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APNA Sponsor & Exhibitor Rules & Regulations

  • All products and services shall be directly related to the APNA mission and must be of professional or educational benefit or interest to APNA membership.
  • APNA reserves the right to determine the eligibility of prospective sponsors. Eligibility will be determined following receipt of a completed contract and additional forms as requested by APNA. APNA reserves the right to reject or require modification of materials, displays or demonstrations that, at APNA’s sole discretion, is not in keeping with the character of APNA.
  • No sponsor shall sublet, assign or share any part of the contracted sponsorship with another organization without prior written consent from APNA.
  • Cancellations and refunds are not permitted once services have commenced. Exhibit cancellation specifics provided below.
  • Insurance and liability are the full and sole responsibility of the sponsor. A contract with APNA shall not constitute or be considered a partnership, joint venture or agency between APNA and the exhibitor.
  • Sponsors agree to protect, save and hold the American Psychiatric Nurses Association (APNA), its providers and vendors, as well as all of these entities’ owners, agents, contractors and employees (hereinafter collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the sponsor or those holding under the sponsoring company. Further, each sponsor shall, at all times, protect, indemnify, save and hold harmless indemnities against and from any and all the losses, costs (including attorneys’ fees), damage, liability or expenses arising from or out of, or by reason of, any accident or bodily injury or other occurrence to any person or persons, including the sponsor, its agents, employees and business invitees, which arise from or out of, or by reason of said sponsor’s activities.
  • Force Majeure: In the event of cancellation of the in-person conference by APNA due to acts beyond its reasonable control, which may include, but is not limited to: fire, strike, damage, construction or renovation, pandemic, government regulation, public catastrophe or natural disaster, making it commercially impracticable, illegal, or impossible to fully perform under this contract, APNA shall use funding under this agreement to implement, in its sole discretion, the most reasonable solution for the exhibitor/sponsor to achieve the goals originally set forth in the agreement.
  • Sponsors are responsible for and shall adhere to the Food and Drug Administration regulations on the promotion of investigational and pre-approved drugs and devices. For further information on FDA compliance, visit the FDA’s website:
  • APNA must approve all promotional and marketing materials before distribution.
  • APNA has authority to interpret and enforce all contractual items as listed above. Additionally, APNA will make contractual amendments or rules as needed to maintain a productive and educational environment.
  • Agreement to Conditions:  All involved companies and parties, together with their associates and employees, agree to adhere to all conditions provided.

In addition to the above rules and regulations, APNA exhibits must adhere to the following:

  • All decorations, drapery and fabrics used in exhibit displays must be flame retardant.
  • The rights and privileges of any exhibitor shall not be infringed upon by any other exhibitor. No booth may obstruct exhibition attendees’ views of adjacent booths from any angle. Booth activities that cause attendees to congregate in the aisles and impede or restrict traffic are forbidden. All displays, signs, flyers, distribution of literature and souvenirs, entertainment or any other activities must take place inside the contracted booth space only.
  • Exhibits including audio and/or video devices must be conducted and arranged so that no noise will disturb adjacent exhibitors or attendees. APNA reserves the right to prohibit the use of amplifying devices that it considers objectionable.
  • No cash transactions will be permitted on the exhibit floor. The displaying or quoting of inflated list prices on merchandise exhibited will also not be permitted.
  • Advertising material or signage of companies other than those that have paid for exhibit space are prohibited. Canvassing and solicitation of business or other conferences are strictly prohibited. APNA will appreciate being informed of any infraction of this rule.
  • All questionnaires and giveaways must have prior approval by APNA. Samples of proposed questionnaires and/or giveaways must be submitted to APNA by the date provided in the current exhibitor prospectus.
  • At in-person conferences, the common area of the exhibit hall will be erected, furnished and dismantled by the official APNA General Service Contractor as part of this contract. All shipments of exhibit materials must be made through drayage to the General Service Contractor, according to the stipulations provided by APNA, and all related shipping costs will be charged to the exhibitor.
  • Exhibitors using service contractors at in-person conferences other than those designated by APNA must obtain approval in advance from APNA. A written request must be presented by the exhibitor or the contractor at least 30 days in advance of exhibit set-up and must include the name and address of the contractor, name of the on-site supervisor in attendance, a certificate of insurance and a statement that the contractor will comply with all rules and regulations of the APNA exhibition.
  • At in-person conferences, the exhibitor agrees to adhere to and be bound by all applicable fire, utility and building-code regulations at the exhibition facility. The exhibitor also agrees to the contract and terms between the facility (managers and owners), APNA and other parties relating to the exhibition. The exhibitor shall not deface or damage the exhibition facility or exhibit area in any way.
  • At in-person conferences, no pets or animals shall be permitted in the exhibit hall, except for service animals for persons with disabilities.
  • No live demonstrations are permitted in the exhibit hall at in-person conferences.
  • At in-person conferences, each exhibit must be open during all official show hours. Exhibiting organizations that do not adhere to this strict APNA policy may not be eligible to exhibit at future APNA exhibitions.
  • It is the responsibility of the exhibiting organization to be compliant with the rules and regulations of the exhibit facility (convention center, hotel, etc.) for in-person conferences.
  • Exhibitors must adhere to the cancellation policy in the Exhibit Application and Contract.
  • At in-person conferences, failure to stay within the parameters of rented exhibit space will result in forfeiture of entire exhibit booth.
  • Unethical conduct or disregard for any rules stated herein, on the part of the exhibitor, his or her representatives or both will be considered just reason for APNA to dismiss the exhibitor, his or her representatives or both from the exhibit hall and to prohibit the exhibitor from attending future APNA conferences. In this event, it is agreed that no refund shall be made by APNA and that no demand for redress will be made by either the exhibitor or his or her representatives.