Rules and Regulations
These regulations are fully incorporated as part of the contract between the exhibiting organization and the National Association of School Psychologists:
Space Applications/Contracts and Booth Assignments
NASP will accept Exhibit Space Applications/Contracts for priority booth assignment through October 1, 2013. Exhibitors will be given priority points for exhibiting in past NASP conventions (1999–2013) and will earn one point for each year exhibiting and two additional points each year for each booth purchased. Additional points also will be awarded for advertisers.
All organizations returning completed Exhibit Space Applications/Contracts by October 1, 2013, will be assigned booth space based on their priority point total, from highest to lowest. In the case of a tie, sponsors will be given priority. All organizations returning completed contracts after October 1, 2013, will be assigned booth space on a first-come, first-served, space-available basis after the priority applications are processed. Please complete and return your form, including your 1st–4th location preferences, as soon as possible to be included in the first round of priority booth assignments.
Please mail your completed Exhibit Space Application/ Contract and your Visa/MasterCard number and expiration date, check, or money order to:
NASP 2014 Convention
P.O. Box 79469
Baltimore, MD 21279-0469
Please note that NASP is unable to accept purchase orders and that overnight deliveries cannot be accepted at the post office box listed above.
Cancellations and Refunds
All exhibit organizations cancelling space will be charged a $100 processing fee, and no refunds will be issued for exhibit space cancellations received after December 1, 2013. In the event of cancellation due to acts of God, fire, strike, government regulations, or other causes beyond the control of the parties to the agreement, NASP will refund that portion of exhibitor fees that it deems consistent with the expenditures and commitments already made.
All products and services exhibited at the NASP convention shall be directly related to the NASP mission to enhance the mental health and educational competence of children and must be of professional or educational benefit or interest to convention participants. NASP reserves the right to determine the eligibility of prospective exhibitors for inclusion in its exposition. Eligibility will be determined following receipt of an Exhibit Space Application/Contract (description must be included) and prior to booth assignment.
Booth Definitions and Display Rules
Linear Booth (In-Line Booth)
Linear Booths have only one side exposed to an aisle and are generally arranged in a series along a straight line.
Rules for Linear Booths: A maximum height of 8’ is allowed within the back five feet of the booth space only; a 4’ height restriction is imposed on all materials in the remaining space forward to the aisle. (Note: When three or more Linear Booths are used in combination as a single exhibit space, the 4’ height limitation is applied only to that portion of exhibit space which is within 10’ of an adjoining booth.)
A Corner Booth is a Linear Booth exposed to the aisle on two sides. All rules above for Linear Booths apply to Corner Booths.
A Perimeter Booth is a Linear Booth that backs to a wall of the exhibit facility rather than to another exhibit. All guidelines for Linear Booths apply to Perimeter Booths, as well.
A Peninsula Booth is exposed to aisles on three (3) sides and composed of a minimum of four booths.
Rules for Peninsula Booths: A Peninsula Booth is usually a combination of four or more 10’ x 10’ booths. Because a Peninsula Booth backs up to two Linear Booths, the back wall is restricted to 4’ high within 5’ of each aisle and the back wall, permitting adequate line of sight for the adjoining Linear Booths. Eight feet (8’) is the maximum heigh allowance, including signage for the center portion of the back wall.
An Island Booth is any size booth exposed to aisles on all four sides.
Rules for Island Booths: An Island Booth is a combination of four or more 10’ x 10’ booths, although it may be configured differently. The entire cubic content of the space may be used.
Guidelines for all Booth Sizes
All display fixtures over 4’ in height and placed within 10’ of an adjoining exhibit booth must be confined to that area of the exhibitor's space which is within 5’ of the back line.
The Exhibit Hall A ceiling height is 12’ (and 11’ for booth #s 822-830 in Hall B South). See the paragraph above for limitations on placement of exhibit booth components.
Side walls cannot exceed 4’ in height, except for the area which is within 5’ of the back wall.
Displays must be contained within the assigned booth spaces in such a way that they do not interfere with other exhibitors’ displays. No booth may obstruct exhibition attendees’ views of adjacent booths from any angle. Booth activities that cause attendees to congregate in the aisles and impede or restrict traffic are forbidden. All displays, signs, flyers, distribution of literature and souvenirs, entertainment, or any other activities must take place inside the contracted booth space only. No exhibitor shall sublet, assign, or share any part of the space allocated to his or her organization without prior written consent from NASP. NASP reserves the right to reject or require on-site modification of any display or demonstration that, in NASP’s sole discretion, is not in keeping with the character of the NASP exhibition or is in violation of the “good neighbor” policies described above. Exhibit booths may not include structures that stretch into or across Exhibit Hall aisles. Exhibits including audio or video devices must be conducted or arranged so that no noise will disturb adjacent exhibitors or attendees. NASP reserves the right to prohibit the use of amplifying devices that it considers objectionable.
Set-Up and Dismantle
Levy Exposition Services, Inc., the official NASP General Service Contractor, will furnish, erect, and dismantle the exhibit area as part of this contract. All shipments of exhibit materials must be made through drayage to the General Service Contractor, according to the stipulations provided by NASP, and all related shipping costs will be charged to the exhibitor. Exhibitors using service contractors other than those designated by NASP must obtain approval in advance from NASP. A written request must be presented by the exhibitor or the contractor, at least 30 days in advance of exhibit set-up and must include the name and address of the contractor, name of the on-site supervisor in attendance, a certificate of insurance, and a statement that the contractor will comply with all rules and regulations of the NASP exhibition.
Each exhibit must be open and staffed during all official show hours! Exhibiting organizations that do not adhere to this NASP policy will have one booth assignment priority point deducted for the following year’s convention or may be excluded from the following year’s show altogether. There will be no exceptions to this NASP exhibition policy.
Liability and Insurance
The exhibitor agrees to adhere to and be bound by all applicable fire, utility, and building-code regulations at the exhibition premises. The exhibitor also agrees to the contract and terms between the hotel (managers and owners), NASP, and other parties related to the exhibition. The exhibitor shall not deface or damage the hotel property or exhibit area in any way.
Insurance and liability are the full and sole responsibility of the exhibitor. This contract shall not constitute or be considered a partnership, joint venture, or agency between NASP and the exhibitor.
The exhibitor shall assume the entire responsibility for all losses, damages, and claims arising out of exhibitor’s use of or activities on the hotel premises and will indemnify, defend, and hold harmless NASP, the hotel, and Levy Exposition Services, and their owners and management companies, as well as their respective agents, servants, and employees, from any and all such losses, damages, and claims.
The exhibitor shall be fully responsible to pay for any and all damages to property owned by the hotel, its owners, or managers, which result from any act or omission of the exhibitor. The hotel shall not be responsible or liable for any loss, damage, or claims arising out of exhibitor’s activities on the hotel’s premises except for any claims, losses, or damages arising directly from the hotel’s own negligence.
Admission to Exhibit Hall
Security will be posted at the hall entrance, and only exhibitors with badges will be admitted during exhibitor set-up or exhibition hours. Exhibitors with badges can be admitted to the Exhibit Hall one hour before the exhibition opens each day.
No pets or animals shall be permitted in the Exhibit Hall, with the exception of service or guide dogs for persons with disabilities.
Children are allowed in the Exhibit Hall under the strict supervision of adults only. Children are not permitted in the Exhibit Hall during any set-up or dismantle hours. This NASP policy will be strictly enforced.
Unethical conduct or infraction of the rules on the part of an exhibitor, his or her representatives, or both will subject the exhibitor, his or her representative, or both to be dismissed from the Exhibit Hall. In this event, it is agreed that no refund shall be made by NASP, and that no demand for redress will be made by the exhibitor or his or her representatives. Disregard for any rules stated herein is considered just reason for NASP to prohibit an exhibitor from attending future NASP conventions or to deduct priority points for future booth assignments.
Questions regarding these policies should be directed to NASP Director of Meetings and Conventions Glenn Reighart via phone at (301) 347-1666, or via e-mail to firstname.lastname@example.org.