Rules & Regulations
The Radiology Business Management Association (RBMA) or its officers, directors, agents and employees cannot guarantee against loss, theft, or damage and will assume no liability for damages or theft, nor guarantee the exhibit against loss of any kind. The exhibitor agrees with the RBMA to assume the entire responsibility and liability for losses, damages, and claims deriving out of injury, theft, or damage to the exhibitor’s displays, equipment, and other property brought upon the premises of the hotel and their respective agents, servants and employees from any and all such losses, damages and claims.
The RBMA, its officers, directors, agents, and employees also shall not be liable for, and are hereby released from any claims, liabilities, losses, damages, or expenses relating to or arising out of any injury to any personnel or exhibitor or to any other property where such injury, loss, or damage is incident to, arises out of, or is in any way connected with the exhibitor’s participation in the conference. The exhibitor shall be fully responsible for any such injury, loss or damage. The exhibitor shall protect, indemnify, hold harmless, and defend the RBMA, its officers, directors, agents, and employees, provided that the foregoing shall not apply to injury, loss, or damage caused by or resulting from the negligence of the RBMA, its officers, directors, agents or employees.
The exhibitor assumes responsibility and agrees to indemnify and defend the conference venue and their employees and agents against any claims or expenses arising out of the exhibition premises. The exhibitor understands that the conference venue does not maintain insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance.
RBMA is committed to providing an organization that is free from sexual harassment, and therefore it will not tolerate sexual harassment of any of its constituents. This includes harassment of RBMA’s members, vendors or exhibitors by any exhibitor. Appropriate action will be taken against any exhibitor (or its employees) reasonably believed to be guilty of harassment, up to and including a termination of any business relationship between RBMA and the offending party, without refund of any amounts previously paid by the exhibitor.
The consumption of alcohol is not permitted in the Exhibit Hall during exhibitor set-up. Children under the age of 16 years old are not permitted in the Exhibit Hall.
Member Status
RBMA Members who exhibit must be registered as a corporate member to receive discounted booth rates.
Member Identification
Exhibitors who are RBMA members will be given a sign advertising their membership in RBMA to place in their booth.
Exhibitor Representatives
Booth fees include registration for two company representatives for RBMA members and one for non-members. Members may register up to two additional company representatives for $200 per person. Non-member may register one additional company representative for $200. Any company members wishing to attend the RBMA conference above the maximum allowance may attend and register as an attendee at the attendee rate.
Standards for Exhibiting
Distribution of literature, samples, etc., by firms that are NOT participating in the Exhibit Hall is prohibited. Evidence of violation of this rule should be reported immediately to an RBMA representative.
Installation of Exhibits
Exhibit space will not be released to the exhibitor until all conditions as set forth in these rules are met. Installation of exhibits will commence Sunday, May 4, 2008, 10:00 am. All exhibits must be completed by 5:00 pm and all aisles cleared of exhibit material and crates. Any company not moved in and set up by this time will be barred from participation in all future RBMA events.
Dismantling/Removal of Exhibits
Each exhibitor will complete arrangements for the removal of materials from the Exhibit Hall. Move-out prior to 3:45 pm, on Tuesday, May 6, 2008, is not permitted. Any company moving out prior to this time will be barred from participation in all future RBMA events.
All exhibit materials must be packed and ready for shipment by 8 pm, Tuesday, May 6, 2008. Any materials not packed by that time will be shipped at the exhibitor’s expense by a carrier selected by the official drayage company.
Contractor Services
RBMA has designated Champion Exposition Services as the official service contractor to provide services to the exhibitor other than supervision. Exhibitors may use their own service contractor providing they inform RBMA. All exhibitor appointed contractors shall abide by the terms and conditions and rules and regulations set forth herein. Electrical, plumbing, cleaning, telephone, drayage and rigging services must be provided by the designated official contractor.
Exhibitor Demonstrations
Demonstrations by exhibitors should contribute to the needs of the attendees in a professional way. Demonstrations and adequate space for an audience should be available within the confines of the individual exhibitor’s booth. No interference with normal traffic flow and infringement on neighboring exhibits is permitted.
Exhibit Booth Conduct
Unethical conduct or infraction of rules on the part of the exhibitor or his representative, or both, will subject the exhibitor or his representative to dismissal from the exhibit hall, in which event it is agreed that no refund will be made by RBMA.
Entertainment or Social Functions
No events of any kind may be scheduled to conflict with conference program hours, exhibit hours, or social events held during May 4-6, 2008.
Booth Space Rental
Because of space constraints, RBMA reserves the right to limit the quantity of booth space rentals per exhibitor. Multiple booth spaces may be reserved for exhibitors participating in RBMA Sponsorship Programs.
It is expressly understood that in leasing and using space in the exhibit hall, the exhibitor agrees to abide by all rules and regulations, moreover, that the RBMA in accepting the application for space, agrees to furnish ordinary facilities and services as enumerated in this agreement.
Any points not covered above or elsewhere on these pages are subject to a settlement by the management. The RBMA reserves the right to change or modify any rule or regulation, or any specification therein, when deemed advisable and to the best interest of the Association.
In the interest of providing meeting attendees with information about the variety of products and services available to radiology and associated health care professionals, the RBMA permits companies to set up exhibits at RBMA meetings. The attendance of the exhibitors at RBMA meetings does not constitute the association’s endorsement of a product or service offered. The RBMA makes no representations, express or implied, regarding the nature or quality of the products or services offered by meeting exhibitors. Attendees are urged to consult with their own legal advisors before signing any contract with an exhibitor.
Exhibit Space Booth Specifications
10 feet by 10 feet (10' x 10')
Inline/Corner
The standard inline booth space is ten feet deep and ten feet wide. A standard booth has a back wall and two closed four-foot sidewalls. Display materials must be arranged in such a manner as to not obstruct neighboring exhibitors. The maximum height of eight feet is allowed only in the rear half of the booth space with a four-foot height restriction on all materials in all remaining space forward to the aisle. Multiple booths must be situated so that the side adjacent to another exhibitor does not exceed the four-foot height limit.
Peninsula Booth
A peninsula booth is four or more 10 ft. x 10 ft. spaces attached to the end of a row of inline booths. The peninsula should not cause a visual disadvantage to adjacent exhibits that is greater than would be caused by an inline booth in the immediately adjacent space. When a peninsula backs up to inline booths, inline booth restrictions apply within 10 ft. of neighboring booths (e.g. 48" height restrictions apply within four-feet of each aisle, eight foot back wall height restriction.) Maximum booth height should not exceed 12 ft.
