APPLICATION FOR EXHIBIT SPACE – TERMS & CONDITIONS
The Association of Organ Procurement Organizations (AOPO) is the producer of the AOPO Annual Meeting scheduled to be held June 22 – 24, 2025 at the Gaylord Rockies Resort & Convention Center. The completion and acceptance of the exhibitor application constitutes a contract for participation in the Annual Meeting. The exhibitor applying for exhibit space agrees to comply with the Terms and Conditions stated below.

AFFILIATE MEETINGS
No entertainment functions, meetings, courses, or social functions intended to attract AOPO attendees may be scheduled to conflict with AOPO meetings, education sessions, social events or exhibit hours in or outside of booth space. Entertainment and social functions must be in good taste and conform to the purpose of the Annual Meeting. Contact Laura Collins, lcollins@aopo.org, in writing by May 30, 2025, requesting approval for any special activities (entertainment, education, or promotional in nature) for the period beginning with pre-conference meetings on June 22, 2025 and ending June 24, 2025. Announcements and invitations addressed to attendees concerning such industry-sponsored events should clearly indicate the name(s) of the sponsor(s). In addition, they must not imply, directly or indirectly, that the event is part of or an official activity of the AOPO Annual Meeting.
EXHIBITOR ACTIVITIES
Due to liability, legal restrictions, and licensing, Gaylord Rockies Resort & Convention Center does not allow outside food or beverage of any kind to be brought into the hotel by the customer, guest, or exhibitor. Small items such as mints or candy can be used as booth giveaways. You will be allowed to order food and beverages from the hotel catering department. Information will be provided in the Exhibitor Services Kit. Exhibitors must submit written plans for any contests, demonstrations, giveaways, etc., to Laura Collins by May 30, 2025. Prize drawings are announced in the exhibit hall for sponsored giveaways only. Distribution of advertising and souvenirs must be confined to the Exhibitor’s booth unless otherwise approved in advance. Canvassing and distribution of advertising materials or souvenirs in the aisles, in another company’s booth or beyond one’s own exhibit booth is strictly forbidden. Exhibitors are also forbidden to display signs outside the exhibit area, unless through the AOPO sponsorship program, and shall not use undignified methods of attracting attention to your booth. AOPO reserves the right to prohibit any exhibit which, in its judgement, may detract from the Annual Meeting display and/or the exhibits as a whole. Exhibits should not impose upon other exhibitors’ space.

COMPANY DESCRIPTION AND LOGO
A 50-word description of your company’s products and/or services and a high-resolution company logo in .PNG and .EPS format are to be emailed to Laura Collins (lcollins@aopo.org) immediately following confirmation of booth space. Failure to submit a company description will forfeit the opportunity of being listed in meeting material. Descriptions received after May 30, 2025 will not appear in printed materials.
FILM, SOUND DEVICES, AND LIGHTING
Movies with sound, slide shows, or other audio devices must be kept at conversational level and must not be objectionable to neighboring exhibitors. Any equipment that emits excessive noise must be run intermittently for specific demonstrations only. AOPO reserves the right to restrict or prohibit the use of glaring or objectionable lighting. The Hotel does not allow the use of pyrotechnics or fog machines within the exhibit hall.

CONSENT TO USE PHOTOGRAPHIC IMAGES
Registration and attendance at, or participation in, AOPO meetings and other activities constitutes an agreement by the registrant for the use and distribution of the registrant’s image or voice in photographs and videos of such events and activities by AOPO and other third parties.

FIRE SAFETY AND HEALTH
The Exhibitor assumes all responsibility for compliance with local, city, and state ordinances covering fire, safety, and health. Exhibitors must provide the necessary safety items to protect others from exhibited equipment and materials. All parts of displays must be made of flameproof materials and must meet the specifications of local fire authorities. Additionally, all electric signs and wiring must meet the specifications of local fire authorities. Smoke, fog, haze, and/or pyrotechnics are not permitted within the convention area. The Gaylord Rockies Resort & Convention Center is a non-smoking hotel.

LIABILITIES
The Exhibitor agrees that AOPO shall not be liable for any damage, theft or injury to equipment or persons throughout the duration of this agreement during the AOPO Annual Meeting June 22 – 24, 2025, from any cause whatsoever by reason of use, occupation, and enjoyment of exhibit space by the Exhibitor, or any other person present with the consent of the Exhibitor. The Exhibitor will indemnify and withhold from AOPO all liability whatsoever caused by breach of obligation by the Exhibitor or its Representatives.
AMENDMENTS
These Terms and Conditions have been formulated in the best interests of the Exhibitors as well as the AOPO Annual Meeting. All matters and questions not covered may be amended at any time by AOPO, and all amendments so made shall be equally binding on all parties affected by them.

UNOCCUPIED SPACE
AOPO reserves the right, should any rented exhibit space remain unoccupied, or should the space be forfeited due to failure to make payment, to sell such space to another exhibitor, or use said space in any other manner. Other exhibitors shall in no way infringe upon or take over such unoccupied space.

CHILDREN
No children under 18 years of age will be permitted to enter the exhibit hall during move-in or move-out, regardless of affiliation or circumstance. Children under 18 must be accompanied by a parent or guardian at all times when accessing the exhibit hall.

SUBLETTING SPACE
Subletting of space is prohibited.

SECURITY
As a courtesy to exhibitors, AOPO will employ hotel security and will take reasonable precaution to safeguard exhibitors’ property during the evening hours when the exhibit hall is closed. However, AOPO, SourceOnce Events, and Gaylord Rockies Resort & Convention Center assume no liability whatsoever for loss or damage, through any cause, of goods, exhibits, other materials owned, rented, or leased by exhibitor. Exhibitors must take precautions to protect their property against pilferage. A form for ordering additional security for your booth will be provided in the Exhibitor Services Kit.
INABILITY TO PERFORM
If AOPO should be prevented from holding the exhibit program by any cause beyond its control (such as acts of God, war, government regulations, disaster, strikes, civil disorder, epidemic, material curtailment of transportation, elevation to Imminent Threat Alert as designated by the National Terrorism Advisory System (NTAS)), at any time in the seven days preceding the first date of the Event or any time during the Event, or other emergencies asking it commercially impracticable, illegal, or impossible for the Hotel to provide the facilities or the Group to hold the meeting, AOPO will refund to the Exhibitor the amount of the rental paid, less a proportional share of the exposition expenses, and AOPO shall have no further obligation or liability to the Exhibitor.

UNAUTHORIZED SOLICITATION POLICY
Unauthorized solicitation in the Exhibit Hall is prohibited. Any non-exhibiting manufacturer or supplier observed to be distributing or soliciting business in the aisles or in another company’s booth should be reported to AOPO staff immediately.

BOOTH CONSTRUCTION AND ARRANGEMENT
Exhibits shall be arranged so as not to obstruct the general view nor hide the exhibitors of others. Plans for specially-built displays not in accordance with regulations are to be submitted to SourceOne, exhibit management, before construction. Booth lighting, electrical banner/sign hanging and plumbing services are exclusive tradeshow services of the Hotel and their in-house audiovisual provider. Rates will be provided in the Exhibitor Services Kit. All equipment and supplies brought into or taken out of the building will be subject to inspection by the Hotel Loss Prevention staff. Equipment and supplies must be transported via freight elevators and through service corridors where possible. No freight will be accepted by Hotel in advance of the show.

Question Title

* I understand and agree to abide by the above terms and conditions

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