A State-of-the-Science Conference for Frontline Health Professionals, Sponsored by Collaborating Federal Health Agencies

Terms & Conditions

GENERAL
The terms “ACTHIV” shall mean the American Conference for the Treatment of HIV, its officers, committees, agents or employees acting for it in the management of the Exhibition. The term “Exhibition” shall mean ACTHIV and the Exhibition to be held in Denver, Colorado, May 15- 17, 2009. The term “Exhibitor” shall mean any person, organization or other entity that is approved to maintain an Exhibit at the Exhibition. ACTHIV shall have full power in the interpretation and enforcement of all TERMS AND CONDITIONS governing the Exhibition. All matters and questions not covered by these TERMS AND CONDITIONS shall be subject to the final judgment and discretion of ACTHIV. ACTHIV will establish the schedule for setting up, opening, closing and dismantling of the Exhibits. These TERMS AND CONDITIONS may be amended at any time by ACTHIV upon written notice to such Exhibitors as may be affected by them.

FDA REGULATIONS
It is the responsibility of each exhibitor to be aware of and abide by Pharmaceutical Research and Manufacturers American (PhRMA) Code on interaction with healthcare professionals. Please go to www.phrma.org/code_on_interactions_ with_healthcare_professionals/ for more information on guidelines.

INSURANCE
Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense. Each exhibiting company is responsible for obtaining insurance (liability and fire/theft) in such amounts as deemed appropriate to comply with its obligations hereunder and for its own protection.

LIABILITY
The exhibitor agrees to protect, save and keep ACTHIV, the Hyatt Regency Denver at the Colorado Convention Center, and The General Contractor, forever harmless for any damage or charges imposed for violation of any law or ordinance by the exhibitor, his/her employees or agents. As well as to strictly comply with the applicable terms and conditions contained in this agreement between against and from any and all loss, cost, damage, liability, or expense which arises out of, from or by any reason of any act or omission of exhibitor, his/her employees or agents.

AMERICANS WITH DISABILITIES ACT
Each exhibitor shall be responsible for compliance with the Americans with Disabilities Act within their assigned exhibit space.

SELLING OF PRODUCTS AND SERVICES
The purpose of the exhibits is to further the education of meeting attendees through product and service displays and demonstrations. Sales order taking are permitted provided all transactions are conducted in a manner consistent with the professional nature of the meeting. No signage or advertising of product pricing will be allowed. Products for sale must be the exhibitor’s own, unaltered, marketed products and the products or services must be pertinent to the attendee’s professional interest. ACTHIV reserves the right to restrict sales activities that it deems inappropriate
or unprofessional. Exhibitors are responsible for complying with all business license, sales and tax requirements.

REFUND FOR CANCELLATION
All cancellations by Exhibitors must be in writing and must be submitted to ACTHIV Management office by April 1, 2009. A $500.00 cancellation fee for each booth space is non-refundable regardless of date of notice of cancellation. Persons whose written cancellations are received by the ACTHIV Exhibit Management office after April 1, 2009 shall forfeit all payments made and be obligated in full for the total Exhibit rental fee. If the Exhibition is cancelled for any reason beyond the control of ACTHIV, ACTHIV will refund each Exhibitor’s rental payment on a prorated basis
after all related Exhibition expenses incurred to that date have been met, thereby canceling the rental charge and lease of space. The Exhibitor agrees that this prorated refund shall release the exhibitor from its obligations under its contract with ACTHIV and shall release the ACTHIV from any liability to the Exhibitor.

EXHIBIT SPACE DISPLAY
No Exhibit will be permitted to interfere with the light, space, comfort or view of another Exhibit. Displays shall comply with the following:

(a) Backwall shall not be higher than 8 feet overall.
(b) Sidewalls shall not be higher than 36 inches except on island spaces.
(c) All backwall illumination must either be indirect or muted by translucent panels.
(d) Aisles must be kept clear from flooring to ceiling.

Floodlights, if used, must be directed to shine entirely within the booth area so that no interference with neighboring booths results. All draperies, carpets, decorations, etc., used in the display must be of a nonflammable nature.

Animated signs or flashing lights (other than animation of product or actual product operation) are prohibited on or in the area of the Exhibit floor. Signs, handbills or other devices are strictly limited to the booth space assigned. Loudspeakers will not be permitted. Musical instruments, radios, projection machines, record players, VCRs, televisions, or any noise creating device or amplifying systems shall be operated only at a level which will not interfere with other Exhibitors or add unduly to general acoustic inconvenience, and their operation must conform to the Exhibit Manager’s requirements. All audiovisual and sound devices must be relevant to the Exhibitor’s products.

Each Exhibitor must keep an attendant in the display booth during the open hours of the Exhibit. Attendants must be bona fide employees or representatives of the Exhibitor. There is no restriction on the number of attendants per booth; however, attendants must wear Exhibit badges and be fully registered as Exhibitors.

The Exhibitor must pay all costs incurred in the operation of its booth. This provision specifically covers expenditures incurred for lights, power, water and other utilities or services in connection with its own booth. ACTHIV shall provide aisle carpeting. Measurements shown on the floor plan of the Exhibitor’s Prospectus are not warranted but are as accurate as possible. The Exhibit Manager reserves the right to modify these plans, as necessary, to meet the needs of Exhibitors and the Exhibition.

BOOTH CONSTRUCTION AND ARRANGEMENT
Exposed parts of the display must be finished so as not to be objectionable to other Exhibitors and/or ACTHIV or such parts will be ordered draped by ACTHIV and billed to the Exhibitor. Equipment or products exceeding the height limitation may be permitted for island Exhibitors provided written approval is granted by ACTHIV. Overhead canopies or simulated ceilings cannot extend out over the front two feet of the booth space. Sidewalls of booths are limited to the same height as the backwall, but to within 4 feet of the front line and from that point to the aisle — 42 inches. No display equipment over 42 inches in height may be placed in the front 2 feet of Exhibit space. In all single booth corner locations, the backwall is considered the same as the backwall of all other booths in the same continuous row except for those Exhibitors that have reserved the two end corner booths adjoining each other. Electrical, pneumatic and hydraulic equipment must meet requirements of all electrical, safety and other applicable codes.

EXHIBIT DISMANTLING
Exhibits will close promptly at 2:30 p.m. on Saturday, May 16, 2009 and must be dismantled/packed for removal no later 7:30 p.m. Shipping labels and shipping bills of lading must be prepared and provided for the return of all crates, cartons, etc. Company employees must be present for the dismantling and packing of the displays until the booth area is empty.

EARLY TEARDOWN POLICY
Early teardown or dismantling of booths by exhibitors is strictly prohibited. Early teardown or dismantling disrupts the integrity of the show and endangers attendees still in the exhibit hall. By signing the booth space agreement, exhibitors agree to remain on the exhibit hall floor with their booths fully in place until the official close of the trade show, as stated above. Any exhibitors dismantling their booths prior to the scheduled time will be penalized a $250 fine. This fine must be paid before the exhibitor may apply to exhibit at future shows. Show Management will monitor and enforce this policy. Please plan your travel accordingly.

CONTRACTOR SERVICE AND INFORMATION
ACTHIV has an official contractor to provide service to Exhibitors. The contractor will provide labor, equipment and supervision. Complete information, instructions Exhibit Space Terms & Conditions (Continued) and schedule of prices regarding shipping and drayage, labor for erecting and dismantling, electrical, furniture and carpet rental, cleaning, etc., will be included in the Exhibitor’s Service Kit to be posted at ACTHIV.org. Show management will provide vacuum sweeping of aisles once each night during open days. Aisles will be maintained during show hours. Any individual booth cleaning shall be contracted at the Exhibit Service Coordinator Service desk.

CIRCULATION AND SOLICITATION
Distribution of circulars or promotional material may be made only within the booth assigned to the Exhibitor presenting such material. No organization will be permitted to solicit business within the Exhibit area unless it has assigned space at the Exhibition.

EXHIBIT INSPECTION
All Exhibits will be subject to inspection by the Exhibit Manager one hour before the opening of the Exhibits. Exhibitors found to be in violation of the rules will be requested to comply, or dismantle their Exhibits.

REPAIR OF DAMAGES
The cost of repairing any damage caused by the Exhibitor, its employees, representatives or agents to the property of others and the Hyatt Regency Denver shall be the responsibility of the Exhibitor. Nothing will be posted on, tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, ceiling, furniture or property of others or of the Exhibit area.

SECURITY
General overall 24-hour access control will be provided by ACTHIV for the Exhibition period including move-in and move-out. However, ACTHIV is not responsible for the loss of any material by or for any cause, and urges the Exhibitor to exercise normal precautions to discourage pilferage. Exhibitors will be provided specified time periods, prior to each day’s show opening and subsequent to each day’s show closing, to prepare, adjust, alter, etc. their Exhibit area. Only registered Exhibition Attendees and Exhibitors and registered guests will be authorized to enter during Exhibit periods.