Thank you for becoming a sponsor of Vision By Design 2019!

Please read and agree to our terms and conditions listed below to complete your exhibitor contract.

GENERAL INFORMATION:

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.

Staffing

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 (oaaexd@gmail.com) 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 (oaaexd@gmail.com) for specific times. Exhibitors are not permitted to book space through the hotel.

Floor Reconfiguration

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 2019

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.

Rules and Regulations

Exhibitor recognizes and agrees that Management retains full power and authority to interpret and enforce all Rules and Regulations for the Vision By Design conference, including the authority to amend or adopt new rules and Regulations that management considers necessary and proper for the exhibition. Failure to comply with these or any other regulations or amendments shall constitute sufficient cause for management to require the immediate removal of the exhibit or offending exhibitor. This may result in forfeiture of all fees paid and the opportunity to exhibit at future Vision By Design conferences or exhibitions sponsored by Vision By Design. Management may lease any space so forfeited to another exhibitor.

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.

Decoration

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.

Sound Devices

Sound of any kind must no project outside the confines of your exhibit booth.

Charter of Displays

Distribution of samples, printed matter of any kind or any promotional materials is restricted to the confines of the exhibit booth.

Outboarding

The creation of a concurrent event that is related to an existing exhibition or event but that is not sanctioned by management and that seeks to benefit from the audience Vision By Design attracts is considered to be Outboarding. Vision By Design considers Outboarding to be an unethical business conduct and prohibits it at Vision By Design and all events sponsored by Vision By Design. Infringement of these rules may result in loss of benefits and other penalties, including forfeiture of the opportunity to exhibit at future Vision By Design conference or exhibitions sponsored by Vision By Design.

Suitcasing

Suitcasing is defined as the act of soliciting business in the aisles during the show or in other public spaces, including another company’s booth, or a hotel lobby. Vision By Design considers Suitcasing to be unethical business conduct & will not be condoned nor tolerated. Infringement of these rules may result in loss of benefits and other penalties, including forfeiture of the opportunity to exhibit at future Vision By Design conference or exhibitions sponsored by Vision By Design.

Conflicting Meeting & Social Events

In the interest of maintaining attendance at official lectures, workshops, seminars and educational events of Vision By Design, Exhibitor agrees not to extend invitations, call meetings with attendees, or otherwise encourage absence of attendees, or invited guests from educational sessions, lectures, workshops, or seminars of Vision By Design during official event hours, as defined by the agenda.

Sharing or Subletting Booth Space or Seminar

Exhibitor shall not assign, sublet, share or apportion the whole or any part of the space allotted for their booth, exhibit, or seminars such as manufacturer breakout, breakfast seminar, or workshop, or have representatives, products, equipment, signs, printed materials or any representation from any company other than the company contracted and assigned to the booth and exhibit space or assigned seminar space unless such assignment, subletting or sharing is approved by management. Exhibitor shall notify management or make aware all relevant distribution relationships and arrangements that apply to their booth space, exhibit, or seminars. Infringement of these rules may result in loss of benefits and other penalties, including forfeiture of the opportunity to exhibit at future Vision By Design conference or exhibitions sponsored by Vision By Design.

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.

Photo and Videography 
The American Academy of Orthokeratology and Myopia Control (AAOMC) reserves the right to use any photograph or video footage taken at Vision By Design, without the expressed written permission of those included within the photograph/video. The AAOMC may use the photograph/video footage in publications or other media material produced, used or contracted by the AAOMC for the expressed purpose of promotion of Vision By Design, including but not limited to: brochures, invitations, books, newspapers, magazines, television, websites, etc. By attending, visiting, or participating in Vision By Design or by failing to notify the AAOMC, in writing, your desire to not have your photograph used, you are agreeing to release, defend, hold harmless and indemnify Vision By Design and the AAOMC from any and all claims involving the use of your picture or likeness. Any person or organization not affiliated with Vision By Design and the AAOMC may not use, copy, alter or modify Vision By Design photographs, graphics, videography or other, similar reproductions or recordings without the advance written permission of an authorized designee from the AAOMC.

Cancellation

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.


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