RULES OF ETIQUETTE
The Conference has developed a set of Rules of Etiquette to help make everyone’s conference experience a positive one. By registering for the Conference, you agree to abide by these rules.
Scope of Rules
1.1 The intent of these rules is to maintain the conference at a high technical and Professional level and to prevent
any conflicts with the Conference Program.
1.2 Vendor participation is encouraged and welcomed. Conduct shall be in Accordance with this intent.
2.1 Exhibitors must comply with the rules and regulations of the exhibit hall at all times.
2.2 Exhibit booths are intended for creating and maintaining acquaintances and for commercial discussions on an
2.3 All vendors must inform the Local Conference Chair or his/her designee as to the number of their personnel
that will be participating in their respective exhibit booth.
2.4 The Local Conference Chair or his/her designee will ensure that the exhibitors’ requirements are met in
accordance with the terms of the contract.
2.5 The exhibitors shall report all matters of concern relating to the conference to the Local Conference Chair or
2.6 Literature and products for distribution, demonstrations and/or discussions are permitted, provided they are
consistent with the technical communication objectives of the conference and are distributed ONLY from within the
2.7 Distribution of refreshments or other products for consumption are subject to the general rules and regulations
of the hotel/exhibit hall.
2.8 Large group-oriented displays of commercial equipment or group-oriented product presentations shall be
permitted with the prior approval of the Conference Committee Chair and may be open when no official activities
3.1 In addition to the exhibit booth rental fee, all vendor personnel, exhibitor personnel, hospitality hosts and
attendees to the exhibit hall are required to register and pay the appropriate conference fee(s) to gain access to these
3.2 The booth rental fee includes one full conference registration for each booth rented. The conference does not
offer a vendor "day pass" or exhibitor-only registration.
4.1 Commercial displays, including product signs, posters, banners, etc., shall be confined to the exhibit hall. The
advertising and promotion of exhibitors’ products must be limited to the confines of their respective exhibit booth.
4.2 Each exhibitor must keep his exhibit open and properly staffed during, and only during, the specified exhibit
hall open hours.
4.3 Robots or other remote control devices should be limited to the exhibitor space only.
4.4 Audio-visual equipment must be kept at sound levels that do not interfere with other exhibitors. Audio-visual
presentations must be designed and regulated so the viewing is contained within the confines of the booth
space. All large-screen audio-visual presentations must be approved in advance by the Exhibit Chair.
4.5 Use of amplification devices (PA systems) is not permitted.
4.6 Careful consideration and attention shall be given to safety issues, such as moving machinery and other display
devices, to ensure the safety of exhibitors and attendees. The Exhibit Chair and his/her designee shall have the right
to have unsafe conditions resolved or removed immediately. Pre-approval of such devices by the Exhibit Chair or
his/her designee is encouraged.
4.7 Exhibitors may not have a display that blocks the view of exhibitors behind them on the same aisle. Thus
should an exhibitor purchase two adjacent booths at the end of an aisle, they will not be permitted to have a back
wall on their display that blocks the view of other exhibitors behind them.
5.1 Authorized vendor luncheons, cocktail parties or other group affairs shall be scheduled and controlled so as not
to conflict with the official Conference Program or events.
5.2 Inviting customers to dinner on a personal basis, i.e., small groups, is acceptable but preferably scheduled after
the close of exhibit hours. Organizing dinner parties or similar off-site excursions, which take large groups away
from the conference and exhibit areas, is not acceptable.
5.3 The consumption of alcoholic beverages is restricted to the event area during the times designated by the
hotel/exhibit hall and Exhibit Chair.
5.4 The local Committee can designate certain evenings and /or mornings for social functions provided these
events do not conflict in any way with the official conference events.
6.1 The Local Conference Chair is responsible to ensure strict adherence to these rules. Failure to comply may
result in the closing of the offending exhibit booth or display.
6.2 For any deviations from these rules, written approved; must be obtained from the Local Conference Chair.