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Joseph P. Cribbins Training, Equipping and Sustainment Symposium
January 20-22, 2021
Von Braun Center, Huntsville, AL
Industry exhibit space is assigned to current AAAA Industry Members Only. Booth assignments are made in the order in which the contract is received and paid. Exhibitors that have advertising scheduled in Army Aviation Magazine in 2020 will receive prime locations. If you are NOT a current Industry Member of AAAA or your Membership has lapsed, please contact Erika Burgess at firstname.lastname@example.org.
*Contracts submitted for Military/Government FREE exhibit space should be considered as requests and not final until confirmed by the AAAA National Office. You must contact the AAAA National Office to secure your free booth, email@example.com or (203) 268-2450.
CERTIFICATE OF INSURANCE:*
The Exhibiting firm must provide AAAA with a Certificate of Commercial General Liability Insurance (COI). This should include contractual liability with limits of liability of at least $1,000,000 per occurrence bodily injury and property damage combined and $1,000,000 annual aggregate.*Sample certificate. Exhibiting firms that do not provide a certificate that is valid through the dates of the event, January 20-22, 2021, will NOT be allowed to set up their exhibits in the exhibit hall. Deadline for insurance submission is December 1, 2020.
*(NOT APPLICABLE TO MILITARY OR GOVERNMENT EXHIBITORS)
INSTALLATION AND BREAKDOWN:
IInstallation of exhibits may commence at 2:00 p.m. on Sunday, January 19, 2021. All exhibits must be assembled and be fully operational by 2:00 pm on Monday, January 20, 2021. Targeted Exhibitor Set-up will start Saturday January 19th. In the event an exhibit is not fully assembled and operational by 2:00 p.m. on Wednesday, January 20, 2021, the AAAA reserves the right to remove all exhibit material and repossess all rights to the exhibit area. The Exhibitor will be considered in default of the signed contract and will not be entitled to any refund for such exhibit space. Dismantling of exhibits may start after 2:00pm Friday, January 22, 2021, and should be completed by 10:00pm. Any Exhibitor that starts to break-down before the hall is closed will receive the last booth space assignment at their next AAAA Event.
Exhibits may not be dismantled prior to 2:00 p.m., Friday, January 22, 2021.
Booth Specifications and Height Restrictions:
For exhibits that are a 20x20 or larger - No booth construction may be placed in such a way as to completely obstruct the view of neighboring exhibits. Booth diagrams must be submitted for approval prior to December 1, 2020.
The ceiling height at the Von Braun Center in South Hall is 35 feet, East Hall is 15-19 feet.
Display Rules and Regulations:
Standard In-line and Linear Booths:
(10x10 – 10x40)
Your display will come with:
- 8 ft. high Black Draped Back Wall with
- 3 ft. high Black Draped Side Dividers
- 7 in. by 44 in. Booth Identification Sign displaying the exhibiting company’s name and booth number.
- Each 10x10 space will come with carpet, table, 2 chairs and a wastebasket.
Note: Corner booths only come with one side drape (unless requested) Your booth height may not exceed 8 feet and your display may not obstruct the site line of other exhibitors. If for any reason your display violates these rules or extends beyond your designated booth space, you will be asked to immediately modify the display. All displays/structures must be structurally sound.
Island Booth: (20x20 and larger):
All diagrams must be submitted by December 1 to firstname.lastname@example.org for approval. Island booths do not come with backwall, sidewall or ID Sign (unless ordered at exhibitors’ expense). Multi-level booths are allowed and the diagram must be approved by AAAA and cannot interfere with other exhibitor site lines.
Openings: Island booths must have a minimum of 10’ wide entrance/opening every 30’ to not obstruct the view of neighboring exhibits. Some exceptions may apply. All island booths may have hanging signs or canopies. They may not extend out to the aisle ways or over another exhibitor’s space. All displays/structures must be structurally sound.
MULTILEVEL & COVERED EXHIBITS:
A multilevel exhibit requires prior approval by the exhibit facility because it is deemed to be a “structure” for building purposes. AAAA requires exhibitors to provide engineering stamped documents for all Multi-story Exhibits and towers over 8ft (2.44m) in height indicating that the structure design is properly engineered for its purpose. Signature or stamp of a reviewing structural engineer is required.
Signs must be posted indicating the maximum number of people the structure will accommodate. Fire sprinkler systems must be installed if upper decks or covered exhibit area exceeds 1,000 square feet. There must be two remote means of egress if upper deck area is greater than 300 square feet or will be occupied by more than 9 people. Spiral stairs are not permitted. Upper decks, covered areas and roofed areas exceeding 300 square feet in size require the installation of battery-operated smoke detectors.
HOURS AND MANNING OF EXHIBITS: (This is tentative, and may change)*
Show hours are anticipated to be at least 18 hours of exhibit time during the course of the Joseph P. Cribbins Training, Equipping and Sustainment Symposium
from the grand opening on Wednesday to Friday. Booths must be manned during posted exhibit hall hours. Please check www.quad-a.org for the most up to date Agenda.
Fault of Occupancy:
Any exhibiting company that fails to have occupied their booth space by noon on Wednesday, January 20 shall forfeit their exhibit space without reimbursement. AAAA has the right to resell the space after 6:00pm on the 16th unless we have heard from the exhibitor beforehand, such as in the event of an unforeseen late arrival. Please contact Bob Lachowski or Erika Burgess, email@example.com, (203) 268-2450.
All exhibitors and booth staff are required to register for the Joseph P. Cribbins Training, Equipping and Sustainment Symposium. Purchase of an exhibit booth does NOT automatically register you for any type of access badge. www.quad-a.org or firstname.lastname@example.org
Exhibit Hall Only badges will be provided free of charge to all Exhibiting Companies. In addition, all booths must be fully staffed during open exhibit hours.
The Association will provide reputable security to patrol the exhibit area during the hours the Exhibit Hall is closed, however the AAAA assumes no liability for providing this service. It is the responsibility of the Exhibitors to protect their own exhibits and property. If Exhibitors want additional unarmed security measures you MUST coordinate all efforts through the AAAA security staff in advance of the Joseph P. Cribbins Training, Equipping and Sustainment Symposium before signing any outside security contracts. Please contact email@example.com.
The AAAA, its officers, directors, agents, contractors and all organizations and individuals who are employed by the AAAA in connection with the Joseph P. Cribbins Training, Equipping and Sustainment Symposium, shall not be responsible for any loss resulting from accident, fire, act of God, theft, or any cause whatsoever of any exhibit or part of an exhibit, including accident or injury to exhibitors, their employees, agents, the public and others, during or subsequent to the period covered by the exhibit space contract.
The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and hold harmless the Army Aviation Association of America (AAAA) and their employees and agents, against all claims, losses, and damages to persons and property, governmental charges, or fines and attorney's fees arising out of or caused by the Exhibitor's installation, removal, and maintenance of its exhibit, or occupancy, or use of exhibition premises or a part thereof.
The Exhibitor further agrees to pay the Von Braun Center for any or all damages to the building or its equipment, incurred through carelessness or otherwise by the Exhibitor or its agents. In addition, the Exhibitor acknowledges that the AAAA and the Von Braun Center, do not maintain insurance covering an Exhibitor’s property.
All city, state, and Federal fire laws must be strictly observed. Wiring must comply with Fire Department and Underwriter rules. Aisles and fire exits cannot be blocked by exhibits. No decorations of paper, pine bough, leafy decorations, or tree branches are allowed. All muslin, velvet, or any other cloth decorations must stand a flameproof test as described by the local Fire Ordinances.
In the event of fire, strike, act of God, or other circumstances beyond the control of the AAAA which prevents the use of the Exhibitor's space, the contract will not be binding. The Exhibitor, by virtue of accepting the allocated space, accepts and agrees to the rules, regulations and exhibit hours contained within these rules and regulations and exhibitor bulletins. Any violation of the AAAA rules and regulations constitutes a breach of this contract. The AAAA reserves the right to cancel any contract with any Exhibitor at any time prior to or during the Joseph P. Cribbins Training, Equipping and Sustainment Symposium.
No Exhibitor shall assign, sublet, or share the whole or part of the space assigned without the knowledge and written consent of the AAAA. All demonstrations, sounds, advertising material, publications, etc., must be contained within the exhibit space utilized by the Exhibitor. Aisles must be kept clear. Booth signs, listings, programs, etc. will carry only the name of the contracting firm unless other arrangements have been given prior written approval by the AAAA. If not a military unit or Government entity, exhibiting companies MUST be an AAAA Industry Member. To become an industry member please contact firstname.lastname@example.org.
Exhibiting Industry companies must be an AAAA Industry Member, THERE ARE NO EXCEPTIONS. Display space is available in 10’x10’ increments at the rate of $30.00 per square foot. Double-Decker booths are $45 a sq. ft. Checks should be made payable to the Army Aviation Association of America (AAAA) and mailed to, 593 Main Street, Monroe, CT 06468; the following credit cards are also accepted: MasterCard, VISA and American Express. Organizations paying with checks NOT drawn on a U.S. Bank will be subject to applicable bank charges. Booth spaces contracted or cancelled after 1 December 2020 are NOT refundable.
Exhibitors may cancel or reduce the exhibit space rented without penalty by submitting written notice to the AAAA no later than 1 December 2020. No refunds will be made whose written notice of cancellation or reduction is received by the AAAA after 1 December 2020. Postmarks/Email Date will govern.
Exhibitors should be reminded that increases in booth size after your initial space has been secured are always welcome. However, the ability to do and keep you in your original chosen location, may be an impossibility with the floor full or close to it. As would be decreases in size rendering the floor with an incompatible layout.
We would suggest that if a larger space is more beneficial to your product showcase that you contract for that size from the beginning and avoid disappointment later.
All contracted organizations will receive an Exhibitor's Service Kit after receipt of the signed contract, payment in full, and only after the Industry membership and insurance requirements have been met. The Exhibitor Service Kit will be furnished by the AAAA's Show Contractor:
1490 Westfork Drive, Suite G, Lithia Springs, GA 30122
Telephone (770) 686-6512
FAX: (770) 679-8751
Is contracted through the Von Braun Center. Please see your RPM Exhibitor Service Kit for information and forms.
Is responsible for all Audio-Visual orders. Please see your RPM Exhibitor Service Kit for information and forms.
If you are sharing your booth with another company that is not a subsidiary, we do require that they establish an Industry Membership. Please contact email@example.com.
Exhibitors will be listed in the AAAA Exhibit Show Guide by the organization name(s) exactly as provided by the Exhibitor under “Company Info” of the online booth application. If a different listing is preferred, notification must be provided in writing to the AAAA.
Any person who attends an AAAA event, grants AAAA permission to record his or her visual/audio images, including but not limited to, photographs, digital images, voices, sound or video recordings, audio clips, or accompanying written descriptions, and without notifying such person, to use his or her name and such images for any purpose of AAAA, including advertisements for our events.
PHOTOGRAPHING & VIDEO RECORDING OF EXHIBITS:
Each exhibitor has control over the space it has rented from Show Management. As such the taking of pictures, other than by the official photographer/videographer, is expressly prohibited during setup, dismantling and non-exhibit hours. Individual cameras will not be allowed on the exhibit floor. The use of a cell phone camera is prohibited during the above-mentioned hours. Only the exhibitor may grant permission to have its exhibit photographed, videotaped, or an audio presentation taped, during exhibit hours.
No exhibitor shall deny any reasonable request from Show Management or the official photographer/videographer to photograph or tape the exhibit from outside the perimeter of the booth.
AAAA POINTS OF CONTACT: