Terms & Conditions
PAYMENT
A 50% deposit of the contracted space must be forwarded with the Application for Exhibit Space. The balance must be paid in full by Friday, July 20, 2023 or two weeks prior to the event.

Checks should be made payable to the Alabama Vascular Society c/o Well-Assembled Meetings and mailed with a copy of your application to:
333 South State Street, V324
Lake Oswego, OR 97034
503-635-4761, email: [email protected]

Preference of space assignment will be given in the order in which applications are received. Following the July applicant deadline, exhibit assignments will be made on a space available basis. Exhibitors wishing to avoid assignment of space adjacent to a particular company should indicate that on their application. Careful consideration will be given to such requests. The AVS reserves the right to alter the exhibit floor plan at any time.

CANCELLATION - Cancellations received in writing on or before July 04 will be subject to a 50% administrative fee. No refund is possible for cancellations received after July 04, 2023.

INSTALLATION of Exhibits - The exhibit area will be available for set-up on Thursday, from 5:00 pm - 9:00 pm. Assembly of exhibits during the regularly scheduled exhibit hours will not be permitted. * Subject to final program.

DISMANTLING of Exhibits - All exhibits must remain intact until the official closing time of 1:00 pm Saturday, and may not be dismantled or removed, in whole or in part, before that time. * Subject to final program.

SHIPPING - Please refer to the shipping instructions in the welcome email (available June).
Exhibit Personnel - All participants affiliated with exhibits must be registered. Each person will be issued an exhibitor badge and must be employed by the exhibitor or have a direct business affiliation. Each exhibiting company is allotted four complimentary badges per exhibit purchased. Additional badges are $100 each.

SPECIAL NEEDS - Please contact the Conference Manager if you have a disability that will require special accommodations.

CONDUCTING EXHIBITS - No drawings, raffles or quiz-type contests of any type will be permitted. No bags or containers for collection of samples are to be distributed by an exhibitor. This applies to any envelope, folder, portfolio, box, etc., that provides carrying space for more than a single sample. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. Character of the exhibits is subject to approval of the Conference Manager. The Conference Manager reserves the right to refuse applications which do not meet the standards required or expected, as well as the right to curtail exhibits or parts of exhibits that reflect against the character of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.

FIRE PROTECTION - All materials used in the exhibit area must be flame proofed and fire-resistant in order to conform to the local fire ordinances and in accordance with regulations established by the local Fire Department. Crepe paper or corrugated paper, flameproof or otherwise, will not be permitted. Excelsior or other paper is not to be used in crating merchandise. Display racks, signs, spotlights and special equipment must be approved before use, and all displays are subject to inspection by the Fire Department. Any exhibit or parts thereof found not to be fireproof may be dismantled. All aisles and exits must be kept clear at all times, and fire stations and fire extinguisher equipment are not to be covered or obstructed.

PROTECTION OF THE HOTEL/BUILDING - Exhibitors will be held liable for any damage caused to the Hotel property, and no material or matter of any kind shall be posted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts or portions of the hotel building or furnishings. Whatever may be necessary to properly protect the building, equipment or furniture will be installed at the expense of the exhibitor.
Security - There will be no security furnished in the exhibit area when exhibits are closed. The safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor, and we strongly advise all valuables be removed each night for safekeeping.

LIABILITY - Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Venue, its owners or managers which result from any act or omission of exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, The Omni Barton Creek and Well-Assembled Meetings & Associations, their owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees, and business invitees which arise from or out of the exhibitor’s occupancy and use of the exhibition premises, the Venue or any part thereof.

INDEMNIFICATION - The exhibitor, Venue and AVS agree to indemnify, defend and hold the each other harmless from any loss, liability, costs or damages arising from actual or threatened claims or causes of action resulting from the negligence, gross negligence or intentional misconduct of the party indemnifying or its respective officers, directors, employees, agents, contractors, members or participants (as applicable), provided that with respect to officers, directors, employees, and agents such as individuals are acting within the scope of their employment or agency, as applicable.

INSURANCE - The exhibitor shall obtain and maintain and provide evidence of insurance upon request in amount sufficient to provide coverage for any liabilities which may reasonably arise out of or result from the parties respective obligations pursuant to this contract.