The American Academy of Forensic Sciences, hereinafter referred to as “AAFS,” has established the following 2021 Virtual AAFS Exhibitor Rules, Regulations, and Code of Conduct to protect the integrity of the exhibits in the virtual exhibit hall at the 2021 AAFS Annual Scientific Meeting. It is the responsibility of the official exhibitor representative as indicated on the Exhibitor Application and Contract, hereinafter referred to as “Exhibitor,” to ensure that all booth personnel and contractors working on behalf of the Exhibitor adhere to the Rules and conduct themselves in a professional manner.
Exhibitor Code of Conduct
The advertisement/display of goods or services other than those manufactured, distributed, or sold by the exhibitor in the regular course of business and identified in the exhibitor contract is prohibited.
An exhibitor may not assign, sublet, or apportion all or any part of the contracted booth space, nor may an exhibitor permit the display, promotion, sales, or marketing of non-exhibitor products or services.
Retail sales are not permitted directly within an exhibitor’s virtual booth. Exhibitors may take orders or link to an outside sales platform from their virtual booth, but transmission of payment information (e.g., credit card information) is not allowed within the virtual meeting platform.
The AAFS reserves the right to restrict the operation of, or evict completely, any exhibit which, in the sole opinion of the AAFS, detracts from the general character of the virtual exhibition as a whole. This applies to displays, literature, advertising novelties, souvenirs, conducts of persons, etc.
Virtual events sponsored by the exhibitors must receive prior written approval of the AAFS. No entertainment may be scheduled to conflict with AAFS’s program hours or virtual exhibit hours.
Exhibitors may not conduct research or surveys or publish any information gathered at the AAFS’s virtual meeting without prior written consent from the AAFS.
Application and Eligibility
Application for booth space must be made online via the AAFS’s registration site, contain the information as requested, and be executed by an individual who has authority to act for the applicant. This exhibition is designed for the virtual display and demonstration of products and services relating to the practice and advancement of forensic sciences and the professional education of those individuals attending the AAFS 2021 Annual Scientific Meeting. AAFS shall determine the eligibility of any company, product, or service. AAFS may reject the application of any company whose display of goods or services is not compatible, in the sole opinion of the AAFS, with the character and objectives of the exhibition. In the event an application is not accepted, any paid space fees will be returned.
Liability and Indemnification
Exhibitor agrees to protect, save, and hold the AAFS, vFairs, and all agents and employees thereof (hereinafter collectively called indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitor. Exhibitor shall protect, indemnify, hold harmless, and defend AAFS, its officers, directors, agents, and employees against all claims, liabilities, losses, damages, and expenses, including reasonable attorney’s fees and costs of litigation arising in any manner, directly or indirectly, from exhibitor’s participation in the virtual exhibit hall, provided that the foregoing indemnification shall not apply to injury, loss, or damage caused by or resulting from the sole negligence of AAFS, its officers, directors, agents, or employees. It is the exhibitor’s sole responsibility to obtain, at its own expense, any or all licenses and permits to comply with all federal, state, local, and county laws and city ordinances for any activities conducted in association with or as part of the virtual exhibit hall.
No booths will be reserved until the full booth payment is received, along with a completed online registration agreement.
Cancellation of Booth Space
A 50-percent penalty of the cost of the total booth space contracted will be imposed with a written cancellation received by January 18, 2021. No refunds will be made or cancellations accepted on or after January 19, 2021. If for any cause beyond the control of the AAFS, AAFS is unable to comply with the terms of this contract and deliver the space allotted hereunder, this contract shall be considered terminated and any payments made hereunder by the exhibitor shall be refunded to the exhibitor.
AAFS does not approve, endorse, or recommend the use of any commercial products or services. The Exhibitor may not, therefore, state or imply either verbally, or in printed literature, that their product or service is approved, endorsed, or recommended by the AAFS.
Assignment of Virtual Booth Space
First priority is given to the companies that provide financial support for the meeting. Priority is then given to those exhibitors that attended the 2020 Exhibitor Liaison Committee and signed in. After the November 30th deadline, space will then be assigned according to the date on which the contract and payment are received. Exhibitor listing will be alphabetical by company name.
Exhibit Space Floor Plan
AAFS reserves the right to modify the plan, if necessary.
*Any exhibitor seeking AAFS member promotion or upgrade or who wishes to claim CE credit must register as a conference attendee.
AAFS shall have the sole authority to interpret and enforce all terms and conditions governing exhibitors and this exhibition. Any and all matters not specifically covered herein are subject to decision by the AAFS. These terms and conditions may be amended at any time by the AAFS upon written notice to all exhibitors. The exhibitor expressly agrees to be bound by the terms and conditions set forth herein and by any amendments thereto adopted by the AAFS from time to time.
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