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Join Us....
2009 MBNA
Monument Industry Show Indianapolis, IN |
Exhibitor Rules and Regulations
| Download/Print brochure with Rules & Regulations |
MBNA Member
• Early Bird rate (before June 30, 2008): $1,575
• Regular rate: $1,785
Non-Member
• Early Bird rate (before June 30, 2008): $2,310
• Regular rate: $2,520
Each exhibitor must also purchase 1 Full Convention Registration (the exhibitor will be
invoiced for this upon confirmation of their booth space).
All exhibits will be at the Indiana Convention Center & RCA Dome. Space cannot be assigned without a signed application and the required 50 percent deposit. The balance of the exhibit space rental must be paid in full by November 3, 2008. To ensureyour desired location on the exhibit floor, send your completed exhibit application and 50 percent
deposit today to: MBNA, 136 South Keowee Street, Dayton, Ohio 45402; fax (937) 222-5794; info@monumentbuilders.org. All space assignments will be made on a first-come, first-serve basis.
MBNA reserves the right to determine the eligibility of any exhibitor for inclusion in the Show and to prohibit an exhibitor from conducting and maintaining an exhibit if, in the sole judgment of MBNA, the exhibitor or exhibit or proposed exhibit shall in any respect be deemed unsuitable. The foregoing prohibition relates to persons, conduct,
articles or merchandise, printed materials,souvenirs, catalogs and any other items, without
limitation, which reflect the character of the exhibit.
- Booth layout drawings must be submitted by December 1, for all exhibitors displaying monuments or mausoleums.
- Exhibitors having mausoleums as part of their display must furnish their own staff to assist in the set-up and teardown process.
- No more than five (5) complete monuments may be displayed in any single 10’x10’ booth.
- Special equipment must be rented to place any piece of a monument or mausoleum that is in excess of 5,000 pounds (further details will be provided in the Exhibitor Service Kit).
- Exhibitors will be bound by the MBNA booth construction rules for in-line, corner, perimeter, island and peninsula booths. These rules will be included in the Exhibitor Service Kit.
- Tablets that are 4 or more feet in height and 8 inches thick, or tablets that are 2.5 feet or more in height and 6 inches thick, must be drilled and dowel pins furnished to provide reasonable stability against tipping or falling.
The exhibitor agrees that his exhibit shall be admitted and shall remain from day to day solely in strict compliance with the rules and regulations or any amendments thereto. Violation will be sufficient cause to require the immediate removal of the offending exhibitor. If the exhibit is removed for violation of any rules, no return of exhibit space rental shall be made.
Crating of all exhibits is extremely important. Crates must be constructed in such a manner (preferably
no more than two pieces) that they can be dismantled easily and kept intact for reshipment to exhibitor or purchaser of exhibit unit. All monument exhibitors will receive detailed crating instructions in the Exhibitor Service Kit.
If any crate must be built or rebuilt after the show to allow for shipment of the stone to its final destination, this work will be performed under the direction of Geo. E. Fern Co., and the exhibitor will be charged time, labor and materials to build or rebuild the crate.
THIS RULE WILL BE STRICLY ENFORCED. SHIPMENTS OF EXHIBIT MATERIAL
Monuments
All monuments must be shipped to Anderson Trucking Service terminals in Barre, VT; Elberton, GA; or Cold Spring, MN for delivery by Anderson to the exhibit hall. At the close of the show, all monuments will be transported by Anderson to their staging area for pickup by any carrier designated by the exhibitor. An allocated time will be set for retailer pickup at the center. These arrangements have been made by the Convention Committee to facilitate the orderly installation and dismantling of memorial displays.
All Other Exhibits (not monuments)
Exhibits other than monuments may be sent to Geo. E. Fern Co., the official show decorator, prior to move-in and stored for up to 30 days, then delivered to the loading dock of the exhibit area. This service must be arranged by the exhibitor directly with Geo. E. Fern Co. and is at the exhibitor’s expense. Transfer of exhibit material from exhibit area loading dock to booth area for show, and return of exhibit material from booth to loading dock at show’s end, is included in the booth rental fee. Removal of exhibit material from loading dock and return shipment to designated assignee may be arranged by exhibitor with Geo. E. Fern at exhibitor’s expense. Empty crates will be held for repacking and returned to exhibit area when show is concluded. All shipments sent to Geo. E. Fern Co. before the show MUST BE RECEIVED BY GEO. E. FERN COMPANY ONE WEEK BEFORE THE SHOW.
Exhibitors of non-monument displays wishing to unload and reload their own equipment may do so, using the “Truck Entrance” ramp. Strict adherence to the installation and dismantling regulations will be enforced. Geo. E. Fern Co. will exercise control of the docks and dock equipment for the efficient installation and dismantling of theshow.
The “Material Handling Rates” form will outline the rates and shipping information and be included in the Exhibitor Service Kit.
Placement of equipment must be done to avoid blocking the visibility of neighboring exhibitors. All exposed parts of a display must be finished so as not to be objectionable to other exhibitors or MBNA Show Management. Any part of the exhibit which
does not lend itself to an attractive appearance, such as unfinished side or end panels, must be draped at the exhibitor’s expense. Show Management shall have full discretion and authority in the placing, arrangement and appearance of all exhibitors. Show Management may require the rearrangement or redecorating of any booth within the show at the Exhibitor’s expense.
The exhibitor represents and warrants to MBNA that no materials used in or in connection with their exhibit infringe the trademarks, copyrights, (including, without limitation, copyrights in music and other materials used or broadcast by exhibitor) or other intellectual property rights of any third party. The exhibitor agrees to immediately notify MBNA of any information of which exhibitor becomes aware regarding actual or alleged infringement of any third party’s trademarks, copyrights or other intellectual property rights. The exhibitor agrees to indemnify, defend and hold MBNA, it’s agents, successors and assigns harmless from and against all losses, damages and costs (including reasonable attorney’s fees) arising out of or related to claims of infringement by exhibitor of the trademarks, copyrights and other intellectual property rights of any third party. Notwithstanding the foregoing, MBNA shall not be liable for and expressly disclaims all liability for infringement or alleged infringement of the trademarks, copyrights or other intellectual property of any third party arising out of the actions of any exhibitor.
A complete Exhibitor Service Kit containing all the necessary order forms for electrical, water and compressed air service, furniture rental and other equipment will be mailed and/or emailed to each exhibitor in November 2008.
The exhibit hall will be available ONLY to the official general service contractor for installations of displays beginning at 8:00 a.m., Tuesday, January 20, 2009. Exhibitors may begin to load their displays on Wednesday, January 21, 2009 at 8:00 a.m. Exhibitors requiring planking to distribute floor load shall pay for any expenses incurred. No part of any exhibit, or signs relating thereto, shall be posted, nailed or otherwise attached to columns, walls, floors or other parts of the building or its furniture, in any way to deface same. Damages arising from failure to observe these rules shall be payable by the exhibitor. Exhibit space not occupied two hours before show opens, Friday, January 23, 2009, may be reassigned by MBNA Show Management without refund of the rental paid. No flammable fluids, substances or materials of any nature which are prohibited by the local fire ordinance may be used in any booth. No combustible material such as crepe paper, tissue paper, cardboard or corrugated paper may be used at any time for construction or decoration. All booths and booth decorations must bemade of flame-proof material. The Fire Marshal may examine all exhibits and test construction and decorating materials prior to the opening of the show. All materials and installations must conform to federal, state and municipal safety and fire laws, codes, ordinances and regulations.
Exhibitor’s contract is subject and subordinate in all respects to the license of the Association with the hotel and the convention center, and the rights of the hotel and the convention center there under, and exhibitor hereby agrees to release the Association from any liability caused by the exercising of such rights of the convention center. No electric flashing signs or signs involving the use of neon or similar gases will be permitted in the show. Should the wording on any sign or area in any exhibitors booth be deemed by Show Management to be contrary in any way to the best interest of the show, the exhibitor shall make such changes in said wording as are requested by Show Management.
Children less than 16 years of age are not permitted on the exhibit floor during installation or dismantle.
Admittance during non-show hours without permission from MBNA Show Management is prohibited. MBNA Show Management shall have sole control over admission policies. All persons visiting the exhibit area, including exhibit booth representatives, will be required to register and to wear an appropriate badge.
No display shall be dismantled, packed or removed before the official closing of the show on Monday, January 26. A For more information on exhibit space, sponsorships or advertising call 800-233-4472. ll exhibit material must be removed from the hall by 10:00 p.m., Monday, January 26, 2009.
Exhibitors shall be liable for all storage, re-crating, handling and shipping charges resulting from their failure to remove exhibit material from the exhibit floor by conclusion of the dismantling period as specified above. Exhibitors requesting the scrapping of any exhibit materials, crates, etc. shall pay for any related expenses.
ADMISSION
Exhibitors will be issued official badges for admission to the show. The first booth rented by each exhibitor requires the purchase of one full convention registration. In addition, exhibitors will receive two complimentary exhibitor badges per booth reserved, limited to the use of the booth personnel, for the purpose of working in the exhibitor’s booth. A badge registration form will be included in the Exhibitor Service Kit sent to each exhibitor in November 2008. Badges are not transferable or exchangeable from one person to another. Violation of this rule will result in immediate forfeiture of badge and forfeiture of the privilege of exhibiting in the future. Exhibit hall badges must be worn at all times for access to the exhibit hall.
Representatives of exhibiting companies will not be permitted to enter the hall earlier than one hour before the scheduled opening time each day, except for the opening day, and must vacate the exhibit hall one half hour after the closing time each day with the exception of the final day, unless special arrangements are made in advance with Show Management.
Only exhibitors and their designated representatives will be allowed in the exhibit hall during installation and dismantle through the use of official exhibit hall badges or temporary set-up stickers, which will be distributed by Show Management. This arrangement will be strictly enforced.
Exhibitors may not assign or sublet this contract,or permit others to use any contracted exhibit space without the express approval of MBNA Show Management. Exhibitors must show only products or services manufactured or sold by them in the regular course of business. The featuring of names or advertisements of non-exhibiting firms or businesses will not be permitted. If an article of a non-exhibiting firm or business is required for the operation or display of any exhibitor’s wares, identification of such article shall be limited to the usual and regular nameplates, imprinting, or trademarks under which the article is sold in the regular course of business.
ACCOMMODATIONS
Each confirmed exhibitor will receive hotel reservation information in the Exhibitor Service Kit.
CANVASSING BY NON-EXHIBITORS
Solicitation by non-exhibitors will not be permitted in the exhibit hall, individuals in violation of this rule will have their badges revoked without refund and be escorted off the show floor.
If notice is received prior to October 17, 2008, exhibitors are responsible for 50 percent of the reduced portion of cancelled exhibit space (i.e., if exhibitor contracted for 200 feet, then reduced to 100 feet, the contracted exhibitor is responsible for 50 percent of the total cost of the 100 feet reduced or cancelled). If notice is received after October 17, no refunds will be given on reduced or cancelled space.
If for any reason beyond MBNA’s control, the Show must be cancelled, shortened, delayed or otherwise altered or changed, Exhibitor understands and agrees that losses and damages that it may suffer as a consequence of thereof are its responsibility and not that of MBNA, its directors, officers, employees or agents. Exhibitor understands that it may lose all monies it has paid to MBNA for space in the show, as well as other costs and expenses it has incurred, including travel to the show, setup, lodging, freight, employee wages, etc.
Exhibitor, as a condition of being permitted by MBNA to be an Exhibitor in the Show, agrees to indemnify and hold harmless MBNA, its directors, officers, employees or agents, from any and all loss, which Exhibitor may suffer as a result of show cancellation, duration, delay or other alterations or changes caused in whole or in part by any reason outside MBNA’s control.
Exhibitors wishing to insure their exhibit materials, goods and/or wares against theft, damage by fire, accident or loss of any kind must do so at their expense. Each exhibiting company is responsible for obtaining insurance (liability and fire/theft) in such amounts as deemed appropriate to comply with its obligation hereunder and for its own protection.
As a courtesy to exhibitors, guard service for the exhibit area will be furnished during the hours deemed necessary by MBNA Show Management. The furnishing of such service is in no case to be understood or interpreted as a guarantee against loss of theft of any kind.
Any exhibitor who chooses to act as his own drayage and/or contractor for the purpose of delivering his/her display to the exhibit hall, setting and dismantling his/her display and reshipping his/her display is required to carry sufficient Liability and Workers Compensation Insurance and to furnish certificate of such insurance to Show Management 30 days before the opening of the show.
Photographs may be taken in the exhibit hall by permission granted by individual exhibiting companies. This policy will be strictly enforced.
Exhibitor-hosted meetings, functions or receptions may not conflict with any convention sessions, events or exhibit hall hours.
Use of Space
All demonstrations or other promotional activities must be confined to the limits of the booth. Exhibitor’s representatives wearing distinctivecostumes or uniforms shall not appearat the showother than in their own booths, except that thisprovision shall not apply to the ordinary passage throughout the exhibit hall. Persons employed as demonstrators, receptionists and models are required to be properly dressed. Costumes of spectacular or revealing design are prohibited.
Sufficient space must be provided within the booth to contain persons watching demonstrations and other activities. Each exhibitor is responsible for keeping the aisle adjacent to the booth free of congestion due to activities within the booth area.
Exhibitors’ representatives may not work in exhibitspace other than their own.
No animals with the exception of service animals,are allowed on the show floor at any timeduringmove-in, move-out or show hours.
Promotion Information
Samples, publications, etc. may be distributed bythe exhibitor only from within the exhibitor’s ownbooth. Solicitation of business or conferencesin the interest of business,except by exhibiting companies, is prohibited.
Show Directory
A directory will be issued at the Show containing the company name of each exhibitor, address, booth number and description of the product or service. This directory will be based on information received by MBNA by December 5, 2008.
Use of Logo
The MBNA logo may not be reproduced on anyitems or documents that will be distributed at the meeting without the express permission of MBNA Show Management.
Raffles and Drawings
Raffles and drawings may be conducted within theconfines of the exhibitor’s own booth.
MBNA Show
Management will not announce winners over thepublic address system. However, a bulletinboard will be available inside the exhibit hall to allow exhibitors to post the names of their winners.
Music License
No exhibitor shall cause any copyrighted music to be played or performed. Exhibitors are responsible for individual ASCAP/BMI music licensing fees if applicable. Games and
Contests
Games and contests involving the awarding of a prize by an exhibitor must be in accordance with all state, city and local laws and ordinances.
The use of devices for mechanical reproduction of sound (except when heard through earphones) is prohibited. In general the employment of any method to project sound beyond the confines of any exhibitor’s booth is prohibited.
The exhibitor is liable for any damage caused to the building, or to standard booth equipment, or to other exhibitor’s property, by the exhibitor, the exhibitor’s agents or employees. Exhibitors are urged to review their own insurance coverage. Neither the MBNA, the official show decorator, nor the facility are responsible for any injury, damage or loss that may occur to the exhibitor or its employees, representatives, or agents or its property, from any cause whatsoever; and the exhibitor agrees to defend, indemnify, and hold forever harmless MBNA Show Management, the MBNA, its employees and agents, from all loss, liability, expense, and penalty, including attorney’s fees, on account of personal injury or damage to property sustained by the exhibitor or any person or persons arising out of, during, or in connection with this agreement, whether such injury or damage is due or claimed to be due by any negligence of MBNA exhibit management, its employees, agents, or any other person.
These rules may be amended at any time by MBNA Show Management, provided that amendments shall not substantially diminish the rights or increase the liability of the exhibitor. These rules and regulations become a part of the contract between the exhibitor and MBNA. They have been formulated for the best interests of the exhibitors. It is important to review these terms and conditions, as well as any general information, with your on-site booth personnel.
MBNA Show Management respectfully asks the full cooperation of exhibitors in their observance. Any matters not specifically covered by the preceding rules shall be subject solely to the decision of MBNA Show Management.
Each exhibitor, for himself and his employees, agrees to abide by the foregoing Rules and Regulations and by any amendments or additions thereto made.
