Terms - AIHA Connect 2026

Applications and Eligibility — Application for booth space must be made through the official online space application, contain the information requested, and be executed by an individual who has authority to act for the applicant (exhibitor). Any such exhibitor/producer or supplier of equipment and other products or services whose proposed exhibit will enhance the purposes of the Association, and facilitate those purposes, may apply for booth space. The Association reserves the absolute right to reject any and all applications. By providing your phone, fax, and email, you consent to receive information from Association via any of these methods of communication.

Agreement to Conditions — Association’s acceptance of the application/contract constitutes an agreement of the parties to abide by the terms and conditions contained herein.

Assignment of Space — Space assignment is determined by the applicant’s expo attendance seniority, application date of receipt, identified competitor location, and best space available, in that order. Seniority level increases by one point for each 100 square foot booth each year an exhibitor displays at the expo (on a 5-year cumulative basis), and points for sponsorships purchased.

Payment — Completed applications received by Association on or before March 19, 2026, must be accompanied by a 50% deposit and the final balance must be paid by March 20, 2026. All applications submitted on or after March 20, 2026, must be accompanied by full payment. If Association has not received payment in full by March 19, 2026, the heretofore reserved exhibit space may be reassigned, sold, or otherwise used or disposed of by Association without any refund of the applicant’s deposit.

Insurance — Exhibitors agree to maintain general commercial liability insurance that will fully protect Association, its affiliates, and its and their directors, officers, employees, and agents, and the Facility, from any and all claims of any nature whatsoever, including damage to property, and claims for any personal injury, including death, any or all of which may arise in connection with the installation, operation, or dismantlement of exhibitors’ display, or in connection with the display itself or with exhibitors’ participation at AIHA Connect 2026. Such coverage shall in no event be less than one million dollars ($1,000,000) for personal injury, death, or property damage in any one occurrence. Such insurance maintained by the exhibitor must be issued by an insurance company with an A.M. Best rating of A-IX or higher and such insurance must include coverage of the indemnification obligations of the exhibitor in Section 24 of these terms and conditions, and such insurance must cover Association, its affiliates, and its and their officers, directors, members, agents, and employees. Association shall be named as an additional insured on exhibitors’ Commercial General Liability Insurance policy. Each exhibitor is responsible for obtaining, for its protection and entirely at its expense, such property insurance for its exhibit and display materials as such exhibitor deems appropriate. Any policies providing such insurance must contain an express waiver by the exhibitor’s insurance company of any right of subrogation as to any claims against Association, its affiliates, and its and their officers, directors, agents, or employees, and the Facility. Nothing in this paragraph shall limit the amount of liability an exhibitor may be responsible for. Exhibitor will also maintain Worker’s Compensation insurance and such other insurance as required by applicable law. Proof of insurance is required 30 days prior to the opening of AIHA Connect 2026. Association shall, at its own expense, maintain in full force and effect throughout the term of AIHA Connect commercial general liability insurance with limits no less than $1,000,000 per occurrence and $2,000,000 in the aggregate. Each Party’s insurance shall be primary and non-contributory with respect to the other party’s insurance and shall contain a waiver of subrogation in favor of the other party and its respective directors, officers, agents and employees.

Booths — Standard booth equipment (back and side wall draping and identification sign) will be provided. If an exhibitor plans to install a completely constructed display of such a character that the exhibitor will not require or desire the use of standard booth equipment, no part thereof shall project as to obstruct the view of adjacent booths. Carpeting/floor covering is required in booth space. Please refer to the complete AIHA Connect display rules and regulations in the exhibitor service kit.

Floor Plan — Association reserves the right to modify the plan to the extent necessary in the best interest of AIHA Connect and the expo.

Care of Exhibit Space — Exhibitor must, at his or her expense, maintain and keep in good order the exhibit and space for which he or she has contracted.

Protection of the Exhibit Facility — Nothing shall be posted on, or tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the convention hall exhibit area without permission of the Association and the proper building authority. Packing, unpacking, and assembling of exhibits shall be done only in designated areas and in conformity with directions of the exhibit manager, the convention hall manager, or their assistants.

Badges, Security, and Staffing of Booth — Failure by exhibitors to reserve hotel rooms through official AIHA Connect Housing may result in exhibitor badge fees. All representatives of the exhibitor must prominently wear the official event badge at all times while in the AIHA Connect Expo Hall and comply with all other badging and security requirements mandated by the conference. During Association’s designated non-compete hours, the exhibitor’s booth must be staffed by a representative or employee of the exhibitor. An exhibitor may require reasonable identification of anyone not wearing an official event badge. Failure to comply with Association’s designated non-compete hours may result in loss of seniority and other benefits, and/or removal from AIHA Connect at exhibitor’s expense.

Installation and Dismantling — The specific requirements regarding the time for installation and dismantling of exhibits shall be supplied to each exhibitor by show management. Such requirements shall be binding upon the exhibitor. Space not occupied or set up by the final install time, designated by show management, may be reassigned for other purposes by the Association.

Default Occupancy — Any exhibitor failing to occupy space contracted for is not relieved of the obligation to pay for such space at the full rental price, and the Association shall have the right to use such space as it sees fit to eliminate blank space in the exhibit hall, provided such booth space is not occupied by the official install time.

Access to Displays — The Association may from time to time promulgate such regulations governing hours of access to displays and eligibilities for admission thereto as may be found in its judgment to be most practicable.

Personnel — Booth personnel, including demonstrators, receptionists, and models, are required to confine their activities within the exhibitor’s booth space. All exhibitors participating in AIHA Connect are expected to use special care whenever they deem it necessary to hire temporary help to assist in their exhibit or hospitality activities, so that personnel so selected by them will be of a caliber in keeping with the high standards of the expo. Exhibitor must comply with all applicable federal, state, and local employment and tax laws.

Use of Space — Exhibits shall be shown only in the official exhibit area as established by AIHA Connect. Neither the exhibitors nor non-exhibitors shall be permitted to display articles, equipment, or information concerning services, or movies of such articles, equipment, or services, in private suites or rooms during AIHA Connect in accordance with prior agreements between the Association and officials of hotels and the convention bureau. No exhibitor shall permit any other organization or its representatives to use the space allotted to exhibitor, nor shall exhibitor display articles not manufactured or normally sold by exhibitor. If an article of a nonexhibiting firm or business is required for the operation or display of an exhibitor’s wares, identification of such article shall be limited to the usual and regular nameplates, imprinting, or trademarks under which the article is sold in the regular course of business.

Subletting — Exhibitor agrees not to assign, sublet, or sublicense any part of the booth space. Only the name of the exhibitor which appears on the application for space/contract may be used to identify the leased booth space in the printed list of exhibitors at the expo.

Distribution of Printed Material, etc. — The following practices are not permitted: a. Distribution of promotional material, samples, catalogs, pamphlets, or publicity except in the exhibitor’s space; b. Use of disruptive audio equipment; c. Use of golf carts or other vehicles to transport conferees from booths to seminar rooms; d. Use of noisy electrical or mechanical equipment; e. Wearing of unofficial badges, company name plates, etc., except in addition to official event badge; f. Entry into another exhibitor’s booth without permission of that exhibitor; g. Photographing or examining another exhibitor’s booth without permission of that exhibitor; h. Use of balloons; i. Demonstrations that create an interference with neighboring exhibits or with the normal traffic flow in the aisles; j. Demonstrations or activities which create a fire, safety, or health hazard; k. Any action, practice, or activity which violates any of the Display Rules and Regulations. Representatives of exhibitors may not misrepresent their identity, position, company, or contact information, nor provide false or misleading information to any other exhibitor. AIHA Connect show management reserves the right to interrupt and prevent these practices.

Policy on Selling — In order to stimulate interest in the health and safety industry in general, exhibitors shall be permitted to take orders for the sale of their products or services at the show provided that the products or services are substantially related to the health and safety industry. The exhibitor shall be solely responsible for any federal, state, or local tax and/ or sales tax required to be collected or withheld on any purchase. Should show management be fined for violation of tax requirements pending exhibitor sales, show management maintains the right to fine said exhibitor and suspend the exhibitor’s ability to exhibit for up to three years.

Conflicting Meeting and Social Events — In the interest of the success of the entire AIHA Connect, the exhibitor agrees not to extend invitations, call meetings, or otherwise encourage absence of members or exhibitors from the expo hall during the official hours of AIHA Connect. The exhibitor also agrees to abide by all rules of show management related to hosting ancillary events, activities, receptions, and dinners, including submitting an approval form for each planned activity.

Cancellation or Relocation of Conference — In the event of cancellation or relocation of the AIHA Connect due to circumstances within the Association’s direct control, the liability of the Association shall be limited to a refund of deposit fees paid to the Association by the exhibitor. In the event the Association has no control over the cancellation or relocation of AIHA Connect, the Association shall have no liability of any kind but may in its discretion refund any deposit fees paid by the exhibitor, minus reasonable expenditures already incurred by the Association.

Cancellation/Reduction-In-Size Request — The cancellation/reduction fees outlined in this section are applicable for any type of cancellation/reduction, for any reason. Cancellations/Reductions must be made in writing to the Association. For cancellations/reductions received on or before October 31, 2025, there is a full refund. For cancellations/ reductions received between November 1, 2025 and November 30, 2025, and Association is able to resell the entire square footage of the original space reserved for the exhibitor, then Association will assess a cancellation/downsize fee equal to 25% of the total amount due of the reduced/canceled space. Cancellations/reductions received between December 1, 2025 and March 19, 2026, and Association is able to resell the entire square footage of the original space reserved for the exhibitor, Association will assess a cancellation/downsize fee equal to 50% of the total amount due of the reduced/canceled space. If for any reason Association is unable to resell all or a portion of any canceled/reduced space, the exhibitor will remain liable for the full cost of the unsold space. On or after March 20, 2026, there are no refunds.

The Association’s Right to Remove the exhibitor’s Property — The Association reserves the right to remove from the expo hall premises any or all of the property of the exhibitor should AIHA Connect be canceled or relocated or should the exhibitor violate any of the conditions of the exhibitor’s agreement or in an emergency. This right may be exercised without prior notice in Association’s sole discretion. Removal shall be at exhibitor’s sole expense.

Violations of the Conditions — Each of the following actions by an exhibitor shall constitute a violation of the conditions of the exhibitor’s agreement: a. Use of a display of equipment, products, or services which vary in any significant way from the description on the application for exhibit space. b. Violation of any municipal, state, or federal laws, rules, or regulations, including safety codes or any of the rules or regulations required by the Association or the Facility. c. Failure to follow the procedures prescribed in sections 1 through 21 and 24. d. Failure to remove property from the expo hall upon cancellation or relocation of AIHA Connect.

Liability — a. The Association undertakes no duty to exercise care, nor does it assume any responsibility, for the protection and safety of the exhibitor, the exhibitor’s officials, agents or employees, or for the protection of the property of the exhibitor or the exhibitor’s representatives, or of property used in connection with the exhibit, from theft or damage or destruction by fire, accident, or other cause or for the failure of an individual to wear an event badge. Small and easily portable articles shall be properly secured or removed after expo hours and placed in safekeeping by the exhibitor. Any protection exercised by the Association shall be deemed purely gratuitous on its part and shall in no way be construed to make it liable for any loss or inconvenience suffered by the exhibitor. b. The exhibitor is fully responsible for any and all claims, liabilities, losses, damages, and expenses relating to or arising from any injury to any person, or any loss of or damage to property where such a claim, liability, injury, loss, or damage is incident to, arises out of or is in any way caused by exhibitor. The Facility and Association will not be responsible for any injury, loss, or damage that may occur to the exhibitor, the exhibitor’s employees, or property or to any other person prior to, during, or subsequent to the period covered by these terms and conditions. The exhibitor expressly releases the Facility and Association, its affiliates, and its and their directors, officers, employees, and agents from any liability. The exhibitor agrees to indemnify, defend, and hold the Facility and Association, its affiliates, and its and their directors, officers, employees, and agents, harmless from and against all claims, liabilities, losses, damages, costs, and expenses of any nature whatsoever, including attorneys’ fees and costs of litigation, arising from or relating to the participation or attendance of exhibitor at AIHA Connect 2026. c. The Association shall not be liable for any failure to deliver space to an exhibitor or for the loss of allotted space of an exhibitor, who has contracted for exhibit space under the terms of this agreement, if non-delivery is due to any one of the following causes: destruction of or damage to the building or the exhibit area by fire or act of God; terrorism, epidemics, acts of a public enemy; strikes; the authority of the law; or any cause beyond its control. The Association’s liability under this Agreement shall be limited to the amount of the exhibit fees paid by the exhibitor.

Remedies — a. General. In the event the exhibitor violates any of the conditions of the exhibitor’s agreement, the Association reserves an absolute right to invoke either or both of the following remedies, which shall be in addition to, and not in lieu of, any other rights or remedies granted under this agreement or available under general contract law:

The Association may order the exhibitor to remove his or her exhibit and personnel at exhibitor’s sole expense or have them removed under the provisions of section 22. In these circumstances, no part of the exhibitor’s fees will be returned.
The Association may refuse thereafter to enter into any agreement with the same or related signatory/exhibitor to lease booth space at a future AIHA Connect sponsored by the Association.