Exhibitor Policies; Terms and Conditions

Please note that these policies, terms and conditions have been updated for 2022. Registration as an exhibitor at a NACCU event constitutes acceptance of these policies.

General
Booth Selection
Registration Policies and Options
Payment and Cancellation Policies
Booth Display Rules
Exhibit Hall Policies
Safety, Security, and Liability
Miscellaneous

GENERAL

  • Corporate members and non-members may attend the conference only if exhibiting.
  • NACCU reserves the right to exercise its sole discretion in the acceptance or refusal of applications.
  • The NACCU exhibit program is intended to provide a showcase for products and services either specifically designed for or customarily used in higher education administration. The program is held strictly as a means of information exchange. Participants may not make sales or take orders in the exhibit area or within other Annual Conference facilities provided. This provision will be rigorously and strictly enforced. No retail sales of any type will be permitted in the exhibit hall.
  • The applicant agrees that NACCU shall have the right to make such rules and regulations or changes in arrangements, as it shall deem necessary, and to amend the same from time to time. NACCU shall have the final determination and enforcement of all rules, regulations and conditions.
  • This document and its attachments represent the entire agreement between the Applicant and NACCU and may not be altered unless mutually agreed upon in writing.

BOOTH SELECTION

  • NACCU Sponsors in good standing are given priority booth selection for the Annual Conference, with the highest sponsor level given priority, followed by the next highest sponsor level, etc. Priority selection will occur before attendee online registration opens. Booth sales for all non-sponsor corporate members will commence when sponsor priority selection days are completed. After non-sponsor corporate member booth selection, the booth sales portal will be opened to the public. Sponsor booth selection will be scheduled and communicated in advance to all sponsors.
  • Applicant selection of exhibit booth location(s) from among available space is the sole responsibility of Applicant. Subsequent reservations by other applicants from among then available space may result in Applicant’s competitors locating nearby on the exhibit floor. Neither NACCU nor the booth sales portal host are responsible for booth selection/location. In the event that Applicant wishes to relocate after another applicant’s booth location choice, applicant may contact NACCU and request relocation to any then available space(s).
  • NACCU reserves the right to change a space assignment if it becomes necessary, in which case you will be notified immediately.
  • Booth Package: Included with the booth space are pipe and drape, an ID sign, 24-hour security, listing in the Conference Program, and one electronic roster of pre-registered registrants to be given one month prior to the conference, and then one final attendee listing following the conclusion of the event. NOTE: Electrical service, tables, chairs, and other furniture are not included. Furniture can be either supplied by the exhibitor or ordered from the General Services Contractor.
  • Exhibitors will receive information and instruction with their confirmation material from the general services contractor.

REGISTRATION POLICIES AND OPTIONS

  • You must be an exhibitor at the conference and have a full conference registration to submit to present an educational session at the annual conference. Attendees with Exhibit Hall Only Passes may not present sessions.
  • You must have an exhibit booth to attend the NACCU Annual Conference as a corporate member. Corporate members who do not exhibit will not be allowed to register and attend the event. Corporate members may not share booths or partner with members or non-members.
  • A minimum of one corporate attendee must be registered for each corporate company in the exhibit hall. One complimentary Exhibit Hall Only Pass is provided with each booth space purchased. If multiple booth spaces are purchased, the complimentary Exhibit Hall Only Pass for the exhibitor will equal the total booth spaces. Should an exhibitor decide to purchase a full registration for the conference and not use a complimentary pass, there will be no refund. The complimentary Exhibit Hall Only Pass may not be used as a credit to reduce the fee for a full registration.
  • Corporate attendees may register at the full attendee conference rate. This registration is designated for all individuals from a corporate member firm who wish to attend all event functions for the full length of the event, or who are doing a presentation at the conference. A corporate attendee must exhibit to attend the conference –no corporate registration is allowed without an exhibit booth on the floor. Corporate-type attendees who inadvertently register without an exhibit booth will receive a full refund unless a booth purchase is made or provided in their committed in their designated sponsorship level.
  • Full registration includes admission into all NACCU-organized conference activities that do not require a separate registration (e.g. Industry Essentials Institute, other pre-conference or post-conference programs or tours).
  • A corporate day pass may only be purchased if the company is exhibiting at the conference, and another company representative is staffing the exhibit booth. This type of registration is designated for a member from an exhibiting company so they may have access to the entire event, not just the exhibit hall. Day pass registrations will include NACCU-provided meals if they are provided on that day.
  • Exhibitors may purchase a meal package which includes breakfast, lunch, and beverage breaks on Monday, April 17, Tuesday, April 18, and Wednesday, April 19. The meal package does NOT include meals or events on Sunday, April 16, and it does NOT include the NACCU closing event on Wednesday, April 19. The cost of the meal package is $475 per person.
  • For exhibitors who do not take advantage of full conference registration, individual guest tickets to the following events are available. Event tickets may be purchased prior to the conference or at the registration desk during the conference.
    • Opening reception - $70 per person
    • NACCU closing event - $70 per person

PAYMENT AND CANCELLATION

  • Exhibit booths must be paid in full by February 14, 2023 to be included in publication materials or promotions. If a booth is requested after February 14, it must be paid immediately during registration.
  • Request for cancellation of booth space must be directed in writing/e-mail to NACCU. Telephone cancellations will not be accepted. Booth Rental Fees will be refunded if the written request is received on or before March 17, 2023. In no case will a refund be made for a cancellation received after March 17, 2022, nor for no-shows at the event. The exhibit manager will confirm receipt of all cancellation notices. NACCU will only honor cancellation requests whose receipt has been confirmed.
  • Applicant agrees to pay all fees, charges and/or expenses covered in this contract on demand. If NACCU is forced to seek legal remedy to collect amounts due from the applicant, all charges related to the collection of unpaid amounts will become the sole responsibility of the applicant. If an exhibitor fails to make payments due hereunder when they are due, the space assignment is subject to cancellation or reassignment at the option of NACCU, without obligation for refund. Should any rented booth space remain unoccupied two hours prior to opening on the first day, or for any time thereafter, NACCU reserves the right to rent such space to any other applicant or to eliminate such space and no refund shall be made to the original applicant.

BOOTH SET-UP AND DISPLAY

  • Exhibitors may begin setting up displays only after they have checked in and picked up registration materials and name badges. You must have a badge to access all NACCU functions. Badge reprints cost $50 and will be done only during regular registration hours. Exhibitors are responsible for their load-in and load-out, and all costs associated with labor to do so. No non-company staff may be used to setup an exhibit booth. All additional labor must be hired through the General Services Contractor managing the exhibit hall. Booths must be completely set up and open by the beginning of the first scheduled exhibit hall. No part of an exhibit shall be dismantled nor materials removed before the official closing of the exhibit hall, without special permission from NACCU. All space must be vacated by 5:00 pm the same day. Exhibit material remaining in the facility after the contracted move-out time has terminated, or damaged exhibits left behind, will be removed at the expense of the exhibiting company by the drayage firm contracted for the show management firm.
  • Exhibits:
    • May not block sight lines to adjacent booths based on the sole discretion of NACCU and the exhibit hall management.
    • That are large or that are placed as end-caps may be allowed but must be approved by the NACCU Office 60 days in advance and will be restricted to specific locations so that lines of sight will not be blocked.
    • Height will be restricted by facility policy.
    • May not have any corporate logo, name, or other identifier on the reverse side of their back wall, drape or other surface that extends above the back drape that is visible from the rear of the booth space.
    • Exhibitors will be restricted from distributing or posting promotional materials outside their NACCU booth without prior written approval of the NACCU Office. Materials that are not approved will constitute a violation of event policies.
    • Exhibitors must have at least one representative present at the event and at its booth during all advertised exhibit hours.
    • Booth operations obstructing traffic in the aisles or interfering with surrounding booths will be considered violations of exhibiting policies. No amplified sound or microphones are allowed in the exhibit hall.
    • No amplified sound or microphones are allowed in the exhibit hall.
  • NACCU conforms to IAEE guidelines for exhibit display specifications. These instructions will be enforced by NACCU. NACCU shall supply at no charge to the participant over the regular space rental fee, the following standard decorations for each participant’s space: eight foot (8’) high curtain background; three foot (3’) high curtain sidewalls and an exhibitor identification sign. No shipping containers may be stored in the booth space during show hours. All decorative material must be flameproof.
  • Participants may not assign or sublet any space allotted to them, and may not advertise or display goods, other than those manufactured, distributed, or sold by them in the regular course of business. If any rented booth space remains unoccupied, or display materials un-set, two hours prior to show opening, NACCU reserves the right to either remove all materials from show floor or require decorator to set booth. Exhibitor will be liable for all costs incurred.
  • Booth Sharing Regulations
    • No sharing of a single booth is allowed at a NACCU conference or event. Only one member-brand may be promoted from a single booth.
    • At least two booths must be purchased if more than one company is exhibiting/partnering/demonstrating products.
    • If the secondary company that is exhibiting with a corporate member is a non-member, the second booth price will be at non-member costs.
    • If multiple booths are purchased by a corporate member, only that member’s branding may appear in the booth.
    • If a secondary company exhibits and it is identified once onsite, payment must be presented onsite, or you risk being removed from the exhibit hall.
    • Only employees that work for the company/companies of record may staff a booth. Company credentials may be requested prior to registration and during the event.
    • Email addresses for any person working a booth must be only from the company of record.

EXHIBIT HALL POLICIES

  • A corporate member may not provide any demonstration to institutional attendees of a product outside of the exhibit hall.
  • Extremely loud noises, such as bells, sirens, buzzers, etc., will not be permitted to maintain a business-like atmosphere.
  • No alcoholic beverages are permitted in educational sessions or the NACCU exhibit hall, unless provided by NACCU in an organized event during the program. The purchase, sales, dispensing and distribution of alcohol at official Association events must be managed by the staff of a hotel, restaurant or similar establishment that is specifically designated by the Association or Chief Staff Officer.
  • Photography (including any image collection process) or videotape of any product, material, or booth other than the exhibitor’s own is not permitted. Any photography in the exhibit hall must be pre-authorized by NACCU and be supervised by NACCU staff.
  • NACCU attendees or other personal may use photo, video, or other image recording devices to record events and activities that take place during NACCU events, if these activities do not interfere with attendee participation in these events. Any attendee or exhibitor photos or video taken at a NACCU event and shared on social media or in the mobile event app may be used by NACCU. NACCU may utilize professional and/or staff photographers and videographers to take pictures and record video throughout the conference. The photos and video will be used to publicize the event and/or produce related literature and products for public release. Individuals photographed or taped will receive no compensation for the use of photos or videos bearing their image. Conference participants will be deemed to have consented to the use and release of photos or videos in which they appear. Participants opposed to being photographed or taped must immediately notify BOTH the photographer or videographer AND conference staff if they are photographed or taped.
  • Promotional activity is limited to the confines of space assigned by NACCU. “Working” the aisles, general areas or spaces assigned to others is prohibited. Drawings will be permitted only in the exhibit hall. There may be no payment required to enter a drawing. The nature of the drawing must not be disruptive to exhibit hall business of other companies. Cash awards are not allowed. Any company doing a drawing is responsible for abiding by all state and local laws.
  • Action by exhibitors that violate NACCU policy include:
    • Failing to show up at an event without first notifying the NACCU Office in writing of the intent to cancel.
    • Breaking down any element of an exhibit display or booth space prior to the close of the exhibit hall.
    • Loading out prior to the close of the exhibit hall unless early departure is required because of medical or other emergency and permission is received onsite from the NACCU Office.

SECURITY, SAFETY, AND LIABILITY

  • While NACCU will provide security in the exhibit hall, NACCU will accept no liability for any materials, funds or property in the exhibit hall and will not be responsible for any loss or damage that may occur to exhibitor property from any cause whatsoever, whether prior, during or after the period covered by the exhibit contract.
  • NACCU, the Event Facility, or any officers or staff members will not be responsible for the safety or the property of the participants from theft, damage by fire, accident, or other causes. Participants are advised to consult their insurance broker for proper coverage on display material from the time it leaves their company's premises until its return. Neither NACCU nor the conference facility management, nor any of their officers, agents, employees, or representatives, shall be held accountable or liable for, and the same are hereby released from accountability or liability for any damage, loss, harm or injury to the person or any property of the applicant or any of its officers, agents, employees, or other representatives, resulting from theft, fire, or other causes. Neither NACCU, nor the Conference facility management will obtain insurance against any such damage, loss, harm, or injury.
  • Applicant agrees to protect, save and hold harmless NACCU, the conference facility, and all agents and employees thereof (hereinafter collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitor or those holding under the exhibitor, and further, the exhibitor shall, at all times, protect, indemnify, save and hold harmless the indemnities against and from any and all losses, costs, damages, liability or expenses (including attorney's fees) arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees or business invitees, which arise from or out of or by reason of said exhibitor's occupancy and use of the exhibition premises, the convention facility or any part thereof.
  • Applicants, their employees, representatives, or agents may not allow any articles to be brought into the conference facility or any act done on the premises that will invalidate the insurance or increase the premium on the policies held by the management of the conference facility, nor permit anything to be done by their employees through which act the premises, property or equipment of the other participants will be damaged. No signs or articles can be affixed, nailed, or otherwise attached to walls, doors, etc., in such a manner as to damage them. All space is rented subject to these restrictions. Participant will be held liable for any damage resulting from violations of these rules.
  • By registering for a booth at a NACCU event, exhibitors agree to accept the terms of the NACCU Waiver of Liability:
    "I agree and acknowledge that my participation in an any NACCU related events and activities is voluntary and intentional; I fully accept responsibility for any and all injuries that occur as a result of my participation in the NACCU events and activities. I release NACCU, and its affiliates, officers, agents, employees, volunteers, contractors, and representatives, from any and all liability resulting from (1) participation in the NACCU event, (2) the condition of the facilities in which the events are held, and (3) the negligent acts of any other participant of the NACCU event, whether directly or indirectly caused by NACCU. I further agree that I, my heirs, next of kin, spouse, agent, or legal representative(s) will indemnify NACCU from any and all liability resulting from my participation in the NACCU event and that neither I, nor they, will file any legal claims naming NACCU as a party to such suit."
  • Exhibitors shall maintain liability insurance through the duration of the conference, and shall be prepared to provide a Certificate of Insurance listing NACCU as additional insured if requested.

MISCELLANEOUS

  • Applicants may not schedule other events such as meetings, breakfasts, luncheons, dinners or receptions during official NACCU program hours or while the exhibits are open.
  • NACCU reserves the right to cancel any program due to unforeseen circumstances. Causes for cancellation may include, but are not limited to, low participation by institutions or corporates, acts of God, pandemics, etc. In case of a program cancellation, NACCU will only reimburse fees paid to NACCU; any travel, lodging or other non-NACCU fees will not be reimbursed.
  • If the NACCU Annual Conference is canceled due to fire, strikes, government regulations, acts of God, pandemic, acts of war or civil strife or other causes beyond the control of NACCU, then NACCU shall not be held liable for failure to hold the Annual Conference and exhibit program as scheduled. In such events, NACCU, at its sole discretion, may refund part or all of exhibit fees and deposits received by NACCU. Refunds will be limited to a maximum of the amount paid by applicant to NACCU. In no event will NACCU, the booth sales portal host or the conference facility be liable for any direct, indirect, actual, special, or consequential damages of any nature whatsoever, including, but not limited to lost profits, business interruptions or other economic loss to the applicant due to cancellation of the Annual Conference and exhibit program as scheduled.
  • If any provision of the Agreement or the application of any such provision to either NACCU or the booth sales portal host or the Applicant is held by a court of competent jurisdiction to be contrary to any law, the remaining provisions of this Agreement will remain in full force and effect.

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