Booth assignments are made on a first-come, first-served basis. (Corporate Partners and 2018 exhibitors will be granted priority booth selection.) Space is limited so we encourage you to register early. Applications will be accepted in February. To ensure that your company is promoted in the on-site conference program book, your completed application must be received at ASHA by May 17, 2019.
Eligibility to Exhibit
The exhibits are a vital extension of the continuing education program of the American Speech-Language-Hearing Association. 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. ASHA may deny or revoke eligibility based on a violation of any policy set forth in the exhibitor prospectus or for any action determined to detract from the character of the Exhibition.
Contract Rules and Regulations
The exhibitor identified in the Application Form (“Exhibitor”) agrees to the following terms and conditions (“Terms”) as an exhibitor at ASHA Connect 2019. ASHA Connect 2019 will take place in the Riverside Exhibit Hall of the Hyatt Regency Chicago. The terms “ASHA” “ASHA Show Management” or “Show Management” refer to the association and staff responsible for planning and implementation of ASHA Connect 2019. 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 Show Management, whose decision shall be final.
The following rules and regulations have been designed for the benefit of all exhibitors. ASHA requests the full cooperation of the exhibitor in their observance.
Exhibitor is solely responsible for ensuring that its booth is in full compliance with the ADA, and for all costs related thereto. Exhibitor will indemnify, defend and hold harmless ASHA and the Hyatt Regency Chicago for failure of Exhibitor and its representatives to comply with ADA requirements.
ASHA and the ASHA circle trademark and logo are the property of ASHA. Any use of these trademarks, marks, or logos without written authorization is strictly forbidden and a violation of state and federal law.
Booth and Exhibit Specifications
ASHA Show Management follows International Association of Exhibitions and Events (IAEE) Guidelines. Exhibitor agrees to arrange exhibits so that the general view of the floor will not be obstructed nor hide other exhibits.
Each 10’x10’ Booth package includes one (1) Full Conference Registration, two (2) Exhibit Hall-Only badges, one (1) 6’ x 2’ standard skirted table, standard carpet, one (1) wastebasket, company identification sign, and two (2) chairs. Each Member Table includes one (1) Full Conference Registration (non-transferable), one (1) Exhibit Hall- Only badge, one (1) 6’ x 2’ standard skirted table, standard carpet, one (1) wastebasket, company identification sign, and two (2) chairs.
Refer to the Booth Guideline forms provided in the exhibitor manual which is incorporated by reference herein. All exhibits must adhere to the ASHA booth and exhibit specifications.
Aisle space may not be used to distribute promotional material. There will be no objectionable noise or odor or other disagreeable feature attendant to any exhibit. Each exhibit shall be so installed that it will not project beyond the space allotted. No exhibit shall obstruct or otherwise interfere with the other exhibits. Exhibitors 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 or ceiling.
Exhibitor must have staff present at booth during all open exhibition hours. Exhibitor’s personnel shall conduct themselves in a professional manner at all times.
Cancellations and Refunds
Cancellations must be received in writing (by email, fax, or postal mail) by end of business day on May 17, 2019, to receive a refund, less $250 of your booth fee. If you cancel after May 17, 2019, your entire booth fee will be forfeited.
Children and Minimum Age
Minimum age for admission to the exhibit hall is 18. Children under 18 are prohibited from entering the exhibit hall at any time during the course of ASHA Connect 2019. This includes installation, exhibit hall open hours and dismantling.
Certificate of Insurance
ASHA requires that all Exhibitors maintain General Liability insurance consistent with the Exhibitor Manual and any other insurance required by the Hyatt Regency Chicago. Exhibitor shall carry adequate insurance to protect itself against bodily injury (including death) and property damage claims arising from Exhibitor’s participation in ASHA Connect 2019, 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 one million U.S. dollars ($1,000,000.00) combined single limit for both bodily injury and property damage. Said insurance shall name ASHA and the Hyatt Regency Chicago as additional insureds, shall contain an endorsement that such policy shall remain in full force and effect notwithstanding that the insured has waived its right of action against any party prior to the occurrence of a loss, and shall require the insurer to waive all rights of subrogation against ASHA. If Exhibitor is asked to provide proof of insurance, it must present such proof or documentation to the satisfaction of ASHA or the Hyatt Regency Chicago prior to entry and set up in the Exhibit Hall.
Condition of Eligibility
ASHA reserves the right to assess and determine eligibility of any company wishing to exhibit and/or sponsor at ASHA Connect 2019. ASHA may deny or revoke eligibility for cause based on a violation of any policy set forth in the Exhibitor Rules and regulations or this agreement. Companies wishing to exhibit or sponsor must be paid in full with ASHA and its official contractors by the onset of the ASHA Connect 2019.
Competing or Offsite Events
Exhibitor shall not conduct any competing event of more than 25 people during official ASHA Connect 2019 hours. Exhibitors who plan to have off-site activities are encouraged to schedule their events before and after ASHA Connect 2019 programming (generally 6:00 a.m.–6:00 p.m. daily).
Copyright and Licensing
Proper license agreements and intellectual property rights for all music, displays, graphics, and any other materials used by the Exhibitor during Conference are the sole responsibility of the exhibitor. The Exhibitor will defend, indemnify and hold harmless ASHA and the Hyatt Regency Chicago for all losses or claims arising from the use of music, displays, graphics, and any other materials used by the Exhibitor during ASHA Connect 2019.
Default in Occupancy
Any exhibitor failing to occupy space contracted for is not relieved of the obligation of paying the full rental of such space as provided in the signed application. If not occupied by the time set for completion of installation of displays, such space may be possessed by the ASHA.
Distribution of Materials
Exhibitors may not pass out flyers in the aisles or place marketing material on tables that are not located in their contracted exhibit space. Advertisements found outside of an exhibitor’s booth will be thrown out.
Any controversy or claim arising out of or relating to the 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 that not resolve the matter, it shall be settled by 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 conflicts-of-laws principles. The parties hereto agree that the right to a trial by jury shall be waived regarding any and all claims related to this agreement.
Exhibitor Appointed Contractors “EACs”
ASHA has designated official exhibition contractors. Exhibitor may contract directly with EACs by following the application procedures outlined in the Exhibitor Manual. ASHA assumes no responsibility or liability for such EACs. Exhibitor must use qualified union personnel for material handling, installing and dismantling exhibits, and other services as required by the Hyatt Regency Chicago rules and regulations provided in the Exhibitor Manual.
Exhibitor will be provided with, and must comply with, the exhibitor manual (“Exhibitor Manual”), which is incorporated by reference herein. The Exhibitor Manual sets forth 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 and Catering
The Hyatt Regency Chicago is the exclusive provider of food, beverage, and catering services within the hotel. Any Exhibitor offering alcoholic beverages at any event held in conjunction with ASHA Connect 2019 must (i) carry a minimum of two million dollars U.S. ($2,000,000.00) in liquor liability insurance during the event and (ii) comply with all the rules and requirements of the Hyatt Regency Chicago and Operator.
ASHA may postpone or terminate ASHA Connect 2019 or any of its obligations hereunder without penalty in the event the Hyatt Regency Chicago becomes unavailable, is destroyed or damaged, or if it becomes inadvisable, impracticable, illegal, or impossible to hold ASHA Connect 2019 as scheduled due to any event beyond the control of ASHA or the Hyatt Regency Chicago. In such an event, Exhibitor hereby waives any and all damages and claims for damages and agrees that the sole liability of ASHA shall be to refund to Exhibitor payments made for exhibit space, less a proportionate share of all expenses incurred and committed by ASHA, such as, but not limited to, advertising, hotel fees, etc., to the extent any monies remain after payment of such expenses.
Indemnification and Liability
The exhibitor agrees to indemnify, defend and hold harmless ASHA, the Hyatt Regency Chicago, and the City of Chicago from all losses arising from (a) any violation of any law regulation or ordinance by 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 Hyatt Regency Chicago regarding the exhibition premises which has been provided to Exhibitor, (c) use of any portion of the Hyatt Regency Chicago by the Exhibitor its employees, and/or agents, (d) the gross negligence, willful misconduct or fraud of the Exhibitor, it’s contractors, subcontractors, employees, and/or agents, and (e) personal injury or property damage caused by the Exhibitor, its employees/and or agent except to the extent such loss or damage is caused by the sole negligence or intentional acts of ASHA, the Hyatt Regency Chicago, the City of Chicago. THE MAXIMUM LIABILITY OF THE ASHA CONNECT AND ITS SPONSORS 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. EXHIBITOR IS SOLELY RESPONSIBLE FOR THE SECURITY OF ITS PROPERTY AND THE PROPERTY OF OTHERS UNDER ITS CONTROL.
License of Exhibitor Materials
Exhibitor grants to ASHA and the Hyatt Regency Chicago 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 ASHA Connect 2019. The Exhibitor agrees to allow ASHA to use its photograph, branding, marketing materials, trademarks, and other materials used or displayed at ASHA Connect 2019 and in ASHA-related publications
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.
Non-Standard Displays and Materials
Exhibitors desiring to use non-standard booth equipment or any material conflicting in any way with the Exhibitor Manual must submit ASHA a detailed sketch of the proposed layout and receive written variance approval from ASHA.
Photography and Recording
The services of an official professional photographer are used for ASHA Connect 2019. By registering for ASHA Connect 2019, you agree to allow ASHA to use your photograph in ASHA-related publications, on the ASHA website, or in other Association materials Limited use of cameras is allowed for exhibitors in their own booth area. Photography, video production and/or graphic reproduction of other exhibitors’ booths and products displayed therein are prohibited unless authorization is obtained from the exhibitor. 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 ASHA Connect 2019 education sessions.
Registration and Badges
All exhibitors must be registered and wear badges during exhibit hall move in, move out and exhibit hall open hours. Exhibitors with a Full Registration badge must wear their badge to attend sessions. Exhibit Hall-Only exhibitors may not attend sessions offered for ASHA CEUs.
Attendees and Exhibitors are responsible for the protection of their personnel, booth, displays and all other materials at all times. The Hyatt Regency Chicago, Show Management, nor 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. Exhibitors may make arrangements for additional security, at their own expenses, if so desired, through the official ASHA Connect 2019 security company. ASHA will provide peripheral security in the Exhibit Hall, not individual booths, from Thursday, July 18, through Saturday, July 20, during the two show days and until 7:30 p.m. on July 21. Exhibitors are expected to carry all risk insurance on their exhibits, utilize lock boxes, and/or arrange for their own security in their booths, as appropriate, at their own expense.
Exhibitors engaged in selling activities must possess a valid seller’s permit (if applicable). Show Management may be required to provide a list of Exhibitors and their seller’s permit status to State tax authorities. Upon request, Exhibitor must promptly (within10 business days) provide Show Management with its seller’s permit number (or reason for exemption).
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 create any obligation or responsibility on behalf of the other party except as otherwise provided herein. The parties agree that all rights and obligations provide 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 supersedes 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 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.