Exhibitor Contract Terms and Conditions

Cancellations

For 2021, we have instituted a more flexible cancellation policy. In-person booth packages will automatically include a presence on the virtual platform. If you need to cancel your participation for an in-person exhibit booth you may do so before October 1, 2021, to receive a full refund of the cost of the in-person booth, less the cost of the virtual booth. After October 1, 2021, there will be a 50% cancellation fee. No refunds will be given after November 1, 2021. Cancellations must be submitted in writing and emailed to exhibits@asha.org.

Eligibility for Exhibiting

The Convention exhibits are a vital extension of ASHA’s continuing education program. ASHA reserves the right to determine the eligibility of any company wishing to exhibit. The acceptance of a product or service for exhibit does not constitute an endorsement by ASHA. Generally, all products and services to be exhibited must be related to the practice of speech-language pathology or audiology. Exceptions include certain Convention sponsors/corporate partners. ASHA may deny or revoke eligibility based on a violation of any policy set forth in the exhibitor contract or for any action determined to detract from the character of the exhibition.

EOE Requirement

Only those companies certifying that they are equal opportunity employers will be eligible to exhibit at this Convention and subsequent Conventions held by ASHA.

Commercial Booth Package

Booth space will be 10-ft x 10-ft. Each booth includes a 8-ft-high back wall, 3-ft-hall side rails, and a uniform two-line booth sign. The sign will include the company name and booth number. For this year only, the booth package will include a 6-ft draped display table, carpet, two side chairs or barstools, one wastebasket, and nightly booth vacuuming. Electricity, internet and other additional services are NOT included in the price of the booth. An Exhibitor Service Manual with order forms will be available in August. By submitting the online contract, you also agree to the rules and regulations in the Exhibitor Service Manual.

Institutional/Academic/Government/ Nonprofit Booth Package

Booth space will be 10-ft x 10-ft. Each booth includes a draped 8-ft-high back wall, 3-ft-high side rails, and a uniform two-line booth sign. The sign will include the company name and booth number.  A 10-ft x 10-ft carpet, 6-ft draped table, 2 side chairs, wastebasket, and nightly booth vacuuming are included in the price of the booth. Electricity, internet and other additional services are NOT included in the price of the booth. An Exhibitor Service Manual with order forms will be available in August. By submitting the online contract, you also agree to the rules and regulations in the Exhibitor Service Manual. 

Standard Inline Booth

A maximum height of 10-ft is permitted on the back wall. The 10-ft height may extend 3-ft forward into the booth but then must drop to a 4-ft height limitation. If your display extends higher than the 8-ft back wall drape, the back of your booth must be finished, or the back of your booth will be draped at your expense. You must not block your neighbors sight line with your booth display. ASHA floor managers will be checking booth displays onsite. You will receive a notice that your booth is not in compliance and must be modified prior to show open.

Island Booth

Display may not exceed 16′ in height. Island booths must be open from all sides; drapes and a booth sign will not be provided. Island Booths start at 20′ x 20′. You may hang a sign from the ceiling in an island booth. You can order sign hanging in the Exhibitor Service Manual.

Carpet

Booth packages this year will include booth carpet. Due to the expanded exhibit hall aisles in 2021, we will not be using carpet this year.

Official Exhibit Hours

Date Time
November 18, 2021 9:00 a.m. – 5:00 p.m.
November 19, 2021 9:00 a.m. – 5:00 p.m.
November 20, 2021 9:00 a.m. – 2:00 p.m.

All exhibits must be fully staffed during these official exhibit hours. Any exhibiting company that tears down its exhibit before 2:00 p.m. on November 11 or is not fully staffed will forfeit its Early Bird lottery/drawing privileges for next year’s Convention. ASHA reserves the right to alter the Convention hours in any manner in the best interest of the Association.

Installation and Dismantling of Exhibits

The Convention Center will be available from 2:00 p.m. to 6:00 p.m. on Tuesday, November 16, for islands and approved early move-in, and from 8:00 a.m. to 6:00 p.m. on Wednesday, November 17, for installation of exhibits. Please email Rtross@asha.org if you require early move-in or late move-in. Please note that overtime for all trades starts at 4:30 p.m.

Empty Storage

All shipping containers must be emptied and cleared away for storage by 5:00 p.m. on Wednesday, November 17. Exhibitors may set out materials in their booths until 6:00 p.m. on Wednesday, November 17. Exhibitors may stay to complete their setup after 6:00 p.m. but cannot leave the Exhibit Hall and return for security reasons. Exhibits may not be vacated or dismantled before 2:00 p.m. on Saturday, November 20.

Exhibitors displaying exhibitor badges will be allowed on the show floor to complete the daily setup of their booths beginning at 8:00 a.m. Once exhibitors leave the Exhibit Hall at the close of each day, they cannot reenter the Exhibit Hall. Exceptions must have approval from ASHA show management. You can receive approval to stay late from Exhibitor Registration onsite.

Exhibits must be dismantled, packed, and ready for shipping by 7:00 p.m. on Saturday, November 20. Drivers must check in no later than 5:00 p.m. on Saturday, November 20 to pick up your booth freight.

Off-Site Activities

Exhibitors who plan to have off-site activities are encouraged to schedule their events before and after Convention programming (generally 8:00 a.m. – 6:00 p.m. daily). Some restrictions apply during Educational Programming and Special Events. To request a meeting or function space, please fill out the online form. This online form will be available soon. Public notices of such events shall be displayed only in the exhibitor’s booth. Notices may not be posted in any Convention hotel or in the Convention Center. Exhibitors may not pass out flyers in the aisles or place marketing material on the tables that are not located in their contracted exhibit space. Advertisements found outside an exhibitor’s booth will be discarded.

Contract Agreement

It is agreed and understood that the regulations stated here and on the signed online contract are part of a contract between the exhibitor and the Association, and that the submission of the application for exhibit space constitutes the exhibitor’s agreement to abide by these regulations.

ABOUT ASHA

The American Speech-Language-Hearing Association (ASHA) is the national professional, scientific, and credentialing association for members and affiliates who are audiologists, speech-language pathologists, speech, language, and hearing scientists, audiology and speech-language pathology support personnel, and students.

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