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Display
Rules and Regulations
Display rules and regulations have been with us since expositions
began. Each of us recognize the need for certain limitations; but
many have never taken the time to understand the intent of such
rules, why the rules were written, what the rules are expected to
accomplish and most importantly, how you as an exhibitor can use
them effectively.
The tenet on which all show management is based can be summed up
as follows:
“All exhibitors are equal regardless of size
and should be given an equal opportunity, within reason, to present
their product in the most effective manner to the audience.”
Show Management must establish rules or guidelines to make this
possible while allowing the greatest flexibility within each exhibit.
Remember that you are our customers. We want you to be successful.
The exhibitor’s responsibility can be surmised quite simply
as:
“Be a good neighbor.”
With these thoughts in mind, please review the rules and regulations
outlined in the following pages. There are sections which explain
the actual rules or guidelines, followed by a section explaining
the intent of said rules and guidelines. By recognizing the importance
of the intent of the guidelines, you can be reasonably sure that
you will always be “a good neighbor.”
Display rules and regulations are a part of ASNT’s
Rules Governing Expositions.
Rules & Regulations Governing Expositions
Addendum to ASNT Quality Testing Show Exhibit Space Application
and Contract
All Exhibits and Exhibitors are subject to the following Rules
Governing Exposition. The word “Society” used herein
refers to the Exposition Management and to ASNT, acting through
its officers, directors, committees, agents or employees in the
management of the exposition.
- Regulations:
Rulings of the Society shall in all instances be final with
regard to use of any exhibit space. Exhibitors will comply
with all federal, state and local laws as well as the rules
and regulations of the venue hosting the event. ASNT reserves
the right to determine eligibility of and final placement
of exhibitors.
- Labor: Union labor rules
and regulations are made by the local unions. Therefore,
these rules may be changed at any time. If union labor is
required, Exhibitor agrees to comply with the established
regulations. Exhibitor shall employ only accredited labor
personnel for all work other than property handled by their
own personnel. Labor required for move-in, installation,
dismantling and move-out must be ordered through the proper
service contractor. Advance work order forms are found in
the ASNT Exhibitors Service Manual (Quality Testing Show.)
- Installation, Showing and Dismantling
of Exhibits: Hours and dates
for installation, showing and dismantling shall be specified
by the Society. Exhibitor shall be liable for all storage
and handling charges resulting from failure to remove exhibit
material from the Exposition before conclusion of the dismantling
period as specified by the Society. All exhibitors are required
to maintain their exhibit during the exhibit hours. Exhibitors
must utilize the associations’ provider to handle
drayage and are responsible for all costs of shipping, cartage,
carpeting and handling.
- Fire, Safety and Health:
Exhibitor assumes all responsibility for compliance with
local, city and state ordinances and regulations covering
fire, safety and health. All exhibit equipment and materials
should be reasonably located within the booth and protected
by safety guards when necessary. Only fireproof materials
must be used for decorative purposes. All exhibit, display
or demonstration installations must meet the requirements
of all regulations and inspections by the local Fire Department
or any other regulatory departments required by the equipment
displayed. Such permits or approvals from regulatory departments
are required to be submitted to the Society prior to opening
of the show. All requests involving hazardous/radioactive
materials must be submitted in writing to the ASNT Technical
Services department for review prior to the show.
- Film, Sound Devices, Lighting and
Signs: If video pictures are used, Exhibitor agrees
to comply with union requirements for the operation of the
equipment. Sound movies will be permitted if tuned to conversational
level and if not objectionable to neighboring exhibitors.
If loudspeakers of sound devices are used, they should be
tuned to conversational level and must not be objectionable
to neighboring exhibitors. The Society reserves the right
to restrict the use of glaring lights or objectionable lighting.
The exhibitor is solely responsible for obtaining any licenses
that may be required to broadcast, perform or display any
copyrighted materials.
- Fumes and Odors: Operating
equipment that emits excessive noise, vibration or fumes
must be run intermittently for specific demonstrations only.
The Society requests that such demonstrations are limited
to five minutes each half-hour and further requests that
the Exhibitor provides a sign stating when the next demonstration
is scheduled to begin. Exhibits producing objectionable
fumes and odors will not be allowed. This rule is enforced
in consideration of neighboring exhibitors.
- Sales: IRS Regulations
permit sales on the exhibit floor by 501 (c) 3 corporations.
Exhibitors are required to furnish buyers with bills of
sale or security passes from service contractor for equipment
sold from the floor; else Security will not permit exit
from the show.
- Decoration: The Society
shall have full discretion and authority in the placing,
arrangement, and appearance of items displayed by the Exhibitor,
and may require the replacing, rearrangement or redecorating
of any item or any booth and no liability shall attach to
the Society for any costs that may devolve upon Exhibitor
thereby. Exhibitor promotional signs are prohibited on all
public premises within the exhibit facility and the host
hotel. Exhibitors who build special background or side dividers
must make certain that the surfaces of such dividers are
finished in such a manner as not to be unsightly to exhibitors
in adjoining booths. If such surfaces remain unfinished,
the Society may, at its discretion, authorize the official
decorator to effect the necessary finishing and Exhibitor
must pay all charges incurred.
- Eligible Exhibits:
The Society has sole right to determine the eligibility
of any company or product for inclusion in the Exposition.
- Exhibitor’s Admittance during
Non-Show Hours: Booth representatives will not
be permitted to enter the Exposition earlier than two hours
before the scheduled opening time each day of showing, and
will not be permitted to remain in the Exposition after
the closing hour each night, with the exception of the final
night. Exhibitors having special problems that require additional
time should check at the Society’s Show office in
advance.
- Floor Load: Under no circumstances
may the weight of any equipment or exhibit material exceed
the Exposition facility’s maximum floor load. Exhibitor
accepts full and sole responsibility for any injury or damage
to property of person resulting from failure, knowingly
or otherwise, to distribute the load of his exhibit material
in conformity with the maximum floor load specifications.
- Admission: The society
shall have sole control over admission policy at all times.
- Booth Representatives:
Exhibitor’s booth representatives shall be restricted
to employees of official exhibiting companies. Booth representatives
shall wear badge identification furnished by the Society
at all times; the Society may limit the number of booth
representatives at any time. All Booth Representatives including
demonstrators, models, and receptionist will be dressed
in a dignified manner. Undignified methods of attracting
attention are prohibited.
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- Soliciting Business: Exhibitors
or their representatives shall not solicit business in aisles
or booths other than their own.
- Subletting Space: Exhibitor
agrees that it will not assign or sublet any portion of
its space, nor have representatives or equipment from other
firms in the exhibit space without written consent of the
Society.
- Liability: All items that
can be hand-carried away from the rental space should be
put in safekeeping when the exhibit is unattended. The Society
will not be liable for loss or damage to the property of
the Exhibitor, its representatives or employees from loss
by theft, fire, accident, water or any other cause beyond
the control of the Society. Exhibitors’ equipment
is to be brought in, maintained, and removed at the sole
risk of the Exhibitor. Exhibitor is advised to obtain property
damage insurance covering its exhibit and exhibit materials.
- Force Majeure:
If the Society is prevented from holding the exposition,
or having commenced the exposition and is thereafter precluded
from continuing it, due to acts of God, fires, strikes,
or any other causes beyond its control, proportionate refunds
of the rent paid will be made to the Exhibitor. Upon payment
of the proportionate refunds (which amount shall be determined
by Society), Society shall have no further obligation or
liability to the Exhibitor. If Exhibitor had not made its
rental payment, it is still obligated to pay its proportionate
share of such rent.
- Indemnification: Exhibitor
agrees to protect, indemnify, defend, and save harmless
the Society, the Headquarters Hotel, and exhibit facility
(if other than the Headquarters Hotel), its employees and
agents against any public liability, fines, imposed by governmental
agencies, including court costs and attorneys' fees, which
may arise or accrue by reason of the use by the Exhibitor
of the rented space, its installation, removal and/or maintenance
of all or part thereof.
- Storage: It is the responsibility
of the exhibitor to make arrangements for the storage of
packing boxes and crates during exhibit hours. Crates and
boxes should be stored under cover during exhibit hours.
If is necessary, the Society may endeavor to cover the packing
boxes and crated with tarpaulin of other materials. However,
the Society assumes no responsibility for damage or loss
of boxes or crates.
- Utilities: It is mutually
understood and agreed that the Society shall use proper
and reasonable care to have all utility services installed
in time for the opening of the show. Proper and reasonable
care shall also be taken to prevent the interruption of
these services during the exposition; however, the Society
shall not be held responsible for late installation or any
interruption of services that may occur.
- Unoccupied Space: In the
event that Exhibitor fails to occupy the space rented to
it on opening day, or should Exhibitor fail to make proper
payment for said space, the Society, at its sole discretion,
may rent said space to any other exhibitor, or use said
space in any other manner whatsoever. This provision shall
not relieve Exhibitor of its contractual obligation to pay
the full amount specified in its invoice for rental of space.
- Contractual Obligation for Payment:
Exhibitor is obligated to pay the full amount specified
in its invoice for rental of space prior to exhibiting.
Exhibitor acknowledges that its failure to occupy the space
rented to it may result in additional administrative expense
and inconvenience to the Society. Therefore, any funds realized
by the Society in excess of the contract for that rental
space shall be deemed to be liquidated damages and not penalty
or forfeiture.
- Hospitality Suite Policy:
Hospitality Suites will be made available to Exhibitors
only. Hospitality Suite hours are limited to hours other
than scheduled, published events conducted by the Society.
Hospitality Suites will adjourn according to policy set
and enforced by the Headquarters Hotel. Enforcement of these
rules for the benefit of all conference show attendees and
the Exhibitors will be accomplished in cooperation with
the hotel management. Violation thereof may be cause to
close exhibition.
- Sponsorships: Only exhibiting
companies may be sponsors of said conference; with benefit
agreements made through ASNT.
- Damage to Property: Exhibitor
is liable for any damage caused to building structure, floors,
walls, columns, standard booth equipment or to other exhibitors’
property. Exhibitor may not apply paint, lacquer, adhesive
or other coating to building structure, floors, walls, columns,
standard booth equipment or to other exhibitors’ property.
- Arrangement of Exhibits:
All exhibits shall be arranged in accordance with Display
Rules and Regulations, a copy of which is appended hereto
and is made a part of these Rules. Display material height
limitations vary according to type of booth and the facility.
Prior approval is required for special displays, and requests
must be submitted in writing, with drawings, to the Society
60 days prior to the exhibitions.
- Alcohol Policy: Exhibitors
will not serve or provide alcoholic beverages without the
association’s prior written consent.
- Violation of Rules: Any
violations of the contract or rules on the part of the exhibitor
will constitute cause for termination of the contract and
removal of the exhibitor from the show; at the association’s
option. In the event of termination of contract, the exhibitor
forfeits all fees paid to the association.
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The American Society
of Nondestructive Testing, Inc.
1711 Arlingate Lane, PO Box 28518
Columbus, Ohio, 43228-0518
Ph: 614/274-6003
Fax: 614/274-6899
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Copyright © 2012 by the American Society for Nondestructive Testing, Inc. ASNT is not responsible for the authenticity or accuracy of information herein. Published opinions and statements do not necessarily reflect the opinion of ASNT. Products or services that are advertised or mentioned do not carry the endorsement or recommendation of ASNT.
IRRSP, NDT Handbook, The NDT Technician and www.asnt.org are trademarks of the American Society for Nondestructive Testing, Inc. ACCP, ASNT, Level III Study Guide, Materials Evaluation, Nondestructive Testing Handbook, Research in Nondestructive Evaluation and RNDE are registered trademarks of the American Society for Nondestructive Testing, Inc. ASNT exists to create a safer world by promoting the profession and technologies of nondestructive testing.
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