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Exhibitors and Sponsors

RAPS Convergence is the premier event for access to regulatory professionals working in the medical device, pharmaceutical and biotech industries. In addition to working in submissions and compliance, our attendees play integral roles in every stage of the healthcare product lifecycle including development, distribution, marketing and post-market surveillance.

Convergence delivers focused learning, visionary road-maps and optimal networking with like-minded professionals.

Why Exhibit?

Engage with Customers

Convergence is an effective way to strengthen business relationships, recruit regulatory talent and showcase your products and services.

Build New Business

Networking is a top priority for Convergence attendees and RAPS has designed the new virtual format to maximize opportunities to connect with key decision-makers, develop new relationships and generate awareness of your brand.

Demonstrate Expertise

Help attendees navigate the complexities of today’s global regulatory landscape by demonstrating your expertise and solutions.

Exhibitor and Sponsor Profile

Companies across multiple industries exhibit at Convergence, making it the largest gathering of partners and suppliers for the regulatory affairs community.

  • Consultants
  • CRO’s
  • Notified Bodies
  • Translation Services
  • Regulatory Intelligence
  • Compliance/Regulatory Software
  • Talent Acquisition
  • Training

For information on exhibits and sponsorship opportunities, please contact:

Leslie LeGrande, CEM
Senior Sales Executive
+1 301 770 2920, ext. 221
exhibits@raps.org

Tools for Exhibitors

2020 Rules and Regulations for RAPS Convergence Exhibitors

This Exposition is produced by and is the property of RAPS. RAPS will provide for exposition management either directly or through a third party.
RAPS reserve the right to determine the eligibility of any Exhibitor and reserves sole control over admission policies. RAPS reserve the right to make changes to admission policies in the time schedule or in the general plan of the Exposition as may be deemed by RAPS to be in the best interests of exhibitors and the Exposition generally.
Upon acceptance by RAPS, the order for booths, assignment of space, and the full payment of rental charges by the deadlines outlined, this Application/Contract for Exhibit Space constitutes a binding contract (the “Contract”) for rental of the space assigned by RAPS to the exhibitor named herein (“Exhibitor”). Contract to be fulfilled and completed online through Cadmium (Exhibitor Portal).
To reserve space, Exhibitor must complete this Contract through Cadmium and send full payment to RAPS. Exhibitor should make booth selection through Cadmium. Exhibitor should make a copy of the completed Contract for its records. RAPS will provide Exhibitor with a payment confirmation via email. If payment has not been received within two weeks after the exhibitor contract is submitted, RAPS reserves the right to cancel the reservation for space and to sell the space to another exhibitor without any rebate or allowances to Exhibitor. Access to the RAPS show floor is contingent on booth rental being paid in full.
All cancellations must be requested in writing. Booths cancelled on or before 1 February 2020, there will be no penalty fee. Booths cancelled from 2 February 2020 through 1 May 2020, 50% of the booth cost will be retained. If your booth is cancelled after 1 May 2020, the full cost of the booth will be retained and no refund or credit will be issued.
All exhibits must be completed and in place by 4:00 pm, Sunday, 13 September 2020, for the Exhibit Hall Opening Reception from 6:00 pm – 7:30 pm. Official opening time will be published in the exhibitor service manual. RAPS reserve the right to set, at Exhibitor’s expense, any booth(s) not in compliance or not set at the end of exhibit set up, 4:00 pm, Sunday, 13 September 2020. RAPS reserve the right, should any rented space remain unoccupied at 4:00 pm, Sunday, 13 September 2020, or at any time thereafter, to rent or occupy said space. RAPS will be not issue any refunds or credits under these circumstances. This section shall not be construed as affecting the obligation of Exhibitor to pay the full amount of the rental provided for in this contract for space, nor shall it affect the right of RAPS to retain as liquidated damages the whole or any part of the rental received.
Space not occupied by the close of the exhibition setup will be forfeited by Exhibitor. The exhibit space will then be used at the discretion of RAPS.
  • Tabletops: 6’x 30” table, draped, includes Pipe and Drape
  • Booths 10’x 10’ or 10’x 20’, includes Pipe and Drape
    Floor: Concrete, with a limited load of 350 lb./square foot
Note: Any display exceeding 8’ in height must be approved in advance and in writing by RAPS.

TABLETOPS. Tabletops: 6’x 30” table, draped, one-color draping, 7”x 44” identification sign with company name and booth number, and limited security services. Purchase includes carpet and table. No backdrops or large-free standing booths will be allowed. Any exhibits or literature racks, computer stands, etc. that are designed to be displayed on the floor will not be allowed. This includes in back of, on the sides or in the front of the table. Only exhibits and literature that can be displayed on the top of a 6’x 30” draped table will be permitted. Any company that does not comply with the aforementioned policies, will not be permitted to exhibit. In these cases, no refunds or credits will be issued. Contact Show Management for approval of tabletop designs and exhibits.

INLINE BOOTHS. Inline booth spaces are arranged in a straight line. Inline booths have only one side exposed to an aisle and are arranged in a series along a straight line. The back wall of any construction in a linear booth shall not exceed 8’ in height including signage. All display material is restricted to a maximum height of 4’ in the front half or front 5’ of the booth and a maximum of 8’ in the rear half or the rear 5’ of the booth. Booth space side dividers are 3’ high. Inline booths include an 8’ high back wall drape and 3’ high side rail, one-color draping, 7” x 44” identification sign with company name and booth number, and limited security services. Carpet, table, chairs and additional booth furniture are NOT included and must be purchased or rented separately by the exhibitor.

CORNER BOOTHS.A corner booth is an inline booth exposed to aisles on two sides. All other guidelines for inline booths apply.

RAPS retain sole discretion and authority in the placement, arrangement and appearance of all displays. The following types of exhibits have been approved by RAPS, a “good neighbor policy” should be in effect at all times on the exhibit floor. All exhibits must conform to these regulations. Exhibits not in compliance must be brought into compliance prior to the end of exhibit set up. All dimensions indicated are outside measurements. Consult your floor plan for size of exhibit space. Build your display to fit inside this area. Booth backwalls, including identification signs and decorations, must not exceed 8’ in height. The standard height for all exhibits is 8’. Standard Booth: One or more standard (10’ x 10’) booths in a straight line. Background and end sections, including signs, must not exceed 8’ in height. End sections may be extended out from the back line at their 8’ height for half the distance of the depth of the booth. From that point until they reach the aisle, the end sections may not exceed 4’ in height. This type of display is permitted anywhere in the Exhibition Hall except in the area reserved for island exhibits. Note: Where an Exhibitor’s display is built beyond the limitations and restrictions as set forth in this contract, RAPS reserves the right to correct such display violations by having Exhibitor alter, remove or rearrange any or all of the display so that it will comply with regulations. If the Exhibitor is not available to make such corrections, RAPS has the authority to make any and all necessary corrections at the Exhibitor’s expense. In cases where the reverse side of an Exhibitor’s backwall, sidewall, riser, display, or table(s) is exposed to view, such portion of this display must be suitably finished with fireproof material so that no part of the display construction, electrical wiring, or the like, can be seen from the aisles or adjoining booths belonging to other exhibitors. Booth carpet is required for all exhibits and must be ordered by or provided by and at the Exhibitor’s expense. If Exhibitor’s plans are not consistent with or differ from the descriptions contained herein, Exhibitor must contact RAPS for clarification. Should Exhibitor desire to use booth equipment, signage, decoration, or display arrangements other than what is described in this Contract or which conflicts in any way with what is described in this Contract, Exhibitor must submit two (2) copies of a detailed sketch, photograph, or proposed layout to at least three months in advance of the opening of the Exhibition, and obtain advance written approval from RAPS. RAPS will not approve unsafe exhibit construction, or any which encroach upon the aisles or other exhibit areas.

Exhibitor badges will be issued for each exhibiting company based on the size booth that is purchased and shall be restricted to full-time employees of exhibiting organizations or other authorized representatives of exhibiting firms approved by RAPS who are actually “staffing” the exhibit booth during published move-in, show open and/or move out hours. All exhibit personnel shall wear proper badge identification at all times, as provided by RAPS, prominently displayed for viewing by RAPS or the representatives of the official contractor for security, at all times. Badges are not transferable and those worn by other than the person to whom issued will be confiscated.
One complimentary full conference registration will be allowed for any Tabletop (6’x30”) exhibit space rented and any 10’x10’ square feet of exhibit space rented. Any 10’x 20’ exhibit spaces rented will receive two (2) complimentary full registrations. This entitles official exhibiting company representatives to attend all educational events on Monday, 14 September and Tuesday, 15 September 2020. The pre-conference workshops on Saturday, 12 September and Sunday, 13 September 2020 ARE NOT INCLUDED with your full conference badge. If you are interested in the pre-conference workshops, you will have to register for them separately and independently at the established rate through the RAPS’ 2020 Regulatory Convergence general registration.
Each Exhibitor organization must name at least one person to be its official representative, with authorization to enter into such service contracts necessary for the installation and removal of exhibits and the provision of services, for which the Exhibitor will be responsible. At least one person must be in the exhibit booth during all hours the Exposition is open.
Sunday, 13 September 2020, 6:00 pm – 7:30 pm (Exhibit Hall Opening Reception); Monday, 14 September 2020, 9:30 am – 4:00 pm; and Tuesday, 15 September 2020, 9:30 am – 4:00 pm.
The official exhibitor services decorator can be reached at the address and telephone number shown below and will also maintain a service desk in the Exhibit Hall.

FreemanTBD

Only confirmed exhibitors will receive an exhibitor service manual in advance of the conference. Additional information and order forms for services and equipment (booth furnishings, computer rental, labor, electrical, and telephone orders, shipping, etc.) will be provided in the service manual. Exhibitor is advised to place orders for service in advance of the conference. Hand carried items may only be carried through public/entrance building doors. Note: Carpeting is required for the purchase of a 10’x 10’ or 10’x 20’ booths and must be ordered and paid for in advance by the Exhibitor. Tabletop exhibits purchases come with carpet. Company may use their own carpeting and furniture but must inform Show Management by 1 May 2020. Items must be shipped with booth and cannot be hand carried.
Tentative exhibitor set-up and tear-down hours (subject to change): Set-up: Sunday, 13 September 2020, 9:00 am – 4:00 pm. Tear-down: Tuesday, 15 September 2020, 4:00 pm – 9:00 pm. (Dates and Times are subject to change). If Exhibitor intends to use a third-party Set-Up Company, it must notify RAPS via an Exhibitor Appointed Contractor (EAC) form and an accompanying Certificate of Insurance (COI) covering such third party no later than 1 June 2020. No dismantling or packing may begin prior to closing time without the advance written permission of RAPS. If Exhibitor acts in breach of this provision, it shall pay as compensation for the distraction caused to the appearance of the Exposition an amount no less than $2,500 for the Exhibitor’s allocated area, in addition to sums otherwise due under this Contract. Exhibitors dismantling or packing exhibits prior to official closing time at 4:00 pm on Tuesday, 15 September 2020 will also forfeit reservation priority (priority points/revenue) and/or participation for future RAPS events. In addition to the foregoing, Exhibitor agrees to adhere to the procedures, rules, and regulations regarding set-up and tear down published in the exhibitor service manual.
Persons, companies or organizations that have not contracted with RAPS to occupy space in the Exhibit Hall will not be permitted to display or demonstrate products, services or solicit orders, or distribute advertising materials in the official meeting spaces, exhibit areas, parking lots or in any space in a RAPS contracted hotel.
If the premises where the Exposition is to be housed, in the sole determination of RAPS, are destroyed or damaged, or the Exposition fails to take place as scheduled or is relocated or interrupted and discontinued or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, act of war, act of God, emergency declared by any government agency, or for any other reason, this contract may be terminated by RAPS. In the event of such termination, Exhibitor waives any and all damages and claims for damages and agrees that the sole liability of RAPS shall be to return to Exhibitor the Exhibitor’s space payment received.
RAPS reserve the right to curtail exhibits or parts of exhibits, and reject any sponsorship activity, that conflict with or reflect negatively on the character of the Exhibition or RAPS, to rearrange or revise the floor plan and/or relocate any exhibit booth at RAPS’ discretion and without notice where doing so is in the best interest of the Exhibition.
Exhibitor agrees not to assign or sublet the whole or any portion of the rented space covered by this contract. Subletting or sharing any part of the exhibit space by an exhibitor is prohibited. All signs, advertisements, publications, materials, products, and company representatives’ badges must reflect the name of the contracted exhibiting company. Any violation of these regulations may result in an immediate removal of the booth and materials in violation.
In the event that an exhibiting company merges with, is acquired by, or purchases another exhibiting company, you must notify RAPS Show Management in writing of such changes.
The aisles and all other spaces in the Exposition area shall be under the control of RAPS. All displays, interviews, conferences, distribution of literature, lectures or any other type of activity shall be conducted inside the space contracted for. Standing in aisles or in front of exhibit booths of other exhibitors for advertising purposes is strictly prohibited. Exhibitor is not permitted to sell items for delivery on the show floor. Solicitation by non-exhibitors or persons connected with non-exhibiting companies are prohibited from any dealing, exhibiting, or soliciting within the hall.
RAPS will provide overnight security from installation through dismantling and will exercise reasonable care for the protection of Exhibitors’ materials and displays. This service is in no case to be understood by Exhibitors as a guarantee to them against loss, theft, and/or damage of any kind. RAPS will be not liable for the safety of the Exhibitors’ property from loss, theft, and/or damage by fire, accident, or any other causes. Exhibitors wishing to insure their materials must do so at their own expense.
Exhibiting companies are permitted to distribute promotional materials (giveaways) and other items at their assigned booth location only. All items distributed must be useful to the professional activities of the meeting attendees and must be made available to all meeting attendees as long as supplies last.

BOOTH ACTIVITIES. Exhibiting companies wishing to conduct activities within their booths should contact Show Management by email at exhibits@raps.org for guidelines and permission. Exhibiting companies wishing to conduct contests or drawings should contact Show Management by email at exhibits@raps.org for guidelines and permission.
Exhibitors are only able to offer food and beverage during the show, per the advanced approval of the Henry B Gonzalez Convention Center Catering Manager. All food and beverage must be coordinated and ordered through the Henry B. Gonzalez Convention Center catering department. No outside food or drinks are allowed. Show Management must be informed in writing of any interest in the distribution of food and beverage at booths.

The following rules apply:
  • Specific requests must be approved by RAPS Show Management
  • Specific requests must adhere to all rules and regulations outlined by the venue
  • All food and beverage orders and payment must be coordinated with the venue directly
  • Distribution of food and beverage must not create a fire hazard or crowd outside of your booth space
  • Food and beverage cannot be directly promoted to meeting attendees other than signage onsite within your booth space
  • Food and beverage should not disrupt neighboring exhibitors
  • RAPS reserve the right to discontinue food and beverage service at any time
  • Additional rules may apply. Contact Show Management at exhibits@raps.org
The official name of the event is the RAPS’ 2020 Regulatory Convergence. The meeting dates are 12-15 September 2020. The exhibit dates are 13-15 September 2020. The location is at the Henry B. Gonzalez Convention Center, Hall 1, San Antonio, Texas. The hashtag is #2020RAPS. Exhibitors should adhere to this terminology.
RAPS usually does not reconfigure the Exhibit Hall but reserves the right to do so. RAPS reserve the right to relocate booth space to other areas than that originally assigned. On rare occasions, relocation may occur onsite. Exhibitors will be notified of relocation as soon as possible and so will meeting attendees. Management strives for but cannot guarantee booth placement as requested.
Please note that while any meeting attendees and registered guests are invited to the visit the Exhibit Hall, any attendee or invited guest who is observed to be soliciting business in the aisles or other public spaces, in another company’s booth, or in violation of any portion of the Exhibition Rules and Regulations, will be asked to leave immediately. Additional penalties may be applied. Please report any violations you may see to Show Management. Show Management recognizes that suitcasing may also take the form of commercial activity conducted form a hotel guest room or hospitality suite; a restaurant, club or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibition floor and at other events. Show Management must be informed of any hospitality suites, and consent must be received prior to the event.
RAPS’ has the 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 RAPS Regulatory Convergence.
The sale of goods or services of any kind in the Exhibit Hall in connection with the Regulatory Convergence is prohibited. Order taking is permitted.
Exhibitor acknowledges and agrees that it will read and fully comply with the rules, regulations, and policies set forth in the exhibitor service manual, this contract, and any other policies, procedures, rules, or regulations set forth by RAPS.
It is recommended that all property be shipped through the official RAPS Official Services Contractor by each exhibiting company.
The Priority Selection system is now utilized by RAPS to allow exhibitors the opportunity to select their booth space based on the greatest investment volume towards Convergence. Investment amounts accumulate based on relevant activity each year including purchased booth space, sponsorships and program advertising.

The following do contribute towards the priority selection value system:
  • Passport Program Purchases
  • Any other items not noted here as determined by RAPS
MORE INFORMATION:
  • Next years’ meeting (2021) exhibit sales will be open during the current year’s meeting on 14-15 September 2020 at the Onsite Space Selection office located within Exhibit Hall 1. Exhibiting companies will receive notification of designated time slot reserved for them during specified days. During each time slot, booths are assigned on a first come, first served basis within the designated time frame.
  • If you miss your designated date and time appointment, you may visit the Onsite Space Selection Office at the end of the next time slot that is open for appointments.
  • By choosing a future booth space (for 2021 RAPS Convergence), you will agree to pay 50% of the exhibit booth payment due by 1 December 2020 to hold space, and the remaining balance payment will be due by 1 March 2021. Failure to make those payments per the initial arrangement may result in your company losing the exhibit space that was pre-selected.
  • Scenarios not noted above will be addressed and resolved solely at the discretion of RAPS.
In the Exhibit Hall for display installation and dismantling, Exhibitor may set up its exhibit display with full-time employees of the exhibiting company without the use of tools. If the exhibit installation or dismantling requires the use of tools, Exhibitor must use union personnel supplied by the official decorating contractor. Exhibitor may remove material from their privately-owned passenger vehicle without the use of electric dollies, hand trucks, or mechanical equipment. Exhibitor may hand carry, in or out, its own equipment so long as it uses designated entrance and said equipment is delivered to the booth solely by the Exhibitor with a minimal amount of trips and without the use of motorized equipment. Exhibits or displays, equipment, stock, or supplies will not be allowed to enter or leave by way of the front entrances of the Exhibit Hall. Exhibitor shall abide by any and all agreements made by and between and among RAPS, the Exposition Hall and any union and or other labor groups having jurisdiction at the Exposition.
Drapes, signs, banners, acoustical materials, cotton, paper, hay, straw, moss, split bamboo, plastic cloth and similar materials must be flame retardant or fabricated from inherently fireproof materials. Exhibitor should have certificates of flame retardancy available for review by the Office of the Fire Marshall in San Antonio, Texas. The fire inspector may at his or her sole discretion perform a flame test of exhibit materials. The use of any material that cannot be made flame retardant is prohibited. Combustible materials found in the Exhibit Hall will be removed. All materials and fluids which are flammable-open flames, butane gas, oxygen tanks, etc., are not permitted. All packing containers, excelsior wrapping paper, which must be flameproof are to be removed from the floor and must not be stored under tables, behind displays or in cabinets. Aisle areas and display area exits must be free of obstructions. Easels, signs or other obstructions may not be placed in aisle outside of exhibit booths. No obstruction shall be placed in any aisles, passageways, lobby or exits leading to any fire extinguishing appliances or emergency exits. Direct passageways leading to fire alarm telegraph communications or emergency exits must be maintained free of any obstruction.
Exhibits must be confined to the exact space allocated. Circulars, publications, advertising matter, and all kinds of promotional giveaways may be distributed only within booth spaces. Nothing shall be posted on, or tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the building or furniture, show floor, Exhibit Hall or RAPS contracted hotels. Signs, rails, etc., will not be permitted to intrude into or over aisles. No signs/banners may be hung or suspended from the ceiling.
RAPS reserve the right to judge the appropriateness of any exhibit and to decline to permit an Exhibitor to conduct or maintain an exhibit if, in the judgment of the RAPS, said Exhibitor or exhibit or proposed exhibit shall, in any respect, be deemed unsuitable. This reservation relates to persons, conduct, article of merchandise, printed matter, souvenirs, catalogs, and any and all other things, without limitation, which might negatively affect the character of the Exposition. In the event that RAPS shall determine that the conduct of any Exhibitor or its employees, agents or servants is not in keeping with the character of the Exhibit, RAPS may, at any time, without notice, terminate the contract for space entered into with said Exhibitor and, with or without process of law, remove Exhibitor, its employees, agents, servants, and all of the property of the Exhibitor from the space contracted for and from the Exhibit. No Exhibitor shall have any right or claim against RAPS or RAPS on account of any action so taken. The determination of the RAPS as to the suitability of any Exhibitor, exhibit or proposed exhibit as to whether any exhibit or the conduct of any person is in keeping with the character of the Exhibit shall, in each instance, be final. Side show tactics, scantily clad individuals or other undignified promotional methods will not be permitted. The use of live models, performers and similar persons within the exhibit areas for product/service demonstrations, explanations, etc., must be approved in advance by RAPS. Exhibitors are asked to observe the “good neighbor” policy at all times. Exhibits should be conducted in a manner not to be objectionable or offensive to neighboring booths.
Pedestals, tables, racks, shelves, risers and similar display equipment may not exceed 4’ in height when positioned more than half the distance from the backwall of a single-aisle booth. Nor can they exceed 4’ when placed 4’ from the center line of a three-aisle booth in a 10’ x10’ aisle. The exception to these rules would be if the same company occupies 8’ of booth space on both sides of the unit or units. The maximum height for such items under these circumstances, including the product being displayed, is 66”. Free-standing units, including those intended to be the focal point in an exhibit, are subject to the same rules as apply to pedestals, tables, etc. The maximum dimensions for such items are 8’ h. x 32” w. x 32” d.
Booth space must be able to contain within its outside measurements a reasonably sized audience if projected pictures (motion pictures, video, slides, transparencies, opaque materials, etc.) and demonstrations are shown in the Exhibition. Any activity that results in obstruction of aisles or prevents ready access to nearby Exhibitors’ booths shall be suspended for any periods specified by the RAPS.
Exhibitors operating sound reproducing equipment will be expected to keep the sound at reasonable volume, that of a normal speaking voice, in order to avoid disturbing other exhibitors. Public address systems, radio broadcasts, and other devices used only to attract attention by sound are prohibited. RAPS reserve the right to regulate and/or restrict sound and electricity of any Exhibitor who violates this rule.
Loud speakers are not permitted. Announcements will be made by and as determined by RAPS. The use of helium balloons, decals, and stickers is not permitted. The operation of whistles or any objectionable devices will not be allowed. No gasoline, LP gas engine, or equipment of any kind may be operated. Other engines may be operated only with the written consent of RAPS.
Exhibitor represents and warrants that it shall comply with all copyright restrictions applicable to exhibitors, including but not limited to, any music performance agreement between RAPS and ASCAP or BMI for meetings, conventions, trade shows and expositions. Exhibitor further represents and warrants that it shall obtain any additional license or grant of authority required of exhibitors under the copyright laws and be prepared to present RAPS with a copy of such license or grant no less than 30 days prior to the start of the Exhibition.
Exhibitor agrees to abide by all RAPS policies in conformity with applicable law, offers equal opportunity to all regardless of race, color, creed, religion, national origin, gender, marital status, physical or mental handicap, political affiliation, age, veteran status, sexual orientation, and other characteristics protected by law. RAPS reserve the right to remove any exhibit whose personnel discriminate against show attendees in any manner.
Exhibitor shall have sole responsibility for ensuring that its exhibit is in full compliance with the Americans with Disabilities Act (ADA) and any regulations under that Act. Exhibitor will ensure the accessibility of its exhibit space and agrees to hold harmless and indemnify RAPS against any claims, damages, loss or exposure, including reasonable attorney’s fee and costs, arising out of or related to any alleged ADA violations.
No smoking will be allowed in the Exhibit Hall or any meeting space.
Exhibitor acknowledges and agrees that Exhibitor, the persons and entities attending the Exhibition (whether exhibit personnel or registrants) in connection with Exhibitor, and Exhibitor’s contractors, have or will read and fully comply with the rules, regulations, and policies set forth in the exhibitor service manual, this Contract, and any other policies, procedures, rules, or regulations set forth by RAPS.
Exhibitor shall save and hold RAPS forever harmless from and against all liabilities, damages, claims, demands and charges imposed for violation of any law, ordinance, and personal injuries (including death), property loss, or damage to others, whether occasioned by the negligence of the Exhibitor or those holding under the Exhibitor, arising out of or in any manner connected with the performance of this contract regarding the exhibition premises. And further, Exhibitor shall at all times protect, indemnify, defend and save and keep RAPS totally harmless from any and all loss, cost, damage, liability, expense, negligence or willful act or out of or by reason of any accident or other occurrence to anything or anyone, including the Exhibitor, its agents, employees and business invitees, which arises from or out of or by reason of said Exhibitor’s occupancy and use of the exhibition premises or a part thereof. RAPS will exercise reasonable care for the protection of Exhibitor’s materials and displays. However, the Exhibitor, on signing this contract, expressly releases RAPS from and agrees to indemnify RAPS against any and all claims for such loss, damage or injury. Exhibitors desiring to carry insurance on their exhibits will place it at their own expense. Independent contractors appointed by Exhibitor shall provide proof of insurance, which shall name RAPS as additional insured, prior to show set-up.
Any controversy or claim arising out of or relating to this Contract, or the breach thereof, shall be settled by arbitration in accordance with the Rules of the American Arbitration Association, and judgment upon the aware rendered by the Arbitrator(s) may be entered in any Court having jurisdiction thereof. Arbitration will be held in Maryland. This contract shall be deemed entered into in Maryland and shall be interpreted according to the laws of Maryland.
  1. MISCELLANEOUS REGULATIONS
  2. The Exhibitor shall not foster or conduct outside activities which would take qualified attendees from Exhibition official functions and/or the Exhibition during scheduled hours.
  3. Use of meeting facilities or RAPS contracted hotels by Exhibitor or organizations for sales or business meetings, or meal functions during RAPS’ conference and Exhibition dates must be approved in advance by RAPS.
  4. Hospitality suites shall not be open during Exhibition hours or daytime Conference hours.
  5. No animals or pets are permitted inside the Exhibition hall as part of any exhibit, activity or performance.
  6. Painting of signs, exhibits or other objects is not permitted in the Exhibition hall.
  7. Food products or beverages are not to be distributed in any Exhibitor’s booth unless detailed plans and arrangements for such distribution have received prior written approval of the Exhibition hall and RAPS.
  8. Serving or distribution of alcoholic beverages by Exhibitor or its representatives within any part of the Exhibition hall is forbidden.
  9. Children under the age of 18 are not permitted on the Exhibition floor.
  10. Parking on the loading dock or inside the Exhibition hall is prohibited; violators’ vehicles will be towed at owners’ expense. Vehicles that remain in the Exhibition hall as part of a display must have the battery cables disconnected. The gas tank must either be taped shut or have a lockable gas cap and must have the smallest amount of fuel (not more than 1/8th tank; enough to drive into the building and drive out safely). Vehicles may not be displayed without the prior written approval of the Exhibition Hall Public Safety Department.
  11. Any matters not specifically covered by these provisions shall be subject to the sole discretion of RAPS.