Booth Configurations and Design Rules
All exhibitor floor spaces must be carpeted or covered with an AUA approved material (unfinished floors in booths are not allowed). Exhibits cannot extend beyond their leased dimensions into aisles, air spaces above aisles, or above other exhibit booths. It is the exhibitor’s responsibility to order carpet or floor covering; if not, carpet will be installed at the exhibitor’s expense.
Show Management shall have absolute authority to interpret, amend and enforce all Annual Meeting policies and rules regarding exhibits.
Due to the volume of crates at the AUA Annual Meeting, a Clean Floor Policy will be enforced for AUA2024. If an Exhibitor is selected by GES to move in early on Monday, April 29, 2024, they will be required to tag all crates for removal from the show floor, by 8 PM on Wednesday, May 1, 2024. This rule is intended to assist our vendors in a successful opening and to provide ease of move-in for exhibitors with a later move-in time.
More information regarding our clean floor policy is available in the GES Exhibitor Service Manual.
Exhibitor shall have the sole responsibility for ensuring that its Exhibit Space is in full compliance with the Americans with Disabilities Act (ADA) and any regulations under that Act. Exhibitor acknowledges and agrees that, in connection with the Show, it will be a public accommodation as defined under Title III of the Americans with Disabilities Act ("ADA"). As a public accommodation, Exhibitor agrees that in connection with the Show, Exhibitor will: (i) provide, at its expense, any auxiliary aids and services as may be necessary to ensure effective communication with Exhibitor by attendees of the Show; (ii) assure, at its expense, that displays posted at or on Exhibitor’s booth(s) are accessible to individuals with disabilities; and (iii) not discriminate or retaliate against any individual in violation of the ADA.
In-line booths have a maximum of three sides exposed to an aisle and are generally arranged in a series along a straight line.
The back side of in-line booths will be bordered by drape that is eight feet (8') high. The backwall height of an in-line booth may not exceed eight feet three inches (8'3") including a sign and no booth display item or feature may exceed eight feet three inches (8'3") in height.
In-line Booth Design Rules
- All displays, tables, and booth materials must be placed a minimum of two feet (2') inside the booth from any aisle. This set back requirement is the minimum distance required to ensure that there is minimal aisle congregation (Diagram J).
- No exhibit materials in the front five-foot (5') portion of the booth may exceed the height of four feet (4') (see Diagram A) to maintain clear visibility from one booth into the next.
- Signs or any exhibit material hanging above in-line booths are prohibited.
- Hard wall enclosed spaces require an UL approved battery-operated smoke detector and at least one mounted 2-A 40BC fire extinguisher. Enclosed spaces over 200 square feet in size require a minimum of two (2) exit doors.
- When three or more in-line booths are used in combination as a single exhibit booth, the four-foot (4') height limitation is applied only to that portion of the exhibit booth which is ten feet (10') from an adjoining booth or aisle – see Diagram B.
- Exhibitors with in-line booths using any type of audio-visual system must submit design plans to the AUA for approval no later than April 9, 2024 via the Booth Design Review Form.
- Submission of booth designs for in-line and corner booths to the AUA is not mandatory if not utilizing audio-visual equipment. However, if components of your booth are unique or require special consideration, the AUA encourages you to submit a drawing, showing scaled elevation, no later than April 9, 2024 via the Booth Design Review Form.
If not pre-approved, the AUA reserves the right to require adjustments or alterations on-site.
Note: Regardless of the number of linear booths utilized, (e.g. 10' by 20', 10' by 30ft, 10' by 40', etc..) display materials should be arranged in such a manner as not to obstruct sight lines of neighboring exhibitors and located away from the edge of aisle for the safety of attendees and/or those walking in the aisles. – See Diagram B.
A corner booth is an in-line booth exposed to aisles on two sides (or three sides). All in-line booth rules (as stated above) apply to corner booths.
These types of booth configurations are not allowed at the 2024 AUA Annual Meeting.
An island booth is defined as 20'x20’ or larger with aisles on all four sides.
Island Booth Design Rules
Booth designs, showing scaled elevations from two perpendicular aisles and a plan view, with audio visual presentation plans included, must be submitted to the AUA for pre-approval via the Booth Design Review Form by April 9, 2024. Multi-level or Covered Booth designs must be approved no later than April 9, 2024, by the AUA.
Note: No island booth will be allowed to set up at AUA2024 without a pre-approved design.
- Island booths are to be constructed to allow a continuous five foot (5’) wide access path (egress) into the booth from all sides (aisles).
- Interactive booth components and counters are to be a minimum of two feet (2’) inside the booth’s perimeter. Interactive components are generally defined as kiosks, video terminals, interactive video screens, etc. that require an attendee and/or booth staff to stand at or sit at the interactive design component for more than 30 seconds at a time.
- Demonstration/theater areas must be set a minimum of five feet (5’) into the booth from any aisle, including seating, to prevent congestion in the aisles. The elimination of aisle congestion must also be factored into the design of video screen presentations, as attendees will not be permitted to stand in the aisles while viewing booth demonstrations.
- Exhibits with raised flooring in exhibit booths are required to comply with ADA regulation 303.
- The highest point of an exhibitor’s ground-supported booth display may not extend more than sixteen feet (16’) from the floor to the top of the display.
- Hanging signs should not exceed twenty-five feet (25’) from the floor to the top of the sign. The AUA reserves the right to moderate line-of-sight between the top of a structure and the bottom of a sign.
- Suspended truss or rigging hardware used to support signs or lighting is not considered part of the booth and is not factored into the maximum booth height. Consult GES for exact maximum dimensions of ceiling height and fire regulations.
- Hard wall enclosed spaces within a booth require an UL approved battery-operated smoke detector and at least one mounted 2-A 40BC fire extinguisher. Enclosed spaces over 200 square feet in size require a minimum of two (2) exit doors.
- All rigging will be serviced by Encore rigging services at the Henry B. González Convention Center for items over 250 lbs.
Island booths utilizing an area within their exhibit space to showcase medical affairs content are not exempt from these rules.
A perimeter booth is an in-line booth that backs to a facility wall, not to another booth or space within the S&T Hall.
Display height can be twelve feet (12’) and extend from the rear borderline of the booth into the booth no more than five feet (5’) (See Diagram C). All other in-line booth rules (as stated above) apply to perimeter booths.
- Exhibitors with island booths must include audio-visual plans with their island booth designs.
- Exhibitors with in-line booths using any type of audio-visual system must submit design plans to the AUA for approval no later than April 9, 2024.
- Exhibitors conducting demonstrations or using any type of audio-visual equipment must provide an adequate seating or standing area in the booth to prevent aisle congestion (See Diagram J). Demonstrations and/or demonstration areas must be set a minimum of five feet (5’) from the edge of the booth to prevent congestion in the aisles.
- Interactive components (generally defined as kiosks, video terminals, interactive video screens, etc.) that require an attendee and/ or booth staff to stand at or sit at the interactive design component for more than 30 seconds at a time, must be set a minimum of two feet (2’) inside the booth perimeter. Demonstrations may not interfere with normal traffic or infringe on neighboring exhibits.
- Audio equipment must be positioned to face the inside of the booth and sound must be directed into the booth. Monitors for videotapes and films, presentations or any other visual system may be used, provided they are placed at least five feet (5’) from the edge of the booth to prevent congestion in the aisles. Large video reproduction or digital information display screens should be positioned in such a way as to preclude viewing solely from aisles surrounding the booth.
- Sound volume must not exceed 80 decibels outside the booth.
- At the discretion of the AUA, those companies determined to be in violation of the demonstration and/or audio-visual rule will be asked to reduce the sound level and/or to direct attendees within the parameters of the booth. After the first warning, if the sound level remains unchanged and/or aisle congestion persists, then electricity in the booth will be disconnected and the presentation terminated.
- Any booth involved in retail sales shall submit booth designs for pre-approval by the AUA before April 9, 2024 via the Booth Design Form
- Design plans must include vehicle staging, hanging signs, rigging components, enclosed spaces, and any audio-visual systems (theaters, video screens, audio systems, etc.) included in the booth. Design plans must be drawn to scale, indicating the scale used. All exhibit components and their dimensions must be included, including a scaled elevation drawing. Plans must clearly illustrate the exhibitor's adherence to all audio-visual, demonstration, and presentation rules and regulations, as well as the "transparency" concept. See Booth Diagrams for additional information.
- All decisions concerning booth design by Show Management will be binding upon the exhibitor and are final.
- All exhibitors should have plans to prevent congesting the aisles and disrupting neighboring exhibits. All attendees visiting booths should be inside booth boundaries at all times. Rope and stanchion to form orderly waiting lines inside exhibitor booth space are required for large gatherings and will be ordered and installed, if necessary, at the exhibitor's expense. Attendee congestion in the aisles outside a booth is an indicator of the need for a larger booth, which may be required by the AUA for the exhibitor to participate in future AUA exhibitions.
- The exhibitor and its representatives shall not congregate or solicit, trade or conduct business in the aisles of the S&T Hall, other exhibitor's exhibit space or in any other areas of the Show building, other than their leased booth space. Violators of this rule are subject to immediate removal from the Show and forfeiture of show badges.
Note: The AUA reserves the right to prohibit and/or suspend the installation of exhibits or displays without written advance booth design approval and retail sales approval (prior to April 9, 2024). The AUA also reserves the right to close retail booths if surrounding booths are disrupted by cash sales activity or at the discretion of AUA Show Management.
Booth Setup & Labor
A targeted move-in schedule for AUA2024 will be developed and distributed in the online Exhibitor Service Manual in November 2023. Exhibitor booth installation times (targeted and general) are tentatively scheduled for Tuesday, April 30, through Thursday, May 2, from 8 a.m. - 5 p.m. Installation of all exhibits must be completed by Thursday, May 2.
In the event that an Exhibiting Company has not arrived on the exhibit floor by 5 p.m. on Thursday, May 2, 2024, and has not been granted pre-approval for late set-up, the AUA reserves the right to use the vacant exhibit space as it sees fit, with no obligation to issue a refund. Any exhibit materials, either in the vacant booth or on the loading dock, for that exhibit space, will be placed in storage at the exhibitor’s expense. Substitute booth space (if available) will be provided at the discretion of the AUA. The exhibitor is responsible for all fees associated with removing freight from storage property from the Henry B. González Convention Center and the Show. Such exhibitor shall not be entitled to a refund of any payment.
Dismantling and packing of exhibits will not be permitted before 4 p.m. on Sunday, May 5, 2024. Failure to comply with this regulation will result in the forfeiture of priority points earned at the Show. All exhibitors must be completely dismantled and packed, all appropriate shipping paperwork filed at the GES Service Desk and carriers called by 12 p.m. on Tuesday, May 7, 2024. It is the exhibitor’s responsibility to arrange for exhibit material shipment, installation and return shipment. Any freight left on the exhibit floor without proper documentation after Tuesday, May 7, 2024, will be shipped via GES at the exhibitor''s expense.
The Exhibitor Services Manual will be available online beginning in November 2023. This comprehensive manual provides you with complete information on all contractor services, registration, housing, lead retrieval, labor and more.
GLOBAL EXPERIENCE SPECIALISTS (GES), the AUA General Services Contractor, and qualified display contractors (Exhibitor Designated Contractors) at the Henry B. González Convention Center will use unionized labor to install and dismantle displays and decorations. GES is the exclusive provider for plumbing labor on the show floor while Edlen Electrical Exhibition Services is the exclusive provider for electrical services on the Show Floor. Additionally, please review the Henry B. González Convention Center’s exclusive vendor list in the Exhibitor Service Manual.
S&T Hall labor must wear appropriate Show badges or wrist bands, possess company photo identification, Union identification and register through AUA security in order to enter the halls. Labor will be required to report to a specific access area of the Henry B. González Convention Center before work can be started. All Exhibitor Designated Contractors must comply with the Henry B. González Convention Center contractor security regulations, as well as AUA security regulations.
For more labor information, contact GES at the GES National Service Center at 1-800-801-7648.
For security and access questions, contact Siena Manoogian at operations@AUAnet.org or 410-689-3728.
Labor Disputes – Closing of Exhibits
If the exhibitor or their Exhibitor Appointed Designated Contractor (EDC), affiliates, agents or other contractors is the subject of a labor or similar dispute resulting in picketing or overt demonstration in or near the Show building or is involved in any way with the organizing of labor or the aggravation of labor to cause disruption to the Show, the AUA reserves the right to terminate the Contract for exhibit privileges forthwith, close the exhibit and remove the exhibitor's property from the exhibit space.
Exhibitors and their agents and contractors shall, at their sole cost and expense, procure and maintain insurance to protect all parties against bodily injury and property damage claims arising from Exhibitor’s participation in the Show, including but not limited to worker’s compensation as required by the State of Texas and United States statutes and commercial general liability insurance.
Insurance carriers for this insurance shall have no less than an "A-Class VIII rating" according to A.M. Best’s rating and shall be authorized to do business in Texas. Said insurance coverage shall be in effect from the first day of the Exhibitor Move-in Period to the last day of the Exhibitor Move-out Period. This insurance shall not be canceled prior to the termination date of insured’s contract with the AUA or until after thirty (30) days prior written notice has been given to the AUA. It is agreed that any insurance maintained by the American Urological Association (AUA), its affiliates (the American Urological Association Education and Research, Inc. (AUAER) and the Urology Care Foundation, Inc. (Foundation), Global Experience Specialists (GES), the City of San Antonio and the officers, officials, employees, volunteers, and elected representatives of the City, and their respective members, officers, directors, agents and employees shall apply (if at all) in excess of, and not contribute with, coverage provided by the Exhibitor or any of its agents, contractors or representatives.
Certificate of Insurance
Certificates of Insurance must be procured by the exhibiting company and their contractors no later than (30) days prior to the Show. Certificates of insurance for the Exhibitor must be provided on demand to the AUA by the exhibiting company while the Exhibitor is at the Show. Certificates of Insurance for Exhibitor’s contractors (EDC) must be delivered to the AUA, GES and the Henry B. González Convention Center no later than April 9, 2024.
Exhibitor-Designated Contractors (EDC) are required to procure and submit proof of insurance to AUA. No EDC will be allowed to work at the Show without AUA-approved insurance coverage and appropriate documentation. The specific EDC limits required by GES can be found in the Exhibitor Service Manual. No EDC will be allowed to work at the Show without AUA-approved insurance coverage and appropriate documentation. Coverage is required from the dates of move-in until move-out.
Please submit all Exhibitor Insurance certificates via email to AUA's official insurance vendor, Rainprotection Insurance. Please note: Rainprotection collects all insurance certificates on behalf of AUA whether the Exhibitor's policy is through them or not. All EDC insurance certificates can be submitted to the AUA through the Exhibitor Designated Contractor Insurance Submission Form.
Exhibitors can obtain a Certificate of Insurance for their Workers’ Compensation policy from their insurance agent. International exhibitors that do not have a Workers Compensation policy are to provide a Certificate of Insurance, or similar documentation of coverage for employee injuries, to the AUA.
Exhibitors and their agents and contractors shall indemnify, hold harm less and defend the American Urological Association (AUA), its affiliates (the American Urological Association Education and Research, Inc. (AUAER) and the Urology Care Foundation, Inc. (Foundation)), Global Experience Specialists (GES), the City of San Antonio and the officers, officials, employees, volunteers, and elected representatives of the City, and their respective members, officers, directors, agents and employees (also referred to as "INDEMNIFIED PARTIES") from and against any and all claims, demands, suits, liability, damages, loss, costs, attorneys’ fees and expenses of whatever kind or nature, which result from, arise out of, or are connected with any acts, or failures to act, of the Exhibitor, or any of its officers, agents, employees, invitees or other representatives, including, but not limited to, claims of damage or loss resulting from the breach of Show Terms, Conditions or Rules, or damage of any kind or nature arising out of or in connection with the Exhibitor’s use and/ or occupancy of Exhibit Space, and claims of damage or loss to any third party resulting from any infringement of a copyright or patent or the unauthorized use of a registered trademark or from failure to comply with the EU General Data Protection Regulation (GDPR) or other privacy regulations. The Exhibitor is responsible and accountable for the actions of its staff and any appointed contractor or vendor.
Waiver of Liability
Neither AUA nor any of its affiliates, or their members, officers, agents, or employees shall be held liable for, and all are released from liability for, any damage, loss, harm or injury to the person or property of the Exhibitor or any of its officers, agents, employees or other representatives, resulting from theft, fire, water, accident or any other cause.
The following policies are required:
- Commercial General Liability: Liability (comprehensive) policy with coverage in such amounts as are adequate, but in no event less than $1 million (U.S.) in respect of injuries to any one person in any one occurrence, with a $2 million aggregate, and $1 million in respect to damage to property providing coverage against claims for bodily injury or death and property damage occurring in or upon or resulting from Exhibitor’s use of occupancy of the Exhibit Space and endorsed to include non-owned and hired automobile liability coverage (if Exhibitor employees to the limit of not less than $1 million (U.S.)
- Worker's Compensation Insurance: Exhibitor agrees to procure and maintain, at its sole cost and expense, Worker's Compensation insurance in the minimum amount required by statute and will provide AUA proof of coverage upon request at any time
- Commercial Automotive Liability: For owned vehicles other than private passenger automobiles, Commercial Automobile Liability coverage with limits not less than $1 million each occurrence combined single limit for bodily injury or death and property damage
- Additional Insured Endorsement: the Commercial General Liability (comprehensive) policy described above shall include the following additional insured endorsement language:
"American Urological Association (AUA), its affiliates (the American Urological Association Education and Research, Inc. (AUAER) and the Urology Care Foundation, Inc. (Foundation)), Global Experience Specialists (GES), the City of San Antonio and the officers, officials, employees, volunteers, and elected representatives of the City, and the respective members, officers, directors, agents and employees of each of these above-mentioned organizations and entities shall be named as Additional Insureds."
Facility Rules & Ordering
The AUA will provide cleaning service for all aisles. Cleaning service for individual booths should be ordered through GES as the exclusive service provider for all vacuuming and porter services. Booths must be kept clean during exhibit hours. Debris must not be allowed to collect on the floor or display area. Exhibitors serving food and/or beverages must have adequate trash receptacles and porter/cleaning personnel to keep their activity from interfering with neighboring booths. The AUA reserves the right to order cleaning services at the exhibitor's expense for a booth not in good order. Additional information will be supplied in the Exhibitor Services Manual.
Access to the loading docks will be controlled by GES in order to provide and maintain a safe and efficient move-in and move-out schedule. GES will provide and operate all material handling equipment with appropriate labor within the convention center to move freight to and from trucks to the exhibit booths. All unloading, reloading and handling of empty containers will be performed by GES labor.
Exhibitors delivering booth components with a Personally Operated Vehicle (POV) must check in at the marshaling yard to obtain a POV dock pass. Drivers will display the GES distributed POV dock pass to the Henry B. González Convention Center security at the loading dock access check point and will be directed to their designated unloading area. GES will have equipment and personnel available to assist exhibitors to keep the loading and unloading of freight orderly and on schedule. An exhibitor may move materials that can be carried by hand, by one person in one trip, without the use of dollies, hand trucks, or other mechanical equipment.
Electricity in the Science & Technology Hall is exclusively supplied by Edlen Electrical Exhibition Services. Plumbing services in the exhibit hall are supplied exclusively by GES. Additional information for ordering these services will be supplied in the online Exhibitor Services Manual.
Encore is the exclusive rigging provider for rigging in the Henry B. González Convention Center. Encore must manage any item over 250 lbs, anything less can be managed by AUA’s General Service Contractor, GES.
Electrical service for hanging sign motors is not included with the rigging costs and must be ordered separately. Be sure to include overhead service when placing your electrical order.
Rigging of exhibit components, trusses, and hanging signs are only allowed above island booths.
No hanging or rigging components can exceed the outer boundaries of the exhibit booth’s perimeter or the safe loading of the facility ceiling.
Booth rigging components, including truss, lighting and signs, must conform to the rules, regulations and facility limitations of the Henry B. González Convention Center and the AUA.
SAPD officers will be stationed in the S&T Hall from Monday, April 29 to Tuesday, May 7, to provide general security for the overall exhibit area. The San Antonio Police Department is the exclusive provider for asset protection in the city of San Antonio. Exhibitors, however, are responsible for safeguarding their material and equipment against theft. The AUA, GES and the Henry B. González Convention Center are not responsible for any loss, theft, or damage to exhibitor property.
GES and the Henry B. González Convention Center request that exhibitors refrain from tipping their employees. Work rules prohibit the solicitation and/or acceptance of tips at the Henry B. González Convention Center.
Any discourtesies or attempts to imply that service will be expedited by tipping should be reported immediately to GES or Show Management.