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Rules and Regulations The rules and regulations contained herein are intended by
the ISSCR to serve the best interests of the ISSCR Scientific Sessions, the
exhibitors, and the attendees, and give notice to applicants and exhibitors of
governing rules and regulations. All applicants, exhibitors and EACs are bound
by these rules and regulations. The ISSCR 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 the ISSCR. These rules and regulations
have been formulated in the best interest of all exhibitors. The ISSCR
subscribes to IAEE’s Guidelines for Display Rules and Regulations for exhibit
stands. The exhibitor understands and agrees that the information contained is
an integral and binding part of the Exhibit Contract, and that signing the
exhibit space application/contract indicates understanding and agreement to
comply with all policies, rules, regulations, terms and conditions in the
Exhibitor Prospectus, these Rules and Regulations, and any other ISSCR issued
communication. These rules and regulations may be amended or changed at any
time by the ISSCR, and all amendments and changes will be binding on all
parties.
Show Management Amy Claver and Josh Coe ISSCR Exhibit and Sponsorship Managers 5215 Old Orchard Rd, Suite 270 Skokie, IL 60077 USA Phone: +1.224.592.5701 Phone: +1.224.592.5003 Fax: +1.224.265.0004 aclaver@isscr.org jcoe@isscr.org www.ISSCR.org
The term “Show Management” used herein and in subsequent regulations shall mean the International Society for Stem Cell Research (ISSCR), its agents or employees acting for it, and the management of the exhibit hall.
Amendments All exhibit matters and questions not covered in the Prospectus, service kit and/or the Exhibit Contract are subject to the decision of Show Management. These rules and regulations may be amended or changed at any time by the ISSCR, and all amendments and changes will be binding on all parties.
Event Scheduling Planning a meeting for your organization in San Francisco? Receive approval from ISSCR for your event by completing and returning the Private Event Approval Form in the exhibitor kit.
Exhibitor Appointed Contractor Should you wish to utilize a firm who is not an official service contractor designated by the ISSCR, please complete and return the Exhibitor Appointed Contractor Form found in the exhibitor kit to the ISSCR by 16 May.
Badges Exhibiting companies are entitled to two (2) meeting registration badges per 10 x 10 booth space. Registrations include access to scientific sessions. ISSCR does not offer Exhibit Hall only registrations. Additional registrations may be purchased.
Additional Exhibitor Registration costs per person (over complimentary allotment):
· Early - $585 USD, cutoff 16 March 2016 · Advance - $685 USD, cutoff 4 May 2016 · Regular - $785 USD, after 4 May 2016
Booth Equipment and Services The Exhibitor Service Kit includes forms from Freeman for exhibitors to order items for their booth such as: booth rental furniture, carpeting, additional draping, accessories or signs. All orders for special work or equipment should be placed well in advance (no less than six weeks before the show) to avoid delay and additional labor charges. Freeman is fully equipped to serve exhibitors.
Booth Layouts The ISSCR subscribes to IAEE’s Guidelines for Display Rules and Regulations. Following are descriptions and rules for In-Line and Island Booths:
In-Line Booths In-line booths are generally arranged in succession and exposed to an aisle on one side. Inline booths are sometimes referred to as “Linear Booths”. The standard In-line booth size in the US is 10’x10’ (3.05m x 3.05m). Without concern for the number of In-line Booths used (i.e. 10x20, 10x40), booth displays should be set up in such a way so as to not obstruct the sight lines of other booths. Signs may not be hung from the ceiling above an in-line booth. The maximum height of 8 feet is allowed in the rear ½ of the space, and a maximum height of 4 feet in the front ½ of the space to the aisle. Note: when three or more In-line booths are utilized in combination of a single space, the 4 foot height limitation only applies to that portion of the booth within 10’ of an adjoining booth. In other words for any In-line booth space longer than 30’, the 4 foot restriction is only applied to the 10’ booth sections on the left and right extremes of the space. All video presentations must be confined to the back half of the booth. All in-line booths will be provided with an 8´ high back wall drape and 3´ high side drapes and one standard booth sign (7˝× 44˝) with company name.
Island Booths An Island booth is exposed to aisles on all sides. Island Booths are generally 20’x20’ or larger. The entire cubic content of the space may be used up to the maximum height of 18’. Overstatement in the design should be avoided, and attention-getting devices such as flashing signs or lights, balloons, etc. are prohibited. Exhibits must be constructed in compliance with the Americans with Disabilities Act of 1991. Mobile units may be displayed provided they are in compliance with the San Francisco Fire Department regulations.
Island Booth Display Rules A detailed rendering that clearly shows height and distance from the perimeter of each element of the display, including furniture and equipment placement, as well as the site and nature of any audio presentation is required to be provided to Show Management no later than 16 May 2016. Island exhibits may extend to all outer edges of the booth space, but the design of the booth must allow accessibility from all four aisles and sufficient see-through areas so as not to block the view of the adjacent exhibits. All building materials including those considered “see-through” or “sheer” such as glass or fabric would be considered as possible visibility blockers when the ISSCR reviews island renderings. If an exhibitor fails to submit renderings by the deadline, and the exhibit does not conform to the ISSCR’s rules and regulations, Show Management reserves the right to levy a fine up to $1,500 USD, close the exhibit and/or bar exhibitor from future ISSCR Annual Meetings. Islands with a covered area of 225 square feet or greater must have a fire suppression system approved by the San Francisco Fire Department. No part of an island exhibit may be higher than 18´ measured from the exhibit hall floor, with the exception of support wires required for the stability of booth structures within the 18´ height restriction. Islands that abut a column may have, at their expense, that column draped up to the height of 12´.
Peninsula booth spaces and bridging of aisles is not permitted.
Booth Lighting Exhibitors should adhere to the following minimum guidelines when determining booth lighting: · No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space. Inline booths and End-cap booths do not qualify for hanging signs and graphics. Exhibitors intending to use hanging light systems should submit drawings to Show Management for approval no later than 16 May 2016. · Lighting should be directed to the inner confines of the booth space. Lighting should not project onto other exhibitors or show aisles. · Potentially harmful lighting elements, such as ultraviolet lighting or lasers, must comply with facility rules and be approved in writing by Show Management. · Lighting that spins, rotates, pulsates and other specialized lighting effects are strictly prohibited. Lighting effect should be tasteful and not interfere with other exhibitors or otherwise detract from the general atmosphere of the event.
Booth Reduction or Cancellation Reductions or cancellations of booth space must be made in writing and cannot be taken over the phone. If cancellation of exhibit booth occurs prior to 26 February 2016, the exhibitor will be liable for $1,750 USD processing fee per 10’x10’. After 26 February 2016 no refunds will be made.
Cameras Photographs or videotape during set up or dismantling is prohibited.
During show hours, photography is permitted by contracted official photographers. An exhibitor who contracts with someone other than the Official Show Photographer to photograph their booth must treat the photographer as he would any other Exhibitor Appointed Contractor, i.e., exhibitor must supply name and address of the supervisor in attendance and the names of personnel on site, as well as a certificate of insurance for the contractor and submit the Exhibitor Appointed Contractor form (found in the exhibitor services kit) with the contractor's certificate of insurance to the ISSCR by 16 May 2016. A list of these photographers will be given to security, and they will be allowed only in the booth for which they were contracted.
Construction, Installation and Use of Exhibits and Exhibit Facilities All exhibits shall serve the interest of the members of the ISSCR and shall be operated in a way that will not detract from other exhibits, the exhibition, or the Meeting as a whole. Show Management reserves the right to remove any exhibit that the ISSCR believes to be detrimental to the purpose of the meeting. Exhibits shall be constructed and arranged so they do not obstruct the general view or obscure other exhibits.
Your activity must be conducted within your contracted stand space and not encroach on the aisle(s) or neighboring exhibits.
Any sound equipment you use should not exceed 85 decibels and must not disrupt the activities of neighboring exhibitors. It is the exhibitor’s responsibility to abide by laws governing copyrighted material.
Damage to Exhibit Facilities The exhibitor must surrender occupied space in the same condition it was received. The exhibitor or his agent shall not injure or deface the walls, columns, or floors of the exhibit facilities, the booths or the equipment or furniture in the booth. When such damage appears, the exhibitor shall be liable to the owner of the property so damaged.
Electrical Every exhibit facility has different electrical requirements and many require exhibitors to obtain all electrical connections (extension cords, power strips etc.) from them. In addition to reviewing the buildings requirements, it is suggested that these minimum guidelines be followed: · All 110-volt wiring should be grounded three-wire. · Wiring that touches the floor should be “SO” cord (minimum 14-gauge/three-wire) flat cord, which is insulated to qualify for “extra hard usage”. · Cord wiring above floor level can be “SJ” which is rated for “hard usage”. · Using cords normally made for use in homes are not recommended and are often prohibited. Cube taps are also not permitted. · Power strips (multi-plug connectors) should be UL approved, with built-in over-load protectors.
Eligibility to Exhibit The ISSCR reserves the right to determine the acceptability of applications for exhibit space. The products or services to be exhibited must be of professional or educational interest or benefit to the registrant and are, in the opinion of the ISSCR, related to the fields of stem cell science and regenerative medicine.
Enforcement of Rules and Regulations Show Management will, at its discretion, deduct all or part of the priority points used to assign space for violation of any of the show rules. If the violation is not corrected within 24 hours after the offending company is notified of the violation, then Show Management may also, at its discretion, levy a fine of $500 USD and reduction of priority points the ISSCR deems commensurate with the offense. If a company repeats a violation, Show Management may deduct points and levy monetary penalties without giving time for the violation to be corrected.
Equipment or Product Presentations off the Exhibit Floor Equipment or product presentations to ISSCR attendees or guests by exhibitors other than on the exhibit floor are expressly prohibited.
Exhibit Admittance Show Management reserves the right to refuse admittance to or to eject from the exhibit floor any objectionable or undesirable person.
Food and Beverage for Hospitality Distribution of food and beverage from your booth is permitted. Popcorn is NOT permitted. All food and/or beverage distributed from your booth must be ordered through Moscone West. For approval on outside food and beverage orders and/or to place an order through Moscone West please refer to contact information in the exhibitor services kit. You will be responsible for payment.
Fire and Safety Regulations San Francisco regulations will be strictly enforced, and exhibitors assume all responsibility for compliance with such regulations. All decorations must be fireproofed and electrical wiring must meet the safety requirements of the San Francisco Fire Department. No combustible material shall be stored in or around exhibit booths.
General Requirements All exhibitors are equal regardless of size and should be given an equal opportunity, within reason, to present their products in the most effective manner to the attendees.
Giveaways Exhibitors may distribute small, tasteful token gifts such as pens, pencils, note pads, pocket calculators, luggage tags, mugs, USB drives, water bottles, and snacks from their booth. Any debris resulting from giveaways or packaging will be cleared by Freeman at the exhibitor’s expense.
The following items are NOT approved: pen or pocket knives, pocket tools, manicure kits, badge holders/lanyards, and cameras.
Gratuities Freeman requests that exhibitors do not tip Freeman employees. Any request for tipping should be brought to the attention of the Freeman representative at the Service Desk.
Hanging Signs Hanging signs are permitted for aisle stands of 20’ x 20’ or greater. Hanging signs of any type are not permitted for In-line or end-cap booths. Hanging signs are permitted to a maximum height of 26’ (to the top of the sign) and should be set back at least 10’ from adjacent booths. Exhibitors who wish to use a hanging sign must submit a written request, and any applicable line drawings or renderings, to show management by 16 May 2016. (The building will have to approve locations based on HVAC vents.) All hanging signs must be installed by the official contractor of Moscone West. Exhibitors are responsible for all related charges including production, shipping, and rigging.
Installation and Dismantling of Exhibits/Union Jurisdiction Freeman has an agreement with the Local Union to provide labor for display erection and dismantling. Full time employees of the exhibiting companies, however, may set their own exhibits without assistance from this local. Move-in or move-out through the Moscone Center lobbies is strictly limited to hand-carried items. Wheels of any kind (dollies, flatbeds, or anything mechanical) are prohibited. Material that requires the use of wheeled or mechanical equipment must be delivered to the exhibit floor through the loading docks. Exhibit product or promotional material that can be hand-carried in a single trip is permissible through the Moscone West lobby. Any labor services that may be required beyond what your regular full time employees can provide must be rendered by the Union. Labor can be ordered in advance by returning the Display Labor form, or at showsite, at the service desk. Proof of full time employment status may be requested by the Union Steward of any personnel working in your booth.
Insurance It is the sole responsibility of the exhibitor for any damages, claims, losses, liabilities or expenses arising from any injury to any person or property that arises out of or is in any manner connected with the exhibitor’s participation in the ISSCR’s Annual Meeting, including its indemnity obligations. Exhibitor shall at its own cost and expense provide General Liability Insurance in an amount not less than $1,000,000 USD to cover such obligations, including show cancellation insurance. This insurance should recognize the ISSCR as an additional insured. The exhibitor agrees to protect, indemnify, defend and hold harmless the ISSCR from and against any and all liabilities, losses, damages, suits, claims, demands, costs and expenses, including but not limited to reasonable attorney’s fees in connection there-with, which may arise or result in any way from the wrongful acts or negligent acts of exhibitor, its agents, contractors and employees. In no event shall the ISSCR be liable to exhibitor for any loss of business, business opportunities, or for any other type of direct or consequential damages alleged to be due under any claim. It is agreed and understood by exhibitor that the sole liability of the ISSCR for any claims of exhibitor shall be a refund of the amounts paid by exhibitor under this agreement as an exclusive remedy.The parties indemnified and insured shall include the ISSCR, its officers, directors, members, agents and employees.
Irregular Activities No person, firm or organization not having contracted with Show Management for space in the exhibit hall will be permitted to display or demonstrate any products, processes, or services, solicit orders or distribute advertising materials at the exhibition. Any infringement of this regulation will result in the prompt removal of the offending person from the exhibit hall.
Labor Skilled labor is available through Freeman to assist in exhibit installation and dismantling. To ensure the orderly and prompt move in and move out of the show, the ISSCR conforms to the rules and regulations of the International Association of Exposition Managers and the Exposition Service Contractors’ including: · Exhibitors who seek permission to use their own contractors (“Exhibitor Appointed Contractors”) must notify Show Management in writing no later than 16 May 2016. This rule will be strictly enforced. Exhibitor Appointed Contractors include photographers, security, etc. · Upon approval by Show Management, Exhibitor Appointed Contractors must supply the name of the supervisor(s) on-site and the appropriate insurance certificates. · Exhibitor Appointed Contractors must abide by the rules and regulations in this exhibitor kit and in the Exhibit Application.
ISSCR Logo The ISSCR logo is the property of the ISSCR and may not be used without the permission of Show Management.
Material Handling See complete instructions in this exhibitor service manual.
No-Show Policy An exhibiting company will be considered a no-show if its booth space is unoccupied by 10:30 am on 22 June 2016. The exhibitor shall be deemed to have cancelled their Exhibit Space Application/Contract for the 2016 Annual Meeting and will forfeit their space. The exhibit space may be assigned to another exhibitor or used by Show Management. The ISSCR will not provide a refund to the exhibitor.
Presenters and Models Professional presenters or models may conduct product and service demonstrations. However, demonstrations are to be straightforward, professional and non-combative in nature, and must avoid the use of sideshow and theatrical gimmicks. Activity and attire of models and demonstrators shall be consistent with the professional atmosphere of the ISSCR Annual Meeting.
Press and Press Kits All press conferences and media events related to an exhibitor’s participation at the ISSCR Annual Meeting must be coordinated with the ISSCR Press Office staff. Press conferences by exhibitors on the exhibit floor are prohibited. No press conferences may be scheduled at hotels or other locations away from the Annual Meeting site.
ISSCR’s communications staff will include a media guide in their press kits. Exhibitors are welcome to be included in this media guide.
To participate, please email your media submissions to media@isscr.org no later than 16 May. Submission criteria is listed below. We encourage you to include a company overview, information on new products and services, and external web addresses where interested members of the media can learn more. Exhibitor submissions will be compiled alphabetically, indexed and provided to media as part of their electronic press kits.
Submission criteria: · Timely information regarding your products and services · Microsoft Word · Size 8 ½ x 11 inches · 1-page overview · 1-inch margins all around · 11-point Arial font · No headers or footers · Logos, graphics and photos are permitted · External web addresses are permitted, but will not be linked · Contact information · All files should be entitled YourCompanyName_Media_Submission Should any members of the media request interviews with your company onsite, ISSCR communications staff will contact you to coordinate the details and provide meeting space. Please feel free to contact media@isscr.org with any questions.
Product Demonstrations Demonstrations are permitted if they are presented in an objective, tasteful manner and approval has been received in advance from ISSCR. Sound must be at a level that does not disturb neighboring exhibits (80 decibels), and presentations must be done in such a manner as not to encourage attendees congregating in the aisles. Exhibitors using audio systems should direct the sound into their booth and not towards the aisle or neighboring exhibits. The exhibitor will be required to stop using a system if, in ISSCR’s opinion, the sound level or presentation is objectionable to the attendees or adjacent exhibitors.
Show Management Approval is required for all product demonstrations and written request for approval must be received by 16 May 2016. Island booths are required to submit blueprints of their exhibit clearly marking the position and nature of the presentation area. Ample room must be provided within the booth to accommodate your audience. For further information, please email exhibits@isscr.org.
Restriction on Selling All over-the-counter sales or sales of any kind that involve the exchange of currency for goods received during the exhibition are prohibited with the exception of book publishers. Book publishers must notify the ISSCR in writing of their intent to sell on the floor. Exhibitors who take orders for merchandise, must have a valid California Seller’s Permit. For a copy of a California Seller’s Permit Application, visit the California State Board of Equalization Web site: www.boe.ca.gov.
Restrictions on Use of Space No exhibitor shall sublet, assign or share any part of their allocated space. Solicitations or demonstrations by exhibitors must be confined within the bounds of their booth.
Safety Standing on chairs, tables or other rental furniture is prohibited. This furniture is not engineered to support your standing weight. Freeman and the ISSCR cannot be held responsible for injuries or falls caused by the improper use of furniture. If assistance is required to assemble your booth, labor may be ordered by the “Display Labor” order form or at the Exhibitor Service Desk, and the necessary ladders and tools will be provided.
Show Cancellation It is mutually agreed that in the event that the 2016 ISSCR Annual Meeting is cancelled in whole or in part, or its scheduled opening is cancelled or delayed, due to fire, explosion, strike, freight embargo, act of God, act of public enemy, act of war, war, act of terrorism, civil disturbance, act of any government, de jure or de facto, or other government declaration or regulation, epidemic or other event over which the ISSCR has no control, then the exhibitor contract may be immediately amended by the ISSCR, and exhibitor hereby waives any and all claims against the ISSCR for damages, reimbursement, refund, or compensation. At the sole discretion of the ISSCR exhibitor refunds will be determined after deduction of any amounts necessary to cover the expense incurred by the ISSCR in connection with the show. The ISSCR shall not be financially liable in the event the show is interrupted, cancelled, moved or rescheduled except as provided herein.
Storage Please arrange the storage of your crates, cases, etc. directly with Freeman. Cases, crates, and storage containers may not be visible in your stand.
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