ODMHSAS Conference Policy FAQ

As a condition of exhibiting and when applying for space, the exhibitor agrees to adhere to all conditions and regulations outlined. Exhibitors or their representatives who conduct themselves in an unprofessional manner may be dismissed from the exhibition without refund or appeal. The organizers of The ODMHSAS Conference reserve the right to amend any and all rules and regulations at any time.

The ODMHSAS Conference reserves the right to determine the acceptability of applications for exhibit space. Applications and proposed exhibits will be accepted or rejected based on criteria including but not limited to the products’ or services’ professional or educational benefit to the attendees; products or services consistent with the mission, purpose, and goals of The ODMHSAS Conference; and spatial constraints in the exhibit space.

Exhibit display areas should be arranged in such a manner as not to obstruct sight lines of neighboring exhibitors, meaning displays or their contents may not exceed a height of 8’ nor may the side walls be higher than 8’ within a distance halfway between the back wall and aisle. Maximum height of the displays in the balance of the area is 4’. Any exhibit structure over 8’ in height can be placed in a 20 by 20 feet or greater space only on approval by organizers of The ODMHSAS Conference.

Full payment of the total contracted amount is required with submission of the Exhibit Space Application and Contract, or space is not guaranteed. Applications submitted without payment will not be assigned space until the appropriate payment is received.

In the event an exhibiting company has not arrived thirty minutes prior to the hall opening, the Conference organizers reserve the right to re-assign that space as they see fit with no obligation of a refund. If exhibit material has been delivered to the booth but has not been assembled, the Conference organizers reserve the right to remove the material and place it in storage. If the exhibitor arrives after the material has been stored and would like the material brought back to the show floor, a drayage fee will be charged. Failure to occupy exhibit space does not relieve the Exhibitor from the obligation to pay the full booth rental fees.

Installation and Dismantle dates and hours are outlined in the Exhibit Prospectus. All exhibits must be fully operational 30 minutes prior to opening. Exhibitors are prohibited from dismantling booths prior to official close of exhibit hours. Any exhibitor breaking down early without permission from the Conference organizers will not be allowed to exhibit at future Conferences. Tear down and removal of exhibits shall begin promptly after the close of exhibits.

Badged exhibitors may enter the exhibit space one hour before Conference opening and remain in the hall one hour after closing each day. If further access is required, special permission must be secured from the Conference organizers. Trading of badges with other exhibitors or attendees is strictly prohibited. Each exhibitor must always wear the official exhibitor badge while at the Conference site.

1. Distribution of promotional or educational materials may be conducted and circulated only within the booth assigned to the exhibitor.
2. Exhibiting companies must always open their exhibit on time and staff the booth during the exhibit hours.
3. No packing of equipment or literature or dismantling of exhibits is permitted until exhibit closing time.
4. Exhibitors must conduct exhibits in a dignified and professional manner.
5. Aisle may not be obstructed at any time because of excessive crowding in the exhibit booth.
6. No exhibitor may sublet, assign, or share exhibit space.
7. Noise from electrical or mechanical apparatus or presentations within the booth must not interfere with other exhibitors.
8. Exhibit Management reserves the right to determine at what point sound constitutes interference with others.
9. Order taking is permitted when conducted in a professional manner.

The ODMHSAS Conference provides security of the periphery of the exhibition hall on a twenty-four hour basis beginning at the start of move-in and continuing through the exhibition closing. Security service is not provided to individual booth spaces.

It is mutually agreed that in the event The ODMHSAS Conference is canceled due to disaster, strike, labor dispute, governmental intervention, malicious damage, acts of war, or other causes which would prevent its scheduled opening or continuance, then and thereupon the agreement will be terminated and the conference organizers shall determine an equitable basis for the refund of such portion of the exhibit fee as is possible, after due consideration for expenditures and commitments already made.

Exhibitors must surrender the space occupied in the same condition as received. Exhibitors are required to strictly comply with all terms of their agreement as contained in the Exhibit Prospectus, the Exhibitor Service Kit, the Exhibit Space Application/ Contract, and exhibitor correspondence as well as all applicable terms and conditions contained in the agreement between The ODMHSAS Conference and the Hotel/Business Center. Exhibitor shall indemnify and hold harmless The ODMHSAS Conference and the Embassy Suites Norman Hotel and Conference Center in Norman and its servicing agents from all liability (damage, accident, or loss) which might ensue from any cause resulting or connected with the transport, placement, removal or display of any materials or equipment. Further, the exhibitor shall assume responsibility for all equipment; the exhibitor shall assume responsibility for any claims arising out of the use of meeting space of the Embassy Suites Norman Hotel and Conference Center in Norman for exhibits/tabletop display purposes. The Exhibitor agrees to indemnify and defend The ODMHSAS Conference, the Embassy Suites Norman Hotel and Conference Center in Norman and its owners, agents and employees against any claims or expenses arising out of the use of the premises for EXHIBITS/DISPLAYS purposes.