MACNA Terms & Conditions
Assignment of Space
Marine Aquarium Society of North America [MASNA®] shall assign the display space to the exhibitor for the period of MACNA® 2019. Such assignment is to be made upon receipt of this application and payment. Location assignments will be on a first-come first-served basis dependent upon receipt of deposit. MASNA® shall have the final determination on booth assignment. Each exhibitor shall note preferences for booth location as instructed on the application. While every attempt will be made to provide exhibitors with one of these top choices, there is no guarantee that final location will be one of preference.
MASNA® reserves the right to modify the floor plan as necessary to preserve a compact and attractive exhibit area. Such modification may include the expansion and addition of more exhibition space and booths. Booth sizes will not be reduced, and will maintain standard 10×10 sizing. Exhibits shall be constructed and arranged so that they do not obstruct the general view or hide the exhibits of others. Exposed, unfinished sides of exhibit backgrounds must be draped to present an attractive appearance. Inspection of all exhibits will be made during the setup phase to inform the exhibitor of any noted deviation from the rules. If the exhibitor is not available, the decorator, with the approval of the exhibits manager, will provide the necessary draping and submit additional charges to the exhibitor.
To reserve a standard booth, payment of a non-refundable 50% deposit will be required. Remaining balance is due by December 14, 2018.
To reserve Premium and Sponsorship booths, payment terms are available, with an initial deposit of $1,500 per booth or 20% of the Sponsorship value, whichever is higher. Partial 40% balance is due by December 14, 2018 with the final 40% due March 15th, 2019.
The penalty for non-payment may include forfeiture of any assigned exhibition space. Upon the occurrence of such forfeiture, should desired or alternative booths no longer be available, exhibitor will be placed on a waiting list in the case that any booths become available at a later date. All payments to MASNA® for exhibitor booth space are non-refundable.
PAYMENT FORMS ACCEPTED
▪ Check | Cash | PayPal
▪ Credit Card [Visa, MasterCard, American Express, Discover]
REMIT PAYMENT TO
Marine Aquarium Societies of North America [MASNA® ]
PO Box 105603 #18350
Atlanta, GA 30348-5603
Installation of Exhibits:
Set up will be allowed starting on August 28, 2019 for booth on the right one third of the show floor, and will continue for everyone else on August 29, 2019. All work must be completed prior to 11:30pm August 29, 2019. Set up will continue the following morning August 30, 2019, starting at 7:00am. All exhibits must be set up by 10:00am on August 30. No exhibit may be erected after the event opens to MACNA attendees. It is the responsibility of the exhibitor to see that all materials are delivered to the exhibit hall by the specified deadline.
Each booth is provided with 5 Amp 24/7 power feed except for the economy booth option. Should additional power be required, exhibitor shall contract with and pay Trade Show Electrical facility management directly. Additional booth power options will be available in the Exhibitor Kit.
Exhibitors within the Westgate Convention facilities are not permitted to use hand trucks and dollies, 2 wheeled or 4. Exhibitors are permitted to hand carry items into the exhibit hall, or to/from the dock area as long as an individual can carry the item. Booth cost includes union labor for each exhibitor using Personally Owned Vehicles [POV] and cart service during move in and move out.
In addition to individual hand carry, exhibitors are allowed to use wheeled luggage, larger pelicans or similar wheeled cases. Event volunteers will be not be allowed to assist with loading and unloading.
Union labor must also be used to assemble large static displays that need longer than 60 minutes to setup. This would include the assembly of large exhibits, and any exhibit that required the use of power tools.
To Be Announced.
Dismantling of Exhibits:
No packing or dismantling of booths will be allowed until the official closing of the exhibit at 4:00 pm on September 1, 2019. ALL exhibitors MUST be dismantled and packed up by 11:00 pm on September 1, 2019. If an exhibitor fails to remove their exhibit, removal will be arranged by MASNA at the expense of the exhibitor.
Use of Display Space
Exhibitors are allowed to distribute literature, run demonstrations, and sell products in their assigned exhibit spaces. Activities may not encroach on neighboring booths.
Observance of Laws
Exhibitor shall abide by and observe all laws, rules and regulations, and ordinances. Exhibitor shall complete one time permit tax forms distributed by MACNA® and submit tax payments as defined on the form.
Indemnity & Limitation of Liability
Neither MASNA®, any co-sponsor, display space provider, nor any of their officers, agents, employees, facilities, other representatives, or assignees shall be liable for, and exhibitor hereby releases them from, any claims, suits, demands, and/or actions for damage, loss, harm, or injury to the person, property, or business of the sponsor or any of its visitors, officers, agents, employees, or other representatives, resulting from theft, fire, earthquake, water, structural failure, unavailability of the facility, accident or any other reason in connection with the display at the conference. The Exhibitor shall indemnify, defend, and protect MASNA® and hold MASNA®, any co-sponsor, and space provider harmless from any and all claims, demands, suits, liability, damages, losses, costs, attorney’s fees, and expenses which might result or arise from Exhibitor’s participation in the conference or any actions of its officers, agents, employees, or other representatives. Under no circumstance will MASNA®, any co-sponsor, or the exhibit space provider be liable for lost profits or other incidental or consequential damages for any of their acts or omissions whatsoever whether or not appraised of the possibility or likelihood of such damages or lost profits. In no event shall MASNA®’s liability under any circumstance, exceed the amount actually paid to it by the Exhibitor for display space. MASNA® makes no representations or warranties regarding the number of persons who will attend the conference. All implied warranties, including, without limitation, warranties of scope of service, or fitness for a particular purpose, are expressly disclaimed.
Cancellation & Termination
If for any reason beyond its reasonable control, including fire, strike, earthquake, damage, construction or renovation to the display site, government regulation, public catastrophe, act of God, or any similar reason, MASNA® shall determine that the conference or any part may not be held. MASNA® may cancel the conference, including the booth space, table-top displays or any part thereof. In that event, MASNA® shall determine and refund to the exhibitor its proportionate share of the balance of the aggregate display fees received which remains after deducting all expenses incurred by MASNA®. Should the event be rescheduled, all payments will be applied to the new date and venue chosen.
All payments made to MASNA® under this application shall be deemed fully earned and non-refundable in consideration of expenses incurred by MASNA in providing display space to others following lost or deferred opportunity.
All exhibitors are expected to dress in appropriate attire. Exhibitors should ensure that the attire of all staff they deploy at their booth [whether the exhibitor’s direct employees or their contractors] be considered appropriate in a professional environment.
General Conduct of Exhibitors
The following are prohibited:
▪ Noise that interferes with other Exhibitors. Events, raffles and games may not intrude on neighboring booths.
▪ Sales of raffle tickets are not permitted. You may offer free entries with a chance to win an item. Holding a live raffle, as in calling out numbers on the show floor, is not permitted. Should you need to perform a live raffle, please contact event management to arrange for an off floor location. Reminder: raffle ticket sales [where money is exchanged] are not permitted.
▪ Volatile, flammable, or explosive materials or any other substance prohibited by law or insurance carriers.
▪ Subleasing of exhibit space.
▪ Canvassing or exhibiting material outside the Exhibitor’s own space.
▪ The use of billboard signs or other displays outside the Exhibitor’s own space.
▪ Soliciting participation in surveys outside of Exhibitor’s own space or otherwise interfering with the free passage of registrants.
▪ Solicitation of business or meetings in the interest of business by anyone other than representatives of exhibiting firms.
▪ Publicizing and/or maintaining any extracurricular activities, inducements, displays, or demonstrations away from venue during exhibit hours.
▪ The use of thumbtacks, scotch tape, nails, screws, bolts, or any tool or material that could mark the floor or walls. No signs or other articles are to be fastened to walls or electrical fixtures.
▪ Activities that would impede the flow of traffic through the area.
▪ The selling of foods or beverages other than those ordered through MACNA® approved vendors.
▪ Any image, item, or material that MASNA®, in its sole and exclusive discretion, deems offensive or inappropriate for any reason.
Standard of Livestock Care
The following requirements for live animals must be followed at all Marine Aquarium Conference of North America® [MACNA ® ] events. The care and well being of all marine animals at MACNA ® events is of the utmost importance. MACNA ® reserve the right to inspect the holding systems and the care of all animals at any MACNA ® event. Exhibitors found not following the requirements below may be asked to leave the MACNA ® event without reimbursement, and may never receive an invitation to return to future MACNA ® events.
What is considered under livestock.
▪ Any live vertebrate animal [phylum Chordata, subphylum Vertebrata], including but not limited to bony [osteichthyan] and cartilaginous [chondrichthyan] fishes.
▪ Any live invertebrate animal [not included in subphylum Vertebrata].
Artificial Marine Life Support System
Holding/display tank: the vessel containing livestock.
- The holding/display tank must be an aquarium, i.e., a vessel professionally designed with the original purpose of housing aquatic life.
- Considerations for the design of the display/holding systems, such as dimensions and volume, have to include characteristics of intended livestock, such as whether they are mobile [e.g., fishes, crustaceans, anemones], or sessile [e.g., corals].
- Filtration can be provided either in the display [air stones, hangon filters, canister filters, etc.], by means of a filtration tank [i.e., a sump], or through hybrid display systems that incorporate both display and filtration sections into one tank by means of dividers.
- Regardless of design, the holding/display system must incorporate some form of filtration that provides air/water gas exchange and water clarity while preserving life. At minimum:
- Water circulation must be maintained for air/water gas exchange with either a water pump or air pump with stone [or both].
- Additional filtration methods are recommended, but not required. Such as,
- Mechanical filtration, in the form of, for example, pleated [canister] filter, filter sock, filter wool, etc.
- Protein skimmers
- Carbon Filtration
- UV sterilizers
- Media reactors of various types.
- Optimum water quality must be maintained at all times. In order to achieve this, the following parameters must be maintained within the specified boundaries listed below. These are hard boundaries and must be adhered to at all times, unless the exhibitor can show a valid biological requirement for parameters outside the listed ranges, e.g., requirements of temperate species.
These are case by case scenarios, and must be addressed prior to MACNA ® .
- A target temperature of 70 – 80 °F [21 to 27 °C] is to be maintained.
- MACNA ® cannot guarantee temperatures on the event floor, a heater must be present and enabled in the system.
- • Salinity:
- A target salinity of 32 – 36 ppt/psu [1.0241 – 1.0271 specific gravity] is to be maintained.
- MACNA ® understands that many captive bred marine vertebrates are aquacultured in marine systems that are maintained in 25 ppt/psu [1.0188 specific gravity]. As such, in interest of reducing the stress of the organisms MACNA® suggests that these systems be maintained at 25 ppt/psu [1.0188 specific gravity] and only keep vertebrate organisms, and not invertebrates, in those systems.
- Dissolved oxygen:
- Dissolved oxygen is to be maintained at >75% saturation for the given salinity and temperature of the system. This is equivalent to > 4.48 – 5.54 mg/L for the temperature and salinity ranges stated previously.
- pH : acidity or alkalinity
- A target pH of 7.6 – 8.4 is to be maintained.
- Nitrogenous Waste Products: NH 3 /NH 4 + , NO 2 – , and NO 3 – .
- The nature of a trade show allows for little biological filtration capacity. This has been taken into consideration, but is not a pretext for substandard care of livestock.
- Ammonia/Ammonium. Total Ammonia + Ammonium [NH 3 + NH 4 + ] concentrations are not allowed to exceed 2.5 mg/L [ppm] at any point, except if ammonia [NH 3 ] binders are used.
- Furthermore, whether ammonia [NH 3] binders are used, or not, free ammonia is not allowed to exceed 0.4 mg/L [ppm] at any point
- MACNA® inspections will employ tests for free ammonia [NH 3 ], and would not give false positives if ammonia binders were used. ++
- Nitrite [NO2 -] . Total nitrite concentrations are not allowed to exceed 1.0 mg/L [ppm] at any point
- Turbidity [Water clarity]: Water cloudiness or haziness caused by suspended particles [including bacterial blooms].
- Target turbidity of less than 5 NTU [Nephelometric Turbidity Units] is to be maintained while livestock is present.
- Photoperiod. Booth and system lighting must be programmed to, or manually, shut off by 9:00 PM, and not come back on before 6:00 AM for a minimum of 9 hour dark period. Times are for the timezone of the MACNA ® location.
Standards Relevant to Livestock Sale
Static housing will not be allowed, until a customer has purchased livestock, and that livestock has been properly packed for transport and handed over to the customer.
- Static housing is defined as any vessel that is not equipped with a filtration system.
- Static housing will not be allowed for the purposes of displaying livestock, or holding specimens that have been “set aside” for a customer.
- This includes the “pre-bagging” of livestock and floating the bags in a tank as a means of display and method of sale.
- Any reserved livestock, must remain in system equipped with the minimum life support systems described herein until picked up by the customer.
Adhering to the Standards
Regardless of any additional equipment the exhibitor chooses to employ beyond the necessary stated minimum above, it is the sole responsibility of the exhibitor to maintain the water quality parameters stated above.
It is the responsibility of the exhibitor to have in their possession the appropriate equipment to measure and maintain the required parameters.
- Each exhibitor is required to have in their possession or immediate access to the following equipment and test kits.
- hydrometer or refractometer.
- ammonia, nitrite, and pH test kits
- Testing should be done throughout the day to insure a safe environment for the livestock.
- If the exhibitor finds that parameters are getting close to exceeding the set bounds, the easiest way to correct problems with the majority of the listed parameters is to conduct water changes. It is advisable that the exhibitor is familiar with their system and biological load that they intend to have their system carry in order to anticipate how much water they may need for water changes. Water for a water change can be sourced by contacting any MACNA ® representative.
- Maintaining water clarity can sometimes be difficult, but cloudy [turbid] water will not be tolerated at MACNA ® . For this reason it is highly suggested that systems be equipped with systems that push the water through media such as hard carbons or diatomaceous sand.
Agreement to Terms | Conditions | Rules
Exhibitor agrees to observe and abide by the foregoing terms and conditions and by such additional terms, conditions, and rules made by MASNA® from time to time for the efficient and safe operation of the conference. The subject matter included in this agreement as part of this agreement represents the entire agreement between the exhibitor and MASNA® . MASNA® is not making any express warranties or other agreements except as set forth above. All implied warranties are disclaimed to the extent permitted under applicable law. Any amendment to this contract must be in writing signed by MASNA® . The rights of MASNA® under this agreement shall not be deemed waived except as specifically stated in writing and signed by an officer of MASNA® . If any term of this agreement shall be declared invalid or unenforceable, the remainder of the agreement shall continue in full force and effect. This agreement shall be binding upon the heirs, successors, and assigns of the Exhibitor subject to the terms of this agreement regarding assignment.
All questions concerning exhibitor agreement, exhibitor participation, or exhibitor application can be directed to firstname.lastname@example.org
Suitcasing Policy Statement
(Protecting your investment in MACNA)
MASNA is making preparations for its upcoming MACNA at the Swan and Dolphin resort and working to insure that your company is enabled to have a successful show.
Show Management has mandated increased measures to protect exhibitors from suitcasing at the Show. This is the Show Management’s Suitcasing Policy, which will be posted using signage around the exhibit hall and included in the onsite guide for all attendees.
What is suitcasing?
Suitcasing is when a company registers as an attendee, when they should be registered as an exhibitor at the event and are actively trying to recruit business from attendees – by handing out flyers in hallways, leaving printed material on tables, etc. – without paying to be an exhibitor. Obviously, this is directly stealing revenue from the conference, as well as stealing from the official sponsors and exhibitors as well as being deceitful and confusing to the attendees. MASNA desires to protect your investment in MACNA by preventing suitcasing.
Outboarding is when a company that should be a sponsor of an event instead decides to host their own competing event without the consent of the original event organizer. Outboarding steals from event organizers directly by costing them revenue from the potential sponsor, as well as revenue from any other sponsors of the outboarded event that might have otherwise been spent on official events. Outboarding also steals attention away from official sponsors and exhibitors of the official event, drawing attendees and media attention away from sponsors. Lastly, it is deceitful and harmful to attendees by confusing them into thinking they are supporting the official event when really they are not.
Outboarding and suitcasing are both very common at conferences and trade shows. Now that you know what they are, you can recall several times when you have either attended an outboarding event or been approached by a suitcaser. Most people don’t realize how harmful these things can be, but if you take either to the extreme of “what if everyone did that?” you can see how there would no longer be an event at all – and then everyone would lose.
Showcase Policy / No Suitcasing:
Please note that while all attendees are invited to the exhibit floor, any attendee who is observed to be soliciting business in the aisles or other public spaces, in another company’s booth, or in violation of any portion of the Exhibition Policy, will be asked to leave immediately. Additional penalties may be applied. Please report any violations you may observe to Show Management. Show Management recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite; a restaurant, club, or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibition floor and at other events. Show Management must be informed of any hospitality suites, and expressed consent must be received prior to the event.
What show management will do:
Show Management has created a Suitcasing Prevention Team that will be in place from the start of the Show to the conclusion of the Show. This team will respond to all complaints regarding suitcasing. The team will be trained on what to look for and the appropriate factors to determine if there is an issue.The
Suitcasing Prevention Team will have the following responsibilities:
- Review complaints concerning suitcasing.
- Review each complaint off the Show floor and take appropriate action, including removal from the Show floor.
- Levy penalties for violations, up to and including, suspension from participation in future Shows.
What you can do:
If you have a pending dispute regarding suitcasing at the Show, then you should consider the
- Prior to the Show: If you feel there is a reasonable risk of a problem involving suitcasing, notify Show Management prior to arrival.
- Onsite: If you suspect another company of suitcasing – report this to the Show Management office and someone from Show Management will come to your booth immediately.
Show Management Action:
Show Management will take one of the following actions:
Upon receipt of a complaint from an exhibitor, Show Management will review the complaint with the exhibitor. Show Management will confer with other members of the MACNA Suitcasing Prevention Team to investigate the complaint and determine what action may be taken, including meeting with the company that is accused of suitcasing.
This will include:
- Remove anyone found violating the suitcasing policy; or
- If deemed advisable, Show Management will attempt to bring the accuser and alleged violating party together in a meeting in the Show Management office in an attempt to resolve the matter; or
- Take no action if it is determined there is no action necessary.
If the Suitcasing Prevention Team determines that a complaint is valid but the violator will not attend such a meeting nor leave the Show floor, then that party/company will be prohibited from exhibiting or attending in the following two (2) Shows. Venue security may be contacted to assist if needed.
Potential or past exhibitors as attendees:
Many of our past or future sponsors and exhibitors may attend MACNA as an attendee from time to time. MACNA is as much a social experience as it is an opportunity for business. This policy is not intended to prevent such attendance, however one must recognize that the appearance of suitcasing must be eliminated.
Owners/Employees of Companies at MACNA as Attendees must:
- Abide by this suitcasing policy
- Not distribute literature, products or other marketing materials (T-shirts etc)
- Not approach other attendees to solicit business
- Not denigrate or negatively critique current or past exhibitors at MACNA
- Observe attendee show floor hours
Attendees are prohibited from accessing the show floor during setup and teardown or during exhibit only hours without permission from show management.
This policy is not intended to interfere with the legitimate B2B activity that regularly occurs in sponsor and exhibitor booths.