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2009 TERATOLOGY RULES AND REGULATIONS
CHARACTER OF THE EXHIBITION: The purpose of the Teratology Society exhibit program
is to further the education of the registrants by providing an area for Exhibitors to present
information on products or services pertinent to the scientists’ professional interests. The Society
reserves the right to determine the eligibility of any company product or service and the right
to restrict, prohibit or evict any Exhibitor or product that in the opinion of Show Management
detracts from the character of the exhibition or for any violation of the following Rules and
Regulations. In the event of such restriction or eviction, the Society is not liable for refunding
exhibit fees or any other cost incurred by the Exhibitor. Violations of the Rules and Regulations
may also result in loss of Exhibitor priority.
SPACE ASSIGNMENT: Space assignments are sold on a first-come, first-serve basis based on
space availability. A standard 8’x10’ booth is $750 and an 8’x10’ corner booth is $850. The
full-payment of $750 or $850 for a booth space during Society’s 2009 Annual Meeting must be
received at Teratology Headquarters with the exhibit space application form. The Society reserves
the right to alter an Exhibitor’s assigned space if it is deemed necessary in the best interest of the
exhibitor. Before exercising its discretion, Show Management will consult with the Exhibitor.
Applications for exhibit space are subject to the approval of the Teratology Council.
TERMS OF PAYMENT: Each exhibit space application/contract submitted must be accompanied
by full-payment of $750 for a standard booth or $850 for a corner booth. If the payment does not
accompany the application the booth space will not be held. All payments must be made in U.S.
currency; company check, money order or credit card.
BOOTH SPACE CANCELLATION TERMS: It is agreed that if a company cancels its space after
March 15, 2009, the company will be responsible for paying the full cost of the booth space. In the
event of booth space cancellation, the Exhibitor must notify the Society in writing or refunds will
not be considered. The Society reserves the right to cancel this contract in any event, on written
notice to applicant, if the Society considers it inadvisable to hold the Exhibition.
GENERAL CONDUCT OF EXHIBITS: The following practices are prohibited by the Teratology
Society: (1) noisy electrical or mechanical apparatus interfering with other exhibitors; (2)
operation of X-ray equipment; (3) canvassing or distributing any material outside the Exhibitor’s
own space without the Society’s approval; (4) subleasing of exhibit space; (5) the use of billboard
advertisements and/or display of signs outside the exhibit area; (6) soliciting participation in
surveys or otherwise harassing registrants; (7) publicizing and/or maintaining any extracurricular
activities, inducements, demonstrations, or displays away from the exhibit area during the meeting
and exhibit hours; (8) contests or games of chance conducted on-site; (9) entry into another
Exhibitor’s booth without permission; (10) photographing or examining another Exhibitor’s
equipment without permission; (11) the distribution of any give-away items (excluding items
regularly manufactured by the exhibiting company) not approved by Teratology and that are
priced at more than $10.00 each; (12) exhibiting or selling products/services to prospects before
the opening of the show; (13) the smoking of cigarettes and cigars in the exhibit area; (14)
the distribution of food except for candy with prior Teratology approval; (15) the playing of
copyrighted music without the proper licensing; (16) the displaying of live animals and/or animals
in distress in videotapes or photos as part of a display or sales literature; and (17) all exhibit space
must be on carpet if the Exhibit Hall is not carpeted.
The use of open audio systems is discouraged. Requests to use an open audio system must be
approved by the Exhibit Director, and the Exhibitor must agree to discontinue its use if the sound
level is deemed to be objectionable to the registrants or adjacent Exhibitors.
Exhibitors are requested to staff their exhibits during show hours with personnel attired in a
manner consistent with the decorum or the meeting as well as knowledgeable in the products and
policies of the company.
The Exhibitor agrees to promptly remove from its exhibit space any person or thing that Show
Management determines not to be suitable or in keeping with the character of the exhibition.
Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times.
DISTRIBUTION OF SAMPLES AND GIVE-A-WAYS: All distributions either on the exhibit
floor or at hotel(s) of business-like samples and give-a-ways is permitted only at the discretion and
written permission of the Society and Show Management, and provided that (1) they are priced at
$10.00 a piece or less; (2) there is no interference with adjoining Exhibitors, and (3) the items must
be in good taste.
INSURANCE: All Exhibitors, their contractors and suppliers working in the exhibit area are
required to carry liability insurance. Exhibitors must operate and maintain their exhibit so that no
injury will result to any person or property. Every reasonable precaution is taken by the exhibition
location and the Society to safeguard and protect the Exhibitors’ property while at the exhibition.
All Exhibitors are strongly urged to obtain full-coverage temporary insurance for their merchandise
and displays while in transit and while at the exhibition.
LIABILITY: Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify,
defend, and save the Teratology Society, the Wyndham Rio Mar, and its employees and agents
harmless against all claims, losses, and damages to persons or property, government charges or
fines, and attorneys’ fees arising out of or caused by Exhibitor’s installation, removal, maintenance,
occupancy, or use of the exhibition premises or a part thereof, excluding any such liability caused
by the sole negligence of the Wyndham Rio Mar, its employees and agents. In addition, the
Exhibitor acknowledges that the Teratology Society and the Wyndham Rio Mar do not maintain
insurance covering Exhibitor’s property and that it is the sole responsibility of the Exhibitor to
obtain business interruption and property damage insurance covering such losses by the Exhibitor.
The Society and the Wyndham Rio Mar shall take reasonable precautions against damage or loss
by fire, water, storm, theft or strikes or other emergencies, but do not guarantee or insure the
Exhibitor against loss by reason thereof. In case their premises of the Wyndham Rio Mar shall
be destroyed or damaged, or if the show fails to take place as scheduled or is interrupted and/or
discontinued, or access to the premises is prevented or interfered with by demonstration, reason
of any strike, lockout, injunction, act of war, act of God, emergency declared by any government
agency or by the Society or for any other reason, this exhibit space application/contract may
be terminated by the Society. In the event of such termination, the Exhibitor waives any and
all damages and claims for damages, and agrees that the sole liability of the Society shall be of
returning to each Exhibitor his or her space payment less the prorated share of all costs and
expenses incurred and committed by the Society.
These Rules and Regulations are deemed part of all exhibit space contracts. Any and all matters
not specifically covered by the Rules and Regulation shall be subject solely to the decision of the
Show Management. Show Management shall have full power to interpret, amend, and enforce
these Rules and Regulations, provided any amendments, when made, are brought to the notice
of Exhibitors. Each Exhibitor, for itself, its employees and agents agree to abide by the Rules and
Regulations and by any amendments or additions thereto in conformance with the preceding
sentence.
EXHIBIT AND PUBLIC POLICY: (a) Each Exhibitor is charged with knowledge of all
laws, ordinances, and regulations pertaining to health, fire prevention and public safety, while
participating in this show. Compliance with such laws is mandatory for all Exhibitors and the
sole responsibility of the Exhibitor. (b) Materials used in all parts of exhibit construction, together
with curtains, draperies and other decorative materials must be flameproof as prescribed by the fire
ordinance of the city.
The Fire Marshall will examine all exhibits and test construction and decorative materials prior to
the opening of the exhibit. No combustible material such as crepe paper, tissue paper, cardboard or
corrugated paper or board shall be used in, or about, or in the construction of any exhibit or part
of an exhibit at anytime. (c) Nothing shall be posted, tacked, mailed, screwed or otherwise attached
to columns, walls, floors, or other parts of the building or furniture. Distribution of promotional
gummed stickers or labels is strictly prohibited. Anything necessary or proper for the protection of
the building, equipment or furniture will be at the expense of the Exhibitor. (d) No Exhibitor may
allow an article to be brought into, or permit any act to be done in the Wyndham Rio Mar which
will increase the premiums or void policies of insurance held by the Society. No Exhibitor may
permit any act by its employees, agents, or guests by which the premises of the Wyndham Rio Mar
shall in any manner be marred or defaced. (e) Each Exhibitor must surrender the space occupied
by it in the same condition as at the commencement of its occupation. Any damage done to the
premises by the Exhibitor shall be made good to the Society or the Wyndham Rio Mar as their
interests may appear.
INSTALLATION OF EXHIBITS: Sunday, June 28, 7:00 AM–3:00 PM. Every effort will be made
by the official service contractor to have all exhibit material in the booth and ready for setup at the
initial time of installation of exhibits. Exhibits must be set by 3:00 PM on Sunday, June 28, 2009.
PLEASE NOTE: No refuse such as empty cartons may be placed in the aisles after the final
sweeping in the exhibit area. Exhibitors are urged not to litter the floor in the booths or aisles after
the cleaning of the exhibit area, since time will not permit a sweeping of the booths or aisles prior
to opening.
EXHIBIT HOURS:
Sunday, June 28
3:00 PM–6:00 PM prior to the Welcome Reception.
Monday, June 29
7:30 – 8:00 AM – Continental Breakfast in the Exhibit Hall
10:15 – 10:30 AM – Refreshment Break in the Exhibit Hall
11:45 AM–7:30 PM – Exhibit Hall Open
3:15 – 3:30 PM – Refreshment Break in the Exhibit Hall
5:30 PM–7:30 PM - Exhibits/Posters Attended
Tuesday, June 30
7:45 – 8:15 AM – Continental Breakfast in the Exhibit Hall
10:45 – 11:00 AM – Refreshment Break in the Exhibit Hall
12:30 – 7:45 PM – Exhibit Hall Open
3:30 – 3:45 PM - Refreshment Break in the Exhibit Hall
5:45 – 7:45 PM – Exhibits/Posters Attended
Exhibit hours are subject to change.
As a courtesy to the registrants and your fellow exhibitors, the Society requests that your booth be opened during the exhibit hall hours. Any Exhibitors who violate this rule will be ineligible to participate in future shows.
DISMANTLING OF EXHIBITS: Wednesday, July 1, 8:00 a.m. – 12:00 noon. All material must be packed, ready and removed from the exhibit area by 12:00 PM on July 1, 2009. The exhibitor shall be liable for all storage and handling charges for failure to remove exhibit by the specified time and date.
Important: To avoid any damage to your equipment, please remain with the exhibit until crates are delivered and your labor, if requested, is available.
BOOTH DESIGN AND USE OF EXHIBIT SPACE, STANDARD FURNISHINGS: Exhibitors
will be provided with an 8’ high back drape, 3’ high side drape, 1 skirted table and 2 chairs per
8’x10’ space rented. The display should be in good taste and in keeping with the general tone of
the show. The display should not interfere with or detract from adjoining exhibits. These provisions
are subject to enforcement at the discretion of Show Management. Linear booths (8’ x 10’s) must
confine their exhibits to not more than 8’ high along the back wall and no more than 4’ high along
the side rail. However, linear exhibits may be structured above the side rail if the structure extends
no more than 4’ forward from the back of the booth. Exceptions must be approved in writing by
Show Management. Exposed unfinished side of exhibit backgrounds must be draped to present an
attractive appearance. In the event the Exhibitor is not available, the decorator, with the approval
of the Show Management, will provide draping deemed necessary and charge the Exhibitor. All
booths must be carpeted if the Exhibit Hall is not carpeted. The Exhibitor is responsible for the
expense of the carpet. Exhibitors planning to use special equipment or construction are required
to submit their plans upon submission of the exhibit space contract to be certain that the plans
comply with all regulations.
OFFICIAL SHOW DECORATION: The official show decorator is selected for quality of service
and pricing. Prior to the show, an Exhibitor Service Kit will be mailed to each Exhibitor and will
include information regarding furnishings, shipping and drayage, electrical, telephone and others
services.
REGISTRATION: Each person attending the exhibit will be required to register and wear an
appropriate badge. One Exhibitor badge will be issued per 8’ x 10’ booth space rented. These
badges will allow Exhibitor staff to enter the exhibit area before during and after official exhibition
hours and to attend the scientific sessions and the banquet Special badges will be issued for persons
installing and dismantling displays. Exhibiting companies must register additional staff as a full
conference attendee, if more than one badge is needed. Tickets for special events are an additional
charge.
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