VAAEYC Exhibit Rules and Regulations

Rules and Regulations
All exhibits at the 2024 VAAEYC Annual Conference are under the control and management of the Virginia Association for the Education of Young Children (VAAEYC). These rules and regulations are part of the contract between the exhibiting firm and VAAEYC and it is the responsibility of the exhibiting company to read thee rules carefully and adhere to them as well as any provision contained in the exhibitor service kit or the Hotel Roanoke and Conference Center guidelines. Exhibitors violating these rules may be asked to leave, without refund and at the discretion of VAAEYC. For more information, contact [email protected]

1) Space Assignment and Payment Provisions

Spaces are assigned first-come, first-served, based upon when the signed contract and payment are received. Payment in full is due with the signed contract. All exhibit space fees are due in advance of
the conference or the exhibitor will not be allowed to set up.

2) Cancellation Provision

All cancellation notices must be received in writing and refunds are handled as follows:

  • 50% refunded when cancelled prior to midnight on February 1, 2024.
  • 0% refunded when cancelled after February 1, 2024.
  • No-shows forfeit all fees.

3) Use of Display Space

a) All exhibits must be show ready by 9:30 am on Thursday, March 14, 2024. In the event that an exhibitor fails to install their display for the opening of the vendor forum or fails to comply with any provisions, VAAEYC shall have the right to take possession of said space and resell any part thereof.

b) Decorations may not be taped, tacked or otherwise fastened to ceilings, painted surfaces, columns or fabric and decorative walls. Special decorations are to be cleared through the Hotel Roanoke and Conference Center Management as to method and location of installation. No helium balloons or adhesive backed decals (stickers) are permitted to be given out or used within the facility. All decorative materials must be flameproof and in accordance with local fire regulations. Glitter may not be used in any area of the facility. The Hotel Roanoke and Conference Center management
must approve the use of confetti.

c) Exhibitors playing any live or recorded music are required to have the necessary licensing agreements with ASCAP, BMI, SESAC and fully responsible for paying any fees arising from such agreements.

d) No exhibitor shall assign, sublet or share space assigned without the written consent of VAAEYC. Shared spaces are subject to an additional charge of $100.

e) Size of exhibits may not be modified, drapes removed or the pipe and drape moved to create a larger space.

f) Exhibitors may not begin tearing down their exhibits or moving out materials, equipment or any part of their display prior to the official exhibit hall close at 1:15 pm on Saturday, March 16, 2024.

4) Event Cancellation

VAAEYC, its agents and/or employees will not be held liable for failure to hold the exhibits as scheduled. Payments for space will be returned in the event of cancellation, except that any expenses incurred in connection with the vendor will be deducted if the event is cancelled on or after February 9, 2024 because of fire, Act of God, health crisis including pandemics, or the public enemy, or strike, or terrorism, or epidemic or act of war, or any law or regulations of public authority which makes it impossible or impracticable to hold the exhibits.

5) Americans with Disabilities Act

Please advise VAAEYC if you or any of your staff may require assistance or accommodations to full participate in this event.

6) Fire, Safety and Health

The exhibitor assumes all responsibility for compliance with local, city and state ordinances and regulations covering fire, electrical wiring, safety and health. All drapes, curtains, table coverings and
skirts, carpet or any materials used in exhibits must be flame retardant. Flame retardant chemical certificates must be current and available to the Fire Marshall upon request. All such material is
subject to flame testing by the Fire Marshal.

4) Liability and Insurance

a) Service contractors, building or grounds officials, nor any officers, staff members or directors of any of the same, are responsible for the safety of the property of exhibitors from theft or damages due to fire, accident, vandalism or other causes.

b) Neither VAAEYC nor the Greater Richmond Convention Center will be responsible or liable for an loss, damage or claims arising out of exhibit’s activities on the premises except for any claims, loss or damages arising directly from negligence on the part of the Association of the Greater Richmond Convention Center, respectively.

c) All property of the exhibitor will remain under their custody and control in transit to, from and within the confines of the exhibit hall.  Exhibitors are required to carry appropriate insurance to cover display materials against damage and loss, and public liability insurance against injury to the person and property of others.


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