ACUI Expo Terms and Conditions
If, in the judgment of ACUI, an
exhibitor is operating contrary to the policies of the Association or
the JW Marriott Indianapolis ACUI may cancel the exhibitor’s space, and the
exhibitor’s fee will be forfeited. ACUI reserves the right to change
non-rented spaces within the ACUI Expo without notice to the exhibitors.
- ACUI will make every attempt to comply with requests for
assignment of exhibit locations on a first-come, first-served basis.
Location assignments will be made solely at the discretion of the ACUI
Expo manager beginning the first week of December. The ACUI Expo manager
reserves the right to reconfigure the show floor as it deems necessary
in the best interest of the show or for logistical reasons. This
contract is for the use of the amount of space indicated and not for any
specific location on the show floor.
- Any space unclaimed one
hour before opening on the first show day may be resold or reassigned by
the ACUI Expo manager without obligation on the part of ACUI for any
refund whatsoever. All setup must be complete one hour prior to the
opening of the show. All exhibits and materials must be removed from the
hall within three hours of the close of the show.
- There is no smoking allowed in the ACUI Expo nor near any entrance to the facility, during the event, setup, or tear down.
- Booths must be staffed during all show hours and until the official closing of the ACUI Expo.
- This contract provides for the use of exhibit space only. Furnishings
(other than these included in the basic package), installation or
removal labor, freight, drayage, Internet access, and electric service
are not included in these fees.
- Each exhibitor is solely and
fully responsible for its own material and should insure its exhibit
against loss or damage from any cause whatsoever.
must furnish ACUI with a list of items to be exhibited. ACUI reserves
the right to accept or reject any exhibit that may detract from the
general character of the display.
- Any food or beverage service
from your exhibit booth must be coordinated with ACUI prior to the
conference. A food waiver must be signed between the hotel and the
- Display boards and other high exhibits must not be
placed so as to interfere with other exhibits. Any item in excess of 4’
in height must be kept within 3’ of the rear of the booth, and no
construction can exceed 8’ in height. If your display exceeds these
limits, contact ACUI, and an attempt will be made to locate your exhibit
where it will not interfere with other booths.
- Blocking the line of sight for neighboring booths is prohibited.
- If the operation of any equipment produces noise or odors annoying or
inconvenient to exhibitors or delegates, it will be necessary to
discontinue such an operation. Sound may reach the immediate
vicinity of the exhibitor’s area only, and it is urged that displays
with sound be equipped with earphones.
- All demonstrations,
interviews, or other activities must be confined to the booth. Aisles
must be kept clear, and exhibits must be arranged so that salespersons
will be inside the rented space.
- Exhibitors may have drawings
and award prizes or gifts in their own exhibit booths. There will be no
exhibitor drawings or awarding of prizes at any conference function
without prior approval from the ACUI Expo manager.
and sales promotion materials may be distributed from booths only. No
materials may be left in public areas for distribution or placed on
seats, attached to the walls, ceilings, and so forth of the JW Marriott Indianapolis.
- No exhibitor or sponsor can exhibit or permit to be
exhibited in the space allotted or as part of their sponsorship any
company, organization, or products other than those specified in the
application. Subletting or licensing of space or use of space not
explicitly authorized in writing by the ACUI Expo manager is prohibited.
Sharing of an exhibit by two or more companies is not permitted except
as specifically arranged and approved by the ACUI Expo manager in
writing in advance.
- Exhibitors are asked to refrain from
operating hospitality suites at times that conflict with events that are
part of the official conference program. Hospitality functions should
not encourage or permit alcohol abuse nor place emphasis on quantity and
frequency of use of alcoholic beverages. Food and alternative beverages
should always be available. Hospitality suites must be open to all
registered conference guests and ACUI staff.
- Hotel meeting rooms will not be available for movie screening or talent showcasing.
- Exhibits must comply with all union labor regulations. Rules and
regulations for union labor are made by local unions and may be changed
at any time.
- Exhibitors will be held responsible for any damage
done to the JW Marriott Indianapolis property by the exhibitor or
representatives of the exhibitor. No nails, tacks, screws, or other
items can be driven into the walls or floor of the building.
security officer will be on duty in the ACUI Expo area while exhibits
are closed. The officer’s presence does not constitute acceptance of any
responsibility for security of the exhibitors’ products. Any items of
value should be taken from the hall when booths are unattended. An ACUI
Expo committee member will staff the entrance during the hours that the
exhibit area is open.
- Any grievances during the conference should be directed first to the ACUI Expo manager.
- The purpose of the Association’s exhibits is educational. The exhibits
permit conference delegates to become familiar with vendors, their
products, and their services. The Association is a tax-exempt
educational organization under Section 501(c)3 of the U.S. Internal
Revenue Code, and activities that might jeopardize this tax exemption
must be avoided.
- As participants in this meeting, we need to be
mindful of the constraints of antitrust laws. There shall be no
discussions of agreements or concerted actions that may restrain
competition. This prohibition includes the exchange of information
between exhibitors concerning individual prices, rates, coverages,
market practices, claims settlement practices, or any other competitive
aspect of an individual company’s operation. Each participant is
obligated to speak up immediately for the purpose of preventing any
discussion falling outside these bounds.
Cancellation of Lease
Exhibitors will have the right to cancel this agreement at any time by
written notice to ACUI. In the event of such cancellation received up to
180 days prior to the ACUI Expo, ACUI will refund any rental payments
already made by the exhibitor minus a $900 processing fee. ACUI will
refund 50% of the total booth space cost on cancellations
received between 120 and 180 days prior to the ACUI Expo provided the
booth is paid in full. No refunds will be made on cancellations received
within 120 days of the ACUI Expo.
Rules and Regulations
ensure efficient and punctual set-up and tear-down, this show will
conform to the rules and regulations formulated by the National
Association of Exposition Managers and the Exposition Service
Contractors Association. These rules specify exactly how an exhibitor
may use the services of a firm other than the official contractor to
install and dismantle exhibits in a show. Exhibitors must notify the
show manager at least 30 days in advance of the show that they will be
using an outside contractor, supplying the name, address, and supervisor
in attendance. Outside contractors must communicate to the show manager
at least 30 days in advance of the show what exhibiting companies have
requested work and whom the outside contractor will employ. The
contractor must supply appropriate insurance certificates.
Exhibitor assumes entire responsibility and hereby agrees to protect,
indemnify, defend, and save ACUI and the JW Marriott Indianapolis and its
employees and agents harmless against all claims, losses, and damages to
persons or property, governmental charges or fines, and attorney fees
arising out of or caused by exhibitor’s installation, removal,
maintenance, occupancy, or use of the exhibition premises or a part
hereof, excluding any such liability caused by the sole negligence of
the JW Marriott Indianapolis, its employees, and its agents.
For questions, contact or 812.245.8055 or email@example.com.