These rules and regulations are a bona fide part of the contract for exhibit space with the Society for Laboratory Automation and Screening, hereinafter referred to as SLAS, for the SLAS2022 International Conference and Exhibition, hereinafter referred to as the Event. SLAS reserves the sole right to render all interpretations, amend and enforce these regulations and to establish any and all further regulations not specifically covered below to assure the general success and well-being of the Event. Each exhibitor agrees to abide by these regulations and by any amendments or additions hereafter made by Show Management. Show Management reserves the right to decline, prohibit, deny access or remove any exhibit, which in its sole judgment is contrary to the character, objectives and best interests of the Show or suitable for its attendee audience. This reservation includes, but is not limited to, any violation of any public policy or these rules and regulations and extends to persons, things, printed matter, products and conduct. SLAS reserves the right to refuse applications of concerns not meeting standards required or expected, as well as the right to curtail exhibits or parts of exhibits that reflect against the character of the meeting.
Show Management’s decision and interpretation shall be accepted as final in all cases.
I, the undersigned, desire to participate in the Society for Laboratory Automation and Screening's ("SLAS") SLAS2022 International Conference (“Event”) In exchange for being permitted to participate in and enjoy the benefits of the Event, I acknowledge and agree to the following:
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PAYMENT OF SPACE
Applications received after May 10, 2021 must be accompanied by a nonrefundable deposit in the amount of 30% of the total space rental charges (payable in U.S. funds and drawn on a U.S. bank). Applications received without such payment will not be processed nor will space assignment be made. The balance of the space rental charge will become due and payable on September 27, 2021.
1a. SLAS Marketplace Listing Fee: Extend your company’s visibility beyond the exhibit hall with a spot in the SLAS MarketPlace. An SLAS MarketPlace listing includes your company profile and logo, and space for links to product reviews, videos and announcements, which will ensure your product or service is seen by global purchasing decision-makers looking for the latest life sciences solutions. SLAS Exhibitors pay just $299. (Non-exhibiting companies by $1,299.)
Applications submitted after September 27, 2021 must be accompanied by payment IN FULL of the space rental charges. Applications received without such payment will not be processed nor will space assignment be made.
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CANCELLATION AND REFUNDS
All cancellations of space must be received in writing. If space is reduced, the net reduction of space will be treated as a cancellation of that space. If Show Management receives a written request for cancellation of space prior to September 27, 2021, the exhibitor will be liable for 30% of the total space rental charges. No refunds will be made after September 27, 2021.
No-shows will be treated as cancellations and the exhibiting company will lose all accumulated points toward the following year’s space assignments.
It is expressly agreed by the exhibitor that in the event they fail to pay the space rental at the times specified or fail to comply with any other provisions contained in these rules and regulations concerning their use of exhibit space, Show Management shall have the right to reassign the confirmed booth location or to take possession of said space and lease same, or any part thereof, to such parties and upon such terms and conditions as it may deem proper. In the event of a default by the exhibitor, as set forth in the previous sentence, the exhibitor shall forfeit as liquidated damages, the amount paid by him for his space reservation, regardless of whether or not Show Management enters into a further lease for the space involved.
In case the exposition shall not be held for any reason whatsoever, then and there upon the rental and lease of space to the exhibitor shall be terminated. In such case the limit claim for damage and/or compensation by the exhibitor shall be the return to the exhibitor of the pro rata amount already paid for space for this specific event.
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SPACE RENTAL AND SPONSORSHIPS
Whenever possible, space assignments will be made by Show Management in keeping with the preferences as to location requested by the exhibitor. Priority Points will be utilized to determine space selection with SLAS2021 Digital Exhibitors and Sponsors receiving priority booking for the initial round of space selection.
SHOW MANAGEMENT, HOWEVER, RESERVES THE RIGHT TO MAKE THE FINAL DETERMINATION OF ALL SPACE ASSIGNMENTS IN THE BEST INTERESTS OF THE EXHIBITION.
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USE OF SPACE, SUBLETTING OF SPACE
No exhibitor shall assign, sublet or share the space allotted with another business or firm unless approval has been obtained in writing by Show Management. Exhibitors are not permitted to feature names or advertisements of non-exhibiting manufacturers, distributors or agents in the exhibitor’s display, parent or subsidiary companies excepted.
Exhibitors must show only goods manufactured or dealt in by them in the regular course of business. Should an article of non-exhibiting firm be required for operation or demonstration in an exhibitor’s display, identification of such article shall be limited to the usual and regular nameplate, imprint or trademark under which same is sold in the general course of business. No firm or organization not assigned exhibit space will be permitted to solicit business within the Exhibit Areas.
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SAFE MEETING GUIDELINES
SLAS will adhere to and publish safe Event guidelines developed in conjunction with the Event facility and applicable governing bodies. By registering for this Event, participants agree to abide by the guidelines in place at the time of the live Event. Safety guidelines will be communicated to registrants via email and the Event website in advance of arrival at the Event facility.
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EXHIBITORS AUTHORIZED REPRESENTATIVE
Each exhibitor must name one person to be his representative in connection with installation, operation and removal of the firm’s exhibit. Such representative shall be authorized to enter into such service contracts as may be necessary and for which the exhibitor shall be responsible. The exhibitor shall assume responsibility for such representative being in attendance throughout all exposition periods and this representative shall be responsible for keeping the exhibit neat, manned and orderly at all times.
For their own safety and protection, persons under the age of sixteen (16) may not staff the booth or assist in the move-in and/or move-out of any exhibit.
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INSTALLATION AND REMOVAL
Show Management reserves the right to fix the time for the installation of a booth prior to the Show opening and for its removal after the conclusion of the Show. Any space not claimed and occupied by two (2) hours prior to the published Show opening time may be resold or reassigned without refund. Installation of all exhibits must be fully completed by the opening time of the exposition.
Exhibits must be staffed during all Show hours and may not, to any extent, be dismantled before the Show closing. Any early dismantling or packing shall be considered a breach of this agreement and may affect future applications.
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ARRANGEMENT OF EXHIBITS
Each exhibitor is provided an Official Exhibitor Kit. The Exhibitor Kit describes the type and arrangement of exhibit space and the standard equipment provided by Show Management for booth construction. All booth space must be arranged and constructed in accordance with the guidelines, provisions and limitations contained in the Exhibitor Kit. If, in the sole opinion of Show Management, any exhibit fails to conform to the Exhibitor Kit guidelines, or the provisions set forth herein, such exhibit will be prohibited from functioning at any time during the exposition. Exhibits not conforming may be dismantled or modified, at cost to the exhibitor, at the sole judgment and discretion of Show Management.
For specific guidelines at the Boston Exhibition & Convention Center, please review their current event guidelines.
Exhibitor Plan Review. Booth construction plans and layout arrangements for island booth spaces, or involving other unusual construction features, must be submitted for approval at least sixty (60) days prior to the opening of the exposition.
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EXHIBITS AND PUBLIC POLICY
Each exhibitor is charged with knowledge of all State, County and City laws, ordinances and regulations pertaining to health, fire prevention and public safety, while participating in this exposition. Compliance with such laws is mandatory for all exhibitors and the sole responsibility is that of the exhibitor. No part of the building shall be defaced in any manner, nor shall signs or other articles be posted, nailed, taped or otherwise affixed to any pillars, doors, walls or other parts of the building. Any and all damages, losses, expenses and/or costs resulting from failure to observe this notice shall be payable by the exhibitor.
The exhibitor must, at his expense, maintain and keep in good order his exhibit and the space for which he has contracted.
Show Management and service contractors have no responsibility pertaining to the compliance with laws as to public policy as far as individual exhibitor’s space, materials and operation is concerned. Should an exhibitor have any questions as to the application of such laws, ordinances and regulations to his exhibit or display, Show Management will endeavor to answer them.
Exhibitors must comply with City and State fire regulations. All booth decorations including carpeting must be flame-proofed and all hangings must clear the floor. All exits, hallways, aisles and fire control apparatus must remain clear and unobstructed at all times. Electrical equipment and wiring must conform with National Electrical Code Safety Rules. Use of butane or bottled gas is not permitted. Use of propane and hazardous materials is prohibited. Use of balloons is prohibited.
Independent contractors must conform to IAEM, ESCA and ED&PA guidelines and must be signatory to a current local collective bargaining agreement.
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STORAGE OF PACKING CRATES AND BOXES
Unattended freight in any display space as of one hour prior to Show opening will be removed and stored at the exhibitor’s sole risk and expense.
Exhibitors will not be permitted to store packing crates and boxes in their booths during the exhibit period; but these, when properly marked, will be stored and returned to the booth by service contractors. It is the exhibitor’s responsibility to mark and identify his crates. Crates not properly marked or identified may be destroyed. Show Management assumes no responsibility for the contents of crates or boxes improperly labeled as “empty.”
The removal and return of large crates that cannot be handled by hand trucks will be charged for at prevailing rates. Crates, boxes or other exhibit materials unclaimed by the exhibitor after the Show will be removed at the exhibitor’s expense. Exhibitors will be billed by the service contractor for removal time and materials at prevailing rates. Neither Show Management, the service contractor nor the exhibit facility shall assume any liability whatsoever for loss or damage.
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SOCIAL ACTIVITIES
Any social function or special event planned by an exhibiting company to take place during the Event must be pre-approved by SLAS. Exhibitor agrees to withhold sponsoring hospitality suites/rooms or other functions during official conference and exposition activities, including exhibit hours, social functions, educational seminars, and any other related activities scheduled by SLAS. Distribution of exhibitor materials is not permitted to attendee sleeping room doors, SLAS meeting rooms or anywhere else in the hotel and/or exhibit facility except in the specified booth space.
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OPERATION OF EXHIBITS
Show Management reserves the right to restrict the operation of, or evict completely, any exhibit, which in its sole opinion, detracts from the general character of the exposition as a whole. This includes, but is not limited to, an exhibit which, because of noise, flashing lights, method of operation, display of unsuitable material, is determined by Show Management to be objectionable to the successful conduct of the exposition as a whole. Use of so-called “barkers” or “pitchmen” is strictly prohibited.
All demonstrations or other promotional activities must be confined to the limits of the exhibit space. Sufficient space must be provided within the exhibit space for the comfort and safety of persons watching demonstrations and other promotional activities. Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other promotions.
Alcoholic Beverages. Exhibitors may not serve alcoholic beverages in the exhibit hall unless approved by Show Management.
Direct Sales. No sales are permitted within the exhibit area at any time, but orders may be taken for future delivery.
Contests, Drawings and Lotteries. All unusual promotional activities must be approved in writing by Show Management no later than 60 days prior to the opening of the exposition.
Literature Distribution. All demonstrations or other activities must be confined to the limits of the exhibitor’s booth. Distribution of circulars may be made only within the space assigned to the exhibitor distributing such materials. No advertising circulars, catalogs, folders or devices shall be distributed by exhibitors in the aisles, meeting rooms, registration areas, lounges or grounds of the host facility. Trade publishers are prohibited from soliciting advertising during the Show. Trade publications may be distributed from their booth, but automatic distribution is prohibited.
Copyright Licensing. Exhibitor is solely responsible for obtaining any required licenses to broadcast, perform, or display any copyrighted materials including but not limited to music, video, and software. Exhibitor shall indemnify and hold harmless SLAS, Show Management, and facility against cost, expense or liability which may be incident to, arise out of or be caused by Exhibitor's failure to obtain requisite license.
Sound. Exhibits which include the operation of musical instruments, radios, sound projection equipment or any noise making machines must be conducted or arranged so that the noise resulting from the demonstration will not annoy or disturb adjacent exhibitors and their patrons, nor cause the aisles to be blocked. Operators of noisemaking exhibits must secure approval of operating methods before the exhibit opens. Show Management shall be the sole judge of what constitutes appropriate sound levels.
Live Animals. Live animals are prohibited.
Balloons. The Licensee can bring helium balloons into the Grand Ballroom and meeting rooms. At no time are exhibitors allowed to bring helium balloons into the facility. Helium tanks cannot be brought into the facility. All air and gasses must be ordered through your Event Services Manager.
Candles. Candles are permitted for dining setting for the ballroom and exhibit halls so long as the flame from the candle does not exceed the height of the required fire safe enclosure. All candles and required encasements to be used must be approved by the MCCA Public Safety Department.
Weapon Policy. Weapons of any type, functional or non-functional, such as firearms, swords, knives, throwing knives, crossbows, stars, bows, boomerangs, darts, tazers, etc. are strictly prohibited within MCCA facilities, and they may not be used or displayed at scheduled events. The MCCA strictly prohibits all persons from carrying a handgun, firearm, or prohibited weapon of any kind while on MCCA property or within a facility under MCCA control, regardless of whether the person is licensed to carry a handgun. This policy applies to all MCCA employees, contractors, temporary employees, clients, visitors and guests. Only on-duty law enforcement agents, who have been given prior authorization by the MCCA Chief of Public Safety to carry a weapon on the property, will be permitted to carry firearms.
Replica weapons are allowed, but require express written authorization for the use and/or possession by the MCCA Chief of Public Safety. Replica weapons must only be used as props or display, and will be allowed if the replica weapon is inspected, approved and peace bonded by the Chief of Public Safety prior to entry into the facility. The MCCA reserves the right in its sole discretion to revoke the use of replica weapons within.
Booth Representatives. Booth representatives, including models or demonstrators, must be properly registered and wear badges. Spouses are invited to visit the exhibit hall only with appropriate credentials. Booth representatives are prohibited from entry into another exhibitor’s booth without permission of that exhibitor and from photographing or examining another exhibitor’s booth without permission from that exhibitor.
Irregular Activities. All giveaway items must be submitted for approval to Show Management three (3) weeks prior to the opening of the exposition. All exhibitors distributing approved “stick-ons” may not place the “stick-ons” on the attendees’ badges.
Robot Demonstrations. Exhibitors must adhere to rules and regulations set forth by Show Management. View Robot Safety Policy.
Bell Persons/Couriers. Neither bell persons from surrounding hotels nor couriers are allowed in the building or on the show floor. Deliveries must arrive at the loading dock area, to be moved by contract laborers or received by contract laborers at the doors.
Distribution of Flyers. The distribution of flyers is prohibited in all MCCA public areas. Additionally, adhesive-backed decals may not be given away or utilized. Any costs incurred by the BCEC for the removal of these items will be charged to the Licensee.
Hand-Carry Policy. The MCCA reserves the right to restrict all freight and package deliveries to the loading dock. MCCA Public Safety personnel will be on site to direct and assist exhibitors during move-in and move-out. For the convenience and safety of exhibitors and patrons, all freight and material handling must enter and exit the facility through the loading dock. The Licensee and its exhibitors will be allowed to hand-carry one item, one time, in or out of the facility without having to access the loading dock. (Hand-carried freight is defined as one item that can be easily carried by an individual, without the need for dollies or other mechanized equipment.) The General Service Contractor must provide the approved Hand-Carry Policy signs and post them at all entrances to the exhibit halls during the exhibitor move-in, and no less than two (2) hours before the exhibit hall closes on the last exhibit hall date until move-out ends.
No parking is allowed at the entrance of the facility; and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel. This policy is strictly enforced at all facility access points, including The Westin Waterfront Hotel skybridge.
Material Handling. Exhibitors are allowed to perform their own material handling, providing all of the following criteria are met: Exhibit personnel performing the work must be bona fide, full-time employees (“authorized personnel”) of said company. The Licensee may choose to off-load from a company-owned box-truck or rental vehicle, or from a car, van or truck by personnel of the company, provided the vehicle is 24 feet or less in length. Exhibitors may use only hand-operated equipment, which they have provided; two-wheeled hand trucks and four-wheeled flat trucks are permitted as well. At no time can vendors (A/V, furniture design firm, etc.) unload their items. An approved General Service Contractor (GSC) or the Exclusive Rigging Service Provider (ERSP) must be hired by the Licensee to unload/re-load and push in all vendors.
Glitter, Confetti, Popcorn & other Materials. The use of glitter, confetti, sand, or simulated snow types of material, as well as popcorn, is not permitted. Popcorn is not permitted without prior written approval from the MCCA. Additional cleaning charges may apply.
Hazer/Fogger Equipment. The MCCA must approve the use of a hazer/fogger or similar equipment. Use is limited to event-related activities. Authorized areas are the ballroom(s), and exhibit hall(s) utilized for general sessions and special events. The use of hazer/fogger equipment by an individual within the exhibit hall display area or meeting rooms is prohibited.
The use of hazer/fogger equipment requires a permit from the Boston Fire Department. A fire fighter detail is required for rehearsal time as well as the event wherever the hazer/ fogger equipment is utilized. The number of fire fighters on detail is determined by the MCCA Public Safety Department in conjunction with the Boston Fire Department. It is the responsibility of the Licensee to obtain the necessary permits through the fire marshal’s office at the Boston Fire Department.
Approved use of hazer/fogger equipment will incur a charge from the MCCA to turn on/off fire detection systems.
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LIABILITY AND INSURANCE
All property of the exhibitor remains under his custody and control in transit to and from the exhibit hall and while it is in the confines of the exhibit hall. Neither Show Management, its service contractors, the management of the exhibit hall nor any of the officers, staff members or directors of any of the same are responsible for the safety of the property of exhibitors from theft, damage by fire, accident, vandalism or other causes, and the exhibitor expressly waives and releases any claim or demand he may have against any of them by reason of any damage to or loss of any property of the exhibitor.
It is required that Exhibitors obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury and include SLAS as an additional insured party. Proof of insurance must be submitted to Show Management, and if requested to SLAS prior to setup of booth space at SLAS2022.
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INDEMNIFICATION
Exhibitor agrees that it will defend, indemnify and hold and save Show Management and the Society for Laboratory Automation and Screening (SLAS), and their respective directors, officers, members, employees, agents, volunteers and other representatives, (collectively “Indemnified Parties”) whole and harmless of, from and against all claims, demands, actions, damages, loss, cost, liabilities, expenses and judgments recovered from or averted against the Indemnified Parties on account of injury or damage to person or property to the extent that any such damage or injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly or in part, by an act, omission negligence or misconduct on the part of Exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees or invitees or of any other person entering upon the Premises leased hereunder with the express or implied invitation or permission of Exhibitor, or when any such injury or damage is the result, proximate or remote, of the violation by Exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees or invitees of any law, ordinance or governmental order of any kind, or when any such injury or damage may in any other way arise from or out of the occupancy or use by Exhibitor its agents, servants, employees, contractors, patrons, guests, licensees or invitees of the Premises leased hereunder.
Such indemnification of the Indemnified Parties by Exhibitor shall be effective unless such damage or injury may result from the sole negligence, gross negligence, or willful misconduct of Show Management. Exhibitor covenants and agrees that in case any of the Indemnified Parties shall be made a party to any litigation commenced by or against Exhibitor or relating to this lease or the Premises leased hereunder, then Exhibitor shall and will pay all costs and expenses, including reasonable attorneys’ fees and court costs, incurred by or imposed upon the Indemnified Parties by virtue of any such litigation.
Property Damage. Neither Show Management nor Exhibitor shall be responsible for any loss of or damage to property of the other party hereto, including, but not limited to, loss or damage occasioned by theft, fire, smoke, acts of God, public enemy, riot, civil commotion or other insurable casualty, and Show Management and Exhibitor expressly waive any claim for liability against the other party hereto with respect to any such loss or damage. In the event that such occurrence results in cancellation of the exposition, each party hereby releases the other from obligations under this contract. Accordingly, it shall be the responsibility of Show Management and Exhibitor, respectively, to secure its own insurance or otherwise protect itself and its property against such loss or damage.
Use of Certain Property. Exhibitor will assume all costs arising from the use of patented, trademarked, or franchised materials, devices, processes, or dramatic rights used on or incorporated in the exhibitor’s space. Exhibitor shall indemnify, defend, and hold harmless SLAS, Show Management, the City and their officers, directors, members, agents, and employees from and against all claims, demands, suits, liability, damages, losses, costs, attorneys’ fees and expenses of whatever kind or nature, which might result from or arise out of use of any such material(s) described above.
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WAIVER
Show Management shall not be deemed to waive any of its rights hereunder unless such waiver is explicitly stated as a waiver in writing and signed by Show Management. No delay or omission by Show Management in exercising any of its rights shall operate as a waiver of such rights and a waiver of rights in writing on one occasion shall not be construed as a consent to or a waiver of any right or remedy on any future occasion.
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ATTORNEYS' FEES
Should Show Management find it necessary to employ an attorney or attorneys to enforce any of the provisions of this agreement or to protect in any manner its interest or interests under this agreement, Show Management, if it is the prevailing party, shall be entitled to recover from the other party all reasonable costs, charges, and expenses including attorneys’ fees.
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AMERICANS WITH DISABILITIES ACT
Exhibitors acknowledge their responsibilities under the Americans with Disabilities Act (hereinafter “Act”) to make their booths accessible to handicapped persons. Exhibitor shall also indemnify and hold harmless SLAS, Show Management, and facility against cost, expense, liability or damage which may be incident to, arise out of or be caused by Exhibitor’s failure to comply with the Act.
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STATEMENT OF CONDUCT
SLAS has adopted the following Statement of Conduct. By agreeing to the terms and conditions within Event registration, you are agreeing to abide by this Statement of Conduct. SLAS reserves the right to remove a non-compliant participant from the Event without refund.
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EVENT CANCELLATION
SLAS reserves the right to cancel this Event due to circumstances beyond the control of the organization. In the Event of cancellation, SLAS will do its best to make attendees aware of the cancellation in a timely fashion. Refunds of exhibition fees are not guaranteed in these circumstances, but SLAS will make every effort to refund fees less expense incurred by SLAS at the time of cancellation.
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PRIVACY POLICY
U.S.: https://www.slas.org/privacy-notice-non-eu/
EU/UK: https://www.slas.org/privacy-notice-eu/
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OTHER REGULATIONS
Any and all matters not specifically covered by the preceding rules and regulations shall be subject solely to the decision of Show Management.
THE SHOW MANAGEMENT SHALL HAVE FULL POWER TO INTERPRET, AMEND, AND ENFORCE THESE RULES AND REGULATIONS, PROVIDED EXHIBITORS RECEIVE NOTICE OF ANY AMENDMENTS WHEN MADE. EACH EXHIBITOR AND ITS EMPLOYEES AGREES TO ABIDE BY THE FOREGOING RULES AND REGULATIONS AND BY ANY AMENDMENTS OR ADDITIONS THERETO IN CONFORMANCE WITH THE PRECEDING SENTENCE. EXHIBITORS OR THEIR REPRESENTATIVES WHO FAIL TO OBSERVE THESE CONDITIONS OF CONTRACT OR WHO, IN THE OPINION OF SHOW MANAGEMENT, CONDUCT THEMSELVES UNETHICALLY MAY IMMEDIATELY BE DISMISSED FROM THE EXHIBIT AREA WITHOUT REFUND OR OTHER APPEAL.
