Exhibit and Sponsor at the 2024 AATB Annual Meeting

The AATB Annual Meeting is the premier event for professionals in the tissue banking industry, bringing together top experts for unparalleled collaboration, training, and networking. From September 30 to October 3, join us at the Gaylord Rockies Resort & Convention Center in Aurora, CO. This is your chance to showcase your products and services, engage with attendees directly, and share your expertise in an exclusive setting!

 

Annual Meeting Specifications & Rules

Each exhibitor/sponsor agrees to meet any applicable requirements for the federal, state, municipal, and territory governments, police and fire departments of the city, the management of the building, and to obtain and pay for all necessary permits and licenses, should any be required for the display of your exhibit. Each exhibitor/sponsor shall be responsible for collecting and/or paying all applicable local, state, and federal taxes. 

Service Kits: The Exhibitor Service Kit listing available services, electrical equipment, booth furniture, decorating materials, and forms will be emailed to exhibitors on or before July 1 by the exposition company listed below. Completed forms should be returned to the exposition company by the requested deadline using the instructions specified on the forms.

Shipping Instructions: All materials must be shipped to and handled by the official AATB exposition company. No exhibitor materials will be accepted by the convention center/hotel or AATB, nor will the association assume responsibility for loss or damage to goods consigned or shipped to it. All goods must be marked with the exhibitor’s name and assigned booth number. Under no circumstances will goods be accepted on which there are charges due. Please refer to the information supplied in the Exhibitor Services Kit for all shipments.

Loading/Unloading: You are strongly encouraged to utilize the services of our exposition company and their official freight company to ship materials. The company we have contracted with is the only company with access to the loading docks.

Exposition Company: SourceOne, sourceoneevents.com

Installation: Exhibitors will be permitted to begin assembling their exhibits during hours set by the exhibition company and sent to all exhibitors. Inspection by AATB-designated staff will be completed thirty (30) minutes before the show's start to ensure that all exhibitors comply with the specifications and rules outlined in this document.

If an exhibit has not been correctly set up by that time, AATB reserves the right to remove unsightly materials or cover them appropriately at the exhibitor’s expense. Exposed unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. No set-up will be permitted during show hours. 

Exhibitors who plan to hire the services of another exhibit service firm must:

• Notify AATB thirty (30) days prior to the first day of show set-up with the service firm’s name, address, and telephone number of the service firm.
• Ensure the service firm notifies AATB thirty (30) days prior to the first day of show set-up of the names of all exhibiting companies for which it has orders, the names of all employees working on the show, and furnishes proof that adequate insurance is maintained to cover possible liabilities.
• Ensure the service firm checks in at the AATB registration desk upon arrival at the Annual Meeting to receive proper paperwork and instructions. 

Booth Guidelines: If an exhibitor is using its rental space in a manner that is detrimental to the association, convention, or meeting or infringes on the space rented by other exhibitors (including sight obstruction, soliciting products or services outside of the booths assigned, excessive noise, heat, light, or pollution emanating from exhibits), or if an exhibitor’s display is not in keeping with the character and purpose of the show, the association, through its executive staff, reserves the right to request corrective action. If an exhibitor is unable or unwilling to comply with the request, the association reserves the right to cancel the use of that space or bar from the exhibit hall that exhibit or any part of that exhibit, including company representatives. If such action is necessary, the exhibitor shall forfeit all money paid or due to the association for the booth space rental.

Carpet: The Annual Meeting exhibit hall is carpeted.

Hanging Signs and Line of Sight: Hanging signs or other materials above exhibit booths is prohibited. The maximum height of 8’ is allowed only in the rear half of the booth space, with a 3.5’ height restriction imposed on all materials in the remaining space forward to the aisle.

Dismantling: All exhibits must be removed from the exhibit hall by the exhibiting company at its own expense no later than the hours that AATB’s official exhibition services company supplies. If an exhibitor fails to remove its exhibit before the deadline, AATB may remove such exhibit to a storage warehouse at the risk and expense of the exhibitor, who shall pay any damage or expense incurred by the association in removing the exhibit. No exhibit or part of an exhibit may be removed from the space allocated during the period of exposition except in cases of extreme necessity. Permission for such removal must be obtained from AATB executive staff.

Payment and Cancellation of Booth Space and/or Sponsorship: Payment for booths and/or sponsorship must be made within ten (10) days of receipt of the invoice, or your booth and/or sponsorship may be released. Set-up will not be permitted if a booth is not paid for in full. The exhibitor or sponsor must provide written notice of intention to cancel or withdraw from the Annual Meeting to the attention of Julie Bly, AATB Director of Membership, at blyj@aatb.org. If notice is received by the deadline dates previously listed, the exhibitor/sponsor will receive a refund of the entire amount minus a $500 non-refundable processing fee. No refunds will be given after the specified deadline, even if the space is resold to another party.

Cancellation, Interruption, or Postponement of the Annual Meeting: In the event that the Annual Meeting is canceled, interrupted, or postponed due to any occurrence not occasioned by the conduct of AATB, whether such occurrence be, but not limited to, an act of God, the result of war, terrorism, riot, civil commotion, strikes, sovereign conduct or by any other cause, or if circumstances make it impossible or impractical for AATB to permit any exhibitor to occupy the premises, AATB shall make a good faith effort to adjust the rental and/or sponsorship fee for the space based on the period of time the space was or could have been occupied by such exhibitor, and AATB is released from any claims for damages which may arise in consequence thereof.

Utilization of Celebrities, Entertainers, Authors, and more: Exhibiting companies wishing to utilize the services of individuals other than their own associates, such as celebrities, entertainers, authors, etc., must seek approval for the activity in writing within sixty (60) days before the AATB Annual Meeting to the attention of Julie Bly, AATB Director of Membership at blyj@aatb.org. The request shall include an overview of the proposed activity and provide enough detail to address how the activity will be conducted. Activities foreseen to be potentially disruptive to other exhibitors will not be approved.

Liability and Insurance: Exhibitors must make provisions for the safekeeping of their goods before, during, and after the Annual Meeting. Neither AATB nor the management of the Annual Meeting site shall be responsible for any injury to an exhibitor or its representatives or employees, nor for the safety of any exhibit or other property against robbery, fire, accident, or any other destructive cause. Insurance, if desired, shall be taken out by the exhibitor, who hereby agrees to hold AATB harmless and free from all damages or liabilities of any kind. 

Outside Exposition and Activities: During scheduled Annual Meeting activities, the exhibitor agrees not to exhibit its products or services or to directly promote or otherwise exploit its company, products, or services outside the exhibit hall. Exhibitor also agrees not to entertain Annual Meeting attendees during exhibit hall hours or Annual Meeting program hours in a rental function room, hospitality suite, or other rented facility or otherwise take attendees away from the Annual Meeting and scheduled meeting activities.

Unoccupied Space: AATB reserves the right to rent to any other exhibitor previously rented but unoccupied space thirty (30) minutes prior to the opening of the Annual Meeting exhibit hall on the first day of the event. Moreover, this clause shall not relieve the exhibitor who contracted for the booth space of the financial obligations to pay the full amount or any portion of the rental fee.

Use and Care of the Exhibitor’s Space: Exhibitors agree that all products to be displayed are suitable for the tissue banking industry. Booth space will be used only for display purposes, and soliciting in the aisles will not be permitted. Each exhibitor shall care for, keep in good order and surrender the space occupied by it in the same condition, ordinary wear expected.