BIO Exhibitor Rules and Regulations

(As of January, 2007 - Subject to Change)

* Please Note:  The information highlighted in red in the content below has been updated from the original General Terms and Conditions included in the Exhibit Space Contract.

Conditions and Rules

It is understood that the following conditions and rules are agreed to as part of the contract between the Biotechnology Industry Organization, hereinafter referred to as Show Management, and those who purchase exhibit space (“Exhibitor”) in the BIO 2007 International Convention (“Exhibition”). Show Management shall have the authority to interpret and enforce these rules. All matters not covered by these rules are subject to the discretion of Show Management.  All decisions so made shall be as binding on all parties as the original rules. The exhibiting firm or its designated representative is responsible for familiarizing itself with all rules and regulations. The exhibiting firm or its representative who fails to observe these conditions or the terms of the contract may be excluded from the Exhibition without refund.

General Terms and Conditions

*BIO reserves the right to take the following actions at any time prior to or during the Exhibition and at its sole discretion: (1) terminate this agreement or decline to provide space to an Exhibitor for any reason, including but not limited to Exhibitor conduct, or Exhibitor use, promotion and/or distribution of material(s) and/or content, that is objectionable to BIO or is not consistent with BIO’s bylaws, rules and regulations, or mission;  (2) prohibit any exhibit, or part thereof, that violates this Agreement or is, in any other way, not suitable for, or not in keeping with the character and spirit of, the Exhibition; (c) close any exhibit that is determined by Show Management to be too loud or disruptive and/or to disturb other exhibits because of, among other things, material, content or method of operation; and/or (4) refuse to permit an Exhibitor who violates this Agreement to participate in one or more future BIO Exhibitions.

Terms of Payment

Upon receiving a contract, the main contact will receive an email confirmation notice with an invoice and payment instructions.

Fees

Cost per square foot = $38 BIO Member $42 Non Member

Example = 10’ x 10’ linear = $3,800 BIO Member

Additional Fees:
$400 corner location fee
$600 island fee
$1,200 additional specialty pavilion fee
$15 per square feet for pavilions carpeting an aisle within the pavilion (plus carpeting fee)
Sponsorship fees apply to exhibitors occupying 400 square feet or more.

Payment Schedule

• 20% deposit within 30 days of signing the 2007 Exhibit Space Contract
• 50% additional deposit due September 15, 2006
• 30% final payment due January 15, 2007

Payment will be due immediately and is considered later after (10) days. BIO has the right to reassign and /or sell Exhibitor’s exhibit space if payment deadlines are missed without notification to the Exhibitor.

Cancellation Policy

Cancellations (or reduction in exhibit space occupied) must be received in writing from the primary contact on file.

• The 20% deposit on an exhibit contract is non-refundable.
• Cancellations between September 15, 2006 – January 15, 2007 are subject to 50% cancellation fee in addition to the initial deposit .
• No refunds due to exhibit space cancellation after January 15, 2007. The Exhibitor will be obligated to pay the total rental cost of the exhibit space as outlined in the Exhibit Space Contract.

Occupancy by Exhibitor

It is further agreed that actual occupancy of the space reserved by the Exhibitor is of the essence. If the Exhibitor does not occupy the space by 5:00 the evening before the show opens, BIO may occupy or cause said space to be occupied as it may deem best for the interest of BIO without in any way releasing the Exhibitor from any liability hereunder. Furthermore, if the Exhibitor does not occupy/staff the space, all rights of a BIO Exhibitor (such as Press Room distribution, education badges, etc.) will be revoked. All exhibits/displays must remain staffed and fully intact through the show hours. Premature dismantling of and/or failure to fully staff said space during the entire show could result in the loss of future exhibit participation.

Amendments

Show Management may amend these rules and regulations at any time, and all amendments so made shall be binding on Exhibitors equally with the original rules and regulations.

Disputes

Any and all disputes with respect to BIO exhibit rules and regulations must be taken up with Show Management. Rules and regulations are subject to interpretation and decision as provided in paragraph one above. This Agreement shall be governed and construed in accordance with the laws of the District of Columbia, exclusive of any conflict-of-law provisions, and Exhibitor hereby submits to the jurisdiction of the state and federal courts within the District of Columbia, for proceedings related to this Agreement.

Force Majeure

It is further agreed that in the case that said premises shall be destroyed by fire or the elements, or by any other cause, or in the case of government intervention or regulation, military activity, strikes, or any other circumstances that make it impossible or inadvisable for BIO to hold the Exhibition or portion thereof at the time and place herein provided, this Agreement shall terminate and the said Exhibitor shall and does hereby waive any claim for property or other damages or compensation except the pro rated return on the amount paid after deduction by Show Management of actual expenses incurred in connection with the Exhibition, and there shall be no further liability on the part of either party.

Liability and Insurance

Show Management, the Convention Center and their officers, directors, agents, employees or representatives (hereafter referred to as the indemnities) shall not be responsible for any injury, loss or damage that may occur to the Exhibitor, or to the Exhibitor's employees or property, prior, during or subsequent to the period covered by this Agreement. The Exhibitor, on signing this contract, expressly releases the indemnities from, and agrees to indemnify same against, any and all claims for such loss, damage or injury. The Exhibitor also agrees to indemnify the indemnities from any and all liability, costs or damages arising out of or relating to acts or omissions of the Exhibitor, its agents or employees including any security personnel hired directly by Exhibitor pursuant to the procedures enumerated below. Exhibitors desiring to carry insurance on their exhibits will place it at their own expense. As a courtesy, watchman service will be contracted for on a 24-hour basis for the duration of the Exhibition. Exhibitors desiring special security precautions should arrange for private guard service, if desired, or should make arrangements to have locked facilities available in their booth for the storage of display materials or products. In no event shall Show Management or any of its officers, directors, agents or employees be liable to Exhibitors for any amount beyond of the booth rental fee actually paid by the Exhibitor to Show Management with respect to which or in connection with which liability is asserted for any indirect, incidental, consequential or other damages (including but not limited to claims for lost profits) arising out of or relating to a Exhibition event, the rental of booth space, the conduct of Show Management, any breach of contract, or any other act, omission or occurrence.

Shipping Insurance

Exhibiting firms are recommended to obtain insurance policies covering the transporting of their booth materials, equipment, or both from their home base to the Exhibition and return. Exhibiting firms must also have public liability and property damage insurance, including products liability.

Use of BIO Name

The use or display in any manner or medium of Biotechnology Industry Organization’s name, logo, acronym (BIO), marks or copyrighted materials is not permitted, and no reference, implication or use of such BIO name, logo, acronym, marks or copyrighted materials may be made to claim or imply BIO endorsement, affiliation or approval of any product, service or program without the express, prior written consent of BIO.

Damage of Property

Exhibitors are liable for any damage caused to Exhibition building, floors, walls, columns standard booth equipment or other Exhibitors’ property. Exhibitors may not apply paint, lacquer, adhesive or any other coating to building columns and floors, or to standard booth equipment.

* Limitations specific to all exhibits located in the exhibition halls in the BCEC:
Exhibit – Glitter, Confetti, Popcorn, and Other Materials

The use of glitter, confetti, sand, or simulated snow types of material, as well as popcorn, is NOT permitted in the BCEC. Additionally, adhesive-backed decals may not be given away or utilized.

Exhibit – Affixing to the Facility Structure

• Rigging of cable/hanging devices or affixing and materials to the ceiling, electrical buss ducts and conduits, on sprinkler pipes, ventilation equipment, windows, columns or any other physical structure at the BCEC is strictly prohibited.
• Exhibitors shall not cause or permit any nails, staples, hooks, tacks, screws, or the like to be driven into the facility structure (including, but not limited to, any wall, ceiling, column, stone, window, drape, painted, carpeted or concrete surfaces) of the premises.
• Exhibitors shall not erect any decorations or use adhesive materials, including tape that can deface the walls, ceilings, floors, facilities, and equipment contained on the premises.
• Walls, floors, ceilings, or other areas of the Center or its furnishings or fixtures are not to be painted or have permanent coverings applied.

Official Contractors

In the best interest of the Exhibitors, Show Management has appointed various official service contractors for such services as material handling, furniture rental, booth and floral decorations, signs, photographs, drinking water, skilled labor or any other service deemed necessary.

Exhibitor Appointed Contractors

Exhibitors utilizing the services of any contractor other than those appointed by Show Management must obtain permission from Show Management. These companies include, but are not limited to, any installation and dismantling company, sound and lighting firms, production or promotion firms, or any person or firm providing direct services to the exhibitors.

Permission to use an Exhibitor appointed contractor cannot be given for utilities or material handling services. In addition, Exhibitor appointed contractors are required to provide a Certificate of Liability Insurance with minimum liability coverage of $1 million. Notice of intent to use an Exhibitor appointed contractor must be submitted to Show Management by way of the Exhibitor Appointed
Contractor Form accompanied by the insurance certificate no less than 45 days before the first day official day of exhibiting.

In addition, the contractor must 1). Submit a list the names of all company representatives working in the exhibit area; 2). Adhere to all Exhibitor move-in and move-out hours and regulations; 3). Check-in at the Exhibitor Appointed Contractor Desk upon arrival each day to redeem the proper credentials to access the Exhibit hall 4). Abstain from soliciting business from Exhibitors on-site or during the Exhibition including, but not limited to the posting of signs and setting-up service desk. Detailed procedures will be included in the Exhibitor Service Manual 5). Agree to abide by all Show Management rules regulations and instructions provided to the Exhibitor; and cooperate with the Official Service Contractor and not interfere with the timely construction of the Exhibition.

Registration and Admission

Admission to the Exhibition will be by official badge obtained upon registration, entitling the wearer to attendance in accordance with admission policies. The badge is not transferable. Show Management shall have sole authority over admission policies at all times. After opening day, Exhibitors will be permitted to enter the exhibit area 90 minutes before the scheduled opening time. If for any reason a properly badged Exhibitor or representative desires to enter the exhibit area in advance of the prescribed time, or after closing hours, a request specifying the reason and giving all names of persons who will enter the exhibit area in accordance with such request shall be presented to Show Management for approval. Exhibitors receiving approval will be required to have an official security representative escort the group to the designated booth. All costs associated with admission during non-official hours, including but not limited to security, will be the responsibility of the Exhibitor. Show Management reserves the right to refuse admission or eject from the Exhibition any person whose conduct is deemed by Show Management to be disorderly or unbecoming. The license granted by admission to the Exhibition may be terminated by tendering to the attendee the purchase price of admission to the Exhibition.

Age Requirements

In the interest of safety and injury prevention, no one under 18 years of age (infants included) will be permitted in the exhibit hall during move-in, the duration of the Exhibition, and move-out. Show Management reserves the right to require proof of age prior to admission to the Exhibition (BioGENEius award recipients exempt on designated day).

Unoccupied Space

Show Management reserves the right to rent an exhibit space to any other Exhibitor or use said space for such purposes as it may see fit without any liability on its part should the Exhibitor’s space remain unoccupied six (6) hours prior to the official Exhibition opening or should the Exhibitor fail to make payment in full by the specified date in the contract or space rental invoice. This clause shall not be construed as affecting the obligation of the Exhibitor to pay the full amount specified in the space rental invoice.

Booth Attendants

All exhibits must be staffed by at least one attendant during ALL exhibit hours.

Early Dismantling

Dismantling or removing an exhibit or materials before the official closing of the show is prohibited. Show Management and the official show contractor are responsible for maintaining all in--and--out traffic schedules at the exhibit site and handling the move-in and move-out of all Exhibitors’ materials and equipment. Show Management and the official show contractor will also maintain control and have priority at the loading areas at all times. All shipments must be prepaid. Failure to comply may result in the Exhibitor at fault being barred from future BIO exhibitions.

Relocation of Exhibits

Show Management reserves the right to alter locations of exhibits as shown on the official floor plan, if deemed advisable and in the best interests of the Exhibition as determined by Show Management in its sole discretion.

Pavilion Reselling

Resale of pavilion space by pavilion organizer must be at Show Management’s listed rate. Any service fees added by the pavilion organizer must be disclosed to buyer.

Space Restrictions

Aisles and other spaces in the Convention Center not leased to Exhibitors shall be under the control of Show Management. All displays, interviews, conferences, distribution of literature, lectures, audience seating/standing and the transactions of business of any nature shall be made WITHIN the space contracted. Temporary booth personnel and costumed personnel shall be restricted to the same aforementioned rules as authorized Exhibitor personnel. Location of demonstrations, presentations and samplings must be far enough within the booth so that crowds that gather are contained within the limits of the booth. Spectators are not permitted to stand in the aisle to watch such demonstrations. If a demonstration results in spectators in the aisle or in neighboring booths, Show Management may request modification or elimination of the presentation. Exhibitors are urged to immediately report violations of this rule to the Show Management.

Soliciting/Demonstrating

Exhibits must be confined to the exact space allocated. Circulars, publications, advertising matter and all kinds of promotional giveaways must be distributed only within booth spaces. Nothing can be posted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture. Signs, rails, etc., will not be permitted to intrude into or over aisles. Canvassing, exhibiting or distributing advertising matter outside the designated exhibit area is prohibited. Soliciting or demonstrating by an Exhibitor must be confined to the Exhibitor’s own booth. Distribution of the Exhibitor’s printed advertisements must be done within the Exhibitor’s own space.

Persons who are not Exhibitors are prohibited from any detailing, exhibiting or soliciting within the Convention Center. No exhibits, displays or advertising material of any kind will be allowed in the Convention Center rooms or hallways unless pre-approved by Show Management. Failure to comply with this regulation can result in dismissal from the exhibit hall.

Access for Persons with Disabilities

Show Management works to provide an accessible Exhibition for all attendees with disabilities and believes that persons with disabilities should be given the opportunity to participate and interact to the fullest extent possible. Show Management encourages all Exhibitors to make their booth accessible to people with disabilities.

Noise and Offensive Odors

Exhibitors will take every reasonable precaution to minimize the noise of operating exhibits. Each exhibit will be operated in a dignified manner so as not to constitute an annoyance to adjoining Exhibitors. Exhibitors wishing to distribute food and/or beverages must obtain prior written permission from Show Management. All approvals are subject to the use of exclusive in-house catering vendors when required. Show Management shall have the sole authority in determining the application of this regulation.

Photography

Photographing booths is limited to candid shots only of your own booth. Photographing other exhibits and booths is by permission only. Exhibitors and photographers shall not disrupt visitor traffic by clearing booths or aisles for photography during the regular Exhibition hours.

Booth Units, Identification, Carpeting, Draperies 

An 8 foot high draped back wall and 36 inch high draped side walls are provided for all in-line, peninsula and perimeter booths. Booths are identified by placing the assigned booth number or numbers on the center floor, front for in-line exhibits; center floor, three sides for peninsula; center floor, four sides for island exhibit. Aisle carpet will be placed in all aisles throughout the exhibit area. Distance from edge of booth to edge of aisle carpet may vary according to the width of the aisle. Color of aisle carpet and drape will be specified in the Exhibitor Service Manual.

Fire, Safety and Health

The Exhibitor agrees to accept full responsibility for compliance with local, city and state fire, safety and health ordinances regarding the installation and operation of equipment or otherwise relating to the exhibitor or his/her booth. Furthermore, all exhibit materials and equipment must be located within the booth and protected by safety guards and devices, where necessary, to prevent personal accident or injury to spectators or to other Exhibitors. Only fireproof materials will be used in displays, and the necessary fire precautions will be a responsibility of the Exhibitor.

* Fire Safety Limitations specific to all exhibits located in the exhibition halls in the BCEC:

• Any home or house constructed within the halls shall be protected by a complete automatic sprinkler system.
• Single-level exhibit booths greater than 300 square feet (27.9 sq. m.) and covered with a ceiling shall be protected by sprinklers.
• Sprinklers shall be provided throughout each level of multilevel exhibit booths, including the uppermost level, in the uppermost level is covered by a ceiling.
• Any decorations used must meet the requirements contained within the Commonwealth of Massachusetts Fire Prevention regulations. Decorations include curtains, draperies, blinds, scenery, and banners, among many other items.  These decorations must have flame retardant treatment applied.

* Exhibits – Flame Retardant Treated Materials

The following rules apply regarding flame retardant treatments:

• All decorations, drapes, signs, banners, acoustical materials, hay, straw, moss, split bamboo, plastic cloth, and similar decorative materials shall be flame-retardant to the satisfaction of the Boston Fire Department and State Fire Marshall.
• Combustible materials, ?" or more in thickness, glass or asbestos cloth may be used without flame-retardant treatment.
• The use of oilcloth, tarpaper, sisal paper, nylon, Orlon, and certain other plastic materials that are not flame retardant, is prohibited.
• Table coverings used in exhibit halls must be flame-retardant treated, unless they lie flat, and have an overhang of no more than six (6) inches.
• All materials must be certified by the Boston Fire Department within 6 months of the event. The Boston Fire Department does not accept certificates from other jurisdictions. Materials may be sent directly to the Fire Department for testing.

Hazards and Firearms

Equipment with sharp or protruding edges posing a potential danger to attendees and/or exhibit personnel, at whatever level, must have protective covering and/or be flagged. No firearms of any nature may be brought into the Convention Center.

Fumes and Gasoline Engines

Motorized vehicles may not be operated within the exhibit halls without prior written approval of Show Management. Vehicles with gasoline engines may be displayed only if the following conditions are met: All battery cables must be disconnected and taped to avoid potential sparks.  A locking gas cap must be installed, or the tank must be adequately sealed by tape. Gas tanks must contain no more than 1/4 tank of gas while in the exhibit hall.

* Fire Safety Limitations specific to all exhibits located in the exhibition halls in the BCEC:

• Motor vehicles may be used as part of a display under the following conditions. The fuel tank must be secured so as no vapors may escape and must not contain more than 3 gallons of fuel; batteries must be disconnected; vehicle must not move during exhibit hours. The keys to any display vehicles should be turned over to the Public Safety Department in case of an emergency.

* Please Note:  The information highlighted in red in the content above has been updated from the original General Terms and Conditions included in the Exhibit Space Contract.