Rules and Regulations
  Booth Request

Rules and Regulations

CHARACTER OF THE EXHIBITION: The purpose of the Society of Toxicologic Pathology exhibit program is to further the education of the registrants by providing an area for Exhibitors to present informa¬tion on products or services pertinent to the scientists’ professional interests. The Society reserves the right to determine the eligibility of any company product or service and the right to restrict, prohibit or evict any Exhibitor or product that in the opinion of Show Manage¬ment detracts from the character of the exhibition or for any violation of the following Rules and Regulations. In the event of such restric¬tion or eviction, the Society is not liable for refunding exhibit fees or any other cost incurred by the Exhibitor. Violations of the Rules and Regulations may also result in loss of Exhibitor priority.

BOOTH SPACE CANCELLATION TERMS: It is agreed that (a) if a com¬pany cancels its space between January 10, 2008 and March 1, 2008, it will be responsible for paying 50% of the total cost of the space; (b) if cancellation occurs after March 1, 2008, the company will be respon¬sible for paying the full cost of the booth space. In the event of booth space cancellation, the Exhibitor must notify the Society in writing or refunds will not be considered. The Society reserves the right to cancel this contract in any event, on written notice to applicant, if the Society considers it inadvisable to hold the Exhibition.

GENERAL CONDUCT OF EXHIBITS: The following practices are prohibited by the Society of Toxicologic Pathology: (1) noisy electrical or mechanical apparatus interfering with other exhibitors; (2) opera¬tion of X-ray equipment; (3) canvassing or distributing any material outside the Exhibitor’s own space without the Society’s approval; (4) subleasing of exhibit space; (5) the use of billboard advertisements and/or display of signs outside the exhibit area; (6) soliciting partici¬pation in surveys or otherwise harassing registrants; (7) publicizing and/or maintaining any extracurricular activities, inducements, dem¬onstrations, or displays away from the exhibit area during the meeting and exhibit hours; (8) contests or games of chance conducted on-site; (9) entry into another Exhibitor’s booth without permission; (10) pho¬tographing or examining another Exhibitor’s equipment without per¬mission; (11) the distribution of any give-away items (excluding items regularly manufactured by the exhibiting company) not approved by Toxicologic Pathology and that are priced at more than $5.00 each; (12) exhibiting or selling products/services to prospects before the opening of the show; (13) the smoking of cigarettes and cigars in the exhibit area; (14) the distribution of food except for beverages and candy with prior Society approval; (15) the playing of copyrighted music without the proper licensing; (16) the displaying of live animals and/or animals in distress in videotapes or photos as part of a display or sales literature; and (17) all exhibit space must be on carpet. The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the Exhibit Director, and the Ex¬hibitor must agree to discontinue its use if the sound level is deemed to be objectionable to the registrants or adjacent Exhibitors. Exhibitors are requested to staff their exhibits during show hours with personnel attired in a manner consistent with the decorum or the meeting as well as knowledgeable in the products and policies of the company. The Exhibitor agrees to promptly remove from its exhibit space any person or thing that Show Management determines not to be suitable or in keeping with the character of the exhibition. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times.

DISTRIBUTION OF SAMPLES AND GIVE-AWAYS: All distributions either on the exhibit floor or at hotel(s) of business-like samples and give-a-ways are permitted only at the discretion and written permis¬sion of the Society and Show Management, and provided that (1) they are priced at $5.00 US Dollars a piece or less; (2) there is no interfer¬ence with adjoining Exhibitors, and (3) the items must be in good taste.

PRIORITY POINTS SYSTEM: In response to comments from exhibitors, STP will use a point system to assign booths in 2009 (which begins on-site at the 2008 meeting). For the first year, one point will be given for each year companies have exhibited (to include the past 10 years). An additional point will be given for sponsorship (first year only).

INSURANCE: All Exhibitors, their contractors and suppliers working in the exhibit area are required to carry liability insurance. Exhibitors must operate and maintain their exhibit so that no injury will result to any person or property. Every reasonable precaution is taken by the exhibition location and the Society to safeguard and protect the Ex¬hibitors’ property while at the exhibition. All Exhibitors are strongly urged to obtain full-coverage temporary insurance for their merchan¬dise and displays while in transit and while at the exhibition.

LIABILITY: Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save the Society of Toxicologic Pathology, The Hyatt Regency San Francisco, and its employees and agents harmless against all claims, losses, and damages to persons or property, government charges or fines, and attorneys’ fees arising out of or caused by Exhibitor’s installation, removal, maintenance, oc¬cupancy, or use of the exhibition premises or a part thereof, exclud¬ing any such liability caused by the negligence of the Hyatt Regency San Francisco, its employees and agents. In addition, the Exhibitor acknowledges that the Society of Toxicologic Pathology and the Hyatt Regency San Francisco do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property damage insurance cover¬ing such losses by the Exhibitor. The Society and the Hyatt Regency San Francisco shall take reasonable precautions against damage or loss by fire, water, storm, theft or strikes or other emergencies, but do not guarantee or insure the Exhibitor against loss by reason thereof. In case their premises of the Hyatt Regency San Francisco shall be destroyed or damaged, or if the show fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with by demonstration, reason of any strike, \lockout, injunction, act of war, act of God, emergency declared by any government agency or by the Society or for any other reason, this exhibit space application/contract may be terminated by the Society. In the event of such termination, the Exhibitor waives any and all damages and claims for damages, and agrees that the sole liability of the Society shall be of returning to each Exhibitor his or her space payment less the prorated share of all costs and expenses incurred and committed by the Society. These Rules and Regulations are deemed part of all exhibit space con¬tracts. Any and all matters not specifically covered by the Rules and Regulation shall be subject solely to the decision of the Show Manage¬ment. Show Management shall have full power to interpret, amend, and enforce these Rules and Regulations, provided any amendments, when made, are brought to the notice of Exhibitors. Each Exhibitor, for itself, its employees and agents agree to abide by the Rules and Regulations and by any amendments or additions thereto in confor¬mance with the preceding sentence.

EXHIBIT AND PUBLIC POLICY: (a) Each Exhibitor is charged with knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention and public safety, while participating in this show. Compliance with such laws is mandatory for all Exhibitors and the sole responsibility of the Exhibitor. (b) Materials used in all parts of exhibit construction, together with curtains, draperies and other decorative materials must be flameproof as prescribed by the fire ordi¬nance of the city.

FLAMMABLE MATERIAL: No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the Fire Pre¬vention Bureau, or insurance carriers may be used in any booth. The use of crepe or corrugated paper is strictly prohibited.