Exhibitor Rules & Regulations
Completing the application and signing the contract confirms acceptance of these rules.
1. Space Assignments
Exhibit space is assigned based on seniority points and/or booth configuration. A company earns one seniority point for each of the following:
Consecutive year of exhibiting as the primary conract holder with The Thomas P. Hinman Dental Meeting.
Taking the post show survey.
Booking within the Hinman Room Block
Submitting the booth application during the official show dates, March 17-19, 2016.
The Exhibits Committee reserves the right to prohibit any action by an exhibitor that is contrary to the policy or purpose of The Thomas P. Hinman Dental Meeting.
Applications for exhibition space are subject to the receipt, review and approval of the Exhibits Committee of The Thomas P. Hinman Dental Meeting. The Exhibits Committee reserves the right, in its sole discretion and for any reason, to accept or reject any application for exhibition space.
The Exhibits Committee further reserves the right to relocate or reassign exhibition booths at any time for the overall benefit of the Thomas P. Hinman Dental Meeting.
The Exhibits Committee further reserves the right to prohibit any action by an exhibitor that is contrary to the policy or purpose of The Thomas P. Hinman Dental Meeting and to eject any exhibitor for such action.
Merging exhibiting companies will inherit the senior company's seniority points. Written documentation of merger must be presented to the Exhibits Manager with space application.
Exhibitors may not, under any circumstance, practice dentistry or perform live demonstrations upon patients or live models which require a dental license or the presence of or supervision by a licensed dentist or dental hygienist as required in the Georgia Dental Practice Act and Rules of the Georgia Board of Dentistry.
The logo and name of The Thomas P. Hinman Dental Meeting are registered trademarks and are not to be used without written permission.
No exhibitor will be allowed to sublet exhibit space, or a fraction thereof, to another company or individual without written permission of the Exhibits Manager.
All activities of the exhibitor must be confined to the booth space rented. There shall be no business activities to be conducted in the aisle space, lobby, or any other areas outside of the exhibitor space contracted. Aisles must not be obstructed at any time. If exhibit display attracts a large number of attendees, including lines waiting for presentations, additional exhibit space must be purchased to provide clear aisle space.
Solicitation by non-exhibitors is prohibited.
Firms and representatives not assigned exhibit space are prohibited from soliciting business in any form at the Georgia World Congress Center.
Exhibitor Set-up & Dismantle
Any space not completely set up by 7:00 p.m. on Wednesday, March 16, 2016 will be regarded as abandoned and may be resold or reassigned by the Hinman Dental Meeting and the exhibitor will not be provided any refund. If the Exhibitor will be delayed, due to weather or any other circumstance, they must notify the Exhibits Manager to avoid having their booth space regarded as abandoned.
No exhibitor shall be allowed to remove his or her exhibit or any part of it until the close of the exhibition at 3 p.m. on Saturday, March 19, 2016. Any company disregarding this rule may be denied their priority space for the following Thomas P. Hinman Dental Meeting.
Exhibitor Hall Access Hours
Exhibitors who are properly badged may obtain access to the exhibit hall based on the following schedule:
Tuesday, March 21:
8:00 a.m. – 8:00 p.m.
Wednesday, March 22:
8:00 a.m. – 8:00 p.m.
Thursday, March 23:
7:00 a.m. – 5:30 p.m.
Friday, March 24:
8:00 a.m. – 6:30 p.m.
Saturday, March 25:
8:00 a.m. – 10:00 p.m.
Sunday, March 26:
8:00 a.m. – 4:00 p.m.
Any prize contest request must be submitted in writing by January 15, 2016 to be approved by the Exhibits Manager. Contests sponsored on the exhibit hall floor must be promoted in a manner that does not interfere with or distract surrounding exhibitors. Any prize contest must be conducted in accordance with Georgia law. Please consult your own counsel if you have any questions.
Sound and scent devices and odors generated by surgical, electrosurgical and product demonstrations must be at such a level as not to interfere with normal business in adjoining booths. Appropriate odor-limiting devices should be used. Use of live or recorded music is prohibited without expressed written permission of the Exhibits Manager.
Exhibitor Appointed Contractors
If an exhibitor appoints a contractor other than the official contractor to install and dismantle its exhibit, an EAC form must be submitted to the General Service Contractor by February 15, 2017. A certificate of insurance must be furnished by the exhibitor appointed contractor, and the exhibitor must assume liability for said appointed contractor.
No exhibitor shall be allowed to host or sponsor any program or event during The Thomas P. Hinman Dental Meeting and/or exhibit hours. No exhibitor will be allowed to offer continuing education during The Thomas P. Hinman Dental Meeting and/or exhibit hours. Please be aware that exhibitors cannot utilize speakers who are on the current Thomas P. Hinman Scientific Program. The agreement for all clinicians speaking at The Thomas P. Hinman Dental Meeting prohibits them from accepting any other speaking engagements in the metropolitan Atlanta area 60 days prior to the meeting.
Children are allowed to attend The Thomas P. Hinman Dental Meeting.
Children (under the age of 12)
Must register to attend the Meeting
Can register for age-appropriate special events and visit the exhibit hall
Are not permitted in lectures
Youth (ages 12 – 21):
Must register to attend the Meeting
Can register for special events and lectures and visit the exhibit hall
The Georgia World Congress Center is a non-smoking facility. Smoking is prohibited at any time throughout the facility including the exhibit hall, including move-in and move-out hours. All exhibits must conform to fire regulations prescribed by the City of Atlanta Fire Department and the State Fire Marshall.
No crates, packing materials or wooden boxes may be stored on the exhibit hall floor; they must be removed from the property by the show contractor. All drapes, curtains, table coverings, skirts, carpet and any materials used in exhibits must be flame retardant.
Exhibitors must not injure or deface walls or floors of the building, the booths, or equipment of the booths. Should such damage appear, the exhibitor is liable to the owner of the property that is damaged. Adhesive-backed decals and stickers may not be distributed anywhere on the premises.
Helium balloons are not permissible.
Vehicles on display shall not contain in excess of one-half their fuel capacity or contain in excess of 10 gallons of fuel, whichever is less. Vehicles on display must have all fuel tank openings locked and sealed in an approved manner to prevent the escape of vapors. At least one battery cable shall be removed from the batteries used to start the vehicle engine. The disconnected battery cable shall then be taped to avoid potential sparks.
Levy Food Services, Inc., is the exclusive caterer for all food and beverage services at the Georgia World Congress Center.
Neither The Thomas P. Hinman Dental Meeting, The Hinman Dental Society, the convention decorator, the Georgia World Congress Center nor their agents or representatives will be responsible for any injury, loss or damage that may occur to the exhibitor or to the exhibitor's employees or property from any cause whatsoever.
Alcohol Serving and Consumption
Exhibitors are permitted to serve alcohol from and/or within the confines of their booth space from 3 p.m. until the hall closes for the day.
Security will be provided by Hinman to guard the perimeter of the exhibit hall on a 24-hour basis. However, Hinman is not responsible for loss or damage to Exhibitor's property. Exhibitors wishing to contract additional security specifically for their booth to insure against these risks must contact Dupree Security at 404-350-8355.
4. Booth & Equipment Specifications
All booths are a 10' x 10' configuration and can be combined to create larger spaces. Each exhibitor is entitled to a reasonable sight line from the aisle regardless of the size of the exhibit (See Regulations for Booth Set-Up).
For an inline booth, the back drape will be 8' high with the side rails 36" high. The side panels of the displays may not exceed 8' in height for more than half the distance forward from the back rail, so as not to block adjoining displays. No solid exhibit construction will be permitted to exceed 4' in height except in the back half of the booth.
Peninsula booths must also allow for line of sight to neighboring exhibits and must be set in accordance with the Regulations for Booth Set-Up. Since an island booth is automatically separated the width of an aisle from all neighboring exhibits, full use of the floor space is permitted.
Exhibitor must carpet its booth(s) or use other floor covering. Concrete floor may not be exposed.
Hanging signs are only permitted for peninsula and island booths. Rigging of hanging signage must be ordered through the official general service contractor, Freeman. The maximum hanging signage height for island booths is 24' from floor to top of the sign. Maximum hanging signage height for peninsula booths is 20' from floor to top of the sign. Hanging signs for island and peninsula booths must hang from the ceiling and cannot be attached to or supported by the booth structure on the floor.
No individual will be issued a badge unless that person is an employee of the company in whose name the space is leased, or by special permission of the Exhibits Manager. For each 10' x 10' booth purchased, exhibitors will receive ten complimentary personnel badges. Any registrant over the ten personnel limit will have to pay a $50 charge per person. All exhibitors must register and wear the appropriate badge. Exhibitors must go online to Hinman Exhibitor Portal to pre-register by February 15, 2017. Badges will be mailed to all exhibitors who pre-register their booth personnel by the March 1, 2017 deadline. Exhibitors may choose to have their badges held for pick-up on site. All late registrants must pick up their badges on site at the Exhibitor Registration Desk beginning on Wednesday, March 22, 2017. ALL GUESTS MUST REGISTER ON SITE AT THE MAIN REGISTRATION DESK AND MUST PAY A $75.00 GUEST FEE.
6. Terms of Payment
A $500 per 10' x 10' booth space deposit is due upon submitting the Exhibit Space Application, and a 50% deposit of the total booth space is due at assignment. Companies eligible for the first round of booth assignments must complete an online form by midnight on June, 15, 2016. If booth deposit is made by check, please make all checks payable to THE THOMAS P. HINMAN DENTAL MEETING and mail to 33 Lenox Pointe, Atlanta, Georgia 30324-3172.
Online applications will not be treated as complete until Hinman receives the deposit referenced above. Booth Confirmations will be emailed as booth assignments are completed.
Any applications received after January 13, 2017, must be accompanied by full payment for the entire amount of the requested booth fee. No exceptions.
Cancellation by Exhibitor
Cancellations or downsizing of booth space must be submitted in writing.
Any Cancellation on or before December 1, 2016:
Full refund of monies paid
Cancellations between December 2, 2016– January 13, 2017:
Deposit payment minus a $500 administration fee.
Cancellations on or after January 14, 2017:
Space not paid for in accordance with the dates and terms set forth herein may result in cancellation of booth space, and the Exhibits Committee will have the right to dispose of the exhibit space and privileges without liability. The balance is due on or before January 13, 2017.
If, at any time, an exhibitor cancels all assigned exhibit space, exhibitor will forfeit that year's priority point(s) and any non-exhibiting year's seniority point(s) thereafter. The total loss of seniority points for non-exhibiting years will be subracted from the total at reapplication. Special circumstances will be considered by the Exhibits Manager and the Technical Exhibits Committee.
Cancellation or Postponement of Meeting
In the event the meeting or exhibit hall is cancelled, or does not take place for any reason not due to fault of, or under the control of The Hinman Dental Meeting, the Hinman Dental Meeting shall be liable to exhibitor only for a refund of booth rental already paid, and shall not, in any event, be liable for any consequential losses, lost profits, travel costs, cost of food and lodging, or any other such losses.
In the event that a portion of the Meeting is cancelled after the Meeting has begun, exhibitor will be refunded a pro-rata portion of the booth rental already paid based upon the number of days that the Meeting operates compared to the number of days that the Meeting was scheduled to operate. The exhibitor, on signing this application, expressly releases the aforementioned from any and all claims for such loss, damage or injury.
7. Indemnification and Liability Insurance
Exhibitor does hereby agree to indemnify, defend and hold harmless The Hinman Dental Society, The Thomas P. Hinman Dental Meeting and all of their respective members, officers, directors, employees and agents from and against any and all claims, damages, actions, costs, losses and expenses, including attorney's fees, incurred on account of personal injury, death, or damages to or loss of property in connection with The Thomas P. Hinman Dental Meeting or exhibitor's attendance at said meeting to the extent that same was caused by (a) exhibitor's negligence or willful misconduct, or (b) exhibitor's breach of this agreement.
Certificate of Insurance
With the application and contract for exhibit space, every exhibitor agrees to provide The Hinman Meeting with a certificate of insurance by a carrier authorized to do business in the state of Georgia. The Certificate must show evidence of paid-up general liability insurance coverage in place covering the dates March 23, 2017 through March 25, 2017 and having minimum limits of $1,000,000 each claim in support of exhibitor's aforesaid agreement to indemnify, defend and hold harmless The Hinman Dental Society, The Thomas P. Hinman Dental Meeting, and all of their respective members, officers, directors, trustees, employees, agents and representatives against said above stated hazards and exposures.
In addition to exhibitor, such certificates of insurance shall name the following groups as additional named insureds:
The Thomas P. Hinman Dental Meeting and The Hinman Dental Society of Atlanta, and their respective members, officers, directors, trustees, agents, representatives and employees, as their interest may appear. Original certificate is due by January 13, 2017.
No exhibitor will be allowed to set up their booth or exhibit unless they have signed and returned an original contract and provided the Exhibits Manager with an original Certificate of Insurance.
Any exhibitor that violates one of the rules listed above will be given an Exhibitor Violation Form from the Hinman Dental Meeting. Violations will be given in the following sequence:
1st Violation: Warning - Please correct the problem by opening of the following day.
2nd Violation: Loss of current year priority point
3rd Violation: Loss of half of accrued priority points
4th Violation: Loss of all accrued priority points
These rules and regulations are to be construed as part of all space contracts. Signing of the application or completing an application online and signing the contract confirms acceptance of these rules. The Exhibits Committee of The Thomas P. Hinman Dental Meeting reserves the right to interpret them as well as to make final decisions on all points the rules and regulations do not cover.
Please address all correspondence to:
33 Lenox Pointe
Atlanta, Georgia 30324-3172
(404) 231-1476 Exhibits
(404) 231-1663 General
(404) 231-9638 Fax