• Products/Services Exhibited Products or services exhibited (or referred to) must be those related to the interests and educational values of the Midwest Podiatry Conference and normally manufactured or supplied by the exhibitor. Exhibitor may exhibit only those products/services approved by the Midwest Podiatry Conference staff. The Midwest Podiatry Conference may refuse to accept the Application of any company or person whose display of goods or services is not compatible, in the sole opinion of the Midwest Podiatry Conference, with the general character and objectives of the Midwest Podiatry Conference.
  • Terms of Payment A deposit of $500 per booth must accompany your completed application for exhibit space. Deposits are non-refundable. (ie. If you register for two booths a deposit of $500 is required for each booth. If either of the booths should be cancelled the initial $500 deposit is non-refundable.) The balance of your exhibit and/or sponsorship fee must be completely paid by the close of business (5:00 p.m. – Central Standard Time) on March 31, 2017. All payments made by the exhibitor shall be retained by the Conference should the exhibitor cancel on or after February 29, 2016. All monies paid shall be retained by the Conference as liquidated damages, in the event the exhibitor violates this contract, cancels the exhibit space at any time on or after February 29, 2016 withdraws from the exhibit at any time or fails to fulfill the terms of this contract. The Conference reserves the right to reassign without refund any space not claimed or occupied or for which special arrangements have not been made as of 5:00 pm CST on March 31, 2017.
  • Booth Space Please select any available booth space while paying attention to those exhibiting companies around you. We do not recommend selecting space directly across or next to a competitor. Any competitors exhibiting in close proximity are expected to behave in an appropriate business manner. The Midwest Podiatry Conference will not be held responsible for the selection of space and will not reassign booth spaces. Exhibit space is reserved on a first come, first serve basis in which completed applications and required deposits are received in the Midwest Podiatry Conference office. All booths at the Hyatt Regency – Chicago are 8’x10’. All display material is restricted to a maximum height of 36″ except for the back wall of the display which is limited to 8 feet in height and ½ the length of the booth in depth.
  • Subletting and Use of Space Exhibitors shall not assign or sublet any space allotted to them and shall not advertise or display goods other than those manufactured or sold by them in the regular course of their business. No person, firm or organization that has not contracted with the Midwest Podiatry Conference for occupancy of exhibit space will be permitted to display or demonstrate any products, processes or services, solicit orders, wear exhibitor identification badges, or distribute advertising or other materials at the Conference. Any infringement of this regulation will result in prompt removal of the offending person(s). The Midwest Podiatry Conference does not in any manner endorse any of the products or services related to the exhibits which have been accepted for display during the Conference.
  • Badges Admission to the exhibit area will be by official Conference badge only, which must be worn at all times when in the exhibit area. Exhibiting companies will be limited to six (6) badges. Badges are only assigned to employees of an exhibiting company. Guests of exhibiting companies must be approved by the Midwest Podiatry Conference and purchase exhibit hall only passes. Badges are non-transferable.
  • Hotel Reservations To secure the amount of meeting and exhibit space required to hold our meeting, the Midwest Podiatry Conference must guarantee our exhibitors and attendees will occupy hotel rooms at the Hyatt Regency-Chicago. If we do not meet or exceed this guarantee, we incur financial penalties that will in turn increase your cost as an exhibitor as well as for our attendees. It is extremely important that all attendees AND exhibitors stay within the official room block to keep our costs as low as possible. Exhibitors found to be in violation are subject to loss of Exhibitor Rewards and forfeiture of pre-registration.
  • Exhibit Space Activities Business activities, circulars and advertising material of the exhibitor shall only be conducted and/or distributed within the exhibit space assigned to the exhibitor. Exhibitors are prohibited from conducting any activities on the outside grounds, parking area, or elsewhere inside of the Hyatt Regency – Chicago, without prior consent. Exhibitors are required to keep the assigned exhibit space in good order at all times. Exhibitors may not place anything in the aisles during open hours. Promotional activities considered to be objectionable and not in the best interest of the Midwest Podiatry Conference and its purpose of education will be expressly prohibited. All unusual or atypical promotional activities, in the Midwest Podiatry Conference’s sole discretion, must be approved in writing by the Midwest Podiatry Conference no later than sixty (60) days prior to the opening of the Conference.
  • Food & Beverage Only food and beverage purchased from Hyatt Regency- Chicago may be served on Hotel property. The Midwest Podiatry Conference and the Hyatt Regency-Chicago reserve the right to cease service of unauthorized food and beverage. The Hotel reserves the right to cease service of alcoholic beverages in the event that persons under the state mandated age limit are present at the function and attempt to receive service of alcoholic beverages. Hotel further reserves the right to deny alcoholic beverage service to guests who appear to be intoxicated.
  • Sound & Audiovisuals Audiovisual and other sound and attention-getting devices are permitted only in such intensity as, in the sole discretion of the Midwest Podiatry Conference, does not interfere with the activities of other exhibitors. Films purely for entertainment, without educational or informational value, will not be permitted. The Midwest Podiatry Conference reserves the right to restrict any or all audio and/or visual exhibits that may be objectionable or to order the removal of any or all portions of an exhibit space, which the Midwest Podiatry Conference deems is detrimental to or distracts from the common order of the exhibit hall.
  • Use of Diagnostic Imaging Equipment In compliance with the recommendation of the U.S. Department of Health and Human Services, exhibitors shall not demonstrate diagnostic imaging equipment using either ionizing or non-ionizing radiation (including diagnostic ultrasound). In addition, demonstrations of activated therapeutic lasers are prohibited.
  • FDA Regulations Exhibitors shall comply with all applicable Food and Drug Administration (FDA) regulations, including, without limitation, FDA restrictions on the promotion of investigational and pre-approved drugs and devices and the FDA prohibition on promoting approved drugs and devices for unapproved uses. Any product not FDA-approved for a particular use or not commercially available in the US may be exhibited only if accompanied by easily visible signs indicating the status of the product.
  • Contractor Services The Midwest Podiatry Conference has selected Freeman as its Official Service Contractor to provide services in the exhibit area. Complete information, instructions, and schedule of prices regarding shipping, drayage, labor for installing and dismantling, furniture, etc., will be included in the Exhibitor’s Manual available from Freeman after spaces have been confirmed.   Freeman is the official hotel provider of electrical and cleaning services. All exhibitors using the services of an outside contractor must provide the following information to the Midwest Podiatry Conference no less than thirty (30) days before the start of the exhibit: name and address of contractor, name(s) of supervisors in attendance, name(s) and/or number of regular employees in attendance, certificate of liability and worker’s compensation insurance, written statement that such contractor will comply with all rules and regulations of the Conference including observance of local labor rules and regulations and assurance that the nonofficial contractors will be responsible to Freeman regarding move-in and move-out scheduling. Labor other than permanent employees of the exhibitor must be furnished through Freeman.
  • Exhibit Installation and Dismantling Exhibitor set-up is 8:00 am – 6:00 pm. on Wednesday, April 26, 2017. All exhibit materials must be dismantled, packed and ready to ship by 6:00 pm on Saturday, April 29, 2017. Absolutely no exhibitor is permitted to dismantle any exhibit prior to 1:30pm on Saturday, April 29, 2017. Failure to observe Midwest Podiatry Conference regulations may result in loss of Exhibitor Rewards and rejection of your pre-registration for the following year’s Midwest Podiatry Conference or rejection of your application for space at future Midwest Podiatry Conferences. The exhibit hall is located on the lower level of the Hyatt Regency – Chicago. Exhibitors will receive the necessary forms and instructions from Freeman to facilitate the shipment and installation of your exhibit.
  • Shipping Instructions All exhibit material and equipment must be consigned to Freeman. Please review the Freeman service kit for instructions on shipping materials.
  • Booth and Sign Information All booth draperies are fireproofed and conform to the fire regulations of the City of Chicago. Drapery back walls are 8 feet in height and side dividers are 3 feet high. Booth dimensions are 8′ x 10′. An identification sign 7″ x 44″ in dimension will be provided with each exhibit space.
  • Furnishings and Equipment Exhibit space is equipped with pipe and draping, a 6-foot skirted – 30-inch high table; 2 plastic side chairs; a wastebasket, a 7”x44” sign and booth carpeting. To enhance the appearance of your booth carpeting and additional furnishings may be rented from Freeman. Additional furniture and equipment may be rented from Freeman 1600 Viceroy, Suite 100, Dallas, TX 660613, (888) 508-5054. Order forms will be included with your Exhibitor Service Packet. Additional electrical services can be purchased from Freeman Company, 5040 West Roosevelt Road, Chicago, IL 60644, (773) 379-5040. All electrical equipment must conform to the City of Chicago electrical code and must be approved by Underwriters Laboratory (U.L.) or another recognized laboratory. Further specifications are available from Freeman.
  • Flammable Materials Combustible or flammable decorations and equipment shall not be utilized in the exhibit space. These materials include, but are not limited to: hot plates, convection ovens, crepe paper, tissue paper, cardboard, and corrugated paper. Helium balloons of any size and/or description are expressly forbidden. All packing containers, excelsior, wrapping paper, etc., are to be removed from the floor and must not be stored under tables or behind displays. Exhibitors represent and warrant that they shall comply with all national, state, and local fire regulations and accept full responsibility for such compliance.
  • Security The Midwest Podiatry Conference provides security guard service during exhibit hours to restrict access to meeting registrants displaying valid name badges. Although security personnel may be on site during exhibit hours, the Midwest Podiatry Conference, Hyatt Regency – Chicago, and Freeman shall have no liability whatsoever for theft, loss, or damage to property belonging to exhibitors, their agents, employees, business invitees, visitors, or guests.
  • Liability Exhibitor shall be fully responsible to pay for any and all damages to property owned by Hyatt Regency Chicago, its owners or managers that results from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, Hyatt Regency Chicago, Midwest Podiatry Conference and their owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor’s use of the property. Exhibitor’s liability includes all losses, costs, damages, or expenses arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, the Hotel or any part thereof.
  • Insurance All property of the exhibitor is understood to remain under its custody and control in transit to and from and within the confines of the exhibit area. The Midwest Podiatry Conference and the Hyatt Regency – Chicago do not provide insurance covering exhibitor’s property, and exhibitor expressly waives and releases any claim or demand it may have against them by reason of any damage to or loss of property of the exhibitor. The exhibitor shall carry comprehensive general liability coverage, including premises, operations and contractual liability coverage of at least $500,000 for personal injury liability, $1,000,000 for personal damage liability, and statutory workmen’s compensation with employer’s liability with a limit of at least $100,000. Certificates of insurance must be furnished to the Midwest Podiatry Conference with final booth payment. The Midwest Podiatry Conference and the Hyatt Regency – Chicago shall be listed as additional insured on the certificate of insurance.
  • Cancellation In the event that the Conference shall not be held for any reason whatsoever, then and thereupon, the contract for exhibit space shall be terminated. In such case, the exhibitor shall waive all damages and claims for damages and agrees that the sole liability of the Midwest Podiatry Conference will be to return to exhibitors their space payment on a pro rated basis after deduction of all Conference related costs and expenses incurred by the Midwest Podiatry Conference through the date of cancellation, an administrative fee, and overhead charges.
  • Americans With Disabilities Act The exhibitor represents and warrants:
    • that its exhibit will be accessible to the full extent required by law;
    • that its exhibit will comply with the Americans with Disabilities Act (“ADA”) and with any regulations implemented by that Act; and
    • that it shall indemnify and hold the Midwest Podiatry Conference harmless from and against any and all claims and expenses, including attorneys’ fees and litigation expenses, that may be incurred by or asserted against the Midwest Podiatry Conference, its officers, directors, members, agents or employees on the basis of exhibitor’s breach of this paragraph or non-compliance with any of the provisions of the ADA.
  • Entertainment The exhibitor agrees not to sponsor group functions such as luncheons, receptions, speeches or other activities during periods when exhibits, meetings or regular conference events are scheduled that would in any way interfere with attendance at regular activities or induce visitors away from the exhibition or sessions. The exhibitor must clear with MPC staff any intended group functions.
  • Intellectual Property Exhibitor shall obtain any and all licenses or grants of authority required under the copyright laws, including, but not limited to, those relating to the performance of music, whether live or recorded. Copies of such licenses and grants will be furnished to the Midwest Podiatry Conference no less than thirty (30) days prior to the start of the Conference. In addition, exhibitor represents and warrants that it shall not display any product or related materials or take any action that infringes on the intellectual property rights of others, including, without limitation, copyright, patent, or trademark rights.
  • Photography/Multimedia Disclaimer The Midwest Podiatry Conference (MPC) reserves the right to use any photograph/videography or other, similar reproductions or recordings taken during the 2017 Midwest Podiatry Conference or at any event sponsored by the Midwest Podiatry Conference. The MPC reserves the right to use any photograph/videography without the written permission of those included within the photograph. Photographs may be used in publications or other forms of media produced, used, or contracted by the MPC. This includes, but is not limited to: magazines, web sites, social media, blog, presentations and other marketing materials. The Midwest Podiatry Conference reserves the right to utilize photographs taken during the Conference at their discretion, without the expressed written consent of the original owner. Any person attending the Midwest Podiatry Conference who does not wish to have their image recorded for distribution should make their wishes known to the photographer and/or the event organizers. Any person or organization not affiliated with the MPC may not use, copy, alter or modify MPC photographs, graphics, videography or other, similar reproductions or recordings without the advance written permission of the MPC.
  • Other Regulations The Midwest Podiatry Conference shall have the sole authority to interpret and enforce all rules and regulations governing exhibitors and the Conference. Any and all matters not specifically covered herein are subject to decision by the Midwest Podiatry Conference. These rules and regulations may be amended at any time by the Midwest Podiatry Conference upon written notice to all exhibitors. Each exhibitor expressly agrees to be bound by the rules and regulations set forth herein and by any amendments thereto adopted by the Midwest Podiatry Conference from time to time. Any exhibitor or exhibitor representative who, in the opinion of the Midwest Podiatry Conference, conducts itself unethically may immediately be dismissed from the Conference without refund or other appeal.
  • Violation of Rules Any violation of these Rules and Regulations by exhibitor may, at the Midwest Podiatry Conference’s discretion, result in denial of access to the exhibit area, loss of Exhibitor Rewards, denial of exhibit space installation, closing or removal of the exhibitor’s exhibit space, and/or prohibition on future participation in Conferences. In the event exhibitor violates the Rules and Regulations and is prohibited from continued use of the exhibit space, exhibitor’s exhibit space fee, or any portion of it, is non-refundable.
  • Applicable Laws This contract shall be governed by the laws of the State of Illinois. Exhibitor shall abide by these Rules and Regulations, as well as any rules and regulations of the Hyatt Regency – Chicago, the policies of Freeman, including, without limitation, the terms and conditions set forth in its Exhibitor’s Manual, and all applicable local, state, federal or other laws, rules and regulations.
  • Severability Should any part of this contract be found by a court of law to be void, unconstitutional, or unenforceable, the remaining provisions shall remain in full force and effect.

Any violation of these Rules and Regulations by exhibitor may, at the Midwest Podiatry Conference’s discretion, result in denial of access to the exhibit area, denial of exhibit space installation, closing or removal of the exhibitor’s exhibit space, and/or prohibition on future participation in Conferences. In the event exhibitor violates the Rules and Regulations and is prohibited from continued use of the exhibit space, exhibitor’s exhibit space fee, or any portion of it, is non-refundable. This contract shall be governed by the laws of the State of Illinois. Exhibitor shall abide by these Rules and Regulations, as well as any rules and regulations of the Hyatt Regency – Chicago, the policies of Freeman, including, without limitation, the terms and conditions set forth in its Exhibitor’s Manual, and all applicable local, state, federal or other laws, rules and regulations. Should any part of this contract be found by a court of law to be void, unconstitutional, or unenforceable, the remaining provisions shall remain in full force and effect.