Conference Rules

EXHIBITOR RULES AND REGULATIONS

Location:  Renaissance Minneapolis Hotel, The Depot (downtown Minneapolis)
When:  Thursday, March 1, 2018

EXHIBIT DATES AND HOURS

Set‐up – March 1st, 2018: 6:00 a.m. ‐ 9:30 a.m.
Exhibit – March 1st, 2018: 10:00 a.m. – 2:45 p.m.
Tear‐down – March 1st, 2018: 2:45 p.m. – 3:45 p.m.

ASSIGNMENT OF BOOTH SPACE

Priority for all booth requests will be established based on the date of receipt of the Sponsorship Application and Exhibit Contract and full payment. Exhibitors are limited to one booth per parent company. The Association of Legal Administrators Minnesota (ALAMN Educational Conference and Exposition) reserves the right to restrict entrance into the exhibit area of any exhibitor which it deems is not in the best interest of the conference as a whole.

RATES

Exhibit booth space is included in all levels of ALAMN Sponsorship. Exhibitors will not be permitted to set up their exhibits until full payment has been received. Any space not claimed and occupied by 9:00 a.m.,  March 7th, 2018 may be resold or reassigned by the ALAMN Educational Conference and Exposition without obligation on the part of the ALAMN Educational Conference and Exposition for any refund whatsoever unless special arrangements have been made before that time. Checks should be made payable to ALAMN and should be mailed to: ALAMN Business Partner and Conference Committee, c/o IntrinXec Management, Inc., 5353 Wayzata Blvd., Suite 350, Minneapolis, MN  55416.
 
In the event of conflicts regarding space requests or conditions beyond its control, the ALAMN Educational Conference and Exposition reserves the right to rearrange the floor plan. Also, the ALAMN Educational Conference and Exposition may relocate any exhibit at any time.

SUBLETTING OF BOOTH SPACE

Exhibitors may not sublet, assign, or apportion to others the whole or any part of the space allotted, and may not advertise or display goods or services other than those manufactured or sold by them in the regular course of their business. However, an exhibitor may use equipment or the product of another exhibitor in his/her booth for the purpose of better product/service presentation of his/her own product/service, but may not give credit to that manufacturer, unless approved in advance by the ALAMN Business Partner and Conference Committee.

EXHIBITOR REGISTRATION

The company name appearing on the exhibitor’s badge must be the same company name that appears on the contract for space.

ADVANCE SHIPMENTS

Advance shipping information will be included in the Exhibit Kit mailed to exhibitors at least three weeks prior to the show. The hotel will not accept shipments more than 3 days prior to the show.

TEAR DOWN OF EXHIBITS

All exhibits will close at 2:45 p.m.,  March 1st, 2018. The exact schedule will be included in the exhibitor information kit. EXHIBITS MAY NOT BE DISMANTLED OR BOXES PACKED BEFORE OFFICIAL CLOSE OF THE SHOW. Each exhibitor will complete arrangements for removal of his/her material from the hotel in accordance with the instructions provided in the exhibitor information kit. The exhibit area must be cleared by 5:00 p.m.,  March 1st, 2017. Any items remaining after 5:00 p.m. will be removed by the hotel at the exhibitor’s expense unless other arrangements have been confirmed in writing with the ALAMN Educational Conference and Exposition.

ARRANGEMENT OF EXHIBITS

The ALAMN Educational Conference and Exposition will assign a 8x10 conference booth space. No part of any display may be over eight feet in height. The back one‐half of the booth space may be occupied from the floor up to eight feet in height. The front one‐half of the rented space may be occupied from the floor up to 48 inches only. Any deviation must be submitted to the ALAMN Educational Conference and Exposition for prior approval. All exposed parts of a display must be finished so as not be objectionable to other exhibitors. All materials must conform to local building and fire department codes and all local fire authority regulations must be observed. Exhibitors must meet the requirements of the Americans with Disabilities Act (ADA).

GENERAL BUILDING POLICIES

Nothing shall be taped, posted, tacked, nailed, screwed or otherwise affixed to floors or other parts of the building or furniture. No helium balloons may be distributed inside the facility. No pressure‐adhesive stickers or decals or similar promotional items may be distributed in the building.  Exhibitors cannot distribute food, including popcorn and beverages in the hotel unless approval has been obtained from ALAMN Business Partner and Conference Committee Co‐chair.

EXHIBITOR'S REPRESENTATIVES

Each exhibitor must provide persons responsible for the exhibit within the exhibit space during the open hours of the show as defined under Exhibit Dates and Hours. The number of representatives allowed for individual exhibitors for each booth space and in attendance at the conference is determined by the level of sponsorship: Superior ‐ 6, Mille Lacs ‐ 5, Minnetonka ‐ 4, Itasca - 2 & Intro ‐ 2.

All booth personnel must be bona fide employees of the exhibitor or representatives who receive commission, brokerage, or salary from the exhibitor, but excluding representatives who maintain and own inventories of merchandise for resale.  False certification of individuals as exhibitor's representatives, misuse of exhibitors’ badges, or any other method or device used to assist unauthorized personnel in gaining admittance to the exhibit floor will be just cause for expelling the violator from the exhibition area or banning them from future entrance on the exhibit floor, or removing their exhibit from the floor without obligation on the part of the ALAMN Educational Conference and Exposition for the refund of any fees. Upon the exercise of this authority by the ALAMN Educational Conference and Exposition, the exhibitor, for themselves, their employees and agents, waives any rights for claims or damages against the ALAMN Educational Conference and Exposition arising out of the enforcement of this paragraph.

The official ALAMN Educational Conference and Exposition badge must be worn whenever a representative is on the exhibit floor or in any of the educational sessions. The authorized representative designated by the exhibitor in its pre‐registration form as being in charge of the exhibitor's exhibit shall represent the exhibitor in connection with set‐up, operation and dismantling of such exhibit. This representative shall be responsible for knowing the exhibition contract and the rules and regulations of the ALAMN Educational Conference and Exposition.

LIABILITY AND SECURITY

Each exhibiting firm must make provisions for the safeguarding of their goods, materials, equipment and display at all times. The ALAMN Educational Conference and Exposition and the Business Partner and Conference Committee will not be responsible for loss of any material by or for any cause.

Neither the ALAMN Educational Conference and Exposition, its service contractors, the management of the show, nor the Rena, its agents, contractors, or employees, are or shall be liable for injuries to any person or for damage to property owned or controlled by the exhibitor, or theft of any property or money, unless caused by or resulting from the negligence of the ALAMN Educational Conference and Exposition, the management of the convention, the service contractors, or the owners of the Convention Center or its respective agents and employees as the case may be. In case any part of the exhibit area is destroyed or damaged so as to prevent the ALAMN Educational Conference and Exposition from permitting an exhibitor to occupy assigned space during any part or the whole of the exhibition period, or in case occupation of assigned space during any part or the whole of the exhibition period is prevented by strikes, acts of God, national emergency or other cause beyond the control of the ALAMN Educational Conference and Exposition, the exhibitor will be charged for space only for the period space was or could have been occupied by the exhibitor and exhibitor hereby waives any claim against the ALAMN Educational Conference and Exposition, its directors, officers, agents or employees for losses or damages which may arise in consequence of such liability to occupy assigned space.

Exhibitors are responsible for damage they cause to the hotel walls, ceiling tiles and floors, including labor charges to remove stains or adhesives from the walls or floors. Exhibitors will be billed for such damage with the dollar amount of the damage determined by the Renaissance Minneapolis Hotel, The Depot..

SPECIAL VISUAL AND SOUND EFFECTS

Audio and visual and other sound and attention getting devices and effects will be permitted only in those locations and in such intensity as, in the opinion of a ALAMN Business Partner and Conference Committee Co‐chair, do not interfere with the activities of neighboring exhibitors. Operational equipment demonstrated may not create noise levels objectionable to neighboring exhibitors.

CANCELLATION

If the show premises are destroyed or damaged, or if the convention is interrupted, discontinued by strike, lockout, injunction, act of war, act of God, state of emergency or for any other reason, the ALAMN Educational Conference and Exposition may terminate this Agreement. In the event of such a termination, the exhibitor agrees to hold the ALAMN Educational Conference and Exposition, its employees, successors and assigns harmless from any liability for damage or injury caused therefrom.

VIOLATIONS

Violations of any of these regulations on the part of the exhibitor or their employees or agents shall, at the option of the ALAMN Educational Conference and Exposition, annul the right to occupy space and such exhibitor shall forfeit to the ALAMN Educational Conference and Exposition all monies paid.

The Sponsorship Application and Exhibit Contract and these Rules and Regulations together constitute the entire agreement between the parties. Except as otherwise provided in this Agreement, any modifications to this Agreement must be in writing and signed. Any provision of this Agreement found to be invalid will be severable and the remainder of the Agreement will remain effective.

All matters and questions not covered by the Rules and Regulations are subject to the decision of the ALAMN Educational Conference and Exposition. These Rules and Regulations may be amended at any time by the ALAMN Educational Conference and Exposition, and all amendments that may be so made shall be equally binding on all parties affected by them, as are the original Rules and Regulations. In the event of any amendment or additions to the Rules and Regulations, written notice will be given by the ALAMN Educational Conference and Exposition to such exhibitors as may be affected by them.