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These Rules and Regulations are a part of AAJ Conventions and should be read carefully to ensure compliance.
These Rules and Regulations apply to all AAJ Convention Exhibitors and Sponsors (hereafter, “Exhibitors”).
The goal of the American Association for Justice (AAJ) is to create a professional atmosphere for its
attendees throughout the entire Convention
including all educational sessions and the Exhibit Experience. In addition, we want Exhibitors to have opportunities
to interact with attendees in
an environment that is conducive to a successful exchange. We particularly want to ensure that no action
of any one Exhibitor in
any way detracts from a successful meeting experience for fellow Exhibitors or attendees.
To ensure that these important goals are met, we have established these Exhibit Rules and Regulations.
AAJ reserves the right to reject any
Exhibitor for reasons including, but not limited to, the inappropriateness of promoting Exhibitor’s product
and/or services. As a condition of
exhibiting, each Exhibitor agrees to observe the rules stated in this document, and any Exhibiting Company
that does not do so will be subject
to whatever action deemed necessary by AAJ to correct or prevent the violation.
It is the Exhibiting Company’s responsibility to communicate all information regarding exhibit rules
and policies to all members of the company
who will be participating in AAJ’s conventions, as well as to any agents, contractors, or other personnel
authorized or acting on behalf of the
Exhibiting Company prior to and during the AAJ Convention.
We greatly appreciate your cooperation, and we will work hard to ensure that the AAJ Convention is the
best possible forum for marketing your
products and services each year.
Any Exhibitor who has an outstanding balance due for the AAJ Convention will not be allowed to set up
until their balance has been paid in full.
Please refer to the attached Addendum, which is incorporated in these Rules and Regulations by reference,
for details and deadlines related
specifically to the upcoming AAJ Convention.
1. AGREEMENT TO TERMS AND CONDITIONS: Exhibitors must abide by the terms of the Contract, the Rules
and Regulations, the Event
Unlawful Discrimination, Anti‐Harassment & Safety Policy, the AAJ Sponsorship Policy, and any applicable
provisions of AAJ’s agreement with
the management of the facility where the Convention will be held.
2. AAJ ACCEPTANCE POLICY: AAJ reserves the right to reject Exhibiting Companies whose product or service
is not in compliance with AAJ
advertising policy, i.e., the exhibit materials should not have an emphasis on large jury awards or settlements,
or on maximizing damages, or
otherwise overemphasize monetary considerations. AAJ will not accept booths marketing alcohol, tobacco,
or firearms, and has the right to
reject materials with sexual connotations in questionable taste. AAJ may also reject Exhibiting Companies
offering products or services in direct
competition with AAJ services.
3. WHAT YOUR EXHIBIT SPACE INCLUDES: See Addendum for specific details for the upcoming AAJ Convention.
4. ALTERATION TO EXHIBIT SPACE AND EXHIBIT HALL LAYOUT: AAJ SHOW MANAGEMENT shall be entitled to alter
the layout if, in their
opinion, this is in the general interest of the Convention.
5. INSTALLATION AND DISMANTLING OF EXHIBITS: Installation of exhibits must be completed according to
the schedule provided in the
Addendum. Exhibitors who fail to install their exhibits according to this schedule will lost five Priority
Points. Priority Points are used in the presales
process and give exhibitors priority in their exhibit space selection order. Freight delivered to a booth
but unopened by the installation
deadline will be removed from the Exhibit Experience and the Exhibits Manager reserves the right to reassign
such space to another Exhibitor,
or make such use of the space as deemed necessary or appropriate with no refund being made to the original
contracting Exhibitor. If exhibit
space is not reassigned, Exhibitor will not be permitted to set their booth until of the end of show hours
on the first day of the Exhibit
Dismantling of exhibits must be completed according to the schedule provided in the Addendum. Booths
that break down before the time
specified in the Addendum will lose five priority points. Companies will be notified via email post‐show
of the priority point penalty. Goods and
materials used in the exhibit, except bona fide samples, shall not be removed from the Exhibit Experience
until the Exhibition has been officially
closed. The Exhibits Manager has the option to remove exhibits which have not been removed at that time
and charge the expense to the
Exhibitor. Exhibitors shall comply with all union regulations where applicable.
6. CHILDREN: No one under the age of 18 will be allowed on the Exhibit Hall floor during designated
Exhibit Hall setup and teardown. During
official Exhibit Hall hours, all children under the age of 18 must be registered and accompanied by an adult
at all times to be on the Exhibit Hall
7. PAYMENT TERMS: See Addendum for payment details for the upcoming AAJ Convention.
8. CANCELLATION AND WITHDRAWAL: See Addendum for payment details for the upcoming AAJ Convention.
9. USE OF SPACE: All demonstrations, distribution of circulars, or other promotional activities must
be confined to the limits of the Exhibit
Booth and must not interfere with adjacent booths or intrude on aisle space. Demonstration of equipment
that requires the use of space above
the 8‐foot back wall height must be approved by the Exhibits Manager prior to the opening of the Convention.
No Exhibitor shall assign, sublet,
or share the space allotted without the knowledge and written consent of the Exhibits Manager. There are
no booth shares permitted. Only
goods manufactured or dealt in by Exhibitors in the regular course of business, except for prizes, shall
be exhibited. Exhibitors shall not under
any circumstances distribute any form of materials relating to the exhibit in any area of the Convention
beyond their exhibit space unless
previously approved by the AAJ Exhibits Manager.
Special booth promotions such as artists, magicians, mascots, etc., and the photographing of such presentations,
are to be contained in the
booth. Unless approved by the Exhibits Manager, Exhibitors are not to take photographs of competitors’ booths.
10. BOOTH CONSTRUCTION AND SHOW SERVICES: All Exhibit Booths must adhere to the IAEE booth display rules
and regulations. Booth
carpeting (if facility is not carpeted), decorations, furniture, signs, and electrical connections are available
to the Exhibitor through the Official
General Service Contractor, who will bill the Exhibitor directly. SHOW MANAGEMENT is not responsible for
any service provided by
independent contractors. SHOW MANAGEMENT reserves the right to finish and decorate any unfinished partitions,
floors, walls, or backs of
signs that are exposed to the public and to charge the cost to the Exhibitor. Peninsula Booths are not permitted.
11. STAFFING OF EXHIBITS: No more than three individuals may operate a single booth at the same time,
with the exception that up to six
individuals may operate a double booth. Also, for safety, fire, and ADA regulations, booths must be set
up to allow working space for exhibit
personnel within the confines of the exhibit space. Exhibit personnel will not be allowed to stand in the
12. EXHIBIT HALL BADGES: All Exhibitor personnel must be registered and wear their badge at all times
during the Convention. Each Exhibiting
Company will also receive two (2) tickets per exhibit space purchased to the Opening Reception as part of
13. ATTENDANCE AT EDUCATIONAL PROGRAMS: Exhibitors may attend AAJ Education programs, provided that
they shall not distribute any
promotional materials whatsoever or engage in sales activity while attending the programs. Exhibitors who
are invited speakers are also NOT
allowed to distribute company brochures or promotional materials in the meeting rooms before, during, or
after their presentation.
Continuing Legal Education Credits (CLEs) are not offered to Exhibitors unless they are AAJ members and
paid registrants for the Convention.
14. FOOD AND BEVERAGE: No food and/or beverage may be served without prior permission from the Exhibits
Manager and facility.
15. RESTRICTIONS IN OPERATION OF EXHIBITS: The Exhibits Manager reserves the right to close exhibits
which, in the sole discretion of the
Exhibits Manager, are in bad taste, are excessively noisy, employ offensive or unprofessional methods of
operation, or in any way detract from
the quality of the Convention, interfere with the other Exhibitors, or are deleterious to AAJ’s professional
image. Exhibitors shall not use their
exhibit space or conduct any other Convention activities which impugn, demean, or contravene the product,
services, or organization of any
other Exhibitor. AAJ, through the Exhibits Manager, reserves the right to evict any persons or Exhibitors
whose conduct is deemed in violation
of this agreement, offensive, disruptive, unethical, or undignified; and to prevent the distribution of
materials that are in any way incompatible
with AAJ’s standards of decorum, taste, or professionalism. In the event of such restriction or eviction,
AAJ is not liable for any refunds of
rentals or other exhibit expense. Unusual advertising plans and stunts which are designed to attract attention
to a particular exhibit must be
submitted to the Exhibits Manager for approval 30 days prior to the opening of the Convention.
16. FACILITY MEETING SPACE: No Exhibitor‐sponsored meetings, entertainment, or similar activities will
be permitted in the hotel, meeting
rooms, or other private or public facilities of the hotel without the prior approval of AAJ Convention Staff.
17. PROPERTY DAMAGES: Exhibitors or their agents shall not in any way damage the building, the booths,
or the equipment of the booths. No
signs, parts of exhibits, supplemental lighting, or any other exhibit material may be taped, posted, tacked,
nailed, screwed, or otherwise
attached to columns, walls, floors, or any interior or exterior surface of the Exhibition facility or furniture.
18. SECURITY: Although security service will be furnished, SHOW MANAGEMENT cannot and will not be responsible
for damage to, loss, and/or
theft of property belonging to any Exhibitor, its agents, employees, business invitees, visitors, or guests.
Each Exhibitor must carry their own
19. INSURANCE: Notwithstanding the fact that AAJ may employ security service, neither security personnel,
AAJ, the official service contractor,
hotel management, or any of the officers or employees of the above will be responsible for the safety or
property of Exhibitors from theft,
strike, or damage by fire, water, storm, or vandalism. Each Exhibitor acknowledges that it is responsible
for obtaining appropriate insurance
coverage. The Exhibitor shall, at its sole cost and expense, procure and maintain throughout the term of
the contract for
exhibit space, comprehensive general liability insurance against claims of bodily injury or death and property
damage occurring in or upon or
resulting from the premises leased. The general liability insurance should recognize the American Association
for Justice (AAJ) as an additional
insured. Such insurance shall include contractual liability and products liability coverage with the combined
and single limits of liability of
not less than $1,000,000. The Exhibitor shall, at its sole cost and expense, throughout the term of this
contract, procure and maintain worker’s
compensation, employer’s liability, and occupational disease insurance in full compliance with all federal
and state laws governing all of the
Exhibitor’s employees engaged in the performance of any work for the Exhibitor. The Exhibitor must obtain
and furnish to AAJ SHOW
MANAGEMENT a certificate of insurance evidencing the required insurance. The Exhibitor must provide a certificate
of insurance no later than
45 days prior to the start of the Convention.
20. LIMITATIONS AND LIABILITY: Neither AAJ, its officers, directors, members, representatives, employees,
or suppliers, nor the meeting
facility, nor the service contractor or their officers, representatives, employees, or subcontractors shall
be liable for, and are hereby released
from, any claims, liabilities, losses, damages, or expenses relating to or arising out of any injury to
any personnel of Exhibitor or to any other
person for any loss of or damage to any property of the Exhibitor or any other property where such injury,
loss, or damage is incident to, arises
out of, or is in any way connected with Exhibitor’s participation in the Convention. The Exhibitor shall
be fully responsible for any such injury,
loss, or damage and the Exhibitor shall protect, indemnify, hold harmless, and defend AAJ, its officers,
directors, agents, employees, the Walter
E. Washington Convention Center, its owners, agents, and employees against all such claims, liabilities,
losses, damages, and expenses.
Exhibitor shall, and shall cause its employees to, indemnify, defend, and hold harmless AAJ, the Walter
E. Washington Convention Center, its
members, employees, agents, and contractors from all liability arising from or related to the use of the
exhibit space including, without
limitation, transportation, placement, removal, or display of exhibit and drayage.
21. SAFETY, FIRE, AND HEALTH: The Exhibitor is charged with knowledge of all local laws, ordinances,
and regulations pertaining to health, fire
prevention, and public safety affecting his or her participation in the Exhibition. Compliance with such
laws is mandatory for all Exhibitors and is
the sole responsibility of the Exhibitor. All materials used in the exhibit area must be flameproof and
fire‐resistant to conform to local fire
ordinances and the fire regulations of the facility. All hangings must clear the floor and electrical wiring
must conform to local ordinances. If
unusual equipment is to be installed, or equipment that conflicts with fire codes is to be used, the Exhibitor
should communicate with the
Exhibits Manager for information concerning the facility and its regulations. All projection equipment and
activities must be in accordance with
the requirements of the fire prevention authorities and in compliance with any agreements entered into by
AAJ with the management of the
Exhibit Hall or applicable labor unions. All plans for installation and operation of projection equipment
must be approved by AAJ before
operation is undertaken. All lighting devices, displays, or demonstrations must be arranged in such a manner
as not to distract or interfere with
other Exhibitors or the Convention in general. Exhibits which include the operation of lighting devices,
sound equipment, or any noise‐making
devices must secure approval for the operation of same from the Exhibits Manager prior to the opening of
22. FORCE MAJEURE: In case of cancellation or suspension of the Convention due to force majeure, an
extraordinary event or circumstance
beyond the control of the parties including fire, blizzard, flood, earthquake, volcanic eruption, storm,
hurricane, or other natural disaster, war,
regulations of the authorities, strike, diseases and epidemics, or other circumstances beyond the control
of AAJ that might render it impossible
or difficult to carry through the arrangement, AAJ shall be entitled to transfer, in whole or in part, the
arrangement to other premises, to
postpone the implementation of the arrangement to another time, or to cancel the arrangement, and the AAJ
shall not be liable to pay
compensation to the Exhibitor or be bound to reimburse the stand rental paid, nor be liable for any expenditure
or liability or loss, including
consequential loss incurred by the Exhibitor.
23. OTHER EXHIBIT CONTRACTORS: Exhibitors must submit a Notification of Intent to Use Non‐Official Service
Contractor to the Exhibits
Manager no later than 45 days prior to the start of the Convention. Exhibitor‐appointed contractor shall
have the right to provide services
(excluding material handling and furniture) and to utilize qualified employees on the exhibit floor as requested
by an Exhibitor. The Exhibitorappointed
contractor must carry public liability insurance for bodily injury and property damage in the minimum amount
of $1,000,000. An
original Certificate of Insurance must be submitted to the Exhibits Manager no later than 45 days prior
to start of the Convention, verifying
public liability insurance for bodily injury and property damage for the time period covering the Exhibition.
Upon arrival at the Exhibition,
Exhibitor‐appointed contractor personnel must check in with either the Exhibits Manager or the in‐house
service contractor to present their
credentials and receive permission to work on the floor.
24. MUSIC LICENSING: The Exhibitor shall be responsible for securing any and all necessary licenses
or consents for: a) Any performance,
displays, or other uses of copyrighted works or patented inventions, and b) any use of any name, likeness,
signature, voice or other impression,
or other intellectual property owned by any third party used, directly or indirectly, by the Exhibitor.
The Exhibitor hereby agrees to indemnify,
defend, and hold AAJ harmless from and against any claim of liability and any resulting loss, cost, or damage
(including costs of lawsuit and
attorney’s fees) for failure to obtain these licenses or consents and/or for infringements or other violations
of the property rights or the rights
of privacy or publicity of any third party.
25. AMERICANS WITH DISABILITIES ACT: Exhibitors shall be responsible for making the exhibit accessible
to persons with disabilities as
required by the Americans with Disabilities Act, and violation shall fall within the conditions of Rule
26. AMENDMENTS/ENFORCEMENT: All matters and questions not covered by these Rules and Regulations are
subject to the final judgment
and decision of the Exhibits Manager. These Rules and Regulations may be amended at any time by AAJ upon
written notice to Exhibitors. AAJ
reserves the right to enforce compliance with these Rules and Regulations.