EXPO RULES & REGULATIONS
The Automotive Recyclers Association & Award Winning Events hereinafter referred to as “Show Management."
1. Payment and Refunds
Applications submitted on or before August 5, 2022 must be accompanied with at least a 50% deposit of total exhibit cost. Applications received without such payment will not be processed nor will space assignment be made. All balances due must be paid in full by August 31, 2022. Applications not paid in full by August 31, 2022 are subject to cancellation with no refunds.
No refunds will be made after August 31, 2022.
It is expressly agreed by the exhibitor that in the event the firm fails to pay the space rental at the times specified, or fails to comply with any other provisions contained in these rules and regulations concerning their use of exhibit space, Show Management shall have the right to reassign the booth location shown on the face of the contract or to take possession of said space and lease same, or any part thereof, to such parties and upon such terms and conditions as it may deem proper.
In the event of default by the exhibitor, as set forth in the previous sentence, the exhibitor shall forfeit as liquidated damages, the amount paid by them for their space reservation, regardless of whether or not Show Management enters into a further lease for the space involved. In case the exposition shall not be held for any reason whatsoever, the rental and lease of space to the exhibitor shall be terminated. In such case the maximum claim for damage and/or compensation by the exhibitor shall be the return to the exhibitor of the amount already paid for space at this specific event.
2. Space Rental and Assignment of Location
Whenever possible, space assignments will be made by Show Management in keeping with the preferences as to location, and as requested by the exhibitor. Show Management, however, reserves the right to make the final determination of all space assignments in the best interests of the Exposition.
3. Use of Space, Subletting of Space
No exhibitor shall assign, sublet, or share the space allotted with another business or firm unless approval has been obtained in writing from Show Management in advance. Exhibitors are not permitted to feature names or advertisements of non-exhibiting manufacturers, distributors or agents in the exhibitor's display, parent or subsidiary companies excepted. Exhibitors must show only goods manufactured or dealt in by them in the regular course of business. Should an article of a non-exhibiting firm be required for operation or demonstration in an exhibitor's display, identification of such article shall be limited to the usual and regular nameplate, imprint or trademark under which same is sold in the general course of business. Any company without assigned exhibit space will NOT be permitted to solicit business within the Exhibit Areas.
4. Exhibitor's Authorized Representative
Each exhibitor must name one person to be his or her representative in connection with installation, operation and removal of the firm's exhibit. Such representative shall be authorized to enter into such service contracts as may be necessary, and for which the exhibitor shall be responsible. The exhibitor shall assume responsibility for such representative being in attendance throughout all exposition periods; and their representative shall be responsible for keeping the exhibit neat, staffed and orderly at all times.
5. Installation and Removal
Show Management reserves the right to schedule the time for the installation of a booth prior to the Show opening and for its removal after the conclusion of the Show. Installation of all exhibits must be fully completed by 3:00 p.m. on Thursday, September 22, 2022. Any space not claimed and occupied by this time may be resold or reassigned without refund. No exhibitor will be allowed to dismantle or repack any part of his exhibit until after the closing of the Show - Saturday, September 24, 2022 at posted time of show closing.
6. Arrangement of Exhibits
Each exhibitor is provided an Official Exhibitors Service Manual. This Manual describes the type and arrangement of exhibit space and the standard equipment provided by Show Management for booth construction. All booth space must be arranged and constructed in accordance with the guidelines, provisions and limitations contained in the Exhibitors Prospectus and/or Service Manual. If, in the sole opinion of Show Management, any exhibit fails to conform to the show guidelines, or the provisions set forth herein, such exhibit will be prohibited from functioning at any time during the exposition.
Exhibitor Plan Review: Booth construction plans and layout arrangements for exhibits involving unusual construction features must be submitted for approval at least forty-five (45) days prior to the opening of the exposition – August 5, 2022.
7. Exhibits & Public Policy
Each exhibitor is charged with knowledge of all laws, ordinances and regulations pertaining to health, fire prevention and public safety, while participating in this exposition. Compliance with such laws is mandatory for all exhibitors and the sole responsibility is that of the exhibitor. Show Management and service contractors shall have no responsibility for the compliance with laws, ordinances and regulations in connection with an individual exhibitor's space, materials and operation. Should an exhibitor have any questions as to the application of such laws, ordinances and regulations to their exhibit or display, Show Management will endeavor to answer them. All booth decorations including carpeting must be flame proofed and all hangings must clear the floor. Electrical wiring must conform to National Electrical Code Safety Rules. If inspection indicates any exhibitor has neglected to comply with these regulations, or otherwise incurs a fire hazard, the right is reserved to Show Management to cancel all or such part of the firm's exhibit as may be irregular, and effect the removal of same at exhibitor's expense. Exhibitors will not be permitted to store behind their booth background any excess material such as cardboard cartons, literature, etc. Excess supplies must be stored in areas that will be made available for such purpose. If unusual equipment or machinery is to be installed, or if appliances that might come under fire codes are to be used, the exhibitor should communicate with Show Management for information concerning facilities or regulations. Exhibitors must comply with City, State, and specific facility fire regulations.
8. Storage of Crates and Boxes
Exhibitors will not be permitted to store packing crates and boxes in their booths during the exhibit period, but these, when properly marked, will be stored and returned to the booth by service contractors. It is the exhibitor's responsibility to mark and identify their crates. Crates not properly marked, or identified may be destroyed. Show Management assumes no responsibility for the contents of crates or boxes improperly labeled as "empty." Because of the lack of storage facilities, it may be necessary to store empty crates and cartons outside the building. Every effort will be made to protect the crates from the elements, but neither Show Management nor its service contractors will assume any responsibility for damage to them. The removal and return of large crates will be charged at prevailing rates. Crates, boxes or other exhibit materials unclaimed by the exhibitor after the Show will be removed at the exhibitor's expense. Exhibitors will be billed by Show Management for removal time and materials at prevailing rates.
9. Operation of Displays
Show Management reserves the right to restrict the operation of, or evict completely, any exhibit that, in its sole opinion, detracts from the general character of the exposition as a whole. This includes, but is not limited to, an exhibit that, because of noise, flashing lights, method of operation or display of unsuitable material, is determined by Show Management to be objectionable to the successful conduct of the exposition as a whole. Use of so-called "barkers" or "pitchmen" is strictly prohibited. All demonstrations or other promotional activities must be confined to the limits of the exhibit space. Sufficient space must be provided within the exhibit space for the comfort and safety of persons watching demonstrations and other promotional activities. Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other promotions.
Direct Sales: No retail sales are permitted within the exhibit area at any time, but orders may be taken for future delivery.
Contests, Drawings & Lotteries: All unusual promotional activities must be approved in writing by Show Management no later than 45 days prior to the opening of the exposition – August 5, 2022.
Literature Distribution: Distribution of circulars may be made only within the space assigned to the exhibitor distributing such materials. No advertising circular, catalogs, folders, tent cards or devices (i.e. balloons etc.) shall be distributed by exhibitors in the aisles, meeting rooms, registration areas, lounges or grounds of the host facility. Trade publishers are prohibited from soliciting advertising during the Show. Trade publications may be distributed from their booth, but automatic distribution is prohibited.
Live Animals: Live animals are prohibited.
Models: Booth representatives, including models or demonstrators, must be properly and modestly clothed. Revealing attire is prohibited.
Sound: Exhibits which include the operation of musical instruments, radios, sound projection equipment, public address systems or any noisemaking machines must be conducted or arranged so that the noise resulting from the demonstration will not annoy or disturb adjacent exhibitors and their patrons, nor cause the aisles to be blocked. Operators of noisemaking exhibits must secure approval of operating methods, from Show Management, before the exhibit opens. The cost of licensing fees is the responsibility of individual exhibitors for any music used in the exhibit hall.
Food and/or Beverage: Exhibitors must notify Show Management no later than 45 days prior to Show – August 5, 2022, of intent to serve food or beverage within your booth. Permits may be required by Show Management or city authorities. All food and beverage must be arranged through Walt Disney World Dolphin Resort via the banquet department.
Vehicles: Vehicles that are used as part of a display should have no more than a ¼ tank of fuel or 5 gallons, whichever is less. The tank must be taped shut or have a locking gas cap and the battery cables must be disconnected.
10. Social Activities
Exhibitor agrees to withhold sponsoring hospitality suites/rooms or other functions during official Association activities, including exhibit hours, social functions, educational seminars and any other related activity scheduled by Show Management. Requests for social activities must be submitted to Show Management for approval and acceptance. Non-exhibiting or non-sponsoring entities will NOT be allowed to produce, sponsor, host or offer, in any form or fashion, a social activity during the Convention.
11. Outside Activities
Exhibitor agrees not to exhibit, solicit business or conduct business in any location within 20 miles of Exposition from two days prior to opening through two days after closing (Sept. 20-26, 2022), without prior written approval of Show Management. Non-profit and charitable Exhibitors agree not to solicit funds or to operate fundraising events one week prior to ARA Convention within 20 miles of Exposition location. Funds may be solicited for non-profit or charitable causes only upon written permission of Show Management. If exhibitor fails to comply, Show Management reserves the right to prohibit business, display or advertisement of products at any time during the exposition.
12. Liability and Insurance
All property of the exhibitor remains under their custody and control in transit to and from the exhibit hall and while it is in the confines of the exhibit hall. Neither Show Management, its service contractors, the management of the exhibit hall nor any of the officers, staff members or directors of any of the same are responsible for the safety of the property of exhibitors from theft, damage by fire, accident, vandalism, acts of God, public enemy, riot, civil commotion or other causes. The exhibitor expressly waives and releases any claim or demand they may have against any of them by reason of any damage to or loss of any property of the exhibitor. It is recommended that exhibitors obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury.
13. Indemnification
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor's activities on the premises and will indemnify, defend, and hold harmless the Hotel, its owner, and management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims. Exhibitor agrees that it will indemnify and hold and save Show Management whole and harmless of, from and against all claims, demands, actions, damages, loss, cost, liabilities, expenses and judgments recovered from or asserted against Show Management on account of injury or damage to person or property to the extent that any such damage or injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly or in part, by an act, omission, negligence or misconduct on the part of Exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees or invitees or of any other person entering the exhibition building with the express or implied invitation or permission of Exhibitor, or when any such injury or damage is the result, proximate or remote, of the violation by Exhibitor or any of its agents, servants, employees, contractors, patrons, guest, licensees or invitees of any law, ordinance or government order of any kind, or when any such injury or damage may in any other way arise from or out of the occupancy or use by Exhibitor, its agents, servants, employees, contractors, patrons, guests, licensees or invitees of exhibitor's booth. Such indemnification of Show Management by Exhibitor shall be effective unless such damage or injury results directly from the sole negligence, gross negligence or willful misconduct of Show Management. Exhibitor covenants and agrees that in case Show Management shall be made a party to any litigation commenced by or against Exhibitor or relating to this contract or such exhibitor's booth, then Exhibitor shall and will pay all cost and expenses, including reasonable attorney's fees and court costs, incurred by or imposed upon Show Management by virtue of any such litigation.
14. Care of Building and Equipment
Exhibitors or their agents shall not injure or deface any part of the exhibit building, the booths, or booth contents or show equipment and decor. When such damage appears, the exhibitor is liable to the owner of the property so damaged.
15. Other Regulations
Any and all matters not specifically covered by the preceding rules and regulations shall be subject solely to the decision of Show Management. Show Management shall have full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of exhibitors. Each exhibitor, and their employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence.
1. Payment and Refunds
Applications submitted on or before August 5, 2022 must be accompanied with at least a 50% deposit of total exhibit cost. Applications received without such payment will not be processed nor will space assignment be made. All balances due must be paid in full by August 31, 2022. Applications not paid in full by August 31, 2022 are subject to cancellation with no refunds.
No refunds will be made after August 31, 2022.
It is expressly agreed by the exhibitor that in the event the firm fails to pay the space rental at the times specified, or fails to comply with any other provisions contained in these rules and regulations concerning their use of exhibit space, Show Management shall have the right to reassign the booth location shown on the face of the contract or to take possession of said space and lease same, or any part thereof, to such parties and upon such terms and conditions as it may deem proper.
In the event of default by the exhibitor, as set forth in the previous sentence, the exhibitor shall forfeit as liquidated damages, the amount paid by them for their space reservation, regardless of whether or not Show Management enters into a further lease for the space involved. In case the exposition shall not be held for any reason whatsoever, the rental and lease of space to the exhibitor shall be terminated. In such case the maximum claim for damage and/or compensation by the exhibitor shall be the return to the exhibitor of the amount already paid for space at this specific event.
2. Space Rental and Assignment of Location
Whenever possible, space assignments will be made by Show Management in keeping with the preferences as to location, and as requested by the exhibitor. Show Management, however, reserves the right to make the final determination of all space assignments in the best interests of the Exposition.
3. Use of Space, Subletting of Space
No exhibitor shall assign, sublet, or share the space allotted with another business or firm unless approval has been obtained in writing from Show Management in advance. Exhibitors are not permitted to feature names or advertisements of non-exhibiting manufacturers, distributors or agents in the exhibitor's display, parent or subsidiary companies excepted. Exhibitors must show only goods manufactured or dealt in by them in the regular course of business. Should an article of a non-exhibiting firm be required for operation or demonstration in an exhibitor's display, identification of such article shall be limited to the usual and regular nameplate, imprint or trademark under which same is sold in the general course of business. Any company without assigned exhibit space will NOT be permitted to solicit business within the Exhibit Areas.
4. Exhibitor's Authorized Representative
Each exhibitor must name one person to be his or her representative in connection with installation, operation and removal of the firm's exhibit. Such representative shall be authorized to enter into such service contracts as may be necessary, and for which the exhibitor shall be responsible. The exhibitor shall assume responsibility for such representative being in attendance throughout all exposition periods; and their representative shall be responsible for keeping the exhibit neat, staffed and orderly at all times.
5. Installation and Removal
Show Management reserves the right to schedule the time for the installation of a booth prior to the Show opening and for its removal after the conclusion of the Show. Installation of all exhibits must be fully completed by 3:00 p.m. on Thursday, September 22, 2022. Any space not claimed and occupied by this time may be resold or reassigned without refund. No exhibitor will be allowed to dismantle or repack any part of his exhibit until after the closing of the Show - Saturday, September 24, 2022 at posted time of show closing.
6. Arrangement of Exhibits
Each exhibitor is provided an Official Exhibitors Service Manual. This Manual describes the type and arrangement of exhibit space and the standard equipment provided by Show Management for booth construction. All booth space must be arranged and constructed in accordance with the guidelines, provisions and limitations contained in the Exhibitors Prospectus and/or Service Manual. If, in the sole opinion of Show Management, any exhibit fails to conform to the show guidelines, or the provisions set forth herein, such exhibit will be prohibited from functioning at any time during the exposition.
Exhibitor Plan Review: Booth construction plans and layout arrangements for exhibits involving unusual construction features must be submitted for approval at least forty-five (45) days prior to the opening of the exposition – August 5, 2022.
7. Exhibits & Public Policy
Each exhibitor is charged with knowledge of all laws, ordinances and regulations pertaining to health, fire prevention and public safety, while participating in this exposition. Compliance with such laws is mandatory for all exhibitors and the sole responsibility is that of the exhibitor. Show Management and service contractors shall have no responsibility for the compliance with laws, ordinances and regulations in connection with an individual exhibitor's space, materials and operation. Should an exhibitor have any questions as to the application of such laws, ordinances and regulations to their exhibit or display, Show Management will endeavor to answer them. All booth decorations including carpeting must be flame proofed and all hangings must clear the floor. Electrical wiring must conform to National Electrical Code Safety Rules. If inspection indicates any exhibitor has neglected to comply with these regulations, or otherwise incurs a fire hazard, the right is reserved to Show Management to cancel all or such part of the firm's exhibit as may be irregular, and effect the removal of same at exhibitor's expense. Exhibitors will not be permitted to store behind their booth background any excess material such as cardboard cartons, literature, etc. Excess supplies must be stored in areas that will be made available for such purpose. If unusual equipment or machinery is to be installed, or if appliances that might come under fire codes are to be used, the exhibitor should communicate with Show Management for information concerning facilities or regulations. Exhibitors must comply with City, State, and specific facility fire regulations.
8. Storage of Crates and Boxes
Exhibitors will not be permitted to store packing crates and boxes in their booths during the exhibit period, but these, when properly marked, will be stored and returned to the booth by service contractors. It is the exhibitor's responsibility to mark and identify their crates. Crates not properly marked, or identified may be destroyed. Show Management assumes no responsibility for the contents of crates or boxes improperly labeled as "empty." Because of the lack of storage facilities, it may be necessary to store empty crates and cartons outside the building. Every effort will be made to protect the crates from the elements, but neither Show Management nor its service contractors will assume any responsibility for damage to them. The removal and return of large crates will be charged at prevailing rates. Crates, boxes or other exhibit materials unclaimed by the exhibitor after the Show will be removed at the exhibitor's expense. Exhibitors will be billed by Show Management for removal time and materials at prevailing rates.
9. Operation of Displays
Show Management reserves the right to restrict the operation of, or evict completely, any exhibit that, in its sole opinion, detracts from the general character of the exposition as a whole. This includes, but is not limited to, an exhibit that, because of noise, flashing lights, method of operation or display of unsuitable material, is determined by Show Management to be objectionable to the successful conduct of the exposition as a whole. Use of so-called "barkers" or "pitchmen" is strictly prohibited. All demonstrations or other promotional activities must be confined to the limits of the exhibit space. Sufficient space must be provided within the exhibit space for the comfort and safety of persons watching demonstrations and other promotional activities. Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestion caused by demonstrations or other promotions.
Direct Sales: No retail sales are permitted within the exhibit area at any time, but orders may be taken for future delivery.
Contests, Drawings & Lotteries: All unusual promotional activities must be approved in writing by Show Management no later than 45 days prior to the opening of the exposition – August 5, 2022.
Literature Distribution: Distribution of circulars may be made only within the space assigned to the exhibitor distributing such materials. No advertising circular, catalogs, folders, tent cards or devices (i.e. balloons etc.) shall be distributed by exhibitors in the aisles, meeting rooms, registration areas, lounges or grounds of the host facility. Trade publishers are prohibited from soliciting advertising during the Show. Trade publications may be distributed from their booth, but automatic distribution is prohibited.
Live Animals: Live animals are prohibited.
Models: Booth representatives, including models or demonstrators, must be properly and modestly clothed. Revealing attire is prohibited.
Sound: Exhibits which include the operation of musical instruments, radios, sound projection equipment, public address systems or any noisemaking machines must be conducted or arranged so that the noise resulting from the demonstration will not annoy or disturb adjacent exhibitors and their patrons, nor cause the aisles to be blocked. Operators of noisemaking exhibits must secure approval of operating methods, from Show Management, before the exhibit opens. The cost of licensing fees is the responsibility of individual exhibitors for any music used in the exhibit hall.
Food and/or Beverage: Exhibitors must notify Show Management no later than 45 days prior to Show – August 5, 2022, of intent to serve food or beverage within your booth. Permits may be required by Show Management or city authorities. All food and beverage must be arranged through Walt Disney World Dolphin Resort via the banquet department.
Vehicles: Vehicles that are used as part of a display should have no more than a ¼ tank of fuel or 5 gallons, whichever is less. The tank must be taped shut or have a locking gas cap and the battery cables must be disconnected.
10. Social Activities
Exhibitor agrees to withhold sponsoring hospitality suites/rooms or other functions during official Association activities, including exhibit hours, social functions, educational seminars and any other related activity scheduled by Show Management. Requests for social activities must be submitted to Show Management for approval and acceptance. Non-exhibiting or non-sponsoring entities will NOT be allowed to produce, sponsor, host or offer, in any form or fashion, a social activity during the Convention.
11. Outside Activities
Exhibitor agrees not to exhibit, solicit business or conduct business in any location within 20 miles of Exposition from two days prior to opening through two days after closing (Sept. 20-26, 2022), without prior written approval of Show Management. Non-profit and charitable Exhibitors agree not to solicit funds or to operate fundraising events one week prior to ARA Convention within 20 miles of Exposition location. Funds may be solicited for non-profit or charitable causes only upon written permission of Show Management. If exhibitor fails to comply, Show Management reserves the right to prohibit business, display or advertisement of products at any time during the exposition.
12. Liability and Insurance
All property of the exhibitor remains under their custody and control in transit to and from the exhibit hall and while it is in the confines of the exhibit hall. Neither Show Management, its service contractors, the management of the exhibit hall nor any of the officers, staff members or directors of any of the same are responsible for the safety of the property of exhibitors from theft, damage by fire, accident, vandalism, acts of God, public enemy, riot, civil commotion or other causes. The exhibitor expressly waives and releases any claim or demand they may have against any of them by reason of any damage to or loss of any property of the exhibitor. It is recommended that exhibitors obtain adequate insurance coverage, at their own expense, for property loss or damage and liability for personal injury.
13. Indemnification
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor's activities on the premises and will indemnify, defend, and hold harmless the Hotel, its owner, and management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims. Exhibitor agrees that it will indemnify and hold and save Show Management whole and harmless of, from and against all claims, demands, actions, damages, loss, cost, liabilities, expenses and judgments recovered from or asserted against Show Management on account of injury or damage to person or property to the extent that any such damage or injury may be incident to, arise out of, or be caused, either proximately or remotely, wholly or in part, by an act, omission, negligence or misconduct on the part of Exhibitor or any of its agents, servants, employees, contractors, patrons, guests, licensees or invitees or of any other person entering the exhibition building with the express or implied invitation or permission of Exhibitor, or when any such injury or damage is the result, proximate or remote, of the violation by Exhibitor or any of its agents, servants, employees, contractors, patrons, guest, licensees or invitees of any law, ordinance or government order of any kind, or when any such injury or damage may in any other way arise from or out of the occupancy or use by Exhibitor, its agents, servants, employees, contractors, patrons, guests, licensees or invitees of exhibitor's booth. Such indemnification of Show Management by Exhibitor shall be effective unless such damage or injury results directly from the sole negligence, gross negligence or willful misconduct of Show Management. Exhibitor covenants and agrees that in case Show Management shall be made a party to any litigation commenced by or against Exhibitor or relating to this contract or such exhibitor's booth, then Exhibitor shall and will pay all cost and expenses, including reasonable attorney's fees and court costs, incurred by or imposed upon Show Management by virtue of any such litigation.
14. Care of Building and Equipment
Exhibitors or their agents shall not injure or deface any part of the exhibit building, the booths, or booth contents or show equipment and decor. When such damage appears, the exhibitor is liable to the owner of the property so damaged.
15. Other Regulations
Any and all matters not specifically covered by the preceding rules and regulations shall be subject solely to the decision of Show Management. Show Management shall have full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of exhibitors. Each exhibitor, and their employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence.
