General Rules and Regulations

Introduction

In submitting an Application to Exhibit, the exhibitor agrees to subscribe to all requirements, restrictions, and any other directives issued by the American Health Information Management Association (AHIMA).  AHIMA reserves the right to reject any and all applications at any time for any reason or no reason at all; to reclaim any space; to have any of your representatives removed from the property for failure to conform to the Rules; to re-allot the space; and to offer requested space when available. 

All rights and remedies under this agreement shall be cumulative and none shall exclude any other rights and remedies allowed by law. Exhibitors in violation of the below conditions, rules, and regulations governing the convention are subject to prompt disqualification from participation in this and future conventions. Exhibitor shall comply with all conditions, rules and regulations regarding the convention and with the requirements set forth in the Exhibitor Service Kit.

Americans with Disabilities Act

Exhibitor represents and warrants (i) that its exhibit will be accessible to the full extent required by law; (ii) that its exhibit will comply with the Americans with Disabilities Act (ADA) and with any regulations implemented by the ADA; and (iii) that it shall indemnify and hold AHIMA harmless from and against any and all claims and expenses, including attorneys’ fees and litigation expenses, that may be incurred by or asserted against AHIMA, its officers, directors, agents, or employees on the basis of the exhibitor’s breach of this paragraph or noncompliance with any of the provisions of the ADA.

Animals
Animals are not permitted on the premises of the Washington State Convention and Trade Center, with the exception of guide, signal or service animals.

Balloons

NO helium balloons are allowed on the exhibit floor at any time.

Cancellation of Exhibition

In the event the AHIMA Convention and Exhibit is cancelled due to disaster, terrorism, strike, government regulations, or cause preventing its scheduled opening or continuance, AHIMA and its exhibitors agree that this agreement will be terminated.  Considering expenditures and commitments already made, AHIMA will determine refunds on an equitable basis.  If any part of the exhibit area is damaged, or you are not permitted to occupy your assigned space, you will be charged only for space that was actually occupied. AHIMA is released from any and all claims for damages that may arise in conjunction with the above.

Carpet

All occupied booth space must have carpeting or floor covering.  Carpet is not included in the booth rental fee.  If you do not have carpet or appropriate floor covering laid by 9am on Monday, October 11th, AHIMA will force carpet and the exhibitor will be responsible for all fees.

Children

No one under the age of 18 will be permitted on the exhibit floor at any time. 

Crate Storage

Empty crates, boxes, and skids, shall be labeled “empty.”  These items will then be removed from your booth, stored, and returned at the conclusion of the convention.  “Empty” stickers will be available at the exhibitor service desk.  Empty crates, boxes, and skids may not be stored behind, under, or adjacent to any part of your display that may be visible to convention attendees.

Damage to Convention Center Property

Each booth space must be left in its original condition. The exhibitor is liable for any damage caused to their exhibit space or to other exhibitors’ property. The exhibitor may not mar, tack, make holes, or apply paint, lacquer, adhesives, or other coating to building columns and floors or to standard booth equipment.  If exhibitor fails or refuses to restore the booth to the above-described condition on or before the end of the exhibition period, AHIMA will restore and recover cost of so doing from the exhibitor.

Damage to Exhibitor Property

Exhibitors are responsible for damage to uncrated or improperly packed shipments, concealed damage, and loss or theft of material after delivery to booth or before material is picked up for return movement.  It is expressly understood that the exhibitor will make no claim of any kind against AHIMA for any loss, damage, or destruction of goods, nor for any damage of any nature to their business by reason of the failure to provide space for any exhibitor or removal of the exhibit.  If you notice any damage to crated materials please bring it to the attention of the general contactor at the service desk as soon as possible.  Exhibitors are required to file a damage report with the freight foreman prior to leaving the show. 

Demonstrations

Demonstration areas must be located within the exhibitor’s space and not interfere with aisle traffic. Sampling or demonstration tables must be placed a minimum of 2’-0” from the numbered aisle. Should spectators or samplers interfere with the normal traffic flow in the aisle or overflow into neighboring exhibits, Show Management will require that the presentation or sampling be stopped. At no time are demonstrations, handouts, or sales allowed in any public area including aisles, corridors, concourses, and lobbies etc. The distribution of handouts, souvenirs, promotional literature etc. must be done from inside your booth. Non-compliance to this policy maybe cause for dismissal from the building and forfeiture of priority points for future events.

Exhibitor Appointed Contractors (EAC)

Should an exhibitor wish to employ the services of a contractor other than the Official Show Contractor, the exhibitor must inform the Official Show Contractor of the name of the exhibitor appointed contractor (EAC) and the work to be performed.  Additionally, the exhibitor must complete and return the necessary authorization form provided by the Official Show Contractor with the EAC’s certificate of insurance no later than 30 days prior to the show.  This form is available in the exhibitor service manual.

Exhibitor Listing

Each exhibitor shall be provided a listing in the Vendor & Exhibitor Directories and On-site Program.  These listings are maintained by the exhibitor and will not be altered by AHIMA in any way.  Exhibitors whose application to exhibit is received after the print deadline will not be listed.

Exhibit Staffing

Exhibitor booth space must be staffed during the specified exhibit hall hours with complete display intact.  AHIMA strongly recommends that you staff your booth with a minimum of two representatives to ensure adherence to this regulation. Violations will result in loss of priority points. 

Exhibitor Use of Space

Exhibitor participation will be limited to those companies whose products and services are of specific interest to those attending the convention.  Any products/services that are not listed on the application to exhibit or which do not relate to the purpose of the convention may not be exhibited in the convention.

Exhibitors may not assign, sublet, share, or apportion the whole or any part of their allotted space.  In addition, exhibitors may not advertise or display products or services other than those manufactured or sold in your regular business.  Exhibit company descriptions in the on-site program will be limited to one company name and identity regardless of affiliations or mergers.  Any product/service that is not listed on the application to exhibit or which does not relate to the purpose of the convention may not be exhibited in the convention.

Facility Rules

Exhibitors shall strictly comply with all conditions imposed by the host facility. 

Fireworks (Pyrotechnic Displays)
The use of pyrotechnic displays, such as fireworks, is prohibited.

Food

Please be advised that all food brought into the convention center must be purchased through the convention center catering department or at a concession stand in the convention center.  This includes bottled water.  Also, popcorn will NOT be allowed at any time within the exhibit hall.

Giveaways and Raffles

Exhibiting companies may conduct giveaways, raffles or drawings for prizes within their booths. Each exhibitor MUST fill out the form in Section 8 to receive approval for their giveaway, raffle or drawing for prize in their booth. All rules governing the prize must be documented and posted at the drawing site. Giving away samples or promotional items should not interfere with other exhibitors.  Exhibitors must confine their activities to their own booth spaces during exhibit hall hours.  AHIMA may refuse, at its sole discretion, raffles, drawings or distribution of materials it considers objectionable or in conflict with opportunities provided by AHIMA. All activities, outside standard booth activities must be approved in advance of the convention by Show Management in writing.

Hanging Signs

Hanging signs will be allowed ONLY in island booths (aisle on all 4 sides) with prior show management approval.  Please fill out the form in Section 6 and return it to AHIMA for approval of your hanging sign.

The top of each sign must go no higher 20’ and the bottom no lower than 13’. 

Housekeeping

Public areas of the convention center and exhibit hall will be cleaned on a nightly basis. The exhibitor must, at their expense, neatly maintain the contracted exhibit space. AHIMA reserves the right to order daily cleaning if the booth appearance is unsightly.

Indemnity

Exhibitor hereby agrees to indemnify, defend, and protect AHIMA, the Facility, and General Contractor, and hold and save those parties against and from, any and all claims, demands, suits, liability, damages, loss, costs, attorney fees and expenses of whatever kind or nature which might result from or arise out of Exhibitor’s use of the Facility or any action or failure to act of the Exhibitor or any of its officers, agents (including any EAC), employees, or other representatives, including but not limited to (1) any claims of damage or loss to property, or from or out of any damage, loss, harm or injury to the person of the Exhibitor or any of its officers, agents, employees or other representatives; (2) any claims or liability by or to third parties arising out of conduct or omissions which are in breach of Exhibitor’s obligations under this agreement; or (3) any claims arising out of any negligent or intentional act or omission of Exhibitor or any of its officers or agents (including any EAC) that causes or results in damage to, or destruction of, property of any party, and/or death or injury to persons.

Installation and Dismantle

Installation shall be completed in accordance with the Installation Schedule included in the Exhibitor Service Kit.  All exhibits MUST BE COMPLETED prior to the opening of the exhibit hall. No construction, arranging or setting up of exhibits will be permitted during official convention hours or after the opening.  Space not occupied three hours prior to the open of the Exhibit Hall reverts to AHIMA for its discretionary use.

Dismantle shall be completed in accordance with the Dismantle Schedule included in the Exhibitor Service Kit.  Exhibitors will NOT be permitted to dismantle displays before the official closing time.  Exhibitors agree not to disturb or begin packing exhibits or parts of their displays prior to the official closing time. Companies dismantling prior to show close will lose all of their accumulated priority points and will forfeit exhibit space for future conventions.

In the case of an emergency, as determined by show management, if an exhibitor must leave early, they may leave their display intact until the close of the exhibit hall.   At that time, the exhibitor can make arrangements for the general service contractor to dismantle their booth on their behalf and expedite their return shipment; all costs to be incurred by the exhibitor.

Insurance

Exhibitors shall carry comprehensive general liability coverage, including premises, operations, and contractual liability coverage of at least $500,000 for Personal Injury Liability and of at least $500,000 for property damage liability and statutory workers’ compensation insurance in full compliance with all federal and state laws and covering all of the exhibitor’s employees with coverage of at least $100,000 per injury.  Every exhibitor is required to have a certificate of insurance and to name AHIMA as an additional insured.  A certificate must be made available to AHIMA upon request prior to and/or on-site at the convention.

Island Booths

All island booths must submit a schematic drawing for show management approval prior to move-in.  The deadline for submitting your drawing is September 26th.  See the Island Booth/Hanging Sign Approval form in Section 6 for more details.

Liability

Neither AHIMA nor the Facility nor AHIMA’s General Contractor for the Convention, or such other contractor as AHIMA may designate, nor any of their officers, agents, employees or other representatives, shall be held accountable or liable for, and the same are hereby released from accountability or liability for any claim, damage, loss, harm or injury to the person or any property of the Exhibitor, or any of its officers, agents, employees or other representatives, resulting from Exhibitor’s use of the Facility or from theft, fire, water, accident or any other cause, including, but not limited to, claims arising out of any negligent or intentional act or omission of Exhibitor or any of its officers or agents (including any Exhibitor Appointed Contractor), that causes or results in (1) damage to, or destruction of, property of any party, and/or (2) death or injury to persons, and neither the AHIMA nor the Facility, nor the General Contractor, shall be obligated to obtain insurance against any such claim, damage, loss, harm, or injury. It is understood and agreed that all property of Exhibitor shall remain in the Exhibitor’s custody and control in transit to or from, or within, the Facility. It is understood between the Exhibitor and AHIMA that AHIMA provides an opportunity for Exhibitor to display his product or service to persons attending the Convention. Exhibitor understands and agrees that AHIMA cannot guarantee either attendance, sales by Exhibitors or climatic and other conditions outside or inside the Facility. 

Literature to be Distributed

Exhibitors may not display or distribute signs, brochures, flyers, samples, advertising devices, or similar items, nor shall they peddle, canvas, solicit or distribute handbills or flyers outside their booth spaces.  Any materials deemed inappropriate by AHIMA shall not be distributed.  Any materials distributed outside of your contracted booth space, without will result in a loss of priority points.

Merchandise Release Passes

Exhibitor merchandise release passes (available at the staff office) are required for removal of material from the Exhibit Hall, by or for exhibitors during the convention.  A pass with an authorized signature must be presented to security when removing cartons, boxes, or exhibit equipment from the convention center.  Merchandise release passes are not required for materials handled by teamsters on behalf of exhibitors.

Mergers

In the event of a merger of two or more exhibiting companies, the following rules will apply: one main contact will be designated by the purchasing company to AHIMA, for all related correspondence and questions.  The exhibit booth will have one identity, both in the physical space and in the on-site program. A courtesy listing (example: ABC Company see World Alliance) will be provided if requested in writing.  In the event of mergers or buyouts only, and with the approval of Show Management, an additional listing can be purchased for $2,000 for each company associated with the buyout or merger.  The listing will be limited to the company description and product listing sections only.  In the event that two or more companies merge and release one or more booth space(s), the standard cancellation policy and fees will apply.  Priority Points for two or more companies that merge will not be combined.  The company with the highest priority point total will prevail. 

Models

AHIMA permits the use of models or professional demonstrators in exhibitor's booths provided they are properly clothed and dressed in good taste at all times.  We require they limit their promotional activities (for example, demonstrations and dispensing of literature or samples) to the confines of the exhibitor’s contracted booth space.  Exhibitor personnel wearing costumes or banners containing firm names must wear an outer wrap any time it is necessary to leave the confines of the exhibitor's booth.  Any type of demonstration or person that is not confined to your contracted booth space may result in loss of priority points.

Noise Levels

Each exhibiting company will be limited to a maximum of 85 decibels for any booth activity (that is, presentations, demonstrations, formal or informal meetings).  Companies with noise levels beyond 85 decibels will be given one warning.  Failure to comply after warning will result in a halt of current booth activities, the loss of Priority Points and/or eligibility to exhibit in future years.

Photography

Exhibitors are permitted to photograph their own booth display.  Any other photography, filming, or use of any such related equipment in the convention center by exhibitors, groups or individuals, other that the official convention photographer appointed by AHIMA, is strictly prohibited. 

Press Kit Distribution

Exhibitor press kits may be distributed in the exhibitor’s booth or in the AHIMA Press Room.  Press Kits distributed elsewhere will be disposed of.  Press Kits are only to be distributed by current AHIMA exhibitors, all others will be disposed of.  Exhibitors found distributing press kits in common areas of the convention will lose points and may forfeit exhibit space for future conventions.

Promotional Activity and Exhibitor Hosted Functions

Demonstrations must be administered within the confines of contracted exhibit space. Special promotional activities or entertainment are no exception.  Each exhibiting company will be limited to a maximum of 85 decibels for any booth activity (that is, presentations, demonstrations, formal or informal meetings).   Live performance of music in the exhibit hall is not permitted.  For recorded music, licensing is the sole responsibility of the exhibitor.  

Only exhibiting companies may host meetings or special events at the AHIMA Convention & Exhibit (including the host facility and properties in close proximity to the host facility).  No exhibitor or group of exhibitors may sponsor any event that conflicts with AHIMA's sponsored programs during the convention.  Any exhibitor who violates the above guidelines is subject to penalties and may lose priority points.

Security

Exhibitor agrees to cooperate with any security programs adopted for the Convention center or the convention, including, without limitation, procedures and limitations established for the movement of personal property and persons into and out of the Convention center and the floor the booth space is on. Show Management specifically reserves the right to control ingress to and egress from the area at all times. AHIMA reserves the right to refuse admission to any person or persons including children, exhibitors, attendees and visitors, in the interest of welfare and safety.

AHIMA will provide general security for the Exhibit Hall and public areas of the convention center.  Although guard service is furnished, neither AHIMA nor the Facility will be responsible for damage to, loss, or theft of property belonging to any exhibitor, their agents, employees, business invitees, visitors, or guests.  Each exhibitor is required to carry their own insurance.  Every exhibitor should have a certificate of insurance for general liability in their possession at the convention and name AHIMA as an additional insured.  We strongly recommend that you do not leave any valuables (for example, laptops, flat screen monitors, and the like) unattended in your booth.  If you have such valuable items in your booth, you may consider hiring independent security personnel.

Selling on the Exhibit Floor

Exhibitors are permitted to sell products directly to attendees from their booths on the exhibit floor.  All exhibitors selling merchandise from the show floor or taking orders on either a wholesale or retail basis are responsible for obtaining the appropriate business license(s) and for paying all applicable state and local taxes.

Smoking
The Washington State Convention and Trade Center is a smoke-free facility.
The Authority will strictly enforce all fire and safety regulations, including the playing of required public service announcements.

Solicitation

Only credentialed attendees, exhibitors, vendors, facility, and AHIMA staff will be admitted to the exhibit hall. No other persons will be given access to the hall, including those wishing to demonstrate products, distribute advertising material, canvass, solicit orders, request participation in unauthorized surveys, recruit personnel, or any other activity. Any exhibitor canvassing in any part of AHIMA’s convention facilities will be removed by security.

Space Assignment

After the completion of on-site booth selection, an opportunity afforded to exhibitors who renew their participation to exhibit in the upcoming year, applications to exhibit are processed and space is assigned on a first-come first-served basis. If your first, second and third choice booth spaces are not available at the time of placement, AHIMA will allocate the next best available space. Upon placement you will be issued a confirmation.  If the exhibit hall is sold out, you will be notified immediately by phone and placed on a waiting list.

AHIMA has the right to limit the booths assigned to exhibitors, and cannot guarantee booth assignment. All or any part of the booth designated is subject to reassignment and rearrangement by AHIMA for the purpose of consolidation of display space, expansion of the exhibit area, or for any reason. Exhibitor acknowledges that the particular booth and overall configuration of the designated booths may change from time to time prior to the convention. Any such reconfiguration may require the booth assigned to exhibitor be reassigned and rearranged by AHIMA.

Surveys and Market Research

Any contracted exhibitor wishing to conduct market research or surveys during this event must adhere to the following:

1) Surveys and questionnaires must be submitted for approval to the AHIMA Exhibit Manager no later than thirty (30) days prior to the Exhibition. AHIMA reserves the right to deny or request changes to the survey.

2) All surveys or questionnaires must be conducted within the confines of the exhibitor’s booth.

3) At no time may exhibit personnel (or those contracted by the exhibiting company) leave their booth to encourage participation or to survey or question attendees.

4) Market research companies must identify the names of the clients for whom they are conducting research.

5) Survey documents and any publication or results may not include the name of AHIMA or make any reference to the AHIMA Convention and Exhibit that might cause respondents or readers to believe that AHIMA is endorsing, approving, or otherwise involved with the research. An Exhibitor who violates the above guidelines is subject to penalties, may forfeit any priority points, and will forfeit exhibit space for future conventions.

Terms of Payment

As a precondition to participation in the convention all accounts must be current and the exhibitor must be in good standing with AHIMA. Payment for exhibit space must be paid in accordance with the payment schedule outlined on the Application to Exhibit.  If payments are not made by the exhibitor as required, AHIMA may at its option terminate this application without notice, or consider said exhibitor last in priority when assigning available booth space or, if a booth space has been assigned, reassign the exhibitor to a different booth space.  If AHIMA receives two (2) or more checks from exhibitor which are returned by Exhibitor’s bank for insufficient funds, AHIMA may require that all checks thereafter be bank certified or cashier’s checks. All bank service charges resulting from any bad checks shall be incurred by the exhibitor.  Applications from outside the United States, no matter where they originate, will not be accepted unless accompanied by payment in US dollars and paid by certified check, cashier's check, money order, AHIMA approved credit card or wire transfer on a US bank. 

Tips and Gratuities
As stipulated in the Code of Conduct, Authority personnel, contractor employees and all union labor are not permitted to accept tips, loans, gifts, or any gratuity from the Customer, exhibitors, hired contractors or anyone attending an event.

Union Labor

Local labor union jurisdiction will apply.  Please refer to the union regulations later in this section for more information.

Vehicle Displays
Please contact Sarah Lawler at sarah.lawler@ahima.org if you plan on using a vehicle in your display.  Displayed vehicles must be indicated on submitted floor plans and are subject to the following restrictions:

1. Fuel in tanks is limited to a maximum of ¼ tank or five (5) gallons. Diesel fuel tanks are limited to a maximum of ¼ tank. Vehicles with no or non-functioning fuel gauges will not be allowed in public assembly areas without prior approval by the Fire Marshal.
2. Battery cables must be disconnected, with the cable ends taped over to prevent sparking.
3. Fuel tank fill caps must either be lockable or taped shut.
4. Visqueen should protect the flooring.

Conclusion

AHIMA shall have the full power to interpret and/or amend rules and to make any additional rules and regulations which in its discretion shall be in the best interest of the convention.

No modification, waiver or amendment to this agreement shall be binding unless such modification, waiver or amendment is in writing and signed by both parties.  Submission of this instrument for examination shall not bind AHIMA in any manner, and no obligation on AHIMA shall arise until this instrument is signed and delivered by AHIMA and exhibitor.

Exhibitors must comply with all local, state, and federal laws, codes, rules, regulations and ordinances in force from time to time affecting the booth space or exhibitors' activities therein.