The Indy Hematology Educations, Inc. (IHE) produces the Indy Hematology Review™ and has implemented these Rules and Regulations.
It is agreed and understood that these policies for exhibitors are part of a contract between the exhibitor and IHE, and that upon submitting the Support Agreement the exhibitor agrees to abide by these regulations. The following rules and regulations constitute a binding contract between the exhibitor and IHE. Exhibitors in attendance are expected to read and be familiar with the Rules and Regulations.
Furthermore, the official exhibitor representative is responsible for informing staff of and assuring they adhere to all Rules and Regulations.
IHE reserves the right to interpret, amend, and enforce the following contract conditions, rules, and regulations at any time as it deems proper to ensure the success of the symposium. Written notice of any changes will be sent to contracted exhibitors. Any changes made shall be equally binding and made part of these original Rules and Regulations.
Eligibility
Only an organization identified on a signed Support Agreement, submitted by hard copy that has been approved by IHE, may exhibit. The name of the company or organization that appears on the Support Agreement will be assigned an exhibit space and listed in print and online.
All meeting attendees are invited to the exhibit area. Anyone who is observed to be soliciting business in the aisles or other public spaces, including another company’s display, will be asked to leave immediately. Additional penalties may be applied. Please report any violations you may observe to the organizers and planners.
Exhibit Space
One 6’ skirted table and two chairs will be provided for each exhibitor. The fee to exhibit does not include registration unless you are a Supporter. You will receive two (2) registrations with your sponsorship for the Exhibit area (an additional $395.00 per representative, electricity, audio visual equipment and shipping, if applicable.
Exhibit Installation and Dismantle
Installation may begin on Friday, February 23, 2024, at 9:00 PM and again on Saturday, February 24, 2024, at 6:00 AM – 6:45 AM. The Exhibit area will be open at 6:45 AM.
You may dismantle after the 4:40 PM break on Saturday, February 24, 2024.
Early Dismantling
Early dismantling is expressly prohibited. Exhibits officially close on Saturday, February 24, 2024, 4:55 PM. All booths must be staffed by that time. Exhibitors that dismantle before closing will be subject to possible exclusion from future meetings.
Failure to Occupy Display Space
Any space not occupied by Saturday, February 24, 2024, at 6:45 AM will be forfeited by the exhibitor. The space may be reassigned or used without a refund. Exhibitors who anticipate delays in setting up their displays must receive written approval by February 2, 2024.
Submit requests to Indyhr@conventionmanagers.com. All booths must be staffed during exhibit hours. Exhibiting organizations that fail to occupy and furnish contracted exhibit space will be charged for the expenses incurred to convert space to a lounge area.
Exhibit Restrictions
IHE reserves the right to dismiss exhibitors for any objectionable actions, and to ask any exhibitor that, in the opinion of IHE, detracts from the purpose of the exhibit hall to leave. Activities and content must be professional and provide educational information related to the field of hematology. In the event of such a dismissal, IHE is not liable for any refund to the exhibitor.
It is a requirement that exhibitors conduct themselves professionally and show consideration for fellow exhibitors. The distribution of literature or samples must take place within the exhibitor’s exhibit area. Selling within the aisles is not permitted. Canvassing or distributing promotional materials outside the exhibitor’s rented exhibit space will not be tolerated. Those exhibitors violating promotional material regulations will be asked to cease and if it continues, they will be asked to leave. Exhibitor demonstrations must not block the aisles or neighboring exhibitors.
Solicitation by Non-Exhibiting and Non-Registered Attendees
Persons connected with non-exhibiting companies are prohibited from any dealings, exhibiting, or soliciting within the Exposition area or Conference facilities. Exhibitors are urged to report immediately any violations of this rule to the Conference Management.
Insurance and Liability
Exhibitor agrees to protect, save, and keep Indy Hematology Education, Inc. forever harmless from any damages or charges imposed for violation of any law or ordinance, by the negligence of the Exhibitor, as well as strictly comply with the applicable terms and conditions contained in the agreement between the Westin Hotel Indianapolis and Indy Hematology Education, Inc. regarding the exhibit premises. And, further, Exhibitor shall at all times protect, indemnify, save, and keep harmless the Board of Directors and Planning Committee for Indy Hematology Education, Inc., Conference Management, and subcontractors against and from any and all loss, cost damage, liability, or expense arising from or out of or by reason of said Exhibitor’s occupancy and use of the exhibit premises or a part thereof.
The Exhibitor, on signing the contract expressly releases Indy Hematology Education, Inc., and the Westin Hotel Indianapolis from, and agrees to indemnify same against any and all claims for such loss, damage, or injury. Exhibitors desiring to carry insurance on their exhibits will place it at their own expense.
No security guards will be furnished during the installation, open hours, and dismantling of the exhibits.
The Agreement between the exhibitor and IHE, of which these policies are a part, shall be governed by Indiana law, without regard to “choice of law” provisions. The exhibitor and IHE consent to the exclusive subject matter and personal jurisdiction of the courts of Indiana, over any dispute arising under the Exhibitor Agreement or IHE’s enforcement of IHE policies and standards. If IHE litigates to enforce its rights, it shall be entitled to reasonable attorneys’ fees incurred in connection with a judgment obtained by it.
Safety
Fire regulations require all display material used for decoration to be fireproof. All electrical equipment, including signs and lights, shall be in good condition and able to pass inspection by the Fire Marshal. Each exhibitor agrees to be knowledgeable and responsible regarding ordinances and regulations pertaining to health, fire prevention, and public safety while participating in the IHE. The use of flammable materials, substances, or fluids of any nature, which are prohibited by fire regulations, may not be used in any exhibit.
Cancellation/Withdrawal
Upon giving written notice, an Exhibitor may cancel or withdraw from the trade show on or before November 1, 2023, however, no refund will be given unless all booth space has been sold; then 50 (fifty) percent of the payment shall be returned approximately 30 (thirty) days after the symposium closes. After November 1, 2023, no refund will be given. Total payment for reserved exhibit space will be due for cancellations made after November 1, 2023.
The date upon which the notice of cancellation is received shall become the official date of cancellation. IHE has the right to resell the space vacated upon notification of cancellation.
Termination of Exhibit
If the premises where Indy Hematology Review™ is to be housed is destroyed or damaged; or it fails to take place as scheduled; or is relocated or interrupted and discontinued; or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, act of war, act of God, or emergency declared by any government agency; or for any other reason, this contract may be terminated by IHE. In the event of such termination, the Exhibitor waives any and all damages and claims for damages and agrees that the sole liability of IHE shall be to determine an equitable basis for the refund of a portion of the exhibit fees after due consideration of expenditures and commitments already made.