Exhibitor Information

Exhibitor Schedule

Event	Date	Start Time	End Time
Exhibitor Move-in:	Monday, November 11, 2024	12:00 PM
Show Day 1:	Monday, November 11, 2024	5:30 PM	9:00 PM
Show Day 2:	Tuesday, November 12, 2024	8:30 AM	3:00 PM
Exhibitor Move Out:	Tuesday, November 12, 2024		6:00 PM

Exhibitor Terms & Conditions

By registering for the Annual Conference, you agree to the following terms and conditions as part of a binding agreement between NODA and those who exhibit at the 2024 NODA Annual Conference. Failure to comply with any guidelines, terms or conditions may result in forfeiture of privileges. In the event of forfeiture, no refund of fees will be issued. 

Conference Location:
Hilton Portland Downtown, 921 SW 6th Ave, Portland, OR 97204

Exhibit Registration:
Registration will be available online beginning June 18, 2024. All attendees are required to be registered individually prior to attending. Only registered Exhibitors will be provided with conference badges that must be worn at all times during the exhibit times and any other conference activity. Two complimentary full conference registrations are included with each booth registration. Additional full conference registrations or exhibit hall pass are available for purchase. 

Exhibit Fee:
The conference fee schedule is outlined above. The fee includes two conference registrations, 1-6’ draped table, 2 chairs, trash can, and booth identification sign. Additional furnishings and electrical needs will be at the expense of the exhibitor. 

Conference Cancellation:
All NODA membership fees are nonrefundable once payment has been processed. Conference registrations requesting a cancellation that is received in writing to the NODA Association Office (noda@umn.edu) on or before 5:00 pm CST, October 4, 2024, will receive a refund minus a $250 cancellation fee. Absolutely no refunds will be made to individuals canceling after 5:00 pm CST on October 4, 2024. Conference organizers cannot accept refund requests that result from cancelled flights and/or natural disasters. Highlight Sessions are nonrefundable.

Exhibit Hours:
Exhibits should be staffed during the following times: Monday, November 11, 5:30 pm – 9:00 pm PST and Tuesday, November 12 from 8:30 am – 3:00 pm PST

Assignments:
Assignment of space will be determined by the NODA Association Office. Exhibitors will be assigned space in the order in which the registration is received and paid. Priority placement is done in order of sponsorship value with signed contract in place. NODA reserves the right to transfer the location of a booth space or the exhibit location without notice. 

Set-up and Removal:
Exhibitors are permitted to set up displays on Monday, November 11, 2023, 12:00 am – 4:00 pm PST. Removal of all display items must be completed on Tuesday, November 12, 2023 by 6:00 pm PST. 

Advertising:
Exhibitors will be permitted to display their products or services and approach conference attendees in the designated areas and during the times as
“Exhibit Area Open” only.

Exhibit Etiquette:
No walls, partitions, painting, decorations, or any other type of obstruction may be created that may interfere in anyway with the view of the exhibits.

Exhibit Appearance:
NODA reserves the right to reject any Associate Member registration that might be deemed objectionable to conference attendees and to prohibit and/or remove any exhibition that might detract from the general character of the conference.

Sales:
Exhibitors may sell their products or service at the Annual Conference, however NODA-branded items may not be sold or otherwise distributed by Exhibitors without the express written permission of NODA. 

Sublet:
Exhibitors may not sublet or assign any portion of their exhibit to any other company or organization.

Insurance Certification:
Each Associate Member must provide a Certificate of Liability Insurance from their insurance carrier naming NODA as additionally insured with limits of no less than $1 million combined single limit for each occurrence for bodily injury and/or property damage. The certificate must be valid through the end of the exhibit hall, Tuesday, November 12, 2024. Exhibitors who desire to carry property insurance on their exhibits must carry it at their own expense. Failure to provide an insurance certificate will result in forfeiture of the right to exhibit. In the event of forfeiture, no refund of fees will be issued.

Indemnification:
Exhibitors agree to protect, save, and keep NODA, its agents and representatives, and the hosting facilities free from any damages or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the Associate Member or those holding under the Associate Member, as well as strictly comply with the applicable terms and conditions contained in the agreement between the hosting facilities and NODA regarding exhibition premises. Further, Exhibitors shall at all times, protect, indemnify, save, and keep harmless NODA and the facilities against any and all loss, damage, liability, or expense arising from or out of or by reason of said Associate Member occupancy and use of the event premises or a part thereof.

Injury, Damage/Loss:
NODA shall not be liable for any personal injury, property damage or loss suffered by the Associate Member, its agents or employees during the course of the event, including loss or damage sustained by the Associate Member resulting directly or indirectly from the event being closed at any time for any reason.

Security:
During non-exhibit hours the area will be secured and/or patrolled. Exhibitors will be solely responsible for any items missing from their exhibit at any
time during the conference.

Failure Occupy:
Space not occupied will be forfeited by the Associate Member. Forfeited space will be resold, reassigned, or used by NODA at its sole discretion.

Concerns or Grievances:
NODA expects its Exhibitors to respect NODA members and conference participants. If Exhibitors have any problems, concerns, or issues with the conference or their NODA membership, they are expected to direct those concerns to the NODA Association Office staff.