IEEE ICASSP 2018 || Calgary, Alberta, Canada || 15-20 April 2018
Presented below are the basic terms and conditions for exhibitors, and a separate set of exhibit rules that are supplementary to the basic exhibitor terms and conditions. These rules have been established for the protection of all exhibitors and sponsors.
  1. Display space will be assigned by the Conference in accordance with the conditions outlined in the DISPLAY SPACE ASSIGNMENT which forms part of this agreement. In the event of a duplicate application for the same space, the assignment priorities stated in the EXHIBIT RULES shall be used.
  2. The Exhibitor shall remit 100% of the total booth rental at the time of registration and booth selection, as determined elsewhere in this agreement.
  3. Materials and logos for any recognition in the conference program guide need to be received by CMS, Inc. no later than January 20, 2018.
  4. In the event of cancellation of this agreement by the Exhibitor prior to the date of the conference, the Exhibitor will be eligible for a refund according to the following schedule: Cancellation on or before February 26, 2018 50% of booth rental. No refund will be granted for cancellations after February 26, 2018. The Conference reserves the right to reassign space, withstanding the cancellation fee.
  5. In the event the Conference does not accept this agreement, the Exhibitor will be promptly notified, and the fees returned.
  6. The Exhibitor agrees to accept from the Conference, billing for any charges rendered during the conference in conjunction with services performed or administered by the Conference and requested by the Exhibitor. These charges may include, but are not limited to, surcharges for materials or services requested by the Exhibitor through the Conference. All such charges are due and payable in full within thirty (30) days of receipt of an invoice from the Conference.
  7. The Exhibitor agrees that the Conference or its sponsor(s) shall not be liable for any damages, whether to person or property, for any reason whatsoever by reason of use, occupation, or enjoyment of the space by the Exhibitor or any person therein with the consent of the Exhibitor, and that the Exhibitor shall indemnify and keep harmless the Conference and its sponsor(s) from all liability on account of such damage or injury, regardless of cause, by the Exhibitor, its representatives, agents, or contractors.
  8. In the event the site of the conference shall, in the sole discretion of the Conference, be unfit for occupancy or substantially interfered with by reason of any cause(s) not within the control of the Conference, this agreement may be terminated by the Conference. “Cause” or “causes” may include, but shall not be limited to: fire, flood, epidemic, earthquake, explosion, accident, blockage, embargo, weather, governmental restraint or orders of restraint from local or national civil or military authorities, act of public enemy, riot or civil disturbance, inability to secure appropriate labor, impairment of transportation or facilities, or inability to obtain, for whatever reason, necessary supplies, equipment, or clearances, or by rule of federal or local law, or any circumstances deemed as act of God. Should the Conference terminate this agreement pursuant to the provisions of this section, the Exhibitor waives any and all claims for damage arising therefrom. The Exhibitor further agrees that the Conference liability is limited to a refund of monies paid prior to the termination. Should the conference be underway, the Exhibitor shall expect the Conference to adjust the refund to reflect a pro rata adjustment based on the number of hours the conference shall have been in operation prior to the termination. This provision shall not relieve the Exhibitor of any liability arising from the provisions of Section 6 above, and all monies due to the Conference in regard shall be paid notwithstanding.
  9. Standard Exhibit Booth is 3 meters wide, 3 meters deep, and 3 meters tall. Includes one(1) desk, two(2) chairs and one(1) sign with company name.

These rules and regulations are supplemental to the EXHIBITOR BASIC TERMS AND AGREEMENTS, and they have been established for the protection of everyone. (The word “management” as used herein shall mean officers, committee members, or employees acting with authority from ICASSP 2018).

  1. BOOTH IDENTIFICATION
    Absolutely NO company identification may be placed outside the area of the booth. No identification may be placed on posts or pillars adjacent to booths occupied by exhibitors, or on carpeted areas of the aisles beyond the standard booth limits.
  2. DISTRIBUTION OF SOUVENIRS AND SAMPLES
    To achieve greater exposure and attention exhibitors may donate items to be given away in a daily door prize drawing if one is established by the conference management. Souvenirs or samples which have no resale or negotiable value may also be given away. Any distribution must be conducted within the exhibitor’s designated booth space. In all cases, exhibitors planning giveaways of any nature should make arrangement well in advance with the show management, which reserves the right to prohibit the distribution of anything which, in its opinion, is not in keeping with the character of the conference.
  3. DISPLAY REQUIREMENTS AND RESTRICTIONS
    All displays or exhibited materials must be fireproof to conform to local fire regulations. Displays must be self-supporting and nails or screw are not permitted in building floors or walls. Displays must be wholly confined within exhibitor’s booth and must not obstruct the clear view of nearby exits or other exhibits. ALL WIRING ON BOOTHS OR DISPLAY FIXTURES MUST CONFORM TO LOCAL ELECTRICAL AND LOCAL FIRE DEPARTMENT REGULATIONS. The side of any display cabinet or structure facing a side aisle, or adjacent exhibitor’s booth, must be finished or suitably decorated at the expense of the exhibitor erecting or installing such display. No exhibit may exceed 8 feet high and that only within the area extending 3 feet from the back wall. Maximum height of the displays in the balance of the area is 8 feet, except that products to stand on the floor may extend higher than this limit, but must be positioned as close to the back wall as possible, to avoid blocking the view of adjoining exhibitors.
    NOTE: NO PART OF A SIGN OR SOLID DISPLAY MAY EXTEND HIGHER THAN 8 FEET ABOVE THE FLOOR.
    NOTE: ANY DISPLAYS NOT CONFORMING TO THE EXHIBIT SPECIFICATIONS OUTLINED IN THESE RULES MUST BE APPROVED BY THE CONFERENCE MANAGEMENT IN WRITING PRIOR TO THE MOVE-IN DATE.
  4. BOOTH PERSONNEL & ACTIVITIES
    With the exception of convenience help, such as secretaries or professional product demonstrators, all booth personnel must be REGULAR EMPLOYEES of the company, or its representatives, who are fully capable of explaining the technical aspects of products or processes on display on an appropriate level at the conference. No exhibitor may advertise or promote any outside activity, such as an open house or separate exhibits wherever located, occurring during the hours ICASSP 2018 exhibits are open, or which detracts from the exhibit or convention operations. Only registered exhibitors may publicly advertise hospitality rooms and only on those bulletin boards provided in the exhibit area.
  5. LIABILITY AND THEFT
    Show and hotel management will not be responsible nor liable for injury to the person or property, nor loss of property of exhibitors, their guests, invitees, employees, or agents. Furthermore, the exhibitor agrees to defend or hold harmless the conference, its directors, employees, and agents from any liability of personal injury and loss or damage to property. EXHIBITORS SHOULD INSURE AGAINST SUCH CONTINGENCIES. Damage to inadequately packed property is exhibitor’s own responsibility. If exhibit fails to arrive, exhibitor is nevertheless responsible for the booth rental. Exhibitors should be on hand to supervise during set-up and dismantling of products, projection equipment and other items of high value. At least one person should remain with the exhibit until visitors have left the premises at the closing hour each day. At move-out, specific arrangement should be made to package or place under lock any items of extremely high value and especially items of general interest such as small instruments, walkie-talkies, high-fidelity equipment, projectors, etc.
  6. SUB-LETTING EXHIBIT SPACE
    No exhibitor may assign, sublet or apportion any of the space contracted for by him/her or their company.
  7. MATERIALS HANDLING
    The handling of exhibitor’s material into and out of and within the exhibit buildings shall be at exhibitor’s expense. Exhibitor’s empty crates, boxes and cartons will be removed from the show area before the opening.
  8. ENTRY
    The entry to exhibit areas will be secured to prevent entrance by anyone not authorized by ICASSP 2018 management, or not wearing proper badge for admission to such areas outside of exhibit hours. A WATCHMAN SERVICE DOES NOT GUARANTEE EXHIBITORS AGAINST LOSS: NEITHER DOES IT IMPLY AN ASSUMPTION OF LIABILITY FOR EXHIBITOR’S PROPERTY BY THE CONFERENCE. Any equipment to be removed from the exhibit area during the conference must be authorized by the Exhibit Manager in conjunction with the specific exhibitor.
  9. INTERPRETATION OF RULES
    Conference management shall have final authority as to the interpretation of these rules and their applications and shall have the authority to establish penalties in the event of violations.
  10. AMENDMENTS TO RULES AND REGULATIONS
    Conference management reserves the right to amend these rules and regulations or to make additions thereto.

Questions or requests for additional information about becoming an ICASSP patron or sponsor may be sent to exhibits@2018.ieeeicassp.org.