Registration Rules and Regulations

1. The commercial exhibit is intended for commercial enterprises – e.g., industry, governmental, for profit and not‐for‐profit.  The University Exhibit is exclusively dedicated to universities and their students, not commercial enterprises.
2. Reservations for exhibit space must be made online only. No telephone or temporary reservations will be accepted.  Exhibitors will receive an email confirmation with exhibit space assignment(s) within ten working days.
3. Exhibit space reservations must be made by the company intending to use the space. An authorized representative of the company must submit the online form. Online submission indicates the organization agrees to comply with all rules and regulations of the show, including all rules outlined in the Registration and Show Rules and Regulations, the exhibitor kit, and future correspondence.
4. Exhibit registration is limited to a maximum of three booth spaces or one tabletop per organization per year.
5. If different divisions/branches of an organization would like to request separate booth spaces, an online registration form for each division is required.
6. Co-exhibiting or sharing of exhibit space is prohibited.
7. Mergers:  Points are granted to the company name listed on the Exhibitor Registration Form.  If a company then merges or is acquired, the resulting company may choose to use the highest points of any of the previous companies.  Points will not be combined from merged companies.
8. Company Divisions:  Companies (or divisions) belonging to a parent company participating at the Conference cannot reserve exhibit space under the parent company’s points unless they are participating under the parent company name.  If the company (or division) chooses to exhibit on its own, it must earn and use its own points to reserve space.
9. Spin-Offs:  Newly formed separate subsidiaries are eligible for half of the total exhibit points of the parent company. All bonus points remain with the parent company.

Show Rules and Regulations

1. Exhibits must be completely set and remain set throughout the posted exhibit hours. A deduction of 3 points per exhibit space will be applied to any organization that does not maintain a staffed booth during all stated exhibit hours.
2. Exhibits must be set by 10:00 AM on Monday morning. Any organization not in compliance is subject to a deduction of 3 points.
3. Exhibitors must secure, at their own expense, appropriate liability/loss insurance and provide reasonable security for equipment and displays. The Conference and/or its affiliates will not be responsible for loss, theft, or damage to exhibitor‐supplied equipment during any part of the exhibition. Security will be provided throughout the show.
4. An organization will lose 3 points for any violation of the Show Rules and Regulations that cannot be remedied on-site. Examples include, but are not limited to:
1. Late set-up or early tear-down of an exhibit
2. Violation of height and space restrictions
3. Subletting an exhibit space
5. Exhibitors may not resell, sublet, or share booth space with any other company without the express permission of Show Management. Management reserves the right to require special liability agreements from proposed consortiums prior to accepting booth registration.
6. Cancellations of exhibit space will be refunded less a $250 cancellation fee. In order to be refunded (less the cancellation fee), exhibit managers must notify Show Management in writing by May 17, 2013. Thereafter, no refunds will be provided for cancelled reservations. In the event of show cancellation at any time, Show Management liability is limited to a full refund of exhibitor registration fees only.
7. Exhibits must adhere to display specifications as detailed in the exhibitor kit, comply with ADA (American Disabilities Act) requirements, and maintain tasteful displays. Show Management reserves the right to require adjustments to exhibit materials to ensure display compliance.
8. Exhibits must comply with all fire laws, electrical codes, and all other rules, regulations, codes, statutes, or ordinances with respect to installation, conduct, and disassembly of exhibits. Exhibitors shall comply with all requests of the officials of the Conference facility and Show Management with respect to the installation, conduct, and disassembly of exhibits.
9. It is the responsibility of the exhibiting organization to ensure display items and written materials are ITAR-compliant (applicable only to US-based organizations).
10. Exhibitors must check in at Conference Headquarters, located on the second floor of the Taggart Student Center, on Sunday, August 11, 2013, from 9:00 am – 6:00 pm. Any organization arriving later than 2:00 PM is required to notify Show Management by Monday, August 5, 2013.  Any organization that does not act in accordance will be considered a “no-show” and booth space will be reassigned at the discretion of Show Management.
11. Exhibiting organizations will be issued up to four exhibitor name badges per exhibit space. Additional personnel will be assessed a fee of $50 each. Exhibitor name badges will be assigned to specific individuals and may not be transferred at any time. Permanent substitutions may be made by the designated company representative only. Exhibitor name badges do not provide admission to the conference technical sessions.
12. Exhibiting organizations are eligible to receive one discounted conference registration per exhibit space. All exhibitors planning to attend Conference technical sessions must register for the Conference.
13. Exhibitors may not distribute, duplicate, sell, or otherwise misuse Conference participant lists provided to them.
14. Utah State University is a dry campus. Possessing, consuming, selling, distributing, manufacturing, and/or storing any alcoholic beverage on campus is strictly prohibited. Any exhibiting organization found noncompliant with the USU Alcohol Policy will be removed from the exhibit.
15. Gifts and giveaways must be professional in nature. Show Management reserves the right to review giveaways and stop distribution of distasteful items.
16. Organizations selling products or services at the exhibition will be subject to Utah State Tax Commission regulations. In accordance with the terms, conditions, and regulations governing exhibits, signature of the company representative on the application form represents application for space and agreement to abide by the Show Rules and Regulations set forth in this agreement or as specifically designated by Show Management. Said application, once accepted and space confirmed by Show Management, becomes a contract. Failure to abide by Show Rules and Regulations will result in forfeiture of all monies paid under terms of this agreement.
17. Organizations exhibiting at the Annual AIAA/USU Conference on Small Satellites hereby agree to indemnify, protect, defend, and hold harmless the Utah State University Research Foundation and its trustees, officers and agents, employees and students from any and all liability including claims, demands, losses, costs, damages and expenses of every kind and description (including death) or damage to persons or property, including but not resulting, directly or indirectly, from any act or omission of the exhibitor, its agents or employees or on accounts of injuries, death or property damage arising out of activities of the exhibitor as authorized by this agreement, or arising out of its use of exhibitor services and facilities, or arising as the result of any noncompliance with the American Disabilities Act.
18. In accordance with the terms, conditions, and regulations governing exhibits, by checking the agreement box on the online registration form, each organization agrees to abide by the rules and regulations as stated above or as specifically designated by Show Management. Once accepted and space confirmed by Show Management, the registration form becomes a contract. Failure to abide by show rules and regulations will result in forfeiture of all monies paid under terms of this agreement.
19. Show Management reserves the right to cancel any exhibit space at any time for misrepresentation of products displayed or for noncompliance with any of the rules and regulations.

Show Management reserves the right to take action deemed to be in the best interest of the Conference. This includes, but is not limited to, making changes to the exhibit layout, show schedule, and Conference-related activities.