Exhibitor Rules & Regulations

PAYMENT TERMS: Payment in full is due no later than September 1, 2023, for exhibitors qualifying for the renewal rate. Registrations processed during the renewal period (by 8/15/2023) with payment received after 9/1/2023, will increase to the prevailing rate when the payment is received. Payments not received by November 15, 2023, will forfeit space, and will need to reregister with full payment submitted upon completion of registration. Contracts signed after 9/1/2023 will require full payment within 2 weeks of contract signing. Credit Card payment is available upon completion of registration.
BOOTH CONSTRUCTION & SHOW SERVICES: Standard booths are limited to 8-foot-high background drapes and 3-foot-high side drapes. Maximum height of exhibit is 8 feet and may extend only one-half of the booth depth from the back wall. Height in the front half of the exhibit space cannot exceed 4 feet. Booths shall not obstruct other exhibitors or aisles. Please refer to the Exhibitor Kit for detailed information on all booth types. Carpeting (booth space is not carpeted), decorations, furniture, signs and electrical connections are available to the Exhibitor through the Official General Service Contractor, who will bill the Exhibitor directly. SHOW MANAGEMENT is not responsible for any service provided by independent contractors. SHOW MANAGEMENT reserves the right to finish and decorate any unfinished partitions, walls or backs of signs that are exposed to the public and to charge the cost to the Exhibitor.

BOUNDARIES: All parts of all exhibits must be exhibited within Exhibitor’s assigned space boundaries. Aisle space is under the control of SHOW MANAGEMENT.

INSTALLATION, SHOW AND DISMANTLEMENT: Exhibitor agrees to comply with assigned installation, show and dismantle days and hours. Exhibits may not be removed from the Facility until final closing of the show unless special permission is obtained in writing in advance from SHOW MANAGEMENT. Exhibits must be removed from the Facility during specified times. Any displays or materials left in booths after the designated dismantling hours without instructions will be discarded.

GENERAL SHOW POLICIES: Noisy or offensive exhibits are prohibited. Distribution of literature or samples must be related to exhibit and distribution limited to within Exhibitor’s space. Canvassing the exhibit hall is strictly prohibited. The Exhibitor may not display signs that are not professionally prepared or that in the opinion of the Show Manager detracts from the appearance of the Show in any manner whatsoever. SHOW MANAGEMENT shall have sole control over all admission policies at all times.

CONFERENCE ACTIVITY APPROVAL: “Any conference activity or demonstration planned before, during or after the meeting by vendors (including but not limited to exhibitors, sponsors) that involve conference invitees, meeting attendees, delegates, and/or officers must be approved by the (SHOW MANAGEMENT). Generally, such activities may not take place without pre-approval to maintain the educational integrity of the conference or meeting. Certain activities, once approved may warrant premium charges.”

USE OF DISPLAY SPACE: A representative of the exhibiting company must be present at the booth(s) at all times during the posted exhibit hours. The use of the Convening Organization(s) logo on displays, signs, giveaways, promotions literature or other material is strictly prohibited unless specific written permission is granted. In addition, the use of the acronym of the Convening Organization must not be used on pre, at-show and/or post show promotional material unless specific written permission is granted. Use of any Convener, Sponsor or other logos is strictly prohibited unless permission is granted directly from those organizations in writing. Signs or other articles are prohibited from being fastened to the walls, pillars or electrical fixtures. The use of thumbtacks, tape, nails, screws, bolts or any other tool or material which could mar the floor or walls is prohibited. Drip pans must be used under all equipment where there is a possibility of leakage.

FDA APPROVAL/CLEARANCE: If an exhibitor intends to display, introduce or feature an article whose pre-market approval or clearance is pending from the US Food & Drug Administration, the exhibitor’s material, and the exhibitor’s personnel must disclose that such article has not received final FDA approval/clearance and clearly convey the status of such article consistent with such laws, rules and regulations administrated by the FDA. The exhibit and any associated materials also must adequately and completely disclose that the article is not currently available for sale or commercial distribution in the US. Exhibitors shall indemnify and hold harmless SHOW MANAGEMENT and the Convening Organization(s) from and against all costs, fees, expenses, penalties, damages and claims arising from exhibitor’s failure to comply with all laws, rules and regulations (including those of FDA) applicable to such article, including any law, rule or regulation governing the display, introduction, or advertising of such article prior to final FDA approval/clearance.

UNION LABOR: Exhibitors are required to observe all union contracts in effect among SHOW MANAGEMENT, official contractors, facilities and various labor organizations represented. Any labor required for installation or dismantle, decoration or use of equipment must be ordered through the general service contractor. Tipping is strictly forbidden for any personnel providing any services.

Back to Top