The following policies and procedures are designed to help you with your participation in our conferences.  Please scroll down to read more about:

• Exhibitor Package and Application
• Exhibit Guidelines
• Cancellation Policy

EXHIBITOR PACKAGE AND APPLICATION

Exhibitor packages are mailed/emailed to organizations listed in our master database.  The package contains all the pertinent information on exhibiting at the conference and an application.  After an exhibitor is accepted for a conference, further details and information will be sent to the contact person.

Exhibitor applications are required to participate in a conference and must be completed in their entirety. Missing information will delay processing of the application and booth space could be given to another organization with a complete application.

Applications must be received before the deadline date.  Booth space may be limited and those completed applications received before the deadline date will be given priority space.

EXHIBIT GUIDELINES

Participation

The conference has the right to reject an exhibitor application if it is deemed that the subject matter/content is not appropriate for the conference audience.

Official Contact Person

The person named on the Exhibitor Application is considered the official contact of the participating organization to receive all information regarding confirmation of events and activities.  This person is responsible for assuring information is properly distributed to all participating representatives.  A participating representative is the person in actual attendance at the conference.  Participating representatives may be listed on the Exhibitor Application or may be submitted at a later date.

Restrictions

All decorative materials must be flame proofed.  Every effort will be made to maintain a business-like atmosphere.  Extremely loud noises, such as bells, sirens, buzzers, etc. are not permitted.  Use of audio-visual equipment must be played at a moderate volume.

Damage

Exhibitors will not fasten any fixtures to the floors, walls, columns or ceilings of the exhibit area.  Exhibitors will be liable for any damages caused by such fastening and for any damage to equipment furnished by Kesselman-Jones, Inc. or service suppliers designated by them.

Permits/Licenses

Each exhibitor is responsible for obtaining all necessary licenses and permits to use music, photographs or other copyrighted material in exhibitors' booths or displays.  No exhibitor will be permitted to play, broadcast or have performed any music or use any other copyrighted material, such as photographs or other artistic works, without first presenting to Kesselman-Jones, Inc. proof satisfactory that the exhibitor has, or does not need, a license to use such music or copyrighted material.  Kesselman-Jones, Inc. reserves the right to remove from the exhibit area all or any part of any booth or display which incorporates music, photographs or other copyrighted material for which the exhibitor fails to produce proof that the exhibitor hold all required licenses.  The exhibitors shall remain liable for and shall indemnify hand hold Kesselman-Jones, Inc., their agents and employees,, harmless from all loss, cost claims, causes of actions, suits, damages, liability, expenses and costs, including reasonable attorney's fees, arising, from or out of any violations or infringements (or claimed violation or infringement) by exhibitor, exhibitor's agent or employees of any patent, copyright or trade secret rights or privileges.

CANCELLATION POLICY

Cancellation of exhibit space must be in writing.  Cancellations received 2 weeks prior to the conference will be refunded less a 20% service charge on the net cost of the original space.  No refund for cancellation can be made after 2 weeks prior to the conference.  In the event of the conference being cancelled due to fire, strikes, government regulations, Acts of God or other causes beyond the control of the sponsoring organization, Kesselman-Jones, Inc. shall not be held liable for failure to hold the conference, and Kesselman-Jones, Inc. shall determine the amount of exhibit fee to be refunded.