A CONSUMER EVENT FOR PARENTS, GRANDPARENTS AND CAREGIVERS
THIS IS NOT YOUR TYPICAL BABY EXPO! GAIN DIRECT EXPOSURE to final decision-makers: Mom and Dad!
DEMONSTRATE THOUGHT LEADERSHIP by contributing to the educational program
ENJOY MILLIONS OF IMPRESSIONS through a robust integrated marketing campaign
ENHANCE BRAND POSITION by partnering with one of the world’s leading medical associations
ENGAGE WITH CUSTOMERS year-round via an active online community This is your opportunity to interact with caregivers and other professionals from all over the world, collect immediate feedback and form lasting relationships...
BUSINESS AND FUN — ALL IN TWO DAYS!
GET THE GREATEST VALUE FROM YOUR HEALTHY CHILDREN CONFERENCE & EXPO EXPERIENCE • Focus on structured interaction with attendees — use the exhibit hall time to engage attendees with live demonstrations, booth activities and informational presentations. • Your booth space will be most effective if you think of it as a resource center where parents can tap into the expertise of product developers and specialists in your field. • Attendees are seeking to interact with experts in their field. To get the most ROI, we recommend that you send experienced staffers with deep knowledge of your products and services. Also consider product sampling, coupons and giveaways in your space to drive booth traffic, encourage future sales and further build relationships.
The AAP was founded in 1930 by 35 pediatricians to serve as an independent forum to address children’s health needs. At that time, the idea that children had unique developmental and health needs was new. Practices that are now standard preventive care (i.e., immunization, regular health exams) were only just beginning to change the custom of treating children as “miniature adults.” The Academy also maintains the Pediatric History Center, which collects and archives materials related to the history of pediatrics in the United States and Canada and the history of the Academy itself.
The AAP’s Mission: to attain optimal physical, mental, and social health and well-being for all infants, children, adolescents and young adults. AAP supports the professional needs of its membership, comprised of 60,000 primary care pediatricians, pediatric medical subspecialists and pediatric surgical specialists dedicated to the health, safety, and well-being of infants, children, adolescents and young adults.
learn about this event and its attendees! The Healthy Children Conference & Expo delivers credible, evidence- and science-based health and wellness information and services via a face-to-face, interactive exhibit floor and educational sessions. The event will be strongly supported by our Chicagoland AAP members and the AAP’s consumer web site healthychildren.org.
HEALTHYCHILDREN.ORG DEMOGRAPHICS & STATISTICS
14.4 million Total Visits
85% 14% United States
Pages per Visit
11.4 million Unique Visitors from 218 Countries and Territories REGISTERED USERS MOST POPULAR CONTENT
BATHING & SKIN CARE
ALLERGIES & ASTHMA TEETHING & TOOTH CARE
79% Moms 9% Caregivers
FEEDING & NUTRITION
CAR SEAT SAFETY
7% Dads 5% Grandparents 2.46 Children per Household
SHOW HOURS SATURDAY, MARCH 8, 2014 10:00 AM–6:00 PM
SUNDAY, MARCH 9, 2014 10:00 AM–4:00 PM
reach your target audience AT THE HEALTHY CHILDREN CONFERENCE & EXPO HEALTHY CHILDREN CONFERENCE & EXPO ATTENDEES WANT INFORMATION ABOUT THESE PRODUCTS AND SERVICES: APPLIANCES & HOME CARE
ARTS & CRAFTS
DAY CARE SERVICES & EARLY CHILDHOOD LEARNING
EDUCATION & TUTORING CENTERS
BABY CARRIERS, STROLLERS & ACCESSORIES
ELECTRONIC GAMES & GADGETS
FAMILY TRAVEL DESTINATIONS
FIRST AID & MEDICINE
RECREATION CENTERS & PARTY OPTIONS
FITNESS PRODUCTS & SERVICES FURNITURE & BEDDING
SCHOOLS/EDUCATIONAL ENRICHMENT PROGRAMS
GIFTS & DÉCOR
CLOTHING & APPAREL
HOME SECURITY & SAFETY
COMPUTER HARDWARE & SOFTWARE
SPECIAL NEEDS SERVICES, PROGRAMS & TREATMENTS
DIAPERING, BATH & TOILET
MUSEUMS & ENTERTAINMENT
SPORTING GOODS & OUTDOOR PLAY
NUTRITION/FOOD & BEVERAGE
TOYS & GAMES
… AND MORE!
enhance your reach! EDUCATION
Demonstrate your company’s thought leadership: a premium-level promotional package includes a speaking opportunity in a breakout session.
COMPANY PROFILE Share your company story with a listing in the Online Exhibitor Guide. WEB SITE
Enjoy visibility with the over 2 million people who visit healthychildren.org every year. All online listings include a link to your home page.
Impressions count! The event will employ a robust integrated marketing campaign including a variety of print, online and email efforts.
Enhance your brand positioning and messaging. Packages include having your company logo featured on printed signage, General Session screens and other electronic means.
Bring press kits for distribution to the media in attendance and take advantage of the Press Lounge for conducting interviews and/or photo opportunities.
Engage with attendees through active participation in online discussions via social networking.
COMMUNICATIONS Get to know your expo team and maximize your investment by taking advantage of the monthly newsletters providing exhibiting tips, program updates and logistical information.
exhibit package opportunities LEVEL Platinum Package $50,000+
Gold Package $30,000
Silver Package $15,000
Bronze Package $7,500
Only 3 available!
Only 6 available!
Only 8 available!
Only 10 available!
Choose one option: • SOLD Healthy Living Pavilion • Safety & Prevention Pavilion • Family Life Pavilion • Health Issues Pavilion
Choose one option: • Kids’ Fun Zone • Kids’ Learning Lounge • Main Stage Entertainment • Saturday Keynote Speaker • Sunday Keynote Speaker • Tote Bags
Choose one option: • Conference Directory • Conference Map & Schedule • Diaper Changing Station • Hand Sanitizer Stations • Information Exchange Lounges • Name Badges • Nursing & Feeding Station • Relaxation Zone
Choose one option: • Coat/Bag Check • Directional Signs • Entrance Unit • Event Concierge • Conference Archive • Press Lounge • Publication Bins • Registration Counters • Speaker Lounge • Water Coolers
Literature in Press Lounge
Logo in Promo Materials (subject to production deadlines)
Logo/Link on Web Site
Discount on 2015 Fees
Post-Conference Attendee List Use
Blurb in Promo Email
Tote Bag Insert
“Meet the Expert” Opportunity
Non-Commercial Speaking Opportunity
Online Survey Question
Custom Go-Bo Recognition
Complimentary Passport to Prizes
exhibit packages PLATINUM — Only 3 available! These pavilions are sure to be a hub of activity at Healthy Children Conference & Expo with room for companies to provide attendees with information, live demonstrations, interactive presentations and more! Platinum exhibitors enjoy category exclusivity within their package level, and an opportunity to consult with the AAP in development of a non-commercial educational session. Theatres featuring educational content related to the pavilion’s theme will be located nearby. • Family Life Pavilion — Space must feature information and • SOLD Healthy Living Pavilion — Space must feature information and demonstrations related to nutrition, fitness, oral health and emotional demonstrations related to health management, family dynamics wellness. and parenting. • Safety & Prevention Pavilion — Space must feature information and • Health Issues Pavilion — Space must feature information and demonstrations related to safety-related issues at home, on the road demonstrations related to common conditions facing parents and or at play, as well as immunizations. caregivers today. Possible examples include: allergies, asthma, learning disabilities, obesity and eating disorders, and sports injuries.
GOLD — Only 6 available! • Kids’ Active Play Area — Encourage exercise and active play by hosting this exciting show feature! Package includes rental of play equipment and on-site signage. • Kids’ Learning Lounge — Inspire and motivate through lively and interactive educational activities for kids of all ages! Promotional package includes educational materials and on-site signage. • Main Stage Entertainment — Your company would be the exclusive provider of all entertainment featured on the main stage.
• Keynote Speaker — Package includes coverage of one keynoter’s fees (your choice of Saturday OR Sunday speaker), plus signage and an opportunity to introduce the speaker at the event. • Tote Bags — Attractive, eco-friendly bags will be distributed to the first 5,000 attendees. Your company logo will appear on the bag, along with the conference logo. A promotional piece from your company may also be included in the bag.
SILVER — Only 8 available! • Conference Directory — This directory will be located in a high-traffic area and feature a map of the convention center along with a listing of all exhibitors. Your company logo will be prominently featured on the structure. • Conference Map & Schedule — This handout will be distributed to all attendees and feature a map of the convention center, an exhibitor list and schedule of events. • Diaper Changing Station — A private, spacious area for babies in need of diaper changing; moms and dads will be happy, too! • Hand Sanitizer Stations — Keep germs off the show floor! Hand sanitizer stations featuring your company logo will be positioned throughout the event venue.
• Information Exchange Lounges — Provide attendees with a casual meeting space for informal conversation and networking with other parents and the conference faculty. Recognition will be provided via on-site signage. • Name Badges — Participating attendees will receive a name badge featuring your company logo and QR code for quick and easy access to online information about your products and services! • Nursing Lounge — Package includes furnishings and signage. Exhibitor is responsible for providing complimentary nursing equipment and/or supplies. • Relaxation Zone — Moms, dads and caregivers deserve a break! Fee includes seated massage stations, therapist services and signage.
BRONZE — Only 10 available! • Coat/Bag Check — Take a load off attendees’ shoulders by providing them with a safe, secure space to check coats and bags. Recognition includes signage and the opportunity to distribute materials from the coat check window. • Directional Signs — Attractive, custom-designed directional signs will be located throughout the convention center, directing attendees to sessions, exhibits and special features. Your company name and logo will appear at the base of the signs (4–6). • Entrance Unit — A sleek, custom-designed unit will be located at the entrance to the exhibit hall, with information about networking, sessions and special events. Your company logo will appear along the base of the unit. • Event Concierge — All attendees will have access to a professional concierge manning an information desk dedicated solely to the Healthy Children event. Recognition includes signage and the opportunity to distribute materials from the desk. • Conference Archive — Conference materials and video from selected presentations will be archived on the Healthy Children Conference & Expo web site. This exclusive advertising opportunity includes your company logo and banner ad on the site.
• Press Lounge — A place for members of the media to relax, gather their thoughts, meet with colleagues, etc. Your company has the opportunity to exclusively host this lounge. We will provide signage and beverage service throughout the event. • Publication Bins — The Healthy Children Conference & Expo map and participating publications will be distributed during the event. Your company’s name and logo will appear on the bin structure. • Registration Counters — Be the first to greet attendees when they arrive! Your logo will be featured on counters and signage. • Speaker Lounge — A place for members of the conference faculty to relax and rehearse their presentations. Your company has the opportunity to exclusively host this lounge. We will provide signage and beverage service throughout the event. • Water Coolers — Keep attendees refreshed and hydrated while they browse the expo floor! Recognition will be provided at each water cooler station.
additional promotional opportunities CPR TRAINING & KITS
Underwrite the presentation of a family CPR training session at the Healthy Children Conference & Expo, including a CPR kit for each family in attendance. Recognition includes on-site signage and the opportunity to introduce the instructor, in addition to providing custom-imprinted kits. Promotional fee will be based on the number of participants in training session, and can be tailored to organization’s budget. (Please note: This is not a speaking opportunity. The participating organization is limited to speaker introduction.) *Based on number of sessions offered and number of participants.
See your company name in lights! Your logo will be illuminated onto a wall in the exhibit hall for maximum exposure to attendees!
“MEET THE EXPERT”
“PASSPORT TO PRIZES”
Drive traffic to your booth! All attendees will be given a “passport card” to be stamped by participating exhibitors. Only those attendees that visit every participating exhibitor will be eligible for the raffle prize drawing. (Exhibitors are responsible for providing a prize.)
Underwrite the presentation of an educational session at the Healthy Children Conference & Expo. Recognition includes on-site signage and the opportunity to introduce the speaker. (Please note: This is not a speaking opportunity. The choice of session is subject to AAP approval.)
TOTE BAG INSERT
The first 5,000 attendees will receive a complimentary “Healthy Children” tote bag. Your company’s promotional literature will be inserted into each bag. Literature provided by exhibiting company.
Share your thought leadership with attendees with a dedicated time slot at our “Meet the Expert” Guru Bar. Recognition includes promotion online and via on-site signage. The topic must align with AAP policy and guidelines and is subject to AAP approval.
reserve your exhibit space today! Your potential customers, your current suppliers and thousands of caregivers, the ENTIRE INDUSTRY, will be at this one-of-a kind show! Get direct access to the final decision-makers for your product or service: mom and dad. STANDARD EXHIBIT PACKAGE • $1,000 (General)/$750 (Non-Profit; 501c3)
Exhibit promotions can increase the number of visitors to your booth by as much as 50%.*
• 10x10 space in exhibit hall
• Two (2) exhibit booth staff badges
§ 3' sidewall drape
• Company name, 25-word company bio in online Exhibitor Guide and link from Healthy Children Conference & Expo web site to your home page
§ 7"x44" booth identification sign
• Exhibitor ribbon for company representatives
§ 8' backwall drape
BOOTH SPACE ENHANCEMENTS Additional 10x10 Booth Space only $500 per 10x10 (space only; no additional furnishings) Corner Fee $100 (per corner)
*Center for Exhibition Industry Research (CEIR).
HAVE AN IDEA FOR A NEW PROMOTIONAL OPPORTUNITY? Contact us to discuss creating an exhibit package custom designed especially for your company! HCCE Show Management 703-683-8500 | email@example.com
HEALTHY CHILDREN CONFERENCE & EXPO — APPLICATION It is understood that this application will become a binding contract upon acceptance by the American Academy of Pediatrics, and incorporated into this contract are the attached terms, conditions, rules and regulations. Please complete the application and return in its entirety via fax to 703-706-8234 or email to firstname.lastname@example.org.
Company (Please PRINT company name exactly as it should appear on the web site and in printed materials.)
Choose one: q Family Life Pavilion q Health Issues Pavilion
q Healthy Living Pavilion SOLD q Safety & Prevention Pavilion
u Gold Package — $30,000 Indicate booth preference: #1________ #2________ #3________ Choose one: q Kids’ Learning Lounge q Kids’ Fun Zone q Main Stage Entertainment q Tote Bags
q Keynote Speaker q Saturday q Sunday
u Silver Package — $15,000
4. Please indicate your exhibit package selection(s): u Platinum Package — $50,000+
Indicate booth preference: #1________ #2________ #3________ Country
Choose one: q Conference Directory q Diaper Changing Station q Conference Map & Schedule q Hand Sanitizer Stations
q Information Exchange Lounges q Name Badges q Nursing & Feeding Station q Relaxation Zone
u Bronze Package — $7,500 Indicate booth preference: #1________ #2________ #3________ Choose one: q Coat/Bag Check q Conference Archive q Directional Signs q Entrance Unit q Event Concierge
1. Executive Contact:
q Press Lounge q Publication Bins q Registration Counters q Speaker Lounge q Water Coolers
Indicate booth preference: #1________ #2________ #3________ q Standard ($1,000) q Non-Profit ($750) q Additional Booth Space ($500 per 10x10 booth space) q Corner Fee ($100 each)
$_____________ + $_____________ = _____________
Corner Fees Exhibit
5. Additional Opportunities:
2. Logistics Contact (receives all invoices and operational correspondence, if other than executive contact):
q CPR Training/Kits ($TBD) q Go-Bo ($1,000) q “Meet the Expert” ($1,000)
q “Passport to Prizes” ($250) q Session Underwriting ($1,500) q Tote Bag Insert ($1,000)
$_____________ + $_____________ = _____________
6. Method of Payment: Title
q Check Enclosed q Credit Card: q VISA q MasterCard q American Express
3. Company Professional Classification
AAP Federal Tax ID #36-2275597
Name on Card
Our organization is best described as a provider of goods and/or services in the following area(s): q Appliances & Home Care q Arts & Crafts q Auditory Health q Baby Carriers/Strollers/Accessories q Camps q Children’s Retailers q Children’s/Healthcare Publishing q Clothing/Apparel q Computers q Day Care/Early Childhood Learning q Diaper, Bath & Toilet q Education/Tutoring Centers q Electronic Games/Gadgets q Family Travel Destinations q First Aid/Medicine q Fitness Products/Services q Furniture & Bedding q Gifts & Décor
q Home Security/Safety q Hospitals q Museums & Entertainment q Nutrition/Food/Beverage q Ocular Health q Oral Health q Park Districts q Pregnancy/Nursing/Feeding q Rec Centers/Party Options q Schools/Educational Enrichment q Skin Care q Special Needs Services/Programs/ Treatments q Sporting Goods/Outdoor Play q Toys/Games q Other (please specify): __________________________________
Please return application and signature page along with payment information via fax to 703-706-8234 or email to email@example.com. All payments must be made by check or money order in U.S. funds, or credit card information must accompany this form. Application will not be processed without payment. Applications submitted prior to August 26, 2013, must be accompanied by a deposit in the amount of 20% of total exhibit fee (payable in U.S. funds). Applications received without such payment will not be processed nor will space assignment be made or confirmed. The balance of the space rental charge will become due and payable on December 6, 2013. Applications submitted after August 26, 2013, must be accompanied by payment in full. Applications received without such payment will not be processed nor will space assignment be made or confirmed. Make checks payable to Healthy Children Conference & Expo and send payment to 26718 Network Place, Chicago, IL 60673. Applications will be forwarded to the AAP for approval and countersignature. The AAP may reject an application at its sole discretion.
RULES & REGULATIONS ELIGIBILITY TO EXHIBIT The Healthy Children Conference & Expo (the “Event”) is an extension of the American Academy of Pediatrics’ (AAP) effort to bring reliable, credible education and information to the public. In order for your application to be accepted by the AAP, your products and services must be related to the practice of healthy parenting and family life, and you must be in good financial standing with the AAP. The AAP has the right to withhold approval of the exhibition of products and services which in its judgment do not further the promotion of a healthy lifestyle. At the request of the AAP, an exhibitor shall remove any product or service included in the display for which approval has not been given, or for which approval has been withdrawn. ACCEPTANCE OF APPLICATION An application for participation in the Event will not be binding on the American Academy of Pediatrics (“AAP”) until accepted in writing by an authorized representative, whereupon it will be a binding contract (hereafter referred to as an “Agreement”) between AAP, AAP Show Management, National Trade Productions, Inc. (hereinafter called “NTP”) and the applicant (hereafter referred to as the “Exhibitor”). Applications may be accepted or rejected by AAP/NTP in its sole discretion; however, applications from acceptable applicants for particular functions or promotional opportunities will be accepted on a first-come, first served basis. AAP/NTP will use its best efforts to honor an applicant’s first, second or third choice preferences for functions or promotional opportunities and, if it is unable to do so, will contact the applicant prior to acceptance of the application to determine another mutually acceptable choice. The information contained in the Application and Contract for Exhibit Space, and the Exhibit Rules and Regulations constitute a contract for the right to use the space allocated. When accepted by the AAP/NTP, an Agreement will constitute the entire agreement between the Exhibitor and AAP/NTP concerning its subject matter, and may only be modified or waived in a writing signed by the parties, except that AAP/NTP may withdraw approval to exhibit a product for good cause. If any term of the Agreement is declared invalid or unenforceable, the remainder continues in full force and effect. An Exhibitor may not assign its Agreement to any other party, including a successor in interest in the event of a merger or sale of assets, without AAP/NTP’s prior written consent. SPACE AAP/NTP will assign space to an Exhibitor in accordance with the selected level, but AAP/NTP reserves the right to modify layouts to the extent necessary to meet the space requirements of the facility at which the Event is being held (the “Facility”) and accommodate all Exhibitors who are entitled to space. An Exhibitor may not share, sell, assign or sublease any portion of its space (including to an affiliated company) without AAP/NTP’s prior written consent. An Exhibitor’s activities must be confined within the assigned space and must be in support of products or services directly related to the Exhibitor’s normal business activities. The Exhibitor has the sole responsibility for any loss of its personal property at its space. CANCELLATIONS: Any booth space cancellation must be made in writing to Show Management via email to hccechicagosales@ ntpshow.com. Any exhibitor who fails to notify Show Management of a booth cancellation will be considered a no-show, thus jeopardizing the exhibitor’s right to exhibit at forthcoming expositions. The Exhibitor specifically recognizes and agrees that AAP will sustain losses in the event the Exhibitor fails to provide timely written notice of cancellation. In keeping with industry practice, the existence of such practice being
hereby acknowledged by the Exhibitor, and because such losses cannot be precisely measured but include the costs associated with the inability to replace those canceling, advertising, credibility, redesigning of floor space, and the like, the Exhibitor agrees upon the following late cancellation assessment schedule as being in the nature of liquidated damages, and which is specifically designed to compensate AAP for AAP losses and not constitute a penalty, should the Exhibitor fail to provide timely written notice, by certified mail, of cancellation of all or any part of AAP assigned booth space. CANCELLATION PERIOD
Through December 6, 2013. . . . . . . . . . . . . . . . . F orfeit entire deposit (20% of total exhibit fee) December 7, 2013 or after . . . . . . . . . . . . . . . . . . 100% of total exhibit fee Cancellations will be accepted only in accordance with the above schedule. There will be no refunds for cancellations received on or after December 7, 2013. Failure to make full payment on exhibit package by December 7, 2013, on a Contract filed prior to, or on, that date will subject Exhibitor to Cancellation of Contract by NTP or AAP forfeiture of deposit made and liability for balance due. PAYMENT OF SPACE Applications submitted prior to August 26, 2013, must be accompanied by a deposit in the amount of 20% of total exhibit fee (payable in U.S. funds). Applications received without such payment will not be processed nor will space assignment be made or confirmed. The balance of the space rental charge will become due and payable on December 6, 2013. Applications submitted after August 26, 2013, must be accompanied by payment in full. Applications received without such payment will not be processed nor will space assignment be made or confirmed. OTHER ACTIVITIES In the interest of ensuring the success of the Event and avoiding dilution of the benefits of participation to all Exhibitors, participating companies may not extend invitations, call meetings or otherwise encourage absence of other Exhibitors or attendees from the Event or the Facility during the official hours of the Event or any function held in connection with the Event by AAP or its official exhibitors without prior notice to and approval by AAP. If you are planning an ancillary function during the meeting, it must be approved in advance by the AAP. A Function Space Form or Focus Group Application must be submitted and approved. Activities cannot take place during any of the AAP educational program hours. Exhibiting companies must inform the AAP, in writing, of all educational events offered in their booths. Notification letters must include a description of the event, identifying format, content, dates, time, and names of presenters involved in the delivery of the educational event. The notice must be sent to the attention of the AAP Exhibit Manager, no later than January 24, 2014. Additional requirements include the following: •S ignage in booths must include the following wording: This event is not a part of the Healthy Children conference program and is not endorsed by the AAP. •C ompanies are advised to reference FDA guidelines as appropriate.
RULES & REGULATIONS LICENSES As a condition to participation in the Event, an Exhibitor will be deemed to have granted the AAP the right to use the Exhibitor’s name and/or logo in connection with the promotion and production of the Event. An Exhibitor may use the Event name before and during the Event solely to promote its participation in the Event and solely in compliance with such guidelines as are provided by AAP from time to time. An Exhibitor may use Event attendee lists provided to it by AAP solely for the Exhibitor’s own business promotional activities, and may not provide the list to any other person or entity (including any affiliated company) or use the lists for any other purpose. LEGAL COMPLIANCE An Exhibitor must comply with all applicable laws, regulations and ordinances in connection with its participation in the Event, including but not limited to rules of the Event Facility. An Exhibitor may not violate any proprietary rights of third parties in connection with its participation in the Event, including but not limited to the performance, distribution or posting of copyrighted or trademarked material without a license, assignment or other legally effective permission. BUSINESS DESCRIPTION An Exhibitor will be entitled to publication of a description of its business in materials relating to the Event in accordance with the Exhibitor’s selected level of participation. The Exhibitor will provide such description on or prior to a deadline established by AAP and will be responsible for the accuracy of all information included in such description, subject to AAP’s right to edit copy as it determines appropriate. NO WARRANTY The AAP makes no representations or warranties of any kind, express or implied, regarding the Event, the number of persons who will attend the Event or the benefits that will accrue to an Exhibitor from its participation. Details of the Event are subject to change, and an Exhibitor will be notified in advance of any change directly affecting the Exhibitor. CONSENT Each Exhibitor acknowledges that the Event and Exhibitor representatives participating in the Event may be photographed and that proceedings of the Event, including proceedings in which Exhibitor representatives participate, may be recorded. Each Exhibitor authorizes to display, distribute, redistribute, record, transcribe, modify, reproduce, publicly perform, and transmit in any form (and for any purpose) any such photograph or recording of the Event, and agrees to execute any additional release presented by AAP in connection with such activity or to give effect to this provision. DISPLAY REGULATIONS AND CANVASSING Distribution of printed material by the exhibitor or its agents is limited to the area rented by the exhibitor in the exhibit area. Signage for product or activity promotion is not permitted outside the space contracted. Only those products listed on the exhibit application may be exhibited. Additional products for display must have AAP approval prior to the exhibition. Canvassing in any part of the facilities outside the exhibitor’s booth space used by the AAP is strictly forbidden, and anyone doing so will be requested to leave the building. Regulations also apply to all hotels used by the AAP to house meeting attendees. These rules begin at 7:00 am on Friday, March 7, and continue through 6:00 pm on Sunday, March 9. Signs for AAP-approved functions are permitted, but are limited to 1 per function and must have prior approval from the AAP Exhibit Manager. Signage for product or activity promotion is NOT permitted outside the contracted exhibit space.
SELLING OF PRODUCTS AND SERVICES The purpose of the exhibits is to further the education of meeting attendees through product and service displays and demonstrations. Sales and order taking are permitted provided all transactions are conducted within the professional nature of the meeting. PRODUCTS FOR SALE MUST BE THE EXHIBITORS’ OWN UNALTERED, MARKETED PRODUCTS OR PRODUCTS THEY ARE LICENSED TO SELL, AND THE PRODUCTS OR SERVICES MUST BE PERTINENT TO THE ATTENDEES’ GENERAL INTEREST. The AAP reserves the right to restrict sales activities that it deems inappropriate or unprofessional. BOOTH ACTIVITY Demonstrations or live interviews must be confined to the limits of the space contracted. Special promotional activity must have prior AAP written permission and must be contained within the space contracted. Audio-visual and other sound effects must be regulated so that neighboring exhibits are not disturbed. The AAP Exhibit Manager reserves the right to determine at what point sound interferes with others and must be discontinued. Food products may not be distributed unless they are products being promoted at the display or they are used to demonstrate the company’s product(s). Any exception to this policy must be approved by the AAP prior to the exhibition. Please fill out the notification of intent to distribute premiums, novelty items or food products form, which can be found in the Online Exhibitor Service Manual. This form is due January 24, 2014. See Food & Drug Administration (FDA) compliance information below. Live performance of any kind must have the approval of the AAP Exhibit Manager. License agreements for music covered by ASCAP, BMI and other organizations are the sole responsibility of the exhibitor. The display and/or sale of any product(s) under a recall notice is strictly prohibited. GIVEAWAYS Novelty gifts or souvenirs not manufactured by the exhibiting company must be submitted to the AAP for review in advance of the Event. These premiums should be items that can be used by the attendee. Please fill out the notification of intent to distribute premiums, novelty items or food products form, which can be found in the Online Exhibitor Service Manual. This form is due January 24, 2014. Exhibitors that collect attendee information from attendee badges are advised to refrain from sharing or selling the collected information. The sole purpose of contacting attendees is to provide information about their product or organization information. The AAP may withhold or withdraw permission to distribute souvenirs, advertising, or other materials it considers objectionable. Exhibitors may not distribute stick-on emblems, buttons, unofficial badges or company nameplates. No balloons may be used as display decoration or inflated to distribute to visitors of a display. SHARING SPACE Subletting or sharing exhibit space is permitted only for divisions of the same company, or upon approval by the AAP. If two or more companies wish to be assigned exhibit space adjacent to one another, each company must make this request in writing when the Application for Exhibit Space is made.
RULES & REGULATIONS EXHIBIT STAFFING As a courtesy to the attendees and your fellow exhibitors, it is mandatory that exhibitors open their exhibits on time each day and staff them appropriately each day of the meeting until the scheduled closing of the Exhibition on Sunday, March 9, 2014. SOLICITING EXHIBITORS Any exhibitors or company personnel or person who solicit other exhibitors at the exhibition will be considered in violation of AAP rules and regulations. The AAP reserves the sole right to determine if a violation has occurred and the right to remove the solicitors and/or their company from the exhibit floor. Exhibitors should inform the Exhibit Manager of any solicitations they receive. DIRECT SALES Direct sales are defined as the on-the-spot transfer of goods for money, check, credit card, draft or any other kind of payment. Exhibitors who engage in direct sales are responsible for securing appropriate licenses/ permits as required and collecting all applicable local and state taxes. NO SMOKING The AAP has established a firm no-smoking policy for all AAP meetings. This policy applies to the exhibit area as well as all lounges and meeting rooms. VIOLATIONS The AAP reserves the right to decide the penalty for a violation of the AAP Rules & Regulations, including refusal of or termination of the exhibit. In the event of such restriction or eviction, the AAP will not be liable for refunds or rentals or other exhibit expenses. In all interpretations of the rules and regulations, the decision of the AAP is final. BOOTH CONSTRUCTION Standard Booth: All linear booths are 100 square feet (10'x10') in size unless otherwise noted. Linear booths have a back wall drape that is 8' high, with sidewall drapes that are 36" high. The total height of the exhibit (including decorations) may not exceed 8'3" in height. All display fixtures over 4' in height and placed within 10 lineal feet of an adjoining exhibit must be confined to that area of the exhibitor’s space that is at least 5' from the aisle line. Island Booth: An island exhibit is a display in four or more standard units with aisles on all four sides. Full use of the space is permitted, but the design of the booth must allow for see-through visibility and accessibility from all four aisles. No drapery is provided for island booths. Island booth displays (including decorations) may not exceed 20' in height. Hanging signs and graphics are permitted to a maximum height of 20' from the floor to the TOP of the sign, provided approval is received from the Venue (contact information in Online Exhibitor Service Manual) by January 24, 2014. GENERAL INFORMATION Booth carpeting and/or floor covering is recommended for the comfort and security of exhibitors and attendees, and is the responsibility of the exhibiting company. Exposed unfinished sides or exhibit backgrounds must be draped to present an attractive appearance. The exhibits will be inspected at 1:00 pm on Friday, March 7, 2014. At this time the decorator, with the approval of the Exhibit Manager, will provide draping as deemed necessary. In addition, any boxes that have been sent and delivered to the booth will be unpacked and displayed. Any charges incurred will be the responsibility of the exhibitor. Electrical requirements, projection requirements, and all furniture and accessories are the responsibility of the exhibiting company. Order forms for the above services and equipment will be included in the Online Exhibitor Service Manual.
LIMITATION OF LIABILITY AND INDEMNITY: a. Neither AAP, its agents and employees; NTP, its agents and employees; and the Facility or its employees shall be held liable for, and they are hereby released from liability for, any damage, loss, harm or injury to the person or property of the Exhibitor or any of its officers, agents, employees or other representatives resulting from theft, fire, water, accident or any other cause. In no event shall AAP, its agents and employees; NTP, its agents and employees; and the Facility or its employees be liable for any consequential, indirect or special damages, whether foreseeable or unforeseeable, whether based upon lost goodwill, lost profits, loss of use of the Exhibit Space, or otherwise, and whether arising out of breach of any express or implied warranty, breach of contract, negligence, misrepresentation, strict liability in tort or otherwise, and whether based on this Agreement, any transaction performed or undertaken under or in connection with this Agreement, or otherwise. Exhibitor agrees that the liability of AAP, its agents and employees; NTP, its agents and employees; and the Facility or its employees for damages, regardless of the form of action, shall in any event be limited to the aggregate exhibit fees paid under this Agreement. b. The Exhibitor shall indemnify, defend and protect AAP, its agents and employees; NTP, its agents and employees; and the Facility or its employees against, and hold and save AAP, its agents and employees; NTP, its agents and employees; and the Facility or its employees harmless from, any and all claims, demands, suits, liability, damages, loss, costs, attorneys’ fees and expenses of whatever kind or nature, which result from, arise out of, or are connected with any acts or negligence of, or failures to act by Exhibitor and, or any of their officers, agents, employees or other representatives, including, but not limited to, claims of damage or loss resulting from the breach of this Agreement, and claims of damage or loss to any third party resulting from any infringement of a copyright or patent or the unauthorized use of any trademark. INSURANCE Exhibitors and/or any of their officers, agents, employees or other representatives shall maintain Commercial General Liability with limits of not less than $1,000,000 per occurrence and $2,000,000 in aggregate and name AAP, its agents and employees; NTP, its agents and employees; and the Facility or its employees as Additional Insureds. Exhibitors and, or any of their officers, agents, employees or other representatives shall maintain Worker’s Compensation as required in Illinois and/or by Facility. Exhibitors, or any of its officers, agents, employees or other representatives shall be responsible for their own property. AAP will provide limited security guard service during the meeting, including the official periods of exhibit installation and dismantling. The furnishing of such service is in no case to be understood or interpreted by exhibitors as guaranteeing them against loss or theft of any kind. EXHIBITOR APPOINTED CONTRACTORS (EACs) Exhibitors using companies other than the Official Service Contractor must advise NTP in writing of their intent no later than 30 days prior to the first day of installation. Exhibitors utilizing EACs agree to indemnify and hold harmless AAP, NTP and the Facility from any and all liability, including attorneys’ fees, which may arise due to the third party contractor’s (EACs) presence or actions. EACs agree to, when necessary, share with Official Service Contractor relevant fees, including but not limited to union steward fees. Exhibitor accepts final responsibility for any EAC employed on their behalf and agrees to educate EAC on all show rules and regulations. EACs must supply proof of insurance to NTP no less than 30 days in advance of installation. Insurance must include Commercial General Liability limit of $1,000,000 per occurrence/$2,000,000 aggregate.
RULES & REGULATIONS CHILDREN ON EXHIBIT FLOOR
HAZARDOUS WASTE DISPOSAL
For their safety and protection, children are NOT permitted on the exhibit floor during installation and dismantle hours. Children will only be permitted in the exhibit hall during exhibiting hours. FOOD & DRUG ADMINISTRATION COMPLIANCE All products that are not FDA approved for a particular use in humans or which are not commercially available in the United States will be permitted to be exhibited only when accompanied by the appropriate signs that indicate the product or device’s FDA clearance status. The following are samples of signs that should be displayed: • This drug/device is not cleared by the FDA for distribution in the United States. • This drug/device is intended to be used in the United States as described in the product’s labeling. Signs must be easily visible and placed near the drug or device, and on any graphics depicting the drug or device. Exhibitors are cautioned about the FDA’s prohibition of promoting drugs or devices that are cleared for marketing for unapproved uses. Requests for information and guidance can be obtained at www.fda.gov/cder. FIRE & SAFETY REGULATIONS Federal, state and city fire laws must be strictly observed. Aisles must be kept clear of boxes during exhibit setup and dismantling. Wiring must comply with fire department and underwriters’ rules. All decorations must be fireproofed and a certificate of proof available for Fire Marshal inspection. Only those individuals directly responsible for the setup and dismantling of the display will be permitted in the exhibit area during move-in/move-out times.
Hazardous waste is any material being stored, recycled or thrown away that could cause injury or death, or pollute air, land or water. Exhibitors who generate waste material fitting any of these criteria should inform the Exhibit Manager of the presence and planned disposition of hazardous waste at the time of space application to allow for thorough planning and preparation. GOVERNING LAW AND VENUE EXHIBITORS AGREE THAT ANY DISPUTES BETWEEN THE AAP AND THE EXHIBITOR ARISING OUT OF EXHIBITOR’S PARTICIPATION IN THE AAP 2014 HEALTHY CHILDREN CONFERENCE & EXHIBITION SHALL BE BROUGHT EXCLUSIVELY IN THE COURTS AND SHALL BE GOVERNED BY THE LAWS OF THE STATE OF ILLINOIS, AND EXHIBITOR CONSENTS TO SUCH JURISDICTION AND VENUE. CANCELLATION OF EXHIBITION It is mutually agreed that in the event the AAP 2014 Healthy Children Conference & Expo is cancelled due to disasters, strikes, governmental regulations, or causes that would prevent its scheduled opening or continuance, then and thereupon this agreement will be terminated. The management of the American Academy of Pediatrics shall then determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made. THIS IS A LEGALLY BINDING CONTRACT. THE INDIVIDUAL SIGNING THIS CONTRACT BELOW REPRESENTS AND WARRANTS THAT THEY ARE DULY AUTHORIZED TO EXECUTE THIS BINDING CONTRACT ON BEHALF OF THE ABOVE NAMED EXHIBITOR AND AGREES TO THE TERMS CONTAINED HEREIN. PLEASE NOTE ALL CONDITIONS AND RESTRICTIONS PRIOR TO SIGNING.
WE AGREE TO ABIDE BY ALL RULES AND REGULATIONS GOVERNING THE EVENT AS PRINTED AS PART OF THIS APPLICATION. ACCEPTANCE OF THIS APPLICATION BY SHOW MANAGEMENT CONSTITUTES A CONTRACT.
CONTRACT APPROVED BY AAP
SIGNATURE DATE FOR NTP USE ONLY Exposition Assigned:
Total Square Feet:
Total Rental Fee: $
HCCE 2014 Processed for National Trade Productions, Inc.:
Published on Jun 5, 2013
A Consumer Event for Parents, Grandparents and Caregivers... This is not your typical baby expo! The Healthy Children Conference & Expo de...