Rules and Regulations

2020 BSCAI Partner Rules and Regulations

  1. Purpose: The object of BSCAI is to further BSCAI’s objectives by providing a forum through sponsorships and annual programs. Sponsors are limited to firms, organizations and agencies whose table tops align with the purpose of this exposition. Active selling or order taking is NOT permitted. Children under the age of 18 (as well as infants/children in strollers) are not permitted at any event at any time.
  2. Payment Terms: To confirm partnerships and sponsorships, all applications must include payment in full. If any sponsor fails to perform any other term or condition of the contract, or fails to observe and abide by these Contract Conditions/Rules & Regulations, BSCAI reserves the right to terminate the contract immediately without refund of any moneys previously paid.
  3. Assignment of Space: A priority system will be used to assign space during a space selection for each event. Following official space selection for each event, space will be assigned on a first-come, first served basis.
  4. Cancellation: In the event of a cancellation by a sponsor, BSCAI shall determine an assessment covering the reassignment of sponsorship, prior to service performed, and other damages related to the cancellation, according to the following schedule:
    - Ninety (90) days out from official event date, 50% of total tabletop fee.
    - Within ninety (90) days of official event date, 100% of total tabletop fee.

    No sponsorship cancellation refunds will be granted due to ongoing promotions. BSCAI must receive written notification of the cancellation by registered or certified mail. Date cancellation notice is received by BSCAI will determine above assessment charges. In the event of either a full or partial cancellation of space of a table top or booth, BSCAI reserves the right to reassign cancelled table top, regardless of the cancellation assessment. Subsequent reassignment of canceled space does not relieve the canceling table top sponsor of the obligation to pay the cancellation assessment. Appropriate payment must be received within 15 days of cancellation.
  5. Cancellation or Change of Exposition: If for any reason beyond BSCAI’s control, The BSCAI SHOW must be cancelled, shortened, delayed or otherwise altered or otherwise changed, Sponsor understands and agrees that all losses and damages which it may suffer as a consequence thereof are its responsibility and not that of BSCAI or its event management company, SmithBucklin Corporation, or their respective directors, officers, employees or agents. Sponsor understands that it may lose all monies it has paid to BSCAI for space for the table top, as well as other costs and expenses it has incurred, including travel to the show, setup, lodging, freight, employee wages, etc. Sponsor, as a condition of being permitted by BSCAI to be an Sponsor at The BSCAI Shows, agrees to indemnify and hold harmless BSCAI, SmithBucklin Corporation, and their respective directors, officers, employees or agents, from any and all loss, which Sponsor may suffer as a result of show cancellation, duration, delay or other alterations or changes caused in whole or in part by any reason outside BSCAI’s control.
  6. Attendance: Admission policies shall remain, at all times, the prerogative of BSCAI, and may be revised or amended to suit unforeseen conditions.
  7. Occupation: Any sponsor failing to occupy table top space contracted for shall not be relieved of the obligation of paying the full rental charge of such space. If not occupied by the time set for completion of the installation of the displays, such space shall be taken by BSCAI and re-allocated or reassigned for such purposes or use BSCAI may see fit.
  8. Set-up and Dismantle: Set-up and dismantle hours specified in the confirmation email are subject to change, in which case all Sponsors will be notified in writing. Table tops and booths are to be kept intact until the closing of The BSCAI Shows. No part of a table top shall be removed during The BSCAI Shows without special permission from BSCAI. Sponsor will complete arrangements for removing his material in accordance with the information provided in the email confirmation. Sponsor shall indemnify, hold harmless and defend BSCAI and Show management from and against any and all fees, costs or expenses incurred as a result of such late removal. Sponsor shall be liable for all storage and handling charges resulting from failure to remove table top material from the Exposition before the specified conclusion of the dismantling period set by BSCAI.
  9. Subletting of Table Tops and Booths and Prohibited Uses: Sponsors are prohibited from assigning or subletting a table top or any part of the space allotted to them. Nor shall they table top or permit to be table toped in their space any merchandise or advertising materials which are not a part of their regular products, or which are not compatible with the character of BSCAI, without a written request and approval from BSCAI. BSCAI reserves the right to terminate any portion of the table top that is not in accordance with these rules without prior approval.
  10. Hotel: Table top furnishings such as tables, chairs, wastebaskets may only be obtained from the official BSCAI hotel during the Contracting Success Conference. CEO Seminar and Executive Management Conferences require furnishings to come from BSCAI decorator. The hotel staff will be available for Sponsor assistance during all hours of setup, show hours, and teardown. The contact information for the service contractor along with detailed information on shipping, special fees, and material handling is included in the Sponsor confirmation email. The Sponsor confirmation will be emailed to each Sponsor three months prior to the event, or shortly after the BSCAI Sponsor Contract has been received by BSCAI. Without prior agreement with the BSCAI management, the individual Sponsor is responsible for any costs incurred as a result of a failure to meet scheduled deadline dates, and will be invoiced accordingly. If you have any questions or special requirements, consult the BSCAI web site at
  11. Alcoholic Beverages: The serving of alcoholic beverages by Sponsors in any part of the table top area is strictly prohibited without the express prior approval of BSCAI.
  12. Noise and Odors: Noisy or obstructive work will not be permitted during open hours of the Exposition, nor will noisily operating displays, nor table tops producing objectionable odors. BSCAI shall have the sole discretion in determining what is noisy, obstructive or objectionable.
  13. Obstruction and Display of Table Tops: All marketing activities of each Sponsor must be confined to the Sponsor’s allotted table top. Demonstrations on table tops must be designed to take place and keep the audience within the existing table top space to allow the free flow of traffic. No equipment or display, beyond one sign, is allowed on the floor surrounding the table top.
  14. Booth Activities: Show management at its sole discretion shall have the right to prohibit the distribution of samples or handouts that it deems inappropriate or objectionable. Distribution of refreshments or food will not be permitted without prior written approval by BSCAI and purchased from the official catering service. The operation of games of chance or lottery devices, or the actual or simulated pursuit of any recreational past time is permitted only on written approval from BSCAI.
  15. Promotions, Contests, Printed Material, Etc.: Distribution of promotional material to BSCAI conference attendees’ hotel sleeping rooms, public areas, or in technical sessions are strictly prohibited. Displays, demonstrations, and distributions are limited to the confines of a Sponsor’s own booth.
  16. Liability: The Sponsor assumes all responsibility for any and all loss, theft, or damage to Sponsor’s display, equipment, and other property while on the hotel premises, and hereby waives any claim or demand it may have against the hotel or its affiliates arising from such loss, theft, or damage. In addition, the Sponsor agrees to indemnify, defend, and hold harmless BSCAI and the hotel against any liabilities, obligations, claims, damages, suits, costs, and expenses, including, without limitation, attorneys’ fees and costs, arising out of or in connection with the Sponsor’s occupancy and use of the table topion premises or any part thereof or any negligent act, error, or omission of the Sponsor or its employees or agents.
  17. Insurance: Each Sponsor shall carry and maintain Comprehensive General Liability Insurance with the limits not less than $1,000,000 including Contractual Liability and Products Liability coverage and Workman’s Compensation in full compliance with all laws covering the Sponsor’s employees. Proof of such insurance shall be provided to BSCAI or its agent or representative upon request. Participating Sponsors assume the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to Sponsor’s displays, equipment, and other property brought upon the premises of the hotel.
  18. Limitation of Liability: Sponsor agrees to make no claim for any reason whatsoever against BSCAI, the management firm, agents, servants, and employees. Sponsor shall indemnify and hold harmless BSCAI, the management firm, agents, servants, and employees from any and all claims arising out of the acts of negligence of Sponsor, Sponsor’s agents, employees or representatives, and any claims for injury to Sponsor, its employees, agents, representatives or event attendees. This includes theft or mysterious disappearance to any and all equipment owned by, leased to, or utilized by Sponsors.
  19. Social Functions: Sponsors may conduct social functions in public areas of hotel provided. Such functions must be held at such times and places not to interfere or conflict with BSCAI’s scheduled activities, and provided further that Sponsor receive the written approval of BSCAI prior to conducting such functions. All functions must be scheduled through BSCAI.
  20. Press: Press conferences by Sponsors on the table top floor during table top hours are prohibited without the written approval of BSCAI.
  21. Music Licensing: Sponsors are responsible for individual ASCAP/ BMI music licensing fees or similar statues as may apply outside the United States if applicable to the function. Music played and/or performed, whether recorded or live, will not be covered under BSCAI’s ASCAP/BMI music licensing agreement.
  22. Badges and Table top Personnel: Each Sponsor shall receive a number of identification badges based their investment. All representatives who work the table top for the Sponsor must be employees of the Sponsor. Badges mutilated in any way, shape or form will not be acceptable this includes inserting business cards in the front. Transferring of badges is NOT allowed. Individuals who do not have badges will not be admitted into the table top area. False certification of any individual as an Sponsor’s representative, misuse of Sponsor’s badges or any other method or device used to assist unauthorized personnel to gain admittance to the table top floor will be a cause for expelling the Sponsor’s representatives from the table topion hall or removing Sponsor’s table top from the floor, or both, without Show Management being obligated to provide Sponsor a refund. Sponsor shall use reasonable efforts to cause each person employed by Sponsor in connection with the table top to at all times maintain a neat, clean appearance and behave in a polite and professional manner. Cancellation of table top space prohibits the usage of table top badges previously granted to table top staff. Booth representatives, including models or demonstrators, must be properly registered and wear badges and be properly and modestly clothed. All table tops must have personnel present during show hours.
  23. Canons of Conduct: All representatives of table top companies or representatives of firms contracted by table toping companies must abide by the BSCAI Canons of Conduct contained herein.
  24. Eligibility: BSCAI has the sole right to determine the eligibility of any company or product for inclusion in the show.
  25. Americans With Disabilities Act/Similar Non-U.S. Statutes: Sponsors shall be responsible for making their table tops accessible to persons with disabilities, as required by the Americans with Disabilities Act and shall hold BSCAI harmless from any consequences of failing to do so.
  26. Amendment and Addition Rules: All matters and questions not covered by the regulations are subject to the decision of BSCAI. These regulations may be amended at any time by BSCAI and all amendments that may be so made shall be equally binding on all parties affected by them, as are the original regulations.
  27. Wavier of Rights: Any rights of BSCAI under this contract shall not be deemed waived in any manner except as specifically waived in writing and signed by an authorized officer of BSCAI.
  28. Agreement to Rule: Sponsor, for himself or itself, his or its personnel, employees, agents or representatives, agrees to abide by the foregoing rules and those provided and contained in the Sponsors Manual, and by any amendments and additional rules that may be put into effect by BSCAI.
  29. Enforcement: The Sponsor acknowledges that its failure to comply with the Rules & Regulations set forth herein will cause harm to BSCAI. The Sponsor agrees that, if BSCAI determines that a material violation has occurred, the Sponsor will lose the privilege of table toping at this and future BSCAI conferences. In addition, BSCAI reserves the right to immediately remove all table top materials if a violation occurs during the conference without issuing a refund. Canons of Conduct In order that BSCAI may better achieve its purposes, the following Canons of Conduct are adopted and shall govern the conduct of all BSCAI members, member representatives, and attendees. All such members, member representatives, and attendees in connection with all BSCAI matters and activities:

    A. Must conduct themselves and their activities in a professional manner marked by integrity and spirit of fair play.
    B. Must refrain from engaging in any activity which would violate proprietary rights of their employers, BSCAI, or any other BSCAI member organization (including their representatives).
    C. Must abide by the bylaws and policies of BSCAI.
    D. Must properly register and display appropriate credentials at BSCAI activities.
    E. Must not engage in sales activities, including direct or indirect solicitation, or conduct any other activity contrary to purpose or policies of BSCAI at an BSCAI-sponsored activity without the express consent of the BSCAI Board of Directors.
    F. Must not distribute any materials or post displays of any kind at BSCAI activities without prior approval of an officer of BSCAI.
    G. Must not engage in any form of personnel recruitment or use of BSCAI facilities or resources to do so.
    H. Must not use the BSCAI name, other than in the conduct of BSCAI business, as determined by the BSCAI Board of Directors.
    I. Must not use the BSCAI membership list or any part thereof, except in the conduct of BSCAI business, as determined by the BSCAI Board of Directors.
    J. Must restrict the use of BSCAI documents and other data for the purpose defined by the BSCAI Board of Directors or BSCAI policies.