GSA Home Page Denver 2004 - Geoscience in a Changing World

Exhibitor Rules & Regulations *

The following general information and regulations apply to the Geological Society of America (GSA) 2004 Annual Meeting acting through its Associated Societies, committees, agents, or employees in the management of exhibits.

  1. Authority:
    The Meeting Management, or its delegate, is charged with complete responsibility and full authority to enforce all of the provisions of these Regulations for the benefit of all concerned. Any exception to or deviation from these rules may be made only by Meeting Management. No consent to any variation of any term or condition of the lease contract shall be valid unless in writing with the contract. Any notice by either party to the other shall be in writing and shall be deemed to have been duly given if delivered in person or by registered mail to the lessor or the exhibitors at the address given in the contract. Meeting Management reserves the right to cancel a contract in the event of Exhibitor violations of the Rules and Regulations described here.
  2. Place, Dates, and Hours:
    The exhibits will be located in Exhibit Halls A-B of the Colorado Convention Center, 700 14th St., Denver, CO 80202.

    Exhibit Hours
    Sunday, Nov. 7 5:30 p.m.- 7:30 p.m.
    Monday, Nov. 8 9 a.m.-5:30 p.m.
    Tuesday, Nov. 9 9 a.m.-5:30 p.m.
    Wednesday, Nov. 10 9 a.m.- 2:00 p.m.

    The Meeting Management reserves the right to make changes in the exhibit hours; however, such changes will be made known as far in advance of the exposition as possible. As a part of the contract with GSA, all Exhibitors must guarantee that their booth will be staffed during all show hours.
  3. Installation and Dismantling of Exhibits:
    Installation may begin at 8 a.m. on Saturday, November 6. Move-in must be complete and all shipping crates removed by 2 p.m. on Sunday, November 7. Meeting Management reserves the right to assign labor to set up any display that is not in the process of being erected by 2:00 p.m. on Sunday at the Exhibitor's expense. If a booth is completely vacant at 2 p.m. on Sunday, Management may also reserve the right to take possession of the unoccupied space and may resell it without refund to the original occupant. Dismantling may begin at 2:00 p.m. on Wednesday, November 10, and must be completed by midnight. Exhibitors who tear down prior to 2:00 p.m. will be penalized at future GSA Annual Meetings. Exhibit personnel will be required to wear an identification badge at all times. Only authorized exhibit personnel may enter the hall during installation and dismantle. ABSOLUTELY NO ONE UNDER 18 YEARS OF AGE WILL BE ALLOWED IN THE EXHIBIT HALL DURING THE INSTALLATION AND DISMANTLE OF THE SHOW FOR SAFETY AND INSURANCE REASONS.
  4. Booth Design:
    A standard booth consists of one or more standard units 10' deep x 10' wide consisting of fireproof drapery supported on review aluminum tubing and a two-line identification sign. To preserve the integrity of the GSA exhibits, no handwritten signs will be permitted. All booths and aisles will be carpeted by the show management. Regular and specially built backwalls, including signs, may not exceed 8' in height except by permission of Meeting Management. The only hanging banners allowed in the exhibit hall will be that of the Geological Society of America. Panels more than 4' high must not project forward from the backwall more than 5'. Any display fixtures more than 4' high and placed within 10' of an adjoining exhibit must be confined to at least 5' from the aisle line. All display tables must be draped. Raw wood or cardboard panels must be painted or appropriately covered if visible from another booth or an aisle. If special masking is needed, give the official Service Contractor at least 15 days notice with a description of exhibit needs. All crates and boxes must be stored away from sight during show hours. Helium-filled balloons are not permitted in the building.
  5. Exhibit Hall:
    Floor load is 350 psf; ceiling height is 30', utilities at 30' centers, 17 docks with direct hall access.
  6. Display Restrictions:
    All displays, demonstrations, interviews or other activities must be confined to the limits of the Exhibitor's assigned booth. Audio visual devices used in the Exhibitor's booth are subject to the approval of Meeting Management. In the course of the exhibit, no audio-visual device or sound system shall be operated in a manner that disturbs or interferes with others. Attention attracting, noise-making devices, loudspeaker systems, and flashing lights are expressly prohibited. Furthermore, an Exhibitor using music (live OR recorded) in their exhibit must pay licensing fees to both the American Society of Composers, Authors and Publishers (ASCAP) and Broadcast Music, Inc. (BMI).
       Exhibitors are reminded that the Americans with Disabilities Act ensures equal access to all participants at GSA meetings. It is the responsibility of the exhibitor to make their booth space fully accessible to those with physical or sight impairments and to comply with all applicable laws and regulations, including without limitation the Americans with Disabilities Act (Public Law 101-336).
       Exhibitors shall be obligated to have merchandise and personnel in the booth during all published event hours. All laws and regulations of local, state and Federal governments pertaining to fire, public safety, and consumer safety shall be observed by each exhibitor.
  7. Shipping & Transfer:
    Exhibitors agree to ship at their own risk and expense all articles to be exhibited. All shipments must be fully prepaid and consigned to the address that will be provided in the Exhibitor Service Manual.
  8. Official Service Contractor/Service Manual:
    GSA has secured Freeman Decorating Company as the Official Service Contractor for the 2004 GSA Annual Meeting. Exhibitors have the right to bring in their own outside contractor subject to notification of Meeting Management and the Official Service Contractor. All outside contractors are subject to the same limitations as the official Contractor and must provide proof of their insurance to Meeting Management and Contractor 30 days prior to exhibit move-in. Exhibitors will deal directly with the Service Contractor for most services and labor. The Colorado Convention Center has an exclusive contract for concessions and utilities including telephone. All services customarily required by exhibitors will be available. Complete shipping instructions and information regarding registration and badges, furniture rental, utilities, labor for uncrating, assembling, recrating, and drayage of displays will be included in the Exhibitor Service Manual produced and sent out by Meeting Management in June/July of 2004.
  9. Endorsement:
    Lease of an exhibit booth by GSA to Exhibitor does not constitute endorsement by GSA of the exhibitor's products or services. No advertising material used by Exhibitor may contain the GSA seal, logo, or meeting logo; nor may it contain reference to any real or implied endorsement by GSA or persons acting in an official position in GSA.
  10. Subletting of Space:
    No exhibitor shall assign, sublet or apportion the whole or part of the space assigned or have representatives, equipment or materials from firms other than his own in the exhibit space without written consent of Meeting Management. Only one company is permitted to exhibit per booth.
  11. Liability and Insurance:
    Meeting Management will provide watchmen in the exhibit hall between 8:00 a.m. Saturday, November 6, through midnight Wednesday, November 10, and will take reasonable precautions to safeguard Exhibitors' property. No party to this contract shall be responsible for any injury, loss, or damage to any other party of this contract, or any third party, except in the event that the injury, loss or damage arises out of the gross negligence of such party. Exhibitor agrees to indemnify and defend Meeting Management for any injury, loss or damage except for that caused by negligence of Meeting Management. Exhibitor should secure their own insurance to cover all contingencies including, but not limited to, fire, theft, property damage, public and private liabilities, and workmen's compensation. Meeting Management reserves the right to change the locations for the exposition and meeting and will not be responsible for delays, damage, loss, or other unfavorable conditions caused by circumstances beyond its control. Exhibitors may be required to provide proof of workmen's compensation insurance and liability insurance naming the Colorado Convention Center as additional insured. Further information will be included in the Exhibitor Service Manual.
  12. Taxes/License Fees:
    Exhibitors who sell items for delivery on the show floor will be required to collect and remit state and city sales taxes. Further information will be included in the Exhibitor Service Manual.
  13. Exhibitor Registration:
    All exhibit personnel who participate in set up and/or move-out, and in hosting an exhibit will be required to wear proper identification badges to gain access to the exhibit area. Each exhibiting company purchasing a commercial premium, prime or standard booth at the standard full rate is entitled to one (1) complimentary technical session meeting registration per company (not per booth). Additional individuals wishing to attend technical sessions must pay the regular registration fee. GSA will provide "exhibits only" badges for up to four (4) individuals per 10' x 10' booth. Additional "exhibits only" badges may be purchased for $10.
  14. Selection of Booth Space:
    GSA has a priority point system for space selection for the GSA Exhibit. Initial space selection takes place during the show at assigned meeting times based on priority points. Following the initial space assignments, all space is assigned on a first-come, first-served basis.
  15. Limit on Number of Fossil, Gem and Mineral Dealers:
    GSA restricts the total number of exhibitors of this type. If you are unfamiliar with this policy, write or phone the GSA Exhibits Manager to request a copy of the regulation governing such exhibitors.

* Also included in the Exhibitor Service Manual

Exhibitor Prospectus
Exhibitor Prospectus

Exhibit Hall Floor Plan
Exhibit Hall Floor Plan

Rules & Regulations

Advertising Opportunities

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© 2005 The Geological Society of America
Last Revised on 20 October, 2004