CEC EXHIBIT RULES & REGULATIONS

EXHIBIT CRITERIA - The Council for Exceptional Children (hereafter referred to as CEC) limits exhibiting to those firms who provide services, products, or publications that are applicable to the field of special education and general education. CEC’s Exhibits Manager, in the sole judgment of CEC, may restrict, prohibit, or evict any Exhibitor whose exhibit: does not comply with the rules and regulations; is misleading or deceptive; is in poor taste or unsuitable to exhibit; or, because of noise, method of operation, materials, or otherwise, may detract from the general character of the convention. In such event, Exhibitor shall restrict its exhibit or forfeit the exhibit space and immediately dismantle, remove, and vacate the exhibit space upon demand as ordered by the Exhibits Manager.
CONDUCT - All exhibits will be to serve the interest of CEC members and will be operated in a way that will not detract from other exhibits, the exhibition, or the meeting as a whole. The Exhibits Manager reserves the right to request the immediate withdrawal of any exhibit that CEC believes to be injurious to the purpose of CEC. Management reserves the right to refuse to admit to and eject from the exhibit building any objectionable or undesirable person or persons. The use of sideshow tactics or other undignified methods considered by CEC to be objectionable are expressly prohibited in the exhibition area or the Washington State Convention & Trade Center (hereafter referred to as the Convention Center) and in any meeting room.
SALES - Direct over-the-counter cash sales will be permitted. Exhibitor is responsible for collecting and remitting taxes in accordance with federal, state, local, and provincial requirements and is responsible for acquiring appropriate temporary license and sales tax procedures for the City of Seattle and the State of Washington.
EXHIBIT CONFIGURATION - A standard booth is considered to be one linear 10’ x 10’ booth. CEC adheres to the International Association of Exhibitions and Events (IAEE) Standard Display Guidelines. A copy of the IAEE Display Guidelines can be found at www.iaee.com. Linear Booth - Linear booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. Regular and specially built back walls, including signs, may not exceed an overall height of 8’. Nothing shall be hung or suspended from the ceiling. Booths may not obstruct the line of sight of neighboring booths. Corner Booth - A corner booth is a linear booth exposed to aisles on two sides. Line of Sight - Regardless of the number of linear booths utilized, display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring Exhibitors. The maximum height of 8’ is allowed only in the rear half of the booth space, with a 4’ height restriction imposed on all materials in the remaining space forward to the aisle. Please note that line of sight rules apply to pop-up displays as well. All other guidelines for linear booths apply. Perimeter Booths – A perimeter booth is a linear booth that backs to an outside wall of the exhibit facility rather than to another exhibit. It may not exceed an overall height of 12’. Nothing shall be hung or suspended from the ceiling. Island Booths – An island booth is any size booth greater than 400 sq. ft. exposed to aisles on all four sides. Hanging Signs - Hanging signs and graphics are permitted in all standard island booths, usually to a maximum height of sixteen feet (16’). Whether suspended from above or supported from below, they should comply with all ordinary use-of-space requirements. Please refer to the IAEE Standard Display Guidelines for complete information. No exhibits will be permitted to interfere with other exhibits or impede access to them or free use of aisles. Please note that the Convention Center may also have their own specific guidelines when it comes to hanging signs.
VARIANCES TO IAEE RULES - If an Exhibitor wishes to have a display exceeding the exhibit configurations, a sketch must be submitted to CEC for approval no later than 60 days prior to the opening of the exhibit. If a constructed display fails to meet these requirements, CEC reserves the right to authorize removal, relocation, or alteration of the display. OFFICIAL DECORATOR - The official decorator for CEC 2009 is Freeman Decorating Company (hereafter referred to as the Decorator). A service kit will be available online approximately 90 days before the opening of the exhibit. Upon request, a printed copy will be sent to the Point of Contact approximately 90 days from the opening of the exhibit. EXHIBIT REGULATIONS - Carpeting or attractive floor covering is required in all booth spaces at the CEC 2009 to maintain the professional character and appearance of the exhibit hall. (a) Circulars, advertising matter, etc., may be distributed and patronage solicited only within the space assigned to the Exhibitor presenting the material. (b) Exhibit space may not be occupied by any firm other than that firm which originally contracted for said space. (c) Exhibitors are prohibited from using amplifying equipment that interferes with adjacent exhibits or other activities in the exhibit hall. (d) Nothing will be used, including balloons, within the Convention Center that will injure, mar, or in any manner deface any surface of the Convention Center or any equipment contained herein. The Exhibitor, its agents, members, or guests shall not attach nails, hooks, tacks, or screws into any part of the surfaces of the Convention Center. The Exhibitor shall not make or allow to be made any alternations of any kind to the Convention Center or equipment contained herein, and will not affix or permit to be affixed on any surface: adhesives, tapes, signs, posters, notices, or graphics of any description. The surfaces shall include but not be limited to glass doors, meeting room doors, columns, walls, ceiling, floors, windows, elevators, and bathroom areas. Painting of any kind in the Convention Center is prohibited. If the premises are defaced or damaged by an act of negligence by any Exhibitor, its agents, or guests, the Exhibitor will pay the sum deemed necessary for complete restoration to previous conditions. Exhibits must remain intact until the official closing hour of the exhibit hall. Dismantling begins at 1:00 pm, April 4, 2009.
EXHIBITOR’S REPRESENTATIVE - The Exhibitor will name ONE individual as its duly authorized representative to have charge of the exhibit and hereby accepts and assumes responsibility for such representative, or alternates, being in attendance at its exhibit throughout exhibit periods.
EXHIBIT RESERVATION, PAYMENT, AND CANCELLATION - Reservations will be made with a 50% booth deposit for each Industry exhibit space requested; full payment required for School System/Nonprofit booths. If Exhibitor’s booth preferences are not available, space will be assigned that is most similar to the Exhibitor’s first choice in location, price, and competitive situation. Booth assignment responsibility rests with the Exhibits Manager / Director of Exhibits. The exhibit balance is due in full by January 31, 2009. If the balance is not received by January 31, 2009, CEC may resell, reassign, or reuse the space. Any cancellation by Exhibitor must be made in writing to the Exhibits Manager. If notification of cancellation is received prior to December 29, 2008, CEC will refund 80% of the amount paid. If Exhibitor cancels its reservation after December 29, 2008, CEC will refund 40% of the amount paid. Cancellation after January 31, 2009 obligates Exhibitor to payment of the full rental amount and forfeiture of all monies paid. No Exhibitor will be permitted to erect a display until space rental is paid in full. Make checks payable to the Council for Exceptional Children. All booths must be paid in full prior to booth set up. CEC show management reserves the right to hold freight until all Exhibitor-related fees have been paid in full. Exhibitors who reserve booth space online, by clicking the submit button, agree to abide by all exhibit terms, conditions, and regulations set forth in this contract via an electronic signature.
FAILURE TO OCCUPY SPACE - Any space not occupied by 6:00 pm April 1, 2009, unless arrangements for delayed occupancy is arranged with the Exhibits Manager, will be forfeited by Exhibitor, and its space may be resold, reassigned, or used by Exhibits Manager without refund of rental price. If a crated, constructed display is not set up, or in the process of set up by 6:00 pm April 1, 2009, it is agreed that CEC reserves the right to authorize setup, which service will be charged to the Exhibitor. It is mutually agreed that it is the duty and responsibility of each Exhibitor to install its exhibit before the opening of the exhibition and to dismantle its exhibit immediately after the close of the exhibition. For your own safety, no open-toed shoes or sandals of any kind are permitted in the exhibit hall during move-in or move-out.
CANCELLATION OF CONVENTION/Force Majeure - In the event of cancellation or postponement of the convention due to fire, strikes, government regulations, “acts of God”, or other unanticipated/unpreventable causes (i.e., curtailment of transportation, utilities, or public services such as sanitation, public health, or first responder; government advisory such as announcements from Homeland Security, Centers for Disease Control, or municipal/state authorities) beyond the control of the Council for Exceptional Children, CEC can cancel or postpone without liability.
LIABILITY INSURANCE - Neither CEC, the employees thereof, the Convention Center, nor their officers, agents, employees, assignees and contractors, the Decorator and its contractors, the employees thereof, nor any member of the CEC Local Arrangements Committee will be responsible for any injury, loss, or damage that may occur to the Exhibitor or the Exhibitor’s employees or property, prior, during, or subsequent to the period covered by the exhibit contract, provided said injury, loss, or damage is not caused by the gross negligence or willful misconduct of one or more of the aforementioned parties. The Exhibitor expressly releases the foregoing names, associations,
individuals, committee, and firms from any agreement to indemnify same against any and all claims for such loss, damage, or injury. It is agreed expressly that neither CEC, nor the Convention Center, nor the official Decorator, shall be held liable or accountable for any losses, damages, or injuries which may be sustained or incurred by any person who may be on the premises leased by or assigned to any Exhibitor, including (but not limited to) any agent, employee, or representative of any Exhibitor. The Exhibitor expressly agrees that he will hold, keep, hold harmless, and indemnify CEC and the Convention Center and the official Decorator from any and all such claims. The Exhibitor agrees to protect, save, and keep CEC and the Convention Center forever harmless from any damages or charges imposed for violation of any law or ordinance, whether occasioned by the negligence
of the Exhibitor or those holding under the Exhibitor. The Exhibitor shall at all times protect, indemnify, save, and hold harmless CEC and the Convention Center against and from any and all loss, cost, damage, liability, or expense arising from or out of or by reason of said Exhibitor’s occupancy and use of the exhibition premises or a part thereof.
COMBUSTIBLES - Literature on display shall be limited to reasonable quantities. Reserve supplies shall be kept in closed containers and stored in a neat and compact manner. No flammable liquids are allowed in the building. Painting or spraying of toxic or flammable materials is prohibited. Smoking is prohibited in all areas except those designated by the Fire Department. These areas shall be equipped with ashtrays and receptacles designed for discarded smoking materials.
FIRE, SAFETY, AND HEALTH - Exhibitor assumes all responsibility for compliance with all federal, state, local, and provincial regulations and ordinances, including those covering fire, safety, and health. All exhibit equipment and materials must be located within the booth and be protected by safety guards and devices where necessary. Only fireproof materials may be used in displays and necessary fire precautions shall be taken by the Exhibitor.
EXIT DOORS, EXIT LIGHTS, FIRE HOSES, AND FIRE EXTINGUISHERS - Required exit doors, exit lights, fire alarm sending stations, wet standpipe hose cabinets, and fire extinguisher locations shall not be concealed or obstructed by any decorative material.
ELECTRICAL - It is understood that the Convention Center is solely responsible for providing electrical services to Exhibitors. Proper and reasonable care shall also be taken to prevent the interruption of power services during the convention. The Exhibits Manager shall not be held responsible for late installation or interruption of any services that may occur. Electrical wiring must conform to all federal, state, local, and provincial government requirements, including the National Electric Code safety rules.
FLAME RETARDANT MATERIALS - All decorations, drapes, signs, banners, sails, acoustical materials, hay, straw, moss, split bamboo, plastic cloth, and similar decorative materials shall be flame-retardant to the satisfaction of the Fire Department by either a State/Local Fire Marshall’s certification of flame redundancy or the ability to pass a field flame test; however, nothing in this section shall be held to prohibit the display of saleable goods permitted and offered for sale. When used as interior wall or ceiling finish, carpeting and similar materials having a napped, tufted, looped, or similar surface shall have a Class 1 flame-spread classification. Any material having a brushed or napped finish, such as but not limited to carpeting materials, shall have a flame spread rating of not more than 25 regardless of location or occupancy. Unframed rigid combustible decorative material and assemblies of materials not more than 1/4-inch thickness used for folding doors, room dividers, decorative screens, and similar applications that do not create concealed spaces and are installed with exposed edges shall be flame resistant. Framed rigid combustible decorative material and assemblies of materials not more than 1/4 inch in thickness used for folding doors, room dividers, decorative screens, and similar applications and which are installed with all edges protected shall conform to the following: All exposed edges shall be protected with frames of metal or other noncombustible material or solid wood of minimum 1/4-inch dimension. The total square foot area of the material shall not exceed 10% of that of the floor area of the room/booth in which the material is installed.
AMERICANS WITH DISABILITIES ACT (ADA) - Exhibitors must be in full compliance with the Americans with Disabilities Act (ADA) and are encouraged to be sensitive and as reasonably accommodating as possible to attendees
with disabilities. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line [(800) 514-0301 (US only)] and from www.usdoj.gov/ada/infoline.htm. The exhibitor hereby agrees to indemnify and hold harmless CEC/Convention Management, its agents, and representatives from any claim or liability that may result from the Exhibitor’s failure to comply fully with the ADA.
SHIPPING AND STORAGE - The Convention Center does not maintain facilities for the storage of exhibits or exhibit materials. All shipments for an exhibit must be directed to the official dryer. Shipping instructions will be included in the Exhibitor’s Service Kit to be disseminated following your space confirmation. Shipments to the Convention Center will be directed to the official dryer’s warehouse for storage and delivery to the Exhibitor’s booth by set up time, at the Exhibitor’s expense. The authorized drayage company will provide thirty (30) days free storage prior to show dates when the incoming freight is prepaid and consigned to the Exhibitor’s booth.
LABOR - Union labor, depending on the site, building, and contractor requirements, may be required. If required, the Exhibitor shall comply with all labor union rules and regulations. The Convention Center has a temporary small vehicle delivery area within its facility. This space is reserved by Show Management to allow safe access for exhibitors to transport materials to and from their exhibit areas. Show Management will publish the dates and times established for the operation of Hand Carried Freight (HCF) in advance. For complete information, go to www.wsctc.com/our_space/hand_freight.aspx.
SECURITY - Twenty-four hour security will be provided under contract with a State of Washington company licensed to provide such services. Security personnel will be on duty during set up, show days, and dismantling. CEC expressly disavows any responsibility for any theft or other damage occasioned by the negligence of such security personnel.
AMENDMENT - CEC/Convention Management shall have the power to amend these rules and regulations. Exhibitor agrees to abide by reasonable rules and regulations that may hereafter be adopted by Exhibits Manager, which shall be as much a part hereof as though fully incorporated herei