Rules and Regulations

QUICKLINKS:

The rules and regulations contained herein are intended by Meeting Professionals International (MPI) to serve the best interest of the conference, the exhibitors and the registrants, and to give notice to applicants and exhibitors of governing rules and regulations. All applicants, exhibitor and exhibitors appointed contacts are bound by the rules and regulations.

MPI shall have full authority to interpret or amend these rules, and its decision is final. Exhibitors agree to abide by any rules or regulations that may hereafter be adopted, which shall be as much a part as though originally incorporated. All issues not addressed herein are subject to the decision of MPI. These rules and regulations have been formulated in the best interest of all exhibitors.

The exhibitor understands and agrees that the information contained in this document and the MPI Rules and Regulations are an integral and binding part of the Exhibit Space Contract, and that signing the exhibit space application/contract indicates understanding and agreement to comply with all policies, rules, regulations, terms and conditions, and any others issued by MPI regarding the conference; willingness to abide by the payment policy; acknowledgment of having read MPI’s Rules and Regulations, and agreement to distribute them for proper execution to those individuals involved with exhibiting.

Americans With Disabilities Act (ADA)

Exhibitors shall be fully responsible for complying with the Americans with Disabilities Act (ADA) with regard to booth space, including, but not limited to, the wheelchair access provisions. Exhibitors shall indemnify, hold harmless and defend MPI, its officers, directors, agents, members and employees from and against any claims, liabilities, losses, damages and expenses (including attorneys’ fees and expenses) resulting from or arising out of the exhibitors’ failure or allegations of exhibitors’ failure to comply with the provisions of the ADA. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800-514-0301).

Animals

The use of live animals in an exhibit for any purpose is not allowed.

Approval of Booths Schematics

Important!

Exhibitors with island and peninsula booths must submit a booth schematic to MPI Show Management for review and approval by June 25, 2010. Please E-mail or fax show management at tradeshow@mpiweb.org or 972.855.2080. All lighting and overhead rigging must be approved by MPI. Self-contained visuals are permitted. Overhead rigging is not permitted on in-line booths.

Audio Use

Utilization of audio will be allowed if audible only within a two-foot perimeter. The units must fit on the tables provided. Exhibitor acknowledges and agrees that it shall be solely responsible for obtaining any licenses, permits, etc. which may be required for it to broadcast, perform or display any copyrighted materials including, but not limited to, music, video and software. Exhibitor shall indemnify, defend and hold MPI, its directors, officers, employees and agents, and each of them, from and against any and all claims and expenses, including attorneys fees and costs, arising out of or related to Exhibitor’s breach of this provision.

Backdrops/Drapes

All curtains, bunting and drapes in an exhibit must meet the standards of the fire department in the convention city. Proof that materials are flame-retardant may be required by the fire marshal. If the fire marshal deems the drape not to be of the standard quality, the drape will have to be replaced with materials that can be provided by the official decorator. Any such replacement, including labor, will be at the exhibitor’s expense.

Balloons

Using balloons as part of the exhibit display or as a giveaway is strictly prohibited.

Cancellation Policy

All cancellations and/or requests must be made in writing to MPI. Should MPI receive written notice of cancellation on or before May 7, 2010, MPI will grant a 50% refund. After May 7, 2010, no refunds will be made. MPI reserves the right to resell cancelled space.

Care of Premises

No part of an exhibit, signs or other materials may be posted, nailed, taped or otherwise affixed to walls, doors or floor surfaces in a way that will mar or deface the premises. Exhibitors are responsible for any damage to the facility.

Children

MPI does not allow children under the age of 18 in the Exhibit Hall at any time. Because of the professional nature of the program and limited seating, children are not allowed in the conference sessions at any time.

Connection Spot Rules and Regulations

Connection Spots have a 10’ H tower with a small shared storage area.
Connection Spots have approximately 100 sq feet of usable exhibit space. The space extends out past the side walls approximately 3 feet and will be clearly defined by the booth carpet which will be a different color from the aisle carpet.
Exhibitors may not bring a pop up booth to use within their Connection Spot space.
Exhibitors may not place properties higher than 42” in front of the side walls.
Exhibitors may bring properties up to 10’ H provided they stand directly in front of the back tower and do not extend past 40” wide (examples would include freestanding banners, plasmas, etc.)
Exhibitors may not purchase or bring carpet other than what is provided by show management unless they purchase all four Connection Spots within one 20’x 20’. Should an exhibitor plan to purchase then entire quadrant, they must contact Freeman to purchase carpet.
Exhibitors may not make any changes to the design of the unit unless they purchase multiple Connection Spot packages. Should an exhibitor purchase more than one package they may remove the side walls after receiving approval from Show Management. Exhibitors should contact Freeman with this request.
Exhibitors may not hang anything off the MIS frame.
Exhibitors may not have hanging signs above their booth unless they have received approval by show management.
Show management will determine a standard PVC panel color for all optional graphic panels that are not purchased by the exhibitor.
Connection Spots will be standard metal. An exhibitor may not upgrade to black or powder coated metal.

Customs Letter

BSA Conventions Services Program has officially recognized the WEC 2010 event and has granted permission to import goods for this event only. Please review the customs letter here.

Demonstrations

Demonstration areas must be organized within the contracted exhibit space. Demonstration tables must be placed a minimum of 2' from the aisle. Should spectators or samplers interfere with the normal traffic flow in the aisle or overflow into neighboring exhibits, MPI reserves the right to have the exhibitor discontinue the activity.

Drayage

The exhibitor is responsible for all supplies. No arrangements will be made with the convention center to receive any shipments from any supplier. Drayage information will be enclosed in the Freeman Exhibitor Services Manual should the service be required.

Enforcement of Rules & Regulations

By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined in this document. Any violations shall subject the exhibiting company to these penalties:

Suspension from exhibiting at the upcoming conference.
Loss of all exhibiting privileges, i.e., company will not be invited to exhibit at any future MPI conferences.

Any exhibiting organization that fails to notify MPI, in writing, prior to the conference of its intent to cancel is deemed a no-show. A no-show may result in a loss of exhibiting privileges at future MPI conferences, and no refunds will be issued. Infractions of the spirit of the rules by potential exhibitors at any time may be considered in determining whether to accept an application from such company seeking to exhibit at any MPI conference.
Each exhibitor is granted nothing more than a terminable license to exhibit, subject to all the rules herein and the approval of the association. If MPI determines that any exhibitor has failed to comply with any rule herein or any directive issued to the exhibitor, the association may terminate the license and close that exhibiting company’s exhibit without notice. In all interpretations of the MPI Rules and Regulations, MPI’s decision is final.

Exclusive Services at Vancouver Convention Centre

Food and Beverage
Electrical Services
Telecommunications/Internet Services
Plumbing Services
Vacuuming Services

Exhibitor Badges/Conference Registration

The booth rental fee does not include exhibitor name badges. Registration fees and exhibit fees are charged separately. One person representing your company must be an active member of MPI and must register for the conference. All other representatives may register at the non-member rate. The company name appearing on the exhibitor’s badge and standard sign must be the same company name that appears on the contract for space. A maximum of four exhibitors per booth representing no more than two companies will be allowed. MPI Membership is individual, therefore, registration is not permitted with a non-member.

Fire and Safety Guidelines

Exhibitors must comply with all federal, state and local fire and building codes that apply at Salt Palace. A full set of the Fire and Safety Regulations can be provided upon request.

Food & Beverages For Hospitality

Distribution of food and beverages from the exhibitor’s booth for hospitality is permitted. All food, beverages, and supplies must be purchased through the Vancouver Convention Center. Order forms and details will be available in your Freeman Exhibitor Services Manual.

General Conditions – Vancouver Convention Centre

The general conditions of the Vancouver Convention Centre, governing show contractor and labor, fire code compliance, electrical code compliance, security, fixture damage, badges, tax code compliance, music, fixture damage, compliance with the Americans with Disabilities Act, and all other general conditions, and compliance with the rules and regulations of the convention center, are incorporated herein by reference, and made a condition of this Agreement. The Exhibitor agrees that MPI, its officers, directors, employees and agents are not responsible for any damages or charges imposed for violation of any law or ordinance, whether due to Exhibitor or agent of Exhibitor. Exhibitors agree to abide by all local laws, ordinances or regulations by the respective governmental authority.

Giveaways

Exhibitors may provide small promotional items to distribute to anyone visiting exhibitors’ booth in order to assist visitors in remembering an exhibitor or a service offered.

Important!

Examples of approved giveaways: Pens/Pencils, Key Chains, Caps/Visors, Stress Balls, Water Bottles, T-Shirts/Polo Shirts. Candy, including chocolates, may be distributed if individually wrapped or in individual serving containers.

Hanging Signs, Banners, or Graphics

Professionally designed banners may be displayed on the back drape of the booth. MPI encourages exhibitors to creatively theme their booth(s).

Hanging signs and graphics are permitted in all standard Peninsula and Island Booths, to a maximum height of sixteen feet (16’). Whether suspended from above or supported from below, they should comply with all ordinary use-of-space requirements. These must be fixed and within the confines of the booth. Hanging signs and graphics should be set back ten feet (10’) from adjacent booths.

Indemnification

The exhibitor agrees to protect, indemnify and hold MPI, Vancouver Convention Centre, their respective officers, directors, employees and agents against and from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) arising from or by reason of any accident, bodily injury, property damage or other claims or occurrences to any person, including Exhibitor, its employees and agents, or any business invitees, arising out of or related to Exhibitor’s occupancy or use of the exhibition premises in the show or on and adjacent to the Vancouver Convention Centre including storage and parking areas or any claims arising out of or related to Exhibitor’s website.

Insurance

The Exhibitor shall maintain general liability insurance in an amount not less than One Million Dollars ($1,000,000) to cover its potential liabilities under this Agreement, and shall name MPI as an additional insured under Exhibitor’s liability policy for the period of the Show including move-in and move-out periods. Proof of Insurance must be submitted to MPI by June 25, 2010, or company may lose exhibit privileges.

Please mail to:

Meeting Professionals International
Attn: WEC 2010 MeetingPlace
3030 LBJ Freeway, Ste. 1700
Dallas, TX 75234
Fax: 972.855.2080

Liability

The exhibitor agrees to assume all risks of loss, injury, theft or damage of any kind or nature whatsoever to any exhibit or component thereof, including any goods, merchandise, chattels, papers and business records or other property which may be in or come into the exhibitor’s possession during the course of the exhibit, or in the course of assembling or disassembling the exhibit and to assume all liability for damage to property, person or persons arising from accidental or other causes incidental to movement and operation of exhibit and hereby releases MPI, its contractors and the Vancouver Convention Centre from any liability whatsoever.

Loss of Badge Credentials

MPI reserves the right to revoke or deny attendance of any registered participant, speaker, exhibitor, or news media reporter of activities, conferences and meetings.

Membership Requirements

One individual with each exhibiting company must be a MPI member. MPI membership is individual, therefore substitution with a non-member is prohibited. To join MPI go to New Member.

Models/Characters/Masseuses

Personnel contracted to assist with demonstrations in an exhibitor’s booth are required to wear appropriate attire and must stay within the confines of the exhibit booth. Names must be submitted to show management for contracted personnel to gain access to the exhibit hall by June 25, 2010. Names will be with security at the entrance of the hall.

No-Smoking Policy

MPI policy strictly prohibits the use of tobacco products in all areas of the convention center (including during installation and dismantling) and all hotel meeting rooms hosting MPI events. Exhibitors are responsible for ensuring that all individuals associated with the exhibiting company comply with this policy.

Non-Exhibiting Suppliers

Non-exhibiting suppliers are prohibited from selling products and services or distributing items in the aisle, food and seating areas of the exhibit floor. Any non-exhibiting supplier selling products or services or distributing items in these areas will be escorted from the exhibit floor by on-site security personnel, conference credentials will be forfeited for the duration of the trade show and the incident will be reported to the show management for further action. Any exhibitors observing such activity should communicate these infractions to MPI staff or security monitoring the exhibit floor.

Outstanding Payments

Any exhibiting company that has an outstanding balance due to MPI will be prohibited from exhibiting until this balance has been paid. Outstanding balances may include fees incurred through MPI’s advertising, sponsorship or events departments.

Payment Policy

If possible, credit card payment should be received with contract for space. If paying by check, all checks should be sent to Meeting Professionals International within 15 business days of the submit date on your contract for space. If we do not receive payment within this timeframe, your contract will no longer be valid. Please remit check to:
Meeting Professionals International
Attn: WEC 2009 MeetingPlace
3030 LBJ Freeway, Suite 1700
Dallas, TX 75234

Should you have any challenges with this please contact show management.

Exhibit space will be given to applicants with correct payment(s) and completed form(s). Incorrect payment(s) or incomplete form(s) may result in a processing delay and could hinder an applicant’s receipt of exhibit space.

Booth Space contract deadline is June 25, 2010. After that date, it may be impossible to fulfill certain exhibition benefits.

Prohibited Practices

Important!

These practices are prohibited in the Exhibit Hall:

Obstruction of aisle space due to any activity in an exhibitor’s booth
Selling outside of the confines of your booth and/or in the aisle.
Audio systems that disturb neighbouring exhibits (Using an open audio system is strongly discouraged. The exhibitor must stop using a system if, in MPI’s opinion, the sound level is objectionable to the registrants or adjacent exhibitors. Further, the exhibitor is responsible for any and all fees that may be due for the use of copyrighted music used in audio presentations.)
Non-exhibiting suppliers selling on the show floor will be escorted from the floor and not allowed to return.
Allowing more than four people to sell within each 10x10 space.
Allowing more than two companies to sell within each 10x10 space.
Rigging above a 10x10 in-line booth.

Satellite/Client Event Tracking

Exhibitors will be permitted to host events (i.e. Social Event, FAM trip) in conjunction with the conference. MPI realizes the value of networking with current or potential clients outside of the exhibit hall but asks that you do so within the parameters set forth by MPI. Please review the MPI guidelines and submit an email for Satellite/Client Event needs.

These events include but are not limited to any of the following:

Social Events or Hospitality Events
Chapter / Non-profit Events
Media Events
Focus Groups
Educational programming
FAM Trips
Sales/Staff Meeting

Security

Each exhibitor is responsible for safeguarding its goods, materials, equipment and exhibit at all times during an MPI conference. MPI provides 24-hour security guard service for the perimeter of the Exhibit Hall, but neither the guard service nor MPI will be responsible for loss of or damage to any property. Deliveries or removal of equipment are only permitted during move-in and move-out. MPI recommends that you do not leave valuables in your booth unsupervised.

Selling Products or Services

MPI’s exhibit program educates attendees by providing information, services and products, and presenting industry trends pertinent to the meetings industry. Therefore, selling exhibited products will not be permitted. At no time may the exhibit or product display be altered to fulfill a transaction. No signage or advertising of product pricing will be allowed.

Show Cancellation Policy

Should MPI elect to cancel the show, MPI’s liability to the Exhibitor shall be the refund of any payments for booth space received. MPI shall not be liable for any consequential damages that may arise from such cancellation. Should the show be cancelled due to circumstances beyond the control of MPI including but not limited to acts of God, acts of war, governmental emergency, labor strike or destruction of exhibit facility, MPI shall return each Exhibitor’s space payment less a pro rata share of costs and expenses incurred.

Storage

Storage of all sales literature and catalogs must be accommodated on or under the tables provided. No crates, fiber cases, cardboard boxes or reserve supplies may be stored behind the booth back walls. Access storage is available through the general contractor.

Use of Exhibits

One of the purposes of this show is to provide exhibitors with an opportunity to interact with other exhibitors, attendees, MPI staff and volunteers. Those contacts must be conducted in a cordial, professional manner.

Inappropriate behavior or undesirable conduct including, but not limited to, verbal or physical abuse, whether threatened or performed, will not be permitted or tolerated. MPI retains the right under this agreement to remove any exhibitor from the premises who, at MPI’s sole discretion, engages in inappropriate, undesirable or abusive behavior. Removal may also include the termination of the exhibitor’s license to exhibit, granted herein, and the closing and removal of the exhibit. Exhibitor hereby waives any and all claims for damages against MPI by reason of such removal. Removal under these circumstances may result in an exhibitor being barred from future MPI shows.

Exhibits are subject to the approval of MPI. MPI reserves the right, even after an application has been approved, to refuse exhibits, curtail activities, or to close exhibits or parts of exhibits that do not, in MPI’s determination, comply with the MPI Rules and Regulations governing the MPI show; are contrary to MPI’s public policies, positions, statements, or guidelines; or otherwise reflect unfavorably on the character of the meeting.

As a courtesy to attending planners and fellow exhibitors, all exhibits must be open on time and remain staffed at all times during exhibit hours.

Exhibitors or exhibitor representatives must conduct all marketing and promotional activity within the contracted exhibit space. Placement of signs or promotional materials in any part of the convention center outside of the exhibitor’s booth is prohibited.

All exhibits must be displays that fit in the space provided and cannot exceed each 10’ x 10’ space. Display units may not obstruct exhibit space to the right, left or back of the booth. If there are multiple parts to the display, these must not exceed the depth of the booth.

Maximum height restrictions for each booth configurations are outlined in the space selection area of the exhibitor web site. Each exhibitor must abide by height restrictions for booth space purchased. No exceptions.

Easels and chairs may be used. The maximum size of a displayed object on an easel cannot exceed three feet by three feet.