Space
The Exhibit Manager may be required to reassign booth location due to congestion, to avoid confusion in firm names, to solve competitive conditions, or similar reasons. No such transfer will be made without notice to an exhibitor in writing. A moved exhibitor may withdraw from the trade show with full payment refunded if the move is not acceptable and if such cancellation is made in writing to the Exhibit Manager within 7 days of the date of the notice of transfer. An exhibitor may not share or sublet space to another party. One exhibitor may not exhibit the named “end product” of another exhibitor without permission of that exhibitor in writing, and the Exhibit Manager has the right to examine this permission.

Use of Space
Displays and demonstrations are limited to the confines of an exhibitor’s own booth, as is the distribution of literature or other items.

Storage and Handling
The Dayton Convention Center will accept shipments beginning on Monday, October 22, 2007. Shipments made before that will be handled by a contracted drayage company. This information will be published in the Exhibitor Service Manual. Please note that the Dayton Convention Center does not have facilities to accept and store exhibit shipments prior to Monday, October 22, 2007. Detailed instructions for exhibit storage and handling will also be included in the Exhibitor Service Manual.

Registration
The InfoTech Trade Show is an integral part of the Conference. Visitors to the trade show and exhibit personnel must register according to the rules of the conference. This is a "open show." It is for AFCEA members, engineers, industry, and government personnel concerned with communications, electronics, computers, command and control. Visitors under the age of 18 years will not be admitted unless accompanied by an adult and with the exhibit manager’s approval.

Prizes, Give-Aways, Literature, Special Promotions
AFCEA reserves the right to limit or prohibit prize drawings or contests, distribution of novelties and any “extreme” promotional activities. In all such cases, written permission must be obtained from the AFCEA Exhibit Manager. An exhibitor may distribute only catalogs, specification sheets, or other forms of literature which pertain to the exhibiting of the firm’s own products or services.

Sound
Use of headsets is recommended. If open speakers are used, amplification must not exceed 8 db above existing noise level as measured in neighboring booths. Violation will result in immediate prohibition of any use of sound equipment.

Music
Those exhibitors using music in their booths must ensure that licensing fees have been paid to the appropriate agency; i.e., ASCAP or BMI. AFCEA is not responsible for any licensing fees for music played in the exhibitor booths.

Visuals
TV monitors, small-sized motion pictures, or slide film screens may be used if not positioned to result in crowding of aisles. Flashing or glaring light exhibits are not permitted because they are harmful to the eyes. Some animated displays are allowed.

Photographing and Video Taping
Exhibitors must have prior show management approval for any such activity other than of their own exhibit. During exhibit hours such activities must not disrupt visitor traffic.

Dress of Attendants
Uniforms, shop jackets, smocks, and coveralls may be worn for demonstrations. Costumes not regularly associated with the business and professional character of the convention must have the approval of the Exhibit Manager.

Fire Laws
Federal and City Fire Laws must be strictly observed. Carpets, light wood and cloth decorations must be flameproof. Wiring must comply with fire department and underwriters rules. Smoking in exhibit hall is forbidden. Crowding will be restricted. Exhibits cannot block aisles and fire exits. No decorations of paper, pine boughs, leafy or tree branches are allowed. A certification of flameproofing of carpets and draperies is required (not more than one year old). Acetate and most rayon drapes are not fireproof. Hydrogen gas or other compressed gas is not permitted. Balloons are not allowed.

Exhibit Hours
In their own best interest and for security, exhibitors are required to keep an attendant at their booths during all open hours. They may not dismantle before the show close, nor remove any part of their exhibit or equipment once it has been set up. Exhibit hours will be published in the Exhibitor Information.

Height & Non-Blocking Regulations
All exhibit display construction design must conform to the regulations set forth in the "AFCEA Display Rules and Regulations," a copy of which is supplied to each exhibitor by Show Management. Additional copies will be furnished on request for use by the Exhibitor's display builder and set-up crew. Show Management will classify each exhibitor's assigned booth (display space) as one of the following types - Standard, Peninsula, Island or Perimeter Wall. Classification will be based on configuration and location of the particular booth. "AFCEA Display Rules and Regulations" provides details as to what is allowed for each of the above types of displays. Our object is to permit the maximum use of the space without detriment to neighboring exhibitors of the exposition as a whole. Applicable regulations for each exhibit will be enforced.

Insurance
Exhibitors shall, at their sole cost and expense, procure and maintain, through the term of this contract, the following insurance: Comprehensive General Liability insurance with limits not less than $1,000,000 including Contractual Liability and Products Liability coverage and Workman’s Compensation in full compliance with all laws covering the exhibitor’s employees. Exhibitors may at any time be required to furnish to AFCEA a Certificate of Insurance evidencing the above stated coverage. All property of the exhibitor is understood to remain under their custody at all times.

Losses
AFCEA and the Exhibits Manager will cooperate fully, but cannot take responsibility for damage to exhibitor’s property, or lost shipments, either coming in or going out, nor for moving costs. Damage to property is exhibitor’s own responsibility. If exhibit fails to arrive, exhibitor is, nevertheless, responsible for booth rent. Exhibitors should ensure against these risks.

Electrical Safety
All wiring on booths or display fixtures must meet underwriters rules and standard fire department inspection. This applies to booth construction only and not to pre-wired radio and electronic equipment.

Emergencies, Strikes, Embargoes, Labor Costs
AFCEA and Show Management will not be responsible for delays, damage, loss, increased costs, or other unfavorable conditions caused by circumstances beyond our control.
In the event that the premises in which the AFCEA exposition is conducted shall become, in the sole discretion of AFCEA, unfit for occupancy, or substantially interfered with by reason of any cause or causes not reasonably within the control of AFCEA, this agreement may be terminated by AFCEA. Should AFCEA terminate this agreement pursuant to the provisions of this paragraph, the Exhibitor waives any and all claims for damages and agrees that AFCEA may, after computing the total amount refundable to all exhibitors (the amount by which the total amount of fees paid by the exhibitors exceeds the total amount of AFCEA’s costs and expenses in connection with its preparation for a reasonable reserve for claims and other contingencies), refund to the Exhibitor, as and for complete settlement and discharge of all said Exhibitor’s claims and demands, an amount as computed above bears to the total amount of fees paid by all exhibitors.
Our costs are based on prevailing union wages and working conditions and are subject to change with these factors. It is understood that any changes in wage or conditions which affect the work at the trade show and which would increase the costs of work, the cost shall become an additional charge to the exhibitors, not to exceed 10% of space cost, to be paid by them upon receipt of invoice.

Bulletins and General
The Exhibitor Service Manual and supplemental bulletins will appear on this website. These will include order forms for services that may be needed and information on shipping, set-up, move-in and move-out, and notification of any special developments. For workload reasons, management must refuse promotional mailings directed to all exhibitors.
Show Management does undertake to exercise due care to help and generally protect exhibitors, keep them informed, and attract a good audience to exhibits. AFCEA assumes no responsibility for thefts.

Changes
AFCEA and Show Management reserve the right to make any reasonable changes in the rules necessary to ensure the health and safety of those in attendance, the significance of the expositions, and harmony of operation. Exhibitors will be advised of any such changes by bulletin.