Annual Convention

Exhibitor Terms and Conditions

Space Assignment

All applications for exhibit space at the Association for Behavior Analysis International^TM 34th Annual Convention must be made on the official contract form using the on-line form on the ABA International^TM Web site. Include a 65-word description of the products or services to be featured in the exhibit. The exhibit manager must approve the exhibit for inclusion in the program. Space assignments are based on the order in which reservations are received and are subject to change without notice. You must reserve exhibit space by January 29, 2008 for your exhibit information to be printed in the 2008 ABAI Program.

Please indicate booth preferences on the exhibitor contract (view floor plan).

Booth Representatives

Each exhibitor will receive two complimentary convention registrations with their booth fee. Any additional booth representatives will be required to register for the convention. They can do so by visiting the registration page.

Installation of Exhibits (Thursday, May 22, 12:00 – 4:00 pm)

All crates must be unpacked and ready for removal by 4:00 pm on May 22nd. Crates not unpacked will be removed and stored. Empty boxes not properly stored will be discarded. Any service personnel charges incurred will be at the exhibitor’s expense (see Booth Decorating). No set-up or moving of material or equipment is permitted during exhibit hours. In order to better serve convention attendees and ensure security, exhibitors must have their booths open and staffed during all exhibitor hours.

Dismantling (Tuesday, May 27, 12:00 – 4:00 pm)

Exhibit crates will be returned after the close of the exhibit hall and must be packed for removal from the exhibit area that day. It is the responsibility of the exhibitor to arrange for return shipment of exhibit materials, and the drayage firm should be notified of any shipping instructions.

Booth Decorating

Exhibitors are responsible for any items necessary for their displays, including furniture, carpet, material handling, draping, accessories, signs, electrical outlets, etc., beyond those provided by ABA International. Exhibitors must purchase or bring their own carpet as ABA will not be supplying carpet. Order forms for these items will be provided in an exhibitor service manual by the official decorator, GES Exposition Services. Their contact person, Phil Wargowsky, may be reached via e-mail at pwargowsky@gesexpo.com.

Decorators: Handle the hanging of all non-electrical signs, drape and cloth installation and placement of tacked fabric panels.
Carpenters: Handle the uncrating of exhibits and display materials, installation and dismantle of exhibits, and assembly of poster-boards.
Riggers: Handle the uncrating, unloading machinery and freight from skids, positioning and leveling of all machinery, and the placement of all machinery back onto skids.

Security

Exhibitors will be responsible for the security of booth materials and personal items at all times. Do not leave items of value unattended.

Conducting Exhibits

All exhibit dimensions must conform to standards set by the Association for Behavior Analysis International, as follows:

No exhibit will be permitted to span an aisle by roofing or floor covering. Exposed unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. Inspections of the exhibits will be made during set-up time and an effort made to advise the exhibitor of any deviation from the exhibit rules. In the event the exhibitor is not available, the Exhibit Manager will order draping deemed necessary (including draping of any unfinished tables), and costs will be charged to the exhibitor.
Electrical or other mechanical apparatus must be muffled for noise and positioned so as not to interfere with other exhibits. X-ray equipment may not be operated.
Volatile or flammable oils, gasses, unprotected picture film, other explosive flammable matter or material, or any substance prohibited by City laws or insurance carriers are not permitted on the premises.
Character of the exhibits is subject to approval by the Exhibit Manager. Canvassing or distributing advertising matter outside the exhibitor’s own space is not permitted. It is strictly prohibited to publicize and/or maintain any extracurricular activities, inducements or demonstrations away from the exhibition area during the exhibit hours.
Exhibitors may only promote products from their booth. There should be no selling of products that may directly or indirectly compete with the ABAI Cooperative Bookstore. If you have products you would like sold through the ABAI Cooperative Bookstore, please contact the Exhibit Manager at (269) 492-9310 or convention@abainternational.org.
Exhibitors may not assign, sublet or apportion the whole or any part of the space allocated to them, or the exhibit therein, or permit any other person or firm to exhibit therein, any goods other than those manufactured or distributed by the exhibitor in the regular course of their business, without written consent of the Association for Behavior Analysis International.
Exhibitors must surrender space occupied by them in the same condition it was in at the commencement of occupation. Exhibitors or their representatives shall not injure or deface the walls, columns, floors or furniture of the exhibit facilities. All property destroyed or damaged by the exhibitor must be replaced in its original condition by the exhibitor at his or her own expense. The exhibitor shall be liable for all property damaged.
If an exhibitor chooses to utilize its own contractor for material handling, electrical, plumbing, in-booth cleaning, overhead sign hanging, labor and rental of mechanized equipment, standard and specialty furniture, carpet and flooring, staging, exhibit rental, installation and dismantle labor, transportation, signage or banners and graphics, they must provide to GES Exposition Services at least 10 days prior to the Show move-in date (i) a written statement setting forth the identity and intended use of the contractor, and (ii) the contractor provides evidence of the following minimum insurance coverage: (a) Workers Compensation insurance in the minimum amount as required by state law, (b) automobile liability insurance in a minimum amount of $1 million covering all owned, hired and non-owned vehicles, and (c) commercial general liability insurance in a minimum of $2 million. Additionally, the contractor must list GES Exposition Services, Inc. and ABA International as additional insureds on the policies.

Liability

Insurance and liability are the full and sole responsibility of the exhibitor. Neither the Association for Behavior Analysis International, nor any of its officers, employees or representatives, nor the owners, employees or representatives of GES Exposition Services or the Hilton Chicago shall be responsible for injury, loss or damage that may occur to exhibitor’s property prior to, during, or subsequent to the exhibition period, provided such injury, loss, or damage is not caused by the negligence or willful act of one or more of the aforementioned parties. Exhibitors, by accepting space and making application for space, acknowledge the above terms and expressly release the above named Association, individuals and firms from any and all claims for such loss, damage, or injury.

Deposits & Cancellation

A $250 deposit is required with your application to reserve a booth for the 2008 ABAI convention. The deposit is due when the exhibitor contract is submitted, and is required to hold your space. The balance of the amount for the exhibit booth, plus a $150 security deposit (see below), is due by March 31, 2008.

Should an exhibitor wish to cancel a reservation prior to January 29th, 2008, $100 will be held for our costs, and the balance of the deposit will be refunded. If an exhibitor cancels after January 29th (after the program book is printed), the entire deposit of $250 will be held. Cancellation after March 31, 2008 obligates the exhibitor to full payment of the rental. No refunds will be made after this date unless the space has been resold, and at the option of the Association, in which case a refund will be granted as provided above.

Failure to remit the balance of the rental by the date specified constitutes cancellation of the contract and the reserved space will be subject to resale without refund of deposit.

All exhibit booths must remain open for the entire duration of the convention. Your exhibit booth must be set up no later than 4:00 pm on Thursday, May 22 nd, and dismantled no earlier than 12:00 pm on Tuesday, May 27 th. To ensure compliance by all exhibitors, each will be required to pay a $150 refundable security deposit. If the above set up and dismantling conditions are met, the security deposit will be returned within 30 days of the completion of the convention.

Any exhibit space not occupied by 4:00 pm on Thursday, May 22nd is also subject to reassignment or resale by the Association without refund, unless prior approval is obtained in writing from the Association.

Hotel Accommodations

To obtain ABA International’s discounted rates, contact the Hilton Chicago at (312) 922-4400 or 1-800-HILTONS and identify yourself as a member of the Association for Behavior Analysis International group. Or visit the website at www.chicagohilton.com and enter the Group/Convention Code: ABE. ABAI encourages you to make your hotel reservations early. A link is also available at (view Hotel & Travel page).

Airline Info

United Airlines is the official carrier of the 34th annual ABAI convention. Discounts are available on all published fares for travel to Chicago from the United States and abroad between May 16th and June 3rd, 2008. To make your airline reservation, call United Airlines Meetings and Conventions at 800-521-4041, and refer to Tour Code #578NR.