Exhibitor and Sponsor Policies & Regulations
AMENDMENT TO RULES & REGULATIONS:
Florida Health Care Association (Show Management) shall have sole authority to promulgate, interpret, and enforce all rules and regulations, and make any amendments to the regulations as shall be necessary for the orderly conduct of the Trade Show. All matters and questions not covered by these regulations are subject to the decision of Show Management.
PAYMENT, REFUND & CANCELLATION POLICIES:
The total amount for exhibit space is due upon the reserving of space and signing of the contract. If an exhibitor finds it impossible to attend, and a letter (email is acceptable) is sent to the Show Management main contact (Jenny Early at firstname.lastname@example.org) to that effect by 5 p.m. May 31, 2024, the exhibitor will be charged an administrative fee of $200 per booth and the balance of the booth price will be refunded. No refunds for any portion of the booth fee will be made after May 31; exhibitors who purchase booths after May 31 are not entitled to any refund. *Please note that membership dues are nonrefundable.
All sponsorship fees can be refunded until April 26, 2024, without penalty unless any expenses have been incurred up to the effective date of the postponement or cancellation. The expenses will then be withheld from the refund including, without limitation, any marketing collateral that has been purchased as part of the sponsorship agreement. After April 26, 2024, all sponsorships are nonrefundable.
In the event that a situation should arise where Show Management does postpone or cancel the Conference for any reason, the following cancellation policy will take effect:
- If the Conference is moved from the original date to a new date within the same calendar year and the exhibitor cannot attend the new dates; a full refund (not including dues) will be granted or the exhibitor will have the opportunity to apply their funds to the following year’s show dates.
- If the Conference is canceled completely and will not take place within the same calendar year, a full refund (not including dues) will be granted or the exhibitor will have the opportunity to apply their funds to the following year’s show dates.
USE OF EXHIBIT SPACE:
- CONTRACT OF SPACE: The application for exhibit space, the formal notice of space assignment by Show Management, and these Rules and Regulations constitute a contract for the right to exhibit at the FHCA 2024 Annual Conference & Trade Show. The exhibitor also agrees to comply with any rules and regulations of the Rosen Shingle Creek.
- ELIGIBLE EXHIBITS & RESTRICTIONS: Show Management reserves the right to accept or reject without reason any Exhibit Contract received. Show Management also reserves the right of exhibit space reassignment and reserves the right to cancel this contract, whenever it discovers that the exhibitor’s product is not as described in this contract or is incompatible with the purposes of the Trade Show. Contract for space may also be canceled if Show Management deems the exhibitor’s demeanor inappropriate or disruptive.
- SUBLETTING OF SPACE: Individuals and companies offering goods or services that have chosen not to purchase a booth are prohibited from soliciting business in any manner in the exhibit area. The booth purchased by the exhibitor is for the exclusive use of the legal entity signing this contract. No other legal entity or division of, subsidiary of, or related party to the exhibitor may utilize any portion of the exhibitor’s assigned booth. Exhibitors may not assign, sublet, share, or apportion the whole or any part of the space allocated to it with any other entity. Only products or services sold or distributed by the exhibitor in the ordinary course of its business shall be advertised or exhibited in exhibitor’s booth. Exhibitor’s agents shall also reflect appropriate business dress and decorum while maintaining their booth during show hours.
- EXHIBIT ACCESS: Show Management reserves the right to limit access to the exhibit floor to anyone during times when the show is not officially open.
- DIRECT SALES: Due to security and sales tax implications, no firm or organization sponsoring the FHCA Annual Conference or serving as an exhibitor is permitted to engage in direct sales (cash, check, or credit card) activity within the exhibit area or contracted conference space. Payment information for future orders is not permitted to be collected as well within the exhibit area or contracted conference space. Any exhibitor found violating this policy will be escorted off the Trade Show floor immediately.
- SOUND AND LIGHTS: Show Management reserves the right to determine at what point sound and/or light constitutes an interference with others and must be discontinued or modified. Any activity which projects sound and/or light beyond the confines of the exhibit booth is prohibited.
- FOOD SERVICE: In an effort to provide the safest environment, samples of food, beverages, or any product may not be distributed by any exhibitor without the prior approval of Show Management. The exhibitor must notify Show Management of any dispensing of food and beverage (3 oz. or less) from their booth thirty (30) days prior to arrival. The hotel ultimately has the final say when samples are concerned. Anything over 3 oz. is not permitted or is subject to hotel corkage and service fees and applicable taxes. All alcohol must be provided by the hotel in the ordinance of the Orange County liquor laws and hotel policy. Bartenders and cashiers will be scheduled accordingly, and charges will be applied based on the need. Please contact show management to be put in contact with a hotel sales representative to arrange for alcohol service from your booth.
- SIGNS & POSTERS/PROHIBITED DISPLAYS & ITEMS: The exhibitor shall not post or exhibit signs, advertisements, posters, or cards of any description inside, in front of, or on any part of the Rosen Shingle Creek without written consent. The use of propane or bottled gas or any hazardous material within the building is prohibited. Helium balloons are prohibited at the Rosen Shingle Creek. In addition, the exhibitor may not cement, nail, tack, tape or attach any material to any floor, wall, or column.
- FIRE SAFETY & HEALTH: The exhibitor agrees to accept full responsibility for compliance with city, county, state, and federal Fire Safety and Health Ordinances regarding the installation and operation of equipment. All exhibit materials and equipment must be reasonably located within the booth and protected by safety guards and devices where necessary to prevent personal accidents to spectators. The exhibitor hereby represents and warrants to Show Management that the exhibitor has taken all steps reasonably necessary in its judgment to ensure the sound engineering and structural integrity of its exhibit design and the proper construction and safety of the exhibit itself, as erected. All material used by the exhibitor in exhibit booths must be fireproofed and the exhibitor must obtain advance approval from the city fire marshal to use open flames, any kind of compressed gas or explosive fuels, heat or other potentially dangerous medium. Exhibitor must furnish copies of all correspondence with the city fire marshal to Show Management. Exhibitor accepts full responsibility for compliance with national, state, and city fire safety regulations.
- T.E.N.S. UNITS: All Exhibitors must follow the guidelines established by the Agency for Health Care Administration (AHCA) as stated below: Anyone selling T.E.N.S. units to consumers is required to have a Home Medical Equipment License (HME) by AHCA. Florida Statute 400.93 Licensure required; exemptions; unlawful acts; penalties.— (1) Any person or entity that holds itself out to the public as providing home medical equipment and services or accepts physician orders for home medical equipment and services is subject to licensure under this part. (2) Any person or entity that holds itself out to the public as providing home medical equipment that typically requires home medical services is subject to licensure under this part.
- DAMAGE TO PROPERTY: The exhibitor, its agents, guests, or patrons shall not injure, mar, nor in any manner deface the Rosen Shingle Creek premises or equipment therein, and shall not cause or permit anything to be done whereby the Rosen Shingle Creek or its equipment shall be in any manner injured, marred, unduly soiled, defaced, lost, stolen, or otherwise removed from the building, and will not drive, or permit to be driven, nails, hooks, tacks, or screws into any part of the Rosen Shingle Creek, and will not make nor allow to be made, any alterations of any kind therein. Should any of the Rosen Shingle Creek equipment used by the exhibitor in the conduct or operation of the exposition be damaged, lost, or stolen, the exhibitor will promptly pay for the equipment by cash or certified check.
- SECURITY: Show Management will provide basic security services from 6 p.m. on Sunday, July 21 to 3:00 p.m. on Tuesday, July 23. The exhibitor agrees to hold Show Management and the Rosen Shingle Creek harmless and to indemnify Show Management and the Rosen Shingle Creek against claims or liability arising out of the actions, fault, or negligence of the exhibitor, its agents, or employees, prior to, during, and after the Trade Show. Show Management and Rosen Shingle Creek shall not be responsible for any loss, damage, or injury that may occur to the exhibitor or the exhibitor’s agents, patrons, guests, employees, or property from any cause whatsoever (unless occasioned by the sole willful or gross negligence of Show Management or the Rosen Shingle Creek prior to, during, or subsequent to the Trade Show). The exhibitor hereby releases Show Management and the Rosen Shingle Creek from and agrees to indemnify them against, any and all claims for such loss, damage, or injury.
ARRANGEMENT OF SPACE:
Exhibitors must display and arrange materials in such a manner so as not to obstruct sight lines of neighboring exhibitors. All booth heights are subject to change based on height restrictions in the exhibit hall.
- SIZE LIMITATIONS: Booths are 8 feet deep and 10 feet wide. Exhibits may not project beyond the space allotted and aisles must be kept clear for traffic. An exhibitor shall not infringe upon the rights and privileges of any other exhibitor. Canvassing outside the booth is not permitted and violators may be asked to leave. Exhibits shall not obstruct the view or interfere with traffic to exhibits of others. No walls, partitions, signs, or decorations may be erected that will interfere with the general view “down the aisle” or with any other exhibits. For end cap booths, this means displays must provide 3 feet of clearance on each side so the view down the aisle is unobstructed. Show Management reserves the right to relocate exhibitors for the benefit of the exhibitor or the Trade Show.
- UNOCCUPIED SPACE: Should any rented space remain unoccupied after the 3:30 p.m. inspection deadline prior to the Show’s opening on Monday, July 22, Show Management reserves the right to sell or occupy said space.
- EARLY TEARDOWN: All exhibits of the exhibitor must remain intact and staffed until the exposition closes on Tuesday, July 23 at 2:00 p.m. and may not be dismantled or removed before that time without the prior authorization of Show Management.
Exhibiting companies must request and obtain name badges for distribution only to the exhibiting company’s employees who will staff their booth during show hours. Name badges will include the name of the employee along with the name of the Company. Information will be sent out several weeks prior to the show on making these requests online. Each booth will receive up to 8 name badges. An online order form will be available at a later date.
Please note that only current employees of the exhibiting company may acquire a badge! All employees of an exhibiting company must be prepared during show hours to show proof of employment with a business card. The failure of an employee to demonstrate proof of employment with a business card will result in confiscation of the unauthorized name badge and immediate escorting of the nonemployee individual off of the trade show floor. In addition, should it be discovered that a nonemployee of an exhibiting company is wearing a name badge or that the exhibiting company obtained a name badge for a nonemployee or participated in a scheme to obtain a name badge for a nonemployee, the exhibiting company will be prohibited from exhibiting at the following year’s FHCA Annual Conference Trade Show.
Suitcasing is described as "a parasitic business practice in which unethical companies will gain access to an event by obtaining some type of event credential (attendee badge, expo-only badge, etc.) and then solicit business in the aisles or other public spaces used for the conference." Purchasing admission to the Trade Show, outside of being an exhibitor and/or sponsor at the FHCA Annual Conference, in no way grants the right to solicit business in any way; that right is reserved exclusively for our exhibitors who have purchased booths. Anyone found violating this policy will be escorted from the Trade Show.
By agreeing to exhibit and/or sponsor at the FHCA Annual Conference & Trade Show, the company agrees to not schedule a third-party event either held on the host property or offsite that is in direct competition with any FHCA scheduled event programming without prior authorization and scheduling by FHCA, at its discretion.
PRE- AND POST-CONFERENCE ATTENDEE LISTS:
Each confirmed exhibitor will be emailed a list of all conference attendees in an Excel format, approximately six weeks in advance of the Trade Show and two weeks after. Please note that attendee email addresses are not permitted to be released in an exportable format per Florida Health Care Association’s policy. A locked .pdf will be provided as well, which will contain email addresses. Show management is prohibited from sending an unlocked version to the exhibitors.
ATTORNEY’S FEES & COSTS:
Should any litigation arise out of this contract, both parties agree to binding arbitration; the exhibitor shall pay all costs and reasonable attorney’s fees incurred by Show Management, and/or the sponsoring organization, and/or the co-sponsoring associations as the prevailing parties.
All exhibitors are participating at the exclusive discretion of Show Management and must abide by all local codes, rules, regulations, and ordinances, including fire regulations, and must abide by the directions and instructions presented by official Show Management and Rosen Shingle Creek. The exhibitor understands that any violations of these policies may result in the immediate closing and removal of the exhibitor’s booth.