management of their designees. To reduce the probability of infractions, designees should be knowledgeable of the policies in the Exhibit Prospectus. Agents should be aware that sanctions for violations will be assessed against the exhibiting company and the agent, including, but not limited to, loss of the exhibitor’s priority points.


EACs must provide an original insurance certificate to ASHG showing required Workers Compensation coverage and liability coverage to include property damage in the amount of $1 million, naming ASHG and Freeman as additional insured.

 

 


 

 

Contact Meeting Management

 

The American Society of Human Genetics, Incorporated | 9650 Rockville Pike, Bethesda, Maryland 20814
society@ashg.org 1-866-HUM-GENE (301) 634-7300
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