Application for Space
Exhibit spaces are 10 feet by 10 feet unless otherwise noted, and all fees are presented in US dollars. Applications for space are required to be filed via the online form Sigma provides and will be invoiced in full upon receipt.
Payments may be made via check, money order (payable to Sigma Foundation for Nursing), or credit card. Mail payments to: Sigma Foundation for Nursing, 550 W. North St., Indianapolis, Indiana 46202.
Space Assignments
Space is reserved on a first-come, first-served basis and with consideration for availability of requested area, amount of space requested, special needs, and compatibility of exhibitors. Only applications paid in full by the 31 August 2023 application deadline will be assigned space. Sigma reserves the right to decline any or all exhibitor applications at its sole discretion.
Cancellation/Refund Policy
All application fees are presented in US dollars and will be invoiced in full upon receipt. Written cancellations received on or before 30 April 2023 will be refunded at 100 percent and at 50 percent when received in writing on or before 31 August 2023. No refunds after 31 August 2023. Sigma, its agents and employees will not be liable for exhibitor’s failure to exhibit. In the event it becomes necessary to relocate, reformat and/or revise dates for the 2023 Biennial Convention for any reason, all exhibitor and/or sponsorship payment obligations contained in this agreement shall be retained unless otherwise agreed upon by both parties. In the event it becomes necessary to cancel said event, payments will be applied to the following event or refunded as requested.
Complimentary Exhibitor Services
- One 6-foot draped table
- Two chairs
- Wastebasket
- Booth identification sign
- Aisle carpeting and daily maintenance
- Up to four (4) exhibit-hall-only booth staff badges that include food and beverages served in hall
Registration
The official registration area will be open as noted on the convention schedule. All attendees are required to register. Each exhibitor will receive four (4) complimentary exhibit-hall-only booth staff badges. Additional booth staff badges may be purchased for US $100 each.
The exhibit-hall-only staff badges do not allow entry and access to convention sessions or non-exhibit-hall meal functions. Exhibitors who desire to attend educational sessions and acquire continuing education credits must register as attendees.
Sigma will have sole control over admission of people into the Exhibit Hall. Everyone who visits the Exhibit Hall will be admitted according to the Exhibitor Information and Contract Provision as issued and amended by the authorized Sigma representatives.
Exhibit Hours and Staffing
Displays must remain in place and be staffed during all designated exhibit viewing times shown on the convention schedule. Failure to adhere to this rule may result in your application being rejected for participation in future shows.
Additional Exhibitor Services
An exhibitor kit containing literature and rates for all labor, services, additional furniture, and miscellaneous equipment will be provided to exhibitors by the official decorator and will be disseminated approximately three months prior to the show.
Installation/Dismantling
The exhibit area at the Henry B. González Convention Center will be available for installation of exhibits as noted on the convention schedule. Exhibits are required to be in position and ready for inspection one hour before the Exhibit Hall opening on Saturday, 11 November. Exhibits are to remain intact until the close of the show on Monday, 13 November.
The decorator will promptly deliver cases and packing boxes to all booths for exhibitors’ use in dismantling. Crates and shipping materials must be removed from the exhibit area by the close of the hall on Monday, 13 November. A fee will be assessed equal to costs incurred by Sigma for booth materials left onsite.
Shipping
The shipping address and further instructions will be included in the exhibitor kit provided by the decorator. Neither the Henry B. González Convention Center nor Sigma is responsible for any shipments made directly to the Henry B. González Convention Center.
Security and Liability
Exhibitors are requested to make provision to safeguard goods from the time they are placed in the booth until they are removed. The Exhibit Hall will be secured from the general public while vacant. Neither Sigma nor the Henry B. González Convention Center will be responsible for loss or damage due to any cause.
Space is leased with the understanding that the exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising from exhibitor’s activities on the Henry B. González Convention Center premises and will indemnify, defend, and hold harmless Sigma, the Henry B. González Convention Center, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims that might ensue from any cause resulting from or connected with transportation, placement, removal, or display of exhibits except for any claims, loss, or damages arising directly from the Henry B. González Convention Center’s own negligence.
Special Regulations
Subletting of Space — Subletting or reassigning space is prohibited. Two or more firms may not exhibit in a single space unless special arrangements have been made with Sigma.
Installation — Exhibits should be installed so they will not project beyond the space allotted or obstruct the view of or interfere with other exhibits.
Fire Safety — All structural works, such as extra shelving, standards, display racks, signs, spotlights, etc., are to be flame-proofed before being used to decorate any exhibit.
Courtesy — The rights and privileges of exhibitors shall not be infringed upon by any other exhibitor. Interviews, demonstrations, distribution of literature, etc. are to be carried out inside the exhibitor’s booth. Canvassing outside the booth is not permitted.
Advertising — Advertising materials or signs of exhibitors other than those who have engaged space are prohibited. Canvassing or soliciting business or conferences in the interest of business, except by exhibitors, is not permitted. The management will appreciate being informed of any infraction of this rule.
Audiovisuals — Multimedia presentations are to be arranged so that aisles are not blocked. Multimedia presentations with sound must be presented in a soundproof room or in so remote an area that the neighboring exhibitors are not disturbed.
Music — Exhibitors’ use of music or other sound is not permitted to interfere with other exhibitors. License agreements for music protected by ASCAP, BMI, or other organizations are the sole responsibility of the exhibitor, and each exhibitor is required to indemnify and hold Sigma harmless from any liability arising from use of music covered by these organizations.
Conduct — Sigma reserves the right to require modification of any exhibit that, in its opinion, is not in character with the convention. This regulation applies to display, literature, advertising, novelties, souvenirs, conduct of representatives, etc. Booths are to be attended at all times during exhibit hours by bona fide employees or representatives of the exhibitor. Unethical conduct or infraction of rules on the part of an exhibitor, its representatives, or both will subject the exhibitor, its representatives, or both to dismissal from the exhibit area. In this event, it is agreed that no refund shall be made by Sigma, and no demand for redress will be made by the exhibitor or its representatives.
Americans with Disabilities Act — Each exhibitor shall be responsible for compliance with the Americans with Disabilities Act within its booth and assigned exhibit space.
Questions
Contact Chris Beaman, Corporate Relations Advisor, with any questions by emailing chris@sigmanursing.org.