Children under 18 are prohibited from entering the Exhibit Hall at any time during the course of this Convention, including during installation, open hours, and move-out.
The exhibitor identified in the Application Form ("Exhibitor") agrees to the following terms and conditions ("Terms") as an exhibitor at the American Speech-Language-Hearing Association ("ASHA") annual convention ("Convention"). The Convention will take place in Exhibit Halls 1 and 2 and Flex A-C (“Exhibit Hall”) at the Seattle Convention Center, Summit Building, also known as SCC-S (“Convention Center”).
The terms "ASHA" and "ASHA Show Management" refer interchangeably to the association and staff responsible for planning and implementation of the Convention. These Terms may be amended at any time by ASHA in its sole reasonable discretion, and all amendments shall be binding upon the Exhibitor upon publication. Any point not specifically covered in these rules is subject to the decision of ASHA, whose decision shall be final.
ADA Compliance: Exhibitor is solely responsible for ensuring that its booth and exhibits are in full compliance with the Americans with Disabilities Act (“ADA”), and for all costs related thereto. The representatives of each exhibiting company will be responsible for making their exhibits accessible to persons with disabilities as required by the Americans with Disabilities Act. Exhibitor will indemnify, defend, and hold harmless ASHA and the Convention Center for the failure of Exhibitor and its representatives to comply with ADA requirements
Aisle and Common Areas: All aisles and common areas must remain clear and open to permit traffic flow. All parts of the booth display, including signage, games, tables, and chairs must be within the confines of the assigned space. The exhibitor and their representatives shall not pass out literature, congregate, or solicit business in the aisles.
Exhibitors may not pass out flyers in the aisles or place marketing material on tables that are not located in their contracted exhibit space. The only exception to this rule is sponsors who have express permission to have their materials available during their sponsored event. Sponsorship materials must be removed at the conclusion of the event. Advertisements/literature found outside of an exhibitor’s booth will be discarded.
ASHA Logos: ASHA and the ASHA circle trademark and logo are the property of ASHA. Any use of these trademarks, marks, or logos without written authorization is strictly forbidden and a violation of state and federal law.
Authorized Vendors: You may receive calls, emails, or mail from other service providers who claim to be affiliated with ASHA, when they are not. They may claim to have cheaper prices, better service, or official mailing lists. Show Management will only provide Exhibitor contact information to our official vendors. We do not sell/rent our exhibitor list or contact information.
The official vendors for the 2024 ASHA Convention are:
Aramark – Catering
Attendee Mailing Lists – only available directly from ASHA
Edlen Electrical – Electrical services
Martiz Global Events – Housing, Registration, and Lead Retrieval
SmartCity – Internet provider
Projection – Audio Visual Services
Willwork Event Services – General Service Contractor, booth furniture/shipping/rigging
Balloons: ASHA prohibits the use of helium balloons inside the exhibit halls. There are no exceptions to this rule, you may not have helium balloons in your booth space. If helium balloons are found inside the exhibit hall, the balloons will be removed, and you will be responsible for any fees that may apply. Air filled balloons are permitted.
Booth Display Regulations: ASHA Show Management follows the International Association of Exhibitions and Events (IAEE) Guidelines. Exhibitors will adhere to the IAEE Rules and Regulations found in the Exhibitor Service Manual. The exhibitor agrees to arrange its exhibit so that it will not obstruct the general view of the floor or hide other exhibits. No part of any booth or booth-related material will be permitted to obstruct the aisles.
Linear Booths (any booth not an Island): The standard linear booth is at least 100 square feet (10’ x 10’). Each Linear Booth has an 8-foot-high back drape and 3-foot-high side drape. In the booth's front five (5) feet, the maximum height of display materials is four (4) feet high and eight (8) feet in the back.
Island Booths: Island booths may extend to, but may not exceed, a vertical height of 20 feet. Full use of the island space is permitted; however, the design of the booth must allow for reasonable see-through visibility and full accessibility from all sides.
Exhibitors may not occupy empty booth spaces on the floor without express permission from Show Management. The Exhibitor may not tape, paste, thumbtack, nail, or otherwise affix signs or posters to the walls, columns, or booth drape, or hang things from sprinkler pipes.
Any exhibiting company that vacates or tears down its exhibit prior to the end of Exhibit Hall Hours or is not staffed during the Convention, will forfeit its early bird booth selection privileges for the following year’s Convention, and may be charged a penalty of $250.
Booth Location: Every effort will be made to respect any Exhibitor’s space choice, when possible, but ASHA reserves the right to transfer assignment when such action is deemed in the best interest of the total exhibition. We cannot guarantee a company will not be near a competitor. The Exhibitor agrees to abide by ASHA’s decision regarding booth location and not to alter the location of its exhibit or booth without the written consent of ASHA. The Exhibitor may not sublet its space or any part thereof and may not permit non-exhibiting companies’ representatives in its booth. There will be no objectionable noise or odor or other disagreeable feature attendant to any exhibit. ASHA reserves the right to restrict or relocate at the Exhibitor’s expense any exhibits that become objectionable. Exhibit demonstrations must be confined within the bounds of their respective booths.
Booth Packages:
Each 10’ x 10’ Commercial booth includes two (2) Full Conference Registrations, two (2) Exhibit Hall-Only badges, and a company identification sign. Exhibitors should refer to the Exhibitor Service Manual to order booth furnishings including carpet, internet, and electrical service for their booth.
Each 10’ x 10’ Nonprofit booth includes one (1) Full Conference Registration, two (2) Exhibit Hall-Only badges, one (1) 6’ draped table, two (2) standard chairs, one (1) wastebasket, standard carpet, and a company identification sign. Exhibitors should refer to the Exhibitor Service Manual to order additional booth furnishings, internet, and electrical service for their booth.
Each 10’ x 10’ Member Entrepreneur Booth includes one (1) Full Conference Registration (to be used by the ASHA member reserving space), one (1) Exhibit Hall-Only badge, one (1) 6’ draped table, two (2) standard chairs, one (1) wastebasket, standard carpet, and a company identification sign. Exhibitors should refer to the Exhibitor Service Manual to order additional booth furnishings, internet, and electrical service for their booth.
Booth Payment Schedule: For contracts received prior to July 1, 2024, a 50% deposit is due within 30 days of contract to secure booth space, with the balance due by August 1, 2024. For contracts received after July 1, 2024, payment in full is due within 30 days of contract. No exhibitor will be permitted to move into the exhibit hall with an outstanding balance.
Breach of Terms: If the Exhibitor, its employees and/or agents breach these Terms, ASHA may terminate the Exhibitor's right to occupy space at the Convention, at which time the Exhibitor agrees to close and remove its exhibit from the Exhibit Hall as soon as possible, without disruption of the Convention. If the Exhibitor does not promptly close its exhibit in accordance with such notice, ASHA may re-enter and take possession of the space occupied by the Exhibitor at the Convention, and may remove all persons and property at the Exhibitor's risk. The Exhibitor shall pay all expenses and damages incurred by ASHA with respect to any breach of these Terms, and ASHA may retain any and all amounts paid by Exhibitor to ASHA to participate in the Convention. Sanctions for noncompliance with these Terms also include, ineligibility to exhibit at or attend any future ASHA meetings or events.
Cancellations and Refunds: Exhibitor’s written cancellation must be received via email (exhibits@asha.org) by end of business day on September 1, 2024, for Exhibitor to be eligible to receive a refund, less 25% of the booth fee. If Exhibitor’s cancellation is received after September 1, 2024, or if Exhibitor registered after July 31, 2024 (regardless of cancellation date), they must pay the booth fee in full and will not be eligible for a refund. There are no exceptions to this policy.
Carpet/Flooring: Commercial booth spaces do not include carpet. It is required that the entire booth floor must be covered. You may rent carpet from the General Service Contractor or bring your own floor covering. The Lower-level Exhibit Hall is not carpeted. The exhibitor must provide carpet to cover the entire booth by Wednesday December 4, 2024, at 4:00 p.m. If the Exhibitor has not provided carpet by such time, ASHA will force carpet, and Exhibitor will be charged.
Certificate of Insurance: ASHA requires that the Exhibitor maintains General Liability insurance consistent with the Exhibitor Manual and any other insurance required by the Convention Center. Exhibitor shall carry adequate insurance to protect itself against bodily injury (including death) and property damage claims arising from Exhibitor's participation in the Convention, including but not limited to worker's compensation as required by law and, commercial general liability insurance in such amounts as are adequate, but in no event less than $1,000,000 on an occurrence basis. Said insurance shall name ASHA and the Convention Center as additional insured, and shall state that such policy shall remain in full force and effect, notwithstanding that the insured has waived its right of action against any party prior to the occurrence of a loss, and shall include a waiver of subrogation against ASHA. Upon request, Exhibitor must present proof or documentation of insurance to the satisfaction of ASHA or the Convention Center prior to entry and set up in the Exhibit Hall.
Copyright and Licensing: Proper license agreements and intellectual property rights for all music, displays, graphics, and any other materials used by the Exhibitor during the Convention are the sole responsibility of the Exhibitor. The Exhibitor will defend, indemnify and hold harmless ASHA and the Convention Center for all losses or claims arising from the use of music, displays, graphics, and any other materials used by the Exhibitor during the Convention.
Default in Occupancy: Any failure by the Exhibitor to occupy space contracted for will not relieve the Exhibitor of the obligation of paying the full rental of such space as provided in the signed application. If the rented space is not occupied by the deadline for completion of installation of displays, such space may be possessed by ASHA.
Dispute Resolution; Governing Law and Venue: Any controversy or claim arising out of or relating to these Terms, or breach thereof, shall first be discussed informally for an amicable settlement between the parties and should that not succeed the parties shall attempt to resolve the matter by mediation. Should mediation not resolve the matter, it shall be settled by binding arbitration in the State of Maryland in accordance with the commercial arbitration rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. The exclusive jurisdiction and venue for any claims relating to these Terms that are not subject to arbitration for any reason shall be the state or superior courts of Maryland, or the federal courts located in Montgomery County Maryland, and the Exhibitor hereby submits to the personal jurisdiction of said courts. These Terms will be governed by and construed in accordance with the applicable laws of the state of Maryland, without regard to conflicts-of-laws principles. The parties hereto agree that the right to a trial by jury shall be waived regarding any and all claims related to this agreement.
Eligibility to Exhibit ASHA reserves the right to assess and determine eligibility of any company wishing to exhibit and/or sponsor at the Convention. Products and services to be exhibited must be related to the Communication Sciences and Disorders professions. ASHA may deny or revoke eligibility for cause based on a violation of any policy set forth in the Exhibitor Service Manual or these Terms. ASHA reserves the right to withdraw its acceptance of this contract if it determines, in its sole discretion, that the exhibitor is not eligible to participate, or the Exhibitor’s product is not eligible to be displayed in this exhibit. Companies wishing to exhibit, or sponsor must be paid in full with ASHA and its official contractors by the onset of the Convention. ASHA reserves the right to deny access to, restrict, reject, or eject any exhibit (or person), which becomes objectionable. In any such event, no refunds will be issued.
Exhibitor Appointed Contractors (EACs): ASHA has designated official exhibition contractors. Exhibitor may contract directly with EACs by following the application procedures outlined in the Exhibitor Manual. ASHA assumes no responsibility or liability for such EACs. Exhibitor must use qualified union personnel for material handling, installing and dismantling exhibits, and other services as required by the Convention Center's rules and regulations provided in the Exhibitor Service Manual. EACs are required to check in at Exhibitor Registration to get a badge and may be asked to leave a form of ID until the badge is returned.
Exhibitor Hospitality, Meeting, Parties, and Special Events: Exhibitor shall not conduct any competing event of over 25 people during educational programming hours. Exhibitors who plan to have off-site activities must schedule their events before and after those published hours, which are available on our website. Exhibitors who would like to secure a meeting room or reception space at the Convention Center or the Leadership Hotels must complete the Request for Function Space Request form and adhere to the applicable guidelines and policies. This form will be available on our website in the summer. Space requested prior to the deadline and approved, will be assigned based on availability. Exhibitors who want to hold an event at their booth space may only do so during the hours the Exhibit Hall is open to attendees.
Exhibitor Personnel: All exhibitor personnel must register and wear an ASHA provided exhibitor badge in the halls, including setup and teardown. Exhibitors with a “Full Registration” badge must wear their ASHA Convention badge to attend sessions. “Exhibit Hall-Only” exhibitors may not attend educational sessions or claim ASHA Continuing Education Credits. All ASHA badged exhibitors may attend the Opening General Session, ASHA Awards Ceremony, and Closing Session (when applicable). Exhibitors must have staff present in their booth during all open Exhibit Hall hours. The exhibitor’s personnel shall always conduct themselves in a professional manner.
Exhibitor Service Manual: Exhibitor will be provided with, and must comply with, the exhibitor service manual (“Exhibitor Service Manual”), which is incorporated by reference herein. The Exhibitor Service Manual sets forth exhibit booth guideline forms, specifications regarding booth, table size and provided items, information about move-in and move-out times and other information, and additional requirements for participation.
Food, Alcohol, Samples, and Catering: Exhibitors are welcome to provide food and beverage in their booth space when the Exhibit Hall is open to attendees. All food and beverage must be ordered and distributed by the official catering company of the Convention Center, Aramark. Exhibitors wishing to distribute samples must complete a Booth Sampling Request Form provided in the Exhibitor Service Manual and follow the policies of the Convention Center.
Force Majeure: ASHA may postpone or terminate the Convention or any of its obligations hereunder without penalty in the event the Convention Center becomes unavailable, is destroyed or damaged, or if it becomes inadvisable, impracticable, illegal, or impossible to hold the Convention as scheduled due to any event beyond the control of ASHA or the Convention Center. In such an event, Exhibitor hereby waives any and all damages and claims for damages and agrees that the sole liability of ASHA shall be to refund to Exhibitor all payments made for exhibit space, less a proportionate share of all expenses incurred and committed by ASHA, such as, but not limited to, advertising, convention center fees, etc., to the extent any monies remain after payment of such expenses.
Good Neighbor Policy: Exhibitors whose materials block the line of site to a neighbor’s booth will be required to correct the obstruction at their expense. Demonstrations, presentations, and sampling must be conducted within the booth, or in a Show Management designated area. Spectators are not permitted to stand in the aisles to watch such demonstrations. If a demonstration results in spectators in the aisle or in neighboring booths, Show Management may request modifications or elimination of the presentation. The volume must be kept at conversational levels and not objectionable to other exhibitors.
Indemnification and Liability: The Exhibitor agrees to indemnify, defend, and hold harmless ASHA, the Convention Center, and the city of Seattle from all losses arising from (a) any violation of any law, regulation or ordinance by the Exhibitor, its employees or agents, (b) any failure by the Exhibitor to comply strictly with these Terms and any applicable agreement between ASHA and the Convention Center regarding the exhibition premises which has been provided to Exhibitor, (c) use of any portion of the Convention Center by the Exhibitor, its employees, and/or agents, (d) the gross negligence, willful misconduct or fraud of the Exhibitor, its contractors, subcontractors, employees, and/or agents, (e) personal injury or property damage caused by the Exhibitor, its employees and/or agents, except to the extent that such loss or damage is caused by the sole negligence or intentional acts of ASHA, the Convention Center, the city of Seattle: THE MAXIMUM LIABILITY OF ASHA AND THE CONVENTION CENTER FOR ANY REASON SHALL BE LIMITED TO THE AMOUNT OF EXHIBIT SPACE RENTAL FEES PAID BY EXHIBITOR FOR THIS YEAR’S EXHIBIT. IN NO EVENT SHALL ASHA BE LIABLE FOR ANY INDIRECT, CONSEQUENTIAL, PUNITIVE, OR INCIDENTAL DAMAGES, EVEN IF ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE EXHIBITOR IS SOLELY RESPONSIBLE FOR THE SECURITY OF ITS PROPERTY AND THE PROPERTY OF OTHERS UNDER ITS CONTROL. ASHA MAKES NO WARRANTIES OR REPRESENTATIONS, EXPRESS OR IMPLIED, REGARDING THE CONVENTION OR THE EXHIBIT SPACE PROVIDED THEREIN, INCLUDING, WITHOUT LIMITATION, WARRANTIES OR MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
License of Exhibitor Materials: Exhibitor grants to ASHA and the Convention Center a fully paid, nonexclusive and worldwide license to use, store, reproduce, publish, distribute, and display Exhibitor's image, branding, marketing materials, trademarks, and other materials used or displayed at the Convention. The Exhibitor agrees to allow ASHA to use its photograph, branding, marketing materials, trademarks, and other materials used or displayed at the Convention in ASHA-related publications.
Non-Standard Displays and Materials: Exhibitors desiring to use non-standard booth equipment or any material conflicting in any way with the Exhibitor Manual must submit to ASHA a detailed sketch of the proposed layout and receive written variance approval from ASHA.
Photography and Recording: The services of an official professional photographer are used for the Convention and the Exhibitor consents to photographs being taken by such photographer. Exhibitor may not engage in photography, video production and/or graphic reproduction of other exhibitors' booths unless authorization is obtained from the exhibitor. Commercial use of photographs of attendees by exhibitors is prohibited unless written consent is given by the attendee. Personal photography is permitted at social functions. Audio, video and digital recordings, live streaming or broadcasting, and photography whether for personal or commercial use, are all strictly prohibited during any Convention education session.
Security: Exhibitor is responsible for the protection of its personnel, booth, displays and all other materials. ASHA will provide peripheral security in the Exhibit Hall (not individual booths) during move-in and move-out and during the dates of the Convention. Exhibitors may arrange for additional security, at their own expense, if so desired, through the official Convention security company. Exhibitor acknowledges that ASHA and the Convention Center do not carry insurance coverage for Exhibitor’s property. The Convention Center, Show Management, official contractors, nor Convention Services will be held responsible for bodily injury, theft or damage to the Exhibitor’s personal property, products, or exhibit. All exhibitors are expected to adhere to security measures and procedures.
Selling Activities: Exhibitors engaging in selling activities in their booth are responsible for complying with all Washington state and City of Seattle sales and tax permit laws.
Sharing of Booth Space: No exhibiting company shall assign, sublet, or share any portion of their booth or distribute literature for companies who have not contracted for exhibit space.
If any part of any provision of this agreement shall be invalid or unenforceable in any respect, such part shall be ineffective to the extent of such invalidity or unenforceability only, without in any way affecting the remaining parts of such provisions of these Terms. The parties are independent contractors with respect to each other, and nothing herein shall create any association, partnership, joint venture or agency relationship between the parties. Neither party has any right or authority to assume or to create any obligation or responsibility on behalf of the other party except as otherwise provided herein. The parties agree that all rights and obligations provided in these Terms which do not expressly terminate pursuant to these Terms shall survive beyond the duration of these Terms and shall remain in full force and effect in perpetuity. These Terms represent the entire agreement of the parties and supersede any other understanding of the parties concerning the subject matter herein. These terms may be modified only with the written consent of ASHA. The waiver of a breach of any of the terms hereof or of any default hereunder shall not be deemed a waiver of any subsequent breach or default, whether of the same or similar nature and shall not in any way affect the other terms hereof. No waiver or modification shall be valid or binding unless in writing and signed by the waiving party.