Appendix H - Service contract with an exposition service

Summary

The following listing contains points to consider when negotiating with an exposition service. In this example, it is assumed that the executive officer of a scientific society is conducting the negotiations, and that the society: (a) has unrestricted control over the exhibition area; (b) has prepared an information kit for exhibitors; (c) expects considerable interest by exhibitors (e.g., publishers, technological firms); and (d) has a list of its regular exhibitors available. Note that it would require considerable effort to organize major exhibitions if your meeting is not of the regular, annual type; and furthermore, that you would need expert advice on the organizational and financial aspects.

1. The Society will provide an exhibitor service kit, and the Service will provide the necessary forms for inclusion in the exhibitor service kit. These forms have to be approved by the Society. They will contain pertinent information on shipping requirements, instructions for installation and dismantling, and on other available services.

2. The Service will mail this information to prospective exhibitors upon receipt of a list from the Society, and thereafter whenever requested.

3. The Service and the Society will jointly develop rules and regulations for the exhibitions.

4. The Service will provide a draft of the floor plan, tailored to the Society's specific requirements. Upon approval by the Executive Officer of the Society, the Service will prepare a final plan, complete in every detail, and suitable for reproduction.

5. The Service will provide the labor and decorating equipment to lay out the floor.

6. The Service will install, maintain and dismantle the required number of exhibit booths. The precise dimensions of these booths must be approved by the Executive Secretary of the Society.

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