Operating the Exhibits

Soliciting/Demonstrating

Canvassing, exhibiting or distributing advertising matter outside the designated exhibit area is prohibited. Soliciting or demonstrating by an exhibitor must be confined to the exhibitor’s own booth. Exhibitors should be considerate of neighboring exhibitors when soliciting attendees to visit their booths. Distribution of the exhibitor’s printed advertisements must be done within the exhibitor’s own space. Persons who are not exhibitors are prohibited from any detailing, exhibiting or soliciting within the Walter E. Washington Convention Center and convention hotels. No exhibits, displays or advertising material of any kind will be allowed in the convention hotel rooms or hallways unless approved by the director, convention and meeting services. Failure to comply with this regulation can result in dismissal from the exhibit hall. Aisles in front of the booths must be kept clear. Enough space must be allocated within each exhibit booth for attendees to browse or watch product demonstrations. Any activity that causes attendees to congregate in the aisle or in adjacent exhibit booths will be curtailed or eliminated.

Sale of Merchandise

Order taking by exhibitors accepting checks or credit cards is permitted, provided that all transactions are conducted in a manner consistent with the scholarly and professional nature of the meeting. Cash transactions are discouraged.

District of Columbia Sales Tax

If an exhibitor sells merchandise, sales tax must be collected. The APA exhibit management will provide information regarding sales tax collection to be included in the Online Exhibitor Service Kit available in May. Sales tax in the District of Columbia is 6 percent. For further information, contact:

District of Columbia Office of Tax and Revenue
Customer Service Administration
1101 4th Street, SW, Suite 270 West 
Washington, DC 20024 
(202) 727-4829
Website

Logos and Images

Exhibitors are not allowed to use the APA logo and APA convention art in any public or private promotional materials. In addition, the Walter E. Washington Convention Center logo may not be used in any public or private promotional materials without written consent. The Walter E. Washington Convention Center maintains a library of Walter E. Washington Convention Center images for promotional and marketing materials. Use of these photos is permitted only upon agreement to credit both the photographer and the Walter E. Washington Convention Center.

Copyrights and Proprietary Material

ASCAP, BMI, dramatist fees, copyright license fees, patent fees or any other fee or royalty attached to copyrighted or proprietary material are the exhibitor’s responsibility. Neither APA nor the Walter E. Washington Convention Center is responsible for any violation for infringement rights of any owner or presented material.

Catering

The Walter E. Washington Convention Center’s exclusive food and beverage partner, Centerplate/NBSE, has exclusive food and beverage rights within the Walter E. Washington Convention Center. A complete catering guide will be included on the Online Service Kit available in May. Popcorn machines, peanut roasters, cotton candy machines or similar items are expressly prohibited. Popcorn is also prohibited.

Helium Balloons

Helium balloons and helium tanks are prohibited in the APA exhibit hall.

Candles

Under no circumstances are open flame devices such as lighted candles, lighters or sparklers permitted in exhibit booths.

Compressed Gases/Flammable Liquids/Aerosols

The use, display or storing of compressed gasses, flammable liquids or dangerous chemicals is prohibited in the APA exhibit hall.

Pyrotechnics, Fog and Smoke Machines and Lasers

Pyrotechnics, fog and smoke machines and lasers are prohibited in the APA exhibit hall.

Hazardous Chemicals and Materials

The use of hazardous chemicals and materials is strictly prohibited in the APA exhibit hall.

Glitter, Confetti, Stickers and Decals

Glitter, confetti, stickers or decals may not be used in connection with any exhibit in the APA exhibit hall, or used for any purpose within the Walter E. Washington Convention Center.

Electrical Equipment

Electrical equipment must meet applicable National Electrical Codes. Electrical fixtures and fittings must be U.L. listed. Wire of 14-gauge or better is required for all connections. All extension cords must be three-wire grounded. Only Walter E. Washington Convention Center staff and authorized service partners are authorized to move the center’s electrical equipment. Utility panels and mechanical equipment rooms may not be blocked under any circumstances.

X-Ray Equipment

The D.C. fire code prohibits the use of x-ray equipment and other radiated materials in the Walter E. Washington Convention Center.

Noise

Objectionable sound devices may not be operated. Engines or any other kind of equipment may be operated only with the consent of the director, convention and meeting services. Exhibitors should be considerate of neighboring exhibitors when operating any sound system.

Animals

Animals are not permitted in the Walter E. Washington Convention Center except in conjunction with an approved exhibit, as service animals for individuals with disabilities, or to assist law enforcement personnel. Animals that are approved must be on a leash, within a pen or under similar control. The owner is fully responsible for obtaining all appropriate permits and for all sanitary needs for the animals.

Fire Regulations

All decorations, drapes, signs, banners, acoustical materials, plastic cloth or similar decorative materials used in exhibit construction must be flame-retardant and must meet current fire regulations. All table coverings, fabric walls, paper, or any decorative material must be flame-retardant to the satisfaction of the District of Columbia fire marshal. Random testing may be performed at any time by the fire marshal.

Literature on display shall be limited to reasonable quantities (a one-day supply). Reserve supplies shall be kept in closed containers and stored in a neat and compact manner free and clear of electrical cables or junction boxes. Storage of any kind is prohibited behind back drapes, display walls, or inside the display area. All cartons, crates, containers, packing materials, etc., that are necessary for repacking will need to be tagged with an “Empty” sticker for removal from the show floor. Information concerning accessible storage onsite will be included in the Online Exhibitor Service Kit available in May.

Destruction of Property

All property destroyed or damaged by an exhibitor must be replaced in the original condition by the exhibitor or at the exhibitor’s expense. Nothing may be taped, nailed, tacked or otherwise affixed to ceilings, painted surfaces, fire sprinklers, columns, fabric or decorative walls.

Subletting Space

Exhibitors may not assign, sublet or apportion all or any part of the space allotted to them. Any materials other than those manufactured or distributed by the exhibitor in the regular course of business may not be exhibited by the exhibitor or be allowed by the exhibitor to be exhibited by other persons or firms without the written consent of the director, convention and meeting services.