NEA EXPO RULES AND REGULATIONS FOR ALL APPROVED EXHIBITORS FOR NEA EXPO 2018
CONTRACT FOR SPACE
Applicants for exhibit space are required to forward a formal application to CEPI management with a listing of all materials that will be displayed at the booth. No application will be considered unless accompanied by 50% of the exhibit space rental fee.
The formal notification of booth space assignment and acceptance of full payment by NEA
management constitutes a contract for the right to use this space. Full payment for space
must be received within 20 days of notification of space assignment.
Expo hours will be as follows:
- June 30, 2018, 9:00 a.m. – 5:00 p.m.
- July 1, 2018, 9:00 a.m. – 5:00 p.m.
Exhibits should be attended at all times during Expo hours by persons who are well prepared to discuss effectively all products and services. All booths must be carpeted or have some type of floor covering that meets fire marshal standards.
INSTALLATION AND DISMANTLING
Installation and dismantling hours will be specified in the Exhibitor Service Manual to be provided by ExpoPlus. Any space not claimed and occupied by 7 am, June 30, may be reassigned without refunding any portion of the rental fee. The exhibitor expressly agrees not to dismantle the exhibit or to do any packing before the final closing hour of the Expo at 5 pm on July 1. All exhibits must be removed by 12 pm, July 2 All exhibit spaces must be fully carpeted or have flooring. If not, carpet will be laid at the exhibitor’s expense.
LOCATION OF EXHIBITS
Exhibit placement is determined on the basis of the date of receipt of application, exhibitor proximity request, past history of exhibiting with management, and the amount of space required. THE NEA EXPO 2017 will be held at the Massachusetts Convention Center in Boston, MA. All measurements have been shown on the Expo diagram as accurately as possible, but exhibit management reserves the right to make any modifications necessary to adjust the floor plan to meet the needs of exhibitors, management, and agencies responsible for fire regulations and building management.
Cash sales are permitted in the Expo. Licenses to sell, payment of sales tax and other legal business requirements are the responsibility of the exhibitor. Purchasers of goods must be furnished with a bill of sale or appropriate receipt. Receipts must be provided for mail order sales where cash deposits are required. Food may not be sold without the written authorization of management. No items promoting alcohol, tobacco use or drug abuse may be sold.
FOOD AND BEVERAGE SAMPLING
No sample food or beverage products may be distributed without the written authorization of management.
GIVEAWAYS, DRAWINGS, AND DISTRIBUTION OF GIFTS
NEA requires for its own meetings that all premiums and merchandise sold to members or used as giveaways be union made. While NEA does not require its exhibitors to sell or give away only union-made products, such efforts are greatly appreciated. If union-made products are not available, preference should be given to products made in the U.S.A. There will be no drawings or prize giveaway announcements, with the exception of NEA giveaways. Exhibitors cannot require NEA delegates to be present at prize drawings or giveaways in order to win. If conducting a raffle or giveaway, exhibitors should collect the appropriate contact information to notify winners. Exhibitors should post drawing times and winners’ names at their booths, and should also provide in writing to management the winners’ names, contact information, and related prizes.
No exhibitor may photograph, take video footage, or make recordings of any type in the Expo or inside the convention center without the express consent and written approval of management show management or NEA. Exhibitors agree that photos taken by NEA or show management maybe used for promotional purposes only.
USE OF SPACE
The primary purpose of the Expo is as set forth in the GENERAL PURPOSE STATEMENT. All demonstrations, sales, or other forms of activities, must be confined to the exhibit booth. Exhibitors shall not assign, share or sublet any space allotted without the written consent of exhibit management. No interference with the space, light or view of other exhibitors will be permitted. No exhibit may exceed 8 feet in height, with the exception of island spaces 20’ x 20’ or larger, unless approved by exhibit management. Booth walls, side dividers and exhibits are limited to 4 feet in height for the first 5 feet from the aisle (half of total booth depth). For island spaces of 20’ x 20’ or more, booth construction is limited to 15 feet in height. Any banners or other signage must be made of fireproof material and must be hung by qualified personnel covered by appropriate insurance. Unfinished display surfaces are not permitted for any booth, and finishing of such surfaces will be ordered by exhibit management at the exhibitor’s expense.
CARE OF BUILDING AND EQUIPMENT
The exhibitors or their agents must not injure or deface the walls or floors of the building, the booths, or booth equipment. If defacement or damage occurs, the exhibitor is liable to the owner of the property for cleaning and/or repairs. Combustible materials or explosives are not permitted in the convention center.
Exhibitors must comply with city fire regulations. All materials used in decoration must be flameproof. Exhibits may not have closed ceilings. Electrical wiring must conform with National Electrical Code Safety Rules. If inspection indicates that any exhibitor has neglected to comply with these regulations or otherwise incurs fire hazards, exhibit management reserves the right to cancel all or such part of the exhibit that may be out of compliance.
Any Exhibitor who decides to cancel or downsize booth space must notify the Show Manager in writing. The percentage of fees to be forfeited will be determined by how
much in advance of the exposition opening this notice is received.
• 25% Cancellation more than 180 days prior to opening
• 50% Cancellation 120 to 180 days prior to opening
• 100% Cancellation fewer than 120 days prior to opening
Management reserves the right to deny any and all applications. Applicants must adhere to NEA policies and regulations on nondiscrimination. Applications may be denied because a proposed exhibit would not be in keeping with NEA’s standards, would be disruptive or offensive. In addition, applications may be denied based on the following: (a) The applicant refuses to submit sample materials to be used at the booth for management review; (b) The applicant’s materials are deemed to be obscene, distracting and/or not in keeping with NEA standards; (c) The applicant’s exhibit may interfere with other applicant’s use of exhibit space or of the Expo; (d) The applicant’s booth activities may disrupt and/or interfere with the transaction of business; (e) The applicant has been barred from the Expo for past actions or practices.
With the exception of NEA Affiliates, NEA Recognized Caucuses, or candidates running for NEA office, the NEA logo or name may not be used without the express written approval of NEA; nor, with the exceptions noted above, will any exhibitor be permitted to use exhibit booth space for the express purpose of changing NEA policy. A violation of these rules could result in removal of said exhibit and jeopardize the exhibitor’s future right to participate. In addition, exhibit management reserves the right to restrict or remove exhibits which, because of noise, method of operation, materials, or other infractions of rules and regulations, become objectionable. Any item, printed matter, photographic or digital media in any format, persons or conduct considered by management to be offensive may be restricted or removed. Exhibit management may also restrict or remove any exhibit which, in the opinion of management, may detract or otherwise disrupt the general proceedings of the Expo.
Exhibitors are prohibited from using Native American mascots, such as Redskins, and any derogatory and/or racist images in exhibitors’ exhibits, displays, materials and handouts. Management reserves the right to restrict or to remove exhibits considered by Management to be using Native American mascots, derogatory and/or racist images. Management reserves the right to determine what constitutes a derogatory or racist image.
LIABILITY AND INSURANCE
The exhibitor agrees to protect, and hold harmless NEA, CEPI and ExpoPlus from any damage or charges imposed for violation of any law or ordinance, as well as to comply strictly with the applicable terms and conditions contained in the agreement between the convention center and management. The exhibitor shall at all times protect and hold harmless the convention center, NEA and CEPI against and from all loss, cost or liability arising from or by reasons of the exhibitor’s occupancy and use of the Expo premises or any part thereof. Management must be provided with a certificate of insurance from each exhibiting company of no less than one million dollars comprehensive general liability.
Neither NEA, its officers, staff members nor agents will be responsible for the safety of the exhibitors, the property of the exhibitors from theft, damage by fire, accident, or other causes, but will use reasonable care and take security measures to protect the exhibitors from such loss. No responsibility is assumed for unpacked materials left in the exhibit area after the closing hour of the Expo.
Management strives to produce a professionally designed and coordinated exhibition. Exhibit management will provide draped booths and company identification signs for all exhibitors. Back walls of booths are 8 feet high; drapery for side dividers is 3 feet high. Booths are made of flameproof fabric assembled on aluminum frames. All booth spaces must be fully carpeted by the exhibiting company occupying the booth space. Failure to carpet space will result in a forced fee to carpet the booth space provided by the General Service Contractor.
Management will provide necessary security during the hours that the Expo is closed. However, the exhibitor is solely responsible for its own exhibit materials and should insure the exhibit against loss or damage.
THESE RULES AND REGULATIONS BECOME PART OF THE CONTRACT BETWEEN THE EXHIBITOR AND THE NATIONAL EDUCATION ASSOCIATION (NEA). THEY HAVE BEEN FORMULATED IN THE BEST INTERESTS OF THE EXHIBITORS. NEA RESPECTFULLY ASKS THE FULL COOPERATION OF THE EXHIBITORS IN THEIR OBSERVANCE. ALL POINTS NOT COVERED ARE SUBJECT TO THE DISCRETION OF NEA.