United Trauma Conference - Sponsors & Exhibitors

Exhibit Rules and
Regulations

Please note that times are subject to change upon completion of the final program. Visit the conference website for the latest schedule.

EXHIBIT DATES & HOURS

• Exhibitor move-in: Tuesday, May 4, 12:00 PM – 4:00 PM
• Opening Reception with Exhibitors: Tuesday, May 4, 6:00 PM – 8:30 PM
• Exhibit hall open: Wednesday, May 5, 7:00 AM – 6:00 PM
• Exhibit hall open: Thursday, May 6, 7:00 AM – 6:00 PM
• Exhibitor move-out: Thursday, May 6, 6:15 PM – 11:00 PM

AGREEMENT TO RULES AND AUTHORITY
By submitting an application, signing an agreement, making payment, or participating in the conference, the exhibitor or sponsor agrees to comply with this Prospectus, the exhibitor service manual, all applicable venue and facility rules, and any additional reasonable instructions issued by the Conference Management Team before or during the event. The individual submitting the application represents that they are authorized to bind the participating organization. The Conference Management Team has final authority to interpret, apply, and enforce these rules and regulations.

ELIGIBILITY AND RIGHT TO REFUSE PARTICIPATION
The Conference Management Team reserves the right to accept, reject, or remove any exhibitor, sponsor, product, service, display, activity, or promotional material that it determines, in its sole discretion, to be inconsistent with the purpose, standards, reputation, or attendee interests of the United Trauma Conference. Acceptance of an application or payment does not waive this right.

ACCEPTANCE OF APPLICATION
Submission of an application does not guarantee acceptance or space assignment. Participation is confirmed only when the Conference Management Team issues written acceptance and receives all required payments. The Conference Management Team may reject an application when it determines that the applicant, its products, services, or proposed activities are inconsistent with the conference's purpose or standards.

ASSIGNMENT OF EXHIBIT SPACE
Exhibit space will be assigned on a first-come, first-served basis once payment is received. The conference management team reserves the right to rearrange the floor plan in the best interest of the show as a whole. Sharing, assignment, or subletting of booth space is prohibited without prior written approval (see Nontransferability and No Subletting, below).

NONTRANSFERABILITY AND NO SUBLETTING
Exhibit space and sponsorship rights may not be assigned, transferred, shared, or sublet, in whole or in part, without prior written approval. Only products and services of the contracted organization and approved represented companies may be displayed.

APPLICATION FOR EXHIBIT SPACE
Application for exhibit space must be made through the application link on the conference website.

FAILURE TO OCCUPY
Any exhibit space not occupied by the completion of move-in on Tuesday, May 4, 2027, at 4:00 PM may be reassigned or resold without refund. Failure to occupy the assigned space does not constitute cancellation and does not relieve the exhibitor or sponsor of its payment obligations. The Conference Management Team may arrange or remove unattended materials at the exhibitor's or sponsor's expense.

CANCELLATION BY EXHIBITOR OR SPONSOR
Cancellation of booth space must be submitted in writing and is effective only when received and acknowledged by the Conference Management Team. Cancellation received by February 28, 2027 will result in a $500 release fee; cancellation received after February 28, 2027 will not be refunded. Failure to pay, failure to attend, or failure to occupy assigned space does not constitute cancellation. Cancellation fees are liquidated damages and not a penalty, as the parties acknowledge that the conference's resulting losses from a cancellation are difficult to determine, and cancellation fees apply regardless of whether the space or sponsorship is subsequently resold.

PAYMENT AND DEFAULT
Full payment is due according to the schedule stated on the invoice or application. A $[amount] fee will be charged for any returned payment or declined transaction. Exhibitors and sponsors who have not submitted full payment by the applicable deadline may lose their assigned space, sponsorship placement, priority points, or listed benefits, which may be reassigned without notice. Sponsorship signage, program listings, and other benefits may be withheld until payment in full is received.

PAYMENT, CREDENTIALS & MOVE-IN AUTHORIZATION
All exhibit and sponsorship fees, invoices, and other outstanding amounts must be paid in full in cleared funds before the exhibitor or sponsor may receive credentials, access the exhibit hall, bring materials into the facility, begin installation, or occupy its assigned space.

The Conference Management Team may deny credentials and refuse or delay move-in, installation, freight delivery, booth access, or participation until all outstanding amounts have been paid. No exhibitor or sponsor will be permitted to move in or occupy exhibit space with an unpaid balance unless the Conference Management Team has approved a written payment arrangement in advance.

Failure to pay an invoice when due constitutes a material breach and does not relieve the exhibitor or sponsor of its payment obligations. The Conference Management Team may cancel the assigned space or sponsorship, reassign the space, suspend unfulfilled benefits, and retain amounts previously paid, subject to the cancellation terms of these Rules and Regulations. The exhibitor or sponsor remains responsible for any unpaid balance and reasonable collection costs to the extent permitted by law.

Acceptance of a late payment does not waive any deadline, remedy, or other provision of these Rules and Regulations.

Unless otherwise stated on the invoice, all balances must be paid no later than May 1, 2027. Applications submitted after that date must be accompanied by full payment.

Payment is not considered received until funds have cleared. Exhibitors and sponsors are responsible for all returned-payment, chargeback, and bank fees.

COSTS NOT INCLUDED
Unless expressly stated in the applicable exhibit or sponsorship package, fees do not include electrical service, internet access, material handling, shipping, labor, furnishings, carpet, cleaning, storage, catering, audiovisual equipment, permits, taxes, or other services ordered by the exhibitor or sponsor. The exhibitor or sponsor is solely responsible for ordering and paying for such services.

TAXES AND VENUE CHARGES
The exhibitor or sponsor is responsible for applicable taxes, licenses, permits, service charges, and venue or contractor fees associated with its participation and activities.

NO SETOFF
Payment obligations may not be withheld, reduced, or offset because of a dispute, anticipated benefit, attendance level, booth location, schedule modification, or claim against the conference, except as expressly provided in this agreement.

BOOTH CONSTRUCTION & ARRANGEMENT
The exhibit booth fee includes a 10’ deep x 10’ wide booth with an 8’ high backwall drape (color TBD), a 3’ high side drape (color TBD), and a 24” x 6” booth ID sign. The exhibit hall floor is not carpeted; exhibitors and sponsors who wish to order carpet or additional flooring for their booth may do so through exhibitor services (see the exhibitor service manual for ordering details).

BOOTH DESIGN AND SIGHT LINES
All booth displays, signage, and structures must comply with the maximum height, sidewall, and sight-line limits stated in the exhibitor service manual, and with the facility's fire and safety requirements. Hanging signs, multi-story or covered structures, and any display exceeding standard booth dimensions require prior written approval from the Conference Management Team. Booths adjoining another exhibitor's or sponsor's space must be finished on all exposed sides so as not to detract from neighboring displays.

INSTALLATION, DISMANTLING AND EARLY DEPARTURE
Exhibitors and sponsors may not begin dismantling, packing, or removing any part of their display before the official close of exhibit hall hours on the final exhibit day. Any exhibit property not removed by the end of the scheduled move-out period will be considered abandoned; the exhibitor or sponsor is responsible for all costs of its removal, storage, and disposal, and neither the Conference Management Team nor the venue bears any liability for property left behind.

Exhibitors and sponsors may not pack, dismantle, remove materials, or leave their booths unattended before the official close of the exhibit hall. Early dismantling may result in loss of priority points, termination of participation without refund, and ineligibility to participate in future conferences.

FIRE, SAFETY, ACCESSIBILITY AND LEGAL COMPLIANCE
Exhibitors and sponsors must comply with all applicable federal, state, and local laws, fire codes, facility rules, occupational safety requirements, and accessibility requirements (including the Americans with Disabilities Act), as well as any rules issued by the venue or its fire marshal. Open flames, flammable or combustible materials, compressed gases, hazardous substances, cooking equipment, and motorized vehicles are prohibited within the exhibit hall unless approved in advance in writing by the Conference Management Team and the venue.

USE OF SPACE & PROMOTIONAL MATERIALS
Exhibit areas must be staffed during all exhibit hours. All solicitation and promotional activities must be confined to the exhibit hall. No exhibitor or sponsor may distribute promotional materials in a breakout room or general session. Literature on display shall be limited to reasonable quantities.

DEMONSTRATIONS, SOUND AND AISLE CONGESTION
Demonstrations, presentations, and product activities must be conducted entirely within the exhibitor's or sponsor's contracted booth space and may not obstruct aisles, doorways, or neighboring booths. Sound, lighting, or other effects may not exceed levels that interfere with neighboring exhibitors, sponsors, or conference programming. The Conference Management Team may require an exhibitor or sponsor to immediately modify, reduce, or discontinue any activity that creates a safety hazard, aisle congestion, or disruption to other exhibitors, sponsors, or attendees.

FOOD, BEVERAGE AND ALCOHOL
Any food or beverage service from an exhibitor's or sponsor's booth requires prior written approval from the Conference Management Team and must be arranged through the venue's designated or exclusive caterer, where applicable. Exhibitors and sponsors may not serve alcohol without prior written approval from both the Conference Management Team and the venue, appropriate licensing, and evidence of liquor liability insurance.

ANCILLARY MEETINGS, EVENTS & COMPETING ACTIVITIES
Exhibitors and sponsors may not organize, host, sponsor, promote, or facilitate any meeting, reception, hospitality function, educational session, demonstration, social event, or other activity that conflicts with any scheduled conference program, exhibit hall hours, or official reception.

Any proposed ancillary event involving conference attendees must receive prior written approval from the Conference Management Team. Requests must be submitted by April 4, 2027 and include the proposed date, time, location, purpose, anticipated attendance, and sponsoring organizations. Approval may be granted, denied, conditioned, or withdrawn at the Conference Management Team’s discretion. Approval from a hotel, venue, or other third party does not constitute conference approval.

During the official conference dates — May 4, 2027 (12:00 PM) through May 6, 2027 (11:00 PM), covering exhibitor move-in through move-out — exhibitors and sponsors may not independently organize, sponsor, promote, or participate in a competing meeting, conference, mini-conference, symposium, workshop, or similar event directed toward the same or substantially similar audience, whether held in person, virtually, or at an off-site location. This restriction applies to the exhibitor’s or sponsor’s parent companies, subsidiaries, affiliates, agents, contractors, and partners acting on its behalf.

Private internal business meetings that are not promoted to conference attendees and do not conflict with official conference programming may be permitted with prior written approval.

Violation may result in cancellation of the event, removal of related promotions, loss of exhibit or sponsorship privileges without refund, removal from the conference, and ineligibility to participate in future events.

CONDUCT AND ANTI-HARASSMENT
All exhibitor, sponsor, and contractor personnel must act professionally and comply with the conference code of conduct. Harassment, discrimination, threatening behavior, unsafe conduct, and offensive or misleading content or messaging are prohibited. Violations may result in removal from the exhibit hall or conference without refund.

INTELLECTUAL PROPERTY AND MUSIC LICENSING
Exhibitors and sponsors are solely responsible for obtaining all necessary rights and licenses for any names, logos, images, video, music, software, or other content used in their booth, presentations, or promotional materials, including music-licensing fees where applicable. Exhibitors and sponsors are responsible for, and agree to indemnify the Conference Management Team and its member organizations against, any claim of infringement arising from their use of such content.

ATTENDEE DATA AND LEAD RETRIEVAL
Attendee contact information obtained through registration lists, lead-retrieval devices, badge scans, or other conference-provided means may be used only for legitimate follow-up related to this conference and must comply with applicable privacy and marketing laws, including opt-out and unsubscribe requirements. Exhibitors and sponsors may not sell, rent, transfer, scrape, or otherwise misuse attendee data.

PHOTOGRAPHY AND RECORDING
The Conference Management Team and its designated photographers may photograph or record the exhibit hall, sessions, and booths for use in event promotion and archival purposes. Exhibitors and sponsors may photograph or record within their own booth but may not photograph or record other exhibitors' or sponsors' booths, proprietary displays, or conference sessions without prior permission.

LIABILITY & INDEMNIFICATION
Exhibitor or sponsor agrees to indemnify, defend, and hold harmless ATS, STN, TCAA, the venue, and their respective officers, directors, employees, and agents from and against any claims, damages, losses, or expenses (including reasonable attorneys’ fees) arising out of bodily injury, property damage, violation of law, intellectual-property infringement, or other claims arising from the acts or omissions of the exhibitor or sponsor, or its employees, contractors, or agents, in connection with the conference, including the exhibitor's or sponsor's installation, removal, maintenance, occupancy, or use of the exhibition premises. Exhibitors and sponsors shall obtain and maintain Comprehensive General Liability Insurance of not less than $2,000,000 combined single limit.

INSURANCE DOCUMENTATION
In addition to the $2,000,000 minimum coverage stated above, exhibitors and sponsors must provide a certificate of insurance evidencing commercial general liability coverage, and, where applicable, workers' compensation and automobile liability coverage, with policy dates covering the full exhibit period, including move-in and move-out. Certificates must be received by the Conference Management Team no later than [date] and must name ATS, STN, TCAA, and [venue name] as additional insureds on a primary and noncontributory basis. Exhibitors and sponsors who fail to provide proof of insurance by the deadline may be denied access to the exhibit hall without refund.

SECURITY AND PROPERTY LOSS
Exhibitors and sponsors are solely responsible for their own equipment, merchandise, and materials at all times, including during move-in, exhibit hours, and move-out. Any security services provided by the conference or venue are a general safety measure only and do not guarantee against theft, damage, or loss; exhibitors and sponsors should obtain their own insurance for such risks.

DAMAGE TO PREMISES
Exhibitors and sponsors are responsible for any damage to the venue, exhibit hall, furnishings, or equipment caused by their personnel, contractors, displays, equipment, or activities, and will be responsible for any repair or replacement charges assessed by the venue or the Conference Management Team.

BREACH AND ENFORCEMENT
If an exhibitor or sponsor violates any provision of this Prospectus or the exhibitor service manual, the Conference Management Team may, at its discretion and without refund: require immediate correction of the violation; remove noncompliant signage, materials, or displays; close or restrict access to the exhibitor's or sponsor's booth; remove exhibitor, sponsor, or contractor personnel from the premises; terminate the exhibitor's or sponsor's participation; recover any costs incurred as a result of the violation; and/or restrict the exhibitor's or sponsor's eligibility to participate in future conferences.

The Conference Management Team may immediately stop any activity or remove any exhibit, material, or person that violates these Rules and Regulations or presents a safety, legal, operational, or reputational concern. If the violation is not corrected immediately upon notice, or if the Conference Management Team determines that immediate action is necessary, it may close the exhibit, revoke credentials, terminate participation, and remove the exhibitor or sponsor without refund. The exhibitor or sponsor remains responsible for all amounts due and costs arising from the violation.

FORCE MAJEURE, POSTPONEMENT, RELOCATION & CANCELLATION
The United Trauma Conference reserves the right to postpone, shorten, relocate, or cancel the conference, or convert it in whole or in part to a virtual or hybrid format, due to circumstances beyond the organizations' reasonable control (including but not limited to acts of God, government order, public health emergency, labor dispute, or venue unavailability). In such an event, the United Trauma Conference will determine, in its discretion, whether payments already made will be credited toward a rescheduled event, transferred, partially refunded, or retained to the extent of expenses already incurred. In no event will the United Trauma Conference, ATS, STN, or TCAA be liable for any indirect, incidental, or consequential damages, including travel costs, arising from such postponement, relocation, cancellation, or format change.

NO ATTENDANCE OR RESULTS GUARANTEE
The conference makes no representation or guarantee regarding attendance, attendee demographics, exhibit traffic, lead volume, sales, business results, or the location of other exhibitors or sponsors.

RIGHT TO CHANGE SPACE AND BENEFITS
The Conference Management Team may modify the floor plan, relocate an exhibit, adjust exhibit hours, substitute reasonably comparable sponsorship benefits, or make other changes necessary for the operation of the conference. Such changes do not entitle the exhibitor or sponsor to cancel or receive a refund unless the Conference Management Team expressly agrees otherwise in writing.

ORDER OF PRECEDENCE
If there is a conflict among the sponsorship or exhibit agreement, these Rules and Regulations, the exhibitor service manual, and facility rules, the documents will control in that order, unless the Conference Management Team states otherwise in writing.

GOVERNING LAW AND DISPUTE RESOLUTION
This Prospectus, the exhibitor application, the exhibitor service manual, and all applicable venue rules together constitute the entire agreement between the exhibitor or sponsor and the United Trauma Conference. This agreement is governed by the laws of the State of [State], without regard to conflict-of-laws principles, and any dispute shall be resolved in the state or federal courts located in [County/City, State]. If any provision is found unenforceable, the remaining provisions remain in full force and effect, and a party's failure to enforce any provision does not waive its right to do so later. Notices must be given in writing to the addresses stated in this Prospectus or the exhibitor application.