2019 ADHC Annual Conference: Expo Rules and Regulations

The following regulations have been developed to ensure that the exhibit is conducted in a safe and responsible manner.

1. Default Occupancy. Any exhibitor failing to occupy space contracted for is not relieved of the obligation of paying the full rental price for that space, and the ADHCC has the right to use any tabletop space not occupied by 9:15 a.m. on Thursday, April, 4, 2019.

2. Cancellation of Exhibit Space. It is understood that there will be no refund of the exhibit fee if the contract is canceled on or after March 19, 2019. Cancellation on or prior to that date requires payment of 25 percent of the exhibit fee.

3. Insurance. Exhibitor assumes responsibility and agrees to indemnify and defend the ADHCC, Embassy Suites by Hilton, Saratoga Springs, and their respective owners, managers, subsidiaries, affiliates, employees and agents from all liability for:

a) Damage or accident which might ensue from any cause resulting from or connected with transportation, placing, removal or display of tabletop exhibits, displays or other items relating to our event.
b) Any injury that may occur to conference attendees, show visitors, exhibitors, their agents, employees or others.
c) Any claims or expenses arising out of the use of the exhibition premises. Exhibitor understands that neither the ADHCC nor the Embassy Suites by Hilton, Saratoga Springs, maintain insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance.

4. Fire, Safety, Health. Exhibitors must assume full responsibility for compliance with local, city and state ordinances and regulations covering fire, safety and health.

a) Table coverings and other exhibit items must be non-flammable material. All decorative materials must be fire-resistant and in accordance with the standards established by the National Board of Fire Underwriters. Certificates attesting that all materials referred to have been flame proofed must be notarized and submitted upon request. Flame proofing not in accordance with the applicable codes is a violation and unacceptable.
b) All exhibit equipment and materials must be contained within the tabletop space and protected with adequate safeguards to pose no danger to other exhibitors, conference attendees, show visitors or others.
c) Exhibits that produce high noise levels or produce offensive odors will not be permitted.

5. Housekeeping. Each exhibitor is responsible for the cleanliness of his/her exhibit and must properly dispose of any garbage or waste resulting from the exhibit.

6. Protection of Building. Nothing should be posted, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Whatever is necessary to properly protect the building, equipment or furniture will be at the expense of the exhibitors. Exhibitors are liable for any damage they cause.

Contact: Kristen Myers
kmyers@leadingageny.org
518.867.8385, ext. 153