Rules and Regulations

Exhibit Rules and Regulations

Overview

These rules and regulations are to be construed as a part of all space contracts. The Association reserves the right to interpret the regulations and standards as well as to make final decisions on all points which the regulations and standards do not cover.


Character of Exhibits

The Association reserves the right to decline or prohibit any exhibit or any part of any exhibit or proposed exhibit which in its judgment is not suitable to or in keeping with the character of the exhibition. This reservation is all inclusive and concerns persons, things, conduct, printed matter, and catalogs.


Products Not Eligible for Exhibition

The following may not be exhibited:

  1. Dental materials and devices which have been declared dangerous and worthless by the American Dental Association.
  2. Products that are not relevant to the practice of dentistry unless approved.
  3. Products and materials otherwise prohibited by DoubleTree by Hilton Cedar Rapids Convention Complex.

Exhibit Booth Inclusions

  1. Each booth will be provided with a back wall 8’ high and side walls 36” high except on the outside of corner booths.
  2. A uniform 1-line booth sign, size 7” x 44”, will be furnished with each space.
  3. One name per booth will be listed in the onsite guide.
  4. Four badges per booth.

Exhibit Space

The event organizer has coordinated specific exhibit space for your use. As well, the basic setup of this space has been arranged with the event organizer. You will be provided an 8ft. table, two (2) chairs and a trash receptacle. Additional items may be arranged in your exhibit space, at an additional cost to the exhibitor.


Event Technology

Power, internet access, and AV equipment are not included in your exhibit space, but can be arranged in advance. Charges apply for these services and advanced payment is required. Please find the Event Technology order form attached here for AV support. Plugging into power or pirating internet that is not specifically provided for an individual exhibitor’s use will not be permitted. Any exhibitor found in violation will be asked to leave the exhibit area and no refund for exhibition fees will be provided.


Special Exhibitor Services

Complete information on labor, decorating, material handling, furniture rental, electrical service, signs, shipping, etc., including a fixed schedule of prices, will be furnished to all exhibitors by the service contractor. The contractor will furnish all necessary stagehands, property personnel, and other labor essential to install, operate, service, and remove all equipment belonging to the exhibitor. Exhibitor agrees to conform to the terms and conditions of DoubleTree by Hilton Cedar Rapids Convention Complex for all electrical and utility services required by the exhibitor. All charges for freight handling on delivery, installation of equipment or electrical requirements, other expenses incidental to the setting up or dismantling, or operation of the booth shall be the obligation of the exhibitor and will be billed by the service contractor and/or DoubleTree by Hilton Cedar Rapids Convention Complex. The primary contact at each exhibiting company will receive an email from the service contractor with a link to view the Exhibit Service Kit online.


Load-In & Load-Out

The event organizer has contracted specific times with the facility for access to the exhibit area. This schedule will be followed by the facility as well. Loading areas are shared and the access schedule will be observed as closely as possible for the successful arrival and departure of all guests. All Load-In and Load-Out must take place through the dock areas of the facility. No supplies, equipment, décor, products, packages or other items may be brought into the facility through a guest entrance of the facility. All access areas are on the A Avenue side of the convention center. Load-in and Load-out from entrances on the First Avenue side of the facility are strictly prohibited. No carts or dollies are available from the facility and no staff is provided to load/unload/move/carry/secure items. Load-in and Load-out is the responsibility of each individual exhibitor. All loading docks at the facility are truck height. There is also an inclined ramp to assist with loading items into the facility. The loading/unloading area also provides temporary parking. All vehicles must be moved as soon as the cargo is loaded/unloaded to allow all guests access to these areas. No parking in the loading area is permitted and no parking areas are available at the facility. Surface lots and parking structures are available in the immediate vicinity of the facility and parking is subject to hourly charges.


Package Handling

The facility does not provide storage for exhibitor items, including; cases, extra product, boxes, equipment or materials. Individual exhibitors should plan to contain any and all of their items within their assigned exhibit space.

labeled, sealed and paid for return shipping to occur. The facility does not provide packaging supplies or pay for shipping, on behalf of exhibitors.


Shipping Instructions

Exhibitors may ship boxes or packages to arrive at the facility NO MORE THAN 3 DAYS in advance of the show. Any items arriving earlier will be refused by the facility. Please address items as follows:
DoubleTree by Hilton Cedar Rapids
ATTN: IDA 2023 / Travis Faust
350 First Avenue NE
Cedar Rapids, IA 52401

Each individual exhibitor is expected to remove items from the facility upon conclusion of the event or coordinate with the facility contact for return shipping. All items must be packaged, labeled, sealed and paid for return shipping to occur. The facility does not provide packaging supplies or pay for shipping, on behalf of exhibitors.


Exhibitor Registration

Exhibitors must register before setting up their booths.


Set-up Day

Wednesday, May 3:  8:00 AM to 5:00 PM

Thursday, May 4:  7:30 to 9:00 AM

All exhibits must be in place by 9:00 AM on Thursday, May 4, and remain in place until 2:45 PM on Friday, May 5. Dismantling may begin at 2:45 PM on Friday, May 5 and must be completed by 6:00 PM.


Exhibit Hours

The exhibit hall will be open:

  • Thursday, May 4: 9:00 AM to 3:00 PM
  • Friday, May 5: 9:00 AM to 2:45 PM

Exhibiting Regulations

Taking orders and/or making cash or credit card sales outside the confines of assigned booth space are prohibited.

The playing of any music on the exhibit floor is not permitted. This applies to live as well as recorded music. The IDA has no license agreement with the American Society of Composers, Authors, & Publishers (ASCAP).  The IDA cannot accept responsibility for music played by exhibitors.

Firms and representatives of firms not assigned exhibit space are prohibited from soliciting business in any form in the exhibit hall. Violators of this prohibition will be required to leave the hall.

Displays shall not be placed in such a manner as to interfere with the space of other exhibitors. No construction is allowed on the sides or top of any booth that would obstruct the line of sight of adjacent booths.


Security

General security for the entire exhibit area and for the safety of all guests is provided by the facility. Individual exhibitors should have no expectation that security is provided for their products, equipment, or materials. The facility assumes no responsibility for the damage or loss of any items brought into the exhibit area.


Distribution of Samples and Souvenirs

Distribution of samples of approved products, literature, and souvenirs is permissible provided it is done in a dignified manner, does not create a nuisance, and causes no interference with adjoining exhibits. The distribution of bags in the exhibit hall is permitted. However, exhibitors planning to distribute bags and/or literature at their booth must send a sample of the item to the Iowa Dental Association if there are any statements appearing on the face of these materials other than the name of the company.


Payment/Cancellation

  1. Payment: Payment in full is required with the application contract for exhibitor space. The application cannot be processed without the appropriate payment.  All checks should be made payable to: IOWA DENTAL ASSOCIATION. Mailed applications and/or checks should be sent to IDA, 666 Grand Avenue, Suite 901, Des Moines, IA 50309. If paying via credit card, you may fax application to IDA at 515.334.8007, or email top portion to sydney@iowadental.org and call IDA at 515.331.2298 to provide credit card information. Please do not send credit card numbers via email.
  2. Cancellation: All cancellations must be made in writing to the Iowa Dental Association. Cancellation of the exhibit contract may be made prior to January 1, 2023, without penalty and payment will be refunded. If exhibitor space is cancelled after January 1, 2023, but before March 1, 2023, the Association shall retain half (1/2) of the contracted booth amount. If the exhibit space contracted is cancelled after March 1, 2023, the Association shall retain the full amount of the total contract obligation submitted.

Changes in Booth Assignments

The Iowa Dental Association reserves the right to make booth assignment changes with no advance notice to exhibitors.


Liability of the Iowa Dental Association and the DoubleTree By Hilton Cedar Rapids Convention Complex

To the fullest extent permitted by law, the person/legal entity described as "Exhibitor" in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as "Exhibitor" in this contract) herby assumes full responsibility and agrees to indemnify, defend and hold harmless DoubleTree by Hilton Cedar Rapids Convention Complex ("Hotel") and Hotel's owners, managers, subsidiaries, affiliates, employees and agents (collectively, "Hotel Parties"), as well as Iowa Dental Association ("Group"), from and against any and all claims or expenses arising out of Exhibitor's use of the exhibitors premises. Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor's indemnity obligations in the clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor shall supply the Hotel with a Certificate of Insurance at least 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor's property and it is the sole responsibility of the Exhibitor to obtain such insurance.


DoubleTree By Hilton Cedar Rapids Convention Complex

These Exhibit Rules & Regulations are considered to be part of the contract and are to be followed accordingly.

Download a PDF of the rules and regulations for the Cedar Rapids Convention Complex .