These policies, terms, rules, and regulations governing the exhibit are part of the application for space and consequently, constitute a part of the contract between the exhibitor and SEMPA. Exhibitors agree to abide by any policies, terms, rules, or regulations that may hereafter be adopted, which shall be as much a part of the contract as though originally incorporated. All matters not specified within this website shall be resolved in the sole direction of SEMPA Exhibit Management.
Violation of any policies, terms, rules, and regulations by the exhibitor, employees, or agents shall annul the right to occupy space, and such exhibitor will forfeit to SEMPA all money that may have been paid.
SEMPA Exhibit Management reserves the right to terminate the exhibit onsite and remove all persons and goods at the exhibitor's expense. Any damages incurred by SEMPA Exhibit Management to the exhibit will be the responsibility of the exhibitor. The exhibitor expressly waives the service of written notice to re-enter and terminate. SEMPA Exhibit Management reserves the right to refuse assignment of exhibit space at future SEMPA meetings.
Eligibility of Exhibitors. In keeping with the educational purposes of the SEMPA 360 Conference, the exhibits are considered an extension and integral part of the program. Only companies with a product or service directly related to emergency medicine will be accepted.
Space Assignments. Space will be assigned on a first come, first served basis.
Display Specifications. Each space is 10' deep x 10' across and includes the items listed on the Space Rates & Benefits page.
Deposit. Applications must be accompanied by full payment.
Cancellation. Notification of an exhibitor's decision to cancel or reduce exhibit space must be submitted in writing. The effective date of a space cancellation or reduction will be the date when written notice is received and date stamped by SEMPA. Written notification of a space reduction or cancellation must be received on or before January 27, 2023. A 50% service charge will be assessed for the total amount of the reduced or canceled space. After January 27, the exhibiting company will remain liable for the full cost of the original exhibit space.
Promotional Activities and Giveaways. Exhibiting companies are permitted to distribute giveaways and conduct prize drawings. All giveaways and prizes must be approved by SEMPA Exhibit Management in writing by Friday, April 14, 2023. This includes all items that are clearly acceptable (with the exception of product literature) or not on the pre-approved list of giveaways. This list will be available in the service kit. Removal of items not pre-approved will be strictly enforced. Curtailment of contests will be enforced if the activity is not pre-approved by SEMPA. "Actual" drawings are not allowed in the booth during exhibit hours; however, attendees may register for a drawing to be held outside the exhibit hall. Please note that SEMPA Exhibit Management will ensure that approved giveaways and drawing items are compliant with AMA, PhRMA, AdvaMed and other guidelines regarding these items.
Sales. Sales and order taking are permitted provided that all transactions are conducted in a manner consistent with the professional nature of SEMPA and the SEMPA 360 conference. Exhibitors must notify SEMPA Show Management via email of their intent to conduct sales transactions and include the following information: product(s) being sold, return/refund policy, contact information for attendees needing assistance and a working website. Exhibitors planning to conduct retail sales are responsible for registering as a dealer with the appropriate state and local agencies. Additionally, all exhibitors conducting sales on the show floor must post their return/refund policy. This policy should be clear and must be adhered to if an attendee requests a refund.
Liability. Each party involved in the exposition agrees to be responsible for any claims arising out of its own negligence or that of its employee or agents. All parties have a responsibility, and are required, to maintain adequate insurance coverage against injuries to persons, damage to or loss of property, and any liability to meet their obligations as set forth in this agreement.
SEMPA, Alliance Exposition Services, or the Omni Louisville Hotel will bear no liability for personal injuries, whether suffered by an exhibitor, its employees, its contractors, agents, or business invitees. SEMPA, Alliance Exposition Services, or the Omni Louisville Hotel will also assume no liability for loss or damage to the property of an exhibitor, its employees, its contractors, agents, or business invitees, regardless of the cause, unless such injury or damage results from, or is caused by, the negligence or wrongful acts of SEMPA, Alliance Exposition Services, or the Omni Louisville Hotel.
Each exhibitor, in making application for space, agrees to protect, indemnify, and hold harmless SEMPA, Alliance Exposition Services, and the Omni Louisville Hotel from any and all claims, liability, damages, or expenses (including attorney's fees) asserted against them or incurred by them as a result of, or in connection with, any loss of or damage to property, or injury to persons resulting from, arising out of, or in any way connected with the negligence or wrongful acts of the exhibitor or its agents, servants, or employees.