2018 Conference Rules and Regulations for Exhibitors and Sponsors
Application and Eligibility
Application for exhibit space and sponsorships must be made on the Exhibitor and Sponsorship Application form provided by the National Nurses in Business Association, (hereinafter known as NNBA). The content of the form must be executed by an individual with authority to act for the applicant. The exhibition must be designed for the display and demonstration of products and services relating to nurses in business who are attending the NNBA Annual National Educational Conference. The NNBA shall determine the eligibility of any company, product, or service. The eligibility is the sole opinion of the NNBA.
Cancellation of Exhibit Space
No exhibit space will be held until full payment is received. A penalty of 50% of the cost of the total exhibiting space contracted will be imposed for a written cancellation received on or before two (2) months prior to the conference. No refunds will be made or cancellations accepted within two (2) months of the conference. If for any cause beyond the control of the NNBA such as, but not limited to, the destruction of the exhibit facilities by an act of God, the public enemy, authority of the law, fire or other force majeure, the NNBA is unable to comply with the terms of this contract and deliver the space allotted hereunder, this contract shall be considered terminated and any payments made hereunder by the exhibitor shall be refunded to the exhibitor, less expenses incurred by the NNBA to the date of the termination allocable to the exhibitor after proration thereof among all exhibitors.
Assignment of Exhibiting Space
Exhibiting space will be assigned on a first-come-first-serve basis according to the date the payment is received and availability of the space requested. The NNBA reserves the right to assign space other than the choice requested, if necessary, and the right to rearrange the floor plan and/or relocate any exhibit.
Exhibiting Furnishings, Equipment and Service
The NNBA shall provide a uniformly styled exhibit space in the exhibit area. Exhibit displays must not project so as to obstruct the view of the adjacent exhibits. All displays shall not exceed 8 feet in height.
Conduct of Exhibits
The advertisement or display of goods or services other than those manufactured, distributed or sold by the exhibitor in the regular course of business and identified in this contract is prohibited. An exhibitor may not assign, sublet, or apportion all or any part of the contracted exhibit space, nor may an exhibitor permit the display, promotion, sales or marketing of non-exhibitor products or services. Interviews, demonstrations, and distribution of literature or samples must be made within the exhibit area assigned to the exhibitor. There is no restriction to selling the exhibitors services or products on the exhibit floor. The sales transactions may be conducted only within the proximity of the exhibitor’s own exhibit. Exhibitors are responsible for the collection and submission of the applicable state and local sales taxes for sales which occur on the exhibit floor. Exhibitors may not serve or dispense food or beverages of any type from their exhibit space without consent of the NNBA. Helium balloons are not allowed in the exhibit facility. No part of the display, including products, is permitted outside the exhibit space. Products and furnishings should be arranged with the safety of the exhibitors and attendees in mind. The NNBA reserves the right to restrict the operation of, or evict completely, any exhibit which, in the sole opinion of the Association, detracts from the general character of the exhibition as a whole. This applies to displays, literature, advertising novelties, souvenirs, conducts of persons, etc. No exhibits will be permitted which interfere with the use of, or impede access to, other exhibits or impede free use of the aisle.
Setup and tear down:
Set up: 6:00pm to 8:00pm on Friday, 10/12/2018 or 6:30am to 7:30am on Saturday, 10/13/2018
Tear down: 4:00pm to 5:00pm on Sunday, 10/14/2018
No packing of equipment or literature or dismantling of the exhibits is permitted until the assigned times. Any company violating this regulation will be fined $250 and may be denied exhibit space at any future NNBA conferences.
Hospitality and Entertainment
Hospitality suites or events sponsored by the exhibitors must receive prior written approval of the NNBA. No entertainment may be scheduled to conflict with the NNBA’s program hours, activity hours, or exhibit hours.
Exhibit Staff Registration
Exhibit staff must register at the sign-in table at the start of the conference.
Special Visual and Sound Effects
Audiovisual and other sound and attention-getting devices and effects will be permitted only in those locations and in such intensity as in the sole opinion of the NNBA does not interfere with the activities of other exhibitors.
The exhibitor agrees not to use any displays that the NNBA determines, in its absolute discretion, will unreasonably endanger the person or property of the attendees or of the exhibitors, are in bad taste, are liable to discredit or subject the NNBA to criticism or legal liability, are inconsistent with the stated purposes of the NNBA and the interest and welfare of its members, are inimical to the property rights of the NNBA, or violate the exhibit regulations or any other provision of this contract. In the event the Association determines at any time that any exhibit may or does violate this contract and the exhibitor is unable or unwilling to cure or correct such violation, the NNBA may terminate this agreement immediately and forbid erection of the exhibit or may remove or cause the exhibit to be removed at the exhibitor’s expense, and the exhibitor hereby waives any claim for refund of the exhibit or other damages arising out of such termination and/or exhibit removal. Any exhibitor who is uncertain as to whether an exhibit is in compliance with all applicable regulations and requirements should contact the NNBA.
Exhibitors are responsible for obtaining any insurance that may be necessary to protect their exhibits, merchandise and display materials against theft, fire, etc. at their own expense. It is suggested by the NNBA that the exhibitor contact the exhibitor’s insurance broker and obtain all-risk insurance covering exhibit property while absent from home premises for exhibit purposes or a rider to the exhibitor’s existing policy covering same. Neither the exhibit facility nor the NNBA will be responsible for loss or damage to any property in storage, in transit to or from the exhibit building or while in the exhibit building, nor for any loss of income as a result of any reduced sales due to such loss or damage. All property of the exhibitor will be deemed to remain under the exhibitor’s custody and control in storage, in transit to or from or within the confines of the exhibit area, even though it may at times be under the temporary control or direction of the NNBA.
The exhibitor represents and warrants that it shall comply with all copyright restrictions applicable to exhibitors including, but not limited to, any music performance. Exhibitor further represents and warrants that it shall obtain any additional license or grant of authority required under the copyright laws and present the NNBA with a copy of such license or grant no less than thirty (30) days prior to the start of the show.
Liability for Damages and Losses to Property
The exhibitor shall protect, indemnify and hold harmless the NNBA, the exhibit facility, and the hotel from any and all liability, loss, damage, or expense by reason of any injury or injuries sustained by any persons or property or loss of property or income that might be derived therefrom occurring in or about the exposition premises or entrances thereto or exits therefrom, including that caused by or resulting from the negligence of the NNBA, and from any and all liability for breach of exhibitor’s representations and warranties herein.
The exhibitor will ship, at his or her own risk and expense, all materials to be exhibited. All shipments must be prepaid. For information regarding the hotels shipping instructions, please click here to download. The exhibitor expressly agrees that any exhibit material remaining in the exhibit hall after the contracted move-out time has terminated or any damaged exhibits left behind may be removed and disposed of at the expense of the exhibitor and without liability to the NNBA.
Failure to Occupy Space
Any space not occupied at the exhibition facility after the set up time shall be forfeited by the exhibitor, and space may be resold, reassigned, or used by the NNBA without refund, unless a request for delayed occupancy was previously received along with written approval from the NNBA.
No exhibitor shall use any flammable decorations or coverings, and all fabrics or other materials used shall be flameproof.
The use or distribution of any souvenirs during the conference shall be subject to prior written approval by the NNBA. Such material shall be submitted to the NNBA for approval sixty (60) days prior to the conference. Except as otherwise provided, the NNBA will not endorse, support, or be liable for the claims made by the exhibitors as to the qualities or merits of their products or services, and no advertising nor mention will indicate claim nor suggest such endorsement nor support. All handouts must be distributed within the exhibit area.
One (1) copy of the convention program/exhibits directory will be available to each exhibiting company at the exhibitors’ registration area.
Exhibit Space Floor Plan
Every effort will be made to maintain the general configuration of the floor plan for this conference. However, the NNBA reserves the right to modify the plan, if necessary, as determined solely by the NNBA.
The exhibitors shall be allowed to hold prize drawings at their exhibit space. All prize-drawing activities must be conducted within the exhibit hall. No announcements will be allowed in the meeting rooms. The exhibitor is responsible for contacting winners and delivery of prizes. Communication on the time of the drawing is available through the exhibitor listing in the program book or signs at the exhibitor’s booth.
The Association shall have the sole authority to interpret and enforce all terms and conditions governing exhibitors and this exhibition. Any and all matters not specifically covered herein are subject to decision by the NNBA. These terms and conditions may be amended at any time by the NNBA upon written notice to all exhibitors. The exhibitor expressly agrees to be bound by the terms and conditions set forth herein and by any amendments thereto adopted by the NNBA from time to time.