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2019 Army Aviation Mission Solutions Summit
Rules & Regulations

April 14-16, 2019
Gaylord Opryland Hotel & Convention Center, Nashville, TN


SPACE ASSIGNMENT:
Industry exhibit space is assigned to current AAAA Industry Members Only. Paid booth assignments are made in the order in which the contract is received. If you are NOT a current Industry Member of AAAA or your Membership has lapsed, please contact Erika Burgess at erika@quad-a.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, exhibits@quad-a.org or (203) 268-2450.

Static Display:
If you plan on bringing aircraft to the AAAA Summit please provide the type of aircraft and POC information prior to October 2018 for coordination with the Airboss.

CERTIFICATE OF INSURANCE:*
Upon signing the contract, 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, April 14-16, 2019, will NOT be allowed to set up their exhibits in the exhibit hall. 
*(NOT APPLICABLE TO MILITARY OR GOVERNMENT EXHIBITORS)

INSTALLATION AND BREAKDOWN:
Installation of exhibits may commence at 8:00 a.m. on Friday, April 12, 2019. All exhibits must be carpeted*, assembled and be fully operational by 12 noon Sunday, April 14, 2019. In the event an exhibit is not fully assembled and operational by 12 NOON Sunday, April 14, 2019, 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 3:30pm Tuesday, April 16, 2019, and should be completed by 5:00pm Thursday, April 18, 2019.  Exhibits may not be dismantled prior to 3:30 p.m., Tuesday, April 16, 2019. Times subject to change.

Move in Dates:
Friday 4/12
Saturday 4/13
Sunday 4/14 until Noon

Show Dates:
Sunday 4/14
Monday 4/15
Tuesday 4/16

Move out Dates:
Tuesday 4/16 after 3:30 pm
Wednesday 4/17
Thursday 4/18

Times subject to change. Please check www.quad-a.org for current schedules.

Booth Carpeting is Mandatory at this event.

HOURS AND MANNING OF EXHIBITS: (This is tentative, and may change)*
Show hours for the Army Aviation Mission Solutions Summit are anticipated to be at least 13 hours of exhibit time during the course of the Summit from the grand opening on Sunday to closing on Tuesday.

Fault of Occupancy:
Any exhibiting company that fails to have occupied their booth space by noon on Saturday April 14th shall forfeit their exhibit space without reimbursement. AAAA has the right to resell the space after 7:00pm on the 14th 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, bob@quad-a.org or erika@quad-a.org, (203) 268-2450.

REGISTRATION:All exhibitors and booth staff are required to register for the Army Aviation Mission Solutions Summit. Purchase of an exhibit booth does NOT automatically register you for any type of access badge. registration@quad-a.org 

EXHIBITOR BADGES:
Exhibit Hall Only badges will be provided free of charge to all Exhibiting Companies, and will allow access to the exhibit hall during setup and 2 hours before and 2 hours after official open exhibit hall hours. The AAAA will provide one complimentary badge for each 10' x 10' area of display space purchased by the Exhibitor entitling the bearer to attend all AAAA Professional Sessions and the exhibit hall.

Any additional booth personnel badges will be a fee of $50. In addition all booths should be fully staffed during open exhibit hours.  Badged exhibitors will have access during set‑up and tear‑down. Already badged non‑exhibitor registrants will have access to the exhibit hall when the hall is closed only if accompanied by a badged exhibitor, and the non‑exhibitor registrant has been cleared for exhibit hall access during open show hours at the AAAA Security Desk at the Hall Entrance.   

SECURITY:
The Association will provide 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 Army Aviation Mission Solutions Summit before signing any outside security contracts. Please contact security@quad-a.org.

LIABILITY:
The AAAA, its officers, directors, agents, contractors and all organizations and individuals who are employed by the AAAA in connection with the Army Aviation Mission Solutions Summit, 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 Gaylord Opryland Hotel and Convention 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 Gaylord Opryland Hotel and Convention Center, do not maintain insurance covering an Exhibitor’s property.

FIRE REGULATIONS:
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.

RESTRICTIONS:
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 Army Aviation Mission Solutions Summit.

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

For questions or to become an industry member please contact  erika@quad-a.org.

FEES:
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 $44.00 per square foot if submitted by 1 June 2018; $46.00 per square foot if submitted after 1 June 2018, $49.00 if submitted after 1 September 2018 and $51.00 if payment is submitted after 15 November 2018. Postmarks/Email Date will govern. 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 15 November 2018 are NOT refundable.  

CANCELLATION:
Exhibitors may cancel or reduce the exhibit space rented without penalty by submitting written notice to the AAAA no later than 15 November 2018.  

No refunds will be made whose written notice of cancellation or reduction is received by the AAAA after 15 November 2018.  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 this after September 1 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.

SHOW CONTRACTOR:
Starting 5 December 2018 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: RPMXPO, 1490 Westfork Drive, Suite E Lithia Springs, GA 30122.  Telephone (770) 686-6512 FAX: (770) 679-8751; Email: info@rpmxpo.com; Website: www.RPMXPO.com

Electrical:
Is contracted through the Gaylord Opryland Hotel and Convention Center. Please see your RPM Exhibitor Service Kit for information and forms.

PSAV:
Is responsible for all hanging booths signs and all Audio Visual orders. 

Gaylord Opryland Resort and Convention Center
2800 Opryland Dr
Nashville, TN 37214
FAX: 615.458.2640
Email: 1602EXPO@PSAV.com 
On-site office phone: 615-458-2680

PROGRAM LISTING:
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.

MARKETING:
Any person who attends a 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 us his or her name and such images for any purpose of AAAA, including advertisements for our events.

AAAA POINT OF CONTACT:
l EXHIBIT SPACE or ADVERTISING - All questions related to exhibiting and advertising at the Army Aviation Mission Solutions Summit should be directed to Robert Lachowski or Erika Burgess at (203) 268-2450 or exhibits@quad-a.org.
l SPONSORSHIP or EBOOTH - Jenn Chittem jenn@quad-a.org 
l REGISTRATION - All questions related to registration please contact registration@quad-a.org

I agree with rules and regulations

 

April 14-16, 2019

Gaylord Opryland Hotel & Convention Center, Nashville, TN

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