2019 NSCLC Exhibitor guidelines & regulations

DISPLAY GUIDELINES

A standard booth consists of a 6ft table with skirted table cloth and two chairs. Display may not obscure the sight line of other exhibitors and must not interfere with aisle traffic. Order other equipment and electricity directly through the DoubleTree Exhibitor & Equipment Rental Order Form, available here.

EXHIBIT HALL ASSIGNMENTS

Booth locations are assigned on a first-come, first served basis. Contact Trisha McHugh, Operations Manager, at admin@hatchingresults.com for information about current booth availability and view the full floor plan here.

GENERAL

Exhibitors must confine their activities to their contracted space. Exhibitors should comply with all rules and regulations of the conference venue and Hatching Results, LLC related to the conference. Exhibitors shall exercise reasonable care for the protection of their materials and display in the designated exhibit area only.

CONFERENCE SCHEDULE 2019

EXHIBITOR SET-UP:
Sunday, March 3rd, 4:00 PM—6:30 PM
Monday, March 4th, [TBD]—[TBD]

EXHIBIT HALL OPEN:
Monday, March 4th, [TBD]—[TBD]
Tuesday, March 5th, [TBD]—[TBD]

EXHIBITOR MOVE OUT:
Tuesday, March 5th, 1:00 PM—4:00 PM

INSTALLATION & REMOVAL

All exhibits should be operational through [X:XX] on March 5, 2019. Thereafter, packing, take-down, and removal shall be done as quickly as possible. Exhibitors shall not deface or harm the property in which the exhibits are housed. Nothing shall be tacked, nailed, or screwed to walls, floors, columns, or other parts of the conference venue without the permission of the DoubleTree by Hilton San Diego—Mission Valley.

STORAGE

Crates, boxes, and other packed materials shall be stored under skirted tables or away from the visible display area. Materials in violation of this rule will be considered refuse and discarded. Fire regulations must be strictly followed. Varying overnight storage fees apply. Boxes being shipped to and from the DoubleTree by Hilton San Diego—Mission Valley will be charged a $2.50 per box and $20.00 per palette charge in and out delivery fee. Please refer to the DoubleTree Exhibitor & Equipment Rental Agreement, available here.

LIABILITY

The exhibitor agrees to make no claim, for any reason whatsoever, against Hatching Results, the DoubleTree by Hilton San Diego—Mission Valley, or any other contractors for loss, theft, damage or destruction of goods, or for any injury to self or employees. Nor will any claim be made for any damage of any nature, including damage by reason of failure to provide space for the exhibit, or for removal of the exhibit or for failure to hold the conference as scheduled.

FAILURE TO OCCUPY SPACE

Should any reserved exhibitor space remain unoccupied on opening day or should any space be forfeited due to failure to make payment, Hatching Results reserves the right to rent that space to any other exhibitor or use that space for such purposes as it may see fit without any liability on its part. The exhibitor is obligated to pay the full amount specified in the reservation agreement should Hatching Results not resell the space.

ACCEPTABILITY OF EXHIBITS

Hatching Results reserves the right to refuse to sell exhibit space to any company it deems objectionable or not in line with our mission. Additionally, Hatching Results reserves the right to require exhibitors to remove promotional materials from the exhibit hall floor that are deemed objectionable.

FIRE, SAFETY, AND HEALTH

The exhibitor agrees to accept full responsibility for compliance with local, city and state fire, safety, and health ordinances regarding the installation and operation of equipment. Necessary fire precautions will be the responsibility of the exhibitor.

DAMAGES TO PROPERTY

Exhibitors are liable for any damage caused to building floors, walls, columns or tables, or to any other exhibitor’s property. Exhibitors may not apply paint, lacquer, adhesive, or other coating to building columns, floors, walls, or tables.

EXHIBIT CANCELLATIONS

In the event written notification of intent to cancel is received by the NSCLC Conference Committee at admin@hatchingresults.com by February 5, 2019, all sums paid by the exhibitor, less a service fee of $50 per booth, will be refunded. No refunds will be granted after February 6, 2019. All storage and handling charges due to failure to remove exhibit materials from the display or storage area at the end of the move-out period shall be the responsibility of the exhibitor. If move-in and move-out are not conducted during scheduled time, a fee may be assessed.

CONFERENCE CANCELLATION OR RELOCATION

If Hatching Results fails to hold its conference as herein provided, relocates its conference site to another hotel or city or fails to furnish exhibit space as reserved, it shall refund to exhibitor in full settlement of any loss or damage suffered or claimed by exhibitor.