Children under 18 are prohibited from entering the Exhibit Hall at any time during the course of this Convention, including during installation, open hours, and move-out.
The exhibitor identified in the Application Form (“Exhibitor”) agrees to the following terms and conditions (“Terms”) as an exhibitor at the American Speech-Language-Hearing Association (“ASHA”) Annual Convention (“Convention”). The Convention will take place in Exhibit Halls F-I (“Exhibit Hall”) at the Indiana Convention Center in Indianapolis, Indiana, also known as (“Convention Center”).
The terms “ASHA,” “Show Management,” and “ASHA Show Management” refer interchangeably to the association and staff responsible for planning and implementation of the Convention. These Terms may be amended at any time by ASHA in its sole reasonable discretion, and all amendments shall be binding upon the Exhibitor upon publication. Any point not specifically covered in these rules is subject to the decision of ASHA, whose decision shall be final.
ADA Compliance:
Exhibitor is solely responsible for ensuring that its booth and exhibits are in full compliance with the Americans with Disabilities Act (“ADA”), and for all costs related thereto. The representatives of each exhibiting company will be responsible for making their exhibits accessible to persons with disabilities as required by the Americans with Disabilities Act. Exhibitor(s) will indemnify, defend, and hold harmless ASHA and the Convention Center for the failure of Exhibitor and its representatives to comply with ADA requirements.
Aisle and Common Areas:
All aisles and common areas must remain clear and open to permit traffic flow. All parts of the booth display, including signage, games, tables, and chairs, must be within the confines of the assigned space. The exhibitor and their representatives shall not pass out literature, congregate, or solicit business in the aisles.
Exhibitors may not pass out flyers/literature in the aisles or place marketing material on tables that are not located within their contracted exhibit space. The only exception to this rule is sponsors who have received permission from ASHA to have their materials available during their sponsored event. Sponsorship materials must be removed at the conclusion of the sponsored event.
Flyers/literature found outside of an exhibitor’s booth will be discarded and are subject to a $250 fine for violating this policy and may result in loss of priority and/or future participation in the ASHA Convention.
ASHA Logos:
ASHA and the ASHA circle trademark and logo are the property of ASHA. Any use of these trademarks, marks, or logos without written authorization from the ASHA staff is strictly forbidden and a violation of state and federal law.
Authorized Vendors:
You may receive calls, emails, or mail from other service providers who claim to be affiliated with ASHA, when they are not. They may claim to have cheaper prices, better service, or official mailing lists. Show Management will only provide Exhibitor contact information to our official vendors. We do not sell/rent our exhibitor list or contact information.
The official vendors for the 2026 ASHA Convention are:
Balloons:
ASHA prohibits the use of helium balloons inside the exhibit halls. There are no exceptions to this rule; you may not have helium balloons in your booth space. If helium balloons are found inside the exhibit hall, the balloons will be removed, and you will be responsible for any fees that may apply. Air-filled balloons are permitted.
Booth Display Regulations:
ASHA Show Management follows the International Association of Exhibitions and Events (IAEE) Guidelines. Exhibitors will adhere to the IAEE Rules and Regulations found in the Exhibitor Service Manual. The exhibitor agrees to arrange its exhibit so that it will not obstruct the general view of the floor or hide other exhibits. No part of any booth or booth-related material will be permitted to obstruct the aisles.
Linear Booths (any booth not an Island): The standard linear booth is at least 100 square feet (10’ x 10’). Each Linear Booth has an 8-foot-high back drape and 3-foot-high side drape. In the booth's front five (5) feet, the maximum height of display materials is four (4) feet high and eight (8) feet in the back.
Island Booths: Island booths may extend to, but may not exceed, a vertical height of 20 feet. Full use of the island space is permitted; however, the design of the booth must allow for reasonable see-through visibility and full accessibility from all sides.
Exhibitors may not occupy empty booth spaces on the floor without express permission from Show Management. The Exhibitor may not tape, paste, thumbtack, nail, or otherwise affix signs or posters to the walls, columns, or booth drape, or hang things from sprinkler pipes.
Exhibit booths need to be set-up no later than Thursday, November 19, 2026, at 9:00 am.
Exhibitors are strictly prohibited from vacating their exhibit space or dismantling any portion of the exhibit booth, including the packing of materials, removal of items from the exhibit booth, and so forth prior to the Exhibit Hall closing on Saturday, November 21, 2026 at 1:30 pm. Violations of this policy may result in loss of priority and/or future participation in the ASHA Convention.
Show Management understands that unexpected circumstances may arise. In such instances, exhibitors that are unable to comply with this rule should immediately contact exhibits@asha.org.
Booth Location:
Every effort will be made to respect any Exhibitor’s space choice, when possible, but ASHA reserves the right to transfer assignments when such action is deemed in the best interest of the total exhibition. We cannot guarantee a company will not be near a competitor. The Exhibitor agrees to abide by ASHA’s decision regarding booth location and not to alter the location of its exhibit or booth without the written consent of ASHA. The Exhibitor may not sublet its space or any part thereof and may not permit non-exhibiting companies’ representatives in its booth. There will be no objectionable noise or odor or other disagreeable feature attendant to any exhibit. ASHA reserves the right to restrict or relocate at the Exhibitor’s expense any exhibits that become objectionable. Exhibit demonstrations must be confined within the bounds of their respective booths.
Booth Packages:
Each 10’ x 10’ Commercial booth includes two (2) Full Conference Registrations, two (2) Exhibit Hall-Only badges, and a company identification sign. Exhibitors should refer to the Exhibitor Service Manual to order booth furnishings including carpet, internet, and electrical service for their booth.
Each 10’ x 10’ Nonprofit booth includes one (1) Full Conference Registration, two (2) Exhibit Hall-Only badges, one (1) 6’ draped table, two (2) standard chairs, one (1) wastebasket, standard carpet, and a company identification sign. Exhibitors should refer to the Exhibitor Service Manual to order additional booth furnishings, internet, and electrical service for their booth.
Each 10’ x 10’ ASHA Member Booth includes one (1) Full Conference Registration (to be used by the ASHA member reserving space), one (1) Exhibit Hall-Only badge, one (1) 6’ draped table, two (2) standard chairs, one (1) wastebasket, standard carpet, and a company identification sign. Exhibitors should refer to the Exhibitor Service Manual to order additional booth furnishings, internet, and electrical service for their booth.
Booth Payment Schedule:
Applications received on or before June 30, 2026: A 50% deposit is due within 30 days of confirmation of assigned exhibit space and receipt of invoice. The remaining balance is due on or before August 1, 2026.
Applications received after July 1, 2026: 100% payment is due upon confirmation of assigned exhibit space and receipt of invoice.
A late fee of 4% of the outstanding balance will be applied monthly if payment is not received by the specific due dates above. The Exhibitor is responsible for paying all accrued fees.
Show Management reserves the right to cancel any booth space being held and return it to available inventory if payment is not received by any of the deadlines outlined above. All outstanding payments must be received within 30 days of cancellation.
Exhibitors with an outstanding balance will not be allowed to move into the exhibit hall.
Breach of Terms:
If the Exhibitor, its employees and/or agents breach these Terms, ASHA may terminate the Exhibitor’s right to occupy space at the Convention, at which time the Exhibitor agrees to close and remove its exhibit from the Exhibit Hall as soon as possible, without disruption of the Convention. If the Exhibitor does not promptly close its exhibit in accordance with such notice, ASHA may re-enter and take possession of the space occupied by the Exhibitor at the Convention and may remove all persons and property at the Exhibitor’s risk. The Exhibitor shall pay all expenses and damages incurred by ASHA with respect to any breach of these Terms, and ASHA may retain any and all amounts paid by Exhibitor to ASHA to participate in the Convention. Sanctions for noncompliance with these Terms may also include ineligibility to exhibit at or attend any future ASHA meetings or events.
Cancellations and Refunds:
The Exhibitor's written cancellation must be received via email (exhibits@asha.org) by 5:00 p.m. EDT on August 1, 2026, for Exhibitor to be eligible to receive a refund, less 25% of the booth fee.
After August 1, 2026, all exhibitor fees are non-refundable. Cancellation does not eliminate responsibility for the full contracted amount. All services and benefits included with exhibit space shall be forfeited with cancellation of space. There are no exceptions to this policy.
Carpet/Flooring:
Commercial booth spaces do not include carpet. It is required that the entire booth floor must be covered. You may rent carpet from the General Service Contractor or bring your own floor covering. The exhibitor must provide carpet to cover the entire booth by Wednesday, November 18, 2026, at 3:00 p.m. If the Exhibitor has not provided carpet by such time, ASHA will force carpet, and Exhibitor will be charged.
Certificate of Insurance:
ASHA requires that the Exhibitor maintain General Liability insurance consistent with the Exhibitor Service Manual, and any other insurance required by the Convention Center. Exhibitor shall carry adequate insurance to protect itself against bodily injury (including death) and property damage claims arising from Exhibitor’s participation in the Convention, including but not limited to worker’s compensation as required by law and, commercial general liability insurance in such amounts as are adequate, but in no event less than $1,000,000 on an occurrence basis. ASHA, the Convention Center, and the city of Indianapolis shall be named as additional insureds on Exhibitor’s liability policies for ongoing and completed operations, on a primary and non‑contributory basis, with a waiver of subrogation in favor of such additional insureds. Certificates of insurance must be delivered no later than thirty (30) days prior to the first day of move‑in, and Exhibitor shall notify ASHA immediately of any cancellation, non‑renewal, or material modification.
Copyright and Licensing:
Proper license agreements and intellectual property rights for all music, displays, graphics, and any other materials used by the Exhibitor during the Convention are the sole responsibility of the Exhibitor. The Exhibitor will defend, indemnify, and hold harmless ASHA and the Convention Center for all losses or claims arising from the use of music, displays, graphics, and any other materials used by the Exhibitor during the Convention.
Default in Occupancy:
Any failure by the Exhibitor to occupy space contracted for will not relieve the Exhibitor of the obligation to pay the full rental of such space as provided in the signed application. If the rented space is not occupied by the deadline for completion of installation of displays, such space may be possessed by ASHA.
Dispute Resolution; Governing Law and Venue:
Any controversy or claim arising out of or relating to these Terms, or breach thereof, shall first be discussed informally for an amicable settlement between the parties and should that not succeed the parties shall attempt to resolve the matter by mediation. Should mediation not resolve the matter, it shall be settled by binding arbitration in the State of Maryland in accordance with the commercial arbitration rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. The exclusive jurisdiction and venue for any claims relating to these Terms that are not subject to arbitration for any reason shall be the state or superior courts of Maryland, or the federal courts located in Montgomery County Maryland, and the Exhibitor hereby submits to the personal jurisdiction of said courts. These Terms will be governed by and construed in accordance with the applicable laws of the state of Maryland, without regard to conflict-of-laws principles. The parties agree that the right to trial by jury shall be waived regarding all claims related to this agreement.
Eligibility to Exhibit:
ASHA reserves the right to assess and determine the eligibility of any companywishing to exhibit and/or sponsor at the Convention. Products and services to be exhibited must be related to the Communication Sciences and Disorders professions. ASHA may deny or revoke eligibility for cause based on a violation of any policy set forth in the Exhibitor Service Manual or these Terms. ASHA reserves the right to withdraw its acceptance of this contract if it determines, in its sole discretion, that the exhibitor is not eligible to participate, or the Exhibitor’s product is not eligible to be displayed in this exhibit. Companies wishing to exhibit, or sponsor must be paid in full with ASHA and its official contractors by the onset of the Convention. ASHA reserves the right to deny access to, restrict, reject, or eject any exhibit (or person), which becomes objectionable. In any such event, no refunds will be issued.
Exhibitor Appointed Contractors “EACs”:
ASHA has designated official exhibition contractors. Exhibitors may contract directly with EACs by following the application procedures outlined in the Exhibitor Service Manual. ASHA assumes no responsibility or liability for such EACs. Exhibitors must use qualified union personnel for material handling, installing and dismantling exhibits, and other services as required by the Convention Center’s rules and regulations provided in the Exhibitor Service Manual. EACs are required to check in at Exhibitor Registration to get a badge and may be asked to leave a form of ID until the badge is returned.
Exhibitor Hospitality, Meeting, Parties, and Special Events:
Exhibitors shall not conduct any competing event of over 25 people during educational programming hours. Exhibitors who plan to have off-site activities must schedule their events before and after those published hours, which are available on our website. Exhibitors who would like to request a meeting room or reception space at the Convention Center or the Leadership Hotel(s) must complete the Request for Function Space Request form and adhere to the applicable guidelines and policies. This form will be available on our website in the summer. Space requested prior to the deadline and approved will be assigned based on availability. Exhibitors who want to hold an event at their booth space may only do so during the hours the Exhibit Hall, follow all space constraints, and catering regulations. Exhibitors are not permitted to bring their own food and beverage into the Convention Center or hotels for events or distribution in their booth space.
Exhibitor Personnel:
Those registering for Exhibitor Badges must be current employees of the exhibiting company. Exhibitor Badges may not be transferred, shared, or issued to non-employees under any circumstances. Violations of this policy may result in corrective action, including badge revocation.
All exhibitor personnel must register and wear a current ASHA Convention Exhibitor badge in the halls, including setup and teardown. Exhibitors with a “Full Registration” badge must wear their current ASHA Convention badge to attend sessions. “Exhibit Hall-Only” exhibitors may not attend educational sessions or claim ASHA Continuing Education Credits. Exhibitors must have staff present in their booth during all open Exhibit Hall hours. The exhibitor’s personnel shall always conduct themselves in a professional manner.
Exhibitor Service Manual:
Exhibitor will be provided with, and must comply with, the exhibitor service manual (“Exhibitor Service Manual”), which is incorporated by reference herein. The Exhibitor Service Manual sets forth exhibit booth guideline forms, specifications regarding booth, table size and provided items, information about move-in and move-out times and other information, and additional requirements for participation.
Food, Alcohol, Samples, and Catering:
Exhibitors are welcome to provide food and beverages in their booth space when the Exhibit Hall is open to attendees. All food and beverages must be ordered and distributed by the official catering company of the Convention Center, Sodexo Live! Exhibitors wishing to distribute samples must complete a Booth Sampling Request Form provided in the Exhibitor Service Manual, be approved by Sodexo, and follow the policies of the Convention Center.
Force Majeure:
ASHA reserves the right, in its sole reasonable discretion, to cancel, postpone, relocate, modify the format of, or terminate the Convention or any part thereof without liability if the Convention Center becomes unavailable, is damaged or destroyed, or if holding the Convention as planned becomes inadvisable, impracticable, illegal, or impossible due to circumstances beyond ASHA’s control. Such circumstances include, but are not limited to, acts of God, natural disasters, fire, flood, public health emergencies, epidemics or pandemics, government orders or restrictions, travel limitations, labor disputes, terrorism, civil unrest, or any other emergency or cause beyond ASHA’s control.
In the event of cancellation under this provision, Exhibitor agrees that ASHA’s sole and exclusive liability shall be limited to a refund of exhibit space payments actually received, less a proportionate share of costs and expenses incurred or committed by ASHA in connection with the Convention, including but not limited to advertising, marketing, and facility-related expenses. Exhibitor expressly waives any claim for consequential, incidental, special, or indirect damages, including but not limited to lost profits, travel expenses, or shipping costs.
Good Neighbor Policy:
Exhibitors whose materials block the line of site to a neighbor’s booth will be required to correct the obstruction at their expense. Demonstrations, presentations, and sampling must be conducted within the booth, or in a Show Management designated area. Spectators are not permitted to stand in the aisles to watch such demonstrations. If a demonstration results in spectators in the aisle or in neighboring booths, Show Management may request modifications or elimination of the presentation. The volume must be kept at conversational levels and not objectionable to other exhibitors.
Indemnification and Liability:
The Exhibitor agrees to indemnify, defend, and hold harmless ASHA, the Convention Center, and the city of Indianapolis, Indiana from all losses arising from (a) any violation of any law, regulation or ordinance by the Exhibitor, its employees or agents, (b) any failure by the Exhibitor to comply strictly with these Terms and any applicable agreement between ASHA and the Convention Center regarding the exhibition premises which has been provided to Exhibitor, (c) use of any portion of the Convention Center by the Exhibitor, its employees, and/or agents, (d) the gross negligence, willful misconduct or fraud of the Exhibitor, its contractors, subcontractors, employees, and/or agents, (e) personal injury or property damage caused by the Exhibitor, its employees and/or agents, except to the extent that such loss or damage is caused by the sole negligence or intentional acts of ASHA, the Convention Center, the city of Indianapolis, Indiana: The maximum liability of ASHA and the Convention Center for any reason shall be limited to the amount of exhibit space rental fees paid by exhibitor for this year’s exhibit. In no event shall ASHA be liable for any indirect, consequential, punitive, or incidental damages, even if advised of the possibility of such damages. The exhibitor is solely responsible for the security of its property and the property of others under its control. ASHA makes no warranties or representations, express or implied, regarding the convention or the exhibit space provided therein, including, without limitation, warranties or merchantability or fitness for a particular purpose.
License of Exhibitor Materials:
Exhibitor grants to ASHA and the Convention Center a fully paid, nonexclusive and worldwide license to use, store, reproduce, publish, distribute, and display Exhibitor’s image, branding, marketing materials, trademarks, and other materials used or displayed at the Convention. The Exhibitor agrees to allow ASHA to use its photograph, branding, marketing materials, trademarks, and other materials used or displayed at the Convention or in ASHA-related publications.
Non-Standard Displays and Materials:
Exhibitors desiring to use non-standard booth equipment or any material conflicting in any way with the Exhibitor Service Manual must submit to ASHA a detailed sketch of the proposed layout and receive written variance approval from ASHA.
Photography and Recording:
ASHA hires official photographers/videographers for the Convention and may also grant approval to validated reporters authorized by the ASHA Public Relations (PR) team. Photographs and videograph taken at the ASHA Convention by the official photographer(s)/videographer(s) or approved reporters may be used in ASHA publications, on the ASHA website, in other ASHA materials, or in articles covering the ASHA Convention. By exhibiting and registering for the ASHA Convention, you agree to allow ASHA and approved media representatives the exclusive, sublicensable, perpetual, irrevocable, royalty-free, worldwide right to use, reproduce, distribute, transmit, adapt, publicly perform, publicly display, publish, republish, and otherwise use any and all photographs, video recordings, audio recordings, and/or computer generated images (the “Images”) taken for use with or in connection with any and all materials, in any and all media now known or hereafter invented, designed to promote, advertise, publicize, and/or raise awareness of the activities of the Licensed Parties or otherwise further the work of the Licensed Parties (the “Works”).
You further grant the Licensed Parties the right to use my name, voice, likeness, and biographical materials (the “Persona Rights”) in connection with the Works in any manner and in any and all media now known or hereafter invented throughout the world in perpetuity without further approval or notification or compensation, unless prohibited by law.
Exhibitors may not engage in photography, video production and/or graphic reproduction of other exhibitors’ booths unless authorization is obtained from the exhibitor or Show Management. Commercial use of photographs of attendees by exhibitors is prohibited unless written consent is given by the attendee. Personal photography is permitted at social functions. Audio, video and digital recordings, live streaming or broadcasting, and photography whether for personal or commercial use, are all strictly prohibited during any Convention education session.
Security:
Exhibitor is responsible for the protection of its personnel, booth, displays and all other materials. ASHA will provide peripheral security in the Exhibit Hall (not individual booths) during move-in and move-out and during the dates of the Convention. Exhibitors may arrange for additional security, at their own expense, if so desired, through the official Convention security company. Exhibitor acknowledges that ASHA and the Convention Center do not carry insurance coverage for Exhibitor’s property. The Convention Center, Show Management, official contractors, nor Convention Services will be held responsible for bodily injury, theft or damage to the Exhibitor’s personal property, products, or exhibit. All exhibitors are expected to adhere to security measures and procedures.
Selling Activities:
Exhibitors engaging in selling activities in their booth are responsible for complying with all Indianapolis Department of Revenue sales and tax permit laws.
Sharing of Booth Space:
No exhibiting company shall assign, sublet, or share any portion of their booth or distribute literature for companies who have not contracted for exhibit space. Sharing exhibit space or distributing materials for companies that have not contracted for exhibit space is not permitted and may result in corrective action.
If any part of any provision of this agreement shall be invalid or unenforceable in any respect, such part shall be ineffective to the extent of such invalidity or unenforceability only, without in any way affecting the remaining parts of such provisions of these Terms. The parties are independent contractors with respect to each other, and nothing herein shall create any association, partnership, joint venture or agency relationship between the parties. Neither party has any right or authority to assume or to create any obligation or responsibility on behalf of the other party except as otherwise provided herein. The parties agree that all rights and obligations provided in these Terms which do not expressly terminate pursuant to these Terms shall survive beyond the duration of these Terms and shall remain in full force and effect in perpetuity. These Terms represent the entire agreement of the parties and supersede any other understanding of the parties concerning the subject matter herein. These terms may be modified only with the written consent of ASHA. The waiver of a breach of any of the terms hereof or of any default hereunder shall not be deemed a waiver of any subsequent breach or default, whether of the same or similar nature and shall not in any way affect the other terms hereof. No waiver or modification shall be valid or binding unless in writing and signed by the waiving party.