Exhibitor Rules and Regulations

Membership Requirement     >to top

Please be sure that you have paid your 2008 Associate Member Dues. You must be a RAA Associate Member in good standing to exhibit or attend the 2008 convention.

Admission to Exhibits     >to top

RAA shall have sole control over all admission policies at all times. All persons visiting the exhibits or attending any function of the meeting will be required to register and wear an appropriate badge or RAA-issued identification while in attendance. Exhibitors or their representatives, who, in the association's opinion, conduct themselves unethically, may be dismissed from the exhibit hall without refund or appeal for redress.

For security purposes, the exhibit hall will not be open except during published hours. Exhibit personnel may enter the hall one hour prior to exhibits opening. The hall will be cleared of all exhibitors and guests 30 minutes after closing. Requests for access to the exhibit hall while closed will be considered on a case-by-case basis by request to the Exhibit Manager.

Amendments/Enforcement     >to top

RAA Show Management reserves the right to interpret, amend and enforce these rules and regulations. Written notice of any amendments or interpretations shall be given to exhibitors. Each exhibitor, for him/herself, the company's agents and employees, agrees to abide by the contract conditions, rules and regulations set forth herein, or by any subsequent amendments or interpretations. Show Management reserves the right to enforce compliance with these rules and regulations. If an exhibitor is in violation, Show Management may refuse to allow the exhibitor to set up and/or to continue to exhibit and may refuse to permit that exhibitor to show in future years and/or reduce exhibitor's priority points.

Americans with Disabilities Act     >to top

Exhibiting companies are responsible for making booths accessible to persons with disabilities as required by the Americans with Disabilities Act, and shall hold RAA harmless from any consequences of exhibiting company's failure in this regard.

Booth Assignment     >to top

For all contracts and payments received by January 11,2008, space will be assigned based on each company's priority number and with due consideration to each exhibitor's utility requirements, proximity of competitive displays and all other matters relating to the successful conduct of the trade show. Contracts and payments received after January 11, 2008, will be assigned remaining space on a first-come first-served basis, regardless of priority points. RAA reserves the right to make such changes to the floor plan of booths as may be deemed necessary and to revise the floor plan from time to time to accommodate those changes. No reservations for booth space will be accepted by phone, fax or e-mail. RAA reserves the right to exercise its sole discretion in the acceptance or refusal of applications.

Booth Construction and Dimensions     >to top

Standard Booths:

Booth size is a standard 10'x 10' (10 feet wide by 10 feet deep). No side rails or counters may exceed 36 inches in height within the front 5 feet of the booth space. Backgrounds may be no taller than 8 feet and may not protrude from the back wall by more than 5 feet. The reverse side of any wing panel extending from the back wall of the display must be draped to avoid raw exposure to a neighboring booth. If the exhibitor fails to drape exposed areas, RAA will instruct Champion Nationwide to drape the area and any costs incurred will be borne by the exhibitor. RAA will supply (at no charge to the exhibitor) a 7”x44” identification sign indicating the exhibiting company name, city, state and booth number. Please note: all companies must carpet their own booth. If a booth is set up with out carpet, RAA will instruct Champion Nationwide to install carpet at the exhibitor's expense.

Island Displays:

Island displays provide additional square footage of sales area and exposure. The exhibit hall ceiling height is 20 feet. Islands must have a minimum of 40% visibility on all sides of the booth space. Please note: all companies must carpet their own booth. If a booth is set up with out carpet, RAA will instruct Champion Nationwide to install carpet at the exhibitor's expense.

A drawing or picture of all island displays must be submitted to RAAmeeting@raa.org by Monday, April 2, 2008

Booth Prices     >to top

In-Line 10'x10' Booth: $14.50 per square foot

Corner 10'x10' Booth: $15.50 per square foot

Island Booth: $17.00 per square foot


Cancellation of Booth Space     >to top

Cancellation of booth space must be directed in writing to: RAA Exhibits, 2025 M Street, NW, Suite 800, Washington , DC 20036. Refunds are subject to a $200 cancellation fee per booth. No refunds will be given for cancellations after Monday, February 26, 2008.

Character of Exhibits     >to top

RAA reserves the right to disallow an exhibitor to maintain an exhibit if, in the judgment of RAA Exhibit Management, the exhibitor or exhibit is, in any respect, deemed unsuitable. This relates to a person's conduct, merchandise, printed matter, souvenirs, promotional items and/or activities, catalogs and any other items, without limitation, that affects the character of the exhibit. The use of loudspeakers, recording equipment, television sets and radios, or the use of operating machinery or activities within the booth that are of sufficient volume to annoy or disturb neighboring exhibitors will not be permitted.

Distribution of Giveaways     >to top

All prizes, lotteries or giveaway items must be approved by RAA Exhibit Management and submitted in writing 30 days prior to the meeting. RAA will offer an announcement of all lottery winners on Thursday, May 8 is at 11:00 am. Please advise RAA's Exhibit Manager if you wish to participate. Any food and beverage functions occurring in the booth space must be approved by RAA and ordered through the hotel.

Eligibility     >to top

All exhibiting companies must be associate members in good standing of Regional Airline Association.

 

Exhibit Personnel     >to top

All personnel participating in the RAA show in any capacity must be registered. Each person will be issued an exhibitor's badge and must be employed by the exhibitor or have a direct business affiliation. The number of complimentary exhibit hall booth personnel registrations per booth is indicated below:

Complimentary Registrations     >to top

Each exhibitng company will receive a number of complementary conference registrations which is based on its booth size. This registration includes entrance to all education sessions, networking programs in the hall and the evening event.

100+ square feet: 3 complimentary conference registrations + 1 evening event ticket

400+ square feet: 4 complimentary conference registrations + 1 evening event ticket

600+ square feet: 5 complimentary conference registrations + 1 evening event ticket

1000+ square feet: 6 complimentary conference registrations + 1 evening event ticket

Additional Exhibit Personal:   

Each exhibiting company will also receive the option to purchase additional full conference registrations for exhibit personnel this price also includes admission to the evening event.

Exhibitor Registration: $250.00 thru April 14, 2008

Exhibitor Registration: $300.00 after April 14, 2008

Additional Evening Event Tickets: $125.00*

Golf Registration: $125.00**

* RAA does not offer complimentary guest passes. Companies that invite clients to visit them during the show or event evenings need to register those individuals.

** “Exhibit Hall Only” registration does not provide eligibility to play in the golf tournament. You must register as a conference registrant to play golf.

Exhibitor Representative     >to top

Each company must identify one individual as the duly authorized representative in charge of the exhibit. This person will receive all official correspondence from RAA referring to the exhibit and will be responsible for communicating all rules, regulations and additional information to all participating personnel from the exhibiting company. Additionally, this person should be the main contact person for Champion Nationwide, the official general services contractor.

General Service Contractor     >to top

The Regional Airline Association has selected Champion Nationwide as the official convention service contractor to provide all services you require: carpet, furnishings, accessories, tables, draperies, spotlights, plumbing, labor to erect and dismantle your exhibit, signs, models, flowers, etc. The Indianapolis Convention Center & RCA Dome will provide services such as electrical, plumbing, telecommunications, and internet services.

An Exhibitor Service Kit will be mailed to all exhibiting companies 60 days in advance with order forms, rates and instructions on the services provided. Please write for any special requirements and every effort will be made to fulfill your needs.

An Exhibitor Service Desk will be available at all times during set-up, show hours and dismantling for any last minute requirements.

Hospitality Suites/Function Rooms     >to top

RAA has blocked hospitality suites for exhibiting companies. All suite requests must be submitted in writing to RAA Convention Manager (Click here for the form). Function space has also been reserved by RAA and is subject to availability. The following rules apply to hospitality suite/function room use:

• RAA stipulates that all suites held within the RAA block are for hospitality suite use ONLY. This is defined by hosting hospitality events during the evening at the conclusion of RAA 's daily program.

• No hospitality suites/function room events may conflict with the official RAA program.

• Hospitality suites/function rooms may be used during the day for small, internal sales meetings that do not conflict with the RAA program.

• Suites may be available for VIP sleeping arrangements. Please contact the RAA Convention Manager for availability.

• Hospitality suites/function rooms are only available to exhibiting companies.

Promotional Events, Ancillary Meetings and Other Exhibitor Functions

To ensure the success and fulfill the mission of the RAA Annual Convention, RAA Exhibitors are prohibited from holding activities that will distract attendees from presence at any official meeting or function at the RAA Annual Convention and Trade Show.

Exhibitors that wish to hold events or meetings during the official dates of the RAA convention (May 5 – 8, 2008) that do not conflict with official meetings or functions are required to submit their request in writing and will be subject to approval on an individual basis.

Installation & Dismantling     >to top

Installation

The installation of exhibits must be completed between the hours of 8:00 am - 5:00 pm on Monday, May 5 and 8:00 am - 12:00 pm on Tuesday, May 6, 2008. If any exhibitor has not begun set-up by 8:00 am on Tuesday, May 6th, 2008, RAA reserves the right to reassign the space to another exhibitor or to make use of the space as deemed necessary or appropriate with no refund being made to the original contracting exhibitor. Any charges incurred for necessary changes to the unoccupied exhibit booth after 8:00 am on Tuesday, May 6, 2008 shall be borne by the original contracting exhibitor. Additionally, all exhibit fees must be paid in full prior to installation. If an exhibiting company needs additional, early set-up time, please contact Champion Nationwide to make arrangements. All early move-ins will be accommodated based on availability.

Dismantling

No part of an exhibit shall be removed during the show without special permission from RAA Show Management. Exhibits must be kept intact until the closing of the exhibits (currently 12:30 pm on Thursday, May 8, 2008). If an exhibitor is in violation, Show Management may refuse to permit that exhibitor to show in future years and/or reduce exhibitor's priority points. All exhibits must be fully removed by 12:00 pm on Friday, May 9, 2008. If exhibits are not removed by this time, RAA reserves the right to remove the exhibit at the exhibitor's expense.


Labor     >to top

CARENTERS UNION

Members of this union claim jurisdiction over all set-up and dismantling of exhibits, including signs and installation of carpet. This does not apply to the unpacking and placement of your merchandise or product within the confines of your contracted exhibit area. Merchandise includes items produced by your firm for sale, which are to be used as a part of display in your booth. At no time can there be more than two (2) full-time company employees with a maximum of one (1) hour each for the purpose of setting-up or dismantling individual displays. Power tools (i.e. Electric drills, power saws, etc.) or mechanical equipment, may NOT be used by exhibitor personnel. Exhibitors cannot “borrow” tools or mechanical equipment from the exhibit facility and/or the Official Service Contractor. Champion Nationwide will have qualified union members available to assist you in the setting-up and dismantling of your exhibit and equipment. Please see the “INSTALLATION AND DISMANTLING LABOR ORDER” form for the rates, which will be applied for this service.

TEAMSTERS UNION

The local union claims jurisdiction on the operation of all material handling, equipment to and from the dock area and the exhibit space. Union personnel will operate forklifts, cranes and all other equipment for the unloading and reloading of all display materials, machinery, product and equipment. Please see the “MATERIAL HANDLING RATES” form for the charges that will apply. Also, exhibitors cannot borrow forklifts, dollies, hand trucks, carts, etc. from the convention facility or the Official Service Contractor to uncrate, unskid, move, position, assemble, reskid, recrate, etc, their equipment, products or displays. Shipments sent directly to the IndianapolisConvention Center may incur double drayage billing.

Only literature, portable or folding back walls, or very small equipment that can be hand carried (without wheels) by one person, in one trip, may be transported into or out of the exhibit area without union labor. Exhibitors will not be permitted access to the loading dock area(s) or the assistance of union personnel if they choose to hand carry their items.

Champion Nationwide shall be the sole authority on all matters in the dock area. This shall include but not be confined to items such as assignment of dock space and loading or unloading of all materials and equipment in order to ensure a smooth and efficient move-in and move-out of the convention. If your freight arrives at the loading area it WILL/MUST be handled by Champion Nationwide labor personnel.

TIPPING

Champion Nationwide requests that Exhibitors do not tip our employees. They are paid an excellent wage, and we feel that tipping is not necessary. This applies to all Champion Nationwide employees, union employees and its subcontractors' employees.

OUTSIDE CONTRACTORS

Should an exhibitor wish to have his exhibit installed by a contractor other than Champion Nationwide,the official show decorator, such exhibitor must inform Champion Nationwide ( 440 W. Grant Street, Orlando, FL 32806) and RAA Show Management of the name and work performed by the contractor. This information must be submitted in writing to: RAA Exhibit Manager, 2025 M Street, NW, Suite 800, Washington, DC 20036 no later than 60 days prior to set-up. In addition, a Certificate of Insurance must accompany your notification to use an outside contractor. This Certificate of Insurance should specify the following minimum coverage for your company and list RAA, Champion Nationwide, and the Indianapolis Convention Center as additionally insured:

Employers' Liability $100,000

Bodily Injury $1,000,000

Property Damage $100/$100,000

Workmen's Compensation

(including Employers' Liability) $100,000

Upon arrival at the show, exhibit house personnel will check in with RAA Show Management at Champion Nationwide service desk to present their credentials and receive permission to work on the floor.

Limitations and Liability     >to top

Exhibitors or their agents may not allow any articles to be brought into the exhibition or any act done on the premises which will invalidate the insurance or increase the premium on the policies held by the management of the IndianapolisConvention Center, or permit anything to be done by their employees through which act the premises, property or equipment of other exhibitors will be damaged. No signs or articles can be affixed, nailed, or otherwise attached to walls, doors, etc., in such a manner as to deface or destroy them. Likewise, no attachments can be made to the floors by nails, screws, or any devices that would damage them. All space is leased subject to these restrictions. Violations of these rules will annul the exhibitor's contract, and he or she will be held liable for any damage resulting from such violations.

The exhibitor shall be responsible for securing any and all necessary licenses or consents for a) any performances, displays, or other uses of copyrighted works or patented invention, and b) any use of any name, likeness, signature, voice or other impression and other intellectual property owned by any third party which is used, directly or indirectly by the exhibitor. The exhibitor agrees hereby to indemnify, defend and hold RAA harmless from and against any claim of liability and any incident or resulting loss, cost, or damage (including costs of lawsuit and attorney's fees) for failure to obtain these licenses or consents and/or for infringements or other violations of the property rights or the rights of privacy or publicity of any third party.

Exhibitor agrees to protect, save, and keep RAA, the occupied hotels, and the official general services contractor forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, his/her employees or agents as well as to strictly comply with the applicable terms and conditions contained in the agreement between RAA, the occupied hotels, and the official general services contractor regarding the exhibition premises; and further, exhibitor shall at all times protect, indemnify, save and keep harmless RAA, the occupied hotels, and the official general services contractor against and from any and all loss, cost, damage, liability, or expense which arises out of, from or by reason of any act or omission of exhibitor, his/her employees or agents.

Literature Distribution     >to top

All literature must be distributed within the booth space assigned. No materials may be placed on tables or chairs, attached to exhibit hall walls or ceilings, or left in public places or distributed in the aisles, lounge areas or other exhibitor's booths within the exhibit hall. No soliciting of registrants will be permitted in the aisles or in other exhibitor's booths. Items found in areas other than the exhibit booths will be removed and discarded. Anyone found to be distributing unauthorized materials will be escorted out of the exhibit hall.

RAA does not allow the literature of any exhibitor or supporter to be distributed at any RAA official hotel. This restriction applies to handing out literature or to dropping literature at individual guest rooms or in any public or private area of the hotels. This restriction also applies to any approved hospitality suites or function room events that may be taking place at any RAA official hotel or other public or private venue.

Media/Public Relations Events     >to top

If you are planning a media or public relations event in conjunction with the RAA Annual Convention, you are required to notify RAA of the details to prevent any scheduling conflicts.

Priority Points     >to top

Booth assignments are made based on a priority point system. Each company will receive notification of its priority number and a complete list of all priority numbers. Companies that have accrued the same number of priority points will be assigned based on a lottery drawing. Priority points are totaled based on participation with RAA for the past three years. Points are awarded as follows:

• 1 point for each year company has exhibited for the past 3 years

• 1 point for each year in which the company purchased 400 square feet or more of exhibit space for the past 3 years

• 1 point for advertising in the RAA Annual Report and/or Regional Horizons for the past 3 years

• 1 point for advertising in one of the Regional Horizons published during the Annual Convention for the past 3 years

•1 point for each event sponsorship at RAA meeting for the past 3 years

• Additional points for total major events sponsorship based on the following scale:

$2,501 - $10,000: 1 point

$10,001 - $15,000: 2 points

$15,001 or more: 3 points

To take advantage of the priority point system, the application and contract for exhibit space must be returned to RAA Headquarters accompanied by full payment no later than January 11, 2008. Please note, contracts that are received without payment will not be included in the priority point system and will not be assigned until payment is received. Any contracts and payments received after the January 11, 2008 deadline will be assigned remaining booth space on a first-come, first-served basis, regardless of priority points.

Show management reserves the right to deduct priority points at any time from any exhibitor who violates any rules or regulations established by RAA.

Recording in Exhibit Hall     >to top

Exhibit booths may not be photographed or video-recorded.

Sale of Goods in Exhibit Booths     >to top

RAA's 2008 Annual Convention is a trade show designed to provide a showcase for products and services either specifically designed for, or customarily used, in the airline industry. Neither the exhibitor nor his/her agents, employees, contractors or anyone connected with or authorized by the exhibitor shall conduct or permit any sale of goods or services of any kind in the exhibit area or in any other facilities provided or controlled by the RAA Show Management. However, order taking is permitted. Furthermore, the exhibitor agrees not to conduct or permit the receipt of legal tender or anything of value for machinery, equipment, goods and/or services.

Security     >to top

RAA Exhibit Management will provide security guard service from 8:00 am, Sunday, May 5th, 2008 through 12:00 noon, Friday, May 9th, 2008 on a 24-hour basis and will exercise reasonable care for the protection of exhibitor's materials and displays. The furnishing of such a service is in no way to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind. RAA or any officer, their agents, staff members, the Indianapolis Convention Center & RCA Dome or Champion Nationwide will not be liable for the safety of the exhibitor's person (including agents, employees or other persons) or property from theft, damage by fire, accident or any other causes. Small or easily portable articles of value should be properly secured and removed after the closing hours of the exhibit hall and placed in safekeeping. All claims for such loss, damage or injury is hereby expressly waived by the exhibitor.

Shipping     >to top

DO NOT SHIP DIRECTLY TO THE INDIANAPOLIS CONVENTION CENTER. To ensure proper handling and receiving, shipments should not be addressed to the Convention Center. The hotel has no provision to accept shipments at any time. All shipments must be received and processed by Champion Nationwide. All costs involved in transferring the exhibit materials from the Indianapolis Convention Center to Champion Nationwide will be the responsibility of the exhibiting company. Information on shipping methods and rates will be included in your Exhibitor Service Kit. Shipments are to be prepaid and consigned to the address that will be provided in your Exhibitor Service Kit.

Show Hours     >to top

At this time, show hours are scheduled to be:

Tuesday May 6, 2008 5:00 p.m. – 7:00 p.m.

(Opening Reception)

Wednesday, May 7, 2008 10:00 a.m. - 5:30 p.m

(There will be a lunch and a happy hour in the exhibit hall.)

Thursday, May 8, 2008 8:30am – 12:30pm

(There will be a break in the exhibit hall.)

Subletting of Exhibit Space     >to top

Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them, and shall not exhibit or permit to be exhibited in their space any merchandise or advertising materials which are not part of their own regular product line.

Hotel Information     >to top

The Indianapolis Marriott Downtown and the Indianapolis Westin are the official RAA hotels. Please note: it is a violation of RAA policy to obtain a room outside of the RAA room block. Priority points will be affected if exhibiting companies do not utilize the official RAA rooms.

Indianapolis Marriott Downtown

350 West Maryland Street

Indianapolis, IN 46225

Room rate: $189 single/double

For Reservations Call: 317-822-3500

Cut off date: Friday, April 4, 2008

Indianapolis Westin

50 S. Capitol Avenue

Indianapolis, IN 46204

Room rate: $186 single/$208 double

For Reservations Call: 317-262-8100

Cut off date: Friday, April 4, 2008


Exhibitor
    Information

Photos courtesy Indianapolis Convention & Visitors Association