Exhibit Qualifications

Space allotted to the approved exhibitor is to be used exclusively by that exhibitor for display as approved by ABMA, exhibitors cannot share exhibit space, sub-license, assign or transfer the Exhibit Space assigned. Violation of this clause may lead to cancellation of space allotted and forfeiture of rental fees paid to ABMA.

If the Exhibitor shall use a custom booth in the Exhibit Space, it shall provide ABMA promptly upon request (and no later than 30 days prior to the Expo) detailed construction drawings showing all dimensions and orientation of such custom booth.

Exhibit Height and Construction Restrictions

a) A standard 10x10 exhibit measures 10’ deep x 10’ wide with 8’ tall back wall drape and 3’ tall side wall drapes, but all are warranted to be approximate.

b) A 10x20 exhibit measures 10’ deep x 20’ wide with 8’ tall back wall drape and 3’ tall side wall drapes, but all are warranted to be approximate.

c) Island exhibits measure 20’ deep x 20’ wide, completely open on all four sides, does not include back wall or side rail drapes and all are warranted to be approximate.

d) Product samples or equipment, scale models and literature are appropriate. Free-standing floor displays and a poster are also permitted as well as battery powered and lighted displays, exhibits, computer demonstrations and videos.

e) Free-standing floor displays cannot exceed 8’ in height; table-top displays cannot exceed 5’ in height. Side rails must not exceed 36” to prevent any obstructions that would interfere with the view of other booths. Exhibitors needing to use equipment that conflicts with the regulations must submit a sketch to ABMA.

f) All materials within the exhibit area including, but not limited to, actual display units, decorative items, furnishings, fabrics, flooring, etc., must meet and comply with all national, state, and local laws, including the Americans with Disabilities Act as well as facility fire, electrical, plumbing, safety and hazardous material codes. Proper written certification must be available for viewing at the request of ABMA. Any item(s) that do not comply are subject to immediate correction/removal at the discretion of ABMA and at the exhibitor’s expense.

g) ABMA retains sole discretion and authority in the placement, arrangement, and appearance of all displays. ABMA reserves the right to reject, eject or prohibit any exhibit, in whole or in part, Exhibitor or any of its representatives, upon ABMA’s good faith determination that the same is not in accordance with these terms and conditions. No refunds will be provided in the event of such rejection, ejection, or prohibition.

h) No exhibits or advertising shall be allowed to extend beyond or above the back and side rails of the Exhibit Space, without ABMA’s prior written consent.

Marketing

ABMA maintains an online listing of exhibiting companies along with contact information, hyperlink and/or company logo and a 50-word exhibit description. Your company will be listed soon after receipt of your company deposit, logo and 50-word booth description.

If you forgo the opportunity to be listed online, ABMA still requires a 50-word exhibit description for the on-site materials to be submitted no later than January 31, 2024. If your booth description is not received by this date, your company description will not be included in the on-site materials.

Exhibitor gives ABMA the permission to use Exhibitor’s name, logo and products exhibited in all media formats (whether now known or hereafter existing) in connection with the promotion and publicity of the Exhibition. Exhibitor waives the right to inspect or approve the finished product.

Lead retrieval app is complimentary to all exhibiting members by request. More information will be provided in your Exhibitor Service Kit.

Payment Terms

a) A deposit of twenty-five percent (25%) of the total booth rental fee is due upon submission of the Exhibit Booth Contract.

b) An additional deposit of twenty-five percent (25%), resulting in fifty percent (50%) paid by September 30, 2023.

c) Full payment is due by January 31, 2024. Applications received after January 31, 2024 will require full payment of the total booth rental fee upon submission of the Exhibit Booth Contract.

d) All payments must be made through a U.S. bank draft payable to “ABMA” or by credit card (VISA, MasterCard and American Express accepted).

e) If full payment is not received by January 31, 2024, selected space is no longer guaranteed and may be released back into the general inventory and deposit will be forfeited.

f) Purchase orders will not be recognized as an acceptance of the Exhibit Booth Contract.

Allocation of Space

a) Exhibit space will be reserved based on a priority schedule of returning exhibitors. Once all returning exhibitors have an opportunity to secure their exhibit, the remaining exhibits will be open to the general membership. ABMA will provide confirmation of the exhibit space only after receipt of the completed Exhibit Contract and deposit payment.

b) No claim or objection from any exhibitor shall be entertained regarding rejection of application for allotment of space.

Cancellation

Cancellation of exhibit space must be sent to ABMA in writing at Boiler2024@abma.com. A refund of fifty percent (50%) of the deposit will be given if notice is received by December 31, 2023 with no outstanding payments. ABMA can sell a cancelled exhibit space to another exhibitor without any refund to the initial exhibitor. Exhibitors requesting to downsize their booth at any point will not receive a refund for the difference in exhibit fee.

Participation

Acceptance of participation and exhibits will be at the sole discretion of ABMA. All exhibitors must be a member of ABMA.

Possession of Space

Possession of space will be given to the Exhibitor on Wednesday, May 1st: 8:00 AM – 5:00 PM. Display arrangements and exhibit booths must be show-ready by 10:00 AM on Thursday, May 2nd prior to show opening. Exhibiting firms using independent contractors to install and dismantle their displays must give notification of the company to the official decorator, Alliance Nationwide Exposition Services.

Exhibit Tear Down

Exhibit dismantlement may not begin until 30 minutes after the close of the exhibit hall on Friday, May 3rd, any early dismantling may affect future exhibiting contracts with ABMA. Exhibit dismantle must be complete, packed and ready to ship by 11:59 PM on Friday, May 3rd. If not, the exhibitor may be required to pay a penalty and the official show decorator will have the right to remove the exhibits/materials, etc. at exhibitor’s risk and cost. Exhibitor is liable for any damage it or its agents cause to the Venue’s floors, ceilings, walls or columns, or to standard booth equipment, or to other Exhibitors’ property.

Insurance

Each exhibiting company is responsible for obtaining insurance (Liability and Fire/Theft) in such amounts deemed appropriate to comply with its obligations hereunder and for its own protection. Certificates of liability insurance must be submitted to the Exhibit Manager by February 1, 2023. Exhibitor appointed contractors also are required to submit certificates of liability insurance. Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident, or loss of any kind, must do so at their own expense. Exhibitor understands that neither ABMA nor the Venue maintains insurance covering Exhibitor’s property, and its sole responsibility of Exhibitor to obtain such insurance.

A valid Certificate of Insurance that reflects the required vendor insurance must be provided prior to commencement of any work on-site. Insurance requirements:

• Commercial General Liability (per occurrence) $1,000,000

• Commercial General Liability (aggregate) $2,000,000

• Employer’s Liability (each accident) $500,000

• Automobile Liability (each accident) $1,000,000

Additional Insured:

Marriott International, Inc., Marriott Hotel Services, Inc., Gaylord Rockies Resort & Convention Center, Aurora Convention Center Hotel, LLC and Ryman Hospitality Properties

Certificate Holder:

Gaylord Rockies Resort and Convention Center
6700 North Gaylord Rockies Blvd Aurora, CO 80019
Attn: Alex Vassilaros, Director of Finance

Entry/Exit for Exhibitor

Entry of Exhibitor representatives will be based on an Exhibitor badge issued by ABMA. ABMA may, in its sole discretion, limit the number of Exhibitor’s representatives in the Exhibit Space. Exhibitor’s representatives shall always wear the badge identification furnished by ABMA. Exhibitor acknowledges that it shall require its representatives to dress and conduct themselves in an appropriate and professional manner. ABMA reserves the right to determine, in its sole discretion, whether the character and attire of Exhibitor’s representatives is acceptable. Exhibitor representatives must be staffed by company personnel only who are qualified to discuss details of the booth and should be present in the Exhibit Space during all hours the Exhibition is open.

Liability and Indemnification

Neither ABMA nor the management of the site nor any of their employees, agents, or servants will be accountable or liable for accidents to exhibitor, their employees, agents, or servants, nor shall be liable for damage, loss, or destruction of the exhibits by reason of fire, theft, accident or other destructive causes. Each exhibitor shall rent exhibit space at their sole risk. The exhibitor agrees to indemnify, save harmless and defend ABMA against any liability, claim or expense resulting from any injury or damage to any person or property which occurs within the exhibitor’s exhibit space or as the result of any act or omission of the exhibitor, its employees, agents, or servants. The exhibitor shall be liable to ABMA and the site for any damage done to the building and/or the furniture and fixtures contained therein which shall occur through the acts or omissions of the exhibitor, its employees, agents, or servants.

ABMA is not liable for any lost, misdirected, mislabeled, or rejected shipments for materials shipped prior to exposition and on day of exposition. Should there be any problems shipping, exhibitors should contact ABMA staff immediately. ABMA is not liable for any unpaid exhibitor fees for services related to the Exposition (audio visual, internet, furnishings, etc.).

Force Majeure & Non-Force Majeure Changes to Dates, Venue or Exhibit Space

If the Venue shall become, in the sole discretion of ABMA, unfit for occupancy, or the holding of the Exhibition or the performance of ABMA is interfered with by virtue of a Force Majeure (as defined below), the Exhibition contract may be terminated by ABMA or the Exhibition may be postponed and/or re-located by ABMA. ABMA shall not be responsible for delays, damage, loss, increased costs, or other unfavorable conditions arising by virtue of Force Majeure. A “Force Majeure” shall include, but not be limited to: fire, casualty, flood, epidemic, World Health Organization travel advisory or travel alert; earthquake, explosion or accident, blockade embargo, inclement weather, governmental restraints, restraints or orders of civil defense or military authorities, act of public enemy, riot or civil disturbance, act or threatened act of terrorism, strike, lockout, boycott or other labor disturbance, venue cancellation, local, state or federal laws, or acts of God or any other cause or causes not reasonably within the control of ABMA.

Management may, in its sole discretion, change the dates and/or Venue for the Exhibition upon written notice to the Exhibitor (which may be communicated by e-mail). Management shall not be liable for any costs, damages, fees, or other expenses of the Exhibitor as a result of any such changes.

Subletting of Space

The subletting, assignment, or apportionment of the whole or any part of space by an exhibitor is prohibited. No exhibitors may permit any other party to exhibit in their space and any goods other than those manufactured or handled by the contracting exhibitor or permit the solicitation of business by others within their space.

Rigging (Available to 20x20 Exhibits ONLY)

• The hotel retains exclusive rights to all rigging services and rigging equipment. All rigging must be installed and supervised by Encore, our exclusive, in-house rigging provider. This includes labor; ground and flown truss; motors; chain hoists and associated hardware (span sets, steels, shackles, etc.)

• All rigging services are to be requested through a rigging advance submitted through the Encore Global Gaylord Rockies Partner Page. Rigging staffing and equipment will be quoted based on the advance process. There is a minimum of two (2) riggers at five (5) hours.

• Please include diagrams and locations of all items to be rigged.

• Please indicate size and material of signs/banners/drape or other items being rigged.

• Please indicate the number of teams required and include additional calls as necessary.

• Assigned Hotel Events Manager must approve all signage locations, installation and dismantle times.

• All debris generated from the rigging process must be removed at conclusion of the rig (for example cut ties and ropes; tape used as spike markings or for directional.

Exhibitor Services

Arrangements will be made to maintain in or near the exhibit area an exhibitor service desk staffed by Alliance Nationwide Exposition Services throughout the exhibit installation, operation, and dismantling periods. The service desk will be open during move-in and move-out show hours, unless otherwise designated.

An exhibitor service kit will be sent to each exhibiting company after booth space has been confirmed and the exhibitor receives a booth confirmation notice from ABMA. The kit will contain forms and rates of the various services offered by the official contractors, those included are drayage, audio/visual, booth furnishings, labor, electrical, water, internet, and telephone connections.

Freight Handling Jurisdiction

As the official General Service Contractor, Alliance Nationwide Exposition will exclusively manage all logistical functions pertaining to the movement of freight for the duration of the event, to include supervision, labor, receiving, and oversight of the loading dock and/or designated receiving areas of the facility during all published event hours. In this capacity, Alliance Nationwide Exposition will be designated as the official and sole provider of Material Handling services for the event, including advance warehousing, direct to show site deliveries made by commercial vehicles, and empty container storage. In order to ensure a safe and efficient work environment and event floor, utilization of mechanical equipment, including forklifts, pallet jacks, lift gates, dock plates, carts and moving/furniture dollies will be limited to the employees and agents of Alliance Nationwide Exposition for all freight activity occurring on the event floor, loading dock, and designated receiving areas. Alliance will abide by and employ union labor as required by local union jurisdictions.

Alliance Exhibitor Portal

The initial email campaign inviting exhibitors to log into the event portal will be sent from ExhibitorAssistance@alliance-exposition.com in Fall 2023. The sender name will be Alliance Nationwide Exposition.

Existing Users

For exhibitors who are existing users in Alliance OnLine from prior events, you will be prompted to log in using your existing credentials. This is your email address and the password created in the past to access the Alliance OnLine site. If you do not recall your password, there is a reset button on the login page.

New Users

For exhibitors who are new users in Alliance OnLine, the email campaign will intuitively prompt you to create a password prior to linking you to the event portal.

Contact

Alliance Exhibitor Services
ExhibitorAssistance@alliance-exposition.com
Phone: 888.528.2011

General

a) Exhibitor must abide by the rules of the venue (Gaylord Rockies Resort & Convention Center) and ABMA. Failure to comply with these rules could result in your booth being closed to avoid any conflict with the local law, regulations or any undesirable situation as determined by ABMA.

b) In the event of postponement/abandonment/cancellation of the exposition, or in case of exhibits not being displayed due to any reason beyond the control of ABMA, ABMA shall not be liable for any loss or liability.

c) Exhibitor shall operate the Exhibit Space so as not to annoy, endanger or interfere with the rights of other exhibitors or attendees. Noisy or obstructive work will not be permitted during exhibit hours and ABMA may, in its sole discretion, prohibit any action resulting in complaints from other exhibitors or attendees and which interferes with the rights of others or exposes them to annoyance or danger.

d) Disputes, if any, arising out of participation in this exposition shall be referred to an arbitrator whose decision shall be final and binding on both parties in a location suitable to both parties.

e) Competitors’ products may not be displayed, referenced, or otherwise employed for comparative purposes.

f) Distribution of literature or samples shall be limited to your exhibit.

g) Exhibitor shall not schedule, foster, or conduct outside activities, which would take qualified attendees from the exposition during exhibit hours.

h) Activities cannot result in excessive obstruction of aisles or prevent ready access to nearby exhibitors’ booths.

i) The assembling of attendees in any meeting room, hotel suite or special function room by any exhibitor or organization for business, social and other purposes is prohibited without the written consent of ABMA.

j) Music is not permitted in any exhibit.

k) Exhibitors cannot offer alcohol, food, or entertainment without the written consent of ABMA.

Acceptance

The decision of ABMA shall be final and binding on the exhibitor as regards to the interpretation of these rules and regulations.

Exhibitor hereby acknowledges and represents to ABMA that the Exhibitor has received and thoroughly read, understood, and agrees with these Terms & Conditions.