1. Payment and Refunds
Applications must be accompanied by a 50% deposit payment of the space rental charge until
August 31, 2020 and full payment after August 31, 2020. Applications received without such
payment will not be processed nor will space assignment be made. All requests for cancellation
of space must be in writing. If space is reduced, the net reduction of space will be treated as a
cancellation of space. Cancellation requests received before August 31, 2020 will be liable for a
$250 administrative fee per 100 sq. ft. of space. There are no refunds for cancellations after August
31, 2020. It is expressly agreed by the exhibitor that in the event he fails to pay the space rental
at the times specified, or fails to comply with any other provisions contained in these rules and
regulations concerning his use of exhibit space, Show Management shall have the right to reassign
the booth location shown on the face of the contract or to take possession of said space and lease
same, or any part thereof, to such parties and upon such terms and conditions as it may deem
proper. In the event of a default by the exhibitor, as set forth in the previous sentence, the exhibitor
shall forfeit as liquidated damages, the amount paid by him for his space reservation, regardless
of whether or not the Show Management enters into a further lease for the space involved. In case
the trade show shall not be held for any reason whatsoever, then and thereupon the rental and
lease of space to the exhibitor shall be terminated. In such case the limit claim for damage and/or
compensation by the exhibitor shall be the return to the exhibitor of the prorated amount already
paid for this specific event.
2. Space Rental and Assignment of Location
The APDT trade show is a closed event designed to provide a showcase for goods and services
either specifically designed for or customarily used by industry professionals. APDT reserves the
right to refuse rental of display space to any company whose display of goods or services is
not, in the opinion of APDT, likely to be compatible with the general character and objectives
of the event. Whenever possible, space assignments will be made by APDT in keeping with
the preferences as to location, requested by the exhibitor. Generally the criteria for assignment
include but are not limited to deadline adherence, date of receipt of application, sequence number
assigned, booth configuration, and proximity to competitors. APDT, HOWEVER, RESERVES THE
RIGHT TO MAKE THE FINAL DETERMINATION OF ALL SPACE ASSIGNMENTS IN THE BEST
INTERESTS OF THE TRADE SHOW.
3. Use of Space, Subletting of Space
No exhibitor shall assign, sublet, or share the space allotted with another business or company.
Exhibitors must show only goods manufactured or dealt in by them in the regular course of
business. Show Management reserves the right to determine eligibility of any product and/or
exhibit for inclusion in the event. No company or organization not assigned exhibit space will be
permitted to solicit business within the Exhibit Areas.
4. Badges and Exhibit Personnel
Admission will be by badge only. Identification badges are not transferable. The exhibitor shall
have an authorized representative present at the Event through all exhibit periods and during the
installation and dismantling of the exhibit. The name of the authorized representative shall be
furnished to Show Management not less than 60 days before the opening date of the Event. Refer
to the exhibit sales brochure and/or the Exhibitor Service Kit for the allotment of exhibitor badges.
5. Installation and Removal
Show Management reserves the right to fix the time for the installation of a booth prior to the Event
opening and for its removal after the conclusion of the Event. Installation of all exhibits must be
fully completed by the opening time of the exposition. Any space not claimed and occupied three
hours prior to opening, may be resold or reassigned without refund. No exhibitor will be allowed to
dismantle or repack any part of his exhibit until after the closing of the Event.
6. Exhibitor Plan Review
Each exhibitor is provided an Official Exhibitors Kit. The Exhibitors Kit describes the type
and arrangement of exhibit space and the standard equipment provided by APDT for booth
construction. All booth space must be arranged and constructed in accordance with the
guidelines, provisions and limitations contained in the Exhibitors Kit. If, in the sole opinion of Show
Management, any exhibit fails to conform to the Exhibitors Kit guidelines, or the provisions set
forth herein, such exhibit will be prohibited from functioning at any time during the event. Booth
construction plans and layout arrangements for first-time exhibitors, or involving other unusual
construction features, must be submitted to APDT, 2365 Harrodsburg Road, Ste A325, Lexington,
KY 40504 or nita.briscoe@apdt.com for approval at least forty-five (45) days prior to the opening of
the event. All lighting within the exhibit must be arranged and operated so as not to be distracting
to adjacent exhibits. The operation of phonographs, radios or other sound devices operated in an
objectionable manner in the opinion of Show Management shall be prohibited.
7. Laws Applicable
Each exhibitor shall comply with all laws, ordinances and regulations pertaining to health, fire
prevention and public safety while participating in this event. Show Management and the Official
Show Contractor shall have no responsibility pertaining to exhibitors compliance with such laws. All
booth decorations including carpeting must be flame-proofed and all hangings must clear the floor.
Electrical wiring must conform with National Electrical Code Safety Rules and the Electrical Code of
the city and state of the trade show location. If inspection indicates any exhibitor has neglected to
comply with these regulations, or otherwise incurs fire hazard, Show Management reserves the right
to cancel all or such part of his exhibit as may be in noncompliance and effect the removal of same at
exhibitor’s expense. If unusual equipment or machinery is to be installed, or if appliances that might
come under fire codes are to be used, the exhibitor should communicate with Show Management
for information concerning facilities or regulations. Exhibitors must comply with city and state fire
regulations. Use of fire or anything hazardous is prohibited by the Covington Fire Department. This
contract shall be governed by the laws of the state of Oregon. Exhibitors agree to abide by the rules
and regulations of trade show location as well as to these general rules and regulations.
8. Storage of Packing Crates and Boxes
Exhibitors are welcome to store boxes/extra cases in their booth, if they are able to conceal them
(often under their table, or behind their back drop display).
9. Operation of Displays
Show Management reserves the right to restrict the operation of, or evict completely, any exhibit
which, in its sole opinion, detracts from the general character of the event as a whole. This includes,
but is not limited to, an exhibit which, because of noise, flashing lights, method of operation,
display of unsuitable material, are determined by Show Management to be objectionable to the
successful conduct of the event as a whole. All demonstrations or other promotional activities
must be confined to the limits of the exhibit space. No sales activity, demonstrations, sampling,
giveaways, solicitation, etc. will be permitted in the aisles.
Contests, Drawings & Lotteries. Exhibitor represents and warrants that any contests, drawings
or lotteries it conducts meet the requirements of all federal, state and local laws regarding such
activities. All unusual promotional activities must be approved in writing by Show Management no
later than 60 days prior to the opening of the event.
Literature Distribution. All demonstrations or other activities must be confined to the limits of
the exhibitor’s booth space and are not permitted in the building’s public areas.
Live Animals. Live animals must be approved by Nita Briscoe of APDT.
Models. Booth representatives, including models or demonstrators, must be properly and
modestly clothed. Excessively revealing attire is prohibited.
Food and/or Beverage Samples. Exhibitor may not serve food or beverages to attendees.
Sound. Exhibits which include the operation of musical instruments, radios, sound and/or public
address systems or any noisemaking machines must be conducted or arranged so that the noise
resulting from the demonstration will not disturb or disrupt adjacent exhibitors and their patrons,
nor cause the aisles to be blocked. Loudspeakers must be positioned to direct sound toward the
center of the exhibit booth or display area; NOT pointed toward the aisles.
The 80/80 Sound Rule: Any sound which consistently exceeds 80 decibels measured at the
edge of an exhibitor’s booth is clearly identifiable more than 80 feet from that booth, or is in the
opinion of Show Management, objectionable or interfering with neighboring exhibits is considered
in violation of APDT Show regulations.
Copyright Licensing. Exhibitor is solely responsible for obtaining any required licenses to
broadcast, perform, or display any copyrighted materials including but not limited to music, video,
and software. Exhibitor shall indemnify and hold harmless Show Management and facility against
cost, expense, or liability which may be incident to, arise out of or be caused by Exhibitor’s failure
to obtain requisite license.
10. Liability and Insurance
All property of the exhibitor is understood to remain under his custody and control in transit to and
from the exhibit hall and while it is in the confines of the exhibit hall. Neither APDT, the Official Show
Contractor, the management of the exhibit hall nor any of the officers, staff members or directors
of any of the same are responsible for the safety of the property of exhibitors from theft, damage
by fire, accident, vandalism or other causes, and the exhibitor expressly waives and releases any
claim or demand he may have against any of them by reason of any damage to or loss of any
property of the exhibitor. Show Management does not maintain insurance covering exhibitor’s
property. It is required that exhibitors obtain adequate insurance coverage, at their own
expense, for property loss or damage and liability for personal injury.
11. Indemnification
Exhibitor agrees to protect and hold Show Management, the Official Show Contractor, the
management of the exhibit hall or any of the officers, staff members of any of the same forever
harmless from any damage or charges imposed by any violation of any law or ordinance whether
occasioned by the negligence of Exhibitor or those holding under the Exhibitor as well as to strictly
comply with the applicable terms and conditions contained in the agreement between the trade
show facility and Show Management regarding the exhibition premises; and further Exhibitor shall
at all times protect, indemnify and hold harmless Show Management, the Official Show Contractor
and the trade show facility against and from any and all loss, costs, damages, liability, or expense
arising from or out of any accident or other occurrence to anyone, including Exhibitor, its agents,
employees and business invitees, which arise from or out of or by reason of Exhibitor’s occupancy
and use of the exhibition premises or any part thereof. By exhibiting, Exhibitor for and on behalf
of itself, its employees, agents and invitees, releases and waives any and all claims, demands or
actions against Show Management, the Official Show Contractor and the trade show facility and
their respective officers, directors, employees and agents resulting from any act or omission of
Exhibitor, its employees, agents and invitees.
12. Age Requirement
No one under 16 years of age will be permitted on the Event floor during setup and breakdown
times, regardless of affiliation or circumstances. Proof of age will be required. Children under 16
are only allowed on the exhibit floor when accompanied by an adult.
13. Union Labor
Exhibitors are required to observe all contracts in effect between Show Management, service
contractors, the trade show facility and the labor organizations involved.
14. Care of Buildings and Equipment
Exhibitors or their agents shall not injure or deface any part of the exhibit building, the booths, or
booth contents or show equipment and decor. If Exhibitor does such damage, it shall be liable to
the owner of the property so damaged.
15. Other Regulations
Any and all matters not specifically covered by the preceding rules and regulations shall be subject
solely to the decision of Show Management. THE SHOW MANAGEMENT SHALL HAVE FULL
POWER TO INTERPRET, AMEND, AND ENFORCE THESE RULES AND REGULATIONS,
PRO VIDED EXHIBITORS RECEIVE NOTICE OF ANY AMENDMENTS WHEN MADE. EACH
EXHIBITOR AND ITS EMPLOYEES AGREE TO ABIDE BY THE FOREGOING RULES AND
REGULATIONS AND BY ANY AMENDMENTS OR ADDITIONS THERETO IN CONFORMANCE
WITH THE PRECEDING SENTENCE. EXHIBITORS OR THEIR REPRESENTATIVES WHO
FAIL TO OBSERVE THESE CONDITIONS OF CONTRACT OR WHO, IN THE OPINION OF
SHOW MANAGEMENT, CONDUCT THEMSELVES UNETHICALLY MAY IMMEDIATELY BE
DISMISSED FROM THE EXHIBIT AREA WITHOUT REFUND OR OTHER APPEAL.
APDT SUPPORTS A LEAST INTRUSIVE, MINIMALLY AVERSIVE (LIMA) APPROACH
TO BEHAVIOR MODIFICATION AND TRAINING. APDT RESERVES THE RIGHT TO ASK
ANY VENDOR TO REMOVE ITEMS THAT DO NOT SUPPORT OUR CREED.
WE AGREE TO ABIDE BY ALL RULES AND REGULATIONS GOVERNING THE EXPOSITION,
AS SHOWN ABOVE.
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SIGNATURE
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DATE
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TITLE
APDT Annual Educational Conference and Trade Show • Oct. 21–24, 2020
General Rules and Regulations
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