Application and Acceptance
Submission of an exhibitor application indicates agreement to these Terms and Conditions. The Conference Organizer reviews all applications to ensure alignment with the educational mission of the meeting and reserves the right to accept or decline applications accordingly.
Exhibit space may not be shared or reassigned without prior written approval from the Organizer.
Booth Assignment
Booth assignments are made by the Conference Organizer, taking exhibitor preferences into consideration when possible. The Organizer reserves the right to make reasonable adjustments to booth locations if necessary for the overall success of the event.
Fees and Payment
Exhibitor fees and payment deadlines are outlined in the Exhibitor Prospectus. Full payment is required prior to the event.
If payment is not received by the deadline, the Organizer will make reasonable efforts to contact the exhibitor before releasing the booth space.
Exhibitor Cancellation
Cancellation requests must be submitted in writing to [email protected].
• 120 days - Full refund minus $50 administrative fee
• 90 days - 50% refund
• < 30 days - Fees are non-refundable
Event Changes or Cancellation
The Conference Organizer reserves the right to modify the conference format, location, or dates if necessary.
If the in-person event is canceled due to circumstances beyond the Organizer’s control, the Organizer will make reasonable efforts to provide exhibitors with one of the following:
• Participation in a virtual or hybrid exhibit opportunity,
• A partial refund after non-recoverable expenses.
Force Majeure
Neither party shall be liable for failure to perform due to events beyond reasonable control, including natural disasters, public health emergencies, government actions, or similar circumstances.
In such cases, the Organizer will work in good faith to provide reasonable accommodations, credits, or partial refunds as feasible.
Liability
Each exhibitor is responsible for its own property, personnel, and activities during the event.
To the extent permitted by law, the Exhibitor agrees to hold harmless the Conference Organizer and venue from claims arising directly from the Exhibitor’s own negligence or misconduct.
The Organizer is not responsible for loss or damage to exhibitor materials.
Insurance
Exhibitors are encouraged (and may be required by the venue) to maintain appropriate general liability insurance.
Compliance and Educational Independence
Exhibitors agree to comply with all applicable laws and relevant continuing education standards.
To preserve the independence of accredited education:
• Exhibits must remain separate from educational sessions.
• Promotional activities are limited to the exhibit area.
• Exhibitors may not influence educational content or speakers.
The Organizer will work collaboratively with exhibitors to resolve any concerns.
Exhibit Hall Guidelines
Exhibitors agree to:
• Conduct activities in a professional manner
• Remain within their assigned booth space
• Maintain reasonable sound levels
• Follow venue safety requirements
• Staff booths during official exhibit hours when possible
The Organizer will communicate with exhibitors before taking corrective action whenever feasible.
Promotional Items
Giveaways and promotional materials should be appropriate for a professional medical education audience and comply with applicable healthcare guidelines.
If questions arise, exhibitors are encouraged to consult the Organizer in advance.
Use of Conference Name and Logo
Exhibitors may reference their participation in the conference for promotional purposes but may not imply endorsement by the Conference Organizer.
Use of the conference logo must follow provided brand guidelines, if applicable.
Installation and Dismantling
Exhibitors agree to follow published move-in and move-out schedules. Early dismantling is discouraged out of respect for attendees and fellow exhibitors.
Accessibility
Exhibitors are encouraged to design booths that are accessible and welcoming to all attendees in accordance with ADA guidelines.
