Rules & Regulations
There will be no refunds for cancellations of exhibit space received after March 6, 2019.
Space will be assigned in the order in which applications are received. The application deadline is March 6, 2019. Applications received after this date will be on a space available basis. Exhibitors wishing to avoid assignment of space adjacent to a particular competitor should indicate this on their application. Please Note: The Florida Vascular Society (FVS) reserves the right to alter the Floor Plan at any time without prior notice.
FVS will have an official expo service contractor for the 2020 annual meeting. Registered exhibiting companies will receive an Exhibitor Service Kit with all necessary information and order forms including:
- Drayage and shipping
- Labor regulations and rates
- Furniture, display and decorating rentals
- Electrical and Internet service
- Audio/visual and computer rentals
Shipments should be sent directly to the expo service company. The Ritz-Carlton, Amelia Island does not have storage space for exhibitor shipments. Any shipments sent directly to the Hotel will incur additional fees at the Hotel’s discretion. Shipping instructions will be included in the Exhibitor Service Kit available in mid-March.
All participants affiliated with exhibits must be registered. Each person will be issued an exhibitor badge and must be employed by the exhibiting company or have a direct business affiliation. Each company is allotted two badges per booth purchased. Additional badges are $450.00 each. There will be no name swapping for badges permitted for partial attendance. Any names provided over the badge allotment will be charged the additional badge fee. There will be no exceptions.
Interviews, demonstrations and the distribution of literature or samples must be made within the exhibit booth assigned to the Exhibitor. Canvassing or distribution of advertising matter outside the Exhibitor’s own space will not be permitted.
Sponsors and exhibitors are prohibited from conducting independent events such as receptions, dinners, demonstrations, etc. on the meeting premises without first obtaining permission from the Florida Vascular Society management.
The safekeeping of the Exhibitor’s property is the responsibility of the Exhibitor. The Florida Vascular Society and The Ritz-Carlton, Amelia Island are not responsible for theft, loss or damage which may occur and advise each exhibitor to be sure their stands, equipment and material are insured at full value.
The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold harmless the Florida Vascular Society and The Ritz-Carlton, Amelia Island and its officers, employees and agents, against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence, gross negligence or willful misconduct of the Florida Vascular Society or The Ritz-Carlton, Amelia Island, its employees and agents. Exhibitor acknowledges that the Florida Vascular Society and The Ritz-Carlton, Amelia Island do not maintain insurance covering the Exhibitor’s property and thus, it is the sole responsibility and obligation of the Exhibitor to obtain business interruption and property damage insurance covering such losses by exhibitor.
All materials used in the exhibit area must be flame-proof 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 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 Prevention Bureau. Any exhibit or parts thereof found not to be fire-proof may be dismantled. All aisles and exits must be kept clear at all times. 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, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts or portions of the building or furnishings. Whatever may be necessary to properly protect the building, equipment or furniture will be installed at the expense of the Exhibitor. If any controversy arises as to the need or propriety thereof, the Conference Service Manager of the Hotel will be the final judge thereof and his/her decision shall be binding on all parties concerned.