Rules and Regulations
By registering for exhibit space a company agrees to adhere to all conditions and regulations outlined in this prospectus. Please ensure your promotional and/or sales department has a copy of these rules and regulations.
The purpose of the exhibition portion of ANM2018 is to complement the continuing education session, to allow supplier companies to meet personally with existing clients and to share health care related technologies, products, services and equipment with prospective clients. The BCNA, which is hosting ANM2018, is a non-political, non-profit entity registered in BC under the Society Act.
The BCNA reserves the right to determine the eligibility of an exhibitor for inclusion at the ANM2016 and to prohibit an exhibitor from conducting and maintaining an exhibit, if in the sole judgment of the BCNA the exhibitor or exhibit or proposed exhibit shall in any respect be deemed unsuitable.
Registration, Cancellation and Transferring of Registration
No registration will be confirmed without full payment. No registration can be guaranteed or held without full payment. All space is registered to exhibitors on a first paid basis. Once all space has been reserved, a waiting list based on date of request will be maintained by the BCNA. No company can transfer its registration to another company without prior, written consent from the BCNA. All exhibitors are welcome to attend lectures (space permitting), however, no CE credit is available to exhibitor attendees. A company desiring to cancel or reduce its requested space, after having submitted a signed contract and the required payment, must do so in writing on company letterhead. If the cancellation request is received (not postmarked) on or before Friday, September 7 2018 cancellation will be granted in full, less a $100 administration fee. No refunds can be granted after Friday, September 7, 2018. Exhibitor no-shows and/or any exhibit space not staffed during the exhibition will be treated as “late” cancellations and will not be provided with a refund. The BCNA may cancel this contract, upon reasonable cause, or upon the occurrence of events beyond its control, which makes performance impossible or useless, upon written notice to the exhibitor by an authorized agent, employee, or other officer of the BCNA. The BCNA reserves the right to alter, reduce or redistribute allocated space upon reasonable cause, or upon the occurrence of an event beyond its control, which render previous space allocation impossible or useless, upon written notice to the exhibitor by an authorized agent, employee, or officer of the BCNA. In the event of such cancellation or reduction, the BCNA agrees to negotiate in good faith toward refund, reduction or alternate application of the sums paid by the exhibitor as rental fees.
Subletting Booth Space
Exhibitors may not assign, sublet or apportion to others all or part of the space allotted to the exhibiting company, and may not advertise or display goods or services other than those manufactured, distributed or sold by the exhibiting company in the regular course of its business. Booth Staffing and Exhibitor Badges Qualified employees of the exhibiting company must staff exhibits at all times during ANM2018 conference hours. Each individual staff at a booth is required to register and must wear the exhibitor badge provided. A maximum of three badges are provided per booth for free (all additional badges are $5 each), and a maximum of three staff may attend each booth at any given time.
Booth decorations are to be professional, standard booth design. Decorations that reflect against the character of the naturopathic profession or utilize objectionable tactics are prohibited. Noise from electrical or mechanical apparatus or other types of displays may not interfere with or cause annoyance to other exhibitors. The BCNA exercises the right to have final say in what constitutes an objectionable display and/ or to determine at what point sound constitutes interference with others and if it must be discontinued.
The exhibitor reserves the right to grant permission to have their display/product(s) photographed. Media All public relations press and media related activities occurring on the exhibitor floor must be pre-approved by the BCNA. No press may enter the exhibit floor without a badge.
Printed Materials and Signage
The distribution and promotion of materials by exhibitors is limited exclusively to their booth space. No materials are permitted in the registration area, meeting rooms, at refreshment tables or in the dining hall, unless they are part of a sponsorship arranged with and purchased from the BCNA.
Use of the BCNA Logo
The BCNA claims trademark rights to its logo, as well as the use of the conference title, Advancing Naturopathic Medicine and/or ANM2018 , as well as its website, www.bcna.ca. Use of any of these items must be pre-arranged with the BCNA.
Exhibitor Sponsored Hospitality/Entertainment Functions
Hospitality/Entertainment functions are open exclusively to exhibitors who have purchased a booth and/or sponsorship package with the BCNA. Prior to arranging or promoting a function, exhibitors must seek approval from the BCNA; this request should be on company letterhead, including the date, time, location, and type of activity planned. This request should be made to the BCNA, and faxed to 604 736 6048 or e-mailed to firstname.lastname@example.org. No function can be hosted concurrent to the lecture times or Friday evening meet and greet. Honoraria and other inducements to attract attendance to focus groups, hospitality functions and non-ANM2016 educational meetings are not sanctioned by the BCNA and should be avoided. Hosting companies must make it clear that their event is not an official BCNA function.
Independent security will be contracted on an as needed basis. BCNA, the Fairmont Hotel, the VCC, the assigned show services provider or the security vendor will not be held responsible for the safety of the property of the exhibitors from theft, damage by fire, accidents, vandalism, other causes, or acts of God. The BCNA strongly recommends that each exhibiting company secure a rider though its insurance agent to cover all booth and display items during transportation to and from the conference, as well as during installation, exhibit days and dismantling. BCNA insurance policies do not extend to cover the liabilities of exhibitors.
The exhibitor agrees to indemnify and hold the BCNA, its employees, agents, officials and contractors and the Fairmont Waterfront Hotel, VCC, Levy Show Services and their respective employees, representatives, agents, successors and assigns, harmless against any and all damages, claims, judgments, losses, costs and expenses (including attorney fees) that may at any time be incurred, suffered, sustained by or imposed upon the BCNA and/or said companies, respective agents, successors or assigns by reason of exhibitor’s activities pursuant to the approved exhibit space application and contract. This indemnification and hold harmless agreement includes, but is not limited to, any and all claims, damages, losses or expenses attributable to personal or bodily injury, sickness, disease or death, or injury to or destruction of tangible property, including the loss of such property.
Damage to Convention Facility
The exhibitor must surrender space occupied in the same condition as it was at the time of occupation. Exhibitors will be responsible for any damage done to the convention facility, and for all claims and demands on account of any injury, death or damage done to property occurring in or upon exhibitor’s booth space or because of the acts of the exhibitor, their employees, licensees, agents or contractors. The exhibitor also agrees to hold harmless the BCNA from and against any and all claims and demand, which may arise from or be assessed in connection with the foregoing undertakings and responsibilities of the exhibitor. No nails, tacks or screws may be driven in to the floor, wall or woodwork of the building.
Compliance with Local Ordinances
License and permits required by local statute, ordinance or regulation (if any) are to be obtained and paid for by the exhibitor. Each exhibitor will be individually responsible for compliance with local health, fire and safety ordinances and regulations. The BCNA has no further responsibility to notify exhibitors that this compliance is required.
Installation/Dismantling of Exhibits
Any booth not claimed by noon Pacific Time on Friday, October 13, 2018, may be assigned to another exhibitor unless the BCNA has been made aware of extenuating circumstances. There will be no refund to the original exhibitor. All exhibits must remain intact until at least 11 a.m. on Sunday, October 14, 2018. All exhibits must be packed and labelled for shipment by 1:30 p.m. on Sunday, October 14, 2018. All garbage, waste, packing materials in exhibitor’s space must be disposed of properly in approved receptacles or management has the right to remove and charge the expense to the exhibitor. All services, other than installation and dismantling of the exhibit, must be secured through official show contractors.
Violations of any of these regulations on the part of the exhibitor of his/her employees or agents, shall at the option of the BCNA, annul the right to occupy space, and such exhibitor shall forfeit to the BCNA all monies paid and owed. Upon evidence of violation, the BCNA may re-enter and take possession of the space occupied by the exhibitor and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all such expenses and all monies paid or due the BCNA on account thereof. The exhibitor waives any right to service on written notice of the BC Naturopathic Association’s intention to terminate this agreement and retain space occupied by the exhibitor.
BC Naturopathic Association
2238 Pine Street
Vancouver, BC, V6J 5G4
Phone Toll-Free 1-800-277-1128