Exhibiting at the 2017 National Sexual Health Conference will help build brand awareness and allows you to showcase your products and services. Additionally, it offers opportunities to establish and strengthen relationships with key players and decision makers across the spectrum of sexual health. With numerous networking opportunities in the exhibit area, meals, a poster session, and a welcome reception, you will have prime exposure to conference participants.
Early rates valid until April 15, 2017. Regular rates apply after April 16, 2017
Each full-sized booth includes a back drop, standard booth drapery, a company identification sign, an 8 X 8 ft. draped booth, a table, two chairs and a wastebasket.
• Exhibitors also receive listing in the event book if payment is received by June 1, 2017
• All exhibit registration fees, except those for Supporting National Partners, include 1 complimentary conference registration. If you will have addition staff at your booth, they will need to be registered as paid conference participants and, as such, will have access to all conference events, meals and social/networking opportunities.
PREMIUM, DOUBLE AND QUAD-SIZED BOOTHS
Available to Silver, Gold, Platinum and Diamond Sponsors, along with other conference benefits. For more information on these opportunities, please contact John Fitch at email@example.com.
EXHIBITOR CONTRACT- RULES AND REGULATIONS
CONTRACT: The application and contracts for exhibit space and advertisement shall be considered binding agreements between the exhibitor/advertiser and National Sexual Health Conference (NSHC), subject to the rules and regulations assigned by the Conference. The United States National Sexual Health Conference is a 501(c)(3) organization. Only those contributions in excess of the estimated value of goods and services provided are fully tax-deductible.
SPACE ASSIGNMENT & EXHIBIT SPECIFICATIONS: Exhibit booth space assignments will be made by National Sexual Health Conference staff. Platinum, Gold, Silver, Bronze and Supporting Sponsors will be given priority for booth space. All exhibits must adhere to the NSHC booth and exhibit specifications. Use of equipment other than standard booth equipment or additional displays, signs, decorations conflicting with the rules and regulations set forth must submit a proposal for approval prior to installation. NSHC reserves the right to alter the locations of exhibits or booths if it is in the best interest of the conference.
OCCUPANCY: Any exhibitor failing to occupy their contracted space is not relieved of the obligation to pay the full rental price associated with assigned space. If the space is not occupied by the time set for completion of installation, such space may be repossessed by NSHC.
EXHIBIT HOURS: Exhibitors will have access to the exhibit hall beginning Thursday, July 6, 2017 at noon. All exhibits must be installed and ready for the Exhibit Hall opening by 3 p.m. Exhibition breakdown is scheduled for July 8, 2017 from noon to 3pm. *All times are subject to change. Exhibits must be fully staffed during exhibit hours.
EXHIBITION OPERATIONS: Exhibitors may not alter the locations of booths or exhibits without the written consent of NSHC management. No music (recorded or live) is permitted in the booth. NSHC reserves the right to restrict or relocate at the exhibitor’s expense any exhibits that become objectionable due to noise, method of operation, traffic congestion or any other reason. Aisle space may not be used to distribute promotional material.
SALE OF PRODUCTS & SERVICES: Exhibitor is responsible for collecting and remitting applicable sales and use taxes to the city of Denver and the state of Colorado for its sale of products and services. NSHC has no responsibility to do so and will cooperate with Denver officials to make available requested information and/or to provide access to such officials to the exhibit area.
PAYMENT: Payment must adhere to the dates outlined above along with the completed Exhibitor Application & Contract. Applications will not be processed unless payment is received.
CANCELLATION POLICY: An exhibitor who cancels all or part of the reserved space prior to May 15, 2017, will forfeit 50% of the exhibit fee + $50 service fee to the NSHC. No cancellation of space will be accepted, nor refunds made, after May 15, 2017.
LIABILITY: The exhibitor releases and waives any claim against the NSHC; its employees; its Planning Organizations; Supporting National Partners; the Hyatt Regency Denver and their staff,; the State of Colorado,;Visit Denver; their respective board members, facilities, officers, directors, employees, contractors and agents (hereinafter referred to as “indemnitees”) arising from or in connection with any cause whatsoever, including negligence, loss, theft, damage, or destruction of goods, or any injury to itself, its agents, employees and contractors while in or about the Hyatt Regency, or any damage of any nature or character whatsoever including any damage to its business by reason of failure to provide space for the exhibit or the removal of the exhibit or for any action of any nature by it. The exhibitor, in completing an application for booth space, agrees to indemnify and hold harmless and defend indemnities from any losses, claims, liabilities, damages, and expenses (including attorneys’ fees) arising from whatever cause whatsoever, including without limitation property damage or loss and injury or harm to persons, arising out of or caused by Exhibitor’s maintenance, use, set-up, construction, removal, and operation of its exhibit and booth, or the acts of failure to act of the Exhibitor and its officers, directors, employees, agents, contractors and invitees while in or about the Hyatt Regency Hotel.
INSURANCE: It shall be the responsibility of each exhibitor to maintain insurance coverage against injury to persons or damage to or loss of property or to meet its obligations under this agreement, in such amounts as the exhibitor shall deem adequate. Exhibitor shall provide a certificate of insurance indicating at least $1,000,000 of Commercial General Liability insurance no later than thirty days prior to July 6th, 2017. The Exhibitor will provide to NSHC a certificate of insurance evidencing the foregoing and naming the indemnitees as additional named insured. Such insurance shall state that 30 days advance notice will be given to NSHC pertaining to any material change or cancellation of the policy. Insurance will not be provided by the NSHC to its sponsors or partners. The indemnitees will have no responsibility for the protection of the Exhibitor’s booth, materials, or displays during the conference and the Exhibitor hereby releases each of them from any and all claims, losses, damages, and expenses arising out of any losses thereof.
RESTRICTIONS: Nothing shall be posted, nailed, taped, pasted, screwed or otherwise attached to columns, walls, floors, sprinkler pipers or other parts of the building or furniture. Anything in connection necessary or proper for the protection of the building, equipment or furniture will be at the expense of the exhibitor. The subletting, assignment or apportionment of the whole or any part of the exhibitor’s space, by an exhibitor, is prohibited.
RIGHTS OF SHOW MANAGEMENT: The NSHC reserves the right to rearrange the floor, relocate any exhibit and remove any exhibit which does not comply with established rules. All exposed areas in a display must be draped to insure the attractiveness of the exhibit hall. Show management reserves the right to cover unsightly areas and will submit charges to the exhibitor. In the event that it is necessary to cancel the NSHC prior to the scheduled opening, due to any causes beyond the control of the Conference, including, but not limited to damage or destruction of the exhibit hall or labor strikes, the conference may retain as much of the payment for exhibit space as is necessary to cover expenses incurred up to the time of such emergency