Today is September 08, 2010 Educate Program Tentative Conference Program Attorneys CLE Credit Session Registration Information Registration Form Register On-Line Conference Fees Opening General Session Speakers Innovations Showcase Information Application Form Saturday Banquet Entertainment Exhibitor Area Information Rules & Regulations Application/Contract Conference Hotel Travel Directions General Information FAQs Chicago via Train Exhibitor Rules and Regulations APPLICATION FOR SPACE: All applications for space must be submitted on the form provided by the Illinois Municipal League (League). ASSIGNMENT OF SPACE: Booth assignments are made at the League’s discretion. The League will attempt to accommodate exhibitors’ requests for specific locations giving preference to those exhibitors requesting the same space as the previous year. The League may in its discretion reject any application for space. The League reserves the right to relocate exhibitors when necessary. TERMS OF PAYMENT: No payment is required at time of application for space. Assignments not rejected in writing by the exhibitor within 14 days from the notification of space as signment will be presumed to be accepted by the exhibitor. Rental charges are due and payable August 27, 2010. Please note exhibit space may sell out prior to this date. The League reserves the right however to require earlier payment in special circumstances. Cancellations are not acceptable after August 27, 2010. GENERAL RESTRICTIONS: The League reserves the right without re course to absolutely control or prohibit any exhibit or any part of any exhibit or proposed exhibit which in its opinion is not suitable or in keeping with the character of the exhibition. Aisle space may not be used for exhibit purposes, for displays or signs or for solicitation of business. Distribution of cards, circulars, samples or exhibit material is expressly forbidden in areas of the hotel outside of the exhibit booth. MISCELLANEOUS REGULATIONS: (a) OPENING HOUR: Exhibition of merchandise and equipment of those attending the Annual Conference before Friday, September 24, 2010, is forbidden. (b) SALES AND ORDER TAKING: Orders may be taken for future delivery. No-retail sales or cash sales shall be made on premises. (c) SUBLETTING OF SPACE: No exhibitor shall assign, sublet or apportion the whole or any portion of space allotted, nor exhibit therein, any goods other than those manufactured or provided by the exhibitor in the regular course of his business, nor permit any representative of any firm not exhibiting to solicit business or take orders in his space. (d) SOLICITATION BY NON-EXHIBITORS: Firms and representatives of firms not assigned exhibit space are prohibited from soliciting business in any form in the exhibition hall. Violators of this prohibition will be promptly ejected from the hall. (e) PRIZE CONTESTS: You may sponsor prizes in the exhibit hall in connection with the Conference with League approval in advance. (f) DISTRIBUTION OF SAMPLES, SOUVENIRS AND HANDBILLS: Distribution of samples, souvenirs and handbills is permitted in the exhibit hall only provided: There is no interference with adjoining exhibitors; It is conducted on a dignified basis. No gummed stickers or labels shall be distributed or used. (g) EXHIBITS IN OTHER AREAS: The use of meeting rooms in the Hilton Chicago for the display of merchandise or demonstrations is expressly forbidden by the League and the hotel. Also note Rule 4. (h) No loudspeakers, phonographs, sound movies, megaphones, singing, or other performances that interfere with adjoining exhibits will be permitted in the exhibition hall. Videos must be so located as not to interfere with other exhibitors or aisle space. Operation of projectors is subject to union regulations at the expense of the exhibitor. (i) FIRE REGULATIONS: Materials used in all parts of exhibit construction together with all curtains, draperies and other decorative materials must be flame proof as prescribed by the fire ordinance of the City of Chicago. All exhibits will be in compliance with the rules of the Fire Marshal, City of Chicago. The Fire Marshal will examine all exhibits and test construction and decorative material prior to the opening of the exhibit. No combustible material such as crepe paper, tissue paper, cardboard or corrugated board or paper shall be used in, on or about or in the construction of any exhibit or part of an exhibit at any time. All packing containers, excelsior and wrapping paper, which must be flameproof, are to be removed from the floor and must not be stored under tables or behind displays. Open flames, gasoline, kerosene, acetylene, or other inflammable or explosive substances will not be permitted in the exhibit area. (j) CARE OF BUILDING: Tacking or nailing signs, banners, etc. to any permanent walls or wood work will not be permitted. Any damage to the hotel property through care lessness of exhibitors or their employees or agents must be paid for by exhibitor causing such damage. ARRANGEMENT OF DISPLAYS: No signs or specially built displays or equipment will be permitted to ex tend above the official booth which is 8’ in height. Purely decorative mate rial may extend above the 8’ limit providing (1) it is in good taste, (2) it is in keeping with the general tone of the meeting, and (3) it does not interfere with or detract from adjoining exhibits. Height regulations do not apply to exhibits occupying wall space. It is suggested that exhibitors having large or bulky exhibits select wall space. No solid exhibit construction will be permitted to exceed 42” in height except in the back half of the booth. Ceilings over exhibits require prior approval by the League. Exhibitors planning to use special equipment or construction must submit their plans to the Hilton Chicago Hotel exhibitor's office in advance and receive approval therefore. BOOTH EQUIPMENT AND FURNISHINGS: The exhibit hall is carpeted. The standard booth furnished by the League will consist of blue drapery back wall and side rail draperies, a one line sign identifying the exhibitor, two side chairs, a skirted table and wastebasket. The back wall will be 8’ high; the side rails 36” high. Exhibitors ordering other colors do so at their own expense. Adequate general illumination will be furnished throughout the en tire exhibition area. Daily aisle sweeping and the emptying of waste baskets is provided. Furniture, such as chairs, tables and counters may be rented through the hotel at prevailing rates. Furniture and special service requirements must be ordered from the hotel on the service and equipment questionnaire which will be enclosed with your space assignment notice. To avoid delay and confusion the exhibitor should fill in and return that form to the hotel immediately. ELECTRICAL AND MECHANICAL SERVICES: The exhibition area is equipped with 110 and 220 volt alternating current at exhibitor’s expense. If additional electric service is required quotations will be given by, and arrangements may be made with the Exhibition Hall Manager, Hilton Chicago Hotel, at exhibitor’s expense. All electrical apparatus should be brought to the hotel as completely wired as possible and ready to be connected to outlets. Extensions to the building electrical system shall be made by three wire flexible cord, Type SO or equal, in lengths so arranged that there will be no more than one coil, 2 feet in diameter, of excess cord. Permanently installed wiring on all booths or displays shall be encased in an approved metal raceway. Where flexibility is necessary, such as between booth sections and at connection points to the building electrical system or supply points, Type SO cord or equal in lengths not to exceed six feet, equipped with approved attachment plugs may be utilized. UNION LABOR: Exhibitors should note that all exhibit erecting and dismantling work must be per formed by the particular union labor having jurisdiction at exhibitor’s expense. WATCHMEN: Watchmen will be supplied by the League when hall is not open but neither the League nor the Hilton Chicago Hotel will guarantee exhibitors against loss. Exhibitors are warned to take pre cautions to protect against pilferage. Locked storage space should be provided by the exhibitors. LIABILITY AND INDEMNIFICATION: By occupying the exhibit space (whether or not this obligation is included in any other printed or written contract), each exhibitor agrees that the League and the Hilton Chicago Hotel shall have no liability for injury to or death of any person or for any loss of, or damage to, goods (including consigned goods) or property of the exhibitor prior to, during, or subsequent to the time of the exhibit, and that the exhibitor releases the League and Hotel of and from all such liability and agrees to indemnify and save harmless the League and the Hotel and their officers, agents and employees against all claims for death, injury, loss and damage which may be caused or contributed to by the exhibitor or any person acting in behalf of or representing the exhibitor, or which may arise because of the exhibitor’s use of the exhibit space. ADMISSION OF GUESTS: Exhibitors will be permitted to invite a limited number of their distributors, dealers, or sales representatives as guests to visit the exhibit upon proper application. The exhibitor will be held strictly accountable for the conduct of such guests and it will be the duty and responsibility of the exhibitor to with draw his invitation if the guest conducts himself in any way objection able to any other exhibitor. Guests of the exhibitors are not permitted to solicit business in any form on the exhibit floor. REGISTRATION: Each person attending the exhibit will be required to be registered and wear the appropri ate badge. Exhibitors must register at the IML registration desk in the Northeast Hall. Anyone who permits an in eligible person to use his badge will be barred from further participation in this meeting and from participation in future meetings. A maximum of six (6) individuals per 10’x10’ booth may staff their booth at any time. SHIPPING INSTRUCTIONS will be included with your space assignment notice. UNCONTROLLABLE EVENTUALITIES: The League and the Hilton Chicago Hotel will take all reasonable precautions against damage or loss by fire, water, storm, theft or strikes or other emergencies, but do not guarantee or insure the exhibitor against loss by reason thereof. HOTEL RESERVATIONS: Upon confirmation of your exhibit space you will be sent a link to the online IML Hilton room reservations page, where you will make your room reservations. EXHIBIT HALL HOURS: The Exhibit Hall will be open for set-up on Thursday, September 23, 2010, from noon to 6:00 p.m. The Exhibit Hall will re-open on Friday, September 24 at 8:00 a.m. for exhibitors only. Exhibitors must have their display ready for inspection by 9:30 a.m. The “Grand Opening” of the Exhibit Hall for conference attendees will occur at 10:30 a.m. The Exhibit Hall will be open for conference attendees from 10:30 a.m. to 5:00 p.m. on Friday, September 24, 2010, and 9:00 a.m. to 12 noon on Saturday, September 25, 2010. Exhibits must continue to be manned and remain intact from Friday, September 24, 2010, at 10:30 a.m. until the final closing of the exhibition at 12 noon on Saturday, September 25, 2010. Any exhibitor who violates this rule may be in eligible to participate in future conferences of the League. Exhibit removal will begin at 12 noon to 4 p.m. on Saturday, September 25, 2010. NO EXHIBIT WILL BE REMOVED BEFORE 12 NOON. If for any reason you cannot remove your display on Saturday, September 25, arrangements must be made with the hotel for storage. These rules and regulations are to be construed as a part of all space contracts. The League re serves the right to interpret them as well as to make final decisions on all points the rules and regulations do not cover. FOR FURTHER INFORMATION, ADDRESS: Kim Cummings, Exhibit Hall Coordinator Illinois Municipal League P.O. Box 5180 Springfield, Illinois 62705-5180 217-525-1220 © 1996-2010 Illinois Municipal League. All Rights Reserved.