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These Rules and Regulations are a part of the AAJ 2020 Annual Convention and should be read carefully
to ensure compliance.
The goal of the American Association for Justice (AAJ) is to create a professional atmosphere for its
attendees throughout the entire Convention including all educational sessions and the Exhibit Experience.
In addition, we want Exhibitors to have opportunities to interact with attendees in an environment that
is conducive to a successful exchange. We particularly want to ensure that no action of any one Exhibitor
in
any way detracts from a successful meeting experience for fellow Exhibitors or attendees.
To ensure that these important goals are met, we have established these Exhibit Rules and Regulations.
AAJ reserves the right to reject any Exhibitor for reasons including, but not limited to, the inappropriateness
of promoting Exhibitor’s product and/or services. As a condition of exhibiting, each Exhibitor agrees
to observe the rules stated in this document, and any
Exhibiting Company that does not do so will be subject to whatever action deemed necessary by AAJ to
correct or prevent the violation.
It is the Exhibiting Company’s responsibility to communicate all information regarding exhibit rules
and policies to all members of the company who will be participating in AAJ’s conventions, as well as
to any agents, contractors, or other personnel authorized or acting on behalf of the Exhibiting Company
prior to and during the AAJ Convention.
We greatly appreciate your cooperation, and we will work hard to ensure that the AAJ Convention is the
best possible forum for marketing your products and services each year.
Any Exhibitor who has any remaining balance due for the AAJ 2020 Annual Convention will not be allowed
to set up until their balance has been paid in full.
1. AGREEMENT TO TERMS AND CONDITIONS:
Exhibitors must abide by the terms of the Contract, the Rules and Regulations, and any applicable provisions
of AAJ’s agreement with the management of the facility where the Convention will be held.
2. AAJ ACCEPTANCE POLICY:
AAJ reserves the right to reject Exhibiting Companies whose product or service is not in compliance
with AAJ advertising policy, i.e., the exhibit materials should not have an emphasis on large jury awards
or settlements, or on maximizing damages, or otherwise overemphasize monetary considerations. AAJ will
not accept booths marketing alcohol, tobacco, or firearms, and has the right to reject materials with
sexual
connotations in questionable taste. AAJ may also reject Exhibiting Companies offering products or services
in direct competition with AAJ services.
3. WHAT YOUR EXHIBIT SPACE INCLUDES:
Booths are 10' x 10' (unless otherwise indicated) with a height limit of eight feet. AAJ will provide
each Exhibit
- Standard draped back wall and side rails
- Company booth identification sign
- One (1) 6-foot draped table
- Two (2) chairs
- One (1) wastebasket
- Daily cleaning of aisles
These items cannot be substituted or exchanged.
All measurements shown on the floor plan are approximate, and AAJ reserves the right to make such modifications
as may be deemed necessary, making equitable adjustment with any Exhibitor(s) thereby affected. AAJ
also reserves the right to adjust the floor plan to meet the needs of the Convention.
All furniture and accessories, electrical requirements, internet access, additional booth carpeting,
and booth cleaning are the responsibility of the Exhibitor.
4. ALTERATION TO EXHIBIT SPACE AND EXHIBIT HALL LAYOUT:
AAJ SHOW MANAGEMENT shall be entitled to alter the layout if, in their opinion, this is in the general
interest of the Convention.
5. INSTALLATION AND DISMANTLING OF THE EXHIBITS:
Delivery of freight and installation of the exhibits will begin the afternoon of Thursday, July 9, 2020,
and installation must be completed no later than Thursday, July 9, 2020, at 8:00 pm. Booths that are
not set by 8:00 pm on Thursday, July 9, 2020, will lose 5 priority points. Priority points are used
in the pre-sales process and give Exhibitors priority in their exhibit space selection order. Freight
delivered to a booth but unopened by 8:00 pm, Thursday, July 9, 2020, will be removed from the Exhibit
Experience and the Exhibits Manager reserves the right to reassign such space to another Exhibitor,
or make such use of the space as deemed necessary or appropriate with no refund being made to the original
contracting Exhibitor. If exhibit space is not reassigned, Exhibitor will not be permitted to set their
booth until the end of show hours on the first day of the Exhibit Experience.
Dismantling of exhibits may not begin until 12:00 pm, Monday, July 13, 2020, and must be completed by
1:30 pm, Monday, July 13, 2020. Booths that break
down before 12:00 pm on Monday, July 13, 2020, will lose 5 priority points. Companies will be notified via
email post-show of the priority point penalty. Goods and materials used in the exhibit, except bona
fide samples, shall not be removed from
the Exhibit Experience until the Exhibition has officially been closed. The Exhibits Manager has the option
to remove exhibits which have not been removed by that time and charge the expense to the Exhibitor.
Exhibitors shall comply with all union regulations where applicable.
6. CHILDREN:
No one under the age of 18 will be allowed on the Exhibit Hall floor during designated Exhibit Hall
setup and teardown. During official Exhibit Hall hours, all children under the age of 18 must be registered
and accompanied by an adult at all times to be on the Exhibit Hall floor.
7. PAYMENT TERMS:
Exhibitor agrees to pay a 50% deposit of the total cost of their assigned exhibit space during their
virtual sales appointment. SHOW MANAGEMENT reserves the right to cancel any Exhibitor’s application
and release their assigned exhibit space if the minimum 50% deposit is not received during the virtual
sales appointment. Final payment for any remaining balance due for exhibit space must be paid in full
no later than Friday, May 15, 2020. SHOW MANAGEMENT reserves the right to cancel and release the exhibit
space of any Exhibitor who has
not paid for their exhibit space in full by Friday, May 15, 2020. No refunds will be granted to any Exhibitor
who has not paid their remaining balance by Friday, May 15, 2020. Any Exhibitor who purchases exhibit
space after Friday, April 24, 2020, agrees to pay for their exhibit space in full on the date their
Exhibit Application is approved.
8. CANCELLATION AND WITHDRAWAL:
An Exhibitor may cancel or withdraw from the Exhibition subject to the following conditions:
The Exhibitor shall give the Exhibits Manager notice in writing to cancel or withdraw from the Exhibition.
The date the Exhibitor’s written request of cancellation is received by AAJ will be considered the official
cancellation date.
- On or before Friday, May 15, 2020: Cancellations made on or before Friday, May 15, 2020, will receive
a full refund of the TOTAL PRIDE PAID.
- After Friday, May 15, 2020: No refund is given.
9. USE OF SPACE:
All demonstrations, distribution of circulars, or other promotional activities must be confined to the
limits of the Exhibit Booth and must not interfere with adjacent booths or intrude on aisle space. Demonstration
of equipment that requires the use of space above the
8-foot back wall height must be approved by the Exhibits Manager prior to the opening of the
Convention. No Exhibitor shall assign, sublet, or share the space allotted without the knowledge and written
consent of the Exhibits Manager. There are no booth shares permitted. Only goods manufactured or dealt
in by Exhibitors in the regular course of business, except for prizes, shall be exhibited. Exhibitors
shall not under any circumstances distribute any form of materials relating to the exhibit in any area
of the Convention beyond their exhibit space unless previously approved by the AAJ Exhibits Manager.
Special booth promotions such as artists, magicians, mascots, etc., and the photographing of such presentations,
are to be contained in the booth. Unless approved by the Exhibits Manager, Exhibitors are not to take
photographs of competitors’ booths.
10. BOOTH CONSTRUCTION AND SHOW SERVICES:
All Exhibit Booths must adhere to the IAEE booth display rules and regulations. Booth carpeting (if
facility is not carpeted), decorations, furniture, signs, and electrical connections are available to
the Exhibitor through the Official General Service Contractor, who will bill the Exhibitor directly.
SHOW MANAGEMENT
is not responsible for any service provided by independent contractors. SHOW MANAGEMENT reserves the right
to finish and decorate any unfinished partitions, floors, walls, or backs of signs that are exposed
to the public and to charge the cost to the Exhibitor. Peninsula Booths are not permitted.
11. STAFFING OF EXHIBITS:
No more than three individuals may operate a single booth at the same time, with the exception that
up to six individuals may operate a double booth. Also, for safety, fire, and ADA regulations, booths
must be set up to allow working space for exhibit personnel within the confines of the exhibit space.
Exhibit personnel will not be allowed to stand in the aisles.
12. EXHIBIT HALL BADGES:
All Exhibitor personnel must be registered and wear their badge at all times during the Convention.
Each Exhibiting Company will also receive two (2) tickets per exhibit space purchased to the Opening
Reception as part of their registration.
13. ATTENDANCE AT EDUCATIONAL PROGRAMS:
Exhibitors may attend AAJ Education programs, provided that they shall not distribute any promotional
materials whatsoever or engage in sales activity while attending the programs. Exhibitors who are invited
speakers are also NOT allowed to distribute company brochures or promotional materials in the meeting
rooms before, during, or after their presentation.
Continuing Legal Education Credits (CLEs) are not offered to Exhibitors unless they are AAJ members and
paid registrants for the Convention.
14. FOOD AND BEVERAGE:
No food and/or beverage may be served without prior permission from the Exhibits Manager and facility.
15. RESTRICTIONS IN OPERATION OF EXHIBITS:
The Exhibits Manager reserves the right to close exhibits which, in the sole discretion of the Exhibits
Manager, are in bad taste, are excessively noisy, employ offensive or unprofessional methods of operation,
or in any way detract from the quality of the
Convention, interfere with the other Exhibitors, or are deleterious to AAJ’s professional image. Exhibitors
shall not use their exhibit space or conduct any
other Convention activities which impugn, demean, or contravene the product, services, or organization of
any other Exhibitor. AAJ, through the Exhibits Manager, reserves the right to evict any persons or Exhibitors
whose conduct is deemed in violation of this agreement, offensive, disruptive, unethical, or
undignified; and to prevent the distribution of materials that are in any way incompatible with AAJ’s standards
of decorum, taste, or professionalism. In the event of such restriction or eviction, AAJ is not liable
for any refunds of rentals or other exhibit expense. Unusual advertising plans and stunts which are
designed
to attract attention to a particular exhibit must be submitted to the Exhibits Manager for approval 30 days
prior to the opening of the Convention.
16. FACILITY MEETING SPACE:
No Exhibitor-sponsored meetings, entertainment, or similar activities will be permitted in the hotel,
meeting rooms, or other private or public facilities of the hotel without the prior approval of AAJ
Convention Staff.
17. PROPERTY DAMAGES:
Exhibitors or their agents shall not in any way damage the building, the booths, or the equipment of
the booths. No signs, parts of exhibits, supplemental lighting, or any other exhibit material may be
taped, posted, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or any interior
or exterior surface of the Exhibition facility or furniture.
18. SECURITY:
Although security service will be furnished, SHOW MANAGEMENT cannot and will not be responsible for
damage to, loss, and/or theft of property belonging to any Exhibitor, its agents, employees, business
invitees, visitors, or guests. Each Exhibitor must carry their own insurance.
19. INSURANCE:
Notwithstanding the fact that AAJ may employ security service, neither security personnel, AAJ, the
official service contractor, hotel management, or any of the officers or employees of the above will
be responsible for the safety or property of Exhibitors from theft, strike, or damage by fire, water,
storm, or vandalism.
Each Exhibitor acknowledges that it is responsible for obtaining appropriate insurance coverage. The Exhibitor
shall, at its sole cost and expense, procure and maintain throughout the term of the contract for
exhibit space, comprehensive general liability insurance against claims of bodily injury or death and property
damage occurring in or upon or resulting from the premises leased. The general liability insurance should
recognize the American Association for Justice (AAJ) as an additional insured. Such insurance shall
include contractual liability and products liability coverage with the combined and single limits of
liability of
not less than $1,000,000. The Exhibitor shall, at its sole cost and expense, throughout the term of this
contract, procure and maintain worker’s compensation, employer’s liability, and occupational disease
insurance in full compliance with all federal and state laws governing all of the Exhibitor’s employees
engaged
in the performance of any work for the Exhibitor. The Exhibitor must obtain and furnish to AAJ SHOW
MANAGEMENT a certificate of insurance evidencing the required insurance. The Exhibitor must provide a certificate
of insurance no later than Thursday, June 11, 2020.
20. LIMITATIONS AND LIABILITY:
Neither AAJ, its officers, directors, members, representatives, employees, or suppliers, nor the meeting
facility, nor the service contractor or their officers, representatives, employees, or subcontractors
shall 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 of Exhibitor
or to any other person for any loss of or damage to any property of the Exhibitor or any other property
where such injury, loss, or damage is incident to, arises out of, or is in any way connected with Exhibitor’s
participation in the Convention. The Exhibitor shall be fully responsible for any such injury, loss,
or damage and the Exhibitor shall protect, indemnify, hold harmless, and defend AAJ, its officers, directors,
agents, employees, the Walter E. Washington Convention Center, its owners, agents, and employees against
all such claims, liabilities, losses, damages, and expenses. Exhibitor shall, and shall cause its employees
to, indemnify, defend, and hold harmless AAJ, the Walter E. Washington Convention Center, its members,
employees, agents, and contractors from all liability arising from or related to the use of the exhibit
space including, without limitation, transportation, placement, removal, or display of exhibit and drayage.
21. SAFETY, FIRE, AND HEALTH:
The Exhibitor is charged with knowledge of all local laws, ordinances, and regulations pertaining to
health, fire prevention, and public safety affecting his or her participation in the Exhibition. Compliance
with such laws is mandatory for all Exhibitors and is the sole responsibility of the Exhibitor. All
materials used in the exhibit area must be flameproof and fire-resistant to conform to local fire ordinances
and the fire regulations of the facility. All hangings must clear the floor and electrical wiring must
conform to local ordinances. If unusual equipment is to be installed, or equipment
that conflicts with fire codes is to be used, the Exhibitor should communicate with the Exhibits Manager
for information concerning the facility and its regulations. All projection equipment and activities
must be in accordance with the requirements of the fire prevention authorities and in compliance with
any agreements entered into by AAJ with the management of the Exhibit Hall or applicable labor unions.
All plans for
installation and operation of projection equipment must be approved by AAJ before operation is undertaken.
All lighting devices, displays, or demonstrations must be arranged in such a manner as not to distract
or interfere with other Exhibitors or the Convention in general. Exhibits which include the operation
of lighting devices, sound equipment, or any noise-making devices
must secure approval for the operation of same from the Exhibits Manager prior to the opening of the Exhibition.
22. FORCE MAJEURE:
In case of cancellation or suspension of the Convention due to force majeure, an extraordinary event
or circumstance beyond the control of the parties including fire, blizzard, flood, earthquake, volcanic
eruption, storm, hurricane, or other natural disaster, war, regulations of the authorities, strike,
diseases and epidemics, or other circumstances beyond the control of AAJ that might render it impossible
or difficult to carry through the arrangement, AAJ shall be entitled to transfer, in whole or in part,
the arrangement to other premises, to postpone the implementation of
the arrangement to another time, or to cancel the arrangement, and the AAJ shall not be liable to pay compensation
to the Exhibitor or be bound to
reimburse the stand rental paid, nor be liable for any expenditure or liability or loss, including consequential
loss incurred by the Exhibitor.
23. OTHER EXHIBIT CONTRACTORS:
Exhibitors must submit a Notification of Intent to Use Non-Official Service Contractor to the Exhibits
Manager by Thursday, June 11, 2020. Exhibitor- appointed contractor shall have the right to provide
services (excluding material handling and furniture)
and to utilize qualified employees on the exhibit floor as requested by an Exhibitor. The Exhibitor-appointed
contractor must carry public liability insurance for bodily injury and property damage in the minimum
amount of $1,000,000. An original Certificate of Insurance must be submitted to the Exhibits Manager
by Thursday, June 11, 2020, verifying public liability insurance for bodily injury and property damage
for the time period covering the Exhibition. Upon arrival at the Exhibition, Exhibitor-appointed contractor
personnel must check in with either the Exhibits Manager or the in-house service contractor to present
their credentials and receive permission to work on the floor.
24. MUSIC LICENSING:
The Exhibitor shall be responsible for securing any and all necessary licenses or consents for: a) Any
performance, displays, or other uses of copyrighted works or patented inventions, and b) any use of
any name, likeness, signature, voice or other impression, or other intellectual property owned by any
third party used, directly or indirectly, by the Exhibitor. The Exhibitor hereby agrees to indemnify,
defend, and hold AAJ harmless from and against any claim of liability
and any resulting loss, cost, or damage (including costs of lawsuit and attorney’s fees) for failure to
obtain these licenses or consents and/or for infringements or other violations of the property rights
or the rights of privacy or publicity of any third party.
25. AMERICANS WITH DISABILITIES ACT:
Exhibitors shall be responsible for making the exhibit accessible to persons with disabilities as required
by the Americans with Disabilities Act, and violation shall fall within the conditions of Rule #21.
26. AMENDMENTS/ENFORCEMENT:
All matters and questions not covered by these Rules and Regulations are subject to the final judgment
and decision of the Exhibits Manager. These Rules and Regulations may be amended at any time by AAJ
upon written notice to Exhibitors. AAJ reserves the right to enforce compliance with these Rules and
Regulations.