EXHIBIT RULES & REGULATIONS

1. Exhibit Hours: Every effort is being made to ensure attendees participation in the HEART industrial exhibit. For specific hours of the exhibit, please refer to the exhibit schedule. To encourage foot traffic, catered functions will be held in or near the exhibit area.
2. Contract: This application, properly executed by the applicant, shall, upon written acceptance and notification of booth assigned by the HEART Committee or its agent, constitute a valid and binding contract.
3. Qualification for Exhibitor: Exhibitors must be manufacturers that produce products or perform services that conform to the subject matter covered by the HEART technical program. HEART reserves the right to accept or reject any exhibitor. NOTE: No visual displays, handouts or documents of any kind nor discussions sharing any CUI, ITAR, or Export Controlled Information are allowed for the HEART 2025 Table Top Exhibits.
4. Exhibitor Space Rental Charge: The Table Top Exhibit space fee is $3,000 for an 8’wide x 8’deep booth. Premium Table Top Exhibit space is $5,000 for an 8’wide x 8’deep booth. The deadline for registering exhibit space is March 7, 2025, or once the booths have been sold out, whichever comes first. Payment in full must accompany the completed Exhibit Booth Application Form.
5. Cancellation Policy: Due to advanced financial commitments, refunds of the booth payment cannot be guaranteed for cancellations after December 31, 2024. Consideration of requests for refunds will be processed after HEART 2025. A $300 processing fee will apply to all cancellation requests.
6. Booth Materials provided by HEART: The 2025 exhibits will be a Table-Top Exhibit in an 8x8 foot space, with no pipe and drape being provided. However, all booths back to a wall, so there will be no one behind the booth. The booths will be furnished with one skirted 6’ table, 2 chairs and wastebasket. The exhibitor provided backdrops must fit within the 8-foot width. Electricity and Wi-Fi can be purchased.
7. Exhibitor Registration: Each booth package includes one complimentary Technical registration and 2 exhibit staff badges (No Access to HEART conference technical sessions). Additional exhibit-only badges are @ $125 each (limit 2).
8. Security: The exhibit hall(s) will be closed and locked during non-exhibit hours. The Premium Exhibits are in an open area, please secure your belongings. However, exhibitors are asked to insure all exhibit material against loss or damage. HEART, the exhibit site, and their officers, employees, agents, and representatives will not assume or otherwise be responsible for any injury, loss or damage to the exhibitor, the exhibitor’s officers, employees, agents, or representatives or their property, however caused.
9. Service Contractor: All exhibitors will receive instructions to order any extra equipment and services.
10. Freight Movement: All freight should be shipped to the Hyatt Regency by the deadline date. Your shipped items will be placed in the exhibit booths by the established setup time. Exhibitors who can hand carry their materials may deliver them directly to their exhibit booth.
11. Installation/Dismantling: Please refer to exhibit schedule for specific installation and dismantling times.
12. Compliance with Local Rules: Exhibitors assume responsibility for compliance with pertinent ordinances, regulations, and codes of duly authorized local, state, and federal governing bodies concerning fire safety and health, and the rules and regulations of operators and owners of the property in which the exhibit is held.
13. Union Jurisdiction: Exhibitors will abide by and comply with rules and regulations concerning local unions. having jurisdiction over the hotel in which the exhibit is held, and specifically in the exhibit area and loading docks.
14. Loss or Damage: Because of the tremendous value and peculiar nature of the exhibits, it is impractical for either HEART or the conference site to ensure any exhibitor’s equipment against loss, theft, or damage and breakage. Therefore, HEART, the exhibit site, and their officers, employees, agents, or representatives will not assume or otherwise, be responsible for any injury, loss, or damage to the exhibitor, the exhibitor’s officers, employees, agents or representatives, or their property, however caused. In addition, the exhibitor must assume responsibility for property damage to the exhibit site and indemnify and hold harmless the exhibit site and HEART for all liability that might arise out of the exhibit activities, whether such liability includes the sole or joint negligence or the sponsor from any cause whatsoever, including property damage, accidents, or injuries to exhibitors, their agents, and employees, or to any member of the general public. In view of the foregoing, exhibitors should place such insurance as they deem necessary on their equipment and exhibits and are urged to extend their public liability insurance to cover this exhibit and the contractual liability assumed therewith.