Exhibitor Terms and Conditions
All exhibitors are subject to the following rules and regulations. The letters “MAA” refer to the Mathematical Association of America.
DATES AND TIMES: All exhibits must be open and have staff present during exhibit hours. The MAA reserves the right to change the dates and/or times for the MathFest exhibition. Exhibitors will be notified of changes.
CONTRACT FOR SPACE: Applications for booth spaces must be accompanied with full payment. The registration fee is non-refundable. Booth spaces not occupied on August 3rd, 5:00 p.m. are forfeited. This contract will not be binding upon the MAA in the event of strikes, labor disputes, acts of God, or other circumstances beyond the control of the MAA.
BOOTH EQUIPMENT AND CONSTRUCTION: Booth equipment must be self-supporting; nails and screws are not permitted in the building floors, columns, or walls. Booth equipment also cannot obstruct the view or interfere with other exhibits in the surrounding area.
USE OF EXHIBIT SPACE: No exhibitor shall reassign, sublet, or share space allotted without written consent of the MAA. Demonstrations, interviews, and other activities must be confined to the assigned space. To maintain uniformity and prevent obstructing the view of adjoining booths, displays must not be higher than 8 feet in the back and 3 feet along the side dividers and aisles. Prior permission is needed for promotional events, such as, but not limited to, book signings, food events, etc.
REGISTRATION OF BOOTH REPRESENTATIVES: The MAA has sole control over admittance to the conference and the exhibit hall. Each exhibitor shall provide, in advance, the names and titles of the people attending and responsible for staffing the booth. Badges, two per booth, are issued to exhibitors for booth personnel. All exhibitor personnel shall wear these badges at all times in the exhibit hall, plus have corporate identification available for viewing by security personnel.
ACCEPTABILITY OF EXHIBITS: All products and services on display shall serve the interest of MAA's members and its affiliates and shall operate in a way that will not detract from other exhibits, the exhibition, or conference as a whole. Exhibitors may not advertise or display goods or services other than those manufactured or sold by them in the normal course of business. The MAA reserves the right to determine the eligibility of any organization or products for inclusion at MathFest and reserves the right to require the immediate withdrawal of any exhibit.
MEETING ROOMS: The assembling of attendees in any meeting or special function room by any exhibitor or organization for any business, social, or other event, without the written approval from the MAA, is prohibited.
SET UP AND TEAR DOWN: Exhibitors may set-up their exhibits on Wednesday, August 1st, 9:00 a.m.-3:00 p.m. They may tear down exhibits on Saturday, August 4th, 2:00 p.m. Early tear down of the exhibit booth(s) is prohibited and will result in a $100 fine.
SECURITY: The MAA will use reasonable care to protect the exhibitors from loss, which generally involves providing a security guard during set-up, tear down, and non-exhibiting hours. However, this does not make the MAA responsible for any loss or theft of exhibit materials. The MAA will not be liable for the safety of exhibitors' property, employees or agents from damage by theft, fire, accident or other causes.
RESTRICTION IN OPERATIONS: If the operation of any equipment or apparatus that produces noise of sufficient volume or odors that are objectionable to neighboring exhibitors or guests, it will be necessary to discontinue such operation. Noncopyrighted music may be played in the exhibit hall at any time. All writing on booths or display fixtures must meet underwriters' rules and local fire department regulations. This also applies to all booth construction and electronic equipment.
ON-SITE SALES: Cash and credit sales are permitted. Licenses, taxes to sell, payment of sales tax and other legal business requirements are the responsibility of the exhibitor. Purchasers of goods must be furnished with a bill of sale or receipt.
ADDITIONAL EXPENSES: If any exhibitor contacts through the MAA to provide any services from the hotel over and above those contracted (such as for an event, etc.), they will be required to have a credit card on file with the MAA, which may be used for the billing of the event to the exhibitor, after an invoice has been provided to the exhibitor for approval.
LIABILITY, INSURANCE, INDEMNIFICATION: Exhibitors are responsible for all damages to the exhibit facilities and for any and all claims and demands on account of any injury or damage to property done or occurring in or about the premises used by the exhibitors. Exhibitors agree to indemnify and hold harmless the MAA, excluding any such liability caused by the sole negligence of the MAA. Exhibitors are required to carry their own insurance to cover conditions such as fire, civil commotion, motor vehicle or aircraft damage, and unavoidable acts of God. Exhibitors acknowledge that they are responsible for obtaining insurance in such amounts as deems necessary to comply with their obligations contained herein and for its own protection during the course of the above stated conditions.
FULFILLMENT OF CONTRACT: In the event that any part of the exhibit facility is damaged or destroyed by fire, civil commotion, or by any other cause, or its circumstances shall warrant it impossible for the MAA to permit exhibits to occupy the space assigned during any part of the period covered, then the exhibitor will be charged for space only for the period that the space was or could have been occupied. During such circumstances, neither the MAA and/or the Lexington Convention Center will be liable for the fulfillment of this contract as to the delivery of space.
GENERAL AMENDMENTS: These rules and regulations are to be construed as part of all space contracts. All interpretations as well as answers to questions and matters not specifically covered by these rules and regulations will be decided by the MAA. These rules and regulations may be amended at any time by the MAA and will be equally binding on all parties affected. Written notification of any such amendments will be forwarded to exhibitors.
To find out more on exhibiting at MathFest, email firstname.lastname@example.org.