1. Exhibition Objectives
To promote interest in, and demand for, vertical flight aircraft and vertical flight related products and services.
2. Convention Sponsorship/Management
The HELI-EXPO annual convention and exposition is produced by and is the property of the Helicopter Association International, hereinafter referred to as “HAI” or “Association.” HAI will provide all convention/exposition management functions.
3. Exhibitor Representative Responsibility
Each exhibiting company must name at least one person to be the official representative and responsible party (“Exhibitor Representative”). The Exhibitor Representative will receive all relevant materials relating to the annual event. The Exhibitor Representative shall be authorized to enter into such agreements as may be necessary for fulfillment of obligations to HAI and to other contractors and subcontractors.
4. Acceptance of Rules and Regulations
The Exhibitor Prospectus, the Application for Space, all other directions issued or to be issued by HAI or GES Exposition Services, and the rules and regulations of the Las Vegas Convention Center, constitutes the “HELI-EXPO 2013 Rules.” By submission of an Application for Space, the Exhibitor (a) agrees to abide by such HELI-EXPO 2013 Rules; (b) signifies that it understands and agrees that its right to the use of space allocated to it for HELI-EXPO 2013 by HAI Show Management is contingent upon Exhibitor’s cooperation with HAI Show Management and compliance with HELI-EXPO 2013 Rules; (c) warrants that the representations made by Exhibitor in its Application for Space, and all other representations made by Exhibitor to HAI Show Management, are true, accurate and complete; (d) warrants that it either possesses or will possess no later than the first day of HELI-EXPO 2013, all licenses, permits and requirements of the state in which the show is being held; and (e) warrants that it possesses all insurance required by the HELI-EXPO 2013 Rules. Also, by submission of an Application for Space, Exhibitor agrees that its violation of the HELI-EXPO 2013 Rules shall be grounds for termination of Exhibitor’s right to the use of space allocated to it by HAI Show Management and forfeiture of all fees paid by Exhibitor for HELI-EXPO 2013, and such other remedies as may be appropriate. Violating exhibitors will be ineligible for HELI-EXPO 2014 Lotteries 1 and 2, and/or placement on the static floor will be jeopardized. The Exhibitor Prospectus and the HELI-EXPO 2013 website represent a good-faith attempt by HAI to describe HELI-EXPO 2013 to prospective exhibitors. HAI is not responsible for errors contained herein. Because there are many details and aspects of HELI-EXPO 2013, the Exhibitor Prospectus is not warranted to be complete. Prospective exhibitors are expected to contact HAI for further information. All matters and questions are subject to the discretion of the HAI Show Management. In addition, while the Exhibitor Prospectus and HELI-EXPO 2013 website represent HAI’s good-faith effort to describe its plans for HELI-EXPO 2013, the information and rules contained in the Exhibitor Prospectus and website are subject to change at any time by HAI Show Management and such changes shall be binding upon Exhibitors. HAI reserves the right to change the HELI-EXPO 2013 content, timing, speakers, or venue, without notice. The event may be postponed or cancelled due to acts of fire, flood, earthquake, extreme weather conditions, strike, terrorism, war, industrial action, acts of God, or any other circumstances or events beyond the control of HAI. If such a situation arises, HAI Show Management will endeavor to reschedule the event. However, HAI will not be responsible for any cost, damage, expenses, or loss of revenue that may be incurred by the Exhibitor as a consequence of the event being postponed or cancelled.
5. Exhibit Eligibility
Exhibits shall feature products or services related to the design, operation, or servicing of aircraft. HAI reserves the right to deny space to any company whose products and services are not directly related to aviation operations or activities. HAI reserves the right to determine the eligibility of a company or its product for inclusion in the exhibits, and reserves the right to restrict exhibits that, because of noise, method of operation, materials, or for any other reason, become objectionable to HAI. HAI also reserves the right to prohibit any exhibit that, in the opinion of HAI Show Management, may detract from the general character of the Show as a whole. Once an exhibit is on the floor, Show Management reserves the right to require its modification or removal. In such event, HAI shall not be liable to any exhibitor for any refund of exhibit fee, expenses incurred by the exhibitor, or any cost, damage, expense or loss of revenue. The acceptance or rejection of any company or product for exhibit space does not constitute or imply endorsement of or judgment about the merit of the company or its product(s) or service(s).
6. Booth/Space Assignment
Assignment of space is determined by two separate lotteries (click here for more information). Every effort will be made to accommodate each applicant’s preferred location; however, HAI cannot guarantee placement in any space selections requested by exhibitors. HAI reserves the right to assign space subject to such parameters as booth size and design, maximum attendee traffic flow, and relationship to similar exhibits.
7. Program Listing
Exhibitors will be listed in the HELI-EXPO 2013 Program & Exhibit Guide by the organization’s name, exactly as provided by the exhibitor under “Exhibiting Company Name” on the Application for Space. If a different listing is preferred, notification must be provided in writing to the HAI Show Management by December 31, 2012 — restrictions do apply. The “Products & Services” section of the HELI-EXPO 2013 Program & Exhibit Guide is derived directly from the exhibiting company’s “Products” listing in the HAI membership database. Please review this listing when renewing HAI membership, or online at www.rotor.com.
8. Booth Types - Click here
9. Booth Specifications and Height Restrictions
All exposed parts of any display must be finished so as not to be objectionable to HAI or other exhibitors. HAI may order draping or end caps (at the exhibitor’s expense), for units with exposed wire structures, electrical wires, etc., along an aisle or at the edge of booths. Such exposure usually occurs when the exhibitor has not clearly thought out the layout of Island Displays, or with units that sit out from the back wall/drapes and/or curve toward the front of the booth (pop up exhibits), and are usually, but not necessarily, located at the end of an aisle. All display material and demonstrations must be confined to the limits of the exhibitor’s purchased display space. Normal aisle traffic cannot be interfered with at any time. Only rotor blades may extend into aisles (such extensions must be over 7′ from the ground and may not extend more than 5′ into aisles). Hardback booths should be designed to provide a minimum of 9″ clearance to the rear booth line for access to electrical service. If access to electrical equipment is not available, electric power may be denied. No products, equipment, or booth construction may be placed in such a way as to obstruct the view of neighboring exhibits from visitors passing through the aisles, as determined by HAI Show Management. No part of the exhibit or other materials may be posted, nailed, or otherwise affixed to walls, doors, or other surfaces in a way that might damage, mar, or deface the exhibit area premises, booth equipment, or furnishings. Exhibitors must surrender exhibit space in the same condition as at the commencement of occupation. Exhibitors must place all trash and unused packing materials in designated receptacles. Compensation for any damage done to the premises by the exhibitor shall be paid to HAI or the property owners upon written demand.
10. Booth Staffing
Exhibits may not be dismantled before 4:00 p.m. on the final day of the Show. Early dismantling may result in a fine and ineligibility for future lottery drawings. Booths must be staffed during the hours of the Show as stated in the Exhibitor Prospectus.
11. Delivery and Removal During Show
No delivery or removal of any portion of an exhibit (except priority mail type shipments) will be permitted during the term of the Show without permission of HAI Show Management.
12. Sharing/Subletting of Space
Each exhibiting company or division must submit a separate Application for Space — no exceptions! No exhibitor will assign, sublet, or share the whole, or any part of, exhibit space purchased without the knowledge and prior written consent of HAI Show Management. The display or advertising of a third party’s product constitutes sharing space. Failure to receive written consent to share exhibit space in advance (including displaying the advertising of another company’s product or service) may result in an additional exhibit charge of $2,250 per 10' × 10′ space and/or $2,850 per 20' × 40′ static space per company, per space. If company sharing space is a nonmember, the charge per company will be $3,450 per 10’ × 10′ exhibit space and/or $4,050 per 20' × 40′ static space.
Exhibitors may cancel/withdraw from the Show under the following conditions and restrictions: a. Exhibitor shall give HAI Show Management written notice of intent to cancel/withdraw all, or part of, assigned exhibit space. Prior to November 9, 2012, a cancellation fee of 25% of the total booth rental will be retained by HAI. Prior to December 7, 2012, a cancellation fee of 50% of the total booth rental will be retained by HAI. Cancellation and reduction refunds are not immediate and may occur after the Show. b. If notice is received after December 7, 2012, no refund will be made. Exhibitors canceling an entire exhibit will be required to release their hospitality suites reserved with the hotels listed in the HAI housing block. c. If HAI does not receive complete payment by the stated deadlines, the Association will assume that the exhibitor has cancelled the space. d. Reductions that result in open space that Show Management is unable to sell may result in booth reassignment for a company reducing the size of its booth. e. Applications for Space submitted after the December 7, 2012, cancellation deadline are not eligible for refund, but will be eligible for Lottery 1 of HELI EXPO 2014, if the exhibitor notifies HAI, in writing, before February 3, 2013, of their intent to cancel. This will allow Show Management time to relocate another exhibitor to the space or plan a use for the empty space.
14. Fault of Occupancy
Any exhibitor failing to occupy reserved space by 3:00 p.m., March 4, 2013, shall forfeit the space without reimbursement. Exhibitors arriving after this time must contact HAI Show Management to determine if space is available and, if so, to schedule their move-in. Late arriving exhibitors may be given booth space other than their original assigned space at the discretion of Show Management. Late exhibitors may be requested to wait until after show hours to move in for the next day’s session.
15. Unoccupied Space
HAI shall have the right to use any unoccupied space at 3:00 p.m., March 4, 2013, to suit its own convenience, including relocating an exhibit or selling the space to another exhibitor without any rebate or allowance to the defaulting exhibitor. HAI assumes no responsibility for having included the name of the defaulting exhibitor, or description of company products, in the convention catalog, brochures, news releases, or other materials.
16. Distribution of Materials
Advertising material of any description may be displayed and distributed only within the display space(s) assigned to the exhibitor presenting such material. No exhibitor is to distribute materials outside of their assigned exhibit space without written approval from HAI Show Management. Exhibitors are not permitted to display or distribute advertising materials, of any description, booth-to-booth without prior approval of HAI. Materials distributed without approval will be confiscated.
17. Direct Selling
Selling on the show floor (payment received and product or service delivered on-site) is prohibited except where specifically authorized in writing by HAI Show Management in advance. The exhibitor bears sole responsibility to obtain all licenses and permits necessary for conducting such business in the state in which the show is being held.
18. Canvassing and Solicitations
Except by exhibiting companies, canvassing and solicitations are prohibited outside the Las Vegas Convention Center. Canvassing by exhibitors outside their assigned booth(s) is prohibited except where specifically authorized in advance, in writing by HAI Show Management. Solicitations for charitable contributions of any kind are also subject to prior approval by HAI Show Management. HAI must receive requests for direct selling, contests, and fund-raising activities before December 7, 2012.
19. Dress Code
Persons under the control of an exhibitor must be appropriately attired when the exhibitions are open to the public. The exhibitor agrees to comply with HAI’s determination that particular attire is not appropriate.
20. Music Licensing and Noise Levels
Exhibitor acknowledges that when some of its events require the use of live or recorded music protected by U.S. copyright laws, such performances will not be permitted in the hall without prior written approval from HAI Show Management. Exhibitor shall be responsible for obtaining the proper licenses from any or all of ASCAP, BMI, or SESAC. Exhibitors failing to comply with this rule will be responsible for all fees due to music licensing agencies.
Excessive sound can be offensive and distracting. Each exhibitor is responsible to create and maintain an atmosphere that is conducive to conducting business, without excessive noise. Any audio equipment, whether in the booth or as part of the display, may not exceed a reasonable sound level, as determined by HAI Show Management in its sole discretion. The following rules and regulations will apply to ensure the appropriate business atmosphere for HELI-EXPO:
- Self-supported audio equipment must be directed inwardly, toward your exhibit, as opposed to outwardly toward aisles or neighboring exhibits.
- Audio equipment must not violate the height restriction applicable to the booth.
- At any time, if sound levels are determined by HAI Show Management to be excessive and/or distracting to other exhibitors, or otherwise undesirable, HAI Show Management shall have the right to take action that it deems appropriate in the circumstances. Such actions may include, but are not limited to, requiring an exhibitor to reduce the sound or limit its duration, or disconnecting electrical service of the exhibitor generating the sound.
21. Food and Beverage
No exhibitor shall serve beverages or food from their booth space that competes in any way with the food and beverage service of the Las Vegas Convention Center, which shall have the sole authority to give approval for the service of food or beverage. The exhibitor will be responsible for payment of fees/charges imposed by the Las Vegas Convention Center or their designated provider for distribution of such food or beverages.
22. Outside Exhibits and Activities
Exhibitor agrees, subject to expulsion of its exhibit from the convention, not to take advantage of the convention to exhibit products, or services, or to promote or otherwise exploit the company, its product(s) or product name(s) outside the premises of the Las Vegas Convention Center, or any of the hotels listed in the HAI housing block, during the period of the convention. Exhibitor also agrees not to entertain visitors during HAI Convention programs or exhibit hours in a rented function room or facility, or to otherwise induce visitors away from any HAI-sponsored activities.
23. Fire Regulations
Smoking is not permitted inside the Las Vegas Convention Center meeting rooms, public areas (e.g. restrooms, concourses, etc.), or exhibit hall at any time. Absolutely no storage is allowed in the electrical alleys located behind or between booths. Law prohibits storage behind drapes in back of booths. Literature for display or distribution shall be limited to a one-day supply. Reserve supplies of literature must be stored outside the facility. Combustible waste, such as broken crates, empty boxes, packing materials, etc., may not be stored in the exhibit halls, meeting rooms, or exit areas. All curtains, bunting, draping, etc. must be made of flame retardant materials. Exhibitors must comply with all federal, state, and local fire and building codes that apply to places of public assembly (see the prevailing N.F.P.A. Life Safety Code 101 — available for purchase and downloading at www.nfpa.org). The Las Vegas Convention Center Safety and Fire Regulations will be available in the Exhibitor Services Kit. Firefighting and emergency equipment may not be hidden or obstructed, including fire extinguishers, strobes, fire hose cabinets, fire alarm pull stations, and standpipes. All emergency exits, hallways, and aisles must be kept clear and unobstructed. Fire lanes must be maintained at all times on the loading dock. Exhibitors should be aware that state, local or municipal codes may impose requirements regarding the minimum or maximum fuel levels applicable to aircraft to be used in exhibits, and that these codes may vary. While some codes require fuel tanks to be topped off, others require fuel tanks to be purged and capped. Exhibitors are responsible to ascertain and comply with all applicable codes, rules and regulations of the state, locality or municipality in which the event will take place.
The exhibiting company agrees to make no claim for any reason whatsoever, including negligence, against the Helicopter Association International, GES Exposition Services, the Las Vegas Convention Center, and the City of Las Vegas, nor any of its officers, directors, members, agents, and all organizations and individuals who are employed by the Association in conjunction with HELI-EXPO for theft, loss, fire damage, or destruction of goods; nor for any injury to himself/herself or employees while in the technical display quarters or associated conference facilities. The exhibiting company assumes entire responsibility and hereby agrees to protect, indemnify, and hold harmless the Helicopter Association International, Las Vegas Convention Center, GES Exposition Services, the City of Las Vegas, their officers, employees, and agents from and against all claims, suits, expenses, judgments, attorney fees, and damages arising from the negligence or other fault of the exhibiting company, its employees, agents, or representatives caused by exhibiting company’s installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof, including any meeting space and outside exhibition areas.
25. Certificate of Insurance
Exhibitor shall maintain for the entire duration of HELI-EXPO (move-in: 03/01/13 through move-out: 03/10/13): 1) workers’ compensation insurance, in the amount required by law, covering all of its employees and/or agents; 2) broad form contractual liability with limits of liability of at least one million U.S. dollars ($1,000,000) per occurrence of bodily injury and broad form property damage combined, and one million U.S. dollars ($1,000,000) annual aggregate; 3) business automobile coverage to include owned, hired, and non-owned vehicles with a combined single limit of $1,000,000. Exhibitor’s insurance shall name as additional insured and hold harmless, without any restrictive modifications, the following entities and their officers, directors, representatives, agents, and employees: Helicopter Association International (HAI), the City of Las Vegas, the Las Vegas Convention Center, and GES Exposition Services. Exhibitor understands and agrees, and shall ensure that, to the extent that the insurance carried by HAI, or by the City of Las Vegas, or by the Las Vegas Convention Center, or by GES Exposition Services covers the same claims, losses, damages or expenses (of any kind), that are covered by the Exhibitor’s insurance; the Exhibitor’s insurance shall be primary with respect to those claims, losses, damages or expenses (of any kind), and that the insurance carried by HAI, or by the City of Las Vegas, or by the Las Vegas Convention Center, or by GES Exposition Services shall be excess, with no obligation to contribute to those claims, losses, damages or expenses (of any kind) until the Exhibitor’s insurance is exhausted. The carrier providing such insurance shall have an A.M. Best’s rating of at least B+ and financial size category of Class IV or better, and shall be authorized to do business in the State of Nevada. Proof of such insurance shall be provided to HAI Show Management, or its agent or representative upon request. Exhibitors displaying aircraft at the convention center are required to provide to HAI, upon HAI’s request, written documentation verifying Aircraft Liability Coverage with combined single limit for bodily injury, property damage, and passenger liability for aircraft containing any amount of fuel, or for aircraft trucked in with documentation that fuel tanks are empty and have been purged. Details on Aircraft Liability Insurance and amounts of coverage required will be covered in the Flight Operations Guidelines Manual. Exhibitors are responsible to ascertain and comply with all applicable codes, rules and regulations of the state, locality or municipality in which the event will take place, which may apply to aircraft fuel tanks. In addition, exhibitor acknowledges that neither the Helicopter Association International, the Las Vegas Convention Center, the City of Las Vegas, nor GES Exposition Services maintains insurance covering the exhibitor’s property. The exhibitor is solely responsible for the safeguarding of materials, equipment, and displays at all times. Exhibitors are strongly encouraged to obtain business interruption and property damage insurance covering theft and damage to property during the period of the exposition to include shipping to and from the Show, installation, move-in, show days, dismantle and move-out.
26. Enforcement of Rules
HAI Show Management has full power of interpretation and enforcement of these rules. Exhibitors or their representatives who fail to comply with federal, state, and local laws or ordinances, or who fail to observe the terms and conditions of this agreement, or who, in the opinion of HAI Show Management, conduct themselves in a manner inconsistent with the rights of other exhibitors to display their products or services to attendees or act in a manner unfavorable to the image of HAI may be removed from the exhibit floor without refund or other appeal, and may be barred from future HAI conventions and expositions. This includes persons, things, printed matter, or anything that might be objectionable to HELI-EXPO as a whole.
Any exhibitor’s material violation of the HELI-EXPO 2013 Rules shall be grounds for termination of Exhibitor’s right to the use of space allocated to it by HAI Show Management, forfeiture of all fees paid by Exhibitor for HELI-EXPO 2013, and such other remedies as may be appropriate. Exhibitors whose right to the use of space has been terminated shall be required to vacate and remove its exhibit and all merchandise and personal property from HELI-EXPO 2013. Exhibitors in violation of HELI-EXPO 2013 Rules will be ineligible for HELI-EXPO 2014 Lotteries 1 and 2, and/or placement on the static floor will be jeopardized. HAI’s election to waive an exhibitor’s violation of any HELI-EXPO 2013 Rule shall not prejudice HAI’s right to enforce HELI-EXPO 2013 Rules against the violating exhibitor or any other exhibitor.
28. Contract Jurisdiction
This agreement shall be deemed to have been entered into in the Commonwealth of Virginia, USA, whose body of laws shall at all times govern the interpretation and enforcement of this agreement.