EXHIBIT RULES & REGULATIONS 1. Assignment of Display Space Each potential exhibitor is required to mail/fax an application, with full payment, to arrive no later than May 21, 2001. Applications that do not include full payment will not be considered. Receipt of the application does not guarantee a booth, so please mail/fax in a timely manner. Assignment of booth space at the Fall 2001 Conference will be based on a merit point system. Merit points are awarded based on exhibit history and membership participation -- two points for each conference exhibited (including Europe and Asia Pacific) since 1995 and one point for each annual non-user membership since 1995. When the application has been processed, the exhibit contact listed on the application will be notified via email with a password and instructions for access to the on-line booth selection Web page. Your password will give access for a limited time to the Web page. You must select your booth within the stated time period. Each company will be able to select the booth of its choice, based on availability, via the Web. As soon as you make your selection, you will receive an automatic confirmation message of your booth choice. You should print out the confirmation for your records. The on-line booth selection process will take place after the Spring 2001 Conference. If you do not have access to the Web, the Exhibit Hall Manager will make special arrangements to assist you. The OAUG reserves the right to change the booth selection method and Exhibit Hall floorplan with reasonable notice. 2. Contract for Display Space The application for space, the formal approval to exhibit the products/services listed on the application, the notification of space assignment by the Exhibit Manager, and the full payment of rental and exhibitor registration charges together constitute a Contract. OAUG has the right to approve/disapprove applications and to assign the exhibit space allotted under such Contract. Exhibitors are required to be OAUG ASSOCIATE members to exhibit. 3. Exhibit Space Rental & Payment All booths are 10' x 10'. Exhibitors may purchase two 10' x 10' booths, side by side. The maximum booth size is 10' x 20.' The OAUG will offer a limited number of 20' x 20' exhibits. Refer to the application for rates. The OAUG accepts checks, Visa, MasterCard, American Express, and Diners Club. Make checks payable to OAUG and forward to: OAUG c/o Meeting Expectations, 415 East Paces Ferry Rd., N.E., Suite 200 Atlanta, GA 30305, Fax: +1 404-240-0998. 4. Booths Each exhibitor is furnished a space with chrome supports and aisle posts, an 8' high back wall, and a 7" x 44" sign with booth number and exhibitor name. Also included with the booth fee are: carpet electrical outlet nightly cleaning one wastebasket Necessary furniture and other booth furnishings may be obtained from the official Exhibit Contractor. Refer to the Exhibitor's Service Kit for standard booth requirements. For every 10' x 10' booth purchased, exhibiting companies will receive two (2) exhibit staff registrations, which includes access to all meals, General Sessions, and Evening Events. 5. Installation, Exhibit & Dismantling Hours (Hours are tentative and subject to change.) Installation: Monday, November 26, 2001: 8:00 am - 5:00 pm Tuesday, November 27, 2001 8:00 am - 5:00 pm Exhibition: Tuesday, November 27, 2001 7:15 pm - 9:00 pm. --Welcome Reception Wednesday, November 28, 2001 10:00 am - 5:00 pm Thursday, November 29, 2001 10:00 am - 5:00 pm Friday, November 30, 2001 10:00 am - 4:30 pm Dismantling: Friday, November 30, 2001: 4:30 pm - 9:00 pm 6. Exhibit Services All exhibitors must send displays, literature, and giveaways to the Exhibit Contractor. Drayage, signs, electrical services, furniture, and other booth furnishings may be ordered at standard rates from the Contractor. A service desk will be maintained by the Contractor near the exhibit area during installation, show time, and dismantling. Exhibitors are not allowed to order different color drapery. Carpeting will be provided in the exhibit area. Exhibitors may choose another carpet color for an additional cost. Daily cleaning of all carpeting will be provided at no additional cost to the exhibitor. You will receive an Exhibitor's Service Kit from Meeting Expectations 60 days prior to the conference. 7. Telephone Services Telephone connections will be handled by the San Diego Conference Center. An order form will be included in the pre-show Exhibitor's Service Kit. 8. Exhibitor Registration All persons working in the exhibit area must be registered as conference attendees or exhibit staff, and be at least 18 years of age. Persons desiring to attend one or more sessions must be registered as conference attendees. Your exhibit fee entitles two (2) persons to participate as exhibit staff and to attend all food and beverage functions, General Sessions, and Evening Events. The complimentary exhibit staff registrations must be submitted by August 27, 2001. Complimentary exhibit staff must pre-register. They cannot register on-site. No one will be admitted to the exhibit area without a badge. You may purchase additional exhibit staff badges. If you register as an exhibitor, fees paid can be applied to a full conference attendance fee if desired. There are no refunds if you cancel. 9. Cancellation of Exhibit Space Display space may be canceled prior to the opening date of the Exhibit Hall. Cancellation schedule: 90 days or more: 50% refund Show date to 89 days: No refund. This same rule applies to reduction in booth size. 10. Display Regulations A. Subletting of Space:No exhibitor shall reassign, sublet, or share any portion of space allocated to it for any products and/or services other than those produced or distributed by the exhibitor in the regular course of business. B. Audio Devices: Exhibits that include the operation of musical equipment, radios, sound motion picture equipment, public address systems, or any noise-making machines must be operated so that the resulting noise will not annoy or disturb adjacent exhibitors and their patrons, and must be approved by the Exhibit Manager. C. Compliance with Schedule: All exhibits must be installed during the time designated in Section 5 of this brochure. A $200 security charge will be assessed to exhibitors wishing to set up after designated hours. An exhibit staff member must be in charge of the display during the hours when the exhibit area is open. Each exhibitor agrees to maintain installed display space through all exhibit days and hours as stated in Section 5 of this document. If an exhibitor dismantles before the show ends, the exhibiting company will not be allowed to exhibit with the OAUG for one year. In the event the exhibitor fails to install or have installed the display within the time limit set for opening the exhibit hall or fails to comply with any provisions concerning the use of display space, OAUG reserves the right to take possession of the space and shut down the booth. D. Distribution of Samples and Brochures: All demonstrations and distribution of circulars, promotional materials, samples, souvenirs, etc. must be confined to the limits of exhibitor's booth or the vendor presentation room. Exhibitors are prohibited from leaving their designated space to go to other booths to solicit prospective clients or to disturb other exhibitors in any way. The OAUG prohibits recruiting. Samples, brochures, and collateral cannot mention employment opportunities. E. Security: Security will be provided by OAUG during setup and show hours as well as when the hall is closed to attendees. Badges will be required during exhibitor installation. F. General Restrictions: OAUG reserves the right, without recourse, to absolutely control or prohibit any exhibit or part of any exhibit which, in OAUG's opinion, is not suitable or in keeping with the character of the exhibition. The reservation concerns persons, things, conduct, printed matter, souvenirs, catalogs, etc. Aisle space may not be used for exhibit purposes or for display of signs. Distribution of cards, circulars, samples, or exhibit materials is expressly forbidden in public areas outside the exhibitor's booth or vendor presentation room. The OAUG prohibits recruiting. 11. Liability Exhibitors agree to protect, save, and hold Oracle Applications Users Group, Meeting Expectations, San Diego Conference Center, and all agents and employees thereof (hereinafter collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitors or those holding under the exhibitors. Furthermore, exhibitors shall at all times protect, indemnify, save, and hold harmless the Indemnities against and from any and all losses, costs (including attorneys' fees), damages, liabilities, and/or expenses arising from or out of any accident or bodily injury or other occurrence to any person or persons, including the exhibitor, its agents, employees, and business guests which arise from, or out of, or by reason of said exhibitor's occupancy and use of all or part of the exhibition premises. 12. Fire Protection All display material must be flameproof and is subject to inspection by the fire department in the city where the conference is conducted. No flammable fluids or substances may be used or shown in booths. 13. Shipping Instructions Exhibitors must ship all exhibit and literature material displayed in booth, unless hand carried, to the official Exhibit Contractor or directly to the conference center. Exhibitors will be provided recommended methods of shipping and targeted dates for receiving. (Please see shipping instructions in Exhibitor's Service Kit.) 14. Deadlines Return your application by May 21, 2001 to be considered for booth space. To request a presentation time slot, please fill out a Call for Papers Registration Form. 15. Press OAUG Conferences are not traditional trade shows, but rather are educational conferences to benefit the Oracle Applications user community. As such, OAUG does not provide lists of attending press or analysts in advance of the events. The press/analysts' tight schedules do not permit the scheduling of exhibitor interviews. These regulations become part of the contract between the exhibit or and Oracle Applications Users Group. Copyright ©2001. All rights reserved.