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Exhibitor Application and Contract

Ohio Dental Association Annual Session
Exhibition, September 11-14, 2014
Greater Columbus Convention Center, Columbus, Ohio

Preferences of Booth Location

View the 2014 ODA Annual Session Floorplan to find your preferred booths.

Require:

If we are unsuccessful in securing the above spaces, the association may assign another location subject to our approval. This application for space must be accompanied by payment for 50 percent of the cost of each booth, with the balance due July 1, 2014. All exhibitor cancellations must be in writing. No cancellations will be accepted and no refunds will be made after August 1. Any cancellation by an exhibitor after February 3, 2014 will result in a fee of $100 per booth.

Company Information

Indicate company name and address as it should be listed in the Annual Session Final Program

Contact Information

Information regarding this exhibit should be sent to (additional names may be submitted to the exhibit hall manager)

Exhibitor Product & Category Information

Choose up to six categories from the list and add them below to be included in the online product & category search listing.

If your product or service is not listed, add suggestions in the "other categories" section below.

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May also be emailed to amy@oda.org. Description may be edited for space and is subject to approval.

Exhibit Rules and Regulations

Rules governing Exhibits and Exhibitors are those of the Ohio Dental Association (ODA). ODA show management reserves the right to prohibit any exhibit or part of an exhibit for any reason which it deems appropriate, including, but not limited to, a finding that the exhibit or part thereof is, in management’s opinion, not suitable to or keeping with the character of the exhibition. Exhibitors should conduct themselves in a dignified manner at all times while in the exhibit hall.

Any complaints regarding infractions of the rules or regulations, or disputes between exhibitors should be made to the ODA and the ODA’s decision will be final. In the event of any restriction or eviction based on an infraction of rules or regulations or resulting from a dispute between exhibitors, the ODA is not obligated to refund any fees associated with the restricted or evicted exhibit.

RESTRICTIONS. Exhibitors shall not assign or apportion the whole or any part of their allotted spaces, or exhibit therein, or permit any other party to exhibit therein, any other goods than those manufactured or handled by the exhibitor in the regular course of his business; or permit any person or firm not an exhibitor to solicit in the space without written permission from the show management. Dental dealers or other companies that resell products or services must be authorized resellers of products & services they represent.

Two companies, whether or not they represent or distribute each other’s products, may not occupy one 10x10 booth location. However, independent manufacturers’ representatives may develop a multiple company exhibit. One company listing per 10x10 booth space will be published in printed material. Additional listings will be provided as space permits.

Exhibitors shall not display noisy electrical devices, sound equipment, or other devices that interfere with other exhibits. The playing of live or recorded music in an exhibit booth without a music license and prior approval is prohibited.

All business activities of the exhibitor must be confined to the booth space rented. No business activities are to be undertaken in any aisles, lobbies, or other areas of the Greater Columbus Convention Center (GCCC). All exhibit booths must be manned appropriately throughout the posted show hours.

Since booths have been arranged for maximum exposure to visitors, exhibitors shall not place any equipment which interferes with exposure of any other booth or impedes free use of the aisle. Displays shall not block diagonal line-of-sight (above four feet) to the front of any contiguous booth. More information on configuration will be sent to you by the show decorator.

From September 8 to September 17, 2014, exhibitors shall not advertise or solicit business outside their assigned booths, nor are they permitted space elsewhere in the Convention Center or adjacent hotels for the display of goods, or providing continuing education opportunities without the consent of show management.

Photography of displays, staff, or features within the hall other than an exhibitor’s own display and staff is prohibited unless permission is granted by show management.

In accordance with the Greater Columbus Convention Center permit, sales or giveaways of soft drinks, alcoholic beverages, tobacco products, confections, or food are prohibited. Drawings or raffles involving cash or prize drawings are also prohibited unless approved by show management and conducted in accordance with state law. In accordance with state law, alcohol may not be carried onto the premises.

Under no circumstances shall the Exhibitor have authority to act on behalf of the ODA.

BOOTH SPECIFICATIONS. Each exhibit booth is 10 feet wide by 10 feet deep, and is furnished with a two-line sign, seven inches by 44 inches. Booth space does not include tables, chairs, or other furnishings. Order forms for such materials and services will be included in the service kit supplied by the official show decorator.

Signs hanging from the ceiling of the GCCC are permitted. Convention Center personnel must be hired for both installation and removal of suspended signage. Maximum weight limit is 75 lbs.

SHOW DECORATOR. Rental and service order forms with descriptions and rates for all items will be mailed to every confirmed exhibitor by the official show decorator approximately 60 days prior to the convention or upon receipt of a completed application thereafter. Furniture, floor covering, booth accessories, display labor, and other services are available on a rental basis through this firm.

EXHIBIT INSTALLATION AND HOURS. Exhibit Hall C of the Greater Columbus Convention Center will be available only to exhibitors on Wednesday, September 10, from 8 a.m.-6 p.m. and on Thursday, September 11, from 7 a.m.-12 p.m. All exhibits must be in place by 12:00p.m. on Thursday. Exhibit hall hours shall be determined by show management, but generally run:

  • Thursday 12:00pm – 6:30pm
  • Friday 10:00am – 6:00pm
  • Saturday 9:30am – 2:00pm

* Exhibit hours are subject to change.

Booths not occupied by 11:00 p.m. on the first day of the exhibition will be considered forfeited unless prior arrangements have been made with show management. Exhibitors shall not dismantle exhibits prior to the official show closing time. Companies who dismantle their booth(s) before the posting show closing time without consent of show management may forfeit priority placement for the following year’s show. All exhibits must be removed from the Greater Columbus Convention Center by midnight Saturday.

CERTIFICATE OF INSURANCE. Exhibitor agrees it has the sole responsibility for obtaining insurance as outlined below and that neither the ODA, the GCCC, the George E. Fern Company, the City of Columbus, nor any other party has purchased insurance on exhibitor’s behalf and is under no obligation to do so.

The exhibitor agrees to obtain the appropriate amount of insurance coverage for the duration of this event, including move in and move out days, and must be able to provide a certificate of insurance upon request of show management. Failure to request proof of insurance shall not relieve the exhibitor from its insurance obligations.

CANCELLATION/TERMINATION. In the event that the ODA cancels or terminates the exhibition for any reason, the exhibitor waives all claims against the ODA for damages or expenses and agrees to accept in complete satisfaction and discharge of all claims against the ODA, a refund of all amounts paid by the exhibitor to the ODA in accordance with this agreement.

LIABILITY. Although qualified guards will be on duty in the exhibit hall on a 24-hour basis, the ODA does not insure exhibitors for loss by theft or otherwise. The ODA is not responsible for loss or damage resulting from any cause in connection with transfer, installation, maintenance, or removal of exhibits, or management of the convention. It should be noted that Ohio laws limit the liability of hotels for loss to guests. Exhibitors wishing to insure their goods must do so at their own expense.

Exhibitors shall hold the ODA harmless from any claims resulting from the breach of the Exhibitor’s obligations hereunder and/or the Exhibitor’s negligence or breach of any legal or statutory duty or obligation. Neither the ODA, the show decorator, nor the Greater Columbus Convention Center is responsible for any loss or damage of merchandise or personal injury to any exhibitor, respective employees, or representatives at any time before, during, or after exhibit hours.

Please contact the ODA Exhibit Hall Manager at (614) 486-2700 with any questions or concerns about the aforementioned regulations.

You must read and agree to the Exhibitor Rules and Regulations above before submitting.

Submit