Trade Show/Exposition Management
SHIFT AMTC21 is produced by and is the property of Association of Air Medical Services (AAMS). AAMS will provide all trade show/exposition management functions.
The SHIFT AMTC21 Exhibit Rules and Regulations are intended for companies who wish to exhibit, sponsor, and/or participate at the SHIFT AMTC21 event, taking place Sunday, October 31 to Tuesday, November 2, 2021 (“Exhibitors”).
Rules and Regulations
Each Exhibitor is bound by the SHIFT AMTC21 Exhibit Rules and Regulations, between the Exhibitor and AAMS, executed by the Exhibitor’s acceptance and submission via the SHIFT AMTC21 Exhibit Booth Sales online portal (found at https://aams.site-ym.com/event/SHIFT21ExhibitSales), and hereby referred to as “Contract”. AAMS reserves the right to determine the eligibility of the technical exhibit of any Exhibitor for inclusion in SHIFT AMTC21, either before or after execution of the Contract. AAMS reserves the right to decline or prohibit any exhibit or part thereof which, in its opinion, is not in keeping with the character and spirit of the Contract or on-site AAMS policies. AAMS reserves the right to expel or refuse admittance to any representative of the exhibit whose conduct is, in its opinion, not in keeping with the character and spirit of AAMS policies.
Exhibitor shall comply with all applicable federal, state, county, and local laws, and ordinances, as well as any policies or procedures established by Arata Expositions, Inc (show decorator) and the Fort Worth Convention Center (show venue) and its exclusive partners.
By submission of a Contract, the Exhibitor: (a) agrees to abide by these Rules & Regulations; (b) warrants that the representations made by Exhibitor in its contract, and all other representations made by Exhibitor to AAMS Show Management, are true, accurate and complete, and (c) that the person submitting the contract on behalf of the Exhibitor is authorized to do so and authorized to bind the Exhibitor to the commitments and obligations set forth in the Rules & Regulations. Also, by submission of the Contract, Exhibitor agrees that its violation of any portion of the Rules & Regulations or other directions incorporated herein shall be grounds for termination of Exhibitor’s right to the use of space allocated to it by AAMS Show Management and forfeiture of all fees paid by Exhibitor for SHIFT AMTC21, and such other remedies as may be appropriate, within AAMS’s sole discretion. AAMS and SHIFT AMTC21 websites represent good faith attempts by AAMS to describe SHIFT AMTC21 to prospective Exhibitors. AAMS is not responsible for errors contained therein.
Exhibits will be shown in the Expo Hall of the Ft. Worth Convention Center (FWCC). Formal promotional displays require the purchase of booth space located in Expo Hall. Specific space assignments will first be made on AAMS’ Priority Point system, and then a first come, first served basis, dependent on date of Contract acceptance and submission.
Booth Facilities and Display Limitations
Each 10’ x 10’ booth space comes equipped with 8’ flameproof drapery backwall and 3’ side dividers. Each Exhibitor will also receive one 7” x 44” identification sign indicating company name and booth number. Security service in the Expo Hall is provided by AAMS, however, AAMS assumes no liability for providing said service. Any unauthorized visitors or other irregular activity noticed on the trade show floor should be immediately reported to security personnel and to a staff member at the AAMS Registration Desk. AAMS provides for cleaning of aisles and common areas. Exhibitors must maintain good order within their assigned space. Information on cleaning services inside booth spaces is provided in the Exhibitor Service Kit, which will be provided by Arata Expositions, Inc.
Exhibitors may not assign or sublet any portion of their booth space(s), nor may they display or advertise goods or services other than those provided by the exhibiting company in the regular course of business.
Each Exhibitor is entitled to a reasonable sightline from the aisle, regardless of size. Exhibit displays shall not exceed 8’ in height at the backwall; and sidewalls exceeding 3’ in height shall not extend beyond 5’ from the backwall. If your display does not meet these specifications, you must contact AAMS to receive pre-approval of exceptions, in writing, by June 30, 2021. Exhibit signs, materials or displays are limited to the assigned space and shall not be permitted in any public space or elsewhere in the meeting facility. All exhibits and demonstrations are to be contained within the boundaries of assigned booth space(s) and shall not interfere with aisle space. Exposed, unfinished sides of exhibit backgrounds must be draped or covered to present an attractive appearance. No part of an exhibit or its signage may be nailed, taped, or otherwise attached to columns, walls, doors or floors of the Expo Hall in such a manner as to cause damage or marks. If any part of the facility is damaged or defaced by the Exhibitor, its agent or representatives, the Exhibitor will be liable to the facility for the amount necessary for restoration to the original condition. The Expo Hall flooring is concrete. All aisles in the exhibit area will be carpeted by AAMS. Booth spaces must be carpeted by the Exhibitor; information on carpeting options may be obtained from the Exhibitor Services kit provided by Arata Expositions, Inc. All exhibit material must be flame proofed and fire resistant to conform to local fire ordinances and insurance carrier regulations. All aisles and exits shall be kept clear at all times. Fire extinguisher equipment shall not be covered or obstructed in any manner.
City of Fort Worth Fire Marshal Rules and Regulations
The city of Fort Worth and the Fort Worth Convention Center abide by strict fire regulations. Many of these regulations will apply to our aircraft exhibitors.
Final fire marshal rules and regulations for the show will be published at a later date in our Exhibitor Service Kit, as well as in our Aircraft Operations Manual. They can also be obtained by reaching out directly to the City of Fort Worth or the Fort Worth Convention Center.
Please take a moment to familiarize yourself with the following, noting the final rules may include similar to:
- A minimum 4A60BC fire extinguisher shall be available in close proximity to each helicopter. The extinguisher shall have a current annual inspection tag. Note: Fire extinguisher to be brought in by lessee and/or their designee. The Fort Worth Convention Center will not provide and/or rent fire extinguishers.
- Each aircraft is allowed entry into the convention center with enough fuel on board to keep our aircraft in compliance with Part 91 Federal Aviation Regulations (FAR) fuel requirements—i.e to fly from the loading dock at the close of the show, back to the FBO at the airport, and then the additional required 20 minutes of flight time. Please comply with this fuel requirements for your particular make/model aircraft.
- Batteries will be disconnected and terminals taped before entering the facility. Circuit breakers for fuel and starting systems will be deactivated. Note: All systems which could functionally operate (create ignition) to the aircraft must be disconnected.
- Fuel caps and fuel vents will be sealed (taped) and/or locked.
- Aircraft shall be cooled down in accordance with the manufacturer’s recommendations.
- Aircraft fuel systems will be shut off and verified for no leakage or seepage.
Payment and Refund
Complete charges for total booth rentals are due with the completed and submitted Contract. Payment can be made online at time of contract via credit card, through ACH or Wire Transfer (details available upon request to firstname.lastname@example.org) or sent via check or money order and made payable to AAMS. Please mail payments to: SHIFT AMTC21 Exhibits, Association of Air Medical Services, 909 N. Washington St, Ste 410, Alexandria, VA 22314. We must receive full payment of exhibit space within 30 days of contact. A 5% fee will apply to all late payments. Exhibitors are not permitted to occupy assigned booth(s) until all booth space fees are paid in full.
Cancellation by Show Management
Should any contingency prevent SHIFT AMTC21 from occurring as scheduled, AAMS will not be held liable for expenses incurred by the Exhibitor.
Requests for cancellation of Expo Hall space must be received in writing by the AAMS office no later than September 1. No refunds will be made for cancellations received after September 1, 2021. Cancellations received by April 30, 2021 will receive a full refund, less $100 processing fee. Cancellations made between May 1 and June 30, 2021 will receive a full refund, less a 25% processing fee. Cancellations made between July 1 and August 31, 2021 will receive a full refund, less a 50% processing fee.
Exhibitor Attendance and Registration
Exhibits must be staffed at all times during exhibit hours. Exhibitors will receive two complimentary Expo Hall registrations with each 10’ x 10’ booth space purchased. Exhibitor attendees must check in at the on-site SHIFT AMTC21 Exhibitor Registration Desk during the posted registration hours and receive their conference badges to gain access to the Expo Hall and other SHIFT AMTC21 functions. Badges must be worn at all times during conference hours. Any additional company personnel wishing to gain admittance to the exhibits ONLY may purchase badges in advance or on-site.
Installation and Dismantling
Installation of regular exhibits begins at 0900h on Saturday, October 30, 2021 and must be completed by 1030h on Sunday, October 31, 2021. Exhibits will close at approximately 1200h on Tuesday, November 2, 2021. Dismantling may only begin when the exhibits are closed and removal of all regular exhibits from the Expo Hall must be completed by 2030h on Tuesday, November 2, 2021.
The official decorator contact information for SHIFT AMTC21 is:
Arata Expositions, Inc.
Contact: Lynne Singer
Each Exhibitor will receive an Exhibitor Service kit from Arata Expositions, Inc. which explains and includes order forms for: drayage, labor, installation of electrical, telephone, audio-visual and other utilities, booth furnishings, signs, cleaning, and shipping. Arata Expositions, Inc. will also provide an on-site Exhibitor Service Center during installation, exhibit hours and dismantling. The Service Center will be staffed by Decorator Service representatives familiar with SHIFT AMTC21 and exhibit area.
Exhibitors using outside service contractors for installation and/or dismantling must notify AAMS at least 30 days prior to the Conference (Friday, October 1, 2021) and provide the names and addresses of all contractor personnel who will be working in the exhibit area. Certificates of insurance for liability and workman’s compensation are required for all outside contractors admitted to the exhibit area and must be mailed or faxed to Arata Expositions, Inc. 30 days prior to the Conference. All work required in connection with the Exhibitor’s participation in the exhibit must be done in accordance with local union requirements.
The Exhibitor agrees that, if a display house or outside contractor other than the official Decorator Service is used for set-up and dismantling, the contractor shall have a working agreement with the local decorator’s union. The outside contractor shall agree to conform to current and acceptable labor contracts.
Liability and Force Majeure
AAMS, its officers, directors, members, agents and all organizations and individuals employed by AAMS in conjunction with SHIFT AMTC21 shall not be responsible and shall be held harmless for any loss or injury resulting from accident, fire, theft or any cause whatsoever, including, but not limited to, accident or injury to Exhibitor’s property, manufacturer’s demonstration participants, their employees, agents, guests, the public and others, during or subsequent to the periods covered by the Contract.
The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify and hold harmless AAMS, Arata Expositions, Inc., the Fort Worth Convention Center and the city of Fort Worth, their officers, employees and agents, against all claims losses and damages to persons and property, governmental charges or fines and attorney’s fees arising out of or cause by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or part thereof, including any outside exhibition areas.
In addition, the Exhibitor acknowledges that AAMS, Arata Expositions, Inc. and the city of Fort Worth, their officers, employees and agents do not maintain insurance covering Exhibitor’s property. Exhibitors are advised to obtain business interruption and property damage insurance covering such losses by Exhibitors. AAMS, Arata Expositions, Inc., Fort Worth Convention Center and the city of Fort Worth are not responsible for obtaining such insurance.
Exhibitors flying aircraft to the Fort Worth Convention Center are required to provide AAMS with written evidence of Aircraft Liability Coverage with combined single limit for bodily injury, property damage and passenger liability of $10 million before being permitted to move into the Expo Hall. Please provide evidence of insurance at least 30 days prior to the event (October 1, 2021). Each Exhibitor is responsible for any and all damage to the exhibit area and for any and all claims and demands made in regard to an injury, death or damage to property incurred in or upon the assigned space.
SHIFT AMTC21 may be postponed or cancelled due to an uncontrollable event, including but not limited to fire, flood, earthquake, hurricane, storm, drought, and other extreme catastrophes or weather conditions, strike, lockout, failure of or threat of failure of facilities, equipment, mechanical or utilities, national emergency, global health crisis, riots, terrorism, threats of terrorism, war, material or labor restrictions by any governmental authority, unavoidable casualty, industrial action, acts of God, severe curtailment of national transportation that represents a clear and adverse effect on the ability of documented pre-registered attendees to attend the event, governmental directive which would prohibit aircraft being flown into the City of Fort Worth or near the Fort Worth Convention Center premises, unavailability of the Fort Worth Convention Center premises, or any other circumstances or events beyond the control of AAMS. If SHIFT AMTC21 is cancelled for any reason set forth as listed above, Exhibitors may elect to have their exhibit fees refunded or applied to a future AAMS trade show or event exhibit or sponsorship, but in no event shall the amount returned to Exhibitor exceed the total amount already paid by Exhibitor to AAMS. Except as provided in this section, AAMS shall not, as a consequence of SHIFT AMTC21 being postponed or cancelled, be responsible for any cost, damage, expenses, or loss of revenue that may be incurred by the Exhibitor.
Additionally, in the event that SHIFT AMTC21 is not postponed or cancelled, but government regulations related to the COVID-19 pandemic would nevertheless prevent an Exhibitor from participating in SHIFT AMTC21 (such as a travel ban), AAMS will provide fore reasonable accommodation to be made with regard to transfer or refund.
Suite Requests and Meeting Space Reservations
Suites and meeting space may be available at the SHIFT AMTC21 contracted hotels. Suite/Meeting Room layout and rate information is available through the AAMS office. All suite and meeting space reservations must be made through the AAMS Office. Please contact the Matthew Fox, Director of Event Design at email@example.com to make arrangements. Act quickly; suites and meeting space are first-come, first-serve and are only available to exhibiting companies / organizations and their representatives.
Restrictions and Rules of Conduct
Giveaways other than samples of the Exhibitor’s products or descriptive literature must be approved by AAMS. Awards or drawings are limited to prizes of an educational nature or in keeping with the character of SHIFT AMTC21. Combustible materials, flammable liquids or gases will not be permitted. All cylinders containing compressed gasses must be secured to prevent tip-over; Exhibitors not complying with this regulation will not be permitted to have such cylinders in the Expo Hall. Radiological equipment may be displayed, but not operated.
Noise from electrical, mechanical or audio-visual equipment must not interfere with nearby exhibits.
Exhibitors may conduct business in the Expo Hall from opening until closing on exhibit days. Arrangements for Guest Passes during installation and dismantling can be made at the on-site SHIFT AMTC21 Registration Desk.