Print 2018 Rules & Regs

RULES AND REGULATIONS


The Arizona Dental Association (THE ASSOCIATION ) extends a cordial invitation to firms and organizations that supply the essential therapeutic agents, services and equipment used in the practice of dentistry to offer technical exhibits at our Western Regional Dental Experience (THE CONVENTION).


GENERAL ELIGIBILITY REQUIREMENTS

All new exhibitors are subject to review and approval by the Council on Annual Session. The Association reserves the right to bar any exhibitor which is not suitable or in accordance with the ethics of the dental profession. The Association or its Committee may accept or reject any application to exhibit in its sole discretion, and has full and final authority to interpret, amend or supplement the rules and regulations presented in this prospectus. Exhibitors, by applying for and accepting exhibit space, agree to abide by these Exhibiting Standards and any rules or regulations that may hereafter be adopted.

All applicants for exhibit space must be in good financial standing with the Association and its agencies and subsidiaries in order to be accepted as exhibitors.


Booth Prices

The accepted forms of payment include: check, money order, Visa, MasterCard and American Express.

Register & pay in full prior to September 1, 2018 & receive a 10% discount
Tier 1 -Premier $2,335.00
Tier 2 - In-Line $2,135.00
Tier 3 - Standard $1,935.00

Includes first night`s stay at headquarters hotel (1 single/double room) per company.
* Renaissance Glendale Hotel & Spa, 9495 W Coyotes Blvd, Glendale, AZ 85305
No allowance will be given for facilities not utilized.


Exhibit Hall Hours

(Exhibitor Move-In)
Wednesday, April 3, 2019 - 8:00am-6:00pm

Thursday, April 4, 2019 - 9:30am-6:00pm
Friday, April 5, 2019 - 9:30am-6:00pm
Saturday April 6, 2019 - 9:30am-3:30pm

(Exhibitor Move-Out)
Saturday, April 6, 2019 3:30pm-7:30pm




Booth Assignment

Participation in the Arizona Dental Association`s Western Regional Dental Experience is on an invitational basis. The Association reserves the right to accept offers for use of space at such Convention from individual exhibitors who had space at the 2017 convention, but is not required to extend such invitation to any individual exhibitor. The extension of such invitation is based upon an exhibitor`s acceptability. Exhibit space contracts will not be binding in the event of fire, strikes, riot, civic disturbance, war, or other unavoidable circumstances rendering the building housing exhibits unfit for use, or that may prevent the presentation of the Western Regional Dental Experience. Exhibitors shall indemnify and hold harmless the Arizona Dental Association from any/all liability which might ensue from any cause whatsoever. In such event, all deposits and payments made by the exhibitor for exhibit space shall be retained by the Association and shall be applied toward payment and reimbursement of costs and expenses incurred, or paid by the Association in connection with the preparation for or presentation of the 2018 Western Regional Dental Experience. Any excess of said deposits and payments over said costs and expenses shall be returned to the exhibitor on such basis as the Association shall deem reasonable.

The Arizona Dental Association reserves the right to rearrange the floor plan if necessary, without prior
notice to Exhibitor. Subletting space is strictly prohibited.


Sales by Non-Exhibiting Companies

Solicitation by non-exhibitors is prohibited. Firms and representatives not assigned exhibit space are prohibited from soliciting business in any form in the Media Center; violators will be required to immediately leave the Facility.


Exhibitor Badge Pickup and On-Site Registration

All exhibits personnel must be a bona fide full-time employees of the exhibiting company or representatives who receive commission, brokerage, or salary from the exhibitor. False certification of individuals as exhibit representatives, misuse of exhibitor badges, or any other method or device used to assist unauthorized persons to gain admission to the exhibit floor, may be subject to a fine of the applicable registration fee and/or expulsion of the exhibitor from the exposition and barring him/her from further entrance to the floor without obligation on the part of the Association for refund of any fees. Upon the exercise of this authority, the exhibitor, his employees and/or agents waives any rights or claims for damages against the Arizona Dental Association arising out of the enforcement of this paragraph. Each exhibit space is limited to individuals, business firms, manufacturers, and dealers who have contracted and paid for space. 

Badges may be picked up at Exhibitor Registration desk. Identification and company business card required. The Exhibitor Registration Desk will be located in dock area. Exhibit booths must be staffed by registered exhibit personnel at all times during the official show hours. Each exhibiting company will be allowed to register a total of five (5) booth personnel per booth. Additional booth personnel, over the five (5) per booth allowance, will be charged a $20 fee per registrant. Maximum of ten (10) badges per booth. All exhibitors are required to order personnel badges in advance. Dentist, hygienists, assistants, or technicians may not register as a guest of an exhibitor.


Registration Desk Hours

Wednesday, April 3, 2019    8:00 am - 6:00 pm
Thursday, April 4, 2019        8:00 am - 6:00 pm
Friday, April 5, 2019             8:00 am - 6:00 pm
Saturday, April 6, 2019         8:00 am - noon



Cancellation Policies

Exhibitors wishing to cancel contracted space must do so in writing, postmarked by January 4, 2019 Cancellations postmarked after January 4, 2019 are subject to a $500.00 per booth cancellation fee. Cancellations postmarked after January 31, 2019 are non-refundable.


Failure to Occupy Space

Failure to claim assigned booth space by 10:00 am on April 12, 2018 will result in forfeiture of all fees unless arrangements for the delayed occupancy have been made in writing to the Exhibits Manager prior to the assigned set up date.


Exhibiting Dismantling

Saturday, April 14, 2018 3:30 pm - 7:30 pm. Dismantling before the conclusion of show hours on Saturday will result in a $500.00 penalty and the removal of the company name from the priority mailing list. Exhibitors will complete arrangements for prompt outbound shipment with the General Service Contractor. Packing of all exhibit freight must be completed no later than 10:00 pm on April 8, 2018. All freight not called for by 10:00 pm on April 8, 2018 may be shipped by a carrier selected by the General Service Contractor at the exhibitor`s expense.


Food & Beverage

Exhibitors are not permitted to bring food and beverage items into the exhibit hall; all food & beverage items must be ordered in advance from the Exhibitor Kit. Failure to comply will result in immediate closure of exhibit booth and non-refundable cancellation of contract.


Liability/Security

Reliable security will be provided in the exhibit hall on a 24-hour basis commencing at 8:00 am on Wednesday, April 11, 2018 and will continue through closing on Saturday April 14, 2018 at 7:30pm. The Association assumes no responsibility for the loss or theft of exhibit materials and/or merchandise and urges the exhibitors to take every security precaution and coverage to prevent loss.


Non-Endorsement

The exhibiting of products at an annual Convention of the Arizona Dental Association does NOT constitute and endorsement by the Association of the products so exhibited.


General Restrictions

  • Nothing shall be constructed, built, installed or used as a part of, or in connection with an exhibit which does not conform to the requirements of federal, state and municipal, ordinances and regulations.
  • Interference with the light or space of other exhibitors will not be allowed. Use of wings on backgrounds of exhibits will not be permitted. Special signs shall not extend more than eight (8) feet above the floor or above the lower level of name sign, whichever is the lower and no side or dividing partition or other separator between exhibits shall extend higher than three (3) feet, three (3) inches from the floor level unless prior written authorization is obtained from the Association.
  • Purely decorative material may extend above 8 foot limit providing (1) it is in good taste, (2) it is in keeping with the general tone of the meeting and (3) it does not interfere with or detract from adjoining exhibits. The placement of all signs, banners and advertising matter shall be subject to the approval of the Association. Public address systems and sound motion pictures may not be used. All banners and decorative material must be fireproofed and conform to the requirements of the fire department.
Aisle space may not be used for exhibit purposes, mechanical or moving robots, displays or signs or for solicitation of business. Distribution of cards, circulars, samples or exhibit material is expressly forbidden in areas outside of the exhibit booth unless a sponsor contract is in place.


Care of the Building

A non-refundable $5.00 fee is incorporated into the cost of each 10 x 10 exhibit booth. Exhibitors will be held responsible for any damage done to the building, equipment, or decorations by them or their employees. No nails, tacks, or screws shall be driven into walls, woodworks, or floors of the building or otherwise attached to any of the pillars, doors, etc. in such manner as to deface or destroy the surface. Gasoline, kerosene, acetylene, or other flammable or explosive substances will NOT be permitted in the building.


Supplies Furnished

In addition to the 10 x 10 exhibit space, The Association will provide a one-line name sign and choice of:
(1) 6 foot counter high table, draped and covered, with two (2) chairs or
(1) 6 foot (bistro) high table, draped and covered, with one (1) stool.
(No allowance will be given for supplies not utilized)

*Additional supplies or services must be arranged by individual exhibitors through the Association`s commercial decorating firm, Brede Exposition Services (602) 275-5900.

Exhibitors will be e-mailed an Exposition Service Kit that will supply data on costs for such items as electrical outlets, carpentry, draperies, special signs, construction work, chairs and tables, spotlight, etc. that may be ordered from the official service contractor. Exhibitors shall promptly pay all service charges to service contractor for special facilities, and shall indemnify and hold harmless the Association from any liability from installation of special facilities.


FREIGHT/STORAGE SHIPMENTS TO DECORATOR

All advanced shipments to our Decorator should be addressed to: 
 
Company Name
For Arizona Dental Association Convention - April 12-14, 2018
Booth #
(insert your booth number)
Brede Exposition Services c/o Yellow Freight
2425 S 43rd Ave. Phoenix AZ 85009-6012

For decorator-related questions, please contact Brede Exposition Services at (602) 275-5900 or email csarizona@brede.com. 
Be mindful of STRICT deadlines!


Storage of Crates

The service contractor will hold all materials until delivery and set-up date, and will assist in unloading storage of empty crates and cartons on dismantling date, and will see to crating and reloading as required.


Indemnification

By submitting an Application and contract for Exhibit Space ("Application"), each Exhibitor agrees to indemnify, hold harmless and defend the Arizona Dental Association, Renaissance Glendale Hotel & Spa, and Brede Exposition Services and each of their affiliates and subsidiaries, the City of Glendale and its elected officials, and each of their directors, members, officers, agents, employees, and representatives (each an "Indemnified Party"), from all claims, losses, liabilities, damages, actions, judgments, penalties, costs, and expenses (including attorney fees and costs) arising in, at, out of or in connection with the Exhibitor`s exhibit or the installation, maintenance, conduct, use, operation or removal of such exhibit or any part thereof, by Exhibitor or its officers, directors, employees, agents, representatives, invitees, agents or contractors. Such indemnification shall be effective regardless of any claim of negligence on the part of any Indemnified Party. This provision shall be construed to be incorporated into the Application.


Liability Insurance

As part of the Application, Exhibitors must provide the Arizona Dental Association with an original Certificate of Insurance showing the applicable insurance coverage in effect through April 14, 2018, evidencing all of the coverages, with minimum limits, additional insured and hold harmless and waiver of subrogation language, and other provisions prescribed in the accompanying Certificate of Insurance .The Arizona Dental Association reserves the right, in its sole discretion, to terminate the application of any exhibitor failing to meet in any respect the insurance requirements. The Arizona Dental Association further reserves the right, in its sole discretion to require higher minimum limits of coverage for any exhibitor. Any exhibitor that is not required to maintain workers` compensation and employer`s liability coverage under state law should contact the Arizona Dental Association.