Show Information & Regulations

ADMISSION TO THE EXHIBIT FLOOR

Due to insurance liabilities, no person under the age of 16 will be admitted to the exhibit floor during set-up or tear-down hours.

AALL does not restrict children’s access to the exhibit floor based on age during Show hours. Parents must accompany children (under 16 years of age) and are responsible for their behavior. All persons on the exhibit floor must have proper registration credentials.

AISLES

All aisle space belongs to the Exposition. No exhibit or advertisement will be allowed to extend beyond the space assigned to the exhibitor. Any demonstration or activity, which results in the obstruction of aisles or prevents ready access to neighboring exhibitors’ booths shall be suspended for any period specified by Show Management.

AISLE SIGNS and BOOTH NUMBERS

During move-in, each booth will have its booth number on the floor directly in front of the booth on the aisle. Over the aisle, visible from anywhere on the floor, will be large hanging signs indicating aisle numbers.

BALLOONS

Helium balloons are not allowed in the Austin Convention Center. Their use is strictly prohibited.

BOOTH EQUIPMENT and SERVICES

The following booth equipment, services and facilities are included free of charge:

  • Draperies suspended on aluminum uprights and stanchions. The drapery background is 8 feet high. The side rails are 33 inches high.
  • Standard booth sign, black letters on white card, upon which is printed the company name and booth number.
  • General lighting and decorations.
  • Crate removal, storage and return.

BUSINESS CENTER

Located between the entrances of Exhibit Halls 2 and 3 on Trinity Street, the Business Center is your one-stop shop for all of your business needs.

CANCELLATIONS

In the event an exhibitor desires to cancel his reservation of exhibit space, a written request for cancellation must be transmitted to Show Management postmarked no later than March 10, 2017. If the request is approved and accepted by the Sponsor, the amount paid shall be refunded less a $500 administrative fee.

In the event the Exposition and/or Annual Meeting is canceled or postponed, or Sponsor and/or Show Management is unable to perform for any reason whatsoever, including performance under this agreement, the sole and exclusive remedy of Exhibitor against Sponsor and Management with respect to any damages sustained by Exhibitor as a result of the non-occurrence or postponement of the Exposition and/or Annual Meeting, including incremental and consequential damages, shall be a refund by Sponsor of monies paid on account of the exhibit space, less Exhibitors pro-rata share of expenses relating to the exposition, as determined by the Sponsor.

CONTRACT FOR SPACE

The contract for exhibit space is not subject to cancellation without penalties (see Cancellations). Any exhibitor failing to occupy the space under contract is not relieved of the obligation to pay the full cost of space. Such space may be used by Show Management in any way it sees fit.

CRATE STORAGE

Empty crates, boxes, skids, etc. that exhibitors have labeled “Empty” will automatically be removed from exhibitors’ booths, stored and returned at the conclusion of the Exhibition. “Empty” stickers will be available at the Service Desk. There is no charge for this service. NO STORAGE OF ANY KIND WILL BE PERMITTED BEHIND YOUR DISPLAY.

DAMAGE TO PROPERTY

Exhibitors are responsible for damage to uncrated or improperly packed shipments, concealed damage, loss or theft of material after delivery to booth or before material is picked up for return movement. It is expressly understood that the exhibitor will make no claim of any kind against Show Management for any loss, damage or destruction of goods, nor for any damage of any nature to his business by reason of the failure to provide space for any exhibit or the removal of the exhibit.

DISMANTLING DATES and HOURS

The exhibit hall will be open for exhibit dismantling from:

Tuesday, July 18 2:00 p.m.—8:00 p.m. (labor and equipment will NOT be allowed on the exhibit floor before 2:15 p.m.)

All booths must be dismantled and packed by 8:00 p.m., Tuesday, July 18. No exhibitor shall have the right prior to 2:00 p.m., Tuesday, July 18 to pack or remove any articles or exhibit. Exhibitors are cautioned when making travel arrangements to allow sufficient time following the closing of the Show at 2:00 p.m.

EARLY DISMANTLING

No exhibitor will be allowed to dismantle any portion of their exhibit prior to the end of exhibit hours on the final day of exhibits. This is a discourtesy to those attending the Show and to your neighboring exhibitors.

EXHIBITOR CREDENTIALS (BADGES)

Your badge permits access to the exhibit floor only. As part of the exhibit space rental fee, each exhibiting member organization received two conference registrations per 100 sq. ft. of exhibit space. These registrations allow access to program sessions.

Exhibitors should designate which exhibitor personnel are to receive the conference registrations on the online Exhibitor Registration form. Companies wishing to purchase additional conference registrations may do so using the AALL registration link.

EXHIBITOR REGISTRATION HOURS

We encourage you to register your booth staff in advance to avoid lines on-site. For those exhibitors who do not register in advance, Exhibitor Registration will be open during the following hours:

Friday, July 14,  8:00 a.m.—5:00 p.m.
Saturday, July 15,  8:00 a.m.—6:30 p.m.
Sunday, July 16,  8:00 a.m.—5:00 p.m.
Monday, July 17,  8:00 a.m.—5:00 p.m.
Tuesday, July 18,  8:00 a.m.—2:00 p.m.

EXHIBITOR SERVICE DESK

The GES Service Center will be open for business beginning Friday, July 14, at 8:00 a.m. All contractors and production personnel can be found here. In addition, all on-site production services such as decorating, furniture, floor covering, shipping, material handling, display labor, signs, computer rental, electrical, booth cleaning, telephone, internet, booth security, floral and audio-visual requirements can be arranged here.

INSTALLATION OF EXHIBITS

The exhibit hall will be open for the installation of exhibits from:

Friday, July 14,  8:00 a.m.—4:30 p.m.
Saturday, July 15,  8:00 a.m.—4:30 p.m.

The exhibitor will have an authorized representative present throughout the installation of their exhibit. Installation of all exhibit material must be complete by 4:30 p.m., Saturday, July 15, and all shipping crates and packing cases must be ready for removal in order to allow sufficient time for a final cleaning before the show opening at 5:00 p.m.

INSURANCE

AALL strongly encourages you to insure your property from the time it leaves your facilities until it is returned after the Exposition. In most cases, a rider can be added to your present policy for a nominal cost that will protect your property while it is out of your control. AALL, Hall-Erickson, Inc. their agents, the Austin Convention Center, and/or their respective agents will not be responsible in any way for the safety of any exhibit or material against theft, fire, water, accident, or any cause, nor for the loss or damage to goods consigned to its care.

LABOR JURISDICTIONS

Refer to the GES Show Site Work Rules for specifics on labor jurisdictions.

MEETING SPACE

Please notify AALL of your meeting by sending information to the Conference Manager. In this way AALL will have a complete list of functions on file to aid participants searching for your functions.

MERCHANDISE RELEASE PASSES

A Merchandise Release Pass must accompany all merchandise carried from the exhibit area. Passes may be obtained by showing your exhibitor credentials at the Security Office.

PARKING

Click here for information on parking at the Austin Convention Center.

PROGRAM DISTRIBUTION

Each exhibiting company is entitled to two copies of the Conference Final Program. These can be picked up at the Exhibitor Registration Desk.

SECURITY

Entry to and exit from the exhibit area will be possible only through the main Show entrance and all persons entering and leaving must wear a badge issued by Show Management. During installation and dismantling periods, no one will be permitted in the exhibit area before 8:00 a.m.

Lost or stolen property must be reported to the Security Office as soon as possible. Please remember that any claim must be properly documented in order to receive reimbursement from your insurance company. Remember-an Outbound Bill-of-Lading (Material Handling Order Form) or a Merchandise Release Pass must accompany all material leaving the exhibit area, even if it is the property of the exhibitor removing it.

SHIPPING and DRAYAGE

All freight must be shipped pre-paid. Advance Freight shipments CANNOT be consigned directly to the Convention Center. They will be refused. Direct shipments to the Exhibit Hall will not be accepted before Friday, July 14 at 8:00 a.m. Shipping addresses and timelines will be included in the GES Material Handling information.

SHOW COLORS

Backwall drape: teal / white / white / teal
Sidewall drape: teal
Facility carpeted: no 
Aisle carpet color: pepper

Note: Exhibitors are responsible for ordering booth carpeting or other floor covering.

SHOW DATES and HOURS

The exhibit hall will be open for attendees the following hours:

Saturday, July 15 

5:00 p.m.—6:30 p.m. - Exhibit Hall Opening Reception

Sunday, July 16

10:15 a.m.—5:00 p.m.

10:15 a.m.—11:15 a.m. - Exhibit Hall Refreshment Break (No-Conflict Time)

Monday, July 17

8:30 a.m.—5:00 p.m.

8:30 a.m.—9:30 a.m. - Exhibit Hall Breakfast Break (No-Conflict Time)

12:30 p.m.—1:30 p.m. - Attendee Lunch in the Exhibit Hall (No-Conflict Time)

Tuesday, July 18

9:00 a.m.—2:00 p.m.

9:45 a.m.—10:45 p.m. - Exhibit Hall  Refreshment Break  (No-Conflict Time)

VISIT THE EXHIBIT PASSES

Exhibits Only registration is available at no charge to the visitor. Registrants who wish to attend any conference sessions must pay the appropriate registration fee. Note: "Exhibits Only" badges do not include admittance to the Saturday evening opening reception.