Rules and Regulations

These rules and regulations are to be considered as a part of all exhibit space, advertising, and marketing agreements. The Oklahoma Dental Association (ODA) reserves the right to interpret them and make decisions on all points the rules and regulations do not cover. Decisions of the ODA are final.

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SUBLETTING OF SPACE IS PROHIBITED
No exhibitor shall assign, sublet, or apportion the whole or any part of his/her allotted space. 

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LIABILITY AND SECURITY
Each exhibitor must make provisions for the safeguarding of goods, materials, equipment and display. A security officer will be on duty at all times to guard exhibits; however, the ODA does not guarantee against theft, loss or any form of damage, nor against personal injury to employees or agents of exhibitors. By signing the agreement for booth space, it is expressly understood and agreed between the exhibitor and the ODA that the ODA is under no liability for loss of or damage to goods or property of the exhibitor. The exhibitor releases the ODA and agrees to indemnify it against all claims.

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INSURANCE
Exhibitors who desire to carry insurance on their exhibits must place it at their own expense. The exhibitor is encouraged to carry and maintain all such insurance coverage as may be required to be fully protected against all risks assumed or incurred in connection with the exhibition and/or the meeting under these rules and regulations.

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NAME BADGES
Exhibitors must wear their ODA-provided name badges at all times. Booth payment includes badges for all exhibit personnel.

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BOOTH SETUP UP AND TEAR DOWN

Booths must be completely installed by 8:00 a.m. on Friday, at least one hour before the Exhibit Hall opens. Exhibitors may begin taking down their booths and moving out after the hall closes at 2:00 p.m. on Friday. Tear-down prior to 2:00 p.m. is not allowed and will result in a deduction of 25 points for the following year. All exhibits must be completely removed by 4:00 p.m. on Friday. Freight and loading dock doors will be available.

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MUSIC PROHIBITED

All exhibitors are hereby notified that playing of music, whether live or recorded, is absolutely prohibited in the Exhibit Hall. We are forced to make this ruling to comply with ASCAP and BMI regulations regarding payment of royalties to music publishers.

PRODUCT SALES

The ODA reserves the right to place additional restrictions on the sales and filling of orders as necessary. Violations of rules may jeopardize the entire event, and may ejection from the Exhibit Hall. The activities (including solicitation of business) of each exhibitor should be confined to the exhibitor’s allotted booth space.  As a safety precaution and to promote free circulation of traffic, the aisles should be kept clear of crates, exhibits, interviews, demonstrations, distribution of literature, etc. 

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Therapeutic products, or products of a therapeutic nature, which do not meet the ethical standards of the dental profession, will not be accepted. Exhibitors should regulate electrical devices, sound-producing displays or other exhibits that produce objectionable noise, odor or other disagreeable features. No signs or other articles may be posted, nailed or otherwise attached to any part of the building. The rights and privileges of an exhibitor should not infringe upon any other exhibitor. Any complaints regarding infraction of the rules or disputes between exhibitors should be made to the ODA Exhibit Coordinator and ODA’s decision will be final.

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FOOD GIVEAWAYS
Exhibitors may ONLY distribute SAMPLE food or non-alcoholic beverage products and must have written authorization in advance of show move-in day. Items dispensed are limited to products manufactured or produced by the exhibiting firm. All items distributed are limited to sample sizes: Beverages are limited to a maximum of 2 oz. containers, and food items should be limited to “bite size,” which is 2 oz. or smaller.

Food and beverage items used as traffic promoters (i.e. coffee, popcorn, bottled waters, sodas, bar service, etc.) MUST be purchased from the hotel. Miniature candies/gum/mints are allowed and do not need to be provided by the hotel when used solely as traffic promoters. Absolutely NO alcohol is permitted for giveaways or samples.

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SOLICITATION

Canvassing, distribution of advertising materials, or solicitation of business of any kind by non-exhibiting individuals or firms is strictly prohibited.

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BOOTH HEIGHT

Any booth structure that stands higher than eight (8) feet tall must be approved by the ODA Executive Director before construction of that structure begins.

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PHOTO RELEASE

The ODA occasionally uses photographs of exhibitors and their booth personnel in promotional materials. By participating in the exhibition, every exhibitor, on behalf of itself and its booth personnel, agrees to the ODA’s right to use such photographs with no payment of any kind to the exhibitor or booth personnel.

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COMPLIANCE
By signing the Exhibitor and/or Marketing and Advertising Agreement, you agree that you or any other representative from your company/organization will abide by all guidelines set by the ODA. In the unlikely event that changes are made to the meeting, each exhibitor will be contacted directly.