Rotary
International
Convention
June 10 – 14, 2017
2017 Exhibitor Prospectus
EXPERIENCE PASSIONCELEBRATION
Georgia World Congress Center
Building B
Atlanta, GA USA
www.riconvention.org
W
e are 1.2 million neighbors,
friends, and community leaders
who come together to create
positive, lasting change in our communities
and around the world.
Our differing occupations, cultures, and countries give us a unique
perspective. Our shared passion for service helps us accomplish the
remarkable.
What makes us different?
How do we work?
Our impact starts with our members—people who work tirelessly with
their clubs to solve some of our communities’ toughest challenges. Their
efforts are supported by Rotary International, our member association,
and The Rotary Foundation, which turns generous donations into grants
that fund the work of our members and partners around the world.
Rotary is led by our members—responsible leaders who help to carry
forward our organization’s mission and values in their elected roles.
How did we get here?
• We see differently: Our multidisciplinary perspective helps us see
challenges in unique ways.
We’ve been making history and bringing the world closer together for
over 100 years. Since forming in 1905, we’ve taken on some of the
world’s toughest challenges and helped a wide range of international
and service organizations—from the UN to Easter Seals—get started.
• We think differently: We apply leadership and expertise to social
issues—and find unique solutions.
What causes do we support?
Our distinct point of view and approach gives us unique advantages:
• We act responsibly: Our passion and perseverance create lasting
change.
• We make a difference at home and around the world: Our members
can be found in your community and across the globe.
END
POLIO
NOW
• Rotary has contributed more than US$1.5 billion
dollars and committed countless volunteer hours to
fight the disease.
• As the volunteer arm of the Global Polio Eradication
Initiative, polio eradication is Rotary’s top
philanthropic goal. We were the catalyst to the effort.
• Rotary’s chief role is fundraising, advocacy, raising awareness and mobilizing
volunteers.
• Rotary’s involvement started with a successful pilot project to immunize
children in the Philippines in 1979.
• Since 1985, polio eradication has been Rotary’s flagship project, with
members donating time and money to help immunize more than 2.5 billion
children in 122 countries.
We have identified specific causes to target to maximize our local and
global impact. At the same time, we understand that each community
has its own unique needs and concerns. Through our network of
resources and partners, we help clubs focus their service efforts in
promoting peace, fighting disease, providing clean water, saving mothers
and children, supporting education, and growing local economies.
Who attends our meeting?
The 2017 Rotary International convention will be held at the Georgia
World Congress Center, with special events taking place all around
the city of Atlanta. The worldwide organization serves as an advocate
to governments and provides humanitarian service, encourages high
ethical standards, helps build goodwill and peace around the world, and
is hosting around 40,000 Rotarians during the Annual Meeting.
www.riconvention.org
APPLICATION
To ensure your exhibiting experience at the Rotary International Convention
(“Convention”) is a success, please read the following Terms and Conditions
(“Terms and Conditions”) carefully. By submitting the Commercial Exhibitor
Booth Application (“Application”), including the Required Documents (see
checklist provided in point six), you (“Commercial Exhibitor”, “Exhibitor”,
“Commercial Exhibitors”) agree to abide by these Terms and Conditions
and any other rules and regulations set forth by Rotary International (“RI”)
or incorporated herein and 2017 Atlanta RI Convention Host Organization
Committee (“HOC”), (collectively “HOC/RI”). Your cooperation, as an Exhibitor,
is greatly appreciated.
HOUSE OF FRIENDSHIP (HOF) SCHEDULE
The House of Friendship is the main event for the Rotary International. With
around 40,000 expected attendees, exhibitors will have unlimited access to a worldwide stage to present their products and services. 50% of the 40,000 attendees will be
from the southeastern United States while the remaining 50% will draw from the rest of
the U.S. and over 100 countries around the world.
Sign Up Today!
Don’t delay, sign up today to exhibit at the House of Friendship, June 10-14,
2017 at the Georgia World Congress Center in Atlanta, Georgia. Exhibit space
is limited to 200 booths so we expect to sell out quickly.
Date
Early Access
Exhibit Hours*
Friday, June 09
0900-1800
Closed – Exhibitor Set-up
Saturday, June 10
0800-0900
0900-1800
0900-0930 Grand Opening
Sunday, June 11
0800-0900
0900-1800
Monday, June 12
0800-0900
0900-1800
Tuesday, June 13
0800-0900
0900-1800
Wednesday, June 14
0800-0900 0900-1600
1600-2000
Closed – Exhibitor Move-out
(*House of Friendship hours are subject to change)
Commercial Exhibitor must open and staff its booth(s) at all times during the
core hours listed above. Dates and times listed above are tentative, subject to
change. Upon application acceptance, you will receive regular updates about
the HOF exhibit and any changes that affect the schedule.
Exhibitors must exit the House of Friendship 30 (thirty) minutes after the close
of House of Friendship daily. Please plan accordingly.
“Exhibitor early access” wristbands and exhibitor badges are required all day
on Friday, 9 June and for admittance one hour prior to the daily opening of the
HOF, Saturday, June 10 through Wednesday, June 14. Early access wristbands
and exhibitor badges are required during exhibitor move out on Wednesday,
June 14. Exhibitor badges must be worn to enter the House of Friendship daily.
Commercial Exhibitor will break down, move out, or remove any exhibit
or portion thereof from the House of Friendship during the dates of the
Convention or prior to 16:00 on Wednesday, June 14 without the prior written
consent of RI. Any non-compliance with the above may result in RI prohibiting
HOC from exhibiting at future RI meetings.
In the event that a Commercial Exhibitor fails to occupy its booth by 12:00
on Saturday, June 10, fails to comply with any provision of these Terms and
Conditions or otherwise fails to comply with any other terms, conditions, rules,
regulations and/or provisions set forth by RI or herein concerning the use of
booth(s), RI shall have the right to take possession of said booth(s) and lease
same, or any part thereof, to such parties and upon such terms and conditions
that it deems proper and/or confiscate the Commercial Exhibitor’s exhibitor
badges, without any rebate or allowance to HOC or releasing HOC from any
liability hereunder.
VENUE
The 2017 House of Friendship will be located in Halls 1-3 of the B building
located in the Georgia World Congress Center (hereinafter “GWCC”) in Atlanta,
Georgia, United States of America.
Georgia World Congress Center
285 Andrew Young International Blvd NW, Building B
Atlanta, GA 30313 USA
EXHIBIT BOOTH COST
Single 10ft x 10ft (3m x 3m) booth with pipe and drape,
standard furnishings as noted below................................................ US$1500*
*For booths located in the 800 to 1000 aisles ONLY
Single 10ft x 10ft (3m x 3m) hard wall booth with
standard furnishings........................................................................US$2200*
*For booths located in 1100 - 1500 aisles and the even numbered booths
in the 1600 aisle ONLY.
*Corner booths are charged an additional $100 per corner.
Booths marked in BLUE are reserved for SPONSORS ONLY. Aisles 1900 - 2900
are reserved for Official Rotary Products and Services and are NOT assigned
or contracted through the HOC.
The entire booth fee is due with the Application.
BOOTH INCLUSIONS
Each booth to include:
• Standard floor marking
• Standard 7” x 44” company
identification sign
• Standard carpet
• One (1) 6’ draped table
• One (1) chair
• One (1) wastebasket
The specifications set forth above are subject to change. Additional furniture,
displays, equipment, and services can be ordered using the 2017 International
Convention Exhibitor Service Kit from the official service provider(s). The
Exhibitor Service Kit will be forwarded to all exhibitors allocated a booth in
March 2017.
Only representatives employed by the HOC and/or working in HOC’s awarded
booth(s) are permitted to register as booth personnel. It is agreed that no
Page 1 of 6
APPLICATION CHECKLIST
Before submitting your Application to HOC, make certain your Application includes the following:
Signed and dated Commercial Exhibitor Booth Application
Valid certificate of insurance naming Rotary International and The Rotary Foundation of Rotary International and GWCC as additional insureds
List of products and/or services your company is interested in selling at the 2017
Rotary International Convention
Wire Transfer Proof (if applicable)
Commercial Exhibitor Booth Application
2017 Rotary International Convention
June 10 –14, 2017 Atlanta, GA USA
Application Deadline: Friday, February 3, 2017
EXHIBITOR INFORMATION
Please fill in the required information below. Please note that RI will only send booth information to the main contact person listed on this General Service & Strategic Partners Booth
Application.
Full Company Name*:___________________________________________________________ Contact Person:_______________________________________________
Street Address, Suite/Apt:____________________________________________________________________________________________________________________
City:________________________________________________________________________ Country:_____________________________________________________
State/Province:________________________________________________________________ Postal Code:__________________________________________________
Business Telephone:_____________________________________________________________ E-mail Address:_______________________________________________
*The Full Company Name provided on this Application will appear in the program.
Describe products and services you are interested in selling and/or displaying from booth (please attach additional pages if necessary):___________________________________
______________________________________________________________________________________________________________________________________
______________________________________________________________________________________________________________________________________
Please list your top three (3) booth location preferences from the HOST COMITTEE Section of the floor plan (aisles 800 - 1600):_________________________________________
We understand that HOC will assign booths based on a “first come, first served” basis. Your complete Application, full payment and valid certificate of insurance (see paragraph 17(n)
of the Terms and Conditions) must be received by HOC no later than Friday, February 3, 2017. Incomplete Applications will not be included in the initial booth allocation. Complete
Applications received after Friday, February 3, 2017 may be assigned a booth, if available, on a “first come, first served” basis only.
TERMS OF PAYMENT
Full payment for exhibit booth(s) must accompany this Application. Payment may be made by Visa, MasterCard, Diners Club, JCB, or American Express credit card or by a check drawn
in US Dollars on a bank located in the United States of America. Checks should be made payable to RI Convention Atlanta 2017 Host Organization Committee Inc. HOC will not award
exhibit booth space to any Applicant whose credit card payment has been denied or whose check is returned for insufficient funds.
Total Amount Due: US$_______________________ Please indicate payment type:
RI International Office
Type of Credit Card:
JCB
VISA
MASTERCARD
DINERS CLUB Check (enclosed)
Credit Card
AMERICAN EXPRESS
Name as it appears on card:____________________________________ Card Number:___________________________ Security Code:______ Expiration date:_____________
I authorize the HOC to charge US$___________________ to the credit card listed above.
Signature (required):_____________________________________________________________________________ Date:______________________________________
EXHIBITOR AGREEMENT
I, the duly authorized representative of the above referenced company, on behalf of said company, subscribe and agree to all terms, conditions, authorizations and covenants set forth
and contained in this Commercial Exhibitor Booth Application and the attached 2017 Rotary International Convention Commercial Exhibitor Booth Terms and Conditions, incorporated
in their entirety herein and expressly made a part of this Application. I agree that this Application constitutes a binding legal agreement when signed by me on behalf of the above
referenced company.
Signature (required):______________________________________________________________________________ Date:_____________________________________
Return the original copy of your complete Commercial Exhibitor Booth Application with your full payment and required documents to:
2017 Atlanta HOC,100 Edgewood Avenue Suite 508 Atlanta, GA 30303 and email a copy to [email protected]
BOOTHS ARE ASSIGNED BY THE HOC AND ARE ASSIGNED ON A FIRST COME, FIRST SERVE BASIS.
Page 2 of 6
Click Here to Submit Your Application
Page 3 of 6
DRIVE-IN
RAMP
FB
48
30
B1E
30
30
30
48
STORAGE
B1F
OFFICE
( 3M x 5M)
OFFICE
( 3M x 5M)
OFFICE
( 3M x 5M)
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
INDICATES KEEP CLEAR 20'-0"
PER FIRE CODE REGULATIONS
B1G
SERVICE
PROJECT
SEATING FOR 224
6 'BANQ
10
6 'BANQ
10
ELEV
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
819
817
818
816
916
918
920
922
924
926
932
934
936
938
940
946
948
950
952
954
956
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
B1B
30
B1A
821
820
823
825
822
827
833
832
824
835
834
826
837
839
841
836
838
840
847
849
848
846
851
850
855
857
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
853
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
FH
852
854
856
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
Note: Floorplan and entrances are subject
to change and Fire Marshall approval.
Plan current as of June 7, 2016
48
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
Pipe & Drape Booths
B1C
FIRE AISLE
FE
FOOD & BEVERAGE
STAGE
JUNE 10-14, 2017
48
6 'BANQ
10
6 'BANQ
10
1046
1048
1050
30
30
FH
30
30
1020
1022
1024
1026
1032
1034
B1/B2
POINT
FH
921
923
925
927
933
935
LOUNGE
947
949
951
LOUNGE
30'
6 'BANQ
10
6 'BANQ
10
24'
6 'BANQ
10
6 'BANQ
10
DRIVE-IN
RAMP
48
6 'BANQ
10
1153 1252
30
B2A
1019 1118
1021 1120
1023 1122
1025 1124
1027 1126
1033 1132
1035 1134
1037 1136
1039 1138
1041 1140
1047 1146
1049 1148
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1247
1249
1251
1253
1255
1257
30
30
30
1115 1214
1117 1216
1119 1218
1121 1220
1123 1222
1125 1224
1127 1226
20'
1133 1232
1135 1234
1137 1236
1139 1238
1141 1240
1215
1217
1219
1221
1223
1225
1227
1233
1235
1237
1239
1241
30
48
B2F
1351 1450
1349 1448
1347 1446
1350
1348
1346
48
1453 1552
1353 1452
1337 1436
1335 1434
1333 1432
1327 1426
1325 1424
1323 1422
1321 1420
1319 1418
1317 1416
1336
1334
1332
1326
1324
1322
1320
1318
1316
30
1339 1438
1338
B2B
1314
30
30
30
30
30
30
CONNECTOR
CONCOURSE
30
OVERLOOK
30
30
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1515
1517
1519
1521
1523
1525
1527
1533
1535
1537
1539
1541
1547
1549
1551
1553
1555
1557
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
B2C
1415 1514
1417 1516
1419 1518
1421 1520
1423 1522
1425 1524
1427 1526
1433 1532
1435 1534
1437 1536
1439 1538
1441 1540
LOUNGE
1315 1414
1341 1440
1340
1447 1546
1449 1548
1451 1550
1455 1554
1355 1454
1352
6 'BANQ
10
1354
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1457 1556
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1357 1456
6 'BANQ
10
6 'BANQ
10
1356
6 'BANQ
10
6 'BANQ
10
#205 ROUNDS
HOST COMMITTEE
1147 1246
1149 1248
1151 1250
1155 1254
1053 1152
1051 1150
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
Hardwal Booths
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1055 1154
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1157 1256
6 'BANQ
10
6 'BANQ
10
1057 1156
6 'BANQ
10
6 'BANQ
10
B2G
FH
EPICUREAN
GRILL
30
48
1741 1840
1739 1838
1737 1836
1735 1834
1733 1832
1729 1828
1727 1826
1725 1824
1723 1822
1721 1820
1719 1818
1649
1647
1641 1740
1639 1738
1637 1736
1635 1734
1633 1732
1629 1728
1627 1726
1625 1724
1623 1722
1621 1720
1619 1718
1617 1716
1646
1640
1638
1636
1634
1632
1626
1624
1622
1620
1618
1616
1614
30
30
30
1615 1714
1746
1748
1750
1846
1848
1850
30
B2D
1747
1749
1751
1852
1854
1651
1753
1755
1648
1752
1754
1650
1856
6 'BANQ
10
1653
1757
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1655
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1652
1756
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1654
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
1657
6 'BANQ
10
6 'BANQ
10
48
B2E
1656
6 'BANQ
10
6 'BANQ
10
FB
30
FH
30
30
48
6 'BANQ
10
B3A
6 'BANQ
10
6 'BANQ
10
2147
2149
2015 2114
2017 2116
2019 2118
2021 2120
2023 2122
2025 2124
2027 2126
2029 2128
ELEV
2115
2117
2119
2121
2123
2125
2127
2129
51'
2247
2246
2214
2216
2218
2220
2222
2224
2226
2228
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
2335 2434
2235 2334
2215 2314
2217 2316
2219 2318
2221 2320
2223 2322
2225 2324
2227 2326
2229 2328
B3B
2315 2414
2317 2416
2319 2418
2321 2420
2323 2422
2325 2424
2327 2426
2329 2428
10'
2333 2432
2337 2436
2339 2438
2237 2336
2341 2440
2239 2338
2233 2332
2447
2449
2455
2457
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
2547 2646
2549 2648
2555 2654
2557 2656
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
2415
2417
2419
2421
2423
2425
2427
2429
2433
2514
2516
2518
2520
2522
2524
2526
2528
10'
2515 2614
2517 2616
2519 2618
2521 2620
2523 2622
2525 2624
2527 2626
2529 2628
CONVENTION PROMO
50'
50'
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
2647 2746
2649 2748
2655 2754
2657 2756
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
2615 2714
2617 2716
2619 2718
2621 2720
2623 2722
2625 2724
2627 2726
2629 2728
2633 2732
2635 2734
2637 2736
2639 2738
2641 2740
ROTARY INTERNATIONAL
2347 2446
2349 2448
2355 2454
2357 2456
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
2241 2340
20'
2249
2248
20'
2255
2254
6 'BANQ
10
6 'BANQ
10
2155
6 'BANQ
10
2257
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
B3E
6 'BANQ
10
2256
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
2157
RESOURSE CENTER
80'
70'
6 'BANQ
10
6 'BANQ
10
RESERVED FOR FUTURE EXPANSIONS
2016
1919 2018
1921 2020
1923 2022
1925 2024
1927 2026
1929 2028
1933
1947
30
50'
6 'BANQ
10
6 'BANQ
10
FOUNDATION
CENTENNIAL
6 'BANQ
10
6 'BANQ
10
FH
FONTINA
BISTRO
HALL B3
6 'BANQ
10
B3F
SPONSORS
B2/B3
POINT
FH
30
DRIVE-IN
RAMP
FIRE AISLE
HALL B2
FIRE AISLE
HALL B1
SCREEN
40'X24'x32"
SCREEN
B1D
FHC
FHC
2715
2717
2719
2721
2723
2725
2727
2729
2733
2735
2737
2739
2741
2747
2749
2755
2757
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
2854
2841 2940
2839 2938
2837 2936
2835 2934
2840
2838
2836
2834
2814
2816
2818
2820
2822
2824
2826
2828
2832
2815
30
2817 2916
2819 2918
2821 2920
2823 2922
2825 2924
2827 2926
2829 2928
2833 2932
2847 2946
2846
30
6 ' TABLE 6 ' TABLE 6 ' TABLE 6 ' TABLE
30
FH
B3/B4
POINT
FH
OVERHEAD
CONNECTOR
CONCOURSE
B3C
2921
2923
2925
2947
2949
2951
2851 2950
2849 2948
2953
2848
2955
6 'BANQ
10
2853 2952
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
6 'BANQ
10
FREEMAN SERVICE CENTER
2855 2954
6 'BANQ
10
6 'BANQ
10
2856
6 'BANQ
10
6 'BANQ
10
B3D
DRIVE-IN
RAMP
GEORGIA WORLD CONGRESS CENTER - EXHIBIT LEVEL/ HALL B - ATLANTA, GEORGIA
FIRE AISLE
FHC
FHC
FHC
FHC
FHC
FHC
FHC
FHC
FHC
FHC
OFFICE
( 3M x 5M)
OFFICE
( 3M x 5M)
OFFICE
( 3M x 5M)
ROTARY INTERNATIONAL CONVENTION
File Path: P:\Atlanta\Branch\SERDC\Floor Plans\Shows\2017\06-Jun\Rotary International Convention - Proposal\RIC0617 v2.dwg | Tab Name: L2697960 FP
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Prod. Branch:
Started By: SE
Started: 8/15/
Prod. AE: TAR
AE: LEIGHT
Job #: 43708
Scale: Custo
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Dimension
10'x10'
RESERVED
Dimension
10'x10'
SPONSOR
Dimension
10'x10'
50'x50'
50'x70'
51'x80'
ROTARY IN
Dimension
10'x10'
HOST COM
BOOTH
Date: 8-23By: SERDC
TERMS AND CONDITIONS
A complete Application is due by Friday, 3 February 2017. The complete Application
should be sent to:
HOC / Rotary International 2017 Exhibit Booth Form
100 Edgewood Avenue, Suite 508, Atlanta, GA 30303
678-523-8865
Email: Rotary Members email: [email protected]
Non-Rotary Members email: [email protected]
** The contact person listed on the Application will receive an electronic notification
from HOC once the completed Application has been received and filed as complete. If a
confirmation of receipt is not received within three weeks of submission, please contact
HOC.
1. BOOTH ALLOCATION
Booths will be allocated by HOC on a “first come, first served” basis after Friday, 3
February 2017. HOC/RI reserves the right to designate the area of the GWCC that will be
used for exhibit booth(s) and to locate and/or relocate Commercial Exhibitor’s assigned
booth(s).
Exhibitors may include retailers selling non-Rotary items, tourism groups, and any other
groups wanting to promote themselves or sell products to Rotarians. Fundraising, by any
entity other than The Rotary Foundation itself, is not allowed in the House of Friendship
or the adjacent exhibit areas. Rotary Club and District Projects, Fellowship, Global
Networking Groups, and Committees may only apply through Rotary International.
Applications that are submitted after Friday, 3 February 2017 may be assigned a booth
if a booth is available, in order of the date the complete Application is received by HOC.
Date of receipt is the date in which the HOC receives your complete Application. If
booths are not available for allocation by HOC, HOC will develop a waiting list based
upon the order in which HOC received complete Applications.
Applications received and allocated after Friday, 3 February 2017 will not be included in
the International Convention Program book.
HOC does not represent or warrant that a Commercial Exhibitor will receive a booth
assignment or that the desired number of booth(s) requested will be available to a
Commercial Exhibitor. In the event that a Commercial Exhibitor fails to occupy its booth
by 12:00 on Saturday, 10 June 2017, fails to comply with these Terms and Conditions
or otherwise fails to comply with any other terms and conditions set forth by the HOC/
RI concerning the use of booths, HOC/RI shall have the right to take possession of
said booth(s) and lease same, or any part thereof, to such parties and upon such
terms and conditions that it may deem proper, without any rebate or allowance to the
original Commercial Exhibitor or releasing the Commercial Exhibitor from any liability
hereunder.
2. LARGE EQUIPMENT/HEIGHT RESTRICTIONS
It is the Exhibitor’s responsibility to inform HOC/RI prior to move-in of any large items
that will be included in the booth space (e.g. motorcycles or model yachts) or any special
needs your booth might have. Large equipment display requests may be submitted to
HOC/RI using the large equipment display form provided in the exhibitor service kit. The
large equipment display form should be submitted to HOC/RI by 24 April 2017 so that
accommodations may be made. Failure to provide notice by 24 April may result in HOC/
RI not being able to make accommodation for such requests. Additional fees may be
incurred by the Exhibitor to transport large items or equipment to assigned booth space.
Additionally, all items or equipment transported to the booth space must remain in the
space throughout the duration of the exhibition. Please consider when planning the
construction of your booth the maximum height of 8’.
Exhibit booth design and displays are subject to the approval of HOC/RI in its discretion
and HOC/RI reserves the right to prohibit designs and displays it finds objectionable.
HOC/RI reserves the right to reject as unsuitable any such booth design, displays or
arrangements made by the Commercial Exhibitor that do not conform with the spirit or
decorum of the Convention.
3.REGISTRATION
RI shall distribute a maximum of six (6) complimentary House of Friendship exhibitor
badges per 10ft x 10ft (3m x 3m) exhibit booth. Additional House of Friendship exhibitor
badge requests (exceeding the six (6) complimentary badges) will be charged at US
$50.00 per person before 1 March 2017 and US $100.00 thereafter (GST Not Included).
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House of Friendship exhibitor badges provide access to the House of Friendship only. All
exhibitors must have badges to enter the House of Friendship. Commercial Exhibitors
and their respective staff who wish to attend plenary sessions, workshops or other
official RI events must register via the official convention registration form at the
corresponding rate. Additional information regarding registration will be distributed if
you are allocated exhibit booth(s).
On-site registration will be open beginning on Wednesday, 7 June 2017 in Building
B of the GWCC. (Please note that these times are subject to change. Check www.
riconvention.org for updates.)
Commercial Exhibitors are required to specify the names of each person working in
its awarded booth to Rotary International by Wednesday, 1 March 2017. Failure to
provide this information to Rotary International by Wednesday, 1 March 2017 shall result
in Exhibitor i) not being permitted to exhibit during the Convention, ii) not receiving
equipment or furniture in its awarded booth, iii) not receiving power to its booth, and/or
iv) RI taking possession of booth(s), in RI’s discretion and without any rebate, refund or
allowance to Exhibitor or releasing Exhibitor from any liability under this Agreement.
4. EARLY ACCESS
RI shall distribute two (2) complimentary “early access” wristbands to each 10ft x 10ft
(3m x 3m) exhibit booth. To ensure the safety and security of all Convention attendees,
only those Commercial Exhibitors properly registered as “early access” exhibitors will be
allowed into the House of Friendship during early access hours. Please see the House
of Friendship schedule under point 2 for “early access” hours. The “early access”
wristbands and registration badge must be worn at all times during set up and after the
House of Friendship closes daily. Lost or misplaced wristbands will not be replaced by
RI. Additional “early access” wristbands are available for purchase from RI Registration
for a nonrefundable fee of US $30.00 (GST included) each.
5. VEHICLE DOCK PASS
One (1) vehicle dock pass will be distributed to each Commercial Exhibitor regardless
of the dimensions of allocated booth. Exhibitors with “early access” wristbands and
convention registration badges will be allowed to use the vehicle entry pass to access
the exhibit hall loading dock during House of Friendship booth move in (Friday, 09 June)
and booth move out (Wednesday, 14 June) hours only. The vehicle dock pass must
be displayed in the front windshield of the vehicle while accessing the dock. Vehicles
(trucks, vans and cars) may use the loading dock for loading and unloading purposes
only. The vehicle dock pass will expire after the Exhibitor has been on the dock for thirty
(30) minutes.
Dock passes should be picked up in the Registration Hall along with “early access
wristbands” and convention badges. Exhibitors will be assigned a dock time after
submitting for a vehicle pass. If the exhibitor is unable to meet their assigned time,
considerations will only be made in extreme circumstances. Exhibitors must notify RI of
any such circumstances.
6. BOOTH DESIGN
All demonstrations and/or other sales activities must be confined to the limits of the
exhibit booth. All materials used or to be used in the construction of the Commercial
Exhibitor’s booth and in any display thereon (including signs) or therein must be
noncombustible, nonflammable and/or flame resistant. Commercial Exhibitor is solely
responsible for the safety of its exhibits and display. Exhibit booth designs and displays
are subject to the approval of HOC/RI in its discretion and HOC/RI reserves the right to
prohibit designs and displays it finds objectionable. Booths and booth displays must
be designed and operated in a manner that respects the rights of other exhibitors and
Convention attendees. Excessive noise will not be tolerated. Commercial Exhibitor
agrees that use of audio or video content in booth shall be appropriate for a general
audience and agrees to refrain from using content that may be considered offensive or
objectionable to such audience. In the event of a complaint from any person regarding
the content used by Commercial Exhibitor, HOC/RI will investigate. If HOC/RI determines,
in its sole discretion, that the content is offensive, HOC/RI will request Commercial
Exhibitor to cease using such content. In the event Commercial Exhibitor refuses HOC/
RI’s request or a subsequent complaint is filed against the Commercial Exhibitor, HOC/
RI reserves the right to shut off the power to Commercial Exhibitor’s booth until the
Commercial Exhibitor complies with HOC/RI’s request or expel Commercial Exhibitor
from the Convention.
Any material found in public spaces will be discarded. Aisles are the common property
of all exhibitors and must not be obstructed at any time; therefore, each Commercial
Exhibitor has the responsibility to assure proper flow of traffic through the entire exhibit
area. If in-booth demonstrations gather spectators that crowd any aisle and interrupt
the flow and safety of attendees, the Commercial Exhibitor will be requested to contain
the crowd within its booth or end the demonstration.
j) Booth space allocated by HOC to a Commercial Exhibitor (as indicated on the
submitted Application) may not be sublet or subdivided to any other person(s) or
group(s).
Commercial Exhibitor must comply with all laws, regulations and ordinances in force
in GWCC, the city of Atlanta, and the country of United Sates of America with regard to
booth design and display.
k) Use of combustible, flammable and/or non-flame resistant materials in the
construction of an Exhibitor booth is prohibited.
7. SHIPPING AND RECEIVING
Commercial Exhibitors are encouraged to ship merchandise directly to the official freight
forwarder of the Convention. Utilizing the material handling services provided by the
freight forwarder should simplify the move-in process for all Commercial Exhibitors, as
all merchandise will be delivered directly to each booth. The official freight forwarder
for the 2017 Rotary International Convention will also provide custom brokerage
services.
Commercial Exhibitors shipping freight internationally must seek the services of a
freight forwarder and customs broker to clear its freight though customs at point of
entry and point of export.
Commercial Exhibitors must comply with and pay all freight drayage fees as listed in
the Exhibitor Service Kit. It is the Commercial Exhibitor’s responsibility to determine and
address the freight weight and subsequent drayage fees with the Convention decorator
and/or the RI freight forwarder before Commercial Exhibitor’s freight will be moved
by the decorator or freight forwarder. If your Application is approved, information on
shipping and material handling will be included in your award letter and the Exhibitor
Service Kit.
Delivery to booth(s) may only take place during early access times as stipulated
in the HOF exhibit schedule above. Exhibitors must arrange for the unloading and
transportation of equipment to and from the booths(s) during approved move in and
move out hours. Exhibitors, themselves, may only bring into GWCC items that may be
carried by hand or by domestic trolley/dolly. Trolleys will not be provided.
8. PROHIBITED ACTIVITIES
a) Rotary International licensed vendors are only permitted to sell merchandise from
the Rotary allocated licensed vendor booth area of House of Friendship. Licensed
vendors are not permitted to exhibit from commercial booths and cannot submit a
Commercial Exhibitor Booth Application.
b) Commercial Exhibitors are not allowed to sell any goods or merchandise which
bear any of RI trademarks (“Rotary Marks”). The Rotary Marks are trademarks
and service marks owned by RI. Only those companies or individuals licensed or
otherwise given permission by RI are authorized to reproduce the Rotary Marks
on goods for sale, display or distribution or display, distribute or sell merchandise
including the Rotary Marks. Violators’ merchandise will be confiscated by RI.
c) No groups that focus on fundraising will be allocated a booth at the Convention.
Per the Rotary International President and the Rotary International Convention
Committee, absolutely no fundraising is permitted in the House of Friendship or
adjacent exhibit area. Booths will be monitored for violators. Commercial Exhibitors
failing to comply with this prohibition will be asked to leave the House of Friendship
and denied the opportunity to exhibit at the 2018 Rotary International Convention.
d) Excessive noise will not be tolerated in Commercial Exhibitor booths. Commercial
Exhibitors who fail to comply with HOC/RI direction or regulations regarding music
and audiovisual equipment sound levels will be asked to leave the House of
Friendship and prohibited from exhibiting for the remainder of the Convention.
e) Displaying or distributing exhibit related materials (i.e. pamphlets) outside the House
of Friendship is prohibited.
f) Displaying exhibit related materials outside assigned booth is prohibited.
g) Combustible materials, including but not limited to brochures, literature,
giveaways, etc. within Commercial Exhibitors booth is limited to a one-day supply.
Please contact the Convention’s official freight and shipping contractor to make
arrangements for storage.
h) Delivery of exhibit freight to booth(s) during the House of Friendship hours of
operation is prohibited.
i) GWCC WILL NOT accept freight shipments or packages for exhibitors or contractors
outside of the specified dates in the Exhibitor Service Kit. Freight must be consigned
through the designated official freight and shipping contractor as specified in the
Exhibitor Service Kit. There are no exceptions to this policy.
l) Photography of other exhibitor’s booths is prohibited without the express permission
of the exhibitor.
m)The rigging of overhead banners or wrapping/decorating of venue pillars or existing
structures is prohibited.
n) Construction of booth or exhibit height in excess of eight (8) feet (approx. 2.5 m) is
prohibited.
9. CANCELLATION AND REDUCTION
Notification of booth cancellation or booth reduction must be received in writing by
HOC and shall become effective when received by HOC. Cancellation and reduction
notification may be sent to: [email protected]
Cancellation and booth reduction deadlines are as follows:
• Prior to November 15, 2016 - Commercial Exhibitor’s payment will be refunded
in full less any expenses incurred by HOC, at HOC sole discretion, as a result of
Commercial Exhibitor’s Application (e.g., booth set-up, signage).
• Between November 15, 2016 – February 3, 2017 - Commercial Exhibitor will receive
a refund with a deduction of fifty percent (50%) of Application fees paid to HOC or
HOC expenses incurred to date.
• After February 3rd – Commercial Exhibitor is responsible for entire cost of booth(s).
HOC will not issue a refund.
HOC/RI may cancel Commercial Exhibitor’s booth due to Commercial Exhibitor’s failure
to comply with HOC/RI rules or regulations and/or these Terms and Conditions. If booth
is cancelled by HOC/RI, Commercial Exhibitor will be notified in writing. Commercial
Exhibitor will be liable for the same cancellation charges or subject to the schedule
above.
17. GENERAL
a) RI reserves the right to reject and/or deny any Application and to deny exhibit booth
space to any Exhibitor.
b) Exhibitor is responsible for the cost of and/or arranging its own insurance, staff,
security, customs formalities and duties, and other operational arrangements.
Exhibitor shall comply with all federal, provincial, state, municipal, county and
city laws, regulations, rules and other similar requirements and pay any and all
applicable taxes, fees and duties required. All terms, conditions and regulations of
GWCC and other facilities used for the Convention are made a part hereof and fully
incorporated herein and Exhibitor agrees to abide by all such terms and conditions.
c) Exhibitor warrants that it owns the rights for or has a license to use the materials
it will use in its booth(s) at the Convention and agrees to defend, at Exhibitor’s
expense, and indemnify RI for any action brought against RI and/or any cost incurred
by RI arising out of any such use by Exhibitor. Exhibitor is responsible for the
payment of fees, royalties or fines for use of any work that is protected by copyright,
patent, or trademark law, including all applicable ASCAP/BMI music licensing fees.
d) RI reserves the right to reject as unsuitable any exhibit booth design, displays, or
arrangements made by Exhibitor that do not conform with the spirit or decorum of
the Convention. RI reserves the right to move or reallocate Exhibitor’s booth to a new
location in the interest of the Convention or to cancel this Agreement and/or booth
allocation for any reason deemed necessary by RI. Exhibitor will be notified in writing
in any such case. All booth displays must be compliant with all applicable Rotary
policies; Exhibitor may not use RI’s trademarks in its displays without the prior
written approval of RI.
e) Exhibitor shall not assign, share or sublet any part of its exhibit booth without the
express written consent of RI.
f) RI makes no representations or warranties with respect to the demographic
nature and/or volume of exhibitors, press and/or attendees attending and/or at the
Convention.
g) Photography of other exhibitors’ booths is prohibited without the express permission
of the exhibitor.
h) RI shall have the non-exclusive right to use the name, logo and other personal
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information of Exhibitor in any form, media or technology in connection with the
promotion of the Convention, complying with these Terms and Conditions, and other
purposes. Exhibitor grants RI and its designees permission to record Exhibitor’s
(which includes its staff and booth personnel) voices, images, statements and
likenesses by photograph, video, audio or other recording means (“recording”),
understanding that RI will have the perpetual, irrevocable, royalty-free right to use,
publish and license such recordings for any purpose and in any media, worldwide.
i) Exhibitor accepts that RI and/or its subcontractors may take actions to maintain
attendee security and RI and/or its subcontractors have the sole discretion in taking
such action. RI and/or subcontractors shall not be held responsible for maintaining
access to the House of Friendship, any economic losses to Exhibitor or for damage or
loss of Exhibitor’s property. Exhibitor agrees that it is solely responsible for the safety
and security of its booth(s) and the contents thereof, including products, displays
and booth and personal items, and Exhibitor is solely liable for losses or damages
incurred by Exhibitor for any reason, including theft. RI shall not be responsible,
including legally and financially, for the loss, damage, theft or disappearance of
Exhibitor’s products, displays booth and personal items including the contents of
Exhibitor’s booth.
j) For any violations of this Agreement or any other rules, regulations and procedures
set forth herein or by RI or GWCC, RI shall take enforcement action at its discretion
up to and including closing Exhibitor’s booth, confiscating Exhibitor’s registration
and exhibitor badges, and any Convention registration badges, if Exhibitor is also
registered for the Convention, and removing Exhibitor from the House of Friendship,
GWCC, Convention buildings, premises and grounds and other venues and premises
RI is using for Convention events and Convention related events without any refund
or damage compensation.
k) Exhibitor shall defend, indemnify and hold harmless RI and The Rotary Foundation of
Rotary International, including their directors, trustees, officers, committee members,
employees, agents, contractors, subcontractors, volunteers, and representatives
(“Rotary Indemnitees”) from and against all claims (including, without limitation,
claims for bodily injury or property damage and claims of trademark, copyright and
patent infringement), demands, actions, damages, losses, costs, liabilities, expenses
(including reasonable attorneys’ fees and other legal expenses), awards, fines and
judgments asserted against or recovered from Rotary Indemnitees if caused by
any or arising out of any act, conduct, omission, negligence, misconduct or by an
unlawful act (or act contrary to any governmental order or regulation) of Exhibitor, its
owners, directors, officers, employees, contractors, subcontractors, manufacturers,
agents, representatives, successors, and assigns in complying with these Terms
and Conditions (this Agreement). The foregoing includes, without limitation, injury
or damage to the person or property of Rotary Indemnitees, independent contractors
engaged or any third party, whether or not the subject of any policy of insurance.
l) Exhibitor shall maintain US $1,000,000 in general (public) liability insurance.
Said policy must provide coverage in the United States of America, including,
but not limited to, for the sale of goods and product liability. Exhibitors assume
all responsibility for all products and other items they provide or display in their
booths, including, but not limited to, audiovisual and computer equipment. Exhibitor
agrees to assume all risk in the event of damage to property and loss by theft or
otherwise of the property of Exhibitor, its owners, directors, officers, representatives,
employees, contractors, subcontractors, manufacturers, agents or other related
persons and agrees to provide RI with waivers of its and of all such parties rights
and claims arising out of or in connection with such damage or loss, as well as full
waivers of subrogation from Exhibitor’s insurers. Exhibitor agrees to provide RI with a
certificate of insurance naming RI and The Rotary Foundation as additional insureds.
Furthermore, said certificate of insurance should also name the Georgia World
Congress Center (GWCC) as an additional insured for the period of 09 June –14 June
2017. The certificate of insurance must be submitted with Commercial Exhibitor’s
Application by Friday, 3 February 2017. Failure by RI to request proof of insurance
shall not relieve Exhibitor from carrying proper coverage.
m)RI reserves the right to establish other rules, regulations and procedures necessary
for the safety and convenience of Convention and Convention-related event
registrants, Rotarians, Rotaractors, Interactors, vendors, exhibitors, venue and
contractor staff and RI staff or any other reason; and such rules, regulations and
procedures will be made a part hereof and fully incorporated herein. Additionally, the
Code of Conduct and other provisions concerning safety and security set forth in the
2017 RI Convention Program Book are made part of these Terms and Conditions and
are fully incorporated herein.
n) RI shall have full and exclusive power in the matter of interpretation, amendment
and enforcement of these Terms and Conditions and other terms, conditions, rules,
regulations and procedures. If a dispute or disagreement shall arise between RI
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and Exhibitor concerning the permitted use of a booth or concerning interpretation
of any of the terms and conditions contained herein or other rules, regulations and
procedures, the decision and interpretation of RI shall be final.
o) The Commercial Exhibitor’s Booth Application and this Commercial Exhibitor’s
Booth Terms and Conditions (collectively “Agreement”) shall constitute a valid and
binding contract which is governed by the laws of the State of Illinois, U.S.A., without
giving effect to conflict of law rules. In the event of any dispute, issue or litigation
concerning or arising under or from this Agreement, Exhibitor agrees to submit to the
jurisdiction of any court that is located in Cook County, State of Illinois, U.S.A.
p) RI shall not be liable in any way for injuries to persons or damages to property
incurred or suffered by Exhibitor or any of its owners, directors, agents, employees,
representatives, contractors, subcontractors, booth staff, guests, manufacturers,
successors, assigns, or any person related to Exhibitor in any way during the
performance of this Agreement or for any lost profits, or any incidental, special,
indirect, punitive or consequential damages whatsoever for any acts or omissions of
RI.
q) A waiver by RI of any terms or conditions of this Agreement in any one instance
shall not be deemed or constituted to be a waiver of such terms and conditions for
the future or any subsequent breach thereof. If any provision of this Agreement is
determined to be illegal, invalid or unenforceable, the remaining provisions shall
remain in full force and effect, if the essential terms of this Agreement for both
parties remain valid, legal and enforceable. All remedies, rights, undertakings,
obligations or agreements contained herein shall be cumulative, and none of
them shall be in limitation of any other remedy, right, undertaking, obligation or
agreement.
This Agreement shall be binding upon and inure to the benefit of the successors of
the parties hereto. Exhibitor shall not assign or otherwise transfer this Agreement
or its rights hereunder, whether voluntarily or involuntarily, directly or by merger,
consolidation, dissolution, operation of law or any other manner except with the
prior written approval and consent of RI, such consent is within RI’s sole discretion.
Exhibitor shall not delegate any performance under this Agreement without the prior
written consent of RI. Any violation by Exhibitor of this sub point 16 r) shall constitute
a material breach of this Agreement and any assignment, sublicensing or transfer in
whole or in part in violation of the foregoing by Exhibitor shall be null and void.
r) Exhibitor is and shall be deemed to be an independent contractor for all purposes
under this Agreement. This Agreement does not constitute and shall not be
construed as creating the relationship of joint venture, partnership or principal
and agent between RI and Exhibitor or between RI and any of Exhibitor’s owners,
directors, officers, employees, guests, booth staff, agents, representatives,
contractors, manufactures or subcontractors.
s) The failure of either party to this Agreement to comply with the terms and conditions
of this Agreement due to an act of God, strike, war, fire, riot, civil unrest, natural
disaster, epidemic, national mourning, acts of terrorism or sabotage, interdiction
by the official authorities of the event when this cancellation has been decided
for security reasons within the context of riots or a climate of extreme tension,
destruction, non-availability of venues, deficiency of electrical or water supply, or
for any reason beyond the reasonable control of such party, shall not be deemed to
be a breach of this Agreement. In such event, this Agreement may be terminated by
sending notification to the other party by registered letter. Exhibitor hereby waives
any claim for property or other damages or compensation.
t) This Agreement sets forth the entire understanding and agreement of the parties
with respect to the subject matter hereof and is binding upon both parties. There are
no understandings, representations or agreements other than those set forth herein.
This Agreement supersedes all prior written and oral agreements or understandings
between the parties on the subject matter herein. This Agreement shall not be
amended or altered except in writing and signed by the authorized representatives
of the parties hereto. Should any discrepancy exist between this Agreement and any
attachment, this Agreement will govern.