ASTRA Rules & Regulations
Contents
1. Any demonstrations or activities that cause a disturbance will not be allowed Loud speaking and sound displays are prohibited which includes musicians and singers Sound level from audio devices should not be above 85 decibels when measured from the front of the booth space ASTRA reserves the right to approve the attire of any hired models or entertainers Exhibitors may not display products or offer products in its literature or other media display at the show that have been declared by a U S governmental authority or court to infringe on another exhibitor s U S intellectual property rights patent trademark trade dress or copyright At its sole discretion ASTRA may impose appropriate sanctions on an Exhibitor for violation of its provision including but not limited to Closing the Exhibitor s booth Each exhibitor warrants that it owns the rights to use all U S intellectual property to be used by the Exhibitor for promotional and display at the show Exhibitors shall be responsible for securing all necessary licenses or consents for any use of copyrighted works including music licenses or other intellectual property in connection with their exhibit and hospitality events at the show Exhibitor Registration Registration at the ASTRA Marketplace and Academy is a license granted by ASTRA who reserves the right to revoke said registration at any time Access to the exhibit area will be restricted to registered exhibit person2. astra com or contact Benjamin Thrush at HUB International in New York NY at 1 866 820 3113 or benjamin thrush hubinternational com The exhibitor agrees to indemnify defend and hold harmless ASTRA its directors officers members agents and employees from and against any and all claims demands obligations causes of action and all damages liabilities fines judgments payments in settlement or otherwise costs and expenses including without limitation attorney s fees and disbursements arising out of any actions or failures to act on the part of the exhibitor exhibitor s employees or anyone acting at the direction of exhibitor in connection with the ASTRA Marketplace including without limitation the promotion operation and management of exhibitor s exhibit or any event or activity incident thereto or any failure to comply with applicable statutes ordinances regulations or other requirements of any governmental authority ASTRA and the Convention Center will take reasonable precautions against damage or loss by fire water storm theft strikes other emergencies or other causes over which ASTRA and the Convention Center have no reasonable control but do not guarantee or insure the exhibitor against loss by reason thereof Limitation on Liability To the maximum extent permitted by applicable law in no event shall ASTRA or its directors officers members employees and agents be liable to Exhibitor or Exhi
3. exhibited include specialty toys school supplies gifts and cards hobby supplies children s books amp CDs juvenile products baby products and play and cultural items museum store Ineligible exhibits include but are not limited to those exhibiting illegal services or activities those supporting philosophies or actions in opposition to those of ASTRA those that are harassing discriminatory or violate ASTRA s Code of Ethics those that offer products or services in competition with ASTRA those that offer products or services that are not applicable to the specialty toy industry and those that do not meet children s best interests ASTRA reserves the ultimate right to determine eligibility of an exhibitor at any time including onsite at the convention CPSIA Compliance Statement EXHIBITOR is aware of the requirements of the CONSUMER PRODUCTS SAFETY IMPROVEMENT ACT of 2008 CPSIA and declares that the products Exhibitor will advertise promote distribute and offer for sale Exhibited Products at ASTRA s Marketplace and Academy comply in all respects with the CPSIA and regulations thereunder as applicable to each Exhibited Product including but not limited to identification of Exhibited Products subject to the CPSIA requirements for third party CPSC accepted laboratory testing of Exhibited Products proper labeling of Exhibited Products and providing General Conformity Certificates GCC or Childr
4. ASTRA Rules amp Regulations hereinafter Rules amp Regulations or Rules or Regulations These Rules amp Regulations apply to all exhibitors at ASTRA s Marketplace Eligible exhibitors include organizations that provide merchandise or services utilized by retailers in the specialty toy industry ASTRA members in good standing will receive the member rate Assignment of Space ASTRA uses a priority point system that awards points to exhibitors Current exhibitors are assigned a date and time based on their priority points to select their exhibit space for the following year This process is called space draw All other exhibit space requests will be assigned on a space available basis in the order in which the applications are received ASTRA reserves the right to relocate booth space as deemed necessary Priority points are calculated as follows e 1 point for every year of exhibiting e An additional 2 points are given for every 5 consecutive years of exhibiting e 1 point for active ASTRA membership Priority points are calculated as follows e Bronze Star Level 1 point e Silver Star Level 2 points e Gold Star Level 3 points Your membership must be active through the show dates in order to qualify for a priority point for membership If you membership expires anytime between contracting your booth space and exhibiting at the show you will forfeit your membership priority point and will be invoiced a
5. STRA and the Convention Center Fire Marshal display or storage of LPG flammable liquid flammable gas straw sawdust shavings welding or cutting equipment gas fired appliances and compressed gas cylinders If compressed gas cylinders are approved they must be firmly secured and in compliance with all Convention Center guidelines for compressed gas cylinder storage Fireworks pyrotechnics are only allowed in the convention center with the prior written permission of the Convention Center Building Manager and Fire Marshal Force Majeure In case of cancellation of the exhibition or unavailability of the exhibit space due to strikes acts of terrorism governmental action act of God fire labor dispute or any other occurrence over which ASTRA has no control the agreement shall terminate and the exhibitor shall be entitled to the return of the exhibit space rental fee less the pro rata share allocable to the exhibit space of the expenses incurred by ASTRA in connection with the exhibition In case of cancellation by ASTRA for any reason or a change in the place or date of the exhibition that is unsatisfactory to the exhibitor the exhibitor shall be entitled to return of sums paid for the space Refund of the rental fees shall be exclusive remedy of the exhibitor against ASTRA in the event the exhibition is cancelled or rescheduled or the exhibit space is unavailable for use Acceptance of Rules and Regulations By submitting an applica
6. backs to an outside wall of the exhibit facility rather than to another exhibit Exhibit fixtures components and identification signs will be permitted to a maximum height of 8 All display fixtures over 4 in height and placed within 10 lineal feet of an adjoining exhibit must be confined to that area of the exhibitor s space which is at least 5 from the aisle line Island Booth an exhibit space with aisles on all four sides Exhibit features components and identification signs will be permitted to a maximum height of 12 Because an island booth is automatically separated by the width of an aisle from all neighboring exhibits full use of the floor plan is permitted All exhibit fixtures and components exceeding 8 in height require a drawing plans or renderings preferably digital to be submitted to show management for review and approval no later than 60 days prior to the convention Hanging signs are not permitted Variances may be issued at show management s discretion If required floor plans are not submitted for approval ASTRA has the right to enforce exhibit construction changes at the exhibitor s expense Island booths with long high walls or hardwall booths can create a tunnel like effect therefore exhibitors are required to install a minimum 6 opening every 20 ASTRA reserves the right to request removal of any display that takes away from the aesthetics of the show All exhibits must be con
7. bitor s employees agents or guests for any loss or damages whatsoever such as personal injuries or damage to property whether known foreseeable or otherwise including without limitation any consequential incidental direct indirect special punitive or other damages whatsoever arising out of or in any way related to Exhibitor s participation in the ASTRA Marketplace unless said damages are the result of the gross negligence of ASTRA Children Policy Children under the age of 18 will not be allowed in the Exhibit Hall during installation and dismantling of exhibits During open exhibit hall hours children 18 and younger may visit the exhibit hall with parental supervision at all times Parents must sign a waiver before entering with a child Please note strollers are not allowed in the exhibit hall Independent Contractors All services customarily required by exhibitors are available at the current rates decorating drayage electrical furniture rental sign printing carpenter services product storage general labor plumbing photography special cleaning and porter service florist and telephone service Order forms for all services will be included in the online Exhibitor Services Manual A link to the Exhibitor Services Manual and a password will be emailed directly to each exhibitor by the official show decorator Application for exhibit space by an exhibitor will constitute agreement to use ASTRA s official s
8. en s Product Certificates CPC as appropriate to accompany Exhibitor s Exhibited Products through Exhibitor s distribution chain to retailers Exhibitor agrees that it will not exhibit promote advertise or offer for sale products subject to the CPSIA that do not comply with the CPSIA Exhibitor agrees to indemnify and hold harmless ASTRA its officers directors employees and agents against any claims arising out of Exhibitor s actions or omissions regarding compliance with the CPSIA I have read understood and agree to abide by the CPSIA Compliance Statement X INITIAL HERE Booth Configuration Standard Inline Booth one or more standard units in a straight line with booths on either side and also behind them Exhibit fixtures components and identification signs should be arranged in such a manner so as not to obstruct site lines of neighboring exhibitors The maximum height of 8 is allowed only in the rear half of the booth space with a 4 height restriction imposed on all materials cases shelves risers racks etc in the remaining space forward to the aisle Note when three or more linear booths are used in combination as a single exhibit space the 4 height limitation is applied only to that portion of exhibit space which is within 10 of an adjoining booth This arrangement will allow a reasonably unobstructed sight line to exhibitors from the aisles Perimeter Wall Booth a standard inline booth that
9. fined to the spatial limits of their respective booth s as indicated on the floor plan Sufficient visibility must be maintained in each booth so as not to block the view of adjacent exhibits Exhibitors who are blocking other exhibitor s line of site will be requested to re set their booth layout in order to maintain all exhibiting company s visibility Failure to re set your booth layout as requested by show management will result in the loss of all priority points and ASTRA reserves the right to reject or cancel the application of the exhibitor not complying with these Rules and Regulations Island booths are exempt from this rule and are able to use the entire square footage of their space going up to height of 12 Hanging signs over the booth is strictly prohibited ASTRA does not allow end cap peninsula or split island booths have read understood and agree to abide by the Booth Configurations X INITIAL HERE Booth Construction and Arrangements Floor Covering is NOT included with your booth package and is MANDATORY in all booths NO EXCEPTIONS An exhibitor may provide their own floor covering or it may be rented through the official show decorator If an exhibitor provides their own floor covering they must submit their intent in writing to the official show decorator 30 days prior to the convention If an exhibitor provides their own floor covering it must be pulled up completely at the end of the show Exhibitors wh
10. he walls or floors of the building the booths of the equipment in the booths Decorations may not be taped nailed tacked or otherwise fastened to ceilings painted surfaces columns walls convention center equipment or pipe and drape Any violation of these rules will result in a removal fee charged to the exhibitor The exhibitor shall indemnify ASTRA for all claims for damage to exhibit space and exhibit premises caused for contributed to by its employees representatives and guests The exhibitor agrees to obtain adequate insurance to insure against claims resulting from its exhibit Balloons decals stickers and flashing strobe lights of any kind are prohibited Exhibitors are prohibited from distributing souvenirs printed matter or other items considered objectionable by ASTRA ASTRA reserves the right to close any exhibit which conducts its solicitation in an objectionable manner or infringes upon the rights and privileges of other exhibitors with no refund given to the offending exhibitor Distribution outside an exhibitor s rented booth space is also prohibited All activities of each exhibit must be confined within the exhibitors allotted space Exhibitors are not permitted to demonstrate products in the aisles of the exhibit hall Distribution of exhibitor literature must be confined to the exhibitor s booth space Any material found in public spaces both inside the exhibit hall and or throughout the convention center w
11. hotographing booths is limited to non exhibit hours or candid shots only Exhibitors and photographers shall not disrupt visitor traffic by clearing booths or aisles for photography during the regular conference hours Anyone found in violation of these rules may be subject to removal from the exhibit area and confiscation of the camera or recording material Food and Beverage Exhibitors agree not to host events outside of the convention center during exhibit hall hours without the prior express written approval of ASTRA No food or beverage items may be brought into the convention center Exhibitors may not distribute food or beverage of any kind without the written permission of show management and the Convention Center s exclusive food service provider Motor Vehicle Displays Exhibitors wishing to display motorized vehicles must submit a request in writing to ASTRA along with the booth space application listing the number of vehicles Automotive vehicles and equipment may be displayed if there is not more than 1 4 tank of fuel or the minimum amount for positioning the vehicle fuel tanks are locked or sealed battery cables are disconnected ignition keys are removed at display location and vehicle may not be started run or moved during event hours Fire Code Regulations will be included in the Exhibitor Services Manual Hazardous Materials The following items may NOT be displayed without prior express written approval from A
12. ibitors with a balance due after this date will be subject to cancellation or booth relocation by ASTRA at ASTRA s sole discretion without refund of the deposit Full payment must accompany any applications submitted after January 31 2016 Any exhibitor who paid the member rate for booth space must have an active ASTRA membership from the date of contracting through the show dates If at any time the exhibitor drops or fails to renew their membership where it is not active between those dates the exhibitor will be invoiced and billed at the non member booth rate and must remit payment as soon as possible but no later than 30 days Failure to remit payment for the difference between the member and non member booth rate will result in the loss of all priority points and potential ejection from the show In addition it may impact your ability to exhibit at future ASTRA shows All cancellation requests must be submitted in writing Written cancellations postmarked by January 31 2016 will be charged a 150 processing fee Written cancellations postmarked by April 1 2016 but after January 31 2016 are eligible for a refund of monies paid less a fee of 50 of the cost of cancelled booth space No refunds will be provided for cancellations after April 1 2016 If the booth space is not occupied by the exhibitor by 5 00 pm on Sunday June 5 ASTRA Show Management considers the exhibitor to be a no show and reserves the right to use said s
13. ill be discarded and the exhibitor will be at risk of losing their priority points Aisles are the common property of all exhibitors and must not be obstructed at any time therefore each exhibitor has the responsibility to assure proper flow of traffic through the entire exhibit area If in booth demonstrations gather spectators that crowd the aisle and interrupt the flow and safety of attendees the exhibitor will be requested to contain the crowd within their booth or end the demonstration Exhibitor and Convention Promotion Names of confirmed exhibiting companies may be used by ASTRA for promotion and publicity purposes including without limitation the right to use exhibitor s logo or other identifying symbols Marks Additionally photos and other recordings taken by ASTRA staff or ASTRA designated contractors of confirmed exhibiting companies may also be used for promotion and publicity purposes Exhibitor grants ASTRA a nonexclusive fully paid royalty free license to use exhibitor s name and Marks for promotion and publicity purposes Music Licensing If you are using live or recorded music via any medium in the exhibit space you represent that you have appropriate licenses such as licenses from ASCAP and BMI for such activities Photography and Video Cameras are allowed on the show floor however no one shall photograph or record the exhibit or products of any exhibitor unless authorized by that exhibitor P
14. nd billed at the non member rate Failure to remit payment for the difference between the member and non member booth rate will result in the loss of all priority points and potential ejection from the show In addition it may impact your ability to exhibit at future ASTRA shows Booth Inclusions Standard 10 x10 e One 1 6 skirted table two 2 chairs and one 1 wastebasket e One 1 7 x 44 black amp white ID sign with company name and booth number general overhead lighting and 24 hour security during show days ASTRA provides guard service from move in through move out and reasonable precautions are taken to protect property but ASTRA cannot and does not insure the safety of persons or the protection of property e Two 2 complimentary full conference exhibitor badges per 10 x10 space are included Additional full conference badges are available for 199 each An exhibitor badge entitles the bearer to attend all social events and general sessions that do not require an additional fee All exhibit personnel must provide proof of affiliation with the exhibiting company e Complimentary mailing list of convention attendees after the show Exhibitor must accept terms of agreement e Company name booth location company product descriptions and show special will be included in the Pocket Guide for those exhibitors meeting print deadlines identified on the Deadlines amp Checklist e Company name and booth location on
15. nel attendees and authorized service personnel Official badges must be worn in order to enter this area Fees associated with registration are set by ASTRA and are outlined in the Exhibitor Registration Form It is expressly prohibited to use an exhibitor badge by anyone other than the person registered Any person violating this policy will be automatically removed and the badge confiscated The Marketplace is restricted to ASTRA registered attendees and exhibitors only so outside guests are not permitted to attend the event unless they are registered by ASTRA at the published registration fee For exhibitor badges exhibitors may only register their company personnel under their company name Exhibitors are required to registered for any optional events and pay any associated fees for these events Safety Guidelines and Fire Code Regulations It is the responsibility of the exhibitor to comply with all federal state and local laws codes fire safety convention center requirements and union jurisdictions Unethical conduct or infraction of rules or local codes on the part of the exhibitor or his representatives will be subject to dismissal from the exhibit area and ASTRA reserves the right to impose sanctions on any exhibitor who refused to comply with local requirements In this event no refund shall be made and further that no demand for redress will be made by the exhibitor or his representative Insurance and Indemnification I
16. nsurance for exhibits and products is the responsibility of exhibitors Exhibitors should consult their insurance broker to obtain an endorsement to their policies to cover display materials and merchandise during transit to from and at the show site Neither ASTRA the Convention Center the contractors nor any of their officers agents or employees assume any responsibility for the theft loss or damage to the exhibitor s property The exhibitor and its contractor s must maintain Commercial General Liability Insurance Policy limits should not be less than 1 000 000 Each Occurrence The exhibitor and its contractor s shall also maintain Workers Compensation Insurance for employees participating in Marketplace amp Academy Exhibitors shall maintain Commercial General Liability Insurance against claims for personal injury death or property damage incident to arising out of or in any way connected with the exhibitor s participation In addition exhibitors are responsible for obtaining property insurance for its exhibit and display materials including without limitation theft damage coverage Exhibitors are solely responsible for any and all damages caused by the exhibitor or exhibitor s agents employees or guests HUB International the endorsed insurance broker for ASTRA is an insurance firm with expertise in the exhibition and event marketplace and can assist with exhibitor insurance needs For more information visit www hub
17. o leave floor coverings in their contracted booth space will be fined 1 000 payable to ASTRA within 30 days of receipt Exhibitors may also be fined on behalf of the convention center for destruction of property In addition failure to remove all items from a booth will result in forfeiture of the company s priority points for the year Failure to abide by these rules and regulations may affect a company s ability to exhibit at future ASTRA shows If an exhibitor does not have floor covering it will be provided at the exhibitor s expense at the going rate of the general services contractor An exhibitor occupying multiple booth spaces directly across the aisle from each other is prohibited from bridging the aisle as part of the exhibit or from using any floor covering in the aisle other than that furnished by the official decorating company All tools and equipment used during booth set up must be operated in compliance with the convention center safety guidelines as outlined by OSHA or other such authorities Exposed parts of any display must be finished so as not to be objectionable to ASTRA Any changes required in bringing an exhibit into compliance will be made at the exhibitor s expense All exhibits must be set up by 5 00 pm on Sunday Exhibitors requiring late set up time must have express written consent from the official show decorator No exhibits shall be dismantled prior to the close of the show All exhibit materials m
18. pace as it deems fit No booth fees or expenses paid by the exhibitor will be refunded and all priority points accrued by the company will be forfeited ASTRA reserve the right to deny exhibiting privileges to any exhibitor that has outstanding liabilities and or unpaid bills owed to ASTRA or to any of ASTRA s official suppliers Exhibitors with outstanding liabilities will be subject to cancellation at ASTRA s sole discretion without refund of monies paid ASTRA may offset any deposit or monies paid against outstanding liabilities owed to ASTRA or one of its official suppliers ASTRA reserves the right to cancel the exhibition or any part thereof with no further liability to ASTRA due to government order or other cause beyond its reasonable control including without limitation labor strikes failure of mass transportation acts of God hurricanes tornado fire flood and the like or pandemic illness which make it illegal impossible or inadvisable for ASTRA to hold its annual convention the exhibition or any event thereof ASTRA further reserves the right to reject or cancel any application for any reason in ASTRA s sole discretion ASTRA may reject or cancel the application of a potential exhibitor not complying with these Rules and Regulations l have read understood and agree to abide by the Deposits Cancellations Refunds X INITIAL HERE Eligible Products and Services Acceptable products and services to be
19. r exhibit items removed from aisle space Labor A copy of the Convention Center s labor guidelines and non official contractor rules will be included in the Exhibitor Services Manual emailed to each exhibitor Electricity Standard electrical services available for purchase are 120 volt AC single phase 60 cycle 208 volt AC three phase 60 cycle special voltage available upon request Merchandise Equipment Removal A written release will be required to remove material equipment from the exhibit hall after the first day of installation through the last day of dismantling Merchandise Equipment Removal Forms will be available at the official show decorator service desk office located in the Exhibit Hall Booth Activities amp Literature Distribution Adhesive backed decals or similar items are not permitted in the convention center and may not be distributed by any group exhibitor or individual Any costs incurred for the removal of these items will be charged to the exhibitor Only professionally designed and installed helium balloon displays permanently attached to exhibits are permitted Charges are assessed by the facility for any helium balloon that escapes its display Helium balloons may not be used as giveaways Helium tank use and storage inside the convention center is strictly prohibited Chewing gum may not be distributed in the facility or on the premises Exhibitors or their agents must not injure or deface t
20. the ASTRA Convention web site e Opportunities to increase visibility through sponsorships and advertising Advance booth selection for the 2017 Marketplace amp Academy e Access to refreshments in the Membership Oasis e Half booths or 10 x5 booths are defined as 10 wide and 5 deep with 8 high back drape and 3 high side drape 10 x5 exhibit space is available only to first time Marketplace exhibitors with 1 5 product lines 10 x5 booths have the same booth inclusions as a standard 10 x10 booth except they come with one 1 4 longx2 widex30 high table one 1 chair and one 1 wastebasket Booth Sharing Policy An exhibitor may not share or sublet their assigned space to another party Merchandise brochures or any other marketing tools with a name other than the exhibitor may not be displayed Only the products from that exhibitor may be promoted in the contracted booth space and exhibitors will employ qualified representatives in their booth No one without a designated exhibit space will be allowed to solicit business within the ASTRA Convention location Failure to adhere to the booth sharing policy will result in the loss of all priority points and may impact your ability to exhibit at future ASTRA shows Deposits Cancellations Refunds A minimum deposit of 50 of the total booth space cost must accompany your application The balance due must be paid in full by 5 00 pm Central Time Zone on January 31 2016 Exh
21. tion for booth space the exhibitor acknowledges receipt of and acceptance of these Rules amp Regulations and all applicable rules and regulations of the ASTRA Marketplace facility as a condition of ASTRA s approval of exhibitor s application Discourteous bullying or other unacceptable behavior is a violation of these Rules amp Regulations and will not be tolerated If exhibitor fails to abide by these Rules amp Regulations ASTRA may take such steps as it deems necessary to enforce them including penalties and sanctions up to and including immediate shutting down of exhibitor s booth and removal of exhibitor from the Marketplace event without refund and denial of exhibiting privileges at future ASTRA events ASTRA reserves the right to make all final decisions regarding the interpretation and enforcement of these Rules amp Regulations ASTRA may amend these Rules amp Regulations at any time and will endeavor to inform exhibitor of such amendments in a timely manner I have read understood and agree to abide by the entire set of Official Rules amp Regulations X TIAL HERE Leading the way through play Visit the exhibitor area at www astramarketplace org
22. uppliers unless a written request to use an Exhibitor Appointed Contractor EAC is submitted to the official show decorator three weeks prior to the show A certificate of liability insurance must be provided to the official show decorator by the independent contractor Please contact the official show decorator for further information Delivery of Exhibit Material Shipments will not be accepted at the Convention Center prior to 8 00 am on Saturday June 4 2016 The official show decorator will accept materials for 30 days prior to the show set up Materials should be shipped to arrive at the advance warehouse no later than Tuesday May 31 to avoid any late charges Materials will be accepted at the warehouse until Friday June 3 with an additional fee Exhibitors are responsible for the fees associated with the service Please refer to the Material Handling section of the Exhibitor Service Manual for more details The official show decorator will receive and store advance shipments of crated material beginning 30 days prior to exhibitor move in on Sunday June 5 2016 The official show decorator will also deliver all advance shipments to assigned booth space s remove and store all empty containers return empty containers to the booth at close of show deliver shipments to loading area of exhibit hall and load onto outbound carrier s trucks at the prevailing drayage rates The official show decorator and ASTRA are not responsible fo
23. ust be removed from the exhibit hall by the end of exhibitor teardown Exhibitors are responsible for breaking down and removal of the entirety of the company s booth to include but not limited to all shelving slat walls display structures floor covering and product Exhibitors are responsible for removal of all trash recycling and any other debris left in their booth space Exhibitors who leave trash or any items in their contracted booth space will be fined 1 000 payable to ASTRA within 30 days of receipt In addition failure to remove all items from a booth will result in forfeiture of the company s priority points for the year Failure to abide by these rules and regulations may affect a company s ability to exhibit at future ASTRA shows Use of Space Booths must be open and staffed during the scheduled exhibit hours The display area will be open to registered exhibitor personnel one hour before the show opens daily ASTRA reserves the right to restrict exhibits which for any reason become objectionable and also to prohibit or evict any exhibit which in the opinion of ASTRA may detract from the general character of the show as a whole All activity must take place within the assigned booth space this includes the distribution of any printed or promotional material No soliciting for business shall be permitting in the aisles or in other exhibitor s booths Exhibitors may not block access to other booths or the aisle way
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