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NJSNA EXHIBITOR TERMS & CONDITIONS

  1. Exhibitor check-in is on Friday, October 17, 2025, at 7:00 AM. Your exhibit must be set up and staffed by 8:00 AM.
  2. Registered exhibitors will receive the convention schedule via email when it is available.
  3. Nothing can be added to the walls or floors of the exhibit area.
  4. Name badges will be provided for exhibitors.
  5. Exhibitors are responsible for securing their own exhibit materials. Valuables should be removed. NJSNA & HCM are not responsible for anything damaged or stolen while on site.
  6. NJSNA & HCM are not responsible for any damaged materials or injuries sustained traveling to or from or at the convention.

REFUND POLICY

Exhibitors or sponsors will be refunded their fees minus $500 if a written request to Sales@healthcommedia.com is received by August 1, 2025.

NJSNA AND HCM AND HCM SPONSOR & EXHIBITOR RULES & REGULATIONS

  1. All products and services must be of professional or educational benefit or interest to NJSNA & HCM membership.
  2. NJSNA & HCM reserves the right to determine the eligibility of prospective sponsors. NJSNA & HCM reserves the right to reject or require modification of materials, displays, or demonstrations that, at NJSNA & HCM’s sole discretion, are not in keeping with the character of NJSNA conference. If a sponsor or exhibitor is rejected, a full refund will be provided before the conference.
  3. No sponsor shall sublet, assign, or share any part of the contracted sponsorship with another organization without prior written consent from HCM.
  4. Cancellations and refunds are not permitted once services have commenced. Exhibit cancellation specifics provided below.
  5. Insurance and liability are the full and sole responsibility of the sponsor. A contract with NJSNA & HCM shall not constitute or be considered a partnership, joint venture or agency between NJSNA & HCM and the exhibitor. Neither the acceptance of a registration nor the existence of an exhibit shall imply an endorsement by NJSNA & HCM of the exhibiting company.
  6. Sponsors and exhibitors agree to protect, save and hold the New Jersey State Nurses Association (NJSNA) and HealthCom Media (HCM), its providers and vendors, any/all contracted facilities, as well as all of these entities’ owners, agents, contractors and employees (hereinafter collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the sponsor or exhibitor or those holding under the sponsoring or exhibiting company. Further, each sponsor or exhibitor shall, at all times, protect, indemnify, save and hold harmless indemnities against and from any and all the losses, costs (including attorneys’ fees), damage, liability or expenses arising from or out of, or by reason of, any accident or bodily injury or other occurrence to any person or persons, including the sponsor or exhibitor, its agents, employees and business invitees, which arise from or out of, or by reason of said sponsor’s or exhibitor’s activities and/or use of conference facilities or a part thereof.
  7. Force Majeure: In the event of cancellation of the in-person conference by NJSNA & HCM due to acts beyond its reasonable control, which may include, but is not limited to: fire, strike, damage, construction or renovation, pandemic, government regulation, public catastrophe or natural disaster, making it commercially impracticable, illegal, or impossible to fully perform under this contract, NJSNA & HCM shall use funding under this agreement to implement, in its sole discretion, the most reasonable solution for the exhibitor/sponsor to achieve the goals originally set forth in the agreement.
  8. Sponsors and exhibitors are responsible for and shall adhere to the Food and Drug Administration regulations on the promotion of investigational and pre-approved drugs and devices. For further information on FDA compliance, visit the FDA’s website: www.fda.gov.
  9. NJSNA AND & HCM has authority to interpret and enforce all contractual items as listed above. Additionally, NJSNA & HCM will make contractual amendments or rules as needed to maintain a productive and educational environment.
  10. Agreement to Conditions: All involved companies and parties, together with their associates and employees, agree to adhere to all conditions provided.

In addition to the above rules and regulations, NJSNA & HCM exhibitors must adhere to the following Exhibit Space Rules and Regulations:

  1. NJSNA & HCM will accept Exhibit Space orders on a first-come, first-served basis.
  2. All products and services exhibited at the NJSNA & HCM conference must be of professional or educational benefit or interest to conference participants.
  3. NJSNA & HCM will determine the eligibility of prospective exhibitors for inclusion in its exhibition. Eligibility will be determined following receipt of an Exhibit Space order and prior to confirmed booth assignment. Additionally, NJSNA & HCM reserves the right to reject or require modification to any in-person or virtual display or demonstration that, at NJSNA & HCM’s sole discretion, is not in keeping with the character of the NJSNA & HCM exhibition.
  4. All decorations, drapery and fabrics used in exhibit displays must be flame retardant.
  5. No exhibitor shall sublet, assign, or share any part of the space allocated to his or her organization without prior written consent from NJSNA & HCM.
  6. The rights and privileges of any exhibitor shall not be infringed upon by any other exhibitor. No booth may obstruct exhibition attendees’ views of adjacent booths from any angle. Booth activities that cause attendees to congregate in the aisles and impede or restrict traffic are forbidden. All displays, signs, flyers, distribution of literature and souvenirs, entertainment or any other activities must take place inside the contracted booth space only.
  7. Exhibits including audio and/or video devices must be conducted and arranged so that no noise will disturb adjacent exhibitors or attendees. NJSNA & HCM reserves the right to prohibit the use of amplifying devices that it considers objectionable.
  8. Any products to be sold must be pre-approved by NJSNA & its media company, HealthCom Media prior to the conference. Company will be responsible for any local tax requirements. The displaying or quoting of inflated list prices on merchandise exhibited will also not be permitted.
  9. Advertising material or signage of companies other than those that have paid for exhibit space are prohibited. Canvassing and solicitation of business or other conferences are strictly prohibited. NJSNA & HCM will appreciate being informed of any infraction of this rule.
  10. All questionnaires and giveaways must have prior approval by NJSNA & HCM. Samples of proposed questionnaires and/or giveaways must be submitted to NJSNA & its media company, HealthCom Media in advance of the conference.
  11. At in-person conferences, the common area of the exhibit hall will be erected, furnished and dismantled by the official NJSNA & HCM General Service Contractor as part of this contract.
  12. Exhibitors using service contractors at in-person conferences other than those designated by NJSNA & HCM must obtain approval in advance from HCM. A written request must be presented by the exhibitor or the contractor in advance of exhibit set-up and must include the name and address of the contractor, name of the on-site supervisor in attendance, a certificate of insurance and a statement that the contractor will comply with all rules and regulations of the NJSNA exhibition.
  13. At in-person conferences, the exhibitor agrees to adhere to and be bound by all applicable fire, utility and building-code regulations at the exhibition facility. The exhibitor also agrees to the contract and terms between the facility (managers and owners), NJSNA & HCM and other parties relating to the exhibition. The exhibitor shall not deface or damage the exhibition facility or exhibit area in any way.
  14. Insurance and liability are the full and sole responsibility of the exhibitor. It is the responsibility of the exhibiting company to be compliant with the rules and regulations of the exhibit facility (convention center, hotel, etc.).
  15. At in-person conferences, no pets or animals shall be permitted in the exhibit hall, except for service animals for persons with disabilities.
  16. At in-person conferences, each exhibit must be open during all official exhibition hours. Exhibiting organizations that do not adhere to this strict NJSNA policy may not be eligible to exhibit at future NJSNA conferences.
  17. At in-person conferences, failure to stay within the parameters of rented exhibit space will result in forfeiture of entire exhibit booth.
  18. Unethical conduct or disregard for any rules stated herein, on the part of the exhibitor, his or her representatives or both will be considered just reason for NJSNA & HCM to dismiss the exhibitor, his or her representatives or both from the exhibit hall and to prohibit the exhibitor from attending future NJSNA & HCM conferences. In this event, it is agreed that no refund shall be made by NJSNA & HCM and that no demand for redress will be made by either the exhibitor or his or her representatives.