AFHAV Trade Show
November 13, 2014
Rules and Regulations Governing All Exhibits
Payment for Exhibit Space
Exhibitors shall pay for all of the total charges for booth(s) when submitting the contract. Full refunds will be made on cancellations received by October13th. Cancellations after October13thwill cost the exhibitor the full price of the booth(s) assigned and the full price will be forfeited. Space will include two tables, two chairs, drapery and sign. Additional skirted tables will be available $50.00 for rent with advance reservation on the contract.
Use of Space
AFHAV management reserves the right to decline or prohibit any exhibit or part of an exhibit, exhibitor or proposed exhibit, which in the Trade Show’s Chairman’s opinion, is not suitable to, and in keeping with, the character of the show. No subletting or assigning of space will be permitted. Exhibitors are not permitted to sell or give away alcoholic beverages, tobacco products, confections or food for consumption on the premises without the express permission in writing from the Trade Show Chairman.
Installation of Exhibits
The exhibit hall is available for the Exhibitors use beginning on Thursday, November 13, 2014 at 8:00 AM. All exhibits must be cleared from the hall by 7:00 PM on Thursday, November 13, 2014. Only specified loading and unloading areas will be used.
Exhibit Arrangements
Exhibits must be arranged so they are completely within the allotted space. Space will be 8 feet by 10 feet and include two 6 feet by 30 inch draped tables. It is helpful to have adequate personnel during show hours as well as brochures or business cards that can be taken back to the various hospital gift shops and fund raising chairmen.
Exhibit Hours
All exhibits must be in place by 10:00 AM. The trade show will run from 10:00 AM to 4:30 PM.
Contest or Prizes
Door prize drawings from each vendor have become an exciting event at the end of the Trade Show. Prizes will only be allowed if fully explained – in writing – and submitted to the Trade Show Chairman at least two weeks prior to the show. AFHAV reserves the right to approve or decline any/all applications. You are not required to participate.
Electricity
Please make sure to alert the AFHAV Trade Show Chairman of your power needs on the form provided.
Safety Precautions
Exhibitors will abide by the Hotel rules and regulations.
Security and Liability
The Association of Florida Healthcare Auxiliaries/Volunteers will not be responsible for any loss, damage injury or theft that may occur to the Exhibitor or to the Exhibitor’s employees or property from any cause whatever, prior to, during or subsequent to the period covered by the Exhibitor Contract. Each Exhibitor, on signing of contract expressly releases the AFHAV and the Hilton Hotel from and agrees to indemnify same, against any and all claims for loss, damage or injury. The Exhibitor who causes the above mentioned problems must pay for any damage to booth equipment or exhibit area due to carelessness of an Exhibitor. Exhibitor must be prepared to show proof of insurance.