Dear AAAI-11 Robot Teams,
Attached is information that we hope will be of use to you in San Francisco.
Please note the following items that need to be completed and returned to AAAI
by Wednesday, June 1.
*Rules and Liability Acknowledgement Form (June 1)
*Photograph and Videotape Release Form (June 1)
*Badge Request Form (July 1)
When you arrive at the Hyatt Regency San Francisco, please go to Regency B on
the Street Level of the Hyatt where the robot team check-in desk will be
located. We urge you to submit the attached Badge Request Form to AAAI before
Friday, July 1 to avoid delays in getting access to the robot room when you
arrive in San Francisco.
Please feel free to contact me at aaai11@aaai.org if you have any questions
about the conference.
Sincerely,
Keri Harvey
Senior Conference Coordinator, AAAI
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AAAI-11 ROBOT EXHIBITION & COMPETITIONS
RULES AND REGULATIONS
The main purpose of the conference is educational and is aimed at increasing
the opportunity for professional exchange and interaction among colleagues.
AAAI does not endorse any products or services, but simply provides a forum for
the disbursement of technical information.
REGISTRATION
Each team must register for the Robot Event via the PDF form available at
http://www.cc.gatech.edu/conferences/AAAI-2011-Robotics/Home.html. If your
participation fee is being covered by a grant, please indicate this on the
form. All Robot Workshop participants must also register for the workshop via
the same PDF form. All robot team members are encouraged to register for the
technical conference. If you have not yet registered for the AAAI-11 technical
conference, please do so as soon as possible but no later than June 3 to
qualify for the early registration rates. Registration for the main conference
is available at https://www.aaai.org/Forms/aaai-registration-form.php.
Depending on registration status, an appropriate badge will be issued to each
participant, and must be worn at all times while in the conference area.
STUDENT HOUSING BLOCK
AAAI has reserved a block of rooms at the Hyatt at discounted rates for
students. Please send an email to aaai11@aaai.org with proof of full-time
student status in order to receive the URL for making reservations at the
student rate.
ROBOT EXHIBITION LOCATION & SCHEDULE
The Robot Team "work area" will be held in Regency B of the Hyatt on the Street
Level. Move-in for the team work area will begin at 7:30am, Monday, August 8.
Entrance to the work area will be monitored by a AAAI volunteer during
registration hours Monday, August 8 - Thursday, August 11.
IMPORTANT AFTER HOURS ACCESS INFORMATION
Each designated Team Captain (on badge request form) will receive one key to
the work area for after-hours entrance to the room. Keys must be returned no
later than 12noon on Thursday, August 11 or a replacement fee of $100.00 will
be charged to the team.
WORKSHOP
The Robot Workshop will be held on Monday, August 8 in Regency A. All
participants must register in advance for the AAAI-11 workshop program.
Workshop badges will be at the robot registration desk.
PHOTOGRAPHY
AAAI reserves all photographic and video rights for the Conference including
those for the Robot events. No photographs or filming shall be made without the
written permission of AAAI and the participants involved.
SECURITY
There will be NO HIRED SECURITY for the robot work area in Regency B. As noted
above, each team captain will be given a room key for access to Regency, which
will allow after-hours access to the work area. AAAI ASSUMES NO RESPONSIBILITY
FOR DAMAGE OR LOSS OF BOXES OR EQUIPMENT. It is HIGHLY RECOMMENDED that you
take all valuable items (such as laptop computers) with you whenever you leave
your area. Be particularly vigilant during move-in and move-out times.
SHIPPING INFORMATION
If you will be shipping items to the conference venue, it is recommended that
shipping arrangements be made through the AAAI-11 service contractor, Freeman.
All robot teams will be responsible for payment directly to Freeman prior to or
at the event. AAAI is not responsible for packing, loading, or shipping your
equipment. All shipments need to be prepared for shipping out by Thursday,
August 11 at 3:00pm.
Warehouse Shipping Address:
(Robot Team Name)
AAAI 2011 - Regency Room
C/O FREEMAN
245 SOUTH SPRUCE AVE
S SAN FRANCISCO, CA 94080
Freeman will accept crated, boxed or skidded material beginning JULY 7, 2011 at
the above address. Advance warehouse pricing will be extended up until JULY 29,
2011 at 3:30 PM. Note: The warehouse will be closed on July 4th in observance
of the holiday.
Freeman will receive shipments at the exhibit facility beginning AUGUST 8 - 9,
2011. Shipments arriving before this date will most likely be refused by the
facility.
Contact information:
FREEMAN
Phone: (415) 330-6200
Freeman Representative: Alice Boykin
Phone: (415) 330-6228
Email: Alice.Boykin@freemanco.com
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AMENDMENTS:
Any regulatory matter not specifically covered herein may be interpreted and
enforced by AAAI. These regulations may be amended from time to time by AAAI by
written notice to the Robot Team participants. Participants must agree to abide
by the foregoing rules and regulations as well as by any amendments or
additions made in conformance with the preceding.
LIABILITY:
Neither AAAI, the Hyatt Regency San Francisco, Freeman, official service
providers, nor any of the officers, directors, agents, or employees of AAAI
shall be liable for any damage, loss, harm, or injury, to the person or
property of any AAAI-11 participant, resulting from theft, fire, water, act of
God, accident, labor strike, or any other cause, which damage, loss, harm or
injury occurs during the course of or results from an Robot Team's
participation in the AAAI-11 Robot Program. Robot participants shall indemnify
and hold AAAI harmless from any and all liability for damage, loss, harm or
injury to person or property that might ensue from any cause resulting from or
connected with the transportation, placing, removal or display of exhibits. It
is the responsibility of the Robot Teams to secure insurance at its own cost
and expense and to maintain proper insurance coverage for its property, damage,
loss or theft, liability, or business interruption. The Robot Team assumes all
costs arising from the use of patented, trademarked, copyrighted, or
service-marked materials, equipment devices, processes or dramatic rights used
on or incorporated in the conduct of their demonstration; and the Robot Team
agrees to indemnify and hold harmless AAAI, Freeman and the Hyatt Regency San
Francisco from all damages, costs and expenses in law or equity for or on
account of the use of any patented, trademarked, copyrighted, or service-marked
materials, equipment, devices, processes, or dramatic rights furnished or used
by the Robot Teams, its employees or licensed agents.
_______________________________________________
Keri Harvey
Senior Conference Coordinator
Association for the Advancement of Artificial Intelligence
445 Burgess Drive
Menlo Park, CA 94025
(650) 328-3123
http://www.aaai.org
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