Home     |     About IHMA     |      Registration     |     Contact Us

 

 

 

   

Agenda Speakers  Exhibitors
& Sponsors      Hotel
   &  Area Educational 
   Credits    Posters Registration
 

Booth Contract

To download exhibitor application form  click here

 

Rules & Regulations

STANDARD BOOTH:

Cost: $1,950*

6’ Table Top

 *Fee includes 1 representative.

Additional staff will be charged $350 to cover food & beverage for entire conference

Includes: 6’ Table, Carpet, 2 chairs and 1 wastebasket. Top linen and front skirting

 

DELUXE BOOTH:

Cost: $2,650**

10 by 10 Space

 **Fee includes 2 representatives and a free bag insert.

Additional staff will be charged $350 to cover food & beverage for entire conference.

 

SUPER DELUXE BOOTH:

Cost: $4,450**

10 by 20 Space

 **Fee includes 2 representatives and a free bag insert.

Additional staff will be charged $350 to cover food & beverage for entire conference.

 

*Exhibit Rental does not include:-
Drayage, Decoration, Labor, Guard/Security Service, Cleaning or Janitorial Services, Electrical, Gas, Water, Internet Connection, Telephone Connection.
 

The space contracted for is to be used solely by the exhibiting company whose name appears on the Exhibitor Contract below and it is agreed that the exhibitor will not sublet or assign any portion of same.

 

HBOT2016 reserves the right to refuse acceptance of an exhibitor/sponsor application, if there’s a commercial conflict of interest with the Title Sponsor.  Under such circumstance, no deposit will be taken.


In order for your chosen space to be reserved, HBOT2016 require a non-refundable 50% deposit to be paid. On receipt of deposit, HBOT2016 will secure that position for the exhibiting company and commence marketing your presence in such areas as the official conference website. The outstanding 50% of agreed fees is required by HBOT2016 on or before August 1st, 2016.


HBOT2016 reserves the right to cancel the contract upon no less than five (5) days written notice to the exhibiting company and to regain the immediate possession of any space and to deny the exhibitor all further right to participate in the Trade Show in the event the exhibitor shall fail to pay HBOT2016 on or before August 1st, 2016. In the event the exhibitor violates any rules or regulations, HBOT2016 has at all times the right to regain the immediate possession of any space.


HBOT2016 reserves the right to retain the 50% deposit already paid, if the exhibiting company fails to pay the balance on or before August 1st, 2016.

CANCELLATION
THE DEPOSIT PAID IS NON REFUNDABLE.

If written notice of cancellation from an exhibitor is received by HBOT2016 on or prior to August 1st, 2016, there will be no liability on the exhibiting company to pay the outstanding balance due. 

Any time after this date, the exhibitor is liable to pay the full amount.

BOOTH ASSIGNMENT, DESIGN & TRADE SHOW FLOOR LAYOUT
HBOT2016 reserves the right to assign, designate or change booth locations. Further, HBOT2016 reserves the right to release and reallocate any exhibit space not secured within five (5) days of selection by a receipt of a signed and completed Exhibitor Contract. In the event an exhibitor reduces the size of their display after the Contract has been signed, HBOT2016 reserves the right to relocate the exhibitor to another location on the show floor and/or change the configuration of their space.

The aisles belong to HBOT2016, unless where otherwise noted by HBOT2016. Neither exhibits nor advertising material will be permitted to protrude into the aisles. HBOT2016 reserves the right to control and prohibit any disturbing noises produced by an exhibitor. No part of any exhibit may be more than eight feet (8') high without written permission of HBOT2016. The side wing displays pipe racks and the like may be as much as eight feet (8') high provided they do not extend out toward the aisle more than five feet (5') from the back wall of the display. Any sides, etc., utilizing the remaining five feet (5') out to the aisle may not be more than four feet (4') high.

All custom construction and booth designs must be approved by HBOT2016 in advance. No exhibit booth shall be allowed to obstruct clear vision to other booths in the same line or adjacent lines unless it is an island display, having four corners on four sides. In the case of island booths, if a solid wall is to be part of the display, or any free-standing unit above eight feet (8') high, or any multi-level construction above eight feet (8') high, a booth rendering must be submitted to HBOT2016 for approval of such construction in advance and may require fire marshal pre-approval; HBOT2016 reserves the right to determine the final placement of such structures. All designs must be received and approved in writing by HBOT2016 by August 1st, 2016. HBOT2016 follows trade show industry standards for booth design and installation, as developed by the International Association for Exposition Management (IAEM). HBOT2016 reserves the right to modify these guidelines as needed to insure the integrity of the Trade Show on behalf of all exhibitors.

SOUND & LIGHTING
HBOT2016 maintains an 80 decibel sound level for all exhibitors at its Trade Shows. This level has been identified as being a safe level for trade show demonstrations by the Occupational Safety & Health Administration (OSHA). To ensure a successful Trade Show for all exhibiting companies and their guests, HBOT2016 as Show Management, reserves the right to closely monitor sound usage and, where necessary, restrict and possibly eliminate the music and other audio demonstrations in an exhibitor's booth at its discretion. Show Management's actions can include, but are not limited to, reviewing and adjusting all sound system and loud-speaker placements within an exhibit, restricting sound levels within a booth, and restricting demonstrations within a booth, regardless of an exhibitor's contracted arrangements with fitness instructors, celebrities, or guests appearing in an exhibitor's booth.

FREIGHT & WAREHOUSE SHIPMENTS
Exhibitors are responsible for coordination and payment of all their freight and labor to and from show site. If an exhibitor's freight is still at show site at the end of the published hours for show dismantle, the hotel will place that freight with a freight carrier at the expense of the exhibiting company. Call Sharon Phillips on 954.540.1896 for details

PHOTOGRAPHY & TAPING
No photography and/or videotaping will be permitted without prior authorization by HBOT2016 Show Management.

INSURANCE
It is the sole responsibility of the exhibitor to obtain the appropriate amount and type of insurance to cover their property, agents or employees, from theft, damage by fire, accident, or any other cause. HBOT2016 will not be responsible for any injury that may occur at exhibits or to an exhibitor's employees, or for the loss of, or damage to, any material from any cause whatsoever, whether in transit, or during the show.

EXHIBITOR DEMONSTRATIONS, HOSPITALITY SUITES, MEETING SPACE
Display or demonstration items outside the exhibit area or scheduling of private functions, cocktail parties, special events, etc. during the period of set-up, show days or dismantle will be permitted only with the written permission of HBOT2016. Neither models hired for your booth space nor booth personnel may walk the aisles of the Trade Show representing or promoting a company product. No canvassing, advertising, displaying, demonstrating, or distributing items and/or literature will be permitted outside the company's own exhibit area without permission of HBOT2016 . No materials or signs shall be posted, nailed or tacked to drapes or walls of the hotel hallways or Trade Show area. No flyers or other printed material will be allowed to be delivered to or placed under hotel guest room doors without Show Management's consent.


EXHIBITOR'S RESPONSIBILITY
Exhibitor booths must be staffed at all times during the regular Trade Show hours. An exhibitor of the Trade Show, and affiliated agents or employees may not enter another exhibitor's booth space without the latter exhibitor's permission. Exhibitors shall abide by and observe all laws, rules and regulations of the federal, state, and city governments, as well as the conference and trade show facilities. All decorations and electrical wiring and fixtures must comply with local fire laws; state and local fire regulations must be followed. Exhibitors planning to serve or dispense food and/or beverages from their booths must contact the hotel.

RULES & REGULATIONS CHANGES
HBOT2016 reserves the right to change or modify these rules and regulations as deemed appropriate to improve the Trade Show. All policies and procedures stated herein and as detailed within the Exhibitor Prospectus will be in effect until further notice.

 

 
 

HBOT2017 is a named conference being run on behalf of

the International Hyperbaric Medical Foundation, a 501-C (3) Charity

Copyright © 2017   HBOT 2017 Conference and Expo