Exhibitor Points and Rules and Regulations

Priority Points System

How the Priority Points System Works
Total accumulation of points determines the order in which booths are assigned. Advance rate booth assignments will start April 2, 2022. After all advance rate booth assignments have been made, assignments will be made on a first come first serve basis.

Accumulating Points
Exhibitors can accumulate points for the booth selection process for the Annual Meeting. This priority point system allows companies with the highest accumulation of points to have priority in selecting a booth for the following year’s show.

For example, companies that earn the most points will have the first opportunity to sign up for booth space for the show in 2022.  This system creates a fair and balanced process for assigning space. Every company has the opportunity to earn the best booth location.

  • Each consecutive year that a company: 3 points
  • Amount of booth space contracted: 1 point per 100 sq ft.
  • Mailing list rental: 1 point each rental
  • Sponsorship of an event or service: 1 point per $1,000 spent
  • Advertising in any Society Publication: 1 point for every $1,000 spent

Loss of Points
Any violation of the Rules and Regulations that are not or cannot be remedied onsite.
(For example: Late set-up or early tear-down of booth; violation of height and space restrictions, unauthorized use of attendee mailing list, etc.): -1 point for each violation

Non-Fulfillment Policy: Any exhibitor who fails to meet the obligation of a contracted package will lose one point per violation in addition to points previously accumulated by portion of contract not filled.

Tie Breakers
If the total points between exhibitors are equal and the specific booth requested is identical (by $/square footage/location), a tie breaker will be decided by:

a. Date completed application and payment are received by ESA
b. Continuity of years exhibiting
c. Number of years exhibiting
d. Lottery system

Points will be assigned to the exhibiting company that signs the Exhibitor’s Application.
Points will not be given to co-exhibitors.

Mergers and Acquisitions
Priority points will be calculated for the company name stated on the exhibitor application or corporate support letter of agreement. If companies have since merged or been acquired, the resulting company may choose to use the highest points of any of the previous companies. Points will not be combined.

Companies belonging to a parent company with other divisions cannot reserve exhibit space under the parent company’s points unless they are participating under the parent company’s name. For example, if XYZ Asset Management owns A Inc. and B Inc., A Inc. and B Inc. cannot use XYZ Asset Managements’’ points to reserve space under the name A Inc. and B Inc. Each company must use its own points to reserve space.

A company that has merged with another company must notify ESA/Membership, so that the points can be reviewed and reassigned.

Exhibit Guidelines

The following guidelines apply to all exhibitors and will become part of the Exhibit Application & Contract between the Exhibitor and ESA. They have been formulated in the best interest of the exhibiting companies. The Society respectfully asks for Exhibitors’ full cooperation and adherence. All items not otherwise covered are subject to the discretion of the Society.

Drayage Rates
Costs of shipping, cartage, and handling are to be borne by the exhibitor. Exhibitors will receive online service to a Service Manual showing cartage rates and other information. Drayage questions should be directed to Levy. Information on storing crates will be included in the Service Manual. 

Installation & Removal of Exhibits
Exhibitors will have access to the exhibit hall from 8:00 a.m. to 5:00 p.m., Sunday November 13, 2022. No packing or dismantling of exhibits will be allowed until the official closing of the exhibition at 2:00 p.m. on Wednesday, November 16. Exhibitors will have access to the exhibit hall from 2:00 p.m. until 8:00 p.m. to remove their exhibits. Exhibitors will be responsible for the transport of their equipment and display materials to and from the exhibit area. Materials left after the show will be treated as abandoned equipment.

Each standard 10’ by 10’ booth is equipped with a back wall sign bearing the exhibitor’s company name and booth number. The booth background drape is 8’ high side wall dividers are 3’ high. A link to an online exhibitor Service Manual will be sent to you at least eight weeks before the meeting. Carpeting, furniture, special drapery, and other special materials or services may be obtained at prevailing rates through the Decorator.

Exhibitor Separation
Exhibitors should note on the Exhibit Application any exhibitors from whom they wish separation on the exhibition floor. Separation is defined as in different aisles. ESA does not have software to judge the separation necessary. We urge exhibitors to check the floor plan frequently as booths are sold. Please contact the Advertising/Exhibits Manager if you determine additional separation is needed.

Use of Exhibit Space
Exhibitors may not sublet assigned exhibit space. Assigned exhibit space is to be used solely by the company whose name appears on the Exhibit Application. Rental of exhibit space is limited to one company per exhibit booth. Booths must be continuously staffed during exhibit hours. Aisles must be kept clear. Exhibits shall be arranged so that representatives and their displays will be inside the space rented. ESA requires all exhibitors to follow IAEE Regulations (copy available upon request). Display booths and other exhibits shall not be placed in such a manner as to interfere with other exhibits. Any construction in excess of 4’ high must be kept within 3’ of the rear of the booth. This rule must be observed to ensure that the booth will not interfere with other booths on either side. No construction in exhibit space shall exceed 8’ in height.

Literature Distribution
Materials may be distributed from your booth only. No materials may be placed on seats,
attached to walls, drapes, ceilings, or woodwork in the exhibit hall, or left in public places or distributed in the aisles.

Noisy or Disruptive Equipment
Equipment or apparatus that produces an unpleasant odor or noise of sufficient volume to cause annoyance to neighboring exhibitors or guests will not be permitted. Motorized vehicles require a special permit to be on the exhibit floor.

Protection of Property
Exhibitors will be held responsible for any damage done to the building by themselves or by their employees. No nails, tacks, or screws shall be driven into the walls, woodwork, floors, or ceiling of the building. No compressed gases, helium balloons, gasoline, kerosene, acetylene, candles, or other flammable or explosive sub- stances will be permitted in the building. No one under the age of 16 is allowed on the trade show floor during move in and move out. No animals (with the exception of service animals) are allowed in the facility unless prior written approval is given by ESA.

Electrical Connections & Charges
All electrical wiring must be approved and in- stalled in accordance with local regulations. All electrical orders will be handled through and installed by the electrical vendor at the
prevailing rates. An electrical order form will be included in the Exhibitor Service Manual from the Decorator.

Labor Charges
Levy will provide, for a fee, skilled labor to assist in the installation and removal of exhibits, if needed.

Security Guards
Around-the-clock security guards will be provided from 8:00 a.m. on November 13, 2022 until 8:00 p.m. on Wednesday, November 16, 2022.

The Exhibitor assumes entire responsibility for his/her Exhibit and hereby agrees to hold harmless and indemnify the Entomological Society of America, the Vancouver Convention Center, and Levy, and their respective employees and agents from and against all claims, losses, and damages of any nature whatsoever arising out of, or caused by, Exhibitor’s installation, removal, maintenance, occupancy, or use of its exhibit or the exhibition premises or any part thereof including, without limitation, injuries to persons or property, governmental charges or fines, and reasonable attorneys’ fees. Exhibitor shall not be liable for damages caused solely by the negligence of Vancouver Convention Center or its employees or agents. In addition, Exhibitor acknowledges that the Entomological Society of America and Vancouver Convention Center do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of Exhibitor to obtain business interruption and property damage insurance covering such losses by Exhibitor.

Payment Terms
Full fees must be submitted with the application or received within two weeks of submitting the application or the exhibit space will be released for resale. There will be no partial payments or deposits accepted. All checks must be payable to the Entomological Society of America.

Companies have up until July 1, 2022 to cancel and receive a FULL refund. Cancellations for in person booths after July 1, 2022 will be converted to a virtual booth and the difference will be refunded or transferred to a future event.  There will be no refunds on cancelled virtual booths after July 1, 2022.    

The Society reserves the right to restrict exhibits that, in the opinion of the Society, may detract from the general character of the exhibition. This restriction includes persons, animals, conduct, printed materials, or anything of a character that may be objectionable to the exhibition as a whole. An exhibitor may be evicted if the infraction cannot be remedied in an appropriate and timely manner. In the event of such restriction or eviction, the Entomological Society of America is not liable for any refunds, rentals, lost revenue, or other exhibition expenses. All construction shall be substantial and fixed in position for the duration of the exhibition. No exhibit that violates any municipal or state laws, rules, or regulations, including safety codes, will be permitted. No combustible decorations, such as canvas, cloth, crepe paper, tissue paper, leaves, cardboard, or corrugated paper, shall be used at any time. All decorations, drapes, acoustical material, table coverings, and other decorative materials shall be flame resistant to the satisfaction of the local Fire Department.

Attendee List
ESA does not sell their attendee list / email address to third parties.  Any exhibiting company that purchases attendee lists from third party companies will forfeit their booth at the annual meeting and no refunds will be made. 

New Exhibitors
The Society reserves the right to turn away new exhibitors if it feels that they are not in line with what should be offered on the show floor. All new exhibitors must provide a description of their product or service to ESA for approval.

Onsite/In Booth Sales
Sales of merchandise and/or equipment by exhibitors on the show floor are permissible during show hours. It is the sole responsibility of the Exhibitor to collect all necessary information to complete the sale either onsite or post-show. ESA will not provide contact information for attendees to complete any sales transactions.

Code of Conduct

All exhibitors attending any meeting hosted by the Entomological Society of America agree to abide by the Code of Conduct.

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