NADP EXHIBIT CONTRACT CONDITIONS, RULES & REGULATIONS
These Agreement Conditions/Rules and Regulations are part of NADP’s CONVERGE 2020 Application & Agreement for Exhibit Space (“Application”) and should be read carefully before signing the application for exhibit space. After completing the Application for exhibit space, please forward a copy of the Agreement Conditions/Rules and Regulations to the person(s) in charge of your exhibit on-site for reference.
- Payment and Provision in Case of Default--If any exhibitor fails to pay, when due, any sum required by the Application, or if any exhibitor fails to perform any other term or condition of the agreement, or fails to observe and abide by these Agreement Conditions/Rules and Regulations and those outlined on the Application, NADP reserves the right to terminate this agreement immediately without refund of any monies previously paid.
- Cancellation of Agreement for Exhibitor--Cancellation of exhibit must be directed in writing to the NADP office. If cancellation of exhibition space is received on or before 6/30/2020, the Exhibit Booth fee will be refunded minus a $300 processing fee. No refunds will be made on cancellations received by NADP after 6/30/2020
- Cancellation of additional exhibit staff registrants -- Cancellation of additional exhibit staff must be directed in writing to the NADP office. If cancellation of additional exhibit staff is received on or before 6/30/2020, the fee will be refunded minus a $100 processing fee per person. Substitutions can be made in writing at any time. No refunds will be made on cancellations received by NADP after 6/30/2020.
- Nature of Exhibition--The NADP Annual Conference exhibits provides for a showcase of products and services either specifically designed for or customarily used in the dental benefits industry. NADP reserves the right to refuse rental of display space to any company whose display of goods or services is not, in the opinion of NADP, likely to be compatible with the general character and objectives of CONVERGE.
- Subletting of Exhibit and Prohibited Uses--Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them, nor shall they exhibit or permit to be exhibited in their space any merchandise or advertising materials which are not a part of their own regular products or which are not compatible with the character of the NADP. Only those products and/or services that meet the definitions of "dental benefits services or products,” as set forth by NADP, may be displayed or promoted at the show.
- Assignment of Space-- To determine the order of booth selection NADP uses an exhibitor priority points system. The system awards points to exhibitors based upon membership in NADP, the date a contract or LOI is received, number of consecutive years exhibiting, financial level of support of sponsorship.
- Setup Time--All times are tentative and subject to change.
9. Dismantling of Exhibits--The dismantling of exhibits is scheduled to begin on Wednesday, September 23, 2020, from 2:00pm – 5:00 pm. Exhibits must be removed or prepared for packing by 5 PM on Wednesday, September 23, 2020. Exhibit tear down in whole or in part is not permitted during exhibit hours. Failure to comply with setup and dismantle hours may result in the forfeiture of points. Exhibitor is responsible for making arrangements with the General Services Contractor to obtain packing materials and shipping instructions.
10. Insurance and Liability--Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the NADP Headquarters Hotel, its owners, its operator, Managing Agent, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the Hotel and it employees or agents.
11. Security--Regardless of the provision of security by NADP, it is understood by the exhibitor that the nature of the facilities available, the presence or circulation of large numbers of people, the difficulty of effective supervision over and protection of large numbers of removable articles in many booths, and various other factors make it reasonable that each exhibitor shall assume the risk of any such injury, loss, or damage. The exhibitor, by signing the Agreement, thereby assumes such risk and expressly releases NADP and its members, officers, representatives, and employees from any and all claims for any such loss, damage, or injury.
If, in any case, said premises shall be destroyed by fire or the elements or by any cause, or in case government intervention or regulation, military activity, strikes, or any other circumstances make it impossible or inadvisable for NADP to hold the conference, then and thereupon the Agreement shall terminate and the exhibitor shall waive any claim for damages or compensation, except the pro rata return of amount paid, after deduction of actual expenses incurred in connection with the conference, and there shall be no further liability on the part of either party.
12. Use of Space
- All efforts to advertise, demonstrate, and operate the exhibit must be conducted so as not to trespass on the rights of other exhibitors or visitors.
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No exhibit will be permitted which interferes with the use of other exhibitors' spaces.
13. Hotel Suites and Meeting Rooms--Entertainment, meetings, plant tours, or similar activities held in hotel suites, meeting rooms, or other private or public facilities may not be scheduled so as to encourage conference attendees to be absent from the NADP conference and other official functions.
14. Official Service Contractor-- Alliance Nationwide Exposition will provide exhibit setup services and is available to handle special needs. Additionally, NADP staff will be on site to assure exhibitors' needs are addressed.
15. Shipping and Temporary Storage-- See Alliance Nationwide Exposition Exhibitor Service Kit for specifics.
16. Exhibitor Information and Service Kit — General Services Contractor will email each exhibitor a service kit approximately 45-60 days prior to show opening. Service kits will provide exhibitors with complete shipping instructions, production information, and other forms for all services needed during the exhibition's installation, show period, and removal. All items ordered by exhibitors will be invoiced to them directly.
17. Amendments--NADP reserves the right to interpret, amend, and enforce these Agreement Conditions/Rules and Regulations. Written notice of any amendments or interpretations shall be sent via e-mail or in writing to each exhibitor. Each exhibitor, for himself, his agents, and employees agrees to abide by all Agreement Conditions/Rules and Regulations set forth herein, or by any subsequent amendments or interpretations.
18. Enforcements--Any exhibitor not abiding by the Agreement Conditions/Rules and Regulations set forth herein or in subsequently issued amendments will lose part or all its company’s priority status in future NADP exhibitions and may altogether lose the privilege of exhibiting. These Agreement Conditions/Rules and Regulations will be strictly and uniformly enforced.