GECCO-99 Exhibitor Guidelines
July 13 - 17 (Tuesday - Saturday), 1999
The main purpose of the conference is educational and is aimed at increasing the opportunity for professional exchange and interaction among colleagues. GECCO-99 does not endorse any products or services, but simply provides a forum for the disbursement of technical information.
The Exhibit Program will be held in the registration area of the Omni Rosen Hotel.
Exhibit hours for GECCO-99 are:
Vendors are expected to bring all necessary equipment and material required for the successful operation of their exhibit tables. Special electrical connections must be arranged through the AV Department of the Omni Rosen Hotel no later than 60 days prior to the start of the conference.
By renting one(1) "table" you will be provided with a 6-foot draped table and two chairs.
GECCO-99 reserves the right to refuse the application of any exhibitor whose display materials, product, or overall exhibit is deemed inappropriate for presentation at the GECCO-99 conference. Exhibits will be deemed appropriate if they represent products and services within the field, including, but not limited to, hardware, software, peripherals, telecommunications equipment and services, consulting and research firms, industrial laboratories, book publishers, universities, and so on. In the event it is not clearly apparent that a company and/or its products/services are directly related to the field, GECCO-99 will request sufficient information to determine a company's relationship to the field. Based on a review of the information submitted, GECCO-99 will either grant or deny the right to participate in the Exhibit Program.
In the event space(s) held by exhibitors is not occupied by 8:30AM on Wednesday, GECCO-99 will use such space as it sees fit. The exhibitor failing to occupy the space contracted for remains liable for fees on the space and is not entitled to any refund. All exhibits must be staffed during official show hours.
The exhibitor shall not sublet or apportion any part of the space assigned or have representatives, equipment, or materials from other firms in the exhibit space. Non-exhibiting firms are not allowed to distribute promotional materials in the exhibit area nor demonstrate their products in another vendor's space.
The exhibitor assumes all responsibility for compliance with local, city, and state ordinances and regulation covering fire, safety, and health. No flammable or gas substance can be used in the exhibit area. No flammable decorations or covering for display fixtures can be used, and all fabrics or other materials used for decoration or covering shall be flameproof. All wiring devices and sockets shall be in good condition and meet the requirements of local law.
GECCO-99 will not schedule any security for the exhibit area. Exhibitors are responsible for the safety and security of all their products, equipment and literature. No items may be left in the exhibit area after 3:00 PM on Saturday, July 17. Items left unattended are subject to loss. GECCO-99, its agents, and the Omni Rosen Hotel assume no responsibility for damage or loss of boxes, crates, equipment, or any other exhibitor materials.
Sales are permitted in the exhibitor area. Items offered for sale must be part of the exhibitor's existing product line. The sale of novelty or theme items (i.e. t-shirts, bags, etc.) is prohibited. For sale/sold signs, price tags, or other merchandising information are not allowed.
Exhibitors are encouraged to confer with their insurance carriers concerning the need for the attachments of endorsements or "riders" to the exhibitor's existing policies to cover activities at GECCO-99.
No exhibit display shall exceed the height of 7 feet high.
Neither GECCO-99, AAAI, the Omni Rosen Hotel, official service providers, nor any of the officers, directors, agents, or employees of GECCO-99 and AAAI shall be liable for any damage, loss, harm, or injury to the person or property of any Exhibitor, resulting from theft, fire, water, act of God, accident, labor strike, or any other cause, which damage, loss, harm or injury occurs during the course of or results from an Exhibitor's participation in the Genetic and Evolutionary Computation Conference, GECCO-99. Exhibitor shall indemnify and hold GECCO-99, AAAI and the Omni Rosen Hotel harmless from any and all liability for damage, loss, harm or injury to person or property which might ensue from any cause resulting from or connected with the transportation, placing, removal or display of exhibits. It is the responsibility of the Exhibitor to secure insurance at its own cost and expense and to maintain proper insurance coverage for its property, damage, loss or theft, liability, or business interruption. The Exhibitor assumes all costs arising from the use of patented, trademarked, copyrighted, or service-marked materials, equipment devices, processes or dramatic rights used on or incorporated in the conduct of their exhibit; and the Exhibitor agrees to indemnify and hold harmless GECCO-99, AAAI and the Omni Rosen Hotel from all damages, costs and expenses in law or equity for or on account of the use of any patented, trademarked, copyrighted, or service-marked materials, equipment, devices, processes, or dramatic rights furnished or used by the Exhibitor, its employees or licensed agents.
In the event of the cancellation of the GECCO-99 Exhibit Program because of labor disputes, fire, flood, or act of God, actions against or involving the Omni Rosen Hotel, or other unforeseen circumstances beyond the control of GECCO-99, the liability of GECCO-99 to each Exhibitor shall be limited to the refund of exhibit fees received from the Exhibitor, less a reasonable amount to cover administrative costs incurred. GECCO-99 reserves the right to change the location or dates of the Exhibit Program if deemed necessary. The Exhibitor waives any claim for damages or compensation in excess of the refund referred to above in the event of a cancellation or change of location or dates. The Exhibitor agrees to notify GECCO-99 in writing if he/she intends to withdraw from the Exhibit Program after the application is accepted. It is understood that upon withdrawal from the exhibit program the Exhibitors lose all rights and privileges as exhibitors and that any space regardless of confirmation status is released to GECCO-99. Canceling Exhibitors will not receive any refund of deposits or exhibit fees, nor may the exhibitor sell or lease the unused space to another firm.
Any regulatory matter not specifically covered herein may be interpreted and enforced by GECCO-99 or its agents. These regulations may be amended from time to time by GECCO-99 Conference officials by written notice to the Exhibitors. Exhibitors, their agents, and employees agree to abide by the foregoing rules and regulations as well as by any amendments or additions made in conformance with the preceding.