Ohio AAP 2020 Annual Meeting Exhibit Contract
Annual Meeting Date (Subject to Change) November 20, 2020 Set-up/Tear-down
- A) All exhibitors are to remain set up until the closing of the exhibit space on November 20, 2020 at 6:30 pm.
- B) Ohio AAP Annual Meeting set-up is Thursday, November 19, 2020 4-7 pm and Friday, November 20 8-11 am. Tear down is 7 pm on Friday, November 20, 2020.
- C) Arrangements and payment for transporting and receiving goods, decorating and removal of exhibits are the responsibility of the exhibitor. Shipping information will be provided to the exhibitor by September 1, 2020.
Each exhibit includes an 6-foot table, 2 chairs, 2 complimentary exhibitor badges, listing of conference attendees, and a list of vendors. Utilities or extra furnishings are subject to availability and must be arranged prior to the conference with the Ohio AAP. Space will be set and maintained with the highest standards of health and safety in accordance with federal and state regulations for COVID-19. Attendees and exhibitors will be directed to follow distancing and protective gear guidelines for all interactions.
Cancellation of Exhibit Space
Notification of space cancellations must be made in writing by September 1, 2020. The Ohio AAP’s policy for refund of fees allows an 80% refund IF THE SPACE IS RESOLD. In the event of cancellation, Ohio AAP assumes no responsibility for having included the name of the canceled exhibitor in conference materials.
Ohio AAP is following the COVID-19 situation carefully and will make all conference decisions using an abundance of caution. Should the conference convert to virtual (semi or full); Ohio AAP will provide virtual networking using the same schedule and events per the current conference schedule. Additional benefits and networking opportunities will be provided and shared as necessary.
Exhibitors must open their exhibits on time and staff them at all times during dedicated networking hours.
It is the responsibility of each exhibitor to provide for the security of the display and its contents, and to take whatever precautions deemed necessary to prevent loss or damage. Please do not leave any small hand carried items such as phones, I-pads and other devices unattended. Compliance with these rules will help provide maximum security.
Conditions of Contract
This contract is subject to all conditions under which space at the Hilton Columbus Polaris is made available to the Ohio AAP. The Exhibitor agrees to abide by all applicable fire, utility and building codes. Exhibitors are responsible for knowing and abiding by the Ohio AAP Exhibit Contract. The Ohio AAP reserves the right to make such reasonable changes, amendments, and additions to this contract as may be considered necessary. This instrument contains the entire agreement between the parties relating to the rights herein granted and the obligations herein assumed, except as otherwise provided in this instrument. The contract is governed by Ohio laws.