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Exhibitor Rules & Regulations
Please remember, attending Art Materials World is free only to members of NAMTA. Non-members will incur admission fees if they do not join NAMTA prior to the show. Please do not invite non-members without advising them of this rule. Contact NAMTA with questions.
Conference and Trade Show Management
NAMTA also reserves the right to locate an exhibitor’s booth space based on the exhibitor’s priority points, type of display and overall space demands. NAMTA will, however, use its best efforts to honor an exhibitor’s preferences.
1. ELIGIBILITY: Eligibility to exhibit in the trade show is limited to NAMTA members in the categories of manufacturer, distributor, importer, publisher of art and prints, and trade publisher. First year supplier members are eligible to exhibit. Exhibitor members may drop their membership in years when it is inconvenient for them to exhibit; however, reinstatement for the purpose of exhibiting may only be secured by payment of dues for the current year and previous year.
2. APPLICATION FOR BOOTH SPACE: Parties desiring to exhibit must complete and return to NAMTA an Application for Booth Space. A floor plan will be provided, showing the booth space layout in the trade show facility. Booth space is assigned on the priority point/earliest receipt system established by NAMTA, after which space(s) will be assigned on a first-come, first-serve basis without regard to priority points. NAMTA reserves the right to limit the amount of space assigned to one exhibitor.
The Application for Booth Space provides three choices for designation of the exhibitor’s desired location. These requests will be respected as much as possible. However, NAMTA reserves the right to make final assignments.
3. EXHIBITION DATE: For purposes herein, this is defined as the first day the exhibition is open to the buyers.
a) The Application for Booth Space must be accompanied by the required deposit. Applications received without deposit will not be processed, nor shall booth space be assigned.
b) Assigned booth space must be paid in full ninety (90) days prior to the Exhibition Date. Exhibitors failing to make the final payment as required will forfeit their right to participate as an exhibitor and will lose their deposit.
c) Booth space requests received within sixty (60) days of the Exhibition Date must be accompanied by full payment of the specified space rental.
d) All outstanding financial obligations owed to NAMTA must be paid in full prior to the opening of the trade show. Exhibitors failing to meet outstanding financial obligations will not be allowed to exhibit.
5. CANCELLATIONS:Should the Exhibitor be unable to occupy and use the booth space contracted for, NAMTA must be immediately notified in writing. If the Exhibitor submits cancellation notice on or before December 1, and the space can be resold, NAMTA will retain 50% of the total booth cost. If the cancellation is received after December 1, or if the space cannot be resold, the Exhibitor agrees that all payment is retained by NAMTA and that the Exhibitor is legally obligated to remit any unpaid balance for such space.
6. SUBLETTING AND ASSIGNMENT OF SPACE:
a) Occupancy of booth space by more than one exhibiting firm is not allowed unless written permission is received from NAMTA.
b) No exhibitor may display any product other than those manufactured or sold in the regular course of the exhibitor’s business.
7. PRIORITY POINTS: One priority point (ppt) is given for each show in which a company exhibits. NAMTA may, at its discretion, award additional priority points for any reason it sees fit.
Priority points cannot be combined when companies are merged, acquired, bought out, etc. However, the acquiring company may take on the priority points value of the acquired company if the acquired company has a higher priority point value. For example:
Company A (with 10 ppts.) acquires Company B (with 30 ppts.)
Company A may continue using its 10 ppts. or it may choose to instead begin using Company B’s 30 ppts. Under no circumstance would Company A now have 40 ppts.
8. EXHIBITOR KIT: An Exhibitor Kit containing general and technical information regarding the trade show, the facilities of the trade show site, and all pertinent forms, instructions, and rates concerning shipping, drayage, labor, power and decorating needs will be provided to each exhibitor in advance of the Exhibition Date.
9. EXHIBIT DISPLAYS: Dimensions of all booth spaces are provided on the trade show floor plan. All booths are furnished with an 8’ high draped back wall and 3’ high draped division side rails. Erected displays or other construction may not exceed 8’ in height, except when used in islands, where they may not exceed 10’ in height.
No erected display or other construction at an 8’ height is allowed to extend outward at the sides of a booth more than half the full booth dimension from the booth back wall.
Exhibitors are encouraged to check with NAMTA before preparing any special displays. No walls, wings, partitions, decorations or other obstructions may be erected that will in any way interfere with the view of another booth. No perimeter wall can be completely solid on any booth or island; a line of sight must be maintained.
The floor of each exhibit booth must be completely covered with carpeting or other standard floor covering. Aisle carpeting cannot be altered without the express written permission of NAMTA.
Booth cleaning is the responsibility of the Exhibitor and must be accomplished prior to the Exhibition Date.
Exhibitors desiring to use other than standard booth equipment, or any signs, decoration or arrangement of display materials conflicting in any way with these Exhibit Rules and Regulations, must submit a detailed sketch of the proposed layout at least ninety (90) days prior to the Exhibition Date and receive written approval from NAMTA. Unless prior approval from NAMTA has been obtained, such deviations will not be permitted.
10. INSTALLATION AND DISMANTLING: The official drayer for the receipt of exhibit materials and delivery of these materials to the trade show will be designated in the Exhibitor Kit. Exhibit materials must be shipped prepaid and should be scheduled to arrive at the official drayer thirty (30) days prior to the Exhibition Date. Neither the trade show facility, nor its staff, is prepared or authorized to receive or handle an exhibitor’s shipment.
Installation of exhibits will be done only during those hours as designated by NAMTA. Installation of exhibits and removal of exhibit crates, boxes, etc., must be completed by the designated time prior to the Exhibition Date. Exhibit materials arriving later than this hour will be accepted into the trade show only after the closing hour or before the opening hour of the following day.
Electricians, carpenters, common laborers and porters necessary or where required by the regulations of the trade show facility for the unpacking and erection of displays, as well as dismantling and packing, will be furnished at prevailing local rates by the official show drayer.
Nothing shall be posted on, tacked, nailed, screwed or otherwise attached to the columns, walls, floors, furniture or other parts of the trade show facility. Damage resulting from such action shall be repaired at the expense of the exhibitor.
It is the duty and responsibility of each exhibitor to complete the installation of his/her display before the opening of the trade show and to dismantle and remove the display immediately after the close of the trade show. Exhibitors expressly agree not to begin packing or dismantling displays until the official closing hour of the trade show. Exhibitors failing to comply with this rule may be penalized, including, but not limited to, the loss of priority points, prevented from exhibiting in future shows, or moved to the back of the exhibit hall.
11. REGISTRATION OF EXHIBITORS: Each exhibiting firm shall submit prior to the Exhibition Date, on a form provided by NAMTA, a complete list of all personnel working in their exhibit, excluding Independent/Manufacturers’ Reps. Admission will be by badge only. Identification badges are non-transferable. Each exhibitor is allowed five (5) badges per 10 x 10 space for the first two (2) spaces and two (2) badges for each 10 x 10 space thereafter. Additional badges may be allowed at a price determined by NAMTA. NAMTA reserves the right to limit the number of persons representing an exhibiting firm at any one time.
Non-member suppliers (manufacturers, distributors, importers, publishers) are not allowed to attend the trade show. DO NOT INVITE THEM WITHOUT ADVISING THEM OF THIS RULE. They will be required to join NAMTA or they will be denied access to the trade show areas.
12. CONDUCT OF EXHIBITORS: All demonstrations or any other activities must be confined to the limits of the exhibitor’s booth or space contracted for by the exhibiting firm. Distribution by exhibitors of any printed matter, promotional materials, souvenirs or other articles is strictly limited to the confines of the exhibitor’s booth or space. No firm or organization not assigned space in the trade show will be permitted to solicit business within the trade show area, nor in any public spaces controlled by NAMTA.
Distribution of food or beverage of any kind is prohibited unless consumed within the exhibitor’s booth or space. The service of alcoholic beverages in exhibits is strictly prohibited, unless prior written approval from NAMTA has been obtained. Any infraction of this rule may make it compulsory for NAMTA to close the exhibitor’s booth for the remainder of the trade show.
NAMTA reserves the sole right to limit or cancel booth space if the exhibitor’s personnel are not appropriately attired or if the space is used to display material of any nature that is suggestive or generally not in the best interest of the trade show. This includes, but is not limited to, printed matter, equipment, signs and objects of art.
Live human models, including nude models, may be used within the confines of an exhibitor’s booth, so long as such activity meets the local laws, ordinances and standards of decency within the state and/or municipality in which the NAMTA trade show is held. Rules and regulations of the convention center also apply. NAMTA’s interpretation of compliance with such laws will be final. Models can only be unclothed during times in which they are the subject of drawing, painting, sculpting, or other active artistic creation. Even then, models should be as far back in the exhibitor’s booth as possible and the modeling conducted in a manner that is the least disruptive to attendees in the aisles and surrounding exhibitors working in their booths.
13. PROTECTION OF INTELLECTUAL PROPERTY RIGHTS: Exhibitors agree that neither they, nor their employees or agents, nor any one working for them in any capacity will obtain, attempt to obtain, or divulge proprietary business information, standards, specifications or other protected intellectual property rights of products or companies outside of their own company or employer, nor will they betray through such acts, the confidentiality invested with them by their company or employer. It should be noted that such acts constitute a violation of the NAMTA Code of Ethics.
14. SIGNS: Only signs that are educational, communicative and informative will be allowed in the exhibitors’ booth or space and in the trade show area. Signs that are considered by NAMTA to be reasonably objectionable to other exhibitors will not be permitted. Signs or specialty promotional items must be kept within the 8’ or 10’ height limit, as applicable.
At the exhibitor’s request, NAMTA will furnish one uniform identification sign listing the company name, city, state and booth number of the exhibiting company. In the case of distributors, publishers or importers, the first name on the sign is that of the exhibiting distributor, publisher or importer; names of the companies they represent may also be listed on the sign if the represented company or companies are current members of NAMTA. This sign will be attached at the top of the draped back wall.
The represented company may also receive a listing in the convention directory, but only the exhibiting distributor, publisher or importer’s contact information will be published. The biographical portion of the listing will be that of the represented company.
In no event will the name of a non-member manufacturer be listed either on the sign or given a classified listing or paid advertisement in the convention directory.
15. MACHINERY, AUDIO AND VISUAL EQUIPMENT: The use of internal combustion engines is strictly prohibited in the trade show facility. Exhibitors demonstrating or operating power equipment are urged to contact NAMTA directly with regard to the assignment of their display space to avoid potential problems. NAMTA reserves the right to restrict any exhibit(s) which, because of excessive noise or other reasons, may be objectionable to neighboring exhibitors.
The use of audio and/or visual display equipment is permitted within an exhibitor’s display as long as it does not in any way intrude upon neighboring exhibitors or the environment of the trade show in general.
The use of public address, sound producing or amplifying devices that project sound beyond the exhibitor’s booth or space is expressly prohibited. The use of special lighting effects, such as strobes, flashers, etc., is expressly prohibited. Exhibitors are responsible for adhering to any music copyright regulations or laws.
16. HOSPITALITY ROOMS AND EVENTS: Private or public rooms for any purpose will be available only to companies that have contracted space in the trade show. Prior permission from NAMTA is required before such space will be released. Exhibiting firms must confine these activities to hours that do not conflict with NAMTA activities. The distribution of promotional material for hospitality events in any public areas of either the host hotel or trade show facility is forbidden.
17. FIRE REGULATIONS: In accordance with local, city, state and federal fire regulations, no combustible materials, such as crepe paper, tissue paper, cardboard, corrugated paper, etc., shall be used in either the construction or decoration of an exhibitor’s display. “Fire-proofed” paper is not considered non-combustible, as interpreted by fire inspectors. All muslin, velvet, silken or any other cloth decorations, carpet and drapes must be certified and stand a flameproof test as prescribed by fire ordinances. All materials and fluids that are inflammable must be kept in safety containers. All packing containers, excelsior and wrapping paper must be removed from the trade show floor and may not be stored under tables or behind displays.
18. LIABILITY/SECURITY/INSURANCE: Neither NAMTA nor its agents or employees, nor the owners of the trade show facility, nor its representatives or employees, shall be liable for any damage to the property or loss of business to the exhibitor, or any loss by theft, or damage by fire or other means, or for any injuries to the exhibitor, its employees, agents, customers or guests, arising from any cause or matter whatsoever, even though occasioned, caused or contributed to by the negligence of NAMTA or the trade show facility, their agents or employees.
The exhibitor, on behalf of itself, its employees and agents, agrees to protect, indemnify, save and defend, and hold harmless NAMTA, its agents and employees, the trade show facility, its agents and employees, from all costs, losses, damages and expenses arising out of or from any accident or other occurrences connected with the use or occupation by the exhibitor of its booth space.
Security guards will be maintained at all times by NAMTA. The duty of the guards will be to control admittance and exit to the trade show area, and to protect the general trade show area against fire or other catastrophes. The presence of the guards does not constitute acceptance of any responsibility by NAMTA for the safety of the exhibitor’s products and property, but is merely a service to aid exhibitors during the period of the trade show.
Exhibitors are advised to add to their existing insurance, a portal-to-portal rider at a nominal cost to protect them against loss or damage to their materials by fire, theft, accidents, etc.
Any return to the exhibitor or proportionate payments made for the rental of booth space for the trade show shall be made at the sole discretion of NAMTA, determined for each specific situation where events that can be termed, “Acts of God,” are involved.
19. PENALTIES: Failure to comply with these Exhibit Rules and Regulations, or any amendments hereto will be sufficient cause for NAMTA to require the immediate removal of the exhibit of the offending exhibitor, who will forfeit all further rights to exhibit during the year, together with all fees and rentals paid. NAMTA may then lease any space so forfeited to another exhibitor.