These Terms and Conditions are for Exhibitors and Sponsors at ACRP 2025 (ACRP Annual Conference), and include the general standards that will be applied by the Association of Clinical Research Professionals (ACRP) for all exhibitor booths and activities. Compliance with all applicable laws and regulations, and with the Terms and Conditions, is required of every participating organization. These standards are designed to ensure that the ACRP 2025 EXPO Hall is safe, meets with the venue’s requirements and complements the educational mission of ACRP and its signature event.

ADVANCE APPROVAL OF BOOTH ACTIVITIES REQUIRED: Exhibitors wishing to engage in any Booth Activities must complete and submit a Booth Activity Approval Form (acrpnet.org/acrp-2025-booth-activity-request-form) to ACRP no less than thirty (30) days prior to move-in day for ACRP 2025. “Booth Activities” are defined as “any activities occurring at an exhibitor booth or in the EXPO Hall other than passing out exhibitor written or branded materials and information, and talking to attendees within the reserved space of the in-person booth.” All other activities, including, but not limited to, video and audio displays, singing; performances and outside entertainment (i.e. magicians, jugglers, motivational speakers, illusionists, sleight of hand artists, live musicians); educational lectures; recording content; use of drones, toys or other equipment; and artists, palm readers or other entertainment service providers, are considered “Booth Activities” and require approval of ACRP, and may be denied in ACRP’s sole discretion for any or no reason. ACRP will review Booth Activity Approval Forms within fifteen (15) business days of their submission to ACRP.

EXHIBITOR APPROVAL PROCESS: Prior to ACRP 2025, ACRP will review all requests for EXPO space to determine whether prospective exhibitors, their products meet ACRP criteria and standards.

CONFERENCE MONITORING: During the conference, ACRP will monitor exhibitor activities, displays, products, giveaways, and conduct to ensure that it meets with the approved space request, the approved Booth Activity Approval Form, and complies with these Terms and Conditions. All booth activities, linked sites and resources, and content must be professional in nature and provide educational and resources related to the field of clinical research.

TURNKEY BOOTH PACKAGES: Basic Booth items have been negotiated with the official decorator and are automatically included with all Booth units. Drayage and material handling is not part of a turnkey booth package.

BOOTH ASSIGNMENTS: Early booth and sponsorship selection will be extended to 2024 returning Exhibitors/Sponsors in order of overall revenue ranking. Starting October 9, 2024, all others may choose. Please note that the booth assignments may change based on floor plan updates and local fire marshal approval.

PAYMENT TERMS: Balance is due net 30-days of invoice date for all amounts owed in relation to ACRP 2025. Payments received in full by December 31, 2024, will earn ACRP 2024 Exhibitor pricing. Payments received after December 31, 2024, will be subject to ACRP 2025 Exhibitor pricing. Move-in to the EXPO Hall is contingent on receipt of payment in full before May 3, 2025. Starting on October 14, 2024, terms are non-refundable. If full payment is not received according to these terms, the space will be released, and any partial payments will be forfeited.

EXPO HALL HOURS: The EXPO Hall will officially open to attendees on Thursday, April 24, 2025, from 5:00 – 7:00 PM CT, for the Opening Night Celebration. On Friday, April 25, and Saturday, April 26, the EXPO Hall will be open 8:00 AM – 2:00 PM, and 4:30 – 6:00 PM CT for the Networking Receptions. Exhibitors may schedule private meetings in their booth outside of official EXPO Hall hours as needed.

MOVE-IN, MOVE-OUT TIMES: Move-in will be held on Thursday, April 24, from 8:00 AM until 3:00 PM CT. The Opening Night Celebration officially kicks off on Thursday, April 24, from 5:00 – 7:00 PM CT. Move-out begins at 6:01 PM CT on Saturday, April 26 following the Networking Reception. Move-out must be completed by 8:00 PM CT. Early dismantling is strictly prohibited. This is disruptive to attendees and discourteous to neighboring exhibitors. Penalties will be imposed on any organization that does not abide by this policy and may affect the exhibitor’s right to exhibit at future ACRP events. 2025

EXHIBITOR RULES AND REGULATIONS: All exhibitors participating in the ACRP 2025 EXPO beginning on Thursday, April 24, Saturday, April 25, and Sunday, –April 26 at the Hyatt Regency New Orleans, must adhere to the following rules and regulations. These rules and regulations may be amended as ACRP deems necessary for the orderly conduct of the exhibition.

GENERAL EXHIBITOR/SPONSOR CONDUCT: Booths must be set up and ready for inspection and surrounding aisles clear of exhibitor equipment and debris at least two hours prior to opening. If no representative of an exhibiting organization has claimed its space two hours prior to opening, ACRP has the authority to allow site decorator to assemble booth space. The exhibitor agrees to pay for the assembly charges in said event and will be invoiced accordingly. Exhibitors not planning on personally assembling their booths at exhibit move-in must contract for booth installation or face incurred assembly charge. Exhibitors agree to keep exhibits properly staffed and intact during the published exhibition hours. Booth displays must not obstruct aisles or other exhibits. Booth displays may not project beyond the space allotted and aisles must be kept clear. Booth display shall not obstruct the view of other booth displays or interfere with traffic to other booth displays. Exhibitors/Sponsors are expected to conduct themselves in a professional and respectful manner. Conduct deemed inappropriate by ACRP may result in a warning and/or removal from the EXPO Hall. Due to liability and legal restrictions, exhibitors may not bring outside food or beverages including alcohol of any kind into the Hotel or EXPO Hall. The Hyatt Regency New Orleans is the only licensed authority to sell and serve liquor for consumption on the premises. Firms, and representatives of firms, not assigned exhibit space are prohibited from soliciting business in any form in the exhibition area. Violators of this prohibition will be promptly escorted from the exhibition area. Exhibitors may not schedule private functions or events during official ACRP 2025 EXPO hours and ACRP sponsored events.

PROMOTIONAL MATERIALS: Distribution of flyers, brochures, or advertising/marketing materials must be confined to the Exhibitor’s own booth space. Advertising materials may not be displayed in session rooms, hallways, or reception areas.

BADGES: Exhibitors and visitors must wear conference badges for identification. Those with EXPO-Only badges will not be permitted to enter sessions or workshops outside of the EXPO Hall.

APPEARANCE AND OPERATION OF EXHIBITS: No exhibit may interfere with the line of sight of any neighboring exhibit. ACRP has the right to mask, move, or disassemble any exhibit that chooses not to comply with IAEE standards at the expense of said exhibitor. Any part of the exhibit that does not lend itself to an attractive appearance, such as unfinished side or end panels, must be draped at the exhibitor’s expense. 10 x 20 ENDCAPS must be designed according to IAEE specifications so not to interfere with the line of sight of the neighboring exhibitors behind the ENDCAP. If this is not done, ACRP reserves the right to have such finishing done, billing exhibitor for charges incurred. ACRP reserves the right to prohibit or restrict exhibits that, because of noise, method of operation, materials, or any other reason, become objectionable, and to evict any exhibitor whose conduct, in the opinion of ACRP, may detract from the general character of the exhibition. In the event of such restriction or eviction, ACRP is not liable to refund to the exhibitor any of the exhibit expenses. No exhibitor is allowed to assign, sublet, or apportion for money or otherwise, the whole or part of space allotted to the exhibitor unless permission is granted in writing by ACRP. No exhibitor is permitted to vacate exhibit space before scheduled tear-down time, without written permission from ACRP conference management. Any exhibitor who ignores this term agrees to pay a fine no greater than 25% of the total booth cost. ACRP encourages exhibitors to respect their fellow exhibiting companies and the attendees. Should an exhibitor be required to vacate before the tear-down time due to unforeseen circumstances, they must work with ACRP conference management to find alternate means for vacating their booth.

FILM, AUDIO, BROADCASTS, AND LIGHTING: If moving pictures, loudspeakers, or sound devices are part of the booth display, the exhibitor agrees to comply with union requirements for operation of the equipment. Sound equipment will be permitted only if tuned to conversational level and is not objectionable to neighboring exhibitors. All audio and video played must be professional in nature, and must be consistent with the atmosphere of the EXPO Hall. Exhibitors may be required to lower the volume or turn off the audio track or video at any time at ACRP’s or the venue’s sole discretion. The exhibitor shall be liable for all music licensing fees for any music played by the exhibitor and shall indemnify and hold harmless ACRP and the venue for any copyright violations caused by the playing of unlicensed music. Exhibit-area-wide broadcasts are not permitted. Exhibitors are not permitted to use professional audio and video recording equipment, drones, and lights anywhere in the EXPO Hall or in the public spaces at the Hyatt Regency New Orleans. Exhibitors are allowed to record limited content on their mobile phones. Please note that recording audio or video of conference proceedings or attendees, for external distribution, is strictly forbidden without the express written permission of ACRP. ACRP reserves the right to restrict the use of glaring lights or objectionable light effects. The exhibitor must strictly comply with all local fire and safety regulations. All decorations and booth equipment must be fireproofed, and electrical wiring must meet the safety requirements of the official service contractor and the Hyatt Regency New Orleans. Affidavits attesting to flameproof compliance with fire department regulations must be submitted when requested. No combustible material may be stored in or around exhibit booths. All exhibits must meet OSHA requirements pertaining to the safe use of tools, materials, and equipment.

FLOOR PLAN: All dimensions and locations shown on the official floor plan are believed, but not warranted, to be accurate. ACRP reserves the right to make modifications that may be necessary to meet the needs of the exhibitors and the EXPO. ACRP has the absolute right to allocate and assign space among exhibitors and to relocate exhibits after initial assignment if circumstances warrant at its sole discretion.

PERSONNEL REGISTRATION: Each exhibiting company is entitled to a set amount of registration allotments. The allotments are based on the level of booth or sponsor participation, as specified in the Sponsor/Exhibitor Prospectus.

EXCLUSIVE EXHIBIT CONTRACTOR: Viper Tradeshow Services is the official decorator, drayage contractor, and labor contractor, and shall have the exclusive right to supply all equipment, furniture, carpeting, and decorating materials, on a rental basis, to individual exhibitors. Custom Furniture, additional draping, accessories, and signs are the sole responsibility of exhibitors and should be ordered in advance from Viper Tradeshow Services. An online Exhibitor Service Kit will be made available mid-January 2025 if items beyond the Turnkey Packages are required.

EXCLUSIVE SALES CONTRACTOR: Showcare is the official sales contractor and has the explicit right to contract and invoice all sponsorship, exhibition, and advertising Agreements on behalf of ACRP and ACRP 2025 to all exhibiting and sponsoring companies. Custom opportunities not published, promoted, or authorized by ACRP will be at the sole discretion of ACRP. Showcare will provide an Invoice under the Showcare name on ACRP’s behalf and accept ACH and credit card payment online via its CRM HubSpot. Payment to Showcare according to the payment terms outlined in this Agreement is required.

LIABILITY: The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and save ACRP, the Hyatt Regency New Orleans, Viper Tradeshow Services, and their employees and agents harmless against all claims, losses, and damages to persons on property, governmental changes, or fines, and attorney’s fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibit booth and presence on the exhibition premises, excluding any such liability caused by the sole negligence of ACRP, the Hyatt Regency New Orleans, Viper Tradeshow Services or their employees and agents. If ACRP should be prevented from holding the exhibition for any reason beyond ACRP’s control such as but not limited to building damage, fire, riots, strikes, acts of government, pandemics, terrorist acts, war (declared or undeclared), regulations or advisories issued by the U.S. government or its agencies (or foreign governments or agencies in the case of international attendees), curtailment of transportation facilities, or acts of God, then ACRP has the right to cancel the exhibition, or any part thereof, with no further liability to the exhibitor other than a refund of the exhibit space fee, less a proportionate share of the exhibition cost incurred. In addition, exhibitor acknowledges that ACRP, the Hyatt Regency New Orleans and Viper Tradeshow Services do not maintain insurance covering exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain such insurance, including, if desired, business interruption and property damage insurance covering losses by the exhibitor. Security will be furnished, but the furnishing of such security shall not be deemed to increase the liability of ACRP, the Hyatt Regency New Orleans and Viper Tradeshow Services and their agents, or to modify in any way the assumption of risk and release provided for above. Responsibility for the security of an exhibitor’s area, product, and property rests solely with the exhibitor.

SPECIAL NEEDS: Please contact ACRP for information regarding special needs accommodations. ACRP is committed to making ACRP 2025 accessible to all individuals.

CANCELLATION POLICY: If the Exhibitor wishes to cancel this Agreement any time prior to October 14, 2024, they may do so by sending a cancellation in writing to Bruce Bassin, Showcare at bbassin@showcare.com. If received before October 14, 2024, ACRP will assess a 50% cancellation fee and return any funds held beyond that. Any time after October 14, 2024, including if this Agreement is initially signed after that date, this contract is non-refundable, and the exhibitor/sponsor will be liable for the full agreement price and payment terms, regardless of whether exhibitor/sponsor attends the conference or whether the exhibit space is resold. Should this Agreement need to be referred to a collection agency/attorney for any reason, the client and/or representing agency of the client is responsible to pay an attorney fee of 25% of the exhibit cost, in addition to any costs associated with collection efforts.

FORCE MAJEURE: Exhibitor/Sponsor understands that current circumstances create a higher-than-normal potential for cancellation due to force majeure event. In the case that this event is unable to occur, or Exhibitor’s participation is otherwise rendered impossible, by government, event venue or ACRP cancelation due to reason of fire, flood, earthquake or acts of God, wars, revolution, civil commotion, explosion, acts of public enemy, pandemic illness, public health, embargo, acts of the government in its sovereign capacity, labor difficulties, and without the fault or negligence of ACRP, Exhibitors or Sponsors may be excused from performance. Upon ACRP giving prompt notice of the cancellation, or of Exhibitor providing prompt notice (which must include a copy of the relevant government cancellation covering the date of the event), Exhibitor shall be entitled to a choice between a refund of 50% of the total fee, or a credit of 100% of the total fee usable for future ACRP Sponsorships and other opportunities good through, and usable for, ACRP’s 2026 Conference.

AGREEMENT TERMS: All terms and conditions of the ACRP 2025 EXPO are agreed upon and enforced by the company representative’s signature. It is the responsibility of the official Exhibitor representative to see that all booth staff are aware of and adhere to these Terms and Conditions. We (Exhibitor) understand the Terms are non-cancellable and non-refundable after October 13, 2024. We agree to pay for the assigned exhibit space in accordance with the guidelines contained in the ACRP Exhibit/Sponsor Contract Terms. We agree to abide by all provisions set forth in these terms as a part of this contract between the Association of Clinical Research Professionals and the exhibitor/sponsor.

FOR QUOTE ONLY:

eSignature requirements: By signing and executing this electronic Signature, I authorize that I have read, and I agree to, the above terms and conditions and am authorized to act as an agent of my organization.