San Francisco, California
London, United Kingdom
HFMA Western Region Symposium
Exhibitor/Sponsor Rules andRegulations
Confirmation. Booth space is on a first-come basis and is not considered confirmed until final payment is received. If you sign-up through Eventbrite and pay the balance via credit card your space is confirmed. If you sign up though Eventbrite and select the check option, you have 30 days to pay the balance. If your balance is not paid within 30 days, your booth will be released back into inventory. All balances must be paid a minimum of 10 days prior to the conference or you will not be allowed to exhibit.
Number of Complimentary Badges.
Gold sponsors – 3 full conference
Silver/Bronze sponsors – 2 full conference
Additional Exhibit Badges: $600 for a full conference badge
Full Conference provides access to all education and networking sessions.
Liability and Security. Exhibitors will make provisionstoinsureandsafeguardtheirgoodsand materials. Exhibitors will leave the exhibit space in the same condition as it was found. Exhibitors are responsible for claims and demands on account of injuryordeathordamagetopropertyoccurring in or upon the exhibitor’s booth space or because of the negligent acts of the exhibitor, exhibitor’s employees, servants, agents, licenses or contractors, the exhibitor agrees to indemnify and hold harmless HFMAfromandagainstliabilityclaims,anddemands whichariseinconnectionwiththeundertakings and responsibilities of the exhibitor. Neither the HFMA, its service contractors, nor the owners of the Hotel/ convention space, their agents, servants, contractors, or employees shall be liable for the injuries to any person or for the damage or theft of propertyownedorcontrolledbytheexhibitorunless caused or resulting from the negligence of HFMA or the owners of the Hotel/Convention Center or their respective agents, servants, and employees. If any part of the exhibition hall is destroyed or damaged so as to prevent HFMA from permitting an exhibitor to occupy assigned space during part or the whole exhibition period, or in case occupation of assigned space during any part of the whole exhibition period is prevented by strikes, acts of God, national emergency, or other cause beyond the control of HFMA, the exhibitor will be charged for the space for the period the space was or could have been occupied by the exhibitor and the exhibitor hereby waives the right to make claims against HFMA, its directors,officers,agents,oremployeesforlossesor damage whicharise.
Other Activities. Exhibitor activities will be confined to the exhibitor’s allotted exhibit space with the except of sponsored exhibit functions. Booth giveaway items such as bags, pens, pencils, and the exhibitor’s logo’d products are recommended and require no prior approval. Any food or beverage items much be purchased directly through the hotel or they will not be permitted. This does not apply to small individually packaged candy or mints. Drawings, raffles, lotteries and contests are encouraged. In the event that exhibitor desires to have any activities or entertainment in the exhibit hall such as impersonators, musicians, caricaturists, magicians and like entertainment, it must be pre- approved by HFMA no later than thirty (30) days before the event.
SocialFunctions. Exhibitors/Sponsors are encouraged to hold social events as long as such eventsdo not conflict with any HFMA scheduled event. HFMA will NOT be hosting any social functions on Tuesday evening to allow time for vendors to entertain or host their own private social function.
Exhibit Space. Space assigned to the exhibitor isfor their exclusive use. Exhibitor shall not assign or sublet any space allocated to them without the duly signed consent of HFMA and any attempted assignment shall be null andvoid. HFMA has the right to reassign booth location if they deem necessary due to acts beyond their control.
Booth Restrictions. Any portion of an exhibit that, in the reasonable judgment of HFMA obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space, or for any reason becomes objectionable, must be immediately modified or removed by the exhibitor at the event.
Set-Up/Dismantle. Each exhibitor will have their exhibit in place before the official opening ofthe exhibition and have their exhibit dismantled and removed after the closing of the exhibition. The exhibitor assumes all risk for the shipment and delivery of all property shipped by the exhibitor and agrees that no early teardowns shall be attempted and that early teardowns are notpermitted.
Equipment Delivery. Exhibitor shall be responsible for the delivery of their equipment and display material and for removal of the equipment and or displaymaterial.
Use of Attendee Mailing Information. Exhibitors/Sponsors will be provided 10 days in advance of the conference a list of attendees that include names, titles, organization name and address for all attendees. Email addresses, phone numbers and fax numbers will not be provided. The final attendee list will be sent to all exhibitors no later than 10 days upon conclusion of the conference.
Warranty/Guarantee. HFMA does not warrant or guarantee any specific level oftraffic at this event. Exhibitor assumes the sole risk with regard to the amount of business traffic at the event. HFMA shall not be liable to exhibitor for any reduction in traffic at the event and shall make no refund or other exchange with regard to a decrease or reduction in expected traffic.
OtherObligations. The Exhibitor/ Sponsor agrees that it is subject to any other contracts or obligations with the hotel, its affiliates or related contractors.Mattersandquestionsnotcovered
by these rules and regulations are subject to the decision of HFMA, at its discretion, including, but not limited to, unprofessional anddisorderly conduct and behavior. These rules and regulations may be amended at any time by HFMA and shall be equally binding on all parties affected by them, as are the original regulations.
Laws, Ordinances & Regulations. Exhibitorsshallabidebyallfederal,stateandlocal laws, ordinances andregulations.
Arbitration. Should any dispute arise concerning the contract, services provided, or circumstances involving the exhibit rules and regulations, the parties will try in good faith to settle thedisputedirectly.Anyunsettledclaimarising out of or relating to this agreement, or the breach thereof, will be administered by the American Arbitration Association, under its commercial arbitration rules, and judgment on the award rendered by the arbitrators may be entered in any court having jurisdiction thereof. The arbitration proceedings, including any hearings will be held in the county of Los Angeles, California, the cost of thearbitrationincludingthearbitrationfees,willbe bornebytheindividualpartiestotheproceedings.
Cancellation. In the event that the sponsor and/or exhibitor wish to cancel their sponsorship participation, there will be no refunds within thirty (30) days of the event (last day to cancel – December 15, 2016). All refunds will be subject to an administrative fee of ten percent(10%).