35th Conference Registration Form Brochure

AMERICAN METEOROLOGICAL SOCIETY35TH CONFERENCE ON RADAR METEOROLOGY26-30 SEPTEMBER 2011 — OMNI WILLIAM PENN HOTEL, PITTSBURGH, PENNSYLVANIAAPPLICATION & CONTRACT FOR EXHIBIT SPACEPLEASE NOTE: Applications without deposit will not be accepted. Incomplete applications will bereturned to sender. This application will not become a binding contract until approved by AMS. All exhibitsare subject to review and approval by AMS. Please type or print clearly. Make deposit check payable to AMS.CONTACT INFORMATIONCompany: (exactly as it should appear in all published material)Address:City: State/Prov.: Zip/Postal Code:Telephone: FAX:Contact Person:Title: E-Mail:Company Web site Address: Billing/Invoice goes to: Exhibitor Service Manual goes to (email only): Same as above Same as aboveSPACE SELECTION AND FEES Before 1 Julyl 2011 After 1 July 2011AMS Corporate Member Rate $17.95/sq. ft. $18.55/sq. ftNon-Corporate Member Rate $21.40/sq. ft. $22.10/sq. ftBooth Rate (see table above) X Space Request * = Total Booth Space Fee$ X Sq. Ft. = $ * 100 square foot minium (10 ft.= 3.05 m.; 100 sq. ft.= 9.30 sq.m.)Booth Space Fee Includes:• 8ft. back drape, 3 ft. side drape• Booth Identification Sign• Booth Staff Badges (Pre-registered)• Listing with description in the Official Program Guide• Listing on the AMS Website• Exhibits-Only Visitor Passes• 1 Full-Week Conference Pass per company• 2 Conference Banquet Tickets (Gateway Clipper)• 24 Hour Exhibit Hall Perimeter SecurityLocation Request on Show Floor: 1st 2nd 3rdPlease try to locate us NEAR the following company:Please try to locate us AWAY from the following company:BILLING AND DEPOSIT (A deposit of 50% must accompany this application. After 1 April, full payment is due with application)??Check Enclosed+ # Credit Card #??Purchase Order # CVV # Exp. Dt: Bank Transfer Name on Card: Billing Zipcode for Card: + Checks must be drawn from a US bank and made payable to AMSSignature: Title: Date:By signing above, I verify that I am an authorized representative of the named company with the full authority to sign and deliver thisapplication. The company listed on the application agrees to comply with all of the policies, rules, terms and regulations contained in thiscontract.AMS EXHIBIT RULES & REGULATIONSPlease return signed contract to:Jenn Rosen, Exhibits Coordinator, AMS, 45 Beacon St., Boston, MA 02108Fax: 617-507-0472, EMail: jrosen@ametsoc.org The following provisions are incorporated by reference in the Application andContract for Exhibit Space and become binding between the applicant, his/her em-ployees, and agents; and the American Meteorological Society (AMS) upon acceptanceof the Contract. The decisions of AMS shall in all instances be final with regard to theuse of any exhibit space.1. LOCATION, DATES, SCHEDULEThe AMS 35th Conference on Radar Meteorology will be held at the Omni William PennHotel, Pittsburgh, Pennsylvania, 26–30 September 2011. The Exhibit Schedule will beset once the Confernece Program is finalized.Move-In*TBAExhibit Hours* TBAMove Out*TBA2. PAYMENT, EXECUTION OF CONTRACT, CANCELLATIONA. Payment: A check payable to AMS for one-half the total cost of the assignedexhibit space is due with the submission of the Application/Contract. Bank wiretransfers, Purchase orders, Company Checks, MasterCard, VISA and AmericanExpressare accepted. Payment in full is due 1 July 2011. Failure to remit payment in full by 1 July 2011,may result in cancellation of exhibit space and forfeiture of the paid deposit per thecancellation policy (Sec. C). If application is received after 1 July 2011, 100% of theexhibit fee is due with submission of Application/Contract. Two or more companies may share the same space provided that the booths totalarea is a minimum of one hundred square feet (100 sq. ft. or 9.30 sq. m.) per company.Individual applications and contracts must be submitted for each exhibiting company. No exhibitor shall assign, sublet, or share the whole or any part of its space .B. Execution of contract: The Application & Contract for Exhibit Space is not validuntil approved by AMS.C. Cancellation: In the event an exhibitor cancels all or part of their exhibit spacecontracted, the exhibitor must do so in writing and will be obligated to pay AMSfees based on the schedule below. Before 1 July 2011: 50% space rental due 1 July 2011–9 September 2011: 100% space rental dueAMS reserves the right to re-lease space vacated upon notice of cancellation with noobligation.3. EXHIBITION STANDARDSA. General: 1. All exhibits shall be germane to the industry and of interest or of educationalvalue to the profession. 2. A standard booth is 10' x 10' or 3.048m x 3.048m (or multiples there of) andincludes all items listed on front of this contract (see Space Selection and Fees) 3. Exhibitors are required to have, at their sole cost, wall to wall carpeting orother flooring in the booth. 4. Products of firms not exhibiting may not be displayed or advertised in anyexhibit area or elsewhere in the Hotel when, in the discretion of AMS, such prod-ucts are competitive with the products of exhibiting firms. Complaints registeredunder this section must be made in writing to AMS.B. Arrangement of Exhibits: 1. All standard booth displays will be confined to a maximum backwall height of8’3"(2.5M) and all display fixtures over 4'(1.22M) in height and placed within 10’linear (3.05M) of an adjoining exhibit must be confined to that area of the exhibitor’sspace which is not more than 5' (1.52M) out from the aisle line. Island and peninsuladisplays are permitted to a maximum height of 16' (4.87M) when plans are submittedand approved by AMS at least 60 days prior to the opening of the show. All open orunfinished sides are to be covered at exhibitor’s expense so as not to appear unsightly.The exhibit shall not obstruct the view of adjoining exhibits nor be operated in anymanner objectionable to other exhibitors. No part of an exhibit may intrude into thepublic aisles as shown on the official floor plan. All lighting must remain within theconfines of the exhibit and must be arranged and operated so as not to be distractingto adjacent exhibits. The operation of radios or other sound devices operated in an objectionable mannerin the opinion of AMS Show Management shall be prohibited. Exhibitors are requiredto construct displays that are accessible by the physically challenged and to complywith the Americans with Disabilities Act (ADA). 2. All boxes, crates, and extraneous materials must be stored from sight duringshow hours. 3. Sound Amplifying, Reproducing Equipment Exhibitors are required to operatesuch equipment in such a manner that a maximum 85 dB reading on the “A” scaleof a sound level meter may be read at the aisle(s) space adjacent to their booth ormeasured at a neighboring booth in an area bordering that of the sound equipmentuser. Equipment or machinery producing excessive vibration of floor area may besubject to limited operation or elimination if in the judgement of AMS Show Man-agement it interferes with neighboring exhibits. 4. AMS Show Management shall be the sole arbiter of acceptability of arramgmentsof exhibits including and without limitations to sound & lighting levels and exhibitoperations. AMS may require reduction or elimination of sound or lighting level re-producing devices and rearrangment of exhibit in those instances where in violationof these standards or otherwise objectionable aspects of exhibits. AMS may, at the exhibitor’s expense, direct revisions of any exhibit that does notcomply with the above Guidelines. Exhibits/Displays not conforming to these stan-dards or which in design, operation or otherwise are objectionable, in the opinion ofAMS, will be prohibited. AMS reserves the right to make such modifications andchange exhibit booth space assignments as may be necessary to adjust each floorplan at any time to meet the needs of sposors, exhibitors, and exhibits.C. Exhibit Management: The AMS Exhibit Program conforms to the rules and regula-tions of the International Association of Exhibition and Events and the ExpositionServices Contractors Association. AMS will designate Official Contractors to providevarious services to the exhibitors. Such contractors will provide exhibit services,except supervision. The Exhibitor shall provide only the material and equipment he/she owns to be used in his exhibit space. All other items used in the booth are to beprovided by the Official Contractors.D. Exhibit Services Manual: AMS will prepare and send via email, an Exhibitor Ser-vices Manual. This Manual contains information relevant to the Conference and tothe ordering of all exhibit services including installation of telephones, electricalservice, internet services; and the shipping, handling and receiving of freight.4. OFFICIAL CONTRACTORS, INDEPENDENT CONTRACTORS, EXHIBITOR SERVICESA. Official Contractor: AMS has named Freeman the Official Service Contractor for theAMS. In that capacity, Freeman will provide drayage, labor, and decorating services tothe Exhibit Program, except for services provided to individual exhibitors by their AMS-approved Independent Services Contractors.B. Dock and Loading Facilities: Freeman will have complete control of all the dock andloading facilities. Freeman will receive all direct and advance shipments, van loads,handle all freight, and provide all rigging, labor and equipment. Exhibitors are re-quested to coordinate their shipments via Freeman. Freeman will designate an en-trance to be used by booth personnel for hand carried shipments.C. Exhibitor Service Desk: Freeman will staff a service desk throughout the exhibitinstallation, operation, and move-out period. All services not ordered in advance canbe obtained through this desk.D. Independent Contractors: An Independent Service Contractor is any company pro-viding exhibit services other than the Official Service Contractor. An exhibitor mayrequest the services of an independent service contractor to provide display installa-tion & removal, photography; and audio visual support. The request to use the services of an independent contractor must be made inwriting and received by AMS sixty days (60) days prior to show move-in. The requestmust be made by the exhibiting company; notification by the independent contrac-tor is not acceptable. AMS will require an independent contractor to submit certifi-cates of insurance, comprehensive general liability, and automobile insurance with aminimum limit of one million dollars ($1,000,000); and meet the requirements es-tablished by the State of Pennsylvania as well as the city of Pittsburgh before allow-ing the independent contractor to service the exhibitor. Permission to use the services of an independent contractor will be granted only ifit will not interfere with or prejudice the orderly setup, operation or removal of theexhibit program. Permission to use an independent contractor will NOT be granted ifthat request is inconsistent with the commitments made and obligations assumed byAMS in any contract with any service contractor or in its lease with the exhibit facility.For electrical, plumbing telephone, internet, security, cleaning, drayage, and riggingservices; no exceptions will be made and the Official Contractor must be used. Exhibitors must furnish AMS a list of full-time employees of their firm who will beservicing the AMS exhibit program. AMS will provide AMS exhibitor badges to indepen-dent contractor personnel. Independent Service Contractor identification badges willnot be recognized by AMS for entry to the exhibit hall.5. BOOTH STAFFINGA. General: Exhibitors shall reflect their company’s highest standards of profession-alism while maintaining the booth during exhibit hours. The booth must be staffedby at least one company representative at all times during exhibit hours. All employees, representatives, and agents representing the exhibitor must befully identified by the official AMS exhibitor badge. All Exhibit Staff should be pre-registered on-line. Exhibitors can pick up their pre-registered Booth Staff badges on-site at the Exhibitor Check-in desk. Exhibitors will be charged $35 for all badgesissued on-site by AMS Staff.B. Admittance to the Exhibit Hall during Non-Show Hours: Exhibitors will be al-lowed 24 hour access to the Exhibit Hall and must obtain an Exhbit Booth Staff badgein advance. Badges may be obtained from the Exhibit Check-in Desk. IndepententService Contractors have 24 hour access to the Exhbit Hall and must obtain an ExhibitBooth Staff badge in advance.6. RESTRICTION OF EXHIBITOR ACTIVITIES The following rules are intended to enhance the general image of the Meeting,insure a quality exhibit program for all exhibitors, promote attendance at the ex-hibit; and prevent scheduling conflicts between Official Conference Functions—including exhibits and planned technical sessions and other exhibitor sponsoredactivities. These rules are included and acknowledged as part of this contract.A. Demonstrations, Displays, AV Presentations: All demonstrations and exhibits mustbe confined to the contracted space. The exhibit shall not attract attendees into thebooth area by use of live demonstrations not germane to the product or service of theexhibiting company. In the course of the exhibition, no audio-visual devices or soundsystem shall be operated in a manner that disturbs or interferes with other Exhibitors.B. Scheduling of Non-Exhibit Activities: Exhibitors shall not schedule off-propertyentertainment, meetings, and/or other activities aimed at the General Attendees (allconference attendees except exhibitors and their personnel) during the exhibit hours,technical sessions, business sessions, AMS Banquet; or any other AMS sponsored func-tion without prior approval of AMS. AMS is aware that there is a full schedule of events;and will work with exhibitors to achieve mutually beneficial schedules.C. Hospitality Suites: The term “Hospitality Suites” shall include any announced oradvertised, open room with readily available food, drink, and/or entertainment. Hos-pitality suites may not operate during the conference sessions and/or exhibits and maybe scheduled to begin at the close of the Conference Sessions or Exhibit Hours (which-ever end last). Food, drink and/or entertainment must cease at 1:00 A.M., when Hospi-tality Suites are located in sleeping room areas. Exhibitors are required to inform AMS,in writing, of any planned events including the time and location of the event. Please Note: hotels will not commit hospitality suites without prior approval by AMS.All Hospitality Suite and/or Press Conference signs must be located in the exhibitor’sbooth and are not permitted in the lobby or hallways of the Hotel.7. SECURITY AMS will provide perimater security in the Exhibit Hall on a twenty-four (24)hourbasis beginning with exhibit move-in through final exhibit move-out. The Exhibit Hall will be secured after the show closing. No exhibitor will be al-lowed access without an Exhibits Booth Staff badge. No Business invites will beallowed access without a Visitor Exhibits-Only badge or an After Hours Exhibits-Onlybadge. There will be no exceptions to this policy. Although AMS will make every effort to secure the Exhibit Hall; AMS is not respon-sible for equipment or materials in exhibitor booths. Individual booth security is avail-able for hire. It is recommended that exhibitors obtain insurance for their company’sexhibit materials.8. FIRE & SAFETY REGULATIONS 1. All booth decorations, signs, banners, and furnishings must be flameproof orfire resistant and must be able to pass a field flame test. 2. All electrical equipment, including signs and lights, shall be in good operatingorder and be able to pass inspection by the Fire Marshall. 3. Literature on display shall be limited to a one-day supply. Reserve supplies maynot be kept in the booth; and shall be kept in closed containers and stored in a neatand compact manner. 4. No flammable liquids are allowed in the Hotel. 5. Smoking is prohibited throughout the Hotel 6. Aisles and exits must be kept clean, clear, and free of obstruction. 7. Electrical wiring, ropes, and mechanical rods laid on the floor in aisles and exitways must be covered and taped. 8. Vehicles that remain in the exhibition hall as part of an exhibit shall have NOMORE than one quarter tank of fuel (1/4); caps for fuel tank or fill pipes shall belocked and sealed. 9. Hazardous Work Areas-During move-in and move-out, exhibition halls, loadingdocks, truck staging areas and service corridors are considered hazardous workareas. Alcoholic beverages, possession or use of controlled substances of any kind,horse-play, practical jokes, etc. are prohibited. Music or noise that may limit theaudibility of back-up signals, fire alarms or emergency messages is prohibited. 10. Children under 16 years of age are not permitted in the exhibit area duringmove-in and move-out.9. OMNI WILLIAM PENN HOTEL 1. No signs, banners, decorations, stickers, or materials of any nature are to betaped, tacked,screwed, secured, fastened, or anchored to any building part, wall, pil-lar, door, or window. Adhesive-backed decals (stick-on) or similar items (except name-tags) may not be distributed or used in the in the Hotel. 2. Exhibits or displays, equipment, stock or supplies will not be allowed to enter orleave by way of the front entrances of the Hotel. 3. No outside food or beverage is allowed inside the facility. Catering arrangementscan be made through Hotel. 4. Holes may not be drilled, cored or punched into any surfaces of the Hotel. 5. Painting signs, exhibits, or other objects is not permitted in the Hotel. 6. When loading and unloading items, exhibitors must enter and exit through loadingdocks only. No carts, cases, or boxes will be allowed through public entrance doors.10. LIABILITY The Exhibitor agrees to protect, and save, and hold the AMS, and all employees,officers, agents, and members thereof (hereinafter collectively called indemnitees)forever harmless for any damages or charges imposed for violations of any law orordinance (including ADA), whether occasioned by the negligence of the exhibitors orthose holding under the exhibitor, and further, the exhibitor shall at all times protect,indemnify, save and hold harmless the indemnities against and from any and all loses,costs, damages, liability, or expenses (including attorney’s fees) arising from or out ofor by reason of any accident or bodily injury or other occurrences to any person orpersons or property damage, including the exhibitor, its agents, employees and busi-ness invites which arises from or out of or by reason of said exhibitor’s occupancy anduse of the Exhibition premises, the Convention Center/Hotel or any part thereof. The American Meteorological Society will not be responsible for any theft, loss, ordamage to property, or for personal injury that may occur prior to, during, or subse-quent to the period covered by the terms of the application for exhibit space. Theexhibitor expressly releases the American Meteorological Society from liability andagrees to indemnify the same against any and all claims such as loss, damage orinjury.