Thank you for becoming a sponsor of Vision By Design 2018!
Please read and agree to our terms and conditions listed below to complete your exhibitor contract.
The American Academy of Orthokeratology and Myopia Control (AAOMC) reserves the right to determine what is acceptable publicity and advertising, and also reserves the right to restrict at any time any display or activity it deems inappropriate or undesirable. In the event of such restriction, the AAOMC will assume no liability for any expenses incurred by the affected company. The restrictions outlined here also apply to advertisements in other media which refer to the Vision By Design Symposium.
All product/service demonstrations, interviews, instructional activities and distribution of promotional literature within the hotel must be confined to the limits of the assigned exhibit space. No exhibitor shall use the name Vision By Design or any symbol or logo identified therewith, in any manner representing that the exhibitor or his products or services possess the approval or endorsement of the AAOMC or Vision By Design.
Use of the meeting Name and logo
The name and logo of Vision By Design are proprietary marks. Use of the name and/or logo in any fashion, by any commercial entity, for any purpose (including materials mailed to the Vision By Design pre-registration list), is expressly prohibited.
Use of Scientific Program Content
Vision By Design Symposium meeting is a not a public event. Programs presented at the meeting are for the education of attendees as authorized by the AAOMC. Any use of the program content, the name of a speaker and/or program title, or the name of the Vision By Design meeting without written consent of the AAOMC is prohibited. For this purpose, ”program content” includes, but is not limited to oral presentations, audiovisual materials used by speakers, and program handouts. This policy applies before, during and after the meeting.
Exhibits must be staffed at all times during exhibit hall hours. Those firms that do not keep their area staffed and operating until the official closing time jeopardize their participation at future meetings.
Notice of Disability
In compliance with the Americans with Disabilities Act of 1990, The Vision By Design Symposium meeting will make all reasonable efforts to accommodate persons with disabilities at its meeting. Please contact the AAOMC with your requests.
Contest, Raffles, Drawings
Vision By Design Symposium is a professional, scientific, educational meeting; please keep this in mind when planning a contest, drawing, raffle, etc. The AAOMC must approve all contests, lotteries, raffles and games of chance. All requests must be submitted to Matt Herzberg (firstname.lastname@example.org) for review and approved 30 days in advance of the meeting. No unapproved items may be used as a ”prize”
Exhibitor Functions/Hotel Space Request
The AAOMC has strict policies that limit the unofficial activities throughout the week of the event. These unofficial activities include social events, meetings, focus groups and industry-supported symposia that are not planned or sponsored by the AAOMC. Only exhibiting companies are eligible to host a third-party event. Unofficial activities cannot be held during the official meeting hours, or during an official Vision BY Design event such as a breakfast, lunch or evening symposia. This also includes Vision BY Design receptions. Please contact Matt Herzberg (email@example.com) for specific times. Exhibitors are not permitted to book space through the hotel.
The AAOMC reserves the right to reconfigure the exhibit hall floor plan. The AAOMC also reserves the right to relocate any exhibit at any time. Vision By Design has the right to limit the number of exhibitors of similar products or services in order to ensure quality and a broad spectrum of products in limited space.
EXHIBITOR LICENSE AGREEMENT Vision By Design 2018
Limitation of liability, exhibitor agrees to indemnify and hold harmless management and the Sponsors,Owner, exhibition hall facility, and the city in which this Exhibition is being held, and each of their respective officers, agents and employees, against all claims, losses, suits, damages, judgments, expenses, cost( including, without limitations, reasonable legal fees) and charges of every kind arising out of or resulting from its execution of this license or its occupancy of the space herein contracted for by reason of personal injuries, death, property damages or any other sustained by any persons or others. Management shall not be responsible for loss or damage to displays or goods belonging to Exhibitor, whether resulting from fire, storms, acts of God, air conditioning or heating failure, theft, pilferage, mysterious disappearance, bomb threats or other causes.
All such items brought to the Exhibition are displayed at Exhibitor’s own risk, and should be safeguarded at all times. Management will provide the services of a reputable protective agency during the period of installation, show, and dismantling, and Exhibitor agrees that the provision of such services constitutes adequate discharge of all obligations of management to supervise and protect Exhibitor’s property within the Exhibition. Exhibitors may furnish additional guards at their own expense, only with prior approval by Management. Exhibitor agrees that Management shall not be liable in the event of any errors of omissions in any promotional material. Management makes no representation or warranties with respect to the number of Exhibition attendees or the demographic nature of the attendees.
Note: Exhibitors are to carry insurance to cover exhibit materials against damage and loss and public liability insurance against injury to the person and property of others. By executing the Sponsorship & Exhibit Booth Contract, Exhibitor warrants that there is in effect said insurance policy covering the exhibitor, with coverage remaining current through Exhibitor’s occupancy of Vision By Design Symposium and host hotel.
Damage/loss of Property
Exhibitor is liable for any damage caused to building floors, walls or columns, or standard booth equipment, or to other exhibitors’ property. Exhibitor may not apply paint, lacquer, adhesives, or other coating to building columns and floors or to standard booth equipment.
Safety and Fire Laws
All applicable fire and safety laws and regulations must be strictly observed by Exhibitor. Cloth decorations must be flame proof. Wiring must comply with local Fire Department and Underwriters’ rules. Smoking in exhibits is forbidden. Crowding will be restricted and aisles and fire exits must not be blocked by exhibits.
Management shall have the full discretion and authority in the placement, arrangement, and appearance of all items displayed by Exhibitor, and may require the replacing, rearrangement, or redecorating of any item or of any booth, and no liability shall attach to management for costs that Exhibitor may incur thereby. An exhibitor building a special background or side dividers must make certain that the surfaces of such dividers are finished so as not to be unsightly to exhibitors in adjoining booths.
Obstruction of Aisles or Booths
Any demonstration or activity that results in obstruction of aisles or prevents ready access to nearby exhibitors’ booth shall be suspended for any periods specified by Management. Original booth structure must remain intact, including side and back rails and drapes.
Reserving Hotel Rooms
Exhibitors may not reserve blocks of rooms at the headquarter hotel(s). Meeting management provides room blocks at lower convention rates for all exhibitors and will work with exhibiting companies to accommodate all attending staff members.
Any exhibitor who wishes to release assigned space 60 days prior to exhibition date will be refunded all but the $500 administration fee. For cancellations of exhibit space within the 59 days of the show a credit minus the administration fee that can be applied towards a future AAOMC event.
Amendment to Rules
Any matters not specifically covered by the preceding rules shall be subject solely to the decision of Management. The Management shall have full power in the matter of interpretation, amendment and enforcement of all said rules and regulations.
Exhibitor Responsibility Clause:
To the fullest extent permitted by law, the person/legal entity described as “Exhibitor” in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as “Exhibitor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless A-R HHC Orlando Convention Hotel, LLC, d/b/a Hilton Orlando, Managed by Hilton Management, LLC (“Hotel”), Hotel’s owner, Hilton Worldwide, Inc., and each of their respective owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as American Academy of Orthokeratology and Myopia Control (“Group”), from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises. Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity obligations in this clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.