Exposition committee statement of policy governing peripheral activities

The American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) and the Air Conditioning, Heating, and Refrigeration Institute (AHRI) are co-sponsors of the annual educational displays known as the International Air-Conditioning, Heating, Refrigerating Exposition.  It is in the best interest of the industry represented by the two organizations that policies be established governing “peripheral activities” staged in the show cities at the time of these expositions by exhibitors or other participants.

These policies, which may be amended or expanded from time to time, will ensure to exhibitors at the show a maximum opportunity for the exposure of their displays to visitors attending the show, and will give visitors maximum time to visit the display booths to learn of developments in the industry and its products.  With these objectives in view:

  1. It shall be the policy of this Committee not to discourage the holding of meetings by allied trade associations and societies at the time of the show, with full recognition of the ASHRAE and AHRI programs as follows:

    • The ASHRAE program of technical sessions, symposiums and forums is regularly scheduled in conjunction with the Air-Conditioning, Heating, Refrigerating Exposition.

    • AHRI’s business sessions are non-technical and deal with business aspects of the industry.  These are planned to be of broad interest to all segments of the industry and to government representatives in attendance and therefore are not in conflict with technically oriented ASHRAE sessions.

    • Meetings and other functions scheduled so as to conflict with either the AHRI business sessions or the ASHRAE technical programs are discouraged.

  2. The holding open of hospitality suites by exhibitors in the Show is and has been historically a regular feature of both AHRI and ASHRAE expositions.  It is the policy of this Committee that hotel suites and similar facilities in the hotels which hold block bookings for exhibitors and visitors at the show not be made available to non-exhibitors, either for entertainment or display of product.  It is further recommended that:

    • Hospitality suites operated by exhibitors shall not be open during the hours when the show is open.

    • Hospitality suites operated by exhibitors shall be closed at a reasonable hour, such as midnight or 1am, to permit exhibitor booth personnel to get some rest before going on duty the following day.

  3. Display of the product at any other location than the exhibit hall or such additional space as may be provided by the Show Management, is contrary to the policy of this committee.

  4. While manufacturers’ sales meetings and similar meetings with field personnel have historically been held at the time of the show, offering an opportunity for manufacturing personnel to meet with field personnel who are in the show city and thus minimize travel requirements, the Committee strongly recommends and urges that such meetings not be scheduled to conflict with the show hours, with ASHRAE’s technical sessions, with AHRI’s business sessions, or with other official functions.

  5. Function space is for registered exhibitors only.  Exhibitor functions held at official Show Hotels must be approved by Show Management.  In the event that a company should cancel out of the show, the approval is void and the space must be released.  The company will be responsible for any penalties that arise from having to cancel the contract with the hotel.