2012 Exhibit Contract Information and Regulations

Cancellation of exhibit space must be received in writing by mail, fax, or e-mail by the end of business day on July 31, 2012. Prior to July 31, 2012, the Association will refund the amount paid, less 25% of the total booth amount. Refunds may take up to 4 weeks to process. After July 31, 2012, the exhibitor forfeits the entire amount paid. Any exhibitor that signs up after June 29, 2012 will not be eligible for a refund. No refunds are available for ASHA Member Tables.

Booth and Exhibit Information

Eligibility for Exhibiting

The Convention exhibits are a vital extension of ASHA’s continuing education program. ASHA reserves the right to determine the eligibility of any company wishing to exhibit. The acceptance of a product or service for exhibit does not constitute an endorsement by ASHA. Generally, all products and services to be exhibited must be related to the practice of speech-language pathology or audiology. Exceptions include certain Convention sponsors/corporate partners. ASHA may deny or revoke eligibility based on a violation of any policy set forth in the exhibitor contract or for any action determined to detract from the character of the exhibition.

EOE Requirement

Only those companies certifying that they are equal opportunity employers will be eligible to exhibit at this Convention and subsequent Conventions held by ASHA. Please see the application form.

Commercial Booth Package

Booth space will be 10-ft × 10- ft. Each booth includes a draped 8-ft-high back wall, 3-ft-high side rails, and a uniform two-line booth sign if requested on your contract. The sign will include the company name, city/state, and booth number. Carpet, furnishings, electricity, internet and other additional services are NOT included in the price of the booth. A service manual with order forms will be available online in August.

Institutional/Academic/Government/Nonprofit Booth Package

Booth space will be 10-ft × 10-ft. Each booth includes a draped 8-ft-high back wall, 3-ft-high side rails, and a uniform two-line booth sign if requested on your contract. The sign will include the company name, city/state, and booth number. A 10-ft × 10-ft carpet, 6-ft draped table, 2 side chairs, and a wastebasket are included in the price of the booth.

Standard Inline Booth

A maximum height of 10-ft is permitted on the back wall. The 10-ft height may extend 3-ft forward into the booth but then must drop to a 4-ft height limitation. If your display extends higher than the 8-ft back wall drape, the back of your booth must be finished, or the back of your booth will be draped at your expense.

Island Booth

Display may not exceed 16-ft in height. Island booths must be open from all sides; drapes and a booth sign will not be provided. You may hang a sign from the ceiling in an island booth. You can order sign hanging from our Official Service Contractor in August.

Carpet

The Exhibit Hall is not carpeted. Commercial exhibitors are required to provide carpet; carpet is not included in the price of the booth. If carpet is not in a booth by 5:00 pm on Wednesday, November 14, ASHA will order it and charge it to the exhibitor. Companies occupying island booths must have carpet to cover the entire booth or contract with GES to fill in the space with aisle carpet.

2012 Official Exhibit Hours

November 15: 11:00 am – 7:00 pm
November 16:  9:00 am – 5:00 pm
November 17:  9:00 am – 2:00 pm

All exhibits must be fully staffed during these official exhibit hours. Any exhibiting company that tears down its exhibit before 2:00 pm on November 17 or is not fully staffed will forfeit its Early Bird lottery/drawing privileges for next year’s Convention. ASHA reserves the right to alter the Convention hours in any manner in the best interest of the Association.

Installation and Dismantling of Exhibits

The Convention Center will be available from 2:00 pm to 6:00 pm on Tuesday, November 13, for islands and early move-in, and from 8:00 a.m. to 6:00 pm on Wednesday, November 14, for installation of exhibits. Please note that overtime for all trades starts at 4:30 pm

All shipping containers must be emptied and cleared away for storage by 5:00 pm on Wednesday, November 15.

No freight can be brought in after aisle carpet is laid. Exhibitors may set out materials in their booths until 6:00 pm on Wednesday, November 15, as long as their activities do not interfere with laying the aisle carpet. Exhibitors may stay to complete their setup after 5:00 pm but cannot leave the Exhibit Hall and return. Exhibits may not be vacated or dismantled before 2:00 pm on Saturday, November 17.

Exhibitors displaying exhibitor badges will be allowed on the show floor to complete the daily setup of their booths beginning at 8:00 am. Once exhibitors leave the Exhibit Hall at the close of each day, they cannot reenter the Exhibit Hall. Exceptions must have approval from ASHA show management.

Exhibits must be dismantled, packed, and ready for shipping by 8:00 pm on Saturday, November 17. Drivers must check in no later than 9:00 am on Sunday, November 18.

Off-Site Activities

Exhibitors who plan to have off-site activities are encouraged to schedule their events before and after Convention programming (generally 8:00 am– 6:00 pm daily). Some restrictions apply during Educational Programming. To request a meeting or function space, please fill out the online form. Public notices of such events shall be displayed only in the exhibitor’s booth. Notices may not be posted in any Convention hotel or in the Convention Center.

Contract Agreement

It is agreed and understood that the regulations stated here and on the signed contract are part of a contract between the exhibitor and the Association, and that the submission of the application for exhibit space constitutes the exhibitor’s agreement to abide by these regulations.