EXHIBITS - RULES AND REGULATIONS
1. Space Rental
The Institute of Transportation Engineers
(ITE) 2009 Technical Conference and Exhibit
is an educational gathering of transportation
professionals. As such, the sale of products
or taking of orders on the exhibit floor is
prohibited. ITE, Phoenix Convention Center
(PCC) and/or the decorating company
reserve the right to reject, in whole or in part
and at any time, any exhibit or individual
that, in their opinion, is objectionable to delegates,
exhibitors, or others. No liabilities
or damages whatsoever against ITE, PCC
and/or the decorating company or any of
their representatives, committees, agents, or
members shall be incurred because of such
rejection. Exhibitor agrees to operate the
exhibit booth(s) during the listed days and
hours only. The exhibitor must not dismantle,
begin packing crates or boxes, or abandon
the display area before the official closing of
the Exhibit Hall. Failure to observe this rule
may jeopardize the exhibitor's space assignments
or right to exhibit at future ITE meetings.
ITE reserves the right to reconfigure
the actual booth layout if individual booths or
rows of booths do not sell. ITE will send notification
of such changes to the companies
that are affected.
2. Subletting of Exhibit Space
The exhibitor agrees to neither assign nor
sublet any portion of the space leased to
him or her, nor permit individuals other than
company employees and/or representatives
to use the facilities of the booth(s). The
exhibitor further agrees not to display products
or literature that are not regularly sold or
distributed by him or her, except as may be
necessary to illustrate the applications of his
or her products.
3. Liability/Security/Insurance
ITE will provide security guard service and
use reasonable care to protect the exhibitor's
property from loss or damage. If insurance
to cover the above is desired, it must be
ordered and paid for by the exhibitor. The
exhibitor agrees to hold ITE, PCC and/or the
decorating company harmless and to reimburse
ITE, PCC and/or the decorating company
for any judgments, settlements, costs,
or other expenses (including legal fees) to
which it/they may be subject for any injury,
damage, loss, or harm resulting or occurring
to anyone (including, but not limited to, visitors)
that may result directly or indirectly from
or in connection with such exhibit or the use
of the rented space by exhibitor, his or her
employees, or representatives.
4. Space Delivery
ITE will not be liable for the fulfillment of
this agreement as to delivery of space if
non-delivery is due to any one of the following
causes: by reason of the building being
destroyed by fire, an act of God, strike, the
authority of law, acts of war or terrorism, natural
disaster, or for any other cause beyond
ITE's control.
5. Circulation/Solicitation
ITE does not approve, endorse, or recommend
the use of any specific commercial
product or service. The exhibitor may not,
therefore, imply verbally, electronically, or in
print that his or her products or services are
approved, endorsed, or recommended by
ITE by virtue of these rules and regulations.
Distribution of circulars or promotional materials
may be made only within the booth area
assigned to the exhibitor presenting such
material.
6. Lighting/Sound/Demonstrations
Spotlights, floodlights and flashing lights
must be located in such a way so as not
to distract or annoy others. Strobe lights
may not be used in the exhibit area. ITE
reserves the right to shut off any light that
becomes an annoyance to any visitor
or other exhibitor in the hall. Exhibitors
operating sound motion picture equipment,
CD players, loudspeakers, or any other
noise-creating devices shall do so only
at a level that will not interfere with other
exhibitors or add unduly to general acoustic
inconvenience. Displays must be contained
totally within the constructed booth.
Permission to exceed booth height must
be requested (in writing) before move-in,
and may be granted on an individual basis
by ITE. If the height restriction is broken,
ITE reserves the right to, at the exhibitor’s
expense, have the exhibit altered or
dismantled to comply with the height
rules. All activities within the booth must
be conducted so as not to infringe on the
rights of other exhibitors or offend visitors to
the exhibit. Interviews must be confined to
the exhibitor’s booth only.
7. Building Policies
Please limit smoking to designated areas.
Decorations, signs, banners and similar
materials may not be fastened to any
surface without prior permission from PCC
and ITE. Helium balloons, confetti and
glitter are prohibited. Any food distributed
must be purchased through PCC’s
exclusive caterer. Exhibitors adhering
their own floor covering to the PCC floor
must use a product that does not leave a
residue. Any residue will be removed at
the exhibitor’s expense. All compressed
gases must be contained in approved
cylinder and a permit must be obtained
from the City of Phoenix Fire Department.
In order to place on display any motorized
vehicle powered by an internal combustion
engine, a permit must be acquired from
the City of Phoenix Fire Department. Twostory
exhibits must receive approval from
the City of Phoenix Fire Department and
ITE. Cars and/or trucks parked in marked
fire lanes or in posted no parking areas
will be issued parking infringements by
authorized officers of the City of Phoenix.
For a complete listing of PCC’s rules and
regulations, please refer to the Facility
Guide found online at http://phoenix.gov/ AGENCY/PHXPLAZA/facguide.pdf.
8. Fire and Electrical Regulations
The exhibitor agrees to comply with all federal,
local and municipal building and fire
codes and to furnish any permits required
by local authorities. Materials used in the
construction of displays (such as draping,
table coverings, props, shrubs, etc.) must be
fire resistant and are subject to inspection for
compliance by PCC. ITE and the PCC must
specifically approve operation of any heater,
barbecue, heat-producing or open flame
devices, candles, lanterns, torches, welding
equipment, smoke-emitting devices, or materials
in the building on an individual basis. All
electrical equipment must be U.L.-approved.
Exhibitors storing or using any bottled or
compressed gases, dangerous chemicals, or
flammable liquids must have written authorization
from ITE and PCC. All empty crates
and boxes must be stored in areas approved
and assigned by building management.
Gasoline-operated vehicles on display must
comply with hall regulations and have written
authorization from the building management.
9. Booth Installation and Freight-Handling
The exhibitor agrees to comply with all federal,
local and municipal building and fire
codes and to furnish any permits required
by local authorities. Materials used in the
construction of displays (such as draping,
table coverings, props, shrubs, etc.) must be
fire resistant and are subject to inspection for
compliance by PCC. ITE and the PCC must
specifically approve operation of any heater,
barbecue, heat-producing or open flame
devices, candles, lanterns, torches, welding
equipment, smoke-emitting devices, or materials
in the building on an individual basis. All
electrical equipment must be U.L.-approved.
Exhibitors storing or using any bottled or
compressed gases, dangerous chemicals, or
flammable liquids must have written authorization
from ITE and PCC. All empty crates
and boxes must be stored in areas approved
and assigned by building management.
Gasoline-operated vehicles on display must
comply with hall regulations and have written
authorization from the building management.
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