Registration:
All exhibitors and sponsors, including staff manning the booth, are required to register as participating attendees at the Fall 2017 NAMD Conference. Conference registration entitles exhibitors and sponsors to participate fully in all open conference sessions, keynotes and social events on the program agenda.
Exhibit Details:
Each booth area is 8 ft. x 10 ft. and includes one 6 ft. skirted table and 2 chairs. All exhibitors are expected to complete the appropriate forms with the exposition services company for any additional needs such as drayage, AV, electrical, etc.
Booth Block:
In the event an organization would like to purchase multiple booth spaces or if two exhibitors would like adjoining space, this request MUST be indicated on the booth application forms and be received at the same time, as spaces are assigned on a first-come, first-serve basis. Every effort will be made to accommodate adjoining booth requests, but final assignments are made at the discretion of Conference Management.
Organizations can request no more than three consecutive booth spaces in the Exhibit Hall. Shared booth space is prohibited. All materials, services, and products represented must be the wholly owned or managed by the exhibitor on record.
Exhibit Installation:
Exhibit installation hours are Monday, November 6, 2016, 8:00 AM – 4:00 PM (reception to start at 5:00 PM). Exhibitors agree that all booths will be operational and staffed by 5:00 PM on Monday, November 6, 2017.
Dismantling Exhibits:
Exhibits may be dismantled immediately after the final refreshment break on Wednesday, November 8, 2017 at 11:00 AM. Time for tear down of exhibitor booths is subject to change.
Cancellation:
Cancellations made before October 6, 2017 will receive a refund, less the $100.00 conference cancellation fee. All cancellations and requests for refunds must be in writing via email at conference@medicaiddirectors.org or via fax at (504) 327-5299. Refunds will be processed after the conference. No refunds will be given for cancellations made after the October 6, 2017 deadline, or for conference no-shows. If you cancel after the deadline and have not prepaid your registration fee, NAMD will bill you for your entire registration fee. Substitutions are accepted at any time at no additional charge. Registrations made after the refund cancellation deadline are not eligible for a refund.
No Shows:
If an Exhibitor fails to install or display in an assigned space or fails to comply with any other provision of this agreement, NAMD shall have the right, without notice to exhibitor, to take possession of said space and lease said space, or any part thereof, to such parties, and upon such terms and conditions, as it may deem proper. Any exhibitors who do not show up will not receive a refund. If you e-mail, fax, or mail your cancellation notice, please call to confirm receipt.
Fees:
Full payment must accompany the application for booth space. Booth assignments and Exhibitor Information Packets will be released after confirmation of payment in full.
Indemnification & Hold Harmless:
- The exhibitor shall indemnify, defend, and hold harmless NAMD and its officers, directors, partners, agents, members, and employees from and against any and all demands, claims, damages to person or property, losses and liability, including reasonable attorney fees (collectively “claims”) arising out of or caused by the exhibitor’s negligence in connection with the provision of services of the Hyatt Regency Crystal City. The exhibitor shall not have waived or be deemed to have waived, by reason of this paragraph, any defense, which it may have with respect to such claims.
- NAMD shall indemnify, defend, and hold harmless the exhibitor and its officers, directors, partners, agents, members, and employees from and against any and all demands, claims, damages to person or property, losses and liabilities, including reasonable attorney fees (collectively “claims”) arising out of or caused by NAMD’s negligence. NAMD shall not have waived or be deemed to have waived, by reason of this paragraph, any defense that it may have with respect to such claims.
- Exhibitors assume the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to their displays, equipment, and other property brought upon the premises of the hotel and shall indemnify and hold harmless NAMD and the Hyatt Regency Crystal City, their officers, directors, partners, agents, members, and employees from any and all such losses, damages, and claims.
- In all cases, occupants wishing to insure their property must do so at their own expense. It is especially recommended that all occupants have representatives in attendance at all times when the exhibits are open and particularly when exhibits are being set up or dismantled, to protect against loss.
Rules:
NAMD reserves the right to make changes to these rules. Any matters not specifically covered herein are subject to final decision by NAMD. NAMD reserves the right to make such changes, amendments, and additions to these rules at any time as considered advisable for the proper conduct of the exhibit, with the provision the exhibitors will be advised of any such changes.
Rights of Termination:
This agreement is subject to termination for cause, upon written notice, without liability to the terminating party due to acts of God, war, government regulation, terrorism, disaster, strikes, civil disorder, curtailment of transportation facilities, or any other emergency beyond the party’s control making it illegal or impossible to provide the facilities of to hold the conference. The phrase “without liability” whenever used in this agreement shall be deemed to include a refund by NAMD of all deposits and repayment made within (30) days of the event’s final day.