Terms & Conditions


The online application submitted by Applicant (Exhibitor) constitutes a valid and binding contract. The early booth fee is available until July 31, 2016. Contracts will be accepted until August 19, 2016.


Payment must then be made within fourteen (14) calendar days. Accepted forms of payment are check, credit card or bank wire. An exhibit booth registration will be held for fourteen (14) calendar days after payment instructions were sent. If payment is not received after 14 days, the booth location will be released for others to choose.


A $500 administrative fee will be charged for cancellations received after Friday, July 1, 2016. No refunds will be given for cancellations made after close of business on that date. Cancellations must be made in writing by email to the [email protected].

Assignment of Booth Space

Booth selections will be made by submitting an online application. Applications are handled on a first-come, first-served basis.

Authorized Representatives

Each Exhibitor shall provide to the Exhibits Coordinator the name and title of the person(s) who will be in attendance at the display and responsible for the installation, operation and removal of the Exhibit. Said representative(s) shall be authorized to enter into such service contracts as may be necessary, for which the Exhibitor shall be responsible. Full delegate registration for two (2) Exhibitors is included in Exhibitor Booth fee. All additional exhibitors must register separately for the Conference.

Exhibit Booth Manning and Dismantling Schedule

A representative must be present at the exhibit space whenever the Exhibition is officially open. The representative must be technically qualified to explain and demonstrate the equipment or services displayed. Exhibitor check-in and booth setup takes place on Sunday, October 9, 12:00 PM – 2:00 PM. The Exhibit/Poster Session Hall is open on Sunday, October 9, from 2:00 PM – 7:00 PM; booth staffing is not required but is requested and recommended. The exhibition opens Monday, October 10, at 9:30 AM. Exhibitors should have their exhibits dismantled by 6:00 PM on Thursday, October 13.

Shipping Information

Global Experience Specialists (GES) is the official exhibit service provider. The Exhibit service kit will be made available  after June 5, 2016, to all confirmed (fully paid) exhibitors. Exhibit registrations received after June 5 will be provided with the service kit after payment is received in full.

Booth Etiquette

During Exhibition hours, booths should be attended by an authorized representative who is technically qualified to explain and demonstrate the equipment or services displayed.

The Conference reserves the right to approve the character of any display and order its modification or removal if, because of noise or other objectionable features, it detracts from the scientific and educational nature of the exhibit.

Subletting Not Allowed

Exhibitors will not be allowed to sublet booths or portions of booths to non-registered companies or individuals.


The Exhibitor assumes all responsibility for compliance with all pertinent Ordinances, resolutions and codes of duly authorized local, state, and federal governing bodies concerning fire, safety, and health, together with the rules and regulations of the operators and/or owners of the Sheraton Grand Chicago.

Hold Harmless Clause

The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of Exhibitor’s activities in the Sheraton Grand Chicago, and will indemnify, defend, and hold harmless the Sheraton Grand Chicago, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.