ONSITE EXPO POLICIES
ELIGIBILITY
The National Academy of Neuropsychology reserves the right to determine the eligibility of any company, product and promtion, or part thereof, that in their opinion is not in keeping with the character and purpose of the show. Exhibits that detract from the character of the show; including persons, conduct or printed matter may be evicted by NAN. In the event of an eviction NAN is not liable for refunds.
APPLICATION FOR EXHIBIT SPACE
Please review the entire prospectus prior to applying for space. NAN regulations and guidelines included within are important to the success of the show. Applications for space must be made on the enclosed Application & Agreement. No telephone requests will be accepted. Please return the completed and signed application with a check or credit card information in the amount of the exhibit package desired.
The deadline for receipt of the Exhibitor Application & Agreement for space is August 31, 2022. Applications received after that date will be assigned to the available booth space once assignments from applications received prior to August 31, 2022 have been made. NAN reserves the right to decline any application, or prohibit an exhibit based on the criteria established for the meeting. Confirmation of booth assignment will be sent to the contact by September 7, 2022. NAN reserves the right to rearrange the floor plan and relocate any exhibit upon consultation with said exhibitor. Spaces cannot be assigned, sublet, or otherwise disposed of without consent of NAN.
TERMS OF PAYMENT
Payment for the total amount must accompany the Application & Agreement. Applications & Agreements received without payment will be returned. All exhibitors’ application fees must be in US currency. Checks are to be made payable to NAN. Visa and MasterCard payments are also accepted.
CANCELLATION OF EXHIBIT SPACE
Cancellations received before August 31, 2022 will receive 50% refund. Cancellations received after August 31, 2022 may request that their 2022 exhibit booth fee by reallocated to the various other 2022 advertising opportunities.
REGISTRATION OF COMPANY REPRESENTATIVES
Exhibit area attendance is restricted to qualified exhibitors and those covered under the NAN Registration procedures. Exhibitor representatives must be in the space rented on the exhibit floor and are not admitted for the purpose of viewing other exhibits, except by invitation of other exhibitors. Badges are to be worn at all times. Anyone in the working area of a booth who is not wearing an identifying badge may be asked for identification by security personnel.
Exhibitor badges may be made out only in the name of the company shown on the application for exhibit space. False certification of individuals as exhibitors’ representatives, misuse of exhibitors’ badges, or any other method or device used to assist unauthorized personnel to gain admission to the exhibit floor will be cause for expelling the violator from the exhibit area, banning further entrance to the exhibit floor, and/or removing the exhibit from the floor without obligation on the part of NAN whatsoever.
CONFERENCE REGISTRATION BADGES
A pre-registration form will be sent to each eligible exhibiting company after forms and payments are received. In order to receive an authorized name badge for the Annual Conference, the registration form must be returned. A badge will be waiting at the registration desk at the Denver Sheraton beginning on Tuesday, October 11, 2022. Pre-registration is required to gain access to conference sessions and exhibit hall. Each person attending the exhibition will be required to register and wear a badge. The transfer of a badge will bar all involved from participating in this and future meetings. Additional badges are available for purchase at $450 each.
ASSIGNMENT OF EXHIBIT SPACE
When two or more same-level exhibitors or sponsors ask for the same booth location, assignments will be based on the outcome of a lottery system for premium booth spaces. Otherwise, exhibit space assignment will be based on total money spent by a company in the best interest of the conference. NAN will make booth assignments by September 7, 2022. Contracts received after the August 31, 2022 deadline will be considered on a space available basis. NAN reserves the right to assign space, reassign booths and/or redesign the exhibit area as may be necessary for any reason bearing on the best interests of the conference, regardless of when your contract and payment are received. NAN reserves the right to refuse or restrict space for any reason.
Exhibit space is defined as one booth, 10’ wide by 10’ deep, with an 8’ high back curtain and 3’ high side curtains. Standard equipment includes one skirted table, two folding chairs, and a wastebasket. Booths 300 sqft or less will recieve an identification sign. No walls, partitions, decorations, or any other obstructions may be erected that in any way interfere with the view of any other exhibit.
EXHIBIT HALL SECURITY
NAN will provide general security at the Denver Sheraton. It is recommended that each exhibitor take the necessary precautions to protect his/her exhibit space, as exhibitors will be responsible for their products and space materials.
SUBLETTING OF SPACE
No exhibitor shall assign, sublet, or apportion the whole or any portion of space allotted, nor shall the exhibitor be permitted to exhibit therein any goods other than those manufactured or distributed by the company in the regular course of business. Violation of this rule shall be cause for eviction from the show without refund. Displays or demonstration by exhibitors may not be held in any area other than the designated exhibit space.
SOLICITATION BY NON-EXHIBITOR PERSONNEL
Firms and representatives of firms not assigned exhibit space are prohibited from soliciting business during the Annual Conference. Violators will be promptly ejected from the convention area.
EXHIBITOR EVENTS
Exhibitors are prohibited from holding any events during official NAN program hours. NAN reserves the right to control suite reservations and meeting space at the hotel. No exhibitor will be allowed access to a hotel suite to circumvent the NAN exhibits. No social functions may be scheduled during the NAN conference events. Requests for use of function space at the facility must be made in writing to NAN. Upon receipt of a request for function space, NAN will notify you if space is available and if any space rental fees are required. It is the responsibility of the exhibitor to finalize arrangements with the hotel.
LIABILITY
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend and hold harmless the National Academy of Neuropsychology, the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages and claims.
CARE OF BUILDING
Exhibitors will be held responsible for any damage done to the building by them, their agents or employees. Building walls, woodwork or floor must not be defaced or altered. Tacking, taping or nailing of signs, banners, etc. to any walls or woodwork is prohibited.
RELOCATION OF EXHIBITS
NAN reserves the right to alter the location of exhibitors, or of spaces shown on the official floor plan if deemed advisable in the best interest of the exposition. NAN shall have the further right to prohibit, bar, prevent and remove any exhibit, or proposed exhibit, or any part or portion thereof, which in NAN’s judgment is unsuitable or inappropriate for the exhibitors or purposes of the NAN Annual Conference. Such right shall extend, but shall not be limited to all equipment, material, displays, installations and other items of things constituting part of, or used, or distributed in connection with any such exhibit.
INTERPRETATION AND ENFORCEMENT
These regulations become a part of the contract between the exhibitor and NAN. NAN has full power of interpretation and enforcement of these rules and its decision is final. All matters in question not covered by these rules are subject to the decision of NAN and all decisions so made shall be binding on all parties. Those who fail to observe these conditions, in this contract or, in the opinion of NAN, conduct themselves unethically, may be dismissed from the exhibition without refund or other appeal.
VIOLATIONS AND PENALTIES
Upon evidence of substantial violation, NAN may take possession of the space occupied by the exhibitor and remove all persons and goods. The exhibitor shall forfeit to NAN all monies paid or due, and pay all expenses and damages that NAN may incur through the enforcement of this rule.
SALES DURING SHOW
Exhibitors selling merchandise on-site at the Conference must have the applicable tax licenses for Denver, CO. Otherwise, orders may be placed for delivery shipped from exhibitor’s regular place of business. NAN reserves the right to place additional restrictions on the sale and filling of orders as it may deem necessary. Violation of these rules will result in ejection from the convention area.
FOR ADDITIONAL INFORMATION
Should you require additional information, please feel free to contact:
Kate Braddon | Education & Events Manager
National Academy of Neuropsychology
kbraddon@nanonline.org