HAI HELI-EXPO 2023 Rules & Regulations
By submitting an Application for Space, Exhibitor agrees to comply with the following HAI HELI-EXPO 2023 Rules & Regulations (the “HAI Rules & Regulations”), and to ensure that its officials, officers, directors, employees, agents, representatives, contractors, and subcontractors also comply.
- Exhibition Objectives
To promote interest in, and demand for, products and services for all aspects of the Vertical Take-Off & Landing (“VTOL”) industry.
- Trade Show/Exposition Management
The HAI HELI-EXPO® annual trade show and exposition (the “Show”) is produced by and is the property of Helicopter Association International, Inc. (“HAI”). HAI will provide all trade show/exposition management functions.
- Exhibitor Representative Responsibility
Each exhibiting company (“Exhibitor”) shall designate at least one (1) person to act as official representative (“Exhibitor Representative”) for the purpose of receiving correspondence and materials relevant to HAI HELI-EXPO 2023 and acting as the official contact between the Exhibitor and HAI. The Exhibitor Representative shall be authorized to enter into any binding agreements in connection with the Show and/or as may be necessary for fulfillment of obligations to HAI and to other contractors, subcontractors, and consultants.
- Acceptance of HAI Rules & Regulations
The HAI Rules & Regulations incorporate by reference the Exhibitor Planner, the Application for Space, all other directions issued or to be issued by HAI, or Global Experience Specialists (“GES”), and any policies and procedures established by the Geo. L. Smith II Georgia World Congress Center Authority (the “GWCC Authority” or the “Authority”) including but not limited to its Event Policy and Procedures Manual, building guidelines, policies, Guidelines for Smoking, Georgia State Fire Marshal Requirements, First Aid Policy, and Georgia Sales and Use Tax for the use of the Geo. L. Smith II Georgia World Congress Center (the “GWCC” or the “Center”) (available here ). Exhibitor shall comply with all applicable federal, state, county, and local laws, and ordinances. To the extent there is an inconsistency between the HAI Rules & Regulations and any document incorporated by reference, the rule imposing a greater obligation on the Exhibitor shall apply and take precedence. By submission of an Application for Space, the Exhibitor: (a) agrees to abide by the HAI Rules & Regulations; (b) signifies that it understands and agrees that its right to the use of space allocated to it for HAI HELI-EXPO 2023 by HAI’s management (“HAI Show Management”) is contingent upon Exhibitor’s cooperation with HAI Show Management and compliance with the HAI Rules & Regulations; (c) warrants that the representations made by Exhibitor in its Application for Space, and all other representations made by Exhibitor to HAI Show Management, are true, accurate and complete; (d) warrants that it either possesses or will possess as of February 27, 2023, all licenses, certifications, and permits as may be required under federal, state, county, or local laws or regulations of the state and locality in which the Show is being held; (e) warrants that it possesses all insurance required by the HAI Rules & Regulations; and (f) that the person submitting the Application for Space on behalf of the Exhibitor is authorized to do so and authorized to bind the Exhibitor to the commitments and obligations set forth in the HAI Rules & Regulations. Also, by submission of an Application for Space, Exhibitor agrees that its violation of any portion of the HAI Rules & Regulations or other directions incorporated herein shall be grounds for termination of Exhibitor’s right to the use of space allocated to it by HAI Show Management and forfeiture of all fees paid by Exhibitor for HAI HELI-EXPO 2023, and such other remedies as may be appropriate in HAI’s sole discretion. Violating Exhibitors will be ineligible for HAI HELI-EXPO 2024 Lotteries 1 and 2, and/or the violating Exhibitor’s placement on the show floor will be subject to change in HAI’s sole discretion. The Exhibitor Planner and the HAI HELI-EXPO 2023 website represent a good-faith attempt by HAI to describe HAI HELI-EXPO 2023 to prospective Exhibitors. HAI is not responsible for errors contained therein. Because there are many details and aspects of HAI HELI-EXPO 2023, the Exhibitor Planner is not warranted to be complete. Prospective Exhibitors are expected to contact HAI for further information. All matters and questions are subject to the discretion of HAI Show Management. In addition, while the Exhibitor Planner and the HAI HELI-EXPO 2023 website represent HAI’s good-faith effort to describe its plans for HAI HELI-EXPO 2023, the information and rules contained in the Exhibitor Planner and website are subject to change at any time by HAI Show Management and such changes shall be binding upon Exhibitors. Moreover, the policies and rules and regulations of the Center and GWCC Authority may change from time to time and such rules and regulations, as changed, shall be binding on each Exhibitor. HAI reserves the right to change the HAI HELI-EXPO 2023 content, timing, speakers, or venue, without notice or liability to Exhibitor.
- Exhibit Eligibility
Exhibits shall feature products and services for all aspects of the VTOL industry. HAI reserves the right to deny space to any company whose products and services are not directly related to Vertical Take-Off & Landing. HAI reserves the right to determine the eligibility of a company or its product for inclusion in the exhibits, and reserves the right to remove or modify exhibits that, because of noise, method of operation, materials, or for any other reason, become objectionable to HAI. HAI also reserves the right to prohibit or remove any exhibit that, at HAI’s sole discretion, does not meet the exhibit eligibility criteria of this Section 5 or may detract from the general character of the Show as a whole. HAI also reserves the right to prohibit any Exhibitor or any of its officials, officers, directors, employees, agents, contractors, subcontractors, representatives, patrons, guests, or invitees from exhibiting in or attending the Show that, in HAI’s sole discretion, demonstrated unprofessional behavior during a prior HAI HELI-EXPO annual trade show and exposition. HAI reserves the right to require an Exhibitor to modify or remove exhibits, even after they are on the Show floor. In such event, HAI shall not be liable to any Exhibitor for any refund of exhibit fee, expenses incurred by the Exhibitor, or any cost, damage, expense, or loss of revenue. The acceptance or rejection of any company or product for exhibit space does not constitute or imply endorsement of or judgment about the merit of the company or its product(s) or service(s).
- Booth/Space Assignment
Assignment of space is determined by two (2) separate lotteries: Lottery 1 and Lottery 2 (click here for more information). Every effort will be made to accommodate each Exhibitor’s preferred location; however, HAI cannot guarantee placement in any space selections requested by Exhibitors. HAI reserves the right to assign space subject to such parameters as booth size and design, maximum attendee traffic flow, and relationship to similar exhibits.
- Show Materials
Exhibitors will be listed in the HAI HELI-EXPO 2023 Show materials by the organization’s name, exactly as provided by the Exhibitor under “Exhibiting as Company Name” on the Application for Space. If a different listing is preferred, notification must be provided in writing to HAI Show Management by January 26, 2023 — restrictions do apply. Applicable permits, licenses, and insurance coverages shall identify, include, or also reference “Company Name.”
- Booth Types – Click here
- Booth Specifications and Height Restrictions
All exposed parts of any display must be finished so as to be in good working condition, safe, and consistent with the general character of the Show. HAI may order draping at the Exhibitor’s sole expense, for units with exposed wire structures, electrical wires, etc., along an aisle or at the edge of booths. Such exposure usually occurs when the Exhibitor has not clearly thought out the layout of Island Displays, or with units that sit out from the back wall/drapes and/or curve toward the front of the booth (pop up exhibits), and are usually, but not necessarily, located at the end of an aisle. All display material and demonstrations must be confined to the limits of the Exhibitor’s purchased display space. Normal aisle traffic cannot be interfered with at any time, for any reason. Only rotor blades may extend into aisles (such extensions must be over 7′ from the ground and may not extend more than 5′ into aisles). Hardback booths must be designed to provide a minimum of 9″ clearance to the rear booth line for access to electrical service. If access to electrical equipment is not available, electric power may be denied. No products, equipment, or booth construction may be placed in such a way as to obstruct the view of neighboring exhibits from visitors passing through the aisles, as determined solely by HAI Show Management. No part of the exhibit or other materials may be posted, nailed, or otherwise affixed to walls, doors, or other surfaces in a way that might damage, mar, or deface the exhibit area premises, booth equipment, or furnishings. Exhibitor must surrender exhibit space in the same condition as at the commencement of occupation. For the entirety of the Exhibitor’s occupation, Exhibitor is responsible for the removal and proper disposal of all exhibit-related trash including, but not limited to, crates, lumber, unused packing materials, and shall place all such trash and unused packing materials in designated receptacles. Exhibitor shall be solely responsible for any damage to the premises caused by Exhibitor or Exhibitor’s officials, officers, directors, employees, agents, contractors, subcontractors, representatives, patrons, guests, or invitees, or for any cleanup required to return Exhibitor’s exhibit space to the same condition as at the commencement of Exhibitor’s occupation, and Exhibitor shall pay HAI and/or the facility owners for any damage upon written demand. Exhibitor is solely responsible for receipt, storage, or holding of equipment or materials related to its display. Exhibitor shall not sell, rent, or otherwise provide wire or wireless communications equipment or related network connection and access services, or electrical or utility services.
- Booth Staffing
Exhibits shall not be dismantled before 4:00 p.m. local time on the final day of the Show. Early dismantling may result in Exhibitor being charged a fine and ineligibility for future HAI HELI-EXPO lottery drawings. Booths must be staffed during the hours of the Show as stated in the Exhibitor Planner.
- Delivery and Removal During Show
No delivery or removal of any portion of an exhibit will be permitted during days of the Show without prior permission of HAI Show Management.
Exhibitor may withdraw from the Show subject to the following conditions and restrictions: (a) Exhibitor shall give HAI Show Management written notice of Exhibitor’s intent to withdraw all, or part of, Exhibitor’s assigned exhibit space and shall be subject to the following cancellation fees(Refunds will be issued by HAI at any point in time during or after the Show): (i) Prior to November 4, 2022, a cancellation fee of 25% of the total exhibit space will be retained by HAI; (ii) If the Exhibitor provides notice of cancellation/withdraw between November 4, 2022 and December 2, 2022, a cancellation fee of 50% of the total exhibit space will be retained by HAI; and (iii) If notice is received on or after December 2, 2022, no refund will be made; (b) Exhibitors cancelling an entire exhibit shall also release their hospitality suites reserved with the hotels listed in the HAI housing block; (c) If HAI does not receive complete payment by the stated payment deadlines, HAI will assume that the Exhibitor has cancelled the exhibit space; (d) Reductions that result in open space that HAI Show Management is unable to sell may result in booth reassignment for an Exhibitor reducing the size of its booth; and (e) Applications for Space submitted after the December 2, 2022 cancellation deadline are not eligible for any refund, but Exhibitor will be eligible for Lottery 1 of HAI HELI-EXPO 2024, if Exhibitor notifies HAI, in writing, before January 26, 2023, of its intent to withdraw from the Show. This will allow HAI Show Management time to relocate another exhibiting company to the space or plan a use for the empty space. Cancellation fees or booths that do not receive a refund are not able to be applied as a credit toward current or future year fees.
- Sharing/Subletting of Space
Each exhibiting company or division thereof must submit a separate Application for Space. Each exhibiting company is required to purchase a minimum of 100 net square feet. Exhibitor shall not assign, sublet, or share the whole, or any part of, exhibit space (“Sharing Space”) purchased without the knowledge and prior written consent of HAI Show Management. The display or advertising of a third party’s product constitutes Sharing Space. Failure to receive written consent from HAI to share exhibit space in advance (including displaying the advertising of another company’s product or service) may result in the removal of Exhibitor(s) from the exhibit space or an additional exhibit charge of $3,050 per 10′ × 10′ space and/or $3,700 per 20′ × 40′ static space, per company, per space. If Exhibitor(s) sharing exhibit space is/are not a member of HAI, the charge per company will be $4,250 per 10’ × 10′ exhibit space and/or $4,800 per 20′ × 40′ static space.
- Fault of Occupancy
Any Exhibitor failing to occupy reserved space by 3:00 p.m. local time, March 6, 2023, shall forfeit the space without reimbursement. Exhibitors arriving after this time must contact HAI Show Management to determine if space is available and, if so, to schedule Exhibitor’s move-in. Exhibitors arriving late may be given exhibit space different from their original assigned space at the sole discretion of HAI Show Management and may be required to wait until after the exhibit hall closes in order to move-in.
- Unoccupied Space
HAI shall have the right to use any unoccupied space beginning at 3:00 p.m. local time, March 6, 2023 to suit its own convenience, including relocating an exhibit or selling the space to another Exhibitor without any rebate or allowance to the defaulting Exhibitor. HAI assumes no responsibility for having included the name of the defaulting Exhibitor, or description of company products/services in any printed or electronic materials related to the Show.
- Distribution of Materials
Publications and advertising material of any description may be displayed and distributed only within the display space(s) assigned to the Exhibitor presenting such material. No Exhibitor is permitted to distribute materials outside of their assigned exhibit space. Exhibitor is not permitted to display or distribute advertising materials, of any description, booth-to-booth. Materials distributed to other booths will be confiscated. All Exhibitor advertisements shall comply with the GWCC Authority’s Event Policy and Procedures Manual, and Exhibitors shall not dim, cover, block, or obstruct any fixed advertising panels which have been placed in the Center without prior written consent.
- Direct Selling
Selling on the Show floor (payment received and product or service delivered on-site) is prohibited except where specifically authorized in writing and in advance by HAI Show Management. Exhibitor bears sole responsibility, including cost(s), to obtain all licenses and permits necessary for conducting such business in the state and locality in which the Show is being held.
- Canvassing and Solicitations
Except by exhibiting companies within their respective assigned booth(s), canvassing and solicitations are prohibited outside the Center. Canvassing by Exhibitors outside their assigned booth(s) is prohibited except where specifically authorized in advance and in writing by HAI Show Management. Examples include but are not limited to dropping promotional materials in booths, publication bins, food courts, etc. Solicitations for charitable contributions of any kind are not permitted unless approved in advance and in writing by HAI Show Management. Exhibiting companies must submit requests for direct selling, canvassing, and solicitation related activities to HAI Show Management before December 23, 2022.
- Badges & Show Floor Access
Exhibitor badges are required for access to the exhibit halls during move-in, show days, and move-out. Exhibitor may use its badge allotment for exhibit staff only. HAI HELI-EXPO 2023 exhibitor badges are non-transferrable, and shall only be used by the same exhibit staff individual for the duration of the Show.If Exhibitor utilizes the services of an Exhibitor Appointed Contractor (“EAC”) or third-party contractor during official show hours, Exhibitor must provide exhibitor badges for those personnel. During hours other than official show hours, approved EACs are required to wear set-up and teardown security wristbands. EACs may only provide services in the facility that are not designated by the facility or HAI Show Management as “exclusive” to a designated provider. No EAC will be allowed to access the show floor or work in an Exhibitor’s space unless both HAI Show Management and GES have received the proper paperwork and proof of insurance.
- Exhibitor badges allow access onto the show floor during move-in, show days at 8:00 a.m., and move-out.
- Attendee badges allow access only during show hours.
- Press badges allow show floor access 1 hour before and 1 hour after show floor hours during show days.
- Dress Code
Persons under the control of Exhibitor must be appropriately attired at all times. Exhibitor agrees to comply with any request made by HAI Show Management with respect to change in Exhibitor’s attire, if in HAI Show Management’s sole determination, the attire of an Exhibitor is not appropriate.
- Copyrights, Music Licensing, and Noise Levels
Exhibitor warrants and represents that no music, literary or artistic work or other property protected by copyright, nor the name of any performing individual or group protected by trademark, will be performed, reproduced, or used by Exhibitor for its exhibit during HAI HELI-EXPO 2023, unless Exhibitor has previously obtained a license from the copyright or trademark holder. Exhibitor acknowledges that if events require the use of live or recorded music protected by U.S. copyright laws, such performances will not be permitted at HAI HELI-EXPO 2023 without prior written approval from HAI Show Management. Exhibitor shall be responsible for obtaining required licenses including but not limited to licenses from any or all of the American Society of Composers, Authors, and Publishers, Broadcast Music, Inc., or the Society of European Stage Actors and Composers. Exhibitors failing to comply with this rule will solely be responsible for all fees due to music licensing agencies. Exhibitor agrees to defend, indemnify, and hold harmless HAI and its affiliates, officials, officers, directors, members, employees, contractors, subcontractors, agents, representatives, and related organizations and their officials, officers, directors, employees, contractors, subcontractors, agents, and representatives, against any and all expenses, damages, claims, suits, losses, actions, judgments, liabilities, and costs whatsoever (including legal fees) arising out of, connected with, or resulting from, any failure by Exhibitor to possess the proper licenses for use of live or recorded music, literary or artistic work, or other property protected by copyright or trademark. No artistic performance shall be broadcast or televised or in any manner recorded for reproduction without prior written agreement of HAI.Excessive sound can be offensive and distracting. Each Exhibitor is responsible to create and maintain an atmosphere that is conducive to conducting business, without excessive noise. Any audio equipment, whether in the booth or as part of the display, may not exceed a reasonable sound level, as determined solely by HAI Show Management. Furthermore, any use of enhanced sound systems (including, but not limited to, the use of live bands) requires the prior written consent of HAI Show Management. Exhibitor shall comply with the following to ensure the appropriate business atmosphere for HAI HELI-EXPO 2023:
- Self-supported audio equipment must be directed inward, toward the Exhibitor’s exhibit space, as opposed to outwardly toward aisles or neighboring exhibits.
- Audio equipment must not violate the height restriction applicable to the Exhibitor’s booth.
- At any time, if sound levels are determined by HAI Show Management, in its sole discretion, to be excessive and/or distracting to other Exhibitors, or otherwise undesirable, HAI Show Management shall have the right to take any action it deems appropriate under the circumstances. Such actions may include, but are not limited to, requiring Exhibitor to reduce the sound or limit its duration, or disconnecting the electrical service of the Exhibitor generating the sound.
- Food and Beverage
Exhibitor shall not bring into the Center, or any of its facilities, any food, whether prepared or unprepared or beverages of any kind whatsoever, including but not limited to alcoholic beverages, without the prior written consent of HAI and the GWCC Authority. Exhibitor shall not sell or serve beverages or food from its booth space that competes in any way with the food and beverage service of the Center, which shall have the sole authority to give approval for the service of food or beverage. Exhibitor shall solely be responsible for payment of fees/charges imposed by the Center or GWCC Authority, or their designated provider, for distribution of food or beverages.
- Property Left on Premises
Premises include the Center and all common areas of the Center, including the exterior, the entrance concourses, meeting room and exhibit hall concourses, loading docks, and marshalling facilities. HAI reserves the right to remove or have removed from the Center all effects of Exhibitor remaining after March 11, 2023, and, at HAI’s sole discretion, to store, to dispose of, or have stored, these effects wherever HAI, GES, the Center, or the GWCC Authority determines. HAI shall not be liable in any way to Exhibitor on account of the removal, storage, or destruction of any effects. Exhibitor shall be solely responsible for any storage, delivery, removal, restoration, and disposal costs.
- Outside Exhibits and Activities
Exhibitor agrees, subject to expulsion of its participation from HAI HELI-EXPO 2023, not to take advantage of the Show to exhibit products, or services, or to promote or otherwise exploit Exhibitor, its product(s) or product name(s) outside the premises of the Center, or any of the hotels listed in the HAI housing block, during the period of HAI HELI-EXPO 2023. Exhibitor shall not entertain visitors during HAI HELI-EXPO 2023 programs or exhibit hours in a rented function room or facility, or otherwise entice attendees, exhibitors, guests, or visitors away from any HAI-sponsored activities.
- Fire Regulations
Smoking is not permitted inside the Center meeting rooms, public areas (e.g. restrooms, concourses, etc.), or exhibit hall at any time. Absolutely no storage is allowed in the electrical alleys located behind or between booths or behind drapes in back of booths. Literature for display or distribution shall be limited to a one-day supply. Reserve supplies of literature must be stored outside the facility. Combustible waste, such as broken crates, empty boxes, packing materials, etc., shall not be stored in the exhibit halls, meeting rooms, or exit areas. All curtains, bunting, draping, etc. must be made of flame-retardant materials. Exhibitors shall comply with all federal, state, and local fire and building codes that apply to places of public assembly (see the prevailing N.F.P.A. Life Safety Code 101 — available for purchase and downloading at www.nfpa.org) and with the Georgia State Fire Marshal Requirements, which are summarized in the Event Policy and Procedures Manual (Event-Policy-Procedures-Manual_2021-09-UPDATE.pdf (gwcca.org) and GWCC Authority’s Safety and Fire Regulations, which will be available in the Exhibitor Services Kit. Firefighting and emergency equipment may not be hidden or obstructed, including fire extinguishers, strobes, fire hose cabinets, fire alarm pull stations, and standpipes. All emergency exits, hallways, sidewalks, ramps, driveways, public utility access points, and aisles must be kept clear and unobstructed. The doors, skylights, stairways, or openings that reflect or admit light into any place in the building, including hallways, fire hose cabinets, and housing lighting equipment must not be covered or obstructed. Fire lanes must be maintained at all times on the loading dock. Exhibitors should be aware that state, local, or municipal codes may impose requirements regarding the minimum or maximum fuel levels applicable to aircraft to be used in exhibits, and that these codes may vary by venue. While some codes require fuel tanks to be topped off, others require fuel tanks to be purged and capped. Exhibitors shall ascertain and comply with all applicable codes, rules and regulations of the state, locality, or municipality in which the event will take place.
- Liability and Indemnification
(i) EXHIBITOR AGREES TO ASSUME ALL RISK AND LIABILITY AND TO HOLD HARMLESS HAI, THE STATE OF GEORGIA, THE GWCC AUTHORITY, AND THEIR OFFICIALS, OFFICERS, DIRECTORS, MEMBERS, AFFILIATES, AGENTS, SERVANTS, EMPLOYEES, REPRESENTATIVES, CONTRACTORS, SUBCONTRACTORS, AND CONSULTANTS OF, FROM AND AGAINST, ANY AND ALL CLAIMS, DEMANDS, INJURY, DEFENSE COSTS, LIABILITIES, JUDGMENTS, LOSS, EXPENSES, OR DAMAGES OF ANY KIND OR NATURE ARISING OUT OF OR IN CONNECTION WITH
(A) DAMAGE, FIRE DAMAGE, THEFT, DESTRUCTION, OR LOSS OF ANY PROPERTY BELONGING TO OR IN THE POSSESSION OR CONTROL OF EXHIBITOR AND ITS OFFICIALS, OFFICERS, DIRECTORS, MEMBERS, AFFILIATES, AGENTS, SERVANTS, EMPLOYEES, REPRESENTATIVES, CONTRACTORS, SUBCONTRACTORS, CONSULTANTS, PATRONS, GUESTS, OR INVITEES (THE “COVERED EXHIBITOR PARTIES”),
(B) ANY INJURY (INCLUDING BODILY INJURY OR DEATH) TO ANY OF THE COVERED EXHIBITOR PARTIES, AND/OR
(C) damage, FIRE DAMAGE, THEFT, DESTRUCTION, Or loss of any property belonging to HAI, GES, THE STATE OF GEORGIA, OR THE GWCC Authority,
RELATING TO, ARISING OUT OF, CAUSED BY, OCCASIONED BY, OR IN CONNECTION WITH: (I) THE EXHIBITOR’S PARTICIPATION IN OR PRESENCE AT HAI HELI-EXPO 2023, INCLUDING BUT NOT LIMITED TO EXHIBITOR’S INSTALLATION, REMOVAL, MAINTENANCE, OCCUPANCY OR USE AT THE GWCC PREMISES, OR ANY PART THEREOF; (II) ANY ACT OR OMISSION OF ANY OF THE COVERED EXHIBITOR PARTIES, OR (III) EXHIBITOR’S BREACH OF ANY OF THE TERMS OR PROVISIONS OF THE HAI RULES & REGULATIONS, INCLUDING, BUT NOT LIMITED TO, ALL OBLIGATIONS INCORPORATED BY REFERENCE, INCLUDING ALL POLICIES, RULES, AND REGULATIONS OF THE CENTER AND THE GWCC AUTHORITY.EXHIBITOR IS SOLELY RESPONSIBLE FOR ANY AND ALL DAMAGE TO THE GWCC PREMISES CAUSED BY ONE OR MORE OF THE COVERED EXHIBITOR PARTIES.
THE FOREGOING SECTION 26(i) SHALL NOT APPLY TO THE PORTION OF LIABILITY ATTRIBUTABLE TO THE SOLE NEGLIGENCE OF HAI; HOWEVER, TO THE EXTENT HAI HAS ANY LIABILITY TO EXHIBITOR UNDER THIS AGREEMENT, SUCH LIABILITY SHALL NOT EXCEED THE TOTAL AMOUNT PAID BY EXHIBITOR IN EXHIBIT FEES TO HAI FOR HAI HELI-EXPO 2023.
(ii) The Exhibitor shall indemnify, defend (at HAI’s option), and hold harmless, HAI, GES, the State of Georgia (including the State Tort Claims Fund and other State established Liability Funds), the GWCC Authority and their officials, officers, directors, members, affiliates, agents, employees, representatives, contractors, subcontractors, agents, or consultants (also referred to as “INDEMNIFIED PARTIES”) from and against any and all claims, lawsuits, judgments, demands, actions or causes of action, costs, penalties, liabilities, expenses, governmental charges or fines, fees (including attorneys’ fees), losses, or damages, of any kind or nature (including but not limited to property damage and bodily injury, including death or property loss or damage) relating to, arising out of, caused by, occasioned by, or in connection with (i) Exhibitor’s participation in or presence at HAI HELI-EXPO 2023 and/or use of the Center, including but not limited to Exhibitor’s installation, removal, maintenance, occupancy or use at the Center’s premises, or any part thereof; (ii) any act or omission of the Exhibitor or any of its members, officials, officers, directors, affiliates, employees, agents, representatives, contractors, subcontractors, representatives, servants, assigns, patrons, guests, or invitees, or (iii) Exhibitor’s breach of any of the terms or provisions of these HAI Rules & Regulations or the documents referenced herein.
- Insurance and Certificate of Insurance Requirements
Without limiting the rights to indemnification in paragraph 24, Exhibitor shall maintain, at Exhibitor’s expense, any and all necessary insurance coverages for Exhibitor and any other individual or entity, including contractors, Exhibitor retains for activities related to HAI HELI-EXPO 2023, for the entire duration of HAI HELI-EXPO 2023 (license period: February 27, 2023 through March 11, 2023 local time.) At a minimum, Exhibitor’s insurance shall satisfy the following requirements: (1) Commercial General Liability Insurance covering all operations by or on behalf of Exhibitor with a limit of at least one million U.S. dollars ($1,000,000) per person and three million U.S. dollars ($3,000,000) per occurrence. The policy shall include coverage for Bodily Injury (including death), Broad Form Property Damage, and liabilities arising out of Premises, Operations, Independent Contractors, Products/Completed Operations, Personal & Advertising Injury, and Contractual Liability. The policy shall also include Damage to Rented Premises and Fire Legal Liability.; (2) Comprehensive Automobile Liability Insurance covering owned, hired, and non-owned vehicles with a minimum combined bodily injury (including death) and property damage limit of one million U.S. dollars ($1,000,000) per accident. Such insurance shall include coverage for loading and unloading hazards; (3) (a) Workers’ Compensation Insurance, in the amount required by law, covering all of Exhibitor’s employees and agents (Exhibitor shall require all contractors to also obtain Workers’ Compensation Insurance as required by law); (b) Employers’ Liability Insurance with limits of at least one million U.S. dollars ($1,000,000) for any one accident, one million U.S. dollars ($1,000,000) for disease each employee, and one million U.S. dollars ($1,000,000) disease limit; and, (4) Umbrella or Excess Liability Insurance of at least one million U.S. dollars ($1,000,000) per occurrence and one million U.S. dollars ($1,000,000) annual aggregate covering all General Liability, Automobile Liability, and Employer’s Liability policies. The policy shall be on a following form basis with respect to all underlying coverages. Exhibitor is responsible for payment of any retention or deductible. All coverage specified above shall be on a primary and non-contributory basis; and each insurance policy shall be issued by a carrier authorized in the State of Georgia and acceptable to HAI and the GWCC Authority. Exhibitor’s insurance shall name as additional insured and hold harmless, without any restrictive modifications, the following entities and their officers, officials, directors, representatives, agents, and employees: HAI, the HAI Foundation, the State of Georgia (including the State Tort Claims Fund and other State established Liability Funds), the GWCC Authority, GES, and any other necessary party/parties required by HAI Show Management. For the purposes of this paragraph, the terms “State of Georgia” and “GWCC Authority” shall include all authorities, boards, bureaus, commissions, divisions, departments, and offices of the State of Georgia and the individual members, employees, and agents thereof in their official capacities, or while acting on behalf of the State of Georgia. Exhibitor’s insurance shall also provide for a waiver of subrogation in favor of the aforementioned parties and their officers, officials, directors, representatives, agents, and employees. Exhibitor shall provide HAI with certificates of insurance as well as copies of the endorsements adding the specified parties as additional insureds, providing waivers of subrogation, and stating Exhibitor’s insurance is primary and non-contributory no later than January 13, 2023. All insurance certificates and endorsements must be in a form reasonably acceptable to HAI and should be emailed to firstname.lastname@example.org. In the event of cancellation or non-renewal of insurance, Exhibitor shall provide HAI with at least thirty (30) days’ prior written notice, and ten (10) days’ prior written notice of cancellation if cancellation is for non-payment of premium. Exhibitor is solely responsible for the safeguarding of all materials, equipment, and displays at all times. Exhibitors are strongly encouraged to obtain Business Interruption and Property Damage Insurance covering theft and damage to property for the entire duration of HAI HELI-EXPO 2023 (as referenced above) to include shipping to and from the Show, installation, move-in, show days, dismantle, and move-out. Exhibitor acknowledges that HAI, the HAI Foundation, the State of Georgia, the GWCC Authority, and GES do not and will not maintain insurance covering the Exhibitor’s property. In addition to the minimum requirements listed above, Exhibitors displaying and/or operating aircraft in conjunction with HAI HELI-EXPO 2023, whether flown to or trucked/trailered to the Center, shall maintain additional insurance coverages for said aircraft as required by HAI and the State of Georgia. Complete details regarding aircraft operations, including insurance requirements, are outlined in HAI’s Exhibiting Aircraft & Flight Operations Guidelines/Pilot Safety Handbook. HAI reserves the right to review and/or modify these insurance requirements at any time and as may be required by the GWCC Authority.
- Americans with Disabilities Act
Concerning the Americans with Disabilities Act (“ADA”), Exhibitor shall be responsible for and shall comply with non-permanent accessibility requirements for any activities of Exhibitor in Exhibitor’s assigned exhibit space, such as, but not limited to, auxiliary aids for the visually impaired, hearing impaired and mobility impaired. Exhibitor agrees to indemnify, defend (at HAI’s option) and hold harmless the INDEMNIFIED PARTIES from and against any and all claims, demands, costs, expenses, fees (including attorneys’ fees) or damages arising out of or in connection with an allegation that the programs or activities provided by Exhibitor pursuant to the Agreement violate the ADA.
- Enforcement of Rules
HAI has full power of interpretation and enforcement of these rules. Exhibitors or their officials, officers, directors, affiliates, employees, agents, contractors, subcontractors, patrons, guests, invitees, or representatives who fail to comply with federal, state, and local laws or ordinances, or who fail to observe the terms and conditions of this Agreement, or who, at HAI’s sole discretion, conduct themselves in a manner inconsistent with the rights of other Exhibitors to display their products or services to attendees, or who act in an unprofessional manner or in a manner unfavorable to the image of HAI may be removed from the exhibit floor without refund or other appeal, and may be barred from future HAI trade shows and expositions. This includes persons, things, printed matter, or anything that might be objectionable to HAI. Additionally, HAI and the GWCC Authority retain the right to remove from the premises any and all disorderly officials, officers, directors, affiliates, employees, representatives, agents, guests, invitees, or patrons of Exhibitor and the right to eject any disorderly person or persons from the Center or any of its facilities; in the event of the exercise of this authority, Exhibitor waives any and all claims for damages against HAI, the GWCC Authority, and the State of Georgia on account thereof.
Exhibitor’s material violation of the HAI Rules & Regulations shall be grounds for termination of Exhibitor’s right to the use of space allocated to it by HAI, forfeiture of all fees paid by Exhibitor for HAI HELI-EXPO 2023, and such other remedies as may be appropriate. An Exhibitor whose right to the use of space has been terminated shall be required to vacate and remove its exhibit and all merchandise and business and personal property from HAI HELI-EXPO 2023. An Exhibitor in violation of the HAI Rules & Regulations will be ineligible for HAI HELI-EXPO 2024 Lotteries 1 and 2, and its placement on the Show floor will be subject to change in HAI’s sole discretion. Any failure, delay or forbearance by HAI in insisting upon or enforcing any provision of the HAI Rules & Regulations shall not be construed as a waiver of, and shall not prejudice HAI’s right to enforce, such provision against any Exhibitor.
- Jurisdiction & Governing Law
This agreement shall be deemed to have been entered into in the Commonwealth of Virginia, USA, whose body of laws shall at all times govern the interpretation and enforcement of this agreement without regard to principles of conflicts of law. Exhibitor and HAI agree that the United Nations Convention on Contracts for the International Sale of Goods shall not apply to these HAI Rules & Regulations. Any claim or suit between the parties under this agreement may only be brought in and decided by the state or federal courts in the Commonwealth of Virginia, and each party hereby waives any objection to each such venue and waives any claim that such claim or suit has been brought in an inconvenient forum. The parties consent to personal jurisdiction of such courts and waive any objection to such courts’ jurisdiction. Each party shall bear its own attorney’s fees and costs.
- Entire Agreement
The Application for Space and the remainder of the HAI Rules & Regulations, including any documents referenced herein or any attachments, constitute the entire agreement between the parties, and supersede all oral or written representations by either party or any person acting on behalf of both party, and all written agreements which may have been entered into between the parties. No modification or revision shall be of any force or effect, unless the same is in writing and approved by HAI.
The section headings contained herein are for reference purposes only and shall not in any way affect the meaning or interpretation of the HAI Rules & Regulations.
If any term, provision or covenant in the HAI Rules & Regulations is held to be invalid, void, or unenforceable, the remainder of the terms, provisions and covenants in the HAI Rules & Regulations shall remain in full force and effect and shall in no way be affected, impaired, or invalidated.
The Exhibitor may not assign or transfer its space at HAI HELI-EXPO 2023 or its rights under the HAI Rules & Regulations, in whole or in part, without prior written consent of HAI.
- Force Majeure
The HAI HELI-EXPO 2023 may be postponed or cancelled due to an uncontrollable event, including but not limited to fire, flood, earthquake, hurricane, storm, drought, and other extreme catastrophes or weather conditions, strike, lockout, failure of or threat of failure of facilities, equipment, mechanical or utilities, national emergency, global health crisis, epidemic, riots, terrorism, threats of terrorism, war, material or labor restrictions by any governmental authority, unavoidable casualty, industrial action, acts of God, severe curtailment of national transportation that represents a clear and adverse effect on the ability of attendees to attend the event, governmental directive which would prohibit aircraft being flown into the City of Atlanta or onto the Center’s premises, unavailability of the Center’s premises, or any other circumstances or events beyond the control of HAI. If HAI HELI-EXPO 2023 is cancelled for any reason set forth in this Section 36, HAI may return a portion of the Exhibitor’s display fee(s), but in no event shall the amount returned to Exhibitor exceed the total display fee(s) amount already paid by Exhibitor to HAI. Except as provided in this Section 36, HAI shall not, as a consequence of HAI HELI-EXPO 2023 being postponed or cancelled, be responsible for any cost, damage, expenses, or loss of revenue that may be incurred by the Exhibitor.Additionally, in the event that HAI HELI-EXPO 2023 is not postponed or cancelled, but government regulations related to the COVID-19 pandemic would nevertheless prevent an exhibitor from participating in HELI-EXPO (such as a travel ban) or would result in substantial unanticipated costs to Exhibitor and the Exhibitor provides HAI with sufficient written documentation of such regulations and costs, HAI may allow Exhibitor to cancel for a full refund.
- No Waiver
No waiver or failure to exercise any right, option, or privilege under the terms of these HAI Rules & Regulations on any occasion shall be construed to be a waiver of any other right, option, or privilege on any other occasion.
- Additional Provisions
Exhibitor shall use the Center in a safe and orderly manner; and shall comply with all policies and directives governing the safe and orderly operation of the Center, including but not limited to the requirements set forth by the GWCC Authority. Exhibitor further acknowledges and agrees that the Center may be used for other purposes, by other permittees during HAI HELI-EXPO 2023, and that Exhibitor shall not unreasonably interfere with any other permitted access or use.Exhibitor shall not use fog, haze, smoke effect, pyrotechnic or similar devices or materials without prior written permission from HAI.Exhibitor shall not cause or permit any nails or other things to be driven into any portion of the Center, nor cause or permit any changes, alterations, repairs, painting or staining of any part of the premises or furnishing or the equipment thereof, nor do, nor permit to be done anything which will damage or change the finish or appearance of the Center or the furnishings thereof by any act of Exhibitor or any of its officials, officers, directors, affiliates, employees, agents, guests, invitees, patrons, contractors, or subcontractors.
Exhibitor shall not bring to the Center any animals, other than service animals.
Exhibitor shall not cause or permit any glitter or adhesive backed decals to be used or distributed in any portion of the Center.
Exhibitor shall not use helium balloons within the Center without the prior approval of GWCC Authority. If Exhibitor seeks and is given such approval, Exhibitor shall not cause or permit the distribution of any helium balloons, and it shall ensure that any such balloons are securely weighted.
Exhibitor shall permit the Center and GWCC Authority to provide all utility services and all electrical connections required for Exhibitor’s display. Exhibitor shall not connect into floor boxes, wall or column outlets, or any other electrical outlets.
Exhibitor shall not display nor permit its agents or permitted entrants to display any drug paraphernalia in the Center or its premises.
Exhibitor shall not use an unmanned aircraft inside the Center without receiving prior approval from the GWCC Authority and HAI Show Management. Such use may be subject to additional insurance requirements and must comply with the GWCCA’s Event Policy and Procedures Manual.
Exhibitor and its officials, officers, directors, affiliates, employees, agents, contractors, subcontractors, assign, representatives, patrons, guests, and invitees shall observe and comply with all applicable laws, statutes, ordinances, rules, resolutions, regulations and acts of the United States, State of Georgia, and the City of Atlanta. The cost of Exhibitor’s compliance is the responsibility of Exhibitor. Exhibitor shall also be responsible for obtaining any and all permits or licenses required by laws, ordinances, or other rules or regulations for Exhibitor’s exhibit space(s).
Exhibitor shall not bring upon the premises any exhibit, equipment, or vehicle that, within the judgment of HAI Show Management or the GWCC Authority, would be, or might be, dangerous to persons or property or otherwise incompatible with the structure, systems, and furnishings of the premises, without prior written permission from HAI Show Management. Hazardous chemicals and materials, including, but not limited to, pesticides, herbicides, poisons, flammable and combustible liquids, hazardous gases, and chemicals (including oxidizers) are prohibited inside the Center.
Exhibitor shall not bring gasoline, kerosene, diesel fuel, combustible gases, other flammable liquids, or oil flashlights (permanently or temporarily) into the Center at any time unless in accordance with the Event Policy and Procedures Manual.
Exhibitor is responsible for removal of hazardous waste and must comply with all applicable federal, state, and local regulations. Hazardous waste includes materials that are ignitable, corrosive, reactive, toxic, or biohazards. If materials are questionable, contact HAI Show Management. Exhibitor shall reimburse HAI for any and all costs or applicable administrative expenses, including costs for analysis and testing, incurred or paid by or charged to HAI for the removal and disposal of hazardous waste left in, or about, the Center.
All aircraft that are flown to the Center for display at HAI HELI-EXPO 2023 must arrive at the Center with all fuel tanks less than full burn from the “Designated Staging Airport” to the Center. HAI reserves the right to check fuel quantity prior to arrival at the Center, and all filling caps and vent lines on external and internal tanks must be taped to create a vapor seal prior to arrival at the Center. For aircraft that are “trucked or trailered” to the Center, the aircraft must arrive with no fuel, and the fuel system must be purged prior to arrival. Fueling and de-fueling is not permitted at the Center.