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APPLICATION & AGREEMENT DISCOVERY ZONE EXHIBIT SPACE

Primary Contact Information

The primary contact will receive important information from the exhibit hall contractors. This needs to be the main point of contact for communications with NADP about exhibitor information.
Name(Required)
Best phone number to reach you
For contact onsite at conference
Billing Address(Required)

SECTION 1A) EXHIBIT BOOTH FEES & PAYMENT

BOOTH PRICES

NADP Member Non Member
Before April 17 $2,700 $3,000
April 18 - June 5 $2,950 $3,250
June 6 - Sept. 4 $3,200 $3,500


Each booth includes two complimentary registrations. Additional booth personnel can register for CONVERGE at the rates below:

  • Before April 17 - $895 per person
    • April 18 - June 5 - $995 per person
      • June 6 - Sept. 4 - $1,095 per person
        • After Sept. 4 + onsite - $1,295 per person

          BOOTH INCLUDES THE FOLLOWING:

          • One 10’x10’ booth space

          • 8’ back drape and 3’ side drape

          • One 6’ draped table

          • Two chairs and one wastebasket Identification sign (7” x 44”)

          • Two full registrations

          • Attendee list access after securing a booth

          • Security service for non-exhibit hours

          • Listing on nadpconverge.org and in mobile event app

          • Recognition on entrance unit and printed material

          • Ability to schedule appointments in the Discovery Zone

          Additional furniture, carpet, electricity, Internet access and all other accessories must be handled directly with NADP’s Exhibit Official Services Contractor (OSC) as provided in the Service Manual/Exhibitor Kit. Computer equipment may be obtained from NADP’s designated AV vendor. Registration of additional booth personnel at a discounted rate (see below).

          Please refer to the Service Manual/Exhibit Kit for order forms and process for all additional services (to be emailed to Primary Contact listed on exhibitor application 45-60 days prior to show opening

          CANCELLATIONS: NADP will refund Exhibit Booth fee minus $300 processing fee if cancellation of exhibition space is received on or before 5/30/25. No refunds will be made on cancellations received after 5/30/25.

          SECTION 2) EXHIBITOR LISTING Deadline: June 30, 2025

          Please upload your company logo (PNG, JPG or GIF) and also use the space below to provide a description of products/services. NADP will not guarantee exhibitor’s information to be posted on the Exhibitor Listing Page if exhibitor fails to submit information by June 30, 2025 deadline.
          Drop files here or
          Accepted file types: (jpg, jpeg, png, gif, bmp), Max. file size: 128 MB, Max. files: 5.

            NADP EXHIBIT CONTRACT CONDITIONS, RULES & REGULATIONS

            These Agreement Conditions/Rules and Regulations are part of NADP’s CONVERGE 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.

            Agreement Conditions / Rules and Regulations

            1. 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.
            2. 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 5/30/2025, the Exhibit Booth fee will be refunded minus a $300 processing fee. No refunds will be made on cancellations received by NADP after 5/30/2025.
            3. 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 6/30/2025, a refund may be processed.
            4. Nature of Exhibition — The NADP Annual Conference exhibits provide 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.
            5. Subletting of Exhibit and Prohibited Uses — Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them. Only those products and services that meet the definitions of "dental benefits services or products," as set forth by NADP, may be displayed or promoted at the show.
            6. Assignment of Space — NADP uses an exhibitor priority points system to determine the order of booth selection, based on membership status, contract/LOI date, consecutive years exhibiting, and level of sponsorship support.
            7. Setup Time — Setup must occur Monday, September 15, 2025, between 8:00 AM – 4:00 PM. No setup is allowed on Tuesday. Tear down begins Wednesday, September 17, 2025, from 2:00 PM – 5:00 PM.
            8. Conference Exhibit Hours — Visit nadpconverge.org for preliminary exhibit hours (subject to change).
            9. Dismantling of Exhibits — Dismantling begins on Wednesday, September 17, 2025, from 2:00 PM – 5:00 PM. Exhibits must be cleared by 5:00 PM. Early teardown is not permitted and may result in forfeiture of exhibitor points.
            10. Insurance and Liability — Exhibitor agrees to indemnify and hold harmless NADP, the headquarters hotel, and their affiliates from all claims arising from installation, removal, maintenance, or use of the exhibition space, except in cases of sole gross negligence by the hotel or its agents.
            11. Security — Exhibitors assume risk of loss, damage, or injury and release NADP and affiliates from related claims. If the event is canceled due to unforeseen circumstances, NADP’s liability is limited to pro rata refunds, less incurred expenses.
            12. Use of Space — Activities must not interfere with neighboring booths or attendee experience.
            13. Restrictions on Exhibits — No exhibit will be allowed that interferes with other exhibitors' space or the event's professional environment.
            14. Hotel Suites and Meeting Rooms — Events in private rooms may not conflict with official NADP functions or sessions.
            15. Official Service Contractor — Will provide setup services and address special exhibitor needs. NADP staff will be onsite to assist.
            16. Shipping and Temporary Storage — Refer to Alliance Nationwide Exposition Exhibitor Service Kit [link coming soon] for full instructions.
            17. Exhibitor Information and Service Kit — Official Services Contractor will email a link with forms, shipping info, and service details 45–60 days before the show.
            18. Amendments — NADP reserves the right to interpret and amend these conditions. Written notice of changes will be sent to exhibitors.
            19. Enforcements — Violations of these rules may result in loss of priority points or future exhibiting privileges.

            Note: These Agreement Conditions/Rules and Regulations will be strictly and uniformly enforced.

            SECTION 3) AGREEMENT CONDITIONS/RULES AND REGULATIONS

            It is understood that by signing this application for exhibition that the company and its representatives are required to abide by all conditions as printed in the NADP Agreement Conditions/Rules and Regulations attached hereto.

            Any exhibitor not abiding by the NADP Agreement Conditions/Rules and Regulations will lose PART or ALL of its company's priority status in future NADP Programs and Exhibitions and may be barred from exhibiting at NADP's discretion. The Agreement Conditions/Rules and Regulations will be strictly and uniformly enforced.

            I hereby acknowledge that I have received the NADP Agreement Conditions/Rules and Regulations as amended, have the authority to bind my firm to this Agreement, and commit that our firm will abide by these Rules and Regulations. It is understood that these Agreement Conditions/Rules and Regulations are a part of this Application & Agreement.

            By checking this box you agree to abide by the Agreement Conditions/Rules and Regulations in this Application & Agreement stated above.(Required)