CONTRACT FOR EXHIBIT SPACE
2010 National Conference on Allied Health Education (NCAHE)
Hosted by the Accrediting Bureau of Health Education Schools (ABHES)
7777 Leesburg Pike, Suite 314 N., Falls Church, VA 22043
Planet Hollywood Resort & Casino * Las Vegas, Nevada * February 10 - 12, 2010
Subject to the "Rules Governing Exhibits" printed in this contract, we hereby request space assignment for
exhibit purposes as listed below:
$ 900 tabletop exhibit fee (received on or before August 24, 2009) *Early Bird Special
______ $1,000 tabletop exhibit fee (received on or before September 28, 2009)
$1,200 tabletop exhibit fee (received on or before January 4, 2010)
$1,300 tabletop exhibit fee (received after January 4, 2010)
$ 200 per additional company representative beyond the two included in the tabletop exhibit fee
Exhibit price includes one six-foot table, standard linen and table skirting, one trash can, and two chairs.
Also included is complimentary admission for two exhibit personnel to all program sessions and exhibit
hall functions (refer to Admission under Rules Governing Exhibits for specific details.) A fee of $200
per person will be charged to exhibitors wishing to bring additional company representatives
beyond the two complimentary admissions included in the tabletop exhibit fee.
Company_______________________________________________________________________________
Address ________________________________________________________________________________
City___________________________________________ State _______________ Zip_________________
Phone_________________________________________ Fax ____________________________________
Email___________________________________ Web __________________________________________
Printed name & Title ________________________________________________________
Signature_____________________________________________________ Date _____________________
Attached is my check/money order for $______________________.
DO NOT WRITE BELOW THIS LINE
The Accrediting Bureau of Health Education Schools (ABHES) agrees to furnish Exhibit Number(s)
________, price $________, subject to the "Rules Governing Exhibits," which are hereby made a part of this
contract.
Date__________________ Signature_______________________________________________________
For the Accrediting Bureau of Health Education Schools
Send signed contract and full contract payment to:
Kelli Blocher
Accrediting Bureau of Health Education Schools
7777 Leesburg Pike, Suite 314 N
Falls Church, Virginia 22043
A completed copy of the countersigned contract and a confirmation letter will be provided to each
exhibitor upon receipt of all required information and registration fee.
Contract for Exhibit Space for 2010
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Rules Governing Exhibits
Host: The conference exhibits are hosted by the Accrediting Bureau of Health Education Schools located at
7777 Leesburg Pike, Suite 314 N., Falls Church, Virginia, 22043. For convenience hereinafter, the host is
designated as "ABHES" or "the Bureau".
Contract for Space: By submitting a contract for exhibit space, the Exhibitor releases ABHES and its
agents from any and all liabilities to Exhibitor, its agents, licenses, or employees that may arise or be asserted
as a result of submission of a contract or of participation in the Conference. ABHES determines the
eligibility of any company or product for exhibit and reserves the right to reject any contract for exhibit space.
Acceptance of a contract does not imply endorsement by ABHES of the Exhibitor's product, nor does
ABHES warrant, either expressly or by implication, the efficacy of the products displayed at the exhibit.
Exhibit Assignment: Reservations for space will be made according to a priority system giving preference
to those vendors who cater/service the allied health industry. A limited number of tables will be made
available to non-allied health Exhibitors, however, once the cap is reached, additional non-allied health
Exhibitors will be placed on a waiting list until ABHES is able to determine whether it can accommodate
these Exhibitors. Within the priority system, exhibits are available on a first-come, first-served basis.
Rates and Payments: Remittance of the total rental price must be received by the Bureau no more than
fourteen (14) calendar days after the exhibit space(s) is reserved. Checks or Money Orders should be made
payable to the Accrediting Bureau of Health Education Schools. If payment is not received within
fourteen (14) calendar days after the exhibit space(s) is reserved, ABHES is not obligated to hold the table
and as such, this table may be reassigned, held for, or sold to another interested party.
Installation, Showing, and Dismantling: The conference will run for two days. All displays should be
fully set-up by 4:00 p.m. on Wednesday, February 10, 2010, unless previously approved by ABHES.
The exhibit hours, subject to changes authorized by ABHES, are as follows:
Wednesday, 2/10/10
12:00 p.m. – 4:00 p.m.
5:00 p.m. – 7:00 p.m.
Exhibitor Registration and Table Set-Up
Exhibiting/Opening Cocktail Wine & Cheese
Social Reception
_______________________________________________________________________________________
Thursday, 2/11/10
8:00 a.m. – 10:00 a.m.
10:00 a.m.
12:00 p.m.
2:00 p.m.
5:00 p.m.
Friday, 2/12/10
– 12:00 p.m.
– 2:00 p.m.
– 4:00 p.m.
– 7:00 p.m.
8:00 a.m. – 9:00 a.m.
9:00 a.m. – 11:30 a.m.
11:30 a.m. – 12:00 p.m.
12:00 p.m. –
Contract for Exhibit Space for 2010
2:00 p.m.
Exhibiting/Continental Breakfast/
General Assembly
Breakout Sessions
Exhibiting/Luncheon/Guest Lecturer
Breakout Sessions
Conference Reception
Exhibiting/Deluxe Breakfast
General Session/Presentations
Exhibiting/Awards Ceremony
Prize Drawings
Dismantling of Tabletop Exhibits
Page 2 of 4
Tabletop exhibits will be available to Exhibitors for set-up only after 12:00 p.m. on Wednesday,
February 10, 2010. It is each Exhibitor's responsibility to see that all of his/her merchandise is removed
from the Exhibit Hall and exhibit space is left in good order by 2:00 p.m., Friday, February 12, 2010.
Exhibit Space: One six-foot table, standard linen and table skirting, one trash can, and two chairs will be
provided for each exhibit. Signage, pamphlets, advertising, etc. may only be hung on the table skirting. If
Exhibitors hang any items on the walls of the exhibit hall or other unapproved areas, these items will be
removed by ABHES or its representatives. Exhibits must fit on the six-foot table provided or in the space
allotted for the six-foot table. Space between the exhibits must remain free from obstruction. ABHES and its
representatives reserve the right to dismantle any exhibit or exhibit-related paraphernalia determined to be a
hindrance to neighboring Exhibitors.
Exhibits must be staffed at all times during exhibition hours and absolutely no dismantling of displays is
allowed before 12:00 p.m. on Friday, February 12, 2010. There are no exceptions to this rule.
Exhibitors not heeding this requirement will lose priority for table space at subsequent ABHES
conferences. Companies who elect to bring additional representatives beyond those covered by the exhibit
fee are reminded to be cognizant of space limitations and the rights of other exhibitors. ABHES suggests
rotating exhibit personnel to alleviate overcrowding at the tables.
Shipments: There will not be a general services contractor for this show. All shipments must be coordinated
directly through the Planet Hollywood Resort & Casino. ABHES assumes no responsibility for ensuring the
delivery and removal of materials to and from the exhibit space. Shipment procedures have been established
by the Planet Hollywood Resort & Casino and are subject to change without notice. All charges incurred for
shipping and transport of boxes within the hotel are the responsibility of the Exhibitor and any associated fees
must be paid directly to the Planet Hollywood Resort & Casino. Due to limited storage space at the Planet
Hollywood Resort & Casino, shipments must arrive no more than two (2) days prior to the exhibitor’s
arrival.
Boxes being shipped to the Planet Hollywood Resort & Casino should be addressed as follows:
Guest Name and/or Group Name
Planet Hollywood Resort & Casino
c/o Business Center
3667 Las Vegas Blvd., South
Las Vegas, NV 89109
(702) 785-5499
Hold for:
Your Name
Company/Event Name
Arrival Date
Liabilities: The Exhibitor indemnifies and agrees to hold harmless ABHES and the Planet Hollywood
Resort & Casino and their officers, directors, employees and agents, from and against any actions, losses,
costs, damages, claims, and expenses (including attorney's fees) arising from any damage to property or
bodily injury to Exhibitor, his/her agents, representatives, employees by reason of the Exhibitor's occupancy
or use of the exhibition facilities, unless the hotel is negligent in the performance of its duties.
Additional Fees: Orders for wiring or other electrical work, as well as other special services, must be placed
directly with the Planet Hollywood Resort & Casino in advance of the Conference. Any additional fees for
special services will be charged directly to the exhibitors prior to or during the Conference. Exhibitors are
permitted to use pre-fabricated table-cover or tarp-style signs without being charged a fee by the Planet
Hollywood Resort & Casino. If an Exhibitor requires a sign or banner to be hung, a fee may be charged by
the Planet Hollywood Resort & Casino for hanging signage. Exhibitors must contact the hotel for current
pricing and payment options by calling the Business Center directly at (702) 785-5499. A listing of additional
Contract for Exhibit Space for 2010
Page 3 of 4
miscellaneous Exhibitor charges including the cost of electricity may be obtained by contacting the hotel.
These fees are established by the Planet Hollywood Resort & Casino, are subject to change, and purchase of
the items must be arranged directly with the Planet Hollywood Resort & Casino either before or during the
conference.
Admission: ABHES shall have sole control over all admission policies at all times. All persons staffing the
exhibit tables will be required to wear an appropriate name badge while at the conference. Exhibit personnel
must be employed by the company they are representing. ABHES and its representatives reserve the right to
remove anyone from the conference who is found in violation of this requirement. If an exhibiting company
abuses this rule, it will be subject to reprimand and/or revocation of the exhibit table.
Special Restrictions: (a) Exhibitors are prohibited from using amplifying equipment which might distract
from or interfere with adjacent exhibits; (b) Exhibitors must confine their activities to the space for which
they have contracted; (c) Exhibitors will not be permitted to use strolling entertainment nor to distribute
samples or souvenirs except from their own tabletop exhibits; (d) Exhibitors are prohibited from using
costumed persons or mannequins, unless prior approval to do so is sought and granted by ABHES; (e) Fire
laws must be strictly enforced. Wiring must comply with fire department and underwriters rules. Special
electrical needs must be discussed with the Planet Hollywood Resort & Casino in advance of the conference
for submission to Fire Marshall. Any fees associated with electricity or audio-visual equipment must be paid
directly to the Planet Hollywood Resort & Casino by the Exhibitor prior to the commencement of the
conference. Aisle and fire exits cannot be blocked by exhibits; (f) Exhibits which, in design or operation, are
objectionable in the opinion of the Bureau will be prohibited; (g) No work of an excessively noisy nature will
be permitted in the exhibit hall while business meetings are being conducted in an adjacent meeting space.
Failure to Occupy Space: Any space not occupied by 5:00 p.m. on Wednesday, February 10, 2010, may be
forfeited by the Exhibitor and this space may be resold, reassigned, or used by the Bureau as it sees fit,
without refund; unless arrangements for delayed occupancy have been approved by ABHES in advance.
Cancellation and Refunds: In the event of cancellation of the Conference due to fire, strikes, government
regulation, or other causes beyond ABHES’ control, ABHES shall not be liable for failure to hold the
Conference as scheduled, and ABHES shall determine the amount of exhibit fees to be refunded. In the event
of cancellation by Exhibitor, 50% will be retained by ABHES if notice of cancellation is received in writing
by January 20, 2010, and no refund will be made for cancellation after January 20, 2010. Special
consideration for cancellation may be permissible if extenuating circumstances are presented by the Exhibitor
and ABHES is able to resell the exhibit space at least one month prior to the start of the National Conference
on Allied Health Education. Under these special circumstances in which the Exhibitor’s space is resold, the
entire registration fee, less a service charge of $50.00, will be refunded after the space is resold.
Hold Harmless: The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims
arising out of Exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the
Hotel, its owner, and its management company, as well as their respective agents, servants, and employees
from any and all such losses, damage, and claims.
Amendments: The Bureau, through its Management, has sole authority to interpret and enforce all rules and
regulations contained herein, to make any amendments thereto, and to make such further rules and
regulations as shall be necessary for the orderly conduct of the Conference.
Contract for Exhibit Space for 2010
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