Exhibitor Regulations & Terms

World Sleep 2019
Vancouver Convention Centre
September 20-25, 2019

To maintain a positive and professional Exhibit Hall, World Sleep 2019 has established regulations and terms for exhibiting organizations. Exhibitors should understand that by agreeing to exhibit at World Sleep 2019, they are bound to the following terms, as well as additional materials from World Sleep Society.

Use of World Sleep Society Name & Logo
Exhibitors will not, either prior to, during, or after exhibiting, use World Sleep Society (WSS) taglines, trademarks, logos, trade names, or service marks without prior permission. WSS trademarks include but are not limited to “World Sleep Society” and “World Sleep 2019”. The use of the words “World Sleep 2019” is permissible when referencing a booth number in marketing materials for the conference.

Space must be fully paid by end of day September 1, 2019. If assigned space has not been paid in full by September 1, 2019, World Sleep Society (WSS) has the right to cancel or reassign booth space with no refund of payments. Organizations paying a balance after September 1, 2019 will incur a late fee of 3% the total cost of the booth.

Cancellations & Refunds
All notices of cancellation or space reductions must be received in writing by July 31, 2019. Refunds will not be given for cancellations/reductions received after July 31, 2019. WSS reserves the right to reassign
booth space and/or booth numbers for any company who reduces their booth size. Refunds will be processed and returned following the cancellation/reduction letter has been received by WSS. No refunds are available after July 31, 2019.

World Sleep Society, host of World Sleep 2019, has the right to refuse space to any company that has failed to fulfill its financial obligations OR it is the judgment of WSS that the company’s products or services are outside of the scientific, educational or practical needs of the attendees.

Booth Regulations
Island Booth
A sketch or blueprint of the layout for all island exhibits must be submitted to WSS for approval by September 1, 2019. Island booths are defined as exhibit space with aisles on all four sides. Exhibit fixtures, components, towers and signage of island booths are permitted to a maximum of 20ft. There must be access from all four sides. Island booths must have at least a 30% see-through effect from side-to-side and front to back.

Corner Booth
A 10’x10’ booth located on the outer-most aisle of the exhibit floor is limited in build-out size. The back wall is permitted up to 12ft in height (signs, logo, product information). Booth display material in corner booths must not exceed a height of 12ft in the back and 4ft in the front half of the booth. 5ft (or 50%) of the booth space must be left open to allow visibility to inline booths near the corners.

In-Line Booth
An in-line or 10’x10’ booth in a straight line is permitted to a maximum height of 8ft (exhibit fixtures, components and identification signs along the back of the booth). All side material must not be higher than 3ft. Materials must not block line of sight to adjacent booths.

Unfinished Booth Space
Exposed or unfinished sides of booths must be draped. In the event the exhibitor is not present, the decorator, with the approval of the WSS will provide the necessary draping, possibly at the cost to the exhibitor (depending on amount and time).

Exhibitor Staffing
Exhibits must be staffed and operational at all times during exhibit hall hours. Exhibitors vacating their booth before the closing of each day or prior to the final close of the show may be denied exhibit space at future World Sleep congresses. Move-out may not begin before 5:00pm on Wednesday, September 25.

Temporary staff such as models are considered company personnel and must be registered and wear a company exhibitor badge at all times. If no additional badges are available per the exhibitor contract, additional badges must be purchased at the Registration Desk.

Booth Sharing
No subletting or sharing of exhibit space is allowed.

Photography and Video Recording
Photographing, including using camera enabled cell phones and videotaping, is allowed so long as approval is received from WSS. However, photographing or videotaping another exhibitor’s booth, display or staff without their permission is strictly prohibited. Photography or video recording is prohibited during installation, exhibition and dismantling. No photography or recording devices of any kind will be allowed on the exhibit floor or in the meeting rooms during these times. Exhibitors have control over their rented space and may prevent those considered their competitors from gaining access to, photographing, videotaping or otherwise mechanically recording their exhibits or presentations. If meeting attendees are photographing, videotaping or otherwise mechanically recording exhibits or presentations, exhibitors should promptly notify meeting staff. Violation of this rule could result in the confiscation of the film or recording device, deduction of points and/or the removal of the individual or exhibiting company from World Sleep 2019. The creation of any type of CME content is strictly prohibited.

Music & Sound
The use of sound systems is permitted provided they do not interfere with the ability of neighboring exhibitors to conduct business activities. Speakers and other sound devices must be positioned so as to direct sound into the booth (not the aisle). Sound and noise should not exceed 85 decibels. Any exhibit with excessive noise level may be asked to remove sound system or leave the exhibit hall. If music is used in conjunction with booth, exhibitor is responsible for obtaining appropriate licenses for any copyrighted material.

Soliciting, Advertising & Canvassing
Exhibitors may not solicit in any location in, around or outside the convention centre, except within assigned booth space. No invasive procedures are permitted. The use of live animals in an exhibit for any purpose is not allowed. Other entertainment or demonstrations of non-product items or services must be approved in writing by WSS by September 1, 2019.

Exhibitors are not permitted to distribute any promotional, advertising, literature, or souvenir material in the convention centre, except from allotted exhibit space. Mobile advertisements along the roads immediately surrounding the perimeter of the convention center and World Sleep 2019 hotels are prohibited during conference hours regardless of permits. Strolling entertainment or moving advertisements (persons carrying or wearing signs, scooters, mobile technology, etc.) outside an exhibitor’s space are not permitted. Photography or video recording of other exhibitor’s booths, products and/or literature is prohibited.

Demonstrations must be confined to the booth space of the exhibitor. Activities interfering with normal traffic flow or infringing on other exhibits are prohibited.

All surveys must be conducted within the confines of the assigned booth space. At no time should exhibit personnel leave the booth to encourage attendees in the aisles to complete a questionnaire.

Complimentary items to delegates are allowed if distributed within the assigned booth space. All hand outs and giveaways, with the exception of written literature, must be approved by the World Sleep Society, and be in accordance with ACCME Standards.

Smoking Policy
WSS has a no smoking policy in place at all WSS congresses and meetings. Smoking is not permitted anywhere in the Vancouver Convention Centre.

Exhibition will be closed and monitored by security before 10:00AM and after 4:00PM. Exhibitor personnel are allowed in their booths one hour prior and one hour after exhibition times. Move-in time will begin Sunday, September 22, 2019 and exhibitor move-out will occur Wednesday, September 25, 2019 after 4pm.

For the term of the agreement, the exhibitor shall maintain comprehensive general liability insurance against claims for bodily injury or death and property loss or damage occurring in or upon or resulting from the premises leased by the WSS. Such insurance shall include contractual liability and product liability coverage. WSS and the Vancouver Convention Centre shall be added as additional insureds to such insurance. Exhibitor agrees to provide the WSS a suitable certificate verifying that the required insurance is and will remain in force for the duration of the Exhibition if requested.

WSS/World Sleep 2019 will bear no liability for personal injuries, whether suffered by an exhibitor, its employees, its contractors, agents or business invitees. WSS/World Sleep 2019 will assume no liability for loss or damage to the property of an exhibitor, its employees, its contractors, agents or business invitees, regardless of the cause, unless such injury or damage results from, or is caused directly or exclusively by, the negligence or wrongful acts of WSS.

The exhibitor is fully responsible for any claims, liabilities, losses, damages, or expenses, including attorney’s fees, relating to or arising out of any loss of, injury to, or damage to any person or property of the exhibitor or any other property where such injury, loss or damage is incident to, arises out of or is in any way connected with the exhibitor’s participation in World Sleep 2019. The exhibitor shall protect, indemnify, hold harmless, and defend WSS, its officers, directors, agents, volunteers vendors, and employees from and against any and all such claims, liabilities, losses, damages, and expenses, including attorneys’ fees, provided that the foregoing shall not apply to injury, loss, or damage caused by or resulting from the negligence or willful misconduct of WSS, its officers, directors, agents, volunteers, vendors or employees.

Force Majeure
In the event that any part of the exhibit hall is destroyed or damaged, preventing WSS from permitting an exhibitor to occupy the assigned space during the exhibit period (in part or in whole), or in case occupation of assigned space during the exhibit period (in part or in whole) is prevented by strikes, Acts of God, national emergency, or other causes beyond the control of the WSS, then the exhibitor is charged for space only for the period the space was or could have been occupied by the exhibitor, and the exhibitor hereby waives any claim against the WSS, its officers, directors, agents, volunteers, vendors and employees for losses or damage which may arise in consequence of such inability to occupy assigned space.

Application & Interpretation of Regulations & Terms
All matters and questions not specifically covered by these Regulations & Terms, as well as booth assignments, are subject to the decision of Allan O’Bryan, Executive Director or World Sleep Society (World Sleep 2019) and Angie Granum, Program Coordinator or World Sleep Society (World Sleep 2019).