The HearTECH Expo (AAA Conference) is organized by the American Academy of Audiology (AAA) and held at the Seattle Convention Center in Seattle, Washington. The event brings together global enterprises in hearing devices, audiology technologies, medical acoustics, and diagnostic solutions. It is one of the most significant professional expos in North America's hearing and healthcare industry.
Below is a summary of exhibitor rules and local regulations, extracted from the official Exhibitor Manual.
1. Safety and Regulatory Compliance
All booths must comply with the Americans with Disabilities Act (ADA) accessibility standards. Aisles, platforms, and lighting must ensure barrier-free access.
Booth structures must not block fire exits, alarms, extinguishers, or hydrants.
The use of flammable, combustible, or compressed gas materials is prohibited.
Booth flooring must be slip-resistant; exposed flooring should not exceed 1 inch in height.
2. Booth Design and Construction
Linear Booths: Maximum height 8 ft (2.44 m).
Island Booths: Maximum height 20 ft (6.1 m).
Hanging signs are permitted only for island booths and must not exceed 20 ft above floor level.
Booths with upper levels or enclosed spaces require fire marshal approval and must include smoke detectors and fire extinguishers.
Booth layouts should maintain an open design without fully enclosed areas or visual obstructions.
3. Product Display and Demonstration Rules
The event is Lead-Only, meaning exhibitors may conduct product demonstrations and collect information but are not allowed to sell on-site.
Exhibitors who intend to sell products must obtain a local City of Seattle Sales Permit and pay applicable sales tax.
Cash transactions are prohibited.
Product placement must not obstruct aisles or create safety hazards.
4. Children and Pet Policy
Children under 16 years of age are not permitted inside the exhibit hall, including during move-in and move-out periods.
Pets are not allowed, except for service animals.
5. Catering and In-Booth Events
Exhibitors may host small receptions at their booths, but all food and beverages must be ordered through the official caterer designated by the organizer.
Outside food or beverages are not permitted.
In-booth activities must not overlap with official conference sessions.
6. Sound and Copyright Regulations
Booth noise levels must not exceed 70 decibels (dB).
Outward-facing speakers and large sound systems are prohibited.
Music, videos, or other multimedia content must have proper copyright authorization for public playback.
7. Insurance and Liability Requirements
Each exhibitor must carry liability insurance with a minimum coverage of US$1,000,000.
The insurance policy must list both the American Academy of Audiology and the Seattle Convention Center as additional insured parties.
Exhibitors are fully responsible for the safety of their booth, staff, and property.
8. Union Labor Rules (U.S. Specific Requirement)
The Seattle Convention Center operates under union labor regulations.
All freight handling, rigging, electrical work, and equipment installation must be performed by the official contractor, NexxtShow.
Exhibitors may handle only lightweight booth materials themselves and may not use power tools or mechanical equipment.
Tipping of union workers is strictly prohibited.
9. Photography and Media Policy
Only official photographers and accredited media are permitted to photograph or film inside the hall.
Filming or photographing other exhibitors' booths without permission is prohibited.
Exhibitors wishing to film promotional videos must submit a written request in advance.
10. Seattle Venue and Local Regulations
Freight Policy: All shipments must clearly display the exhibitor's company name and booth number and be received by the official logistics contractor; the venue does not accept advance shipments.
Climate: Seattle's cool and humid weather requires booth materials to be moisture- and slip-resistant.
Smoking: The convention center and surrounding public areas are entirely non-smoking, including e-cigarettes and heated tobacco devices.
Parking and Transportation: On-site parking is expensive; exhibitors are encouraged to use the official shuttle or public transit.
Starrise Perspective | Professional Standards in U.S. Exhibitions
U.S. exhibitions are known for their rigorous safety protocols and accountability systems. From HearTECH Expo's regulations, several traits are clear:
- Strong emphasis on compliance, safety, and liability
- Clearly defined responsibilities among exhibitors, contractors, and organizers
- All operations follow structured approval and insurance processes
- The union labor system ensures order, fairness, and workplace safety
These details highlight the maturity of the American exhibition industry and remind international exhibitors to understand local labor, legal, and insurance frameworks before participating, ensuring professionalism and compliance in global markets.
Source
This article is compiled from the official HearTECH Expo / AAA Conference Exhibitor Manual and the Seattle Convention Center Facility Regulations,
edited and published by Starrise Expo Design Team.
Copyright Notice
This article is based on the official exhibitor manual and is intended solely for informational and educational purposes.
Please cite "Starrise Expo · Global Exhibition Rules Insight" when sharing or quoting.
HearTECH Expo, AAA Conference, and Seattle Convention Center trademarks and logos are the property of their respective owners.