General

Contract: The signed application and acknowledgment form between the exhibitor and the American College of Health Care Administrators (ACHCA) constitutes a binding contract. The policies outlined herein form part of that contract. Any matters not specifically covered in these guidelines are subject to ACHCA's final decision.

Eligibility: Exhibitors must align with the educational mission of the ACHCA Convention. ACHCA reserves the right to reject any application it deems inconsistent with this purpose.

Hotel: ACHCA strongly encourages exhibitors to book accommodations within the official convention room block. Doing so helps reduce overall event costs and supports attendee programming and networking opportunities.

Vendor & Exhibitor Registration

Exhibit Badges: Badges are required to access all exhibit areas, meeting rooms, and convention spaces. Advance registration is required. Name badges will be issued under the exhibiting company name only. Exhibit Hall Only on-site badge registration is $300 per person. Additional badges must be purchased in advance or on-site and will not be invoiced after the event.

Non-Exhibiting Vendors: Representatives of companies that have not purchased exhibit space may attend only through an official attendee registration package. Non-exhibiting vendors may not display products, distribute materials, discuss services, or solicit business within convention areas.

Ancillary Events Policy

ACHCA welcomes company-sponsored events outside official programming, provided they:

• Are submitted for approval at least 60 days prior to the convention start date.
• Do not conflict with ACHCA-sponsored programming, exhibit hours, or education sessions.
• Do not include educational presentations or speaker sessions outside the official ACHCA program.

Violations may result in penalties or disqualification from future participation. Ancillary events include client dinners, receptions, hospitality suites, focus groups, and chapter or district meetings involving 15 or more ACHCA attendees.

Exhibit Space Rental

Space Assignment: Priority is given to ACHCA Jewel Partners, sponsors, and returning exhibitors, in that order. All other booth assignments are based on application date, payment status, and booth preferences.

Floor Plan: ACHCA reserves the right to modify the exhibit floor plan as necessary.

Payment Terms: Full payment is required at the time of application. Unpaid applications will be held for five business days before the space is released.

Non-Payment: Failure to remit payment by established deadlines may result in cancellation and forfeiture of booth space.

Cancellation Policy:

• Written cancellations received by January 1, 2027, are eligible for a 50% refund.
• Cancellations received after January 1, 2027, are not eligible for a refund.
• All exhibit balances must be paid in full by February 1, 2027.

Exhibit Space Provisions

Furniture & Utilities: Booth packages do not include electricity or internet service. Ordering information will be provided by the official service contractor.

Installation & Dismantle: Booth setup and teardown must occur during designated move-in and move-out times. Early dismantle is prohibited and may result in a $250 fine and loss of future exhibiting privileges.

Failure to Occupy: Booths not occupied by the close of move-in may be reassigned. Exhibitors must staff their booths during all scheduled exhibit hours.

Subletting & Conduct: Booth sharing or subletting is prohibited. Activities must remain within the exhibitor's assigned space.

Booth Appearance: Exposed or unfinished booth sides must be properly draped at the exhibitor's expense.

Use of Space: A maximum height of 8 feet is permitted in the rear half of the booth. Materials in the front half of the booth may not exceed 4 feet in height.

Sound & Lighting Policy: Audio, video, and lighting displays must not interfere with neighboring exhibitors and must remain at reasonable levels.

Labor & Contractors: Outside contractors must notify ACHCA at least six weeks before move-in and provide a Certificate of Insurance if requested.

Compliance & Safety: Exhibitors must comply with all venue regulations, fire codes, and applicable federal, state, and local laws.

Insurance & Liability Waiver: Exhibitors are responsible for securing adequate insurance coverage for their personnel, property, and activities. ACHCA, the host facility, and service contractors shall not be liable for loss, damage, or injury.

Force Majeure: ACHCA shall not be responsible for event cancellation, interruption, or modification caused by circumstances beyond its control, including natural disasters, labor disputes, public health emergencies, terrorism, or government actions.

Exhibitor Responsibility for Damages: Exhibitors are financially responsible for any damage caused to the facility, furnishings, equipment, or property by their employees, representatives, or contractors.

Suitcasing & Outboarding: Soliciting business outside contracted exhibit space or hosting competing events during official convention activities without approval is prohibited and may result in removal from the event without refund.

Children on the Show Floor: Children under the age of 16 are not permitted in the exhibit hall during move-in or move-out. During open exhibit hours, children must be accompanied by an adult at all times.