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Rules & Regulations
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1. Registration. A completed registration form and all fees are due in to VFCA, by January 26, 2007. Online registration (www.vfca.us) is the preferred method of registration. Registration forms and/or fees received after the deadline will be assessed a $50.00 late fee. Written cancellation requests must be made by February 9, 2007 and are subject to a $50.00 cancellation fee. Receipt of an application and fees does not guarantee acceptance by VFCA if exhibit space is not available. Should this occur the exhibitor will be notified immediately and registration fee will be refunded.
2. Booth/Apparatus Space Assignments. The VFCA reserves the right to assign booth and apparatus space as it deems appropriate to best serve the purposes of the VFCA. Factors that influence these assignments include, but are not limited to:
- Date Exhibitor Registration Form AND Payment of all fees are received.
- History of Past Exhibits at Mid-Atlantic Expo.
- History of Multiple booths and/or apparatus exhibited.
- Compatibility with adjacent exhibitors.
3. Electrical Requirements. Utility Services are available and must be reserved and paid for directly through the Virginia Beach Convention Center per their order form and price list. All exhibits must be wired in accordance with the National Electric Code. Exhibitor is responsible for providing individual extension cords and power strips. (Convention Center Telephone #: 757-219-2000) Forms can be downloaded from www.vfca.us
4. Set-up. Apparatus Load-in will take place on THURSDAY from 8 am until 4 pm. All Apparatus displays will be assigned a movein time for Thursday. Apparatus exhibitors will be notified no later than Monday, 2/12 of the exact time their unit(s) are scheduled to enter the exhibit hall. Apparatus arriving late may not be able to exhibit and no refunds will be offered if their late entry should disrupt other exhibitors and/or the exhibit hall set-up.
Exhibit Booths must be set up on FRIDAY between 8:00 am and Noon. Any special requests must be submitted to Floyd Green, Exhibits Chairman at 804.598-5646 or email: fgreene@powhatanva.gov, no later than Friday, February 2.
**Apparatus Wash Facilities will be available on Wednesday from Noon – 4 pm and on Thursday from 8:00 am until Noon at VBFD Station 11, located one block south of the Convention Center.
5. Take-down. Exhibits will close at 4:00 pm on Saturday, February 24, 2007. Exhibits must be promptly removed.
6. VFCA Logo. The VFCA logo is a registered trademark, and its use is restricted by VFCA. Only those exhibitors who have received permission from VFCA will be allowed to use the registered trademark. Exhibitors who use the VFCA logo illegally may be requested to remove the merchandise and/or may be requested to leave the premises. The VFCA Exhibit Committee reserves the right to reject any exhibit it does not deem proper in the promotion of our Association.
7. Virginia Beach Fire Department Regulations. It is mandatory that you comply with the following VBFD regulations for display of motor vehicles. 1.) 1/4 tank of fuel or less (not to exceed five gallons). 2.) Neck of fuel tank sealed. 3.) No additional fuel stored in or on the vehicle. 4.) Both battery terminals disconnected. CAUTION: To avoid explosion or injury when disconnecting battery terminals, disconnect GROUND terminal FIRST. Any vehicle found to be in violation of the requirements may be removed from the exhibit hall, and there will be no refund provided to the exhibitor. Also, any vehicle in the Convention Center must have some method to catch fluids that may leak from said vehicle. These will not be provided for you. You will be provided with plastic to place under the tires of the displayed vehicle.
8. General Provisions. Upon arrival, Exhibitors must check in at the Exhibitor Registration Desk at the Loading Dock Entrance. All Exhibitor Personnel must wear their conference name badge in plain view at all times during open exhibit hours. Exhibitors may not sublet or assign their space to other companies or organizations. Exhibitors may not sell raffle tickets to attendees. Free drawings/give-aways are allowed. Combustible materials or explosives are prohibited. Fire extinguishers and exits must not be obstructed. Sounds from audio machines must be subdued and must not be disturbing to other displays (determined by exhibits coordinator). VFCA will not be accountable for copyrighted music. The exhibitor assumes entire responsibility for losses, damages, and claims arriving out of injury or damage to exhibitors’ displays, equipment, or other property brought upon the premises and shall indemnify and hold harmless the VFCA and its representatives, Monarch Meetings and its representatives and the Virginia Beach Convention Center agents and employees from any and all such losses, damages and claims. VFCA further reserves the right to reject at any time exhibits or exhibitors failing to comply with conference rules and regulations.
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