AuDacity 2025 - Sponsors & Exhibitors

Exhibit Rules and Regulations

EXHIBIT DATES AND HOURS
Scheduled exhibit hours begin on Thursday, September 25 and end on Saturday, September 27.

ASSIGNMENT OF EXHIBIT SPACES
Exhibit space will be assigned on a first-come, first-served basis once payment is received. ADA reserves the right to rearrange the floor plan in the best interest of the show as a whole. Sharing space is prohibited. Ruling of ADA shall be final with regard to use of the exhibit space.

APPLICATION / OCCUPATION / CANCELLATION OF EXHIBIT SPACE
Application for exhibit space must be made through the application link on the website.

Any space not claimed and occupied for which no special arrangements have been made by 4:00 PM, Thursday, September 25, may be resold or reassigned by ADA to eliminate empty spaces in the exhibit hall. ADA will not refund any part of the booth fee. Exhibitors may not assign or sublet any space allotted to them and may not advertise or display goods other than those manufactured or sold by them in the regular course of their business.

Cancellation of booth space by August 1, 2025, will result in a $250 release fee. If cancellation is made after August 1, 2025, ADA will not refund the booth fees. Cancellation of exhibit space must be directed in writing to: ADA Headquarters, 1024 Capital Center Drive, Suite 205, Frankfort, KY 40601 or via email at mvaughn@audiologist.org. Booth space will not be assigned without full payment.

OFFICIAL EXHIBIT DECORATOR
The official decorator will handle all decorating and exhibit furniture. The exhibit services kit outlines prices and instructions for securing special lighting, carpeting, wiring, telephone, computer rental or other special work in advance. The exhibitor services kit will be emailed to you around the middle of February. Please note deadline dates to order services.

Exhibitors are responsible for all freight, drayage, decorating and labor charges.

INSTALLATION OF EXHIBITS
Installation must take place between 8:00 AM and 4:00 PM Thursday, September 25, 2025. Exhibits must be fully installed by 4:00 PM, September 25. No installation work will be permitted after this time without special permission from ADA.

REMOVAL OF EXHIBITS
No exhibitor shall commence dismantling or packing product before the time officially announced as the closing of the show (Saturday, September 27, 2025 – after 4:00pm Eastern). Doing so is a violation and will affect future participation. Crates and cartons will not be delivered prior to the close of show.

Exhibit removal must be completed by 7:00 PM on Saturday, September 27, 2025. It is the responsibility of each Exhibitor to have material packed, identified, and cleared for shipment by the removal time.

BOOTH CONSTRUCTION AND ARRANGEMENT
ADA arranges for the erection of necessary draped backgrounds of uniform style. All exhibits must be confined to the special limits of the booth. The exhibit booth fee includes a 10’ deep x 10’ wide booth with an 8’ high back drop, 3’ high side drape, one 6’ draped and skirted table, two side chairs, one waste basket and a 7” x 44” identification sign. No part of the display, except equipment therein, is permitted in excess of eight feet in height without prior permission granted by ADA. No perpendicular obstruction eight feet or more in height may extend forward more than half the distance from the back wall, and none over 48 inches in height shall extend forward for the remaining space to the front of the booth. (Exceptions are subject to ADA’s approval.) Booths shall not present an objectionable side appearance when viewed from adjoining booth areas.

USE OF SPACE/PROMOTIONAL MATERIALS
Persons who are prepared to explain all products and services on display must staff exhibit areas during exhibit hours. Each exhibitor must wear an official ADA conference badge. All solicitation, demonstration or other promotional activities must be confined to the limits of the exhibit hall. No exhibitor or sponsor can distribute promotional materials in a breakout room or session. Literature on display shall be limited to reasonable quantities (one day supply). Exhibitors are encouraged to display or disseminate products and services, which are developed specifically for ADA members at their booths, unless permitted through a separate sponsorship agreement. A company’s promotional materials should not interfere with any other company’s booth or sponsorship. Further, an exhibitor is prohibited from distributing copyrighted materials, unless they have written permission to distribute such materials.

FUNCTION SPACE
It is understood that no rooms, suites or other space in the conference hotel are to be used for exhibit purposes, workshops or other exhibitor sales-related use. Invitational cocktail parties, open houses and similar exhibitor-sponsored affairs, other than usual private occupancy, must be scheduled with the hotel and confirmed with ADA conference management so as not to conflict with program events.

CARE OF EXHIBIT SPACE AND BUILDING
The exhibitor shall care for and keep occupied space in good order. Special cleaning and dusting of the booth and display equipment and material will be the exhibitor’s responsibility. Exhibitors may not place anything in the exhibit space common areas during the open hours of the exhibition. Exhibitors, or their agents, must not injure or deface the wall or floors of the building. When such damage appears, the exhibitor is liable to the owner of the property so damaged. Electrical wiring must conform to the National Electric Code Safety Rules. Combustible materials or explosives are not permitted in the exhibit area.

All exhibits shall serve the interests of the members of ADA and be operated in a way that does not detract from other exhibits or the conference. Conference management determines the acceptability of persons, things, conduct, sound equipment and/or printed material and reserves the right to require the immediate withdrawal of any exhibit which is believed to be injurious to the purpose of ADA. In the event of such restriction or eviction, ADA is not liable for any refund of exhibit fees or any other exhibit-related expenses.

SALES, SAMPLES AND SOUVENIRS
No goods are to be sold for delivery on the floor. Orders may be taken for future delivery. Free samples and souvenirs may be given away at your designated booth only. Exhibitors may not display literature or products at any other conference areas unless a separate sponsorship agreement has been arranged. Any food or beverages dispensed or given away at your exhibit space must be purchased from or with the consent of the facility.

LIABILITY
Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold ADA and its employees and agents harmless against all claims, losses and damages to persons or property, government charges or fines and attorney fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy or use of exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the facility, its employees and agents.

Furthermore, exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the facility, its owners, its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of Hotel and its employees and agents.

Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the contractual liability set forth in this Exhibit, in an amount not less than $2,000,000 combined single limit for personal injury and property damage.

The facility, its owners, and its operator shall be included in such policies as named additional insured. In addition, exhibitor acknowledges that neither the facility, its owners, nor its operator maintain insurance covering exhibitor’s property and that it is the sole responsibility of Exhibitor to obtain business interruption and property damage insurance insuring any losses by Exhibitor.

SECURITY
A security guard hired by conference management will conduct general surveillance of the exhibit hall (excluding individual booths). Security will be provided during the following times:

• Thursday, September 25 – 9:00 AM through
• Friday, September 26 at 7:00 AM and again at 7:00 PM through
• Saturday, September 27 at 7:00 AM

Exhibitors should take steps to protect merchandise or equipment they have displayed. Please see that all small display and personal items are secure before leaving the hall—even temporarily.

While ADA provides security guards, this is solely as an accommodation to Exhibitors, and ADA assumes no responsibility for any loss, damage or injury to any property of the exhibitor or to any of its officers, agents, employees or contractors, whether attributable to accident, fire, theft or any other cause whatsoever.

THE AMERICANS WITH DISABILITIES ACT
Exhibitor shall be responsible for making its exhibit accessible to persons with disabilities as required by The Americans with Disabilities Act and shall hold ADA harmless from any consequences of exhibiting companies who fail in this regard.

COMPLIANCE
The exhibitor agrees to abide by and comply with the rules and regulations including any amendments that conference management may make from time to time. Exhibitor further assumes all responsibility for compliance with all pertinent laws, ordinances, regulations and codes of duly authorized local, state and federal governing bodies concerning fire, safety and health as well as the rules and regulations of the operators of and/or owners of the property where the exposition is held.

CONFERENCE POSTPONEMENT OR CANCELLATION
ADA at its discretion shall have the right to postpone or cancel the conference and exhibits and shall be liable in no way to the Exhibitor for losses resulting from such delay or cancellation. ADA will not be liable for fulfillment of this contract as to the delivery of exhibit space if non-delivery is due to any of the following causes: By reason of the facility being damaged or destroyed by fire, act of God, public enemy, war or insurrections, strikes, the authority of the law, or for any cause beyond ADA’s control. It will, however, in the event of its not being able to hold an exhibitor for any of the named reasons above, ADA will reimburse Exhibitor for the amount already paid for exhibit booth space.

AMENDMENTS
Any and all matters and questions not specifically covered by the preceding regulations shall be subject to the decision of ADA. These rules and regulations shall be binding on Exhibitors equally with the foregoing conditions. Exhibitors shall be notified in writing of any amendments to these regulations.

QUESTIONS
For more information, contact the ADA Exhibit Manager, at 859-977-7459 or email at mvaughn@audiologist.org.