May 16-19, 2024 | Grand Hyatt Vail | Vail, Colorado
2024 Annual NAMA Conference Sponsor & Exhibitor Program Rules and Regulations
NAMA will host an in-person Sponsor & Exhibitor Program at its 2024 Annual Conference. If you’re interested in participating in the Sponsor & Exhibitor Program, please complete the application and submit full payment HERE.
General Information
A Participant’s activities in the Sponsor & Exhibitor Program shall serve the interest of NAMA’s annual conference attendees and shall not be presented in a way that detracts from other Participants, attendees or the overall Annual Conference. Exhibit tables must be manned at all times during conference and exhibit hours by Participants who are well prepared to effectively discuss all products and services.
SHIPPING INFO
CLICK HERE to access TripHero, the Grand Hyatt Vail shipping portal.
Set-up begins at 12:00 PM on Thursday, May 16 and must be completed by 9:00 PM. All exhibits must be removed no later than 2:00 PM on Sunday May, 19, 2024.
2024 Conference Exhibit Hall hours are:
7:30am - 6:30pm on Friday May 17
7:30am - 6:30pm on Saturday May 18
7:30am - 12:00pm on Sunday May 19
These Rules and Regulations apply to the entirety of a Participant’s participation in the Sponsor & Exhibitor Program. These Rules and Regulations are to be construed as a part of the agreement between Participants and NAMA. NAMA reserves the right to interpret all matters and questions not covered by these Rules and Regulations. Participants in the Sponsor & Exhibitor Program agree that NAMA shall have the right to make such additional rules and regulations or changes in arrangements as it shall deem necessary, and to amend same from time to time, and all amendments shall be equally binding on all parties affected by them as the original Rules and Regulations. In the event of any amendments or additions to these Rules and Regulations, NAMA will give written notice to those Participants affected by them. NAMA shall have the final determination and enforcement of all rules, regulations, and conditions.
NAMA reserves the right to immediately terminate the participation of any Participant in the Sponsor & Exhibitor Program for failure to abide by these Rules or Regulations or for other reasonable cause, without refund, as determined in the sole discretion of NAMA. Additionally, NAMA may suspend a Participant’s participation in the Sponsor & Exhibitor Program for failure to abide by these Rules and Regulations until the failure is remedied and/or may exclude a Participant from future participation in the Sponsor & Exhibitor Program or from otherwise exhibiting at future NAMA meetings and events.
Participation Guidelines
All Participants are entitled to participate in the Sponsor & Exhibitor Program at the sole discretion of NAMA. NAMA has sole discretion to accept or refuse applications to participate in the Sponsor & Exhibitor Program. Participation in the Sponsor & Exhibitor Program is limited to Participants that have submitted an application and have been approved by NAMA. Participants may not share or otherwise transfer their right to participate in the Sponsor & Exhibitor Program at the 2024 Annual Conference. All decisions as to assignment of space or location, including re-location, whether in-person or virtually, are at the discretion of NAMA.
Sponsor & Exhibit Program Rates and Payment
Rates and application and payment deadlines for the Sponsor & Exhibitor Program, are published on the 2024 Annual Marketing & Sponsorship Prospectus. Submitted applications must be accompanied by full payment to secure participation in the Sponsor & Exhibitor Program. Participants will be able to pay by credit card upon completion of the online application. Payment is due upon receipt of application.
The Participant agrees to pay in full at time of application. No Participant will be allowed to participate in the Sponsor & Exhibitor Program until the Participant has made full payment to NAMA.
Sales
The Sponsor & Exhibitor Program provides an opportunity to promote products and services either specifically designed for, or customarily used in Ayurveda, as well as supporting practitioners in the growth of their practice.
FDA
NAMA adheres to FDA guidelines and requires all product sales, sampling and demonstrations to comply with these regulations. All sample food or beverage products must comply with FDA guidelines. Alcoholic beverages may not be displayed or served.
Sales, product demonstrations and ordering may be required in advance by NAMA and may be discontinued at the discretion of NAMA. Promotional activity is limited to the confines of the space assigned by NAMA.
Circulars and Other Promotional Materials
Circulars or other promotional materials may be distributed only by Participants and only from the Participant’s assigned space. Distribution of small bags is permissible. NAMA highly recommends the use of sustainable practices when distributing promotional materials and products. (CHECK OUT THIS EXHIBITOR’S GUIDE to sustainability.)
NAMA reserves the right to discontinue distribution of materials that may be deemed as not contributing to the nature of the Sponsor & Exhibitor Program or as hazardous or offensive to NAMA, other Participants or attendees of the Annual Conference.
Recording and Use of Music
Participants will not record any interactions with attendees occurring within the Sponsor & Exhibitor Program. This includes, but is not limited to, screen shots, audio recording and video recording. No music will be allowed to be used by a Participant in the Sponsor & Exhibitor Program.
Extremely loud noises, such as bells, sirens, buzzers, etc., will not be permitted in order to maintain a professional atmosphere. Participants must maintain and keep in good order any assigned space and surrender the space in the same condition as it was at the commencement of the occupation, ordinary wear excepted.
When the presentations are in session, participants in the Sponsor & Exhibitor Program must be respectful and maintain a low voice volume, so as to not disturb the conference attendees. NAMA reserves the right to close the exhibitor hall when presentations are taking place.
Individual Drawings, Promotions, Giveaways or Distribution of Gifts
Participants seeking to conduct a drawing, contest or prize giveaway are required to notify NAMA in advance and obtain prior written approval from NAMA. Participants may be asked to sign a separate agreement with NAMA concerning such activity. Participants having a contest or drawing of any kind must follow all governmental laws, ordinances, rules and regulations. It is the Participant’s responsibility to make sure they correctly follow all rules and regulations related to drawings and promotions. Any violations will be the sole expense and fault of the sponsor or exhibitor. NAMA is not responsible or liable for any contests, drawings or giveaways held prior, during or after the conference.
Ancillary Events
Participants may not schedule other events such as breakfasts, luncheons, dinners or hospitality receptions during official NAMA conference program hours. In addition, Participants may not invite attendees to, or host attendees in any other spaces, including any other virtual spaces outside of the conference programming and event platform, during official hours of the Annual Conference.
Equipment and Care of Building
The sponsors, exhibitors or their agents must not injure or deface the walls or floors of the facility, the booths or booth equipment. If defacement or damage occurs, the sponsor or exhibitor is liable to the owner of the property for cleaning and/or repairs. No signs or articles can be affixed, nailed or otherwise attached to walls, doors, etc., in such a manner as to deface or destroy them. Likewise, no attachments can be made to the floors by nails, screws or any other devices that would damage them.
No heavy equipment or machines requiring any more electrical power than the regular 120-volt current will be allowed. Sponsors & exhibitors must provide their own electrical extension cords and surge protectors. An electrical outlet will be provided.
Participants may not allow any equipment to be brought into the property or allow any act done on the premises which will invalidate the insurance or increase the premium on the policies held by the management of the property, nor permit anything to be done through which act the premises, property or equipment of other Participants will be damaged.
Compliance with Laws
Participants must comply with the requirements of all inspection and other governmental authorities having jurisdiction and with all applicable laws, ordinances, and regulations.
Cancellations/Withdrawals/No-Show Policy
IF THE EXHIBITION SPACE WAS APPROVED AS PART OF A CONFERENCE SPONSORSHIP PACKAGE OR AS AN EXHIBITOR, NO REFUNDS WILL BE PROVIDED IF THE PARTICIPANT CANCELS OR WITHDRAWS FROM THE SPONSOR & EXHIBITOR PROGRAM, OR DOES NOT SHOW AT THE CONFERENCE.
Participants must be ready, willing, and able to participate as assigned by NAMA. A Participant will also, as applicable, complete its Sponsor & Exhibitor tasks and otherwise finalize details for participation as required by NAMA and according to required timelines. In instances that a Participant fails to respond as required, a Participant shall be deemed to have canceled their participation in the Sponsor & Exhibitor Program.
Accessibility
As applicable based on the type of offering, all offerings within the Sponsor & Exhibitor Program must be accessible to individuals with disabilities and in compliance with the Americans with Disabilities Act and any other applicable laws.
Endorsements and Use of the NAMA Logo
If Participants provide products, services or other items to attendees, Participant must expressly inform attendees that there is no expressed or implied endorsement or warranty by NAMA of Participant or of the product, service or item. The NAMA logos are reserved for NAMA- produced or officially endorsed materials. NAMA logos and images are not to be used on materials, including websites, presented by Participants. This includes prohibition of the logo use in social media posts and other digital reproductions not originating from NAMA. NAMA will provide a conference logo, distributed to Participants upon request, which shall be the only logo used by Participants to represent their participation in the Sponsor & Exhibitor Program in any medium.
Data Privacy
NAMA will not provide attendees’ contact information to any Participant.
Sponsor & Exhibitor Space and Equipment
NAMA strives to produce professionally designed and coordinated exhibits. NAMA has a limited number of available spaces in the Sponsor & Exhibitor Program reserved for Participants on a first-come first-served basis. NAMA will provide a 6-foot table with drape and two chairs. Participants can use the 6’ space behind the table. No additional exhibition equipment including lighting, audio visual or extension cords will be provided.
Fire Protection
Exhibits may not have a closed ceiling. Exhibits must comply with city fire regulations and all materials used in decoration must be flameproof.
Electrical wiring must conform to National Electrical Code Safety Rules. If inspection indicates that any sponsor or exhibitor has neglected to comply with these regulations or otherwise incurs fire hazards, NAMA reserves the right to cancel all or such part of the exhibit as may be out of compliance.
Combustible materials or explosives are not permitted in the Exhibit Area. Use of propane, butane or other combustible bottled gas is prohibited. Helium balloons are not permitted.
Security
The Participant is solely responsible for their own exhibit materials and should insure the exhibit against loss, theft, damage or destruction of goods.
Waiver of Liability and Insurance
TO THE GREATEST EXTENT PERMITTED BY LAW, PARTICIPANT AGREES TO MAKE NO CLAIM FOR ANY REASON WHATSOEVER AND HEREBY WAIVES ANY CLAIM AGAINST NAMA, AMC SOURCE, INCLUDING EACH OF THE FOREGOING AGENTS, CONTRACTORS, EMPLOYEES, OWNERS, MANAGERS, OFFICERS OR DIRECTORS, SUBSIDIARIES AND AFFILIATES (HEREINAFTER THE “RELEASED PARTIES”) FOR LOSS, THEFT, DAMAGE, OR DESTRUCTION OF GOODS; NOR FOR ANY INJURY, INCLUDING DEATH, TO THEMSELVES, EMPLOYEES, AGENTS OR REPRESENTATIVES; NOR FOR ANY DAMAGE OF ANY NATURE, INCLUDING DAMAGE TO ITS BUSINESS FOR FAILURE TO PROVIDE THE SPONSOR & EXHIBITOR PROGRAM OR TO HOLD THE ANNUAL CONFERENCE AS SCHEDULED; NOR FOR ANY ACTION OR OMISSION OF THE RELEASED PARTIES. PARTICIPANT AGREES TO DEFEND, INDEMNIFY AND HOLD HARMLESS THE RELEASED PARTIES FOR ANY DAMAGES OR CHARGES IMPOSED FOR VIOLATION OF ANY LAW OR ORDINANCES. PARTICIPANT SHALL AT ALL TIMES PROTECT AND HOLD HARMLESS THE RELEASED PARTIES AGAINST AND FROM ALL LOSS, COST, OR LIABILITY ARISING FROM OR BY REASON OF THE SPONSOR OR EXHIBITOR’S OCCUPANCY AND USE OF THE EXHIBITION PREMISES OR ANY PART THEREOF. THE TOTAL LIABILITY OF THE RELEASED PARTIES TO EACH PARTICIPANT SHALL NOT EXCEED THE DEPOSIT PAID BY PARTICIPANT.
Participant is solely responsible for their own material/products for the Sponsor & Exhibitor Program and shall, as it deems necessary, insure products from loss or damage from any cause whatsoever. It is understood that, as applicable, all property of the Participant is in their care, custody, and control in transit to, or from, or within the confines of the Sponsor & Exhibitor Program. The Released Parties shall bear no responsibility for the safety of the Participants, their personnel, employees, agents or representatives or personal property. The Released Parties are not liable for any loss sustained by participant as a result of Participant’s access of the Sponsor & Exhibit Program or any virtual or physical space in which the Annual Conference is held, or as a result of any failure of utilities, breakdowns, software errors, incomplete or inaccurate transfer of information. The Released Parties will use reasonable care and take security measures to protect the Participants’ property in the Exhibit Hall from such loss. No responsibility is assumed for unpacked materials left in the exhibit area after the closing hour of the exhibit.
Participant agrees to defend, indemnify, and hold harmless the Released Parties for any losses, costs, damages, liability, charges, fees, or expenses (including, but not limited to, attorney’s fees and court costs) arising from or out of or by reason of Participant’s participation in the Sponsor & Exhibitor Program. This includes, but is not limited to any claims of intellectual property infringement, fraud, misrepresentation, false advertising, data security and data privacy claims, or violations of any law or ordinance.
NAMA shall request a certificate of insurance from the Participant in compliance with these Rules and Regulations. NAMA shall require of any of its Participants in this Sponsor & Exhibitor Program to carry a minimum coverage amount of $1,000,000 per occurrence and $2,000,000 annual aggregate in commercial general liability insurance to cover against damage and loss and liability insurance against injury to the person and property of others related to participation in the Sponsor & Exhibitor Program. NAMA shall not be obligated to carry any insurance for the benefit of the Participant. On the Certificate of Insurance Form, NAMA will be included as an added insured for the policy.
If you are re in need of insurance, you can contact:
Tristan Jones
HUB Southwest
6565 Americas Parkway NE, Suite 720
Albuquerque,NM87110
Office:505-348-1852
Toll-free:800-800-5661
Fax:866-487-3972
Email:[email protected]
hubinternational.com
Shipping
Please use the following address for shipping materials to the venue:
Grand Hyatt Vail
1300 Westhaven Drive
Vail, CO 81657
ATTN: NAMA CONFERENCE: "YOUR NAME OR BUSINESS NAME"
For questions, contact NAMA Conference Manager, Tracy Stonaker at [email protected].
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