Rules & Regulations

The space contracted for is to be used solely by the exhibiting company whose name appears on the Exhibitor Contract and it is agreed that the exhibitor will not sublet or assign any portion of same. HBOT2008 reserves the right to cancel the contract upon no less than five (5) days written notice to the exhibiting company and to regain the immediate possession of any space and to deny the exhibitor all further right to participate in the Trade Show in the event the exhibitor shall fail to pay HBOT2008 on or before July 1st, 2008 any payments due HBOT2008. In the event the exhibitor violates any rules or regulations of HBOT2008, HBOT2008 has at all times the right to regain the immediate possession of any space.

Any studies involving chambers, inflatable or traditional, that do not conform to the American Society of Mechanical Engineers Code for Pressure Vessels for Human Occupancy will clearly display in a prominent location that Chambers used in developing this information do not conform to ASME-PVHO standards for safety of pressure vessels. Materials or products displayed during the exhibition must be ASME-PVHO approved.   Any information not bearing this statement in a prominent location will be subject to surrender and will not be allowed to be distributed during the symposium. The symposium organizers will have the final determination of compliance in these matters. Their decision is absolute and final.

If written notice of cancellation from an exhibitor is received by HBOT2008 on or prior to June 1st, 2008, a full refund of booth fees will be made. After June 1st, 2008 there will be no refund. HBOT2008 reserves the right to assign, designate or change booth locations. Further, HBOT2008 reserves the right to release and reallocate any exhibit space not secured within five (5) days of selection by a receipt of a signed and completed Exhibitor Contract. In the event an exhibitor reduces the size of their display after the Contract has been signed, HBOT2008 reserves the right to relocate the exhibitor to another location on the show floor and/or change the configuration of their space.

The aisles belong to HBOT2008, unless where otherwise noted by HBOT2008. Neither exhibits nor advertising material will be permitted to protrude into the aisles. HBOT2008 reserves the right to control and prohibit any disturbing noises produced by an exhibitor. No part of any exhibit may be more than eight feet (8') high without written permission of HBOT2008. The side wing displays pipe racks and the like may be as much as eight feet (8') high provided they do not extend out toward the aisle more than five feet (5') from the back wall of the display. Any sides, etc., utilizing the remaining five feet (5') out to the aisle may not be more than four feet (4') high.

All custom construction and booth designs must be approved by HBOT2008 in advance. No exhibit booth shall be allowed to obstruct clear vision to other booths in the same line or adjacent lines unless it is an island display, having four corners on four sides. In the case of island booths, if a solid wall is to be part of the display, or any free-standing unit above eight feet (8') high, or any multi-level construction above eight feet (8') high, a booth rendering must be submitted to HBOT2008 for approval of such construction in advance and may require fire marshal pre-approval; HBOT2008 reserves the right to determine the final placement of such structures. All designs must be received and approved in writing by HBOT2008 by June 1st, 2008. HBOT2008 follows trade show industry standards for booth design and installation, as developed by the International Association for Exposition Management (IAEM). HBOT2008 reserves the right to modify these guidelines as needed to insure the integrity of the Trade Show on behalf of all exhibitors.

HBOT2008 maintains an 80 decibel sound level for all exhibitors at its Trade Shows. This level has been identified as being a safe level for trade show demonstrations by the Occupational Safety & Health Administration (OSHA). To ensure a successful Trade Show for all exhibiting companies and their guests, HBOT2008, as Show Management, reserves the right to closely monitor sound usage and, where necessary, restrict and possibly eliminate the music and other audio demonstrations in an exhibitor's booth at its discretion. Show Management's actions can include, but are not limited to, reviewing and adjusting all sound system and loud-speaker placements within an exhibit, restricting sound levels within a booth, and restricting demonstrations within a booth, regardless of an exhibitor's contracted arrangements with fitness instructors, celebrities, or guests appearing in an exhibitor's booth. All exhibitors planning to have audio or a demonstration within their exhibit space must submit complete details to HBOT2008, including a description of the demonstration(s), the frequency of demonstrations, and the location of sound systems (specifically loud-speakers). Sound, lighting and demonstration descriptions are due in writing to HBOT2008 for approval by Show Management by July 1st, 2008.

Specialty lighting, video presentations and promotional lighting projected on exhibit hall walls, ceiling, or floor spaces not contracted for with Show Management is prohibited.

If a complaint is registered and a visit to an exhibitor's booth by Show Management does not result in full compliance, Show Management has the authority to cancel all booth demonstrations and/or terminate all electrical power to a booth for the remainder of the Trade Show.

Exhibitors are responsible for coordination and payment of all their freight and labor to and from show site. If an exhibitor's freight is still at show site at the end of the published hours for show dismantle, the hotel will place that freight with a freight carrier at the expense of the exhibiting company. No photography and/or videotaping will be permitted without prior authorization by HBOT2008 Show Management. It is the sole responsibility of the exhibitor to obtain the appropriate amount and type of insurance to cover their property, agents or employees, from theft, damage by fire, accident, or any other cause. HBOT2008 will not be responsible for any injury that may occur at exhibits or to an exhibitor's employees, or for the loss of, or damage to, any material from any cause whatsoever, whether in transit, or during the show. Display or demonstration items outside the exhibit area or scheduling of private functions, cocktail parties, special events, etc. during the period of set-up, show days or dismantle will be permitted only with the written permission of HBOT2008. Neither models hired for your booth space nor booth personnel may walk the aisles of the Trade Show representing or promoting a company product. No canvassing, advertising, displaying, demonstrating, or distributing items and/or literature will be permitted outside the company's own exhibit area without permission of HBOT2008. No materials or signs shall be posted, nailed or tacked to drapes or walls of the hotel hallways or Trade Show area. No flyers or other printed material will be allowed to be delivered to or placed under hotel guest room doors without Show Management's consent. Exhibitor booths must be staffed at all times during the regular Trade Show hours. An exhibitor of the Trade Show, and affiliated agents or employees may not enter another exhibitor's booth space without the latter exhibitor's permission. Exhibitors shall abide by and observe all laws, rules and regulations of the federal, state, and city governments, as well as the convention and trade show facilities. All decorations and electrical wiring and fixtures must comply with local fire laws; state and local fire regulations must be followed. Exhibitors planning to serve or dispense food and/or beverages from their booths must contact the hotel. HBOT2008 reserves the right to change or modify these rules and regulations as deemed appropriate to improve the Trade Show. All policies and procedures stated herein and as detailed within the Exhibitor Prospectus will be in effect until further notice.