How To Register

• STEP 1 - Read the Exhibitor Contract Rules and Regulations provided below prior to registering.  By completing the Exhibitor Registration process and providing payment, you agree to these terms and conditions.
  
  

Exhibitor Contract Rules and Regulations
137th Annual Meeting & Exhibition

The AOAC INTERNATIONAL Annual Meeting will be held August 25 – 30, 2023 at the New Orleans Marriott in New Orleans, Louisiana USA.

By completing the Exhibitor Registration process and providing payment, you agree to these terms and conditions. After your payment is received, AOAC will notify you as to which booth(s) you have received.

ELIGIBLE EXHIBITS

AOAC INTERNATIONAL reserves the right to decline any application for rental of exhibit space if, in its sole discretion, it determines that the company or its products or services are not compatible with and/or complementary to the mission of AOAC INTERNATIONAL or the Annual Meeting, including, but not limited to, a company whose programs, products, and/or services compete with AOAC INTERNATIONAL’s programs, products and/or services.

SPACE ASSIGNMENT AND TERMS OF PAYMENT

Subject to above, exhibit booth space is assigned by AOAC INTERNATIONAL on a first-come, first-serve basis according to the date the exhibit space application and payment is received. AOAC INTERNATIONAL will make every effort to accommodate the space requests of exhibitors but reserves the right to make modifications in the best interests of the entire show. Full payment of the exhibit fee is required at the time of application for space. Upon receipt of your application, AOAC INTERNATIONAL will send a confirmation letter.

BOOTH SPECIFICATIONS

All booths are 8' deep x 10' wide. Pipe and drape backs are 8' high, and the side rails are 3' high. All exposed parts of a display must be finished so as not to be objectionable to other exhibitors or attendees. Crates and other packing materials may not be stored behind the pipe and drape. No walls, partitions, decorations, hanging or free-standing items, or other obstructions may be erected that in any way interfere with the view of another exhibitor. Exposed, unfinished sides of exhibit backgrounds must be draped for an attractive appearance. If such draping is not ordered, it will be installed at the exhibitor's expense. The aisles must be free for all attendees and exhibitors; therefore, each exhibitor has the responsibility to assure proper flow of traffic during the entire meeting.

The back wall of the display is limited to 8' in height and a depth of 4'. All display fixtures and accessories over 4' in height, not to exceed 8' maximum, must be confined to that area of the exhibitor's space which is within 4' of the back line. Display material in the remaining 6' of booth space must not exceed 4' in height. Booth personnel are required to confine their activities to within the exhibitor's booth space.

CANCELLATION OR REDUCTION OF SPACE

Exhibitors wishing to cancel space, or reduce the number of booths purchased, subsequent to the execution of a space contract, must contact AOAC INTERNATIONAL in writing. A refund of $1,000 per booth purchased will be given for cancellations received by May 12, 2023. No refund will be given for cancellations received after May 12, 2023.

If the event must be cancelled due to fire, strikes, picketing, embargo, injunction, act of war, act of God, government regulations, emergencies, or any other reason beyond the control of AOAC INTERNATIONAL, this agreement will be terminated. AOAC INTERNATIONAL will determine an equitable basis for a refund of such portion of the exhibit fee as is possible, after due consideration of all financial obligations.

NON-CONTRACTED SPACE

Apart from the specific display space for which an exhibitor has contracted, no part of the facility may be used by any person or organization other than AOAC INTERNATIONAL for display purposes of any kind or nature. Persons, companies or organizations that have not contracted exhibit space may not engage in any type of selling, display or advertisement of products or services. Violators of this rule will be escorted from the premises and denied registration privileges for future AOAC INTERNATIONAL meetings.

SELLING OF PRODUCTS OR SERVICES

Selling and order taking are permitted provided the products for sale are the exhibitors’ own unaltered, marketed products, the products and services are directly related to the conduct of science by AOAC INTERNATIONAL attendees, and all transactions are conducted in a manner consistent with the professional nature of the Meeting. A temporary seller’s permit is required. Wholesalers as well as retailers must have a separate permit for each place of business. Call AOAC INTERNATIONAL in advance of the show for further information.

SOUND RESTRICTIONS

Electrical and other mechanical apparatus must be muffled so that noise does not disturb other exhibitors. Videotapes and films may be shown provided that screens and receivers are placed in the rear of inline booths to eliminate congestion in the aisles and provide that the sound is held at a reasonable level. The use of microphones is not permitted by exhibitors. AOAC INTERNATIONAL reserves the right to determine at what point sound constitutes interference with others and whether it must be discontinued.

EVICTION AND RESTRICTION

AOAC INTERNATIONAL reserves the right to restrict or evict exhibits, that because of noise, methods of operations, materials, or any other reason become objectionable; and also to prohibit or evict any exhibit which, in the opinion of AOAC INTERNATIONAL, may detract from the general characteristics of the exhibition as a whole. In the event of such restriction or eviction, AOAC INTERNATIONAL is not liable for any refunds of rentals or other exhibit expenses.

SECURITY / LOSS PREVENTION

AOAC INTERNATIONAL will provide security during the evening hours of August 27 and August 28. AOAC INTERNATIONAL and the exhibit facility are not responsible for any loss or damage to exhibitor property.

ADMITTANCE DURING NON-SHOW HOURS

Exhibitor ribbons permit entry into the hall during show hours and thirty minutes prior to and fifteen minutes after the exposition each day only. If other access is required, the exhibitor must request entry from an AOAC INTERNATIONAL staff member. An AOAC INTERNATIONAL staff member may accompany the exhibitor to their booth after hours to ensure the security of other booths. Under no circumstances will attendees, children or guests be allowed in the exhibit area during non-show hours.

REPAIR OF DAMAGES

Nothing is to be posted on, tacked, nailed, screwed or otherwise attached to the columns, walls, floor, ceiling, furniture, or other property of the Exhibit Hall or other parts of the facility.

FIRE PROTECTION

Exhibitors are required to comply with all local fire regulations. Booth decorations must be flame-proofed, and all hangings must clear the floor. Electrical wiring must comply with all federal, state and municipal government requirements. If inspection indicates that an exhibitor has neglected to comply with these regulations, or otherwise incurs fire hazards, AOAC INTERNATIONAL reserves the right to cancel all or such part of the exhibit as may be non-compliant.

FORFEITURE

If an exhibitor does not follow the rules and regulations established by AOAC INTERNATIONAL, the exhibitor shall forfeit the amount paid for space rental, regardless of whether the space is subsequently re-sold.

INSURANCE

The exhibiting company, at its sole cost and expense, must procure and maintain throughout the term of the contract for exhibit space, comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from the premises leased. Such insurance shall include contractual liability and products liability coverage with combined and single limits of liability of not less than $1,000,000. The exhibitor shall, at its sole cost and expense, procure and maintain throughout the term of this contract, worker’s compensation insurance in full compliance with all federal and state laws governing all the exhibitor’s employees engaged in the performance of any work for the exhibitor. The exhibitor shall obtain and shall furnish upon request of AOAC INTERNATIONAL, a certificate of insurance evidencing required insurance.

INDEMNITY

The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save AOAC INTERNATIONAL, New Orleans Marriott, Levy Exposition Services Inc., and their officers, employees, and agents, harmless against all claims, losses and damages to persons, property, governmental charges of fines and attorney’s fees arising out of, or caused by exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibiting premises or a part thereof, excluding such liability caused by the sole negligence of the parties referred to above. In addition, the exhibitor acknowledges that AOAC INTERNATIONAL, New Orleans Marriott, and Levy Exposition Services Inc. do not maintain insurance covering the exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor.

PHOTO RELEASE

AOAC INTERNATIONAL occasionally uses photographs or videos of the Annual Meeting, including the exhibitors, in promotional materials. The exhibitor grants to AOAC INTERNATIONAL nonexclusive and worldwide license to use, store, reproduce, publish, distribute and display the exhibitor’s image, branding, marketing materials, trademarks, and other materials use or displayed at the Annual Meeting.

INTERPRETATION AND AMENDMENT

AOAC INTERNATIONAL has the full power to interpret or amend any of the exhibition rules and its decision is final. The exhibitor agrees to abide by any rules or regulations set forth by AOAC INTERNATIONAL and recognizes that AOAC INTERNATIONAL is committed to providing full cooperation to ensure a successful show for all exhibitors.

By completing the Exhibitor Registration process and providing payment, you agree to these terms and conditions.

Save a PDF of the Exhibitor Contract Rules and Regulations for your records.