Reserve Your Booth - The American Alliance of Museums
Contents
1. 2013 Terms and Conditions Section 4 for further clarification Rates 10 x 10 10 x 20 10 x 30 20 x 20 Industry Partner Member 2 495 4 422 6 633 9 072 Industry Partner Non Member 3 024 5 420 8 064 11 088 Specialized Exhibit Area Discounts do not apply to this area Non Profit Organization Member 2 042 3 628 5 445 7 260 Federal Funding Agencies 600 N A N A N A CORNER BOOTHS ADD 300 FOR EACH CORNER TO THE ABOVE RATES Corner space will be assigned and billed if inline space is not available In order to qualify for member rates the applicant must be an Industry Partner member in good standing with AAM upon receipt of application SELECT BOOTH SIZE 110 X10 210X20 210X30 20X20 OTHER Booth Rate Corner Fees if applicable Subtotal Discount as per Terms amp Conditions Exhibitor Listing Upgrade TotalCost Less Deposit Non Refundable Balance Due 4 Check attached make payable to American Association of Museums d Charge my credit card L VISA 4 MasterCard 4 American Express Charge for d Total Cost d Deposit Account Exp Date Name of Cardholder Please print Signature It is not AAM s policy to contact Exhibitors before we charge credit cards ACCEPTANCE OF CONTRACT Applications will not be accepted without proper payment and signature By completing this application we I have read and2. This right may be exercised without prior notice or hearing 14 PATENT COPYRIGHT OR TRADE SECRET The exhibitor agrees to hold AAM their officers directors employees and agents harmless from all loss cost claims causes or action obligations suits damages liability expenses and costs including attorney s fees arising from our or out of any violation or infringement or claimed violation or infringement by exhibitor exhibitor s agents or employees of any patent copyright or trade secret rights or privileges 15 MUSIC LICENSE amp OTHER INTELLECTUAL PROPERTY Each exhibitor is responsible for obtaining all necessary licenses and permits to use music photographs or other copyrighted material in exhibit booths or displays No exhibitor will be permitted to play broadcast or perform music or display any other copyrighted material such as photographs or other artistic works without first presenting to show management satisfactory proof that the exhibitor has or does not need a license to use such music or copyrighted material The exhibitor agrees to hold the AAM their officers directors employees and agents harmless from all loss cost claims causes or action obligations suits damages liability expenses and costs including attorney s fees arising from our or out of any violation or infringement or claimed violation or infringement by exhibitor exhibitor s agents or employees of any patent copyright or trade secret
3. agree to abide by the terms of this Application and the Terms and Conditions of the AAM Annual Meeting amp MuseumExpo 2013 Acceptance of this application constitutes a contract Signature Title Date AAM USE ONLY Date Received Deposit Received Check CC Number Balance Received Check CC Number Confirmation mailed Booth Assignment Terms and Conditions American Alliance of Museums Annual Meeting amp MuseumExpo 2013 May 19 22 2013 Baltimore Convention Center Baltimore MD 1575 Eye Street NW Suite 400 Washington DC 20005 202 289 1818 fax 202 289 6578 museumexpo aam us org MuseumExpo org 1 MuseumExpo 2013 TERMS OF AGREEMENT It is understood that the following terms are accepted as part of the contract between the American Association of Museums AAM and the individual who has authority to act as applicant exhibitor and rent exhibit space at AAM s trade show MuseumExpo 2013 It is agreed that the exhibitor will abide by the rules and regulations as set forth in the terms of this agreement and the MuseumExpo 2013 Exhibitor Service Manual before during and after the annual meeting and by other reasonable rules considered necessary by AAM and the Baltimore Convention Center AAM shall have the sole authority to interpret and enforce all rules and regulations included herein to make any amendments thereto and to make further rules and regulations as necessary to
4. days prior to the move in date exhibitor shall provide the American Association of Museums with Certificate of Insurance as evidence of coverage Indemnification and Waiver Exhibitor agrees to indemnify hold harmless and defend the American Association of Museums the Baltimore Convention Center and the City of Baltimore and their respective members officers directors agents and employees Indemnities from and against all liabilities damages actions losses claims and expenses inclusive of attorney s fees on account of personal injury death or damage to or loss of property or profits arising out of or contributed to by any act omission negligence fault or violation of law or ordinance by the Exhibitor or its employees agents contractors patrons or invitees AAM shall not be liable for any failure to deliver space to an exhibitor or for the loss of allotted space of an exhibitor who has contracted for exhibit space if non delivery is due to destruction of or damage to the building or the exhibit area by fire or act of God acts of public enemy strikes the authority of the law or any cause beyond its control 13 RIGHT TO REMOVE THE EXHIBITOR S PROPERTY AAM reserves the right to remove from the exposition hall premises any or all of the property of the exhibitor should the AAM Annual Meeting and MuseumExpo be canceled or relocated or should the exhibitor violate any of the conditions of the exhibitor s agreement
5. museum community are not allowed to conduct or solicit business in the Baltimore Convention Center unless they have purchased exhibit booth space rented an Exhibitor Forum or sponsored an exhibit hall special event at MuseumExpo 2013 Violation of this policy will result in AAM s refusal to accept any and all registrations and future registrations a Exhibit Booth Structure No walls partitions decorations or other obstructions may be erected that in any way interfere with the view of another exhibitor Exhibitors who wish to use any non standard booth equipment signs decorations or arrangements of display materials that in any way conflict with the stated regulations must submit two copies of a detailed sketch or layout including all dimensions no later than February 1 2013 for approval by the MuseumExpo Show Manager b Standard Exhibit Configuration 10 x 10 10 x 20 and 10 x 30 booths Exhibits must not be higher than 8 in the back and 4 on each side Display fixtures over 4 high must be confined to the area of the exhibit booth which is within 5 of the backline Nothing over 4 high can be within 5 of the aisle line the front half of the booth Hanging signage and other items from the ceiling is not permitted c Island Exhibit Configurations Island exhibits must not be higher than 16 feet subject to Convention Center ceiling height Multi story exhibits must be approved through stamp or signat
6. MuseumExpo 2013 Application amp Contract for Exhibit Space American Alliance of Museums Annual Meeting amp MuseumExpo 2013 Baltimore Convention Center Baltimore MD Meeting Dates May 19 22 2013 Exposition Dates May 20 22 2013 PLEASE PRINT OR TYPE ORGANIZATION Industry Partner ID COMPANY CONTACT person for published listing BOOTH CONTACT PHONE FAX ADDRESS no P O boxes please CITY STATE PROVINCE ZIP POSTAL COUNTRY E MAIL BOOTH CONTACT E MAIL WEB SITE The above information will be used for all published listings billing and correspondence AAM maintains only one contact per each MuseumExpo 2013 Application amp Contract for Exhibit Space EXHIBITOR LISTING UPGRADE MuseumExpo org offers both past and new exhibitors many exciting promotional options Exhibitors can log on and make relevant updates and edits to their listings make payments review the floor plan and they can take advantage of traffic building features for both their presence at MuseumExpo 2013 and promotion leading up to the exhibition such as uploading logos and linking to a website of their choice All exhibitors can still choose among more than 50 product and service categories and maintain a 25 word or less organization description Please see below for login details As effective web presence increases brand and name recognition AAM offers an Exhibitor Listing Upgrade for MuseumExpo
7. and carry items into the exhibit facility The exhibitor use of dollies hotel baggage carts flat trucks and other mechanical equipment is not permitted The General Service Contractor will control access to the trade show floor which includes access from the loading docks and or all doorways into an exhibit facility This will help to provide a safe and orderly move in move out Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by The General Service Contractor Rates for material handling services will be included in the exhibitor service manual The General Service Contractor shall be the sole authority on all matters in the DOCK area This shall include but not be limited to such items as assignment of dock space and loading or unloading of all materials and equipment Any conflicts or disagreements regarding the union jurisdictions or interpretations thereof should be resolved with representatives of The General Service Contractor and Show Management c Safety Standing on chairs tables or other rental furniture is prohibited This furniture is not engineered to support your standing weight The General Service Contractor cannot be responsible for injuries or falls caused by the improper use of rental furniture Please assist in our efforts to provide a safe working environment for everyone d Tipping The General Service Contractor requests that exhibitors do n
8. cisions of AAM MuseumExpo 2013 Management in all matters related to the Expo 11 CANCELLATION OR RELOCATION OF THE ANNUAL MEETING AND MUSEUMEXPO In the event of cancellation or relocation of the AAM Annual Meeting and MuseumExpo due to circumstances within the association s control the liability of the AAM shall be limited to a refund of deposit fees paid to the AAM by the exhibitor In the event the association has no control over the cancellation or relocation of the annual meeting and MuseumExpo the AAM shall have no liability of any kind for deposits or fees paid by the exhibitor 12 LIABILITY AND INSURANCE The American Association of Museums shall not be liable for loss or damage of any property of exhibitor which exhibitor may suffer during installation or removal or during the annual meeting and MuseumExpo itself by reason of burglary fire accident or any destructive cause Insurance if desired must be placed by the exhibitor Exhibitor shall at its own expense secure and maintain through the period of the annual meeting and MuseumExpo inclusive of move in and move out days commercial liability insurance with combined single limit of at least 1 000 000 00 each occurrence for bodily injury and property damage Such insurance shall name the following American Association of Museums the Baltimore Convention Center and the City of Baltimore and their respective members officers agents and employees At least 60
9. ensure the orderly conduct of MuseumExpo 2013 The parties hereby agree and acknowledge that any waiver of or failure to exercise any right provided for herein shall not be deemed a waiver of any further or future right under this Agreement 2 ACCEPTANCE OF EXHIBIT APPLICATIONS The character of the exhibit is subject to the approval of the AAM MuseumExpo Show Manager Only professional equipment and services related to the museum profession and industry may be displayed 3 PAYMENT INFORMATION A 50 non refundable deposit is required with this application if you contract booth space before December 1 2012 You will be invoiced for the remaining amount The balance is due within 30 days of receipt of invoice After December 1 2012 all applications must be accompanied by full payment Companies who have not paid in full by February 1 2013 risk forfeiting their booth space AAM will not apply credit toward future MuseumExpo or Association advertising AAM reserves the right to deny participation in MuseumExpo 2013 if applicant is not in good standing with AAM 4 EXHIBIT BOOTH CANCELLATION REFUND amp BOOTH REDUCTION POLICY Exhibit Booth Cancellations must be made in writing It is mutually agreed that by canceling exhibit booth space the exhibitor relinquishes all benefits included with the exhibit booth space including the complimentary registrations and access to the attendee mailing list Exhibit Booth Refunds Deposits are n
10. for 100 The Exhibitor Listing Upgrade will let exhibitors upload their logos enter 50 word or less descriptions choose up to five searchable products and service categories and link to their websites Yes we would like to take advantage of an Exhibitor Listing Upgrade ORGANIZATION DESCRIPTION Previous exhibitors please visit www museumexpo org and login with your organization password to enter your 25 words or less products and services organization printed description You can also edit your address Products and Categories and contact information New exhibitors will be entered into the system and a confirmation will be sent with your password to allow you to login to enter your description and make relevant changes If password is misplaced please e mail museumexpo aam us org The online version can be updated and edited up until the Annual Meeting amp MuseumExpo 2013 BOOTH LOCATION Please list your top six choices AAM will make every effort to accommodate each applicant s preferred booth location However AAM cannot guarantee location requests nor that we will contact you if your preferences are not available If your choices are not available AAM will do its best in placing you nearest to your choices AAM reserves the right to assign space subject to such parameters as booth structure or size and to rearrange the floor plan as deemed necessary To view the floor plan and booth availability please always refer to our o
11. g Demonstrating Soliciting or demonstrating by an exhibitor must be confined to the exhibitor s own booth and may not interfere with neighboring booths g Contests Raffles Giveaways Contests lotteries raffles and games of chance may be conducted only with the prior approval the AAM MuseumExpo Exhibit Hall Manager h Noise The noise level from any demonstration or sound system should be kept to a minimum i Destruction of Property Nothing shall be posted on tacked nailed screwed taped stapled or otherwise attached to ceilings columns walls floors painted surfaces or other parts of the building or furniture No holes may be drilled cored or punched in the building All property destroyed or damaged by an exhibitor must be replaced in original condition by the exhibitor at the exhibitor s expense j Subletting Space Booth share is prohibited An exhibitor may not assign sublet or apportion all or any part of the space allotted to him her Any materials other than those manufactured or distributed by the exhibitor in the regular course of business may not be displayed by the exhibitor or be allowed by the exhibitor to be displayed by other persons or firms k Decorum AAM shall have the right to exclude or to require modification of any display or demonstration which in its sole discretion it considers not proper or not otherwise in keeping with the character of the MuseumExpo 2013 Exhibitors shall be bound by the de
12. nline Interactive Floor Plan which can be viewed on www museumexpo org Please note that the Interactive Floor Plan may not always be current For the most up to date booth availability please call 202 289 1818 1ST CHOICE 2ND CHOICE 3RD CHOICE 4TH CHOICE 5TH CHOICE 6TH CHOICE If possible please separate our booth from the following companies Is 2 3 If possible please locate our booth near the following companies k 2 3 Please fax completed Application amp Contract to 202 289 6578 INSURANCE Name of the insurance company providing coverage for the exhibiting company organization at MuseumExpo 2013 See MuseumExpo Terms and Conditions on reverse side Section 12 for more information BOOTH FURNISHINGS All 10 x 10 10 x 20 and 10 x 30 booths will include back and side wall draping and identification sign Carpet tables chairs wastebaskets electricity A V equipment etc and other furnishings services are available for rent PAYMENT INFORMATION A 50 non refundable deposit is required with this application if you contract booth space by December 4 2012 You will be invoiced for the remaining amount Balance are due within 30 days of receipt of invoice After December 4 2012 applications must be accompanied by full payment CANCELLATION POLICY Cancellations must be made in writing Deposits are non refundable Refunds will not be made after February 1 2013 See MuseumExpo
13. on refundable No refunds will be issued for cancellations received after February 1 2013 Booth reductions can be made however exhibitors are responsible for 75 of their original booth fee The difference in rates between the exhibitor s initial booth rate downsized rate cannot be applied to any other AAM services All booth reduction requests must be made in writing before February 1 2013 5 LOCATION OF EXHIBITS FACILITY MuseumExpo 2013 will be located in Exhibit Halls C G amp Swing Space of the Baltimore Convention Center 6 UNION JURISDICTIONS a The installation and dismantling of prefabricated displays comes under the jurisdiction of the carpenters union However two 2 full time exhibiting company employees may work without Carpenter Labor for one 1 hour on the installation move in and one 1 hour on the dismantle move out without union labor on booths that are larger than 10 x 10 Exhibitors may work in booths 10 x 10 or smaller without the use of union labor Exhibitors are not permitted to use POWER TOOLS electric drills power saws etc on booths of any size Manual tools such as hammers screwdrivers ratchets pry bars etc are allowable for exhibitor use within size and time limitations Exhibitors may not borrow tools ladders or other equipment from the exhibit facility and or The General Service Contractor b Freight Handling One individual from each exhibiting company is permitted one trip to h
14. ot tip our employees They are paid at an excellent wage scale denoting a professional status and we feel that tipping is not necessary This applies to all employees 7 BOOTH EQUIPMENT AND SERVICES PROVIDED Back and side wall draping and one identification sign 7 high x 44 wide will be provided by the association without cost to the exhibitor if ordered in advance Furnishings including carpet tables and chairs can be ordered at exhibiting company s expense Adequate lighting will be provided in the exhibit hall however other services such as compressed air and water electricity telephone and internet access will be provided by the Baltimore Convention Center at an additional charge to the exhibiting company Order forms for these services will be provided in the MuseumExpo Exhibitor Service Manual 8 FLOOR PLAN AAM retains the right to modify the floor plan to the extent necessary for the best interest of the AAM and the exposition To view the most current MuseumExpo 2013 floor plan refer to the interactive floor plan which can be viewed at www museumexpo org 9 SECURITY Neither AAM nor the Baltimore Convention Center will be in any way liable or responsible for the loss theft or disappearance of personal or commercial property from exhibitor s booth space or from the exhibit hall 10 RULES AND REGULATIONS AAM Annual Meeting amp MuseumExpo 2013 Policy Vendors who sell products and or services to the
15. rights or privileges
16. ure of a structural engineer indicating that the structure is properly engineered for the proposed use All island configurations and multi story exhibits must be pre approved by the AAM MuseumExpo Show Manager and the Baltimore Convention Center d Exhibit Materials No combustible decoration such as crepe paper cardboard or corrugated paper may be used at any time All packing containers excelsior and wrapping paper which must be flameproof are to be removed from the floor and must not be stored under tables or behind displays All muslin velvet silken or any other decoration must stand a flameproof test as prescribed by the fire ordinance of the City of Baltimore All materials and fluids which are inflammable are to be kept in safety containers Open flames butane gas acetylene oxygen tanks or other flammable materials are not permitted Balloons are not permitted in the exhibit hall e Exhibit Booth Staffing AAM and MuseumExpo requires that each organization open its exhibit booth on time each day and that all booths be staffed throughout the day until the hall closing announcement has been made A 500 00 fee will be charged to exhibitors who break down prior to the official close of the show Exhibitors who break down prior to official closing will not be permitted to exhibit at future MuseumExpo shows All booth personnel must be employed contracted with organization contracting exhibit space from AAM f Solicitin
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