Exhibit Hall Terms and Conditions

  • LAWS AND REGULATIONS.  The exhibitor acknowledges that it is an independent contractor and assumes entire responsibility to protect, indemnify and defend the National Autism Association (NAA), its employees and agents harmless against all claims, losses and damages to persons or property caused by exhibitor’s installation, removal, maintenance or use of exhibition premises or a part thereof.  Exhibitor agrees to abide by all laws, rules and regulations promulgated by any government unit pertaining to the operation of the event including complying with local fire and safety regulations.  The specific requirements, including but not limited to set times for installations and dismantling of exhibits, must be followed.  It is understood that the NAA and the conference Hotel will have sole control of the exhibit hall and its regulations. The NAA assumes no responsibility for the protection of the exhibitor, its officials, agents or employees, or the protection of the property used in connection with the exhibit from theft, damage, or destruction by fire, accident or any other cause.
  • RESERVATIONS.  The NAA will assign all exhibit space on a first come, first serve basis, but will consider the preferences of individual exhibitors if possible.  Reservations are not transferable.  The NAA reserves the right to modify original space assignment as necessary.  The NAA reserves the right to refuse the application of any exhibitor based on lack of space, failure to submit applicable forms or deposits, a need to limit the number of similar products or services, incompatibility with the conference objectives, or any other reason at the complete discretion of the NAA Board of Directors.
  • PAYMENT.  Exhibit fees are to be paid in full at the time of application submittal. The exhibit fee allows only one company per booth.  Multiple exhibits require a separate exhibit fee for each booth.
  • NO REFUND POLICY.  Should exhibitor cancel the reservation of space for whatever reason, there shall be no refund of fees previously paid.  There will be no refunds for any occurrence, acts of nature, natural or man made, beyond the control of the event management that forces the closure of the event or limits the size of the audience.
  • STAFFING.  Each exhibit booth may be staffed by two people.  Fees for each booth entitle two people from each exhibiting company to participate in educational sessions and activities taking place in the exhibit hall, including refreshments and social activities.  There is a $100 fee for each additional person staffing the booth.
  • FAILURE TO APPEAR: Should exhibiting company fail to appear for any reason by 8:00 AM, Friday, September 8th, the NAA, without incurring liability, may re-rent or reassign the space as deemed appropriate.
  • INSURANCE.  The exhibitor understands that neither the NAA nor the hotel maintains insurance covering the exhibitor’s property and it is the sole responsibility of the exhibitor to obtain such insurance. Exhibitors wishing to insure their goods must do so at their own expense.  ALL PARTICIPATING EXHIBITORS ARE RESPONSIBLE FOR OBTAINING A CERTIFICATE OF LIABILITY INSURANCE NAMING THE NATIONAL AUTISM ASSOCIATION, INC. AS AN “ALSO INSURED”.
  • PROMOTION. Exhibitor shall vigorously promote this event through its customer base and other resources. All other pre-conference advertising and promotions are at the discretion of the exhibitor.
  • ETHICS. The NAA seeks to operate an ethical event that will inspire the confidence of all involved, attendees and exhibitors alike. The NAA reserves the right to approve all installations, displays and products, and further reserves the right to require removal from the event any items, displays or installations deemed in poor taste or unsuitable. The NAA reserves the right to eject any person or persons deemed objectionable, from the event, without refund at their complete discretion.
  • NO ENDORSEMENT. The NAA does not approve, endorse, or recommend the use of any specific commercial product or service. Exhibitor may not, therefore, imply either verbally, or in printed literature, that its products or services are approved, endorsed, or recommended by the NAA by virtue of this Agreement to exhibit.
  • PERMITS/SALES TAX. Exhibitor is responsible for obtaining any and all permits and licenses necessary to sell to the public.
  • EXHIBIT HALL CONTRACTOR.  The NAA has secured a contract with Freeman. This company will handle all exhibit set up and tear down as well as all exhibitor shipping, and/or additional furnishing needs.  Exhibitors will receive an exhibitor kit prior to the show dates. Contact Info: Nicole Sostarics, 504-731-1206, Nicole.Sostarics@freemanco.com
  • AV/ ELECTRICAL/TELEPHONE/INTERNET. Exhibitors needing AV/Electrical/Telephone/Internet services at their booth will need to place their orders and pay for them directly with the hotel’s preferred vendor, PSAV.  Contact Info: 504-300-8178. Those forms will be included in your exhibitor kit.