Contact Us   |   Print Page   |   Sign In   |   Register
Terms and Conditions

(See General Association Sponsorship as well as Exhibitor-Specific Terms and Conditions included below.)

 

General Association Sponsorship Terms and Conditions


1. Consent for Use of Photographic & Video Images

 

Registration and attendance at, or participation in, the IAHSS Annual Conference & Exhibition and other associated activities constitutes an agreement by the registrant to permit IAHSS to use and distribute, both now and in the future, the registrant or attendee's image and/or voice in photographs, videos, electronic reproductions, and audiotapes of such events and activities. 

 

2. Content, Logo and Advertisement Submissions and Deadlines

  • All content, logo and advertisement submissions are subject to deadlines.  Any sponsor who misses a deadline forfeits the right to use that particular benefit.  All sponsors are liable for all fees at the agreed upon level of sponsorship, even when sponsor-purchased benefits go unrealized because a sponsor misses a deadline. 
  • All content and/or logos to be included in The BEAT or the Pulse electronic communications must be received two (2) weeks prior to inclusion in the enewlsetters.
  • All content and/or logos to be included on the IAHSS website and/or in the IAHSS Vendor Marketplace must be received two (2) weeks prior to inclusion.
  • All content including advertisements, inserts, articles, webinars and surveys are subject to approval by IAHSS.
  • All ads and logos must be submitted in .jpg format and should not exceed file size of 1MB. Ads are subject to IAHSS specifications and approval. 
  • Conference bag inserts are encouraged to be swag or tchotchkes but must be small in nature to fit in a 15"W x 15"H x 1"D bag with several other items.  Any printed material should be no larger than 8.5" x 11".
  • Sponsors who purchase a breakout session presentation must have a presenter who is a registered attendee or registered exhibitor personnel.  Payment for this sponsorship must be received to reserve the space.  The session title and description must be submitted to IAHSS HQ within 5 business days of reserving the space.  IAHSS will approve or decline the session title and description within the next 10 business days.  If they are declined, then the sponsor will have one (1) additional opportunity to provide a title and description that is approved.  If a title and description is not received or is not approved, then the space may be opened to another sponsor.  


DEADLINES (All art/graphics, other items noted, and sponsorship payments must be received by deadlines below):

  • MARCH 2, 2018:  All art/graphics for the lanyards, conference bags, hotel key cards, exhibitor locator map, hotel wifi, and mobile app must be submitted by this deadline.
  • MARCH 8, 2018:  Any sponsorship or exhibit booth ordered without payment submitted will be forfeited.
  • MARCH 15, 2018:  All art/graphics and content for Passport to Prizes, pocket-sized onsite program, and on-screen advertisements must be submitted by this deadline.
  • MARCH 15, 2018:  General session and breakout session sponsors must have their session selected and logo submitted by this deadline.
  • APRIL 14, 2018:  Conference bag inserts, hotel room drops and general session chair drop items must be received by the IAHSS staff at the hotel by this date.  Contact exhibits@iahss.org or nancy@iahss.org for shipping instructions.

3.  Payment

 

Payment must be received by IAHSS prior to any part of any sponsorship being fulfilled.  Credit card payments are preferred and can be made through the IAHSS online store or by contacting the IAHSS HQ office.  Any online orders that indicate a payment by check require receipt of the check within 30 days or by March 8, 2018, whichever is earlier.  If the check payment is not received, then the sponsorship may be forfeited.  

 

Make all checks payable to:

IAHSS

8420 W. Bryn Mawr Ave, Suite 1020

Chicago, IL 60631

 

All telephone inquiries: (630) 529-3913, fax (630) 529-4139.

 

All prices quoted are in US funds. International funds must be submitted on a U.S. bank in U.S. equivalents.  No electronic transfers will be accepted.

 

4.  Unused Benefits

 

Any sponsor who does not utilize in 2018 some or all benefits included in the sponsorship package purchased for the 2018 calendar year is liable for the full amount of all fees at the agreed upon level of sponsorship.  Unused benefits are forfeited.

 

5. Management


IAHSS reserves the right to amend the 2018 sponsorship or exhibitor offerings. IAHSS reserves the right to interpret, amend and enforce these terms and conditions as it deems appropriate.

 

6.  Cancellation Policy

 

No refunds will be issued for sponsorships.

 

7.  Conflicting Meeting and Social Activities

 

In the interest of the success of the entire conference and exhibition, each Sponsor agrees not to extend invitations to meetings, receptions, outings, social events or otherwise encourage attendee absence from the conference or Exhibit Hall during published conference and show hours.

 

Exhibitor-Specific Terms and Conditions

 

1. Assignment of Space


Booth space selection will be held via conference call on Tuesday, March 13, 2018 at 1:00pm Central US time.  Contact exhibits@iahss.org for dialing instructions. Each annual sponsor as well as each premium exhibitor who have paid in full must have a company representative(s) attend the call, and they will select booth space according to the following order:

 - Platinum sponsor

 - Gold sponsor(s) in order of date of payment received

 - Silver sponsor(s) in order of date of payment received

 - Bronze sponsor(s) in order of date of payment received

 - Premium Exhibitor(s) in order of date of payment received.

 

Any annual sponsors or premium exhibitors who do not attend the call will be assigned space after the call.  Exhibitors who purchased a standard exhibit booth will be assigned in the remaining spaces.  Exhibitors wishing to avoid assignment of space adjacent to a particular competitor should indicate this on their application for exhibit space. Careful consideration will be given to such requests, but they cannot be guaranteed. IAHSS reserves the right to alter the floor plan at any time.

2. Payment

 

Payment must be received within 30 days of online order or by March 8, 2018, whichever date is earlier or booth space will not be held.  No exhibitor will be allowed to setup a booth if payment has not been received. 

 

Make all checks payable to:

IAHSS

8420 W. Bryn Mawr Ave, Suite 1020

Chicago, IL 60631

 

All telephone inquiries: (630) 529-3913, fax (630) 529-4139.

 

All prices quoted are in US funds. International funds must be submitted on a U.S. bank in U.S. equivalents.  No electronic transfers will be accepted.


3. Cancellation Policy


Booth cancellation requests received in writing by February 28, 2018 will be issued less 50%. No refund is possible for cancellations received after February 28, 2018. All cancellation requests must be made in writing and emailed to Exhibits@IAHSS.org or nancy@iahss.org. You will receive confirmation of your cancellation within 72 hours. No refunds will be issued for sponsorships.

4. Cancellation or Termination of Exhibition


In the event that the premises where the exhibition is to be held shall, in the sole determination of IAHSS, become unfit or unavailable for occupancy, or shall be substantially interfered with, by reason of picketing, strike, embargo, injunction, act of war, act of God, fire or state of emergency declared by any government agency or by reason of any municipal, state or federal law or regulation or by reason of any other occurrence beyond the control of IAHSS, IAHSS may cancel or terminate the exhibition.

In case IAHSS shall for any reason determine to cancel or terminate the exhibition, the exhibitor waives all claims the exhibitor might have against IAHSS for damages or expenses and agrees to accept in complete dissatisfaction and discharge of all claims against IAHSS a refund of all amounts paid by the exhibitor to IAHSS in accordance with this agreement.

5. No Show Policy


Exhibitors are considered ‘no show’ if a company does not occupy and exhibit in the designated space one hour before the scheduled opening of the exposition and has not given IAHSS required written notice of cancellation. IAHSS has the right to use ‘no show’ exhibit space in such a manner as it may deem in the conference’s best interest. Failure to occupy exhibit space does not relieve the Exhibitor from their obligation to pay the full booth rental fee.

6. Liability

 

To the fullest extent permitted by law, Exhibitor shall indemnify and hold harmless IAHSS, the exhibition venues, and its agents or employees from and against claims, damages, losses and expenses, including but not limited to attorney’s fees, arising out damage or injury to persons or property during the term of this agreement resulting from performance of this agreement, provided that such a claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, but only to the extent caused by the negligent acts or omissions of IAHSS, the exhibition venues, and its agents or employees, regardless of whether or not such a claim, damage, loss or expense is caused in part by a party indemnified hereunder. If the exhibitor’s material fails to arrive, the exhibitor is nevertheless responsible for all amounts due under the agreement. Exhibitors are advised to carry special insurance to cover exhibit material against damage and loss. Exhibitors are advised to carry public liability insurance against injury to person, property, or others. 


7. Restrictions


All exhibits must be confined to the dimensions of the assigned space. IAHSS reserves the right to require any exhibit to reposition the contents of the display if it is deemed to be obtrusive to the sightline of another exhibitor or to the overall exhibit space.

8. Security


IAHSS will provide security for the exhibit hall if it is not lockable. Regardless, each exhibitor should make provisions to safeguard their goods from the time they are placed in the booth until the time they are removed.

9. Attendee List


IAHSS will not provide an attendee list prior to the event.  However, all attendees, including registered exhibitor personnel will have access to the attendee list when the event mobile app becomes available in advance of the conference.  An electronic attendee list will be provided to each exhibitor after the start of the conference.  Post event attendee lists will be provided upon request.

10. Exhibitor Service Kit


Detailed exhibitor instructions including shipping information and an electrical order form will be distributed after booth payment is received.

11. Installing Exhibits


The exhibit area will be available for set up on Sunday, April 15, 2018 beginning at 12:00 pm. All exhibits must be installed by 4:00 pm. Assembly of exhibits during the regularly scheduled exhibit hours is not permitted.

12. Dismantling Exhibits


All exhibits must remain intact until the official closing time of Tuesday, April 17, 2018 at 1:00 pm, and may not be dismantled or removed, in whole or in part, before that time. After the close of exhibits, all material must be removed no later than 5:00 pm on Tuesday, April 17, 2018.

13. Exhibit Personnel


All participants affiliated with exhibits must be registered separately as exhibit personnel or as a regular attendee. EXHIBIT PERSONNEL REGISTRATIONS ARE NOT INCLUDED WITH PURCHASE OF A BOOTH.  Each exhibit booth must be manned during dedicated exhibit hours.  Each registered exhibitor personnel will be issued an exhibitor badge and must be employed by the exhibiting organization or have a direct business affiliation. Companies that purchase annual sponsorship packages (i.e. Platinum, Gold, Silver or Bronze) are limited to the number of complimentary registrations allotted for the sponsorship level purchased. Additional exhibit personnel registrations are available and must be purchased separately. Exhibit personnel registrations purchased prior to April 8, 2018 are $400 USD each.  Exhibit personnel (including those comp'd as part of their sponsorship package) who register after April 8, 2018 are subject to an additional $50.00 registration fee. 

14. Responsibility


If the exhibitor fails to comply in any respect with the terms of this agreement, IAHSS shall have the right, without notice to the exhibitor, to offer said space to another exhibitor, or to use said space in any other manner. This shall not be construed as affecting the responsibility of the exhibitor to pay the full amount specified by the contract.

15. Management


IAHSS reserves the right to amend the sponsorship or exhibitor offerings in the prospectus. IAHSS reserves the right to interpret, amend and enforce these terms and conditions as it deems appropriate to ensure the success of the exhibition.

 

16. Conflicting Meeting and Social Activities

 

In the interest of the success of the entire conference and exhibition, Exhibitor agrees not to extend invitations to meetings, receptions, outings, social events or otherwise encourage attendee absence from the conference or Exhibit Hall during published conference and show hours.

 

17. Protection of Facilities and the Public

 

Exhibitor shall not use the exhibit facilities or permit them to be used by any employee, patron, contractor, or invitee: (a) for any illegal purpose; (b) in conflict with any applicable law, ordinance, rule, or regulation of any governmental authority; (c) in any manner that could violate the insurance or increase the rate of insurance on the facility; (d) in any manner that constitutes any waste or nuisance; (e) in any manner that causes injury to the facilities; or (f) in violation of any applicable rule or regulation issues by management of the exhibit facilities. 

 

18. Additional Terms

 

All sponsor/exhibitors’ furnishings must be contained within the confines of their booth. Aisles or facility fire exits must not be obstructed at any time. IAHSS reserves the right to restrict any exhibit which might be considered undesirable or does not conform to the terms and conditions, or to make any modifications to these displays, at sponsor/exhibitors’ expense, so that the exhibit conforms to the terms and conditions.  

Membership Management Software Powered by YourMembership  ::  Legal