TERMS AND CONDITIONS:
1. APPLICATION AND ELIGIBILITY
Application for exhibit booth space and/or sponsorship provided by American Society of Pediatric Nephrology (ASPN) (hereinafter “ASPN”), must contain the information as requested, and be executed by an individual who has authority to act for the applicant. This exhibition is designed for the display and demonstration of products and services relating to pediatric nephrology and those individuals attending ASPN’s 2027 Annual Meeting. ASPN shall determine the eligibility of any company, product, or service. ASPN may reject the application of any company whose display of goods or services is not compatible, in the sole opinion of ASPN, with the educational character and objectives of the exhibition. In the event an application is not accepted, any paid space rental fees or deposits will be returned. This contract is binding upon receipt and acknowledgment by ASPN. Acknowledgment constitutes one or more of the following: ASPN confirmation letter or e-mail message, shared conference information to exhibitor, receipt of exhibit kit or information.
2. PAYMENT DATES
No booths or sponsorship will be guaranteed until ASPN receives full payment of the total booth/sponsorship fee, along with a signed contract. If full payment is not received within 30 days, ASPN will have the right to resell the assigned booth and/or sponsorship space. The exhibitor/sponsor expressly understands and agrees that all amounts paid hereunder will be applied first to any outstanding obligations due to ASPN by the exhibitor/sponsor, and then to the amounts due in accordance with this paragraph hereof, that any resulting arrearages must be paid within the time limits specified herein, and that ASPN will have the right to cancel this agreement if the exhibitor/sponsor is or becomes in arrears with respect to any outstanding obligation due ASPN.
3. CANCELLATION OF EXHIBIT SPACE OR SPONSORSHIP
Cancellation Policy: If the exhibitor/sponsor notifies ASPN in writing of their intent to cancel the contract after acceptance but prior to January 15, 2027, a full refund of monies, minus a $500 administrative fee, will be made. No refunds will be made after January 15, 2027. In the event of cancellation by an exhibitor/sponsor at no time can the cancellation fee be considered a donation or be recognized as support of ASPN.
In the event of cancellation by an exhibitor/sponsor, at no time can the cancellation fee be considered a donation or be recognized as support of ASPN. If for any cause beyond the control of ASPN—such as, but not limited to, the destruction of the event venue by an act of God, the public enemy, authority of the law, or other force majeure—ASPN is unable to comply with the terms of this contract and deliver space allotted hereunder, this contract shall be considered terminated and any payments made hereunder by the exhibitor/sponsor shall be refunded, less expenses incurred by ASPN to the date of the termination allocable to the exhibitor/sponsor after proration thereof among all exhibitors/sponsors.
4. ASSIGNMENT OF BOOTH SPACE
Space will be assigned according to the date contract and payment are received, the availability of the requested area, amount of space requested, special needs, and compatibility of the exhibitor’s products with ASPN’s aims and purposes. Highest level sponsors will have priority when space is assigned. ASPN reserves the right to assign space other than the choice requested, if necessary, and the right to rearrange the floor plan and/or relocate any exhibit.
5. CONDUCT OF EXHIBITS
The advertisement or display of goods or services other than those manufactured, distributed, or sold by the exhibitor in the regular course of business and identified in this contract is prohibited. An exhibitor may not assign, sublet, or apportion all or any part of the contracted booth space, nor may an exhibitor permit the display, promotion, sales, or marketing of non-exhibitor products or services. Interviews, demonstrations, and distribution of literature or samples must be made within the booth area assigned to the exhibitor. All sales activities must be compliant with the FDA and OIG. Canvassing or distributing of advertising outside the exhibitor’s own booth will not be permitted. There is no restriction on selling in common networking spaces provided that sales transactions may be conducted only within the exhibitor’s own booth. Exhibitors are responsible to the Internal Revenue Service for the collection and submission of the applicable state and local sales taxes for sales which occur on the exhibit platform. ASPN reserves the right to restrict the operation of, or evict completely, any exhibit which, in the sole opinion of ASPN, detracts from the general character of the exhibition as a whole.
6. BOOTH SETUP AND REMOVAL
All exhibits must be set up by the communicated time and not be removed until the close of the exhibit hall, as communicated, without prior approval.
7. ADDITIONAL EXHIBITOR SERVICES
There will be an official convention decorator for exhibitor services at this event. ASPN will send out information of these services prior to the conference. The decorator will provide additional decorating, furniture, signs, cleaning, electrical, audiovisual service, drayage, and labor. Exhibitors will contract directly with the decorator for these additional services.
8. HOSPITALITY AND ENTERTAINMENT
Hospitality suites or events sponsored by the exhibitors must be approved by ASPN in writing. No entertainment may be scheduled to conflict with ASPN’s program hours, activity hours, or exhibit hours. Please contact info@aspneph.org to request meeting or entertainment space.
9. EXHIBIT STAFF REGISTRATION
Registration of two (2) exhibit staff per paid booth will be provided at no charge. Exhibitors may designate up to two (2) additional booth representatives per booth at a $150 charge. Complimentary exhibitor registrations are not available to ASPN members.
10. UNACCEPTABLE EXHIBITS
The exhibitor agrees not to use any displays that ASPN determines, in its absolute discretion, violate the terms of this contract or applicable regulations. ASPN may terminate this agreement immediately and remove the exhibit at the exhibitor’s expense with no refund.
11. FDA REGULATIONS
Exhibitors shall comply with all applicable U.S. Food and Drug Administration (FDA) regulations.
12. AMERICANS WITH DISABILITIES ACT
The exhibitor shall ensure that its booth and promotional materials comply with the Americans with Disabilities Act.
13. INDEMNIFICATION
The exhibitor agrees to defend, indemnify, and hold harmless ASPN and its affiliated entities from any claims arising from the exhibitor’s actions. This section shall survive termination or expiration of this contract.
14. FAILURE TO HAVE EXHIBIT BOOTH SET UP
Any exhibit space not completed by 7:00 pm Thursday, April 15, 2027, shall be forfeited by the exhibitor and may be reassigned by ASPN without refund.
15. ADVERTISING MATERIAL
ASPN reserves the right to review and approve all distributed materials.
16. PHOTOGRAPHY
By participating, the exhibitor consents to the use of photographs of its booth and personnel for ASPN promotional purposes without compensation.
17. MISCELLANEOUS
ASPN shall have sole authority to interpret and enforce these terms. This contract shall be governed by the laws of the United States and the State of Louisiana.
18. LIMITATION OF LIABILITY
ASPN’s sole liability shall be limited to the refund of the exhibit booth fee.
19. MEETING HOTEL REQUIREMENT
Exhibit booth personnel are required to stay at the official conference hotel for the duration of the ASPN Annual Meeting.
