SAIR Exhibitor Rules and Regulations

•  The Southern Association for Institutional Research (SAIR) reserves the right to exercise its sole discretion in the acceptance or refusal of applications for exhibit space.

•  The Exhibitor agrees that SAIR shall have the final determination and enforcement of all rules regulations and conditions.

•  SPACE ASSIGNMENT: SAIR will assign space based on the level of past and current participation in SAIR activities, order in which contracts are received and assignment of the most suitable and available space. In order to guarantee recognition in the conference program, contracts and deposits must be received no later than July 15, 2008.

USE OF SPACE SUBLETTING SPACE : No exhibitor may assign sublet or apportion space to or with another business entity or individual without the expressed permission in writing from SAIR. No exhibitor may show or demonstrate products or services other than those manufactured or handled in the normal course of business. Should any item from a non-exhibiting firm be required for operation of a display, identification of such item shall be limited to the regular nameplate or trademark under which same is sold in the general course of business

•  Installation of exhibits may begin at noon Sunday, October 19, 2008. No materials can be accepted at the exhibit area prior to this time. All installations must be completed by 4 pm Sunday October 19, 2008. Any space not claimed or occupied by that time may be resold or reassigned by the SAIR Coordinator without notification or any obligation on the part of SAIR for any refund or compensation whatsoever.

•  Unattended freight in any display space that is unsightly or blocks access will be removed and stored at the exhibitor's sole risk and expense. Exhibit materials left unattended at 5 PM, Tuesday, October 21, 2008, and for which no shipping arrangements have been made, will be considered abandoned. Neither SAIR nor the conference hotel will be responsible for exhibitor materials.

•  Space rental shall include an 8 x 10-foot space, 6-foot table, two chairs and a wastebasket.

•  Exhibitors will supply and be responsible for any other display materials or equipment.

•  All booth decorations must meet flame-proofing codes. All exits, hallways aisles and fire control apparatus must remain clear and unobstructed at all times. Electrical equipment must be Underwriter Laboratory approved. Use of propane and helium balloons is prohibited.

•  Except for event sponsors, no signs or posters will be allowed anywhere except within each Exhibitor's space.

•  Exhibitors must confine activities to the space contracted and may not use strolling equipment or distribute samples or souvenirs except within their space. Any actions which may obstruct the efforts of another Exhibitor will not be permitted. SAIR reserves the right to insist on a properly constructed and operated display in the interest of all participating exhibitors. Displays not conforming to SAIR specifications and limitations may be dismantled or modified at cost to the exhibition at the sole judgment and discretion of SAIR.

•  Exhibitors are prohibited from using amplified audio equipment of any nature.
MUSIC LICENSING: Any tenant using copyrighted music during SAIR's Annual Conference whether within the exhibit area, in hospitality space, or in any other way related to SAIR's Annual Conference shall obtain permission for such use from SAIR. This requirement applies to all live and recorded music including that accompanying video or other presentations. Any exhibitor using copyrighted music as set forth above assumes the entire responsibility for its use and for obtaining the appropriate permission and payment of any fees associated with its use.
Exhibitor further agrees to protect, indemnify, defend and save the Southern Association for Institutional Research the management of the meeting facility and the service contractors and their respective employees and agents harmless against all claims losses or damages governmental charges or fines and attorney fees arising out of or caused by exhibitor's use of said copyrighted music.

•  No signs or other articles may be fastened to walls, ceilings or electrical fixtures. The use of thumbtacks, tape, nails, screws or any tool or material which could mark the floor or walls is prohibited.

•  The Exhibitor shall have an authorized representative present during the installation and dismantling of its exhibits.

•  While reasonable security will be provided on a 24-hour basis, ultimate responsibility for security lies with the Exhibitor. The Exhibitor agrees to indemnify and hold harmless SAIR and the conference facility/hotel, each of their representatives employees and agents from any and all claims from property damage or personal injury no matter how sustained from fire, theft accident or other causes. All claims for such loss damage or injury are expressly waived by the Exhibitor. Exhibitors desiring special security precautions should arrange for private guard service at their own expense.

•  In the event that the Annual Conference is canceled, postponed or relocated due to fire, strikes, government regulations, causalities, Acts of God or other causes beyond the control of SAIR, the Exhibitor waives any and all damages and claims for damages.

•  INSURANCE: The Exhibitor agrees to obtain the following insurance coverage and be prepared to furnish a certificate of insurance to SAIR if requested: Comprehensive general liability insurance coverage including protective and contractual liability coverage of $500,000 single limits, bodily injury and property damage.

•  ATTORNEY'S FEES: Should SAIR find it necessary to employ an attorney(s) to enforce any of the provisions of this agreement or to protect in any manner its interest or interests under this agreement, SAIR, if it is the prevailing party, shall be entitled to recover from the other party all reasonable costs charges and expenses including attorney's fees.

•  NON-WAIVER: SAIR shall not be deemed to waive any of its rights hereunder unless such waiver is explicitly stated as a waiver in writing and signed by SAIR. No delay or omission by SAIR in exercising any of its rights shall operate as a waiver of such rights and a waiver of rights in writing on one occasion shall not be construed as consent to or a waiver of any right or remedy on any future occasion.

•  USE OF CERTAIN PROPERTY: Exhibitor will assume all costs arising from the use of patented, trademarked, franchised or copyrighted music materials, devices, processes or dramatic rights used on or incorporated in the Exhibitor's space. Exhibitor shall indemnify, defend and hold harmless SAIR, the conference facility/hotel and their officers, directors, members, agents and employees from and against all claim's, demands, suits, liability, damages, losses, costs, attorney 's fees and expenses of whatever kind or nature which might result from or arise out of use of any such material(s) described above.

•  GENERAL REGULATIONS AND PUBLIC POLICY: Each Exhibitor is charged with knowledge of all State, County and City Laws ordinances and regulations pertaining to health, fire prevention, and public safety while participating in the exposition. Any use of cooking equipment and/or open flame must be approved by the local Fire Marshall.