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Exhibitor Rules & Regulations


Completing the application and checking the acceptance box on the interactive form confirms acceptance of these rules.

 The Hinman Dental Society of Atlanta, Inc. (the “Society” or “Hinman”) is the host of The Thomas P. Hinman Dental Meeting (the “Meeting”).  The Exhibits Committee is a committee comprised of members of the Society.

1. Space Assignments

In-Person exhibit space is assigned based on priority points accrued through the 2019 Meeting, as points were not awarded in 2020. Due to the pandemic, exhibitors will not earn or lose priority points based on exhibition status for the 2021 Meeting. All exhibitors choosing to exhibit in person must also exhibit virtually.

2. Restrictions

  • Hinman reserves the right to prohibit any action by an exhibitor that is contrary to the policy or purpose of the Hinman Meeting.

  • Exhibitors shall be governed by, and, by registering as an in-person or virtual exhibitor, agree to abide by the Hinman Code of Conduct. Each exhibitor bears the sole responsibility for ensuring that all its personnel and guests present at the Meeting read, understand, and abide by the Hinman Code of Conduct.

  • Purchases of exhibition space are subject to the receipt, review, and approval of the Exhibits Committee of the Meeting.  Hinman reserves the right, in the Exhibits Committee’s sole discretion and for any reason, to accept or reject any application for exhibition space. All exhibitors are restricted to one or two in-person booth spaces, and all in-person booths must have a virtual booth as well.

  • Hinman further reserves the right to relocate or reassign exhibition booths at any time for the overall benefit of the Meeting. Hinman further reserves the right to prohibit any action by an exhibitor that is contrary to the policy or purpose of the Meeting and to eject any exhibitor for such action.

3. Regulations

Company Mergers:

Merging exhibiting companies will inherit the senior company's priority points. Written documentation of merger must be presented to the Exhibits Manager via email.

 

Online Exhibitor Listing:  By registering as an exhibitor at the Meeting, exhibitor consents to Hinman’s online listing of exhibitor’s information on its Exhibitor List.

 

Live Demonstrations:

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.

 

Hinman Logo:

The names “Hinman” and “The Thomas P. Hinman Dental Meeting” and the logo of The Thomas P. Hinman Dental Meeting are registered trademarks of the Society and are not to be used without written permission from the Society.

 

Subletting Space:

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.

 

Space Rental:

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.

 

Virtual Rental:

Virtual exhibitors may only engage with attendees in the virtual exhibit hall. Exhibitors may promote their products or services by purchasing a slot in the New Product Demonstration Course or through other Hinman sanctioned marketing opportunities

 

Solicitation by non-exhibitors is prohibited; limitations on exhibitor solicitations: Firms and representatives not assigned in-person exhibit space are prohibited from soliciting business in any form at the in-person show site.  Firms and representatives not assigned virtual exhibit space are prohibited from soliciting business in any form within the virtual platform.  Exhibitors are prohibited from soliciting business in any form outside of the platform that is included in the exhibitor’s purchased in-person and/or virtual exhibit space (for example, in comments on social media posts or in chat features accompanying any online programming).  Any impermissible solicitations should be reported to the Exhibits Manager as soon as possible.

 

Virtual Event Materials:

Exhibitors shall not copy material from or take screenshots of any portion of any virtual event.

 

Removal of Comments:

Hinman reserves the right to delete without notice any comment on its social media or event chat features or similar content that it deems violative of these Exhibit Rules and Regulations, in its sole discretion.

 

Exhibitor Set-up and Dismantle:

Any space not completely set up by 8 a.m. on Friday, March 12, 2021 will be regarded as abandoned and may be resold or reassigned by Hinman, and the exhibitor will not be provided any refund. If the exhibitor is delayed due to weather or any other circumstance, they must notify the Exhibits Manager as soon as possible and before 8 a.m. on Friday, March 12, 2021, 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 4 p.m. on Saturday, March 13, 2021. Any company disregarding this rule may be denied their priority space for the following Meeting.

                        

Exhibitor Hall Access Hours:
Exhibitors who are properly badged may obtain access to the exhibit hall based on the following schedule:

 

Thursday, March 11:     8 a.m. – 6 p.m. (set-up)
Friday, March 12:          7 a.m. – 5 p.m. (set-up 7- 8:30 a.m./ Hall opens at 8:30 a.m.)
Saturday, March 13:     8:30 a.m. – 4 p.m. (move-out 4 – 6 p.m.) 


 

Contests/Prizes:

Any prize contest request must be submitted in writing to the Exhibits Manager by January 15, 2021 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. Exhibitor shall bear all responsibility for compliance with Georgia law.

 

Music/Sound/Scent/Booth Presentations:

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.

 

Exhibitor Events:

No exhibitor shall host or sponsor any program or event during the Meeting and/or exhibit hours. No exhibitor shall offer continuing education during the Meeting and/or exhibit hours. Please be aware that exhibitors shall not utilize speakers who are on the current Thomas P. Hinman Scientific Program, as the agreement for all clinicians speaking at the Meeting prohibits them from accepting any other speaking engagements in the metropolitan Atlanta area 60 days prior to through the end of the 2021 Meeting.

 

Children:

Children are not allowed to attend the Hinman Meeting. Because of the pandemic, space is limited, and all attendees and exhibitors must be pre-registered.

 

Facility Maintenance:

a.      The event facility is a non-smoking facility. Smoking is prohibited at all times 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, the Georgia Office of Insurance and Safety Fire Commissioner, and any other relevant entity.

b.      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.

c.      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 shall be liable to the owner of the property that is damaged. Adhesive-backed decals and stickers may not be distributed anywhere on the premises.

d.      The event facility holds exclusive catering rights for all food and beverage services.

e.      Neither the Meeting, the Society, the service contractor, nor the event facility, nor the agents or representatives of any of the foregoing, 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.

 

 

Security:

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 tabletop 8' x 10' configuration and can be combined to create larger spaces up to two spaces. Each exhibitor is entitled to a reasonable sight line from the aisle regardless of the size of the exhibit.

 

For booths, the back drape will be 8' high with the side rails 3' 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.

 

Booth Height Restrictions:

The maximum height for a booth 8' x 10' display is 8'. These restrictions will be strictly enforced.

5. Registration

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 8' x 10' in person booth purchased, exhibitors will receive four complimentary personnel badges. All exhibitors must register and wear the appropriate badge. Exhibitors must go online to the Hinman Exhibitor Portal to pre-register by February 13, 2021. Badges will be mailed to all exhibitors who pre-register their booth personnel by the March 2, 2021 deadline. Exhibitors may choose to have their badges held for pick-up on site.

 

All virtual exhibitors will receive ten complimentary virtual badges for company personnel only.  Virtual exhibitors must pre-set their online profile before the start of the Meeting at 8:30 a.m. Friday, March 12, 2021.

6. Housing

EventSphere is the only official housing provider for the Meeting.  Exhibitors are encouraged to book hotel rooms in the Hinman room blocks, which can be accessed only through the link on the Meeting website or by calling 800-243-1581.  Because the Meeting exhibitor list is available online, exhibitors may receive housing solicitations from third parties that are not affiliated with or endorsed by Hinman or EventSphere.  Hinman strongly recommends that you always start at Hinman.org to ensure that you are receiving Hinman-approved information and that you closely scrutinize any other website that appears to be connected with Hinman.  Should you be contacted by someone other than EventSphere, please report such contact by emailing hinman@eventsphere.com or calling 864-208-2467.

 

7. Terms of Payment- Booth Cancellation Deadline has been extended. 

 

Cancellation by Exhibitor:

Cancellations or downsizing of booth space for virtual and in person must be submitted in writing by February 1, 2021, to receive a full refund of monies paid. 

 

Space not paid for in accordance with the dates and terms set forth herein may result in cancellation of booth space, and Hinman will have the right to dispose of the exhibit space and privileges without liability.

 

To protect everyone at the Meeting against COVID-19 exposure, Hinman has adopted special procedures for in-person exhibitors who test positive for COVID-19, are experiencing symptoms of COVID-19, or should be isolating or quarantining according to the Centers for Disease Control guidance.  An exhibitor who falls into any of these categories shall contact Wendy McGar, Exhibits Manager, at wmcgar@hinman.org / (404) 231-1476 as soon as possible. Such individual may transfer his or her badge to another employee or representative of the exhibiting company at no charge at any time before the end of the Meeting.  Should an exhibiting company have so many employees ill, isolating, or quarantining that the company can no longer fully staff the exhibit space, the exhibiting company is eligible for up to a full refund of its paid booth rental fees upon written request to Wendy McGar.  If the exhibiting company communicates its cancellation before 8:30 a.m. on Friday, March 12, 2021, such company shall be refunded all booth rental fees already paid; if the exhibiting company communicates its cancellation after the Meeting has begun, such company shall be refunded a pro-rata portion of the booth rental fees already paid based upon the number of days that the company exhibited compared to the number of days that the Meeting operates.

 

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 reasonable control of Hinman, including but not limited to circumstances that interfere with the ability of Meeting attendees to travel to or around Atlanta, Hinman 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.

8. Indemnification and Liability Insurance

Exhibitor does hereby agree to indemnify, defend and hold harmless the Society, the 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 Meeting or exhibitor's attendance at said Meeting to the extent that same was caused by: (a) exhibitor's or exhibitor’s employee or agent’s negligence or willful misconduct, or (b) exhibitor's or exhibitor’s employee or agent’s breach of this agreement.

 

Example COI

 

Certificate of Insurance:

With the in-person booth space contract, every exhibitor agrees to provide Hinman with a certificate of liability 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 11, 2021 through March 13, 2021 and having minimum limits of $1,000,000 for each claim in support of exhibitor's aforesaid agreement to indemnify, defend and hold harmless The Hinman Dental Society of Atlanta, Inc., 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.


The certificates of insurance shall name the exhibitor as the Insured and the Certificate Holder shall be the additional named insureds as follows:

 

The Thomas P. Hinman Dental Meeting and The Hinman Dental Society of Atlanta, Inc., and their respective members, officers, directors, trustees, agents, representatives, and employees, Attn: Exhibits Manager, 33 Lenox Pointe, Atlanta, GA 30324-3172. Original certificate is due by February 15, 2021.

 

No exhibitor will be allowed to set up their booth or exhibit unless they have provided the Exhibits Manager with a Certificate of Insurance.

 

If you are in need for insurance, you can contact Rainprotection by clicking here or by calling (800) 528-7975.

9. Violations

        These rules and regulations are to be construed as part of all space contracts. Purchasing a virtual or in-person booth confirms acceptance of these rules. Hinman                  reserves the right to interpret them as well as to make final decisions on all points the rules and regulations do not cover.  This Section 9 does not apply to violations of          the Hinman Code of Conduct, which will be handled in accordance with the terms of same.


Please address all correspondence to:
Wendy McGar, 33 Lenox Pointe, Atlanta, Georgia 30324-3172 / wmcgar@hinman.org / (404) 231-1476 Exhibits / (404) 231-1663 General / (404) 231-9638 Fax

The Hinman Dental Society of Atlanta  • 33 Lenox Pointe NE, Atlanta, GA 30324-3172  • Tel: (404) 231-1663  • Copyright © 1996-2021 Hinman Dental Society of Atlanta