| Booth Design Regulations |
Booth regulations vary depending on your booth type (peninsula, island, perimeter, in-line). Exhibit design regulations and diagrams can be found in Booth Design Regulations.
All exhibiting companies must submit the Booth Approval Form no later than April 14, 2023.
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| Booth Vacuuming & Trash Removal |
Booth vacuuming & trash removal/porter service must be ordered through Freeman directly and paid for directly if you require these services. Freeman also now has safety and sanitization products available to rent. |
| Carpet / Floor Covering |
The Exhibit Area is carpeted in a multicolored print. Consequently, exhibitors are not required to provide floor covering for their booth. Exhibitors wishing to enhance the appearance of their booth may bring their own carpet or order rental carpet through Freeman |
| Catering / Food & Beverage |
All food items and all beverages (alcoholic and non-alcoholic) must be purchased through the Disney’s Yacht & Beach Club Resort catering services, the exclusive catering provider and licensed liquor holder for the venue. Outside food or drinks are NOT allowed to be brought into the facility by any person or outside service. Bringing alcoholic beverages into the building is strictly prohibited. For more information to order booth catering services through Disney, visit the Order Event Sevices section. |
| Children |
Please note that visitors under the age of 18 are NOT allowed on the show floor at the AP&P2P Spring Conference. This rule applies to both visitors and exhibitors. There will be NO exceptions! This rule applies for move-in, move-out and event days. |
| Custom Booths |
Exhibit displays must arrive pre-finished and ready to be assembled. No painting or additional carpentry will be allowed inside the halls. At the close of the event, all exhibit displays must be removed from the hotel at the expense of the exhibitor. |
| Drones |
Operable drones are not permitted to be used under any circumstances. |
| Eligibility of Exhibit Space |
Event Management reserves the right to determine eligibility of all exhibit space applicants and individual products to be exhibited. Applications to exhibit, and proposed exhibits, will be accepted or rejected based on certain criteria, including, but not limited to, the products’ or services’ professional or educational benefits to the attendees; the products’ or services’ consistency with the mission and goals of Accounts Payable & Procure–to-Pay Conference & Expo; past history of exhibiting at Accounts Payable & Procure–to–Pay Conference & Expo; sponsorship level, if any; and space constraints in the exhibit areas. Submitting the exhibit application does not guarantee a place in the Exhibit Hall. |
| Event Management Office |
Diversified Communications will maintain a show office on-site where Event Management may be reached from move-in, throughout the event and during move-out. |
| Exhibitor Evaluation |
All exhibitors will receive an evaluation shortly after the event. Your cooperation in completing this survey will help us to improve the event and will serve as an information link between exhibitors and Event Management. |
| Give-Aways & Lotteries |
Exhibitors may sponsor raffles & giveaways within the area defined as their booth space. For specific information and details, contact Nadia Rashed at 207-842-5566 or nrashed@divcom.com |
| Helium Balloons / Adhesive Materials Other Materials & Popcorn |
Event Management does not allow helium balloons to be used as part of an exhibitors display nor may they be distributed. The use of glitter, confetti, sand, or simulated snow types of material, as well as popcorn, is NOT permitted. Any costs incurred by Event Management for the removal of these items will be charged to the exhibiting company. |
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Liability Insurance
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Exhibitors are encouraged to carry their own general liability insurance as well as any additional property or theft insurance they deem appropriate, but are no longer required to provide to Event Management evidence of that insurance or name Diversified Communications as an additional insured on the exhibitor’s policy. As has always been the case, exhibitors remain exclusively responsible for theft or damage to their personal property and are advised to secure their valuables at all times. |
| Maintaining Professionalism |
Event Management reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the exhibition as a whole or consists of products or services inconsistent with the purpose of the exhibition. The right to prohibit includes persons (dressed in a sexually suggestive or offensive manner), things, conduct, printed matter, or anything of a character which the organizers, in their sole discretion, determine objectionable. In the event of such prohibition or removal, the organizers shall not be liable for any damages, including refunds or other exhibit expenses. |
| Music, Photographs And Other Copyrighted Material |
Each exhibitor is responsible for obtaining all necessary licenses and permits to use recorded music, photographs, and other copyrighted material in exhibitor’s booth or display. No exhibitor will be permitted to play, broadcast, or have performed any recorded music or use any other copyrighted material, such as photographs or other artistic works, without first presenting proof satisfactory to Event Producer that the exhibitor has, or does not need, a license to use such recorded music or copyrighted material. Event Producer reserves the right to remove or prohibit from the exhibit hall all or any part of any booth or display which incorporates recorded music, photographs, or other copyrighted material and for which the exhibitor fails to produce proof that the exhibitor holds all required licenses. The exhibitor shall remain liable for and shall indemnify, defend, and hold Event Producer, its directors, officers, agents, and employees harmless from all loss, costs, claims, causes of action, suits, damages, liability, expenses, and costs, including reasonable attorney’s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, exhibitor’s agents, or employees of any patent, copyright, or trade secret rights or privileges. |
| Off-Site Events |
Your Exhibitor Application and Agreement prohibits hosting off-site events during conference hours and receptions. Please respect these constraints; our aim is to make Accounts Payable & Procure–to–Pay Conference & Expo a community event for our industry. If you decide to host an event during authorized hours, we ask that you please share your plans with us in advance. Please contact Nadia Rashed at 207-842-5566 or nrashed@divcom.com |
| Operating Your Exhibit |
All activities must be contained within the exhibit area described in your application for exhibit space. No selling or promoting will be allowed in the aisles, other exhibitor booths, entrance/exits, or other public areas. Promotion of other events is strictly prohibited. Attendees viewing video monitors must be within your exhibit space, not crowded in the aisles. Music may not exceed background audio level. All speakers must be facing into the exhibitor’s booth and not away from the booth. Loudspeakers and carnival tactics will not be allowed. Please be a considerate neighbor. Event Management will enforce this on site. |
| Paging in the Exhibit Hall |
We are unable to page anyone in the exhibit hall. Please provide your co-workers and family members with hotel information and phone, fax and/or pager numbers where you may be reached while at the show. |
| Photography/ Video Equipment |
Photography and/or video recording anywhere within the exhibit hall is strictly prohibited without the express written permission and supervision of Event Management. Photographing and/or video recording of the exhibitor’s own booth may be permitted with prior approval from Event Management. |
| Security |
During set-up and breakdown, Event Management will be responsible for the general surveillance –controlling the entrances, outside surveillance, general and preventive security for order and to safeguard against any kind of emergency. Exhibitors are advised to guard their own property during the set-up and break-down of their booth. Personal belongings that may be stolen should be locked away overnight. All exhibitors must be badged starting at 4:00pm on Monday, May 15th. Everyone must always wear a badge during show days. Exhibitors are responsible for ordering badges for their workers and staff. Under no circumstances is the surveillance for exhibition property or the private property of each exhibitor the responsibility of Event Management. Therefore, Event Management is in no way responsible for the private property of exhibitors or for the theft of any materials left in the booths or possible damages that may occur during installation, show days or move-out. |
| Service Costs |
Order all services by the published advanced deadline to ensure timely installation or delivery on-site. Refer to the Important Exhibitor Task List for a list of upcoming deadlines. |
| Show Colors |
Accounts Payable & Procure-to-Pay Conference & Expo will be decorated with BLUE back and side drapes. Changes in drape patterns and colors are not allowed. |
| Solicitation by Non-Exhibiting Companies |
For the protection of all APP2P exhibitors, only those companies whose Application for Exhibit Space has been approved by Event Management will be allowed to present and sell their products. If a representative from a non-exhibiting company is seen soliciting business on the show floor, please request a business card from that person and give it to an Event Management representative. We will take the necessary steps to curtail this activity. |