Exhibit Hall Rules & Regulations
The purpose of the LACUE exhibit is to complement the program sessions by informing and educating educators and technology coordinators about the latest developments of products and services in this field.
The name “LACUE ” when used herein or in subsequent material shall mean the Louisiana Association of Computer using Educators , its committees, agents or employees acting for the management of the conference.
Exhibiting firms and companies will be limited to those providing services, products or publications, which are directly applicable to the field of physical therapy. LACUE reserves the right to decline any exhibit application or to require any exhibitor to remove and exhibit or any part of an exhibit which, in the sole judgment of LACUE , is misleading or deceptive, in poor taste, or unsuitable to or not in keeping with the character and objectives of the conference.
ASSIGNMENT OF BOOTH SPACE AND FLOOR PLAN
All applications will be submitted online. LACUE reserves the right to make the allocation of exhibit space or to change the space allocation at any time based on space availability or other considerations in the overall interest of the exhibit. The failure to allocate an Exhibitor its requested space will not in any way affect the enforceability of this Agreement. The floor plan submitted is believed to be generally accurate, but LACUE makes no warranties or representations with respect to actual measurements.
CANCELLATION BY EXHIBITOR
LACUE will refund 80% of the space rental charge for cancellations received on or before October 31, 2018. Cancellations received October 31, 2018 or later will forfeit 100% of the space rental charge to LACUE . LACUE reserves the right to occupy, resell said space to another exhibitor without any rebate or allowance to the cancelling Exhibitor except as provided above. All cancellations of exhibit space Exhibitor except as provided above. All cancellations of exhibit space must be submitted in writing and will be applied on the date of receipt.
The LACUE Official Service Contractor shall prepare and distribute to Exhibitors an Exhibitor Service Kit containing general and technical information regarding the Exposition, instructions, rules, regulations, order forms and other pertinent information prior to the show’s commencement date.
Each exhibitor must identify one representative to have charge of the Exhibit, and who hereby accepts and assumes responsibility for such representatives, or alternatives, being in attendance at its exhibit throughout exhibit periods.
Exhibit booths are not to exceed 10 feet in depth, 10 feet in height, and 10 feet in width. Side rail dividers that are 8 feet high may not extend more than 3 feet forward from the back wall of the booth so as to not obstruct the view of other exhibits. If constructed display fails to meet the requirements, LACUE reserves the right to authorize removal or relocation of the display.
All booths must be fully installed prior to the opening time of the exhibit as specified by LACUE . Exhibitors may not dismantle their booth or pack any portion of their exhibit prior to the official closing hour of the exhibit. Delivery or removal of any part of an exhibit is prohibited during official show hours unless prior consent has been given by LACUE.
FAILURE TO OCCUPY SPACE
Any space not occupied within the allocated set up time as specified by LACUE will be forfeited by the Exhibitor, and that space may be resold, reassigned or otherwise used by LACUE without refund of rental price, unless arrangements for delayed occupancy have been received prior written approval by LACUE.
Circulars, advertising materials, etc. may be distributed, and patronage solicited only within the space assigned to the Exhibitor presenting the material. Exhibit space may not be occupied by or sublet to any firm other than the firm which originally contracted for said space. Exhibitors are prohibited from using amplifying equipment of any nature without permission from LACUE ; if permission is granted, the use of such equipment must not interfere with adjacent exhibits or other activities in the exhibit hall. If the premises are defaced or damaged by an act of negligence by any exhibitor, its agents or guests, the Exhibitor will pay the sum deemed necessary for complete restoration to previous conditions.
The Exhibitor is responsible to secure permission from copyright holders for the use of any copyrighted materials (including but not limited to printed matter, music, video and software) during the Exposition. Exhibitor must provide proof of said certification or licensing. The Exhibitor agrees to indemnify, defend and hold harmless LACUE from and against any and all demands, claims, suits, cause or causes of action, whether at law or in equity costs, expenses and attorney’s fees and any liability to LACUE arising from improper use of copyrighted matter during exhibit hours.
EXHIBIT DESIGN REGULATIONS
Please read carefully the accompanying Booth Design Rules and Regulations for design and setup for displays at the LACUE Annual Conference and Exposition. LACUE has adopted these rules and regulations from the International Association of Exhibitions and Events.
Exhibitor agrees that hosting social events, sales meetings, client presentations, etc. during official conference program hours and in an area outside of the official exhibit space assigned to the exhibitor is detrimental to the overall conference, the other exhibiting companies and attendees. For this reason, exhibitors are prohibited from hosting conflicting events during official conference program hours. Hospitality functions may be sponsored/hosted during approved times and dates set by LACUE .Marketing materials/invitations issued by the exhibiting company related to approved hospitality events must be approved by LACUE.
LIABILITY AND SECURITY
Each Exhibitor must make provisions for the safeguarding of his/her goods, materials, equipment, and display at all times. LACUE expressly disavows any responsibility for any theft or other damage occasioned by the negligence of such security personnel. LACUE strongly recommends that each exhibiting company secure a rider policy through its insurance agent to cover all booths and display items during transportation to and from this conference as well as during installation, exhibit days, and dismantling. Neither LACUE , the employees thereof, nor any member of the LACUE conference planning committee, nor the host facility will be responsible for any injury, loss, or damage that may occur to the exhibit or the Exhibitor’s employees or property, prior, during, or subsequent to the period covered by the exhibit contract, provided said injury, loss, or damage is not caused by the gross negligence or willful misconduct of one or more the aforementioned parties. The Exhibitor expressly releases the foregoing names, associations, individuals, committee and firms from any agreement to indemnify it against any and all claims for such loss, damage or injury. It is expressly agreed that neither LACUE , nor the service contractor, nor the Host Facility shall be held liable or accountable for any losses, damages, or injuries which may be sustained or incurred by any person whomsoever, who may be on the premises leased by or assigned to any Exhibitor, including (but not limited to) any agent, employee, or representative of any Exhibitor. The Exhibitor expressly agrees that he/she will hold, keep, save harmless, and indemnify LACUE and the service contractor from any and all such claims. The Exhibitor agrees to defend, indemnify and hold harmless LACUE , the Host Facility, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates from any damage or charges resulting from Exhibitor’s use of property. Exhibitor’s liability shall include losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees and business invitees which arise from, or out of, the Exhibitor’s occupancy and use of the exhibition premises, the Hotel or any part thereof. Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Host Facility, its owners or managers that results from any act or omission of Exhibitor.
Exhibitor shall be fully responsible to pay for any and all damages to property owned by Hyatt (HYATT REGENCY NEW ORLEANS), its owners or managers which result from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnul’ and hold harmless, Hyatt (HYATT REGENCY NEW ORLEANS), its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, the Hotel or any part thereof.
Each Exhibitor is required to insure itself against property loss or damage and against liability for personal injury. Proof of a Certificate of Liability Insurance covering the exhibitor for a minimum of one million dollars ($1,000,000) MUST be made available to LACUE upon request.
AMERICAN DISABILITIES ACT COMPLIANCE
The Exhibitor agrees to comply with ADA guidelines in ensuring their booth is safe and accessible to persons with disabilities. Reasonable accommodations include but are not limited to: wheelchair access into the booth including proper ramping to raised platforms; listening systems for hearing disabled persons; no architectural barriers or protruding objects dangerous to visually disabled persons; display counter or touch screen display heights accessible to disabled persons. LACUE reserves the right to require ADA non-compliant exhibitors to modify their booth where readily achievable and technically feasible.
ON THE FLOOR SALES
Exhibitors are encouraged to offer information that is educational, professional, and instructional. Exhibitors who sell merchandise are responsible for obtaining any state, and/or local sales tax permits, if required, and for paying the resulting tax on gross sales as required by law.
CANCELLATION OF EXPOSITION
Should any situation beyond the control of LACUE arise to prevent the Exposition from being held, either in whole or in part, LACUE will not be held liable for any expenses incurred by the exhibitor except the fee for rental booth space less a proportionate share of expenses incurred and committed by LACUE . Such situations include but are not limited to destruction or damage of the exhibit hall, or strike, lockout, emergency, injunction, act of God, act of war, act of threat of terrorism, or any other cause beyond the control of LACUE.
Violations of any of these regulations or prevailing laws on the part of the exhibitor, his/her employees, or agents shall, at the option of LACUE , annul the right to occupy space and such an Exhibitor will forfeit to LACUE all monies paid. LACUE may re-enter and take possession of the space occupied by the Exhibitor and remove all persons and goods at the Exhibitor’s risk and Exhibitor shall pay such expenses and all damages which LACUE may incur, and forfeit all monies paid or due to LACUE on account thereof. The Exhibitor waives any right to written notice from LACUE of its intention to terminate this agreement and repossess space occupied by the Exhibitor by reason of such violation.
LACUE may at any time amend these terms and conditions and documents included herein by reference and each exhibitor shall be bound thereby. In the event of any amendments or additions to these regulations, written notice will be given by LACUE to such exhibitors as may be affected by them. In addition, LACUE may post or publish notice of such amendments as it may think appropriate or find practical.
LIABILITY AND SECURITY
The LACUE reserves the right to render all interpretations and decisions, should any question arise, and to establish further regulations as may be deemed necessary to the general success and wellbeing of the Conference. All matters and questions not covered in these policies are subject to the final judgment and decision of LACUE.
DISPLAY RULES AND REGULATIONS
The following Booth Design Rules and Regulations have been developed to assist in effectively administering the Exposition and to promote continuity in exhibit design and setup for displays at the LACUE Annual Conference. All Exhibitors are considered equal regardless of size and are given equal opportunity, within reason, to present their product in the most effective manner to the audience. Exhibit Management has adopted the following booth dimension rules and regulations from the International Association of Exhibitions and Events (IAEE) in an effort to make this possible while still allowing the greatest flexibility in the overall exhibit. Exhibits will be so arranged as not to obstruct the general view, nor hide the exhibits of others.
Line of Sight
Signs, displays, products, and fixtures for all exhibit configurations located within an area 5 feet from the aisle and 10 feet from a neighboring exhibit can be no more than 4 feet high.
Contact the LACUE Office with any questions regarding Exhibit Rules and Regulations: