Exhibitor Information

Booth Assignment and Relocation

• To the fullest extent possible, assignment of booth location will be made in the order signed application/conditions forms are received. PVA reserves the right to alter Exhibitor’s assigned location at any time in its sole discretion if deemed in the best interest of the exhibit program as a whole. PVA will contact Exhibitor before exercising discretion. No Exhibitor shall sublet space allotted.

Payment

• Exhibit space will be reserved upon receipt of application/conditions form. Payment for reserved space must be made to the Paralyzed Veterans of America in U.S. dollars. Payment must accompany the application/conditions form and must be received by June 13, 2025. Exhibit space for which payment has not been received by that date may be canceled at the discretion of exhibit management.

Failure to Occupy Space

• Any space not set-up two hours prior to the official opening of the exhibition may be forfeited by the exhibitor and this space may be resold, repositioned, or used by exhibition management without refund, unless arrangements for delayed occupancy have been made with prior approval by exhibition management.

Storage and Handling

• Exhibitors must arrange for their own storage and handling of any material. All shipping expenses are the responsibility of the exhibitor.

Booth Display/Marketing

• No exhibitor will advertise or display the name, logo or support for any veterans service organization other than Paralyzed Veterans.  Additionally, sales are prohibited at the Expo.
• Interviews, demonstrations and distribution of literature or samples must be made within the booth area assigned to the exhibitor. Canvassing or distributing of advertising outside the exhibitor's own booth will not be permitted. Additionally, sales are prohibited at the Expo.
• All exhibit displays must adhere to current IAEE Guidelines for Display Rules & Regulations regarding booth construction, signage, etc. Please take the time to review this information.

Sales

• No exhibitor shall sell or permit merchandise to be sold from the exhibit. Any company that is observed to be selling merchandise will be asked to leave immediately without refund and will be excluded from future shows.

Showcase Policy/No Suitcasing

Please note that while all meeting attendees are invited to the showcase, any attendee who is observed to be soliciting business in the aisles or other public spaces, in another company’s booth, or in violation of any portion of the Exhibition Policy, will be asked to leave immediately. Additional penalties may be applied.

Please report any violations you may observe to Show Management. Show Management recognizes that suitcasing may also take the form of commercial activity conducted from a hotel guest room or hospitality suite; a restaurant, club, or any other public place of assembly. For the purposes of this policy, suitcasing violations may occur at venues other than the exhibition floor and at other events. Show Management must be informed of any hospitality suites, and expressed consent must be received prior to the event.

Exhibition Policy must be observed at all times. Violation of the Exhibition Policy could result in any or all of the following actions at the discretion of Show Management: Closure of your booth, Exclusion from future Shows.

Exhibitor Badges

• Appropriate badges will be furnished to Exhibitors and their employees by exhibitor management upon proper registration. Exhibitor badges give Exhibitors access to the expo and continuing education sessions. Each company is entitled to 3 complimentary badges per 10’ x 10’ booth. Additional badges are $150.00 each. Up to 5 badges/booth staff are allowed per 10’ x 10’ booth at any given time. Each booth comes with 2 chairs, and any additional chairs would be the Exhibitor’s responsibility to secure.

Exhibit Booth and Space Dimensions/Arrangements

Basic exhibit space is 10’x10’. In addition to the basic pipe and drape (10’ back, 3’ side rails), furnishings include one 6’ skirted table, two chairs, and one space identification sign. Additional furnishings or electrical needs are the responsibility of the exhibitor. Display materials or equipment may not exceed length, depth, or height of the exhibit space. Additional space needs beyond the basic booth will be handled upon request. Paralyzed Veterans will provide each exhibitor with a digital exhibitor kit approximately six weeks prior to the event.

• Summit 2025 + Expo Floorplan Registration

• Exhibitor Schedule

• Full Exhibitor Booth Guidelines

Booth Height & Line of Sight

Inline Booths also known as Linear Booths have neighboring exhibitors on their immediate right and left, leaving only the front exposed to the aisle.

• Inline booths are typically 10' deep and can be between 10' - 40' wide.
• Inline booths are set with 8' (2.44m) drape across the width of the backwall and 3' (.91m) side rail on each side of the booth.
• The maximum height of 8' (2.44m) is allowed only in the rear 5' (1.52m)/back half of the booth.
• The maximum height allowed in the front 5’ (1.52m)/front half of the booth is 4' (1.22m).
• No hanging signs or other materials requiring the use of ceiling rigging are permitted.
• Display materials should be arranged in such a manner so as not to obstruct neighboring booths' line-of-sight. Be a good neighbor!
• Graphics and signage must display forward to the aisle (perpendicular from neighboring booths).
• Consult the IAEE Guidelines for more detail as well as guidelines for other booth types including perimeter and island booths.
• Any booth which deviates from the above guidelines must submit drawings for review to Kaitlyn Walker no later than 45 days prior to the event.

Limitation of Liability

• Although PVA and the venue shall maintain reasonable security measures during the period of the Event (installation, overnight, and dismantling of the exhibits), each Exhibitor is responsible for the care and safety of their own materials, displays and staff or guests. PVA’s maximum liability for a claim related to or arising out of this Event Agreement, regardless of the cause, shall be limited to refunding the price paid by the Exhibitor for their Exhibit space. Each Exhibitor is responsible for complying with all applicable federal, state, and local fire, health, and building statutes and codes (“Applicable Law”) during the period of the Event. Exhibitors are advised not to leave unattended valuables in their exhibits.
• To the maximum extent permitted by Applicable Law Exhibitor will indemnify and hold harmless PVA (and the venue if required) and its respective officers, directors, employees and agents, from and against any and all claims, causes of action, suits, investigations, and administrative or other proceedings, and all related demands, damages, liabilities, fines, penalties, assessments, costs, expenses (including attorney’s fees) of every kind and nature, related to or arising out of: (1) any actual or alleged illness or death of or injury to any person, any actual or alleged damage to or destruction of any property, or any other actual or alleged damage or loss whatsoever, resulting or alleged to result in whole or in part from any actual or alleged defect in any goods or services provided by Exhibitor during this Event; and (2) any act or omission of Exhibitor or its agents or employees.

Dismantling

• No display will be dismantled or packing begun before the show officially closes.
• Early Teardown: All exhibits of Exhibitor must remain intact and staffed until the exposition closes and may not be dismantled or removed before that time. Early teardown will result in a $200 penalty.

Insurance

1. Exhibitor agrees to procure and maintain during the term of the Event (Expo or Summit) insurance coverage which shall include:

   1. Commercial General Liability, or the equivalent, with limits of not less than One Million Dollars ($1,000,000.00) per occurrence, combined single limit for bodily injury, personal injury and property damage liability coverage, including the following: all premises and operations, products/completed operations (for a minimum of two (2) years following Event completion), explosion, collapse, independent contractors, separation of insureds, defense and contractual liability; and,

   2. Workers’ Compensation & Employers Liability Insurance (as required by the state):
      Workers’ Compensation: Statutory

      Employers’ Liability:
      Bodily Injury by Accident:
      $1,000,000 each accident

      Bodily Injury by Disease:
      $1,000,000 each employee
      $1,000,000 policy limit; and,

   3. Automobile Liability, when any motor vehicle (whether owned, non-owned or hired) is used in connection with the Event, with limits of not less than One Million Dollars ($1,000,000.00) per occurrence for bodily injury and property damage.

2. The insurance obligations shall be: (1) all the insurance coverage and/or limits carried by or available to the Exhibitor; or (2) the minimum insurance coverage requirements and/or limits shown in this Event Agreement; whichever is greater. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to Paralyzed Veterans of America. The limits set forth above are minimum limits and shall not be construed to limit Exhibitor’s liability.

3. Unless prohibited by Applicable Law, all insurance required above shall name Paralyzed Veterans of America, Hyatt Regency New Orleans, and its affiliates as an additional insured on a primary, non-contributory basis for claims or liability relating to, arising directly or indirectly from, this Agreement, Exhibitors’ products and/or Exhibitors’ work. All insurance coverages shall be written through carriers possessing an A.M. Best rating of A (VII) or better. For any claims related to this Agreement, Exhibitor’s insurance coverage shall be primary insurance coverage, and any insurance maintained by Paralyzed Veterans of America (and the venue, if required by the venue) shall be excess of Exhibitor’s insurance and shall not contribute with it.

4. Copies of the Certificate of Insurance evidencing such coverage(s) shall be furnished to Kaitlyn Walker no later than June 13, 2025. Paralyzed Veterans of America reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, in the event of a claim.

5. If Exhibitor’s insurance is terminated, cancelled, suspended, reduced, or revoked, Exhibitor must immediately (and in any event, within five calendar days) notify Paralyzed Veterans of America. Additionally, if Exhibitor’s insurance is materially changed during the term of the Event Agreement, Exhibitor shall notify Paralyzed Veterans of America no later than fifteen (15) calendar days prior to the date the material change is to take effect. If the insurance coverage does expire or is otherwise materially changed during the term of the Event Agreement, Exhibitor warrants that it shall send a renewal Certificate of the required coverage to Paralyzed Veterans of America no later than fifteen (15) calendar days prior to the date the material change is to take effect.

6. Exhibitor hereby grants to Paralyzed Veterans of America a waiver of any right to subrogation which any insurer may acquire against Paralyzed Veterans of America by virtue of the payment of any loss under such insurance. Exhibitor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not Exhibitor has received a waiver of subrogation endorsement from the insurer.

Cancellation

• In the event of cancellation of the exhibition due to fire, strikes, government regulation, or any other cause beyond the control of exhibition management, Paralyzed Veterans shall not be held liable for failure to hold the exhibition as scheduled and shall determine the amount of the exhibit fees to be refunded.
• Upon cancellation by exhibitor prior to August 22 2025, Paralyzed Veterans reserves the right to determine the amount of exhibit fees, if any, to be refunded. Cancellation notice received on or after August 23, 2025, will result in forfeit of all exhibit fees.

PVA Summit & Trademark

The Paralyzed Veterans of America Healthcare Summit & Expo logo is a trademark of the Paralyzed Veterans and may only be used by authorized corporate sponsors. Exhibitor status does not include rights to the Summit logo or the Paralyzed Veterans of America logo. Unauthorized use of the Summit logo is prohibited, and this prohibition will be enforced.

Force Majeure

Neither party shall be liable for unforeseeable events beyond its control and not due to its fault or negligence including, but not limited to, acts of God, war, government regulation (applicable federal, state or local), disaster, fire, health or medical event [including, but not limited, to epidemic or disease rendering warnings and advisories by the World Health Organization (WHO) or the Center for Disease Control (CDC)], strikes (except those involving the employees or agents of the party seeking the protection of this clause), civil disorder, curtailment of transportation or effects of the weather which make it illegal, impossible, inadvisable, or commercially impracticable to perform as originally contracted under this Agreement. The Party seeking the protection of this paragraph shall promptly notify the other Party at the commencement of the Force Majeure event. If good faith negotiations cannot resolve the problem allowing the affected Party to perform, the Agreement may be cancelled without liability.

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