AAHFN 13th Annual Meeting

Exhibitor Rules & Regulations

The rules and regulations contained herein are intended by the American Association of Heart Failure Nurses (AAHFN) to serve the best interest of the conference, the exhibitors and the registrants, and to give notice to applicants and exhibitors of governing rules and regulations. All applicants, exhibitors and exhibitor-appointed contractors are bound by these rules and regulations.

AAHFN shall have full authority to interpret or amend these rules, and its decision is final. Exhibitors agree to abide by any rules or regulations that may hereafter be adopted, which shall be as much a part as though originally incorporated. All issues not addressed herein are subject to the decision of AAHFN.

The exhibitor understands and agrees that the information contained in this document and the AAHFN Rules and Regulations are an integral and binding part of the Exhibitor/Sponsor agreement and that signing the exhibit space application/contract indicates understanding and agreement to comply with all policies, rules, regulations, terms and conditions, and any others issued by AAHFN regarding the conference; willingness to abide by the payment policy; acknowledgment of having read AAHFN Rules and Regulations; and agreement to distribute them for proper execution to those individuals involved with exhibiting.


All products and services exhibited must be germane to the study and practice of heart failure management/care/education and have appropriate governmental and agency approval, if applicable.  AAHFN retains the sole authority to determine the eligibility of any company and/or its product.

AAHFN reserves the right to refuse applications from organizations not meeting standard requirements or expectations.  AAHFN reserves the right to curtail or to close exhibits, wholly or in part, that reflect unfavorably on the character and the purpose of the conference.  This applies to displays, literature, advertising novelties, souvenirs, conduct of persons, etc.


Priority for space assignment will be made on a first-received, first-paid basis; taking space configuration and booth size into consideration, Management reserves the right to make any revisions necessary to the floor plan.

 Exhibitors wishing to avoid assignment of space adjacent to that of a particular competitor should note that on their applications. Careful consideration will be given to all such requests, but cannot be guaranteed.


Exhibitors are fully responsible for complying with the Americans with Disabilities Act (ADA) with regard to booth space, including, but not limited to, the wheelchair access provisions. Exhibitors indemnify, hold harmless and defend AAHFN its officers, directors, agents, members, and employees from and against any claims, liabilities, losses, damages, and expenses (including attorneys’ fees and expenses) resulting from or arising out of the exhibitors’ failure or allegations of exhibitors’ failure to comply with the provisions of the ADA. Information regarding ADA compliance is available from the U.S. Department of Justice ADA Information Line (800/514-0301).


Live animals are not allowed in the exhibit hall for any reason.


Professional behavior is expected from each company and its representatives at all times during the AAHFN Annual Meeting. Sponsors, exhibitors and their representatives and exhibitor-appointed contractors shall conduct themselves in a manner that is appropriate for the event, which includes but is not limited to the following restrictions: No smoking, no profanity, and no display of inappropriate content or clothing. In the event of inappropriate behavior at the event, the AAHFN reserves the right to close the sponsor’s display or exhibit, and all sponsor fees paid to the AAHFN will be forfeited. Any provocation of another either verbally, physically or by any other means will result in all parties involved surrendering their badges immediately and being escorted off the premises by security, and all parties being prohibited from attending the remainder of the AAHFN Conference.


Exhibitor events are meetings/functions/ presentations, which are not hosted by AAHFN. It is the affiliate group's responsibility to distribute copies of this information to the appropriate company personnel and/or any agents, representatives or contractors involved in planning activities at the AAHFN Annual Meeting. The affiliate groups requesting space are responsible for the actions of their employees and/or agents and will be expected to follow all rules and guidelines outlined below.

  1. Requests for meeting/function space at the host hotel from will be considered for the    purpose and shall be considered on a first-come, first-served basis. Additional fees may apply.
  2. In order to request meeting space your company must be exhibiting or sponsoring the  AAHFN Annual Meeting.
  3. Any and all charges for services levied by the conference venue are the responsibility of the function sponsor. AAHFN is not responsible for payment for any services connected with the event. AAHFN has no authority over any service charges, rental fees, set-up fees, labor contracts, etc., that are required by any venue.


The General Services Contractor will provide booth drape in the official show colors, and no other drape is allowed.


All requests for cancellation of sponsorship/exhibit space must be received in writing to AAHFN at cmacnab@ahint.com prior to Friday, March 17, 2017. Any cancellation requests received after Friday, March 17, 2017 will result in your entire balance being due to AAHFN. 


No part of an exhibit, signs or other materials may be posted, nailed, taped, or otherwise affixed to walls, doors or floor surfaces in a way that will mar or deface the premises. The use of Velcro, stick-on decals or similar items and/or tape on any vertical surface, including, but not limited to, painted walls and portable walls within the facility is strictly prohibited. Exhibitors are responsible for any damage to the facility.


Children under the age of 18 are not allowed in the Exhibit Hall at any time. Due to the professional nature of the program, children are not allowed in the conference sessions at any time.


Demonstration areas must be organized within the contracted exhibit space. Demonstration tables cannot be placed closer than two feet from the aisle. Should spectators or samplers interfere with the normal traffic flow in the aisle or overflow into neighboring exhibits, AAHFN reserves the right to require the exhibitor to immediately discontinue the activity.


The listing of height restrictions and display regulations for each allowable booth type follow.


Sold in increments of 10ft. wide and 10ft. deep (i.e., 10ft. by 10ft.). The back wall height may be a maximum of 8ft. Regardless of the number of linear booths utilized (e.g., 10ft. by 20ft., 10ft. by 30ft., 10ft. by 40ft., etc.), display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. For 10ft. by 10ft. or 10ft. by 20ft. booths, the maximum height of 8ft. is allowed only in the rear half of the booth space, with a 4ft. height restriction imposed on all materials in the remaining space forward to the aisle. (Note: When three or more linear booths are used in combination as a single exhibit space, the forward space 4ft. height limitation is applied only to that portion of exhibit space which is within 10ft. of an adjoining booth.) Linear Booths are generally arranged in a straight line and have neighboring exhibitors on their immediate right and left, leaving only one side exposed to the aisle.


Are Linear Booths at the end of a series of in-line booths with exposure to intersecting aisles on two sides.  All other guidelines for Linear Booths apply


Are Linear Booths that back to an outside wall of the exhibit facility rather than to another exhibit. All guidelines for Linear Booths apply to Perimeter Booths except that the maximum back wall height is 12ft. In addition, a hanging sign is allowed with the restriction that the top of the sign is permitted at 12ft. or below.


Are 20ft. by 20ft. or larger. The entire cubic content of the space may be used up to the maximum allowable height of 16ft depending on ceiling height in the hall. Hanging signs are allowed with the restriction that the top of the sign is permitted at 16ft. or below.


Must hold a current 501(c) 3 or 501(C) 6 designation. Exhibitors, who are defined as non-profit organizations, are eligible to receive the reduced booth price for the maximum of one 10’x 10’ booth. Subsequent booths requested are charged at the regular booth price.


The exhibitor is responsible for arranging all shipments, supplies and drayage services. No arrangements may be made with the host hotel to receive any shipments from any supplier. Shipping and transportation information will be provided in the Exhibitor Services Kit.


AAHFN has made every effort to appoint the best-qualified contractors to provide show services. If an exhibitor chooses to designate a non-official exhibitor-appointed contractor (EAC), the exhibitor and contractor must abide by the rules set forth in this document. Exhibitors must notify AAHFN in writing of the selection of and contact information for an EAC. AAHFN requires that the exhibitor notify their EAC of the rules and procedures that govern the AAHFN Conference, including the deadlines for filing.

 EAC's must either obtain labor from the official general contractor or provide evidence to the official contractor that they possess applicable and current city labor contracts. 


All participants affiliated with the exhibitor must register through the AAHFN provided event registration prior to the Annual Meeting registration deadline date of Friday, May 12, 2017. Registered exhibitors must be employed by the exhibiting company or have a direct business affiliation. Registration after the deadline date or on site will result in higher registration fees.  The exhibitor badge allows access only to the exhibit hall.

Exhibits must be staffed at all times during open hall hours.  The AAHFN strictly enforces the opening and closing hours.  Companies that do not keep their booths staffed and operating until the official closing time jeopardize their participation at future AAHFN Conferences

With the exception of the non-profit booth, the booth fee includes a minimum of two (2) complimentary full conference registrations. Non-profit booths receive one (1) complimentary full conference registration. An allotment of additional discounted exhibitor badges will be available at $175 each with max of one per 10 x 10 booth purchased.  Please contact AAHFN if you require additional badges. For the additional attendees to earn continuing education credits full conference registration fees apply. Exhibitors are required to register personnel for these complimentary conference registrations. Registrations are linked to the individual attendees. Each person must have a badge to attend conference events.


Exhibitors must comply with all federal, state and local fire and building codes that apply. A full set of the Fire and Safety Regulations can be provided upon request.


Distribution of food and beverages from the exhibitor’s booth is permitted however ALL food, beverage and supplies must be purchased through the exclusive caterer, the Swan and Dolphin.  A link to the catering menus will be provided in the exhibitor services kit.


Arata Expositions will control access to the loading docks and will receive and handle all exhibit materials and empty crates. In addition, Arata Expositions will handle unloading or re-loading at the freight docks of any and all contracted carriers.


Exhibitors may provide small promotional items to distribute to anyone visiting the exhibitor's booth in order to assist visitors in remembering an exhibitor or a service offered. Examples of approved giveaways: pens/pencils, key chains, caps/visors, stress balls, water bottles, t-shirts/polo shirts. Candy, including chocolates, may be distributed if individually wrapped or in individual serving containers; any other food samples must receive prior approval from AAHFN and the hotel venue.


Professionally designed banners may be displayed on the back drape of the booth. AAHFN encourages exhibitors to creatively theme their booth(s). Hanging signs and graphics are permitted in Perimeter Booths with the top of the sign at 12 feet or below, and in Island Booths with the top of the sign at 16 feet or below. Whether suspended from above or supported from below, these booths should comply with all ordinary use-of-space requirements. These must be fixed and within the confines of the booth. All hanging signs and graphics must be set back ten feet (10’) from adjacent booths. No booth that shares a back wall with another booth will be permitted to have a hanging sign.


The exhibitor agrees to protect, indemnify and hold AAHFN, the conference venue, their respective officers, directors, agents, and employees against and from any and all losses, costs, damages, liability, or expenses (including attorney’s fees) arising from or by reason of any accident, bodily injury, property damage, or other claims or occurrences to any person, including exhibitor, its employees and agents, or any business invitees, arising out of or related to exhibitor’s occupancy or use of the exhibition premises in the show or on and adjacent to the conference venue, including storage and parking areas or any claims arising out of or related to exhibitor’s website.


The exhibitor shall maintain general liability insurance in an amount not less than one million dollars ($1,000,000) to cover its potential liabilities under this Agreement, and shall name AAHFN as an additional insured under exhibitor’s liability policy for the period of the show, including move-in and move-out periods. Proof of Insurance must be submitted to AAHFN by Monday, May 1, 2017 or the company may jeopardize their exhibit privileges. 


Installation and Dismantle (I&D) is a labor pool of teamsters who are employed by the General Services Contractor and are contracted to local and national pre-qualified decorators and pre-qualified exhibitor-appointed contractors. Their role is to assist in the set up and tear down of shows and exhibits. These workers perform tasks such as mark floors, lay carpet, skirt and drape tables, set tables and chairs, assemble display booths, unload and deliver freight and anything else to prepare the show for opening. At the conclusion of a show, they tear everything down, prepare merchandise and load trucks for shipment. Requests for labor should be ordered using the form found in the exhibitor services kit.


The exhibitor agrees to assume all risks of loss, injury, theft, or damage of any kind or nature whatsoever to any exhibit or component thereof, including any goods, merchandise, chattels, papers and business records, or other property that may be in or come into the exhibitor’s possession during the course of the exhibit, or in the course of assembling or disassembling the exhibit and to assume all liability for damage to property, person or persons arising from accidental or other causes incidental to movement and operation of exhibit and hereby releases AAHFN, its contractors and the conference venue from any liability whatsoever.


An exhibiting company will be considered a no-show if its booth space is unoccupied by 10 am on Thursday, June 23, 2016. The exhibitor shall be deemed to have canceled their Exhibit Space Application /Contract for the AAHFN Annual Conference. AAHFN will require a written explanation of why the company did not show before future participation in the AAHFN Conference will be allowed. The exhibit space may be assigned to another exhibitor and AAHFN will not provide a refund to the original company. AAHFN is not obligated to relocate that exhibitor if they arrive after the deadline.


Non-exhibiting suppliers are prohibited from selling products and services or distributing items in the aisle, food and/or seating areas of the exhibit floor. Any non-exhibiting supplier selling products or services or distributing items in these areas will be escorted from the exhibit floor by on-site security personnel; conference credentials will be forfeited for the duration of the trade show; and the incident will be reported to show management for further action. Any exhibitors observing such activity should communicate these infractions to AAHFN staff or security monitoring the exhibit floor.


Any exhibiting company that has an outstanding balance will be prohibited from exhibiting until this balance has been paid. Outstanding balances may include fees incurred through AAHFN advertising, sponsorship or meeting departments.


These practices are prohibited in the Exhibit Hall:


Rigging is allowed over Island booths to a 16’ foot maximum from the top of the sign; and Perimeter booths to a 12’ foot maximum. Rigging is not permitted over any in-line booth that shares a back wall with another booth. Labor must be contracted for rigging. 


Each exhibitor is responsible for safeguarding its goods, materials, equipment, and exhibit at all times during the AAHFN conference. AAHFN provides 24-hour security guard service for the perimeter of the Exhibit Hall, but neither the guard service nor AAHFN are responsible for loss of or damage to any property. Deliveries or removal of equipment are only permitted during move-in and move-out. AAHFN strongly recommends that you do not leave valuables in your booth unsupervised.


The AAHFN exhibits are focused on educating attendees by providing information, services and products, and presenting industry trends pertinent to the nurses’ professional interest.  Therefore taking orders and selling exhibited products will be permitted.  The sale of non-cardiovascular-related products, e.g., bags, T-shirts, umbrellas, golf balls, sunglasses, etc., is strictly prohibited.  At no time may the exhibit or product display be altered to fulfill a transaction.  No signage or advertising of product pricing will be allowed.  Exhibiting companies that sell taxable goods or services on site are responsible for registering as a dealer with the Florida Department of Revenue.


Should AAHFN elect to cancel the show, AAHFN’s liability to the Exhibitor shall be the refund of any payments for booth space received. AAHFN shall not be liable for any consequential damages that may arise from such cancellation. Should the show be cancelled due to circumstances beyond the control of AAHFN, including, but not limited to, acts of God, acts of war, governmental emergency, labor strike, or destruction of exhibit facility, AAHFN shall return each Exhibitor’s space payment less a pro rata share of costs and expenses incurred.


Storage of all sales literature and catalogs must be accommodated on or under the tables provided. No crates, fiber cases, cardboard boxes, or reserve supplies may be stored behind the booth back walls.


Displayed products must have fulfilled all applicable Federal Drug Administration (FDA) regulations. Products that are not FDA approved for a particular use in humans or are not commercially available in the United States can be displayed only when accompanied by appropriate signs that indicate FDA clearance status. The signs must be easily visible and placed near the product and on any graphics depicting the product.

Display of Investigational Products is to remain within the expectations and limitations of the Food and Drug Administration’s Guidelines on Notices of Availability. Any investigational product that is graphically depicted on a commercial exhibit should:

  1. Contain only objective statements about the product.
  2. Contain no claims of safety, effectiveness, or reliability.
  3. Contain no comparative claims to other marketed products.
  4. Exist solely for the purpose of obtaining investigators.
  5. Be accompanied by directions for becoming an investigator and list of investigator responsibilities.
  6. Contain a statement on signage: “Caution-Investigational Product-Limited to Investigational Use” (or similar statement) in prominent size and placement.

Please contact the FDA Office of Compliance regarding your responsibilities under the Federal Food, Drug and Cosmetic Act.


To ensure that your company receives the highest quality logo recognition, AAHFN must receive your logo in a high resolution vector EPS file compatible with Adobe Illustrator format. The deadline for uploading your company logo is Monday, May 1, 2017.

Product vs. Company Logo

Since AAHFN is a 501 (C) 6, certain Tax Code regulations must be followed in order to remain within the qualified sponsorship payment safe harbor.  The following are AAHFN’s guidelines for the use of product logos.


Photography and videotaping in the Exhibit Hall or during Educational Sessions is strictly prohibited. 


AAHFN policy strictly prohibits the use of tobacco products in all areas of the hotel (including during installation and dismantling) and all hotel meeting rooms hosting AAHFN events.  Exhibitors are responsible for ensuring that all individuals associated with the exhibiting company comply with this policy.