Exhibiting Rules and Regulations for Event Sponsors
RMI reserves the right to modify these Rules and Regulations to maintain the character of the Symposium and the experience of the attendees. Failure of Sponsor to follow these rules and regulations may result in eviction of Sponsor without refund, at RMI’s sole discretion. Additionally, RMI may prohibit the attendee and Sponsor from participating in or attending future RMI Events. If a Sponsor is evicted from the Symposium they must immediately dismantle and pack up their tabletop display area and leave the area of the Symposium.
Exhibit Space Assignments: Sponsor table space is limited to a select number of Sponsors. Table location may be selected on a first-pay, first-served basis, so an early Sponsorship commitment is recommended. The RMI Sponsor location assignments are binding on all Sponsors. RMI reserves the sole right to change the location of your assigned space at any time if RMI determines that the re-assignment is in the best interest of the Symposium. You will be notified of any re-assignment of your space once RMI has finalized all space assignments. If a Sponsor does not occupy its assigned space, RMI will occupy the space or re-assign the space in any manner that RMI considers being in the best interest of the Symposium. RMI occupancy or re-assignment of Sponsor’s space in no way whatsoever releases Sponsor from any of Sponsor’s obligations or liabilities outlined in the agreement.
Display Area Height: All table displays and associated marketing collateral must not exceed a height of 3′ over the provided table so as not to detract from and/or impede the view of your adjacent exhibitors or passersby. All other associated marketing collateral, including standalone signs/banners, must not exceed a height of 8’ from the floor, and must be contained within the allocated space. Signage must face the aisle that the front of the table faces. Double-sided signs are not permitted. Signage is not permitted in the walkways or areas between tables. Balloons are prohibited.
Signage Marketing Material Placement: Placement of signage or distribution of advertisements and/or promotional material of any kind may be made only within the space assigned to the Sponsor presenting such material. A firm or organization who is not a fully-paid Sponsoring company will not be permitted to solicit business within the Sponsor table area or in any other Symposium areas. Failure to abide by these conditions, as determined at RMI’s sole discretion, may result in the removal of the Sponsor table or the restriction or eviction of persons involved, without compensation to the Sponsor, and the Sponsor may forfeit the right to attend future RMI events.
Sponsor Exhibit Staffing: Sponsor table staff will be restricted to Sponsor’s employees and their RMI-authorized representatives. Staffers must wear their Symposium badges while attending the Symposium. RMI reserves the right to determine whether the character and/or attire of staffers is acceptable and in keeping with the best interests of the Symposium.
Aisle Traffic Flow: Obstruction of aisles so as to prevent and or impede traffic flow is prohibited. Any activity that results in a traffic flow impediment or creates a hazardous condition will not be tolerated. Failure to comply with this requirement may result in removal from the hotel.
Sound Levels: Loud, annoying, offensive or distracting noises emanating from Sponsor table area will not be permitted. Mechanical or electrical devices which produce sound must be operated so as not to disturb other Sponsors. RMI reserves the right to determine the placement of all sound equipment and whether sounds are emanating at an acceptable sound level or are annoying offensive or distracting.
Care of Sponsor Exhibit Space: RMI will maintain the cleanliness of areas in front of and between the Sponsor tables. It is up to the Sponsor to keep its table area in good order at all times. All tables/table displays must remain fully intact until the Symposium has officially closed. Disturbing or tearing down the table display before the official close of the Symposium can result in RMI’s refusal to accept or process Sponsors application for subsequent Symposiums or other RMI events.
Outside Food and Beverage Policy: The hotel requires that ALL food and beverage distributed by RMI or Sponsors to be purchased from the hotel directly. There are no exceptions. If you would like to purchase food or beverage please contact the hotel’s Food and Beverage Department directly through hotel/venue. The hotel/venue reserves the right to confiscate any items considered a violation of this policy without compensation and may eject the offender from the premises. RMI will not be liable for any damages to anyone who violates any hotel policy.
All food and beverage, including service equipment, must be contained within your contracted exhibit space. No additional space will be allocated to accommodate the service of food and beverage.
Sponsor Exhibit Installation and Dismantle: Set-up of exhibiting tables will be 1 PM – 5 PM ET on Monday, April 20. All exhibit space must be finished with set up by 5 PM ET as the registration desk opens at 5 PM ET. If you do not advise RMI of any delays, the assigned space will be regarded as abandoned and may be reassigned at RMI’s sole discretion. Tear down of Sponsor’s display and other materials will be between 10 AM- 12 PM ET on Wednesday, April 22. Sponsor’s display and other materials must be removed from their assigned space no later than 12 PM ET Wednesday, April 22. If Sponsors materials are not removed within the allotted time, RMI reserves the right to ship the materials via a carrier of RMI’s choosing COD or dispose of it without liability to RMI.
Shipping and Receiving of Sponsor Display Materials: All shipping and receiving of display materials will be the sole responsibility of the Sponsor, per the hotel shipping instructions provided by RMI.
Auxiliary Exhibit Space Services: Sponsor will be responsible for the ordering and payment of any additional materials or services ordered including special furnishings, decorations, AV, etc.
Security: The table displays are located in a non-secured area of the hotel, thus all equipment and materials left unattended on the Sponsors’ tables are the sole responsibility of the Sponsor. All materials brought in by the Sponsor are the Sponsor’s own risk. Sponsor is solely responsible for safeguarding its table and its contents at all times.
Insurance: Each Sponsor shall obtain, and maintain in force, all forms of insurance appropriate to protect itself and the RMI. For clarity, Sponsor is liable for any damage caused to hotel floors, walls, or columns, or hotel-provided furniture, or to other exhibitors’ property. Sponsor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damages to tabletop displays, equipment, and other property brought into the hotel, and shall indemnify, defend, and hold harmless the hotel, its owners, affiliated companies, agents, servants and employees.
Subleasing: Sponsors may not sublease their tabletop space. Sublease in this use includes renting, sharing, donating or in any way allowing another company or person to display or advertise in a Sponsor’s space.
Miscellaneous: RMI’s failure to exercise any right provided for herein shall not be deemed a waiver of any further rights hereunder. RMI shall not be liable for any failure to perform its obligations hereunder where such failure results from any cause beyond RMI’s reasonable control. If any provision of this Agreement is found to be unenforceable or invalid, that provision shall be limited or eliminated to the minimum extent necessary so that this Agreement shall otherwise remain in full force and effect and enforceable. This Agreement shall be governed by the laws of the State of Ohio and the parties shall submit to the exclusive jurisdiction of the Ohio courts. A party that substantially prevails in an action brought under this Agreement is entitled to recover from the other party its reasonable attorneys’ fees and costs. The parties further agree that, to the extent permitted by law, valid service of process in any such action or proceeding may be achieved as follows: a) delivered by hand; b) sent by fax or email (with receipt confirmed), provided that a copy is mailed the same day by registered or certified mail, return receipt requested; or c) when received by the addressee if sent by Express Mail, Federal Express or other express delivery service. Both parties agree that this Agreement is the complete and exclusive statement of the mutual understanding of the parties and supersedes and cancels all previous written and oral agreements, communications and other understandings relating to the subject matter of this Agreement, and that all modifications must be in a writing signed by both parties, except as otherwise provided herein. No agency, partnership, joint venture, or employment is created as a result of this Agreement and you acknowledge that you do not have any authority of any kind to bind RMI in any respect whatsoever.