Policy for Assignment of Space

The primary consideration in the assignment of space to exhibitors shall be in the best interest of the Society. SUNA may at its discretion accept or reject any application for space, and reserves the right to relocate or reassign exhibit booths at any time. Exhibit space assignments will be made in accordance with a two-tiered point system. Corporate Members will be ranked in the first tier and all other exhibitors will be ranked in a second tier. Companies in the first tier who submit their exhibit applications by the established deadline will be assigned space in the order of their earned points, from highest number of points to lowest number of points. After exhibits are assigned for companies within the first tier, companies within the second tier will be assigned exhibit space in the order of their earned points from highest to lowest.

Terms of Payment and Cancellations

Booths will not be assigned until booth fees are received. Should any contingency prevent holding of the Conference or Exhibition, SUNA shall not be held liable for any expenses incurred by the Exhibitor.

For the Annual Conference, exhibitors canceling before June 26, 2026 will forfeit 50% of the full booth fee.

Exhibitors canceling after these dates will be charged full-space rental regardless of whether the space can be resold or not.

Cancellations must be made in writing to the SUNA National Office.

Exhibitor Services:

The following services will be provided to ex- hibitors at no additional charge:

• A standard identification sign showing exhibitor’s name and booth number.

• Eight-foot high back wall and 36” high side rails of pipe and drape.

• 6’ table, 2 chairs

• Security Guard service.

• Daily cleaning of aisles in Exhibit Area. Complimentary exhibit badges for three exhibit personnel per booth.

Hotel Accommodations / Meeting Space

SUNA has made arrangements with the hotel for a block of rooms. Hotel rooms are provided on a first-come, first-served basis and exhibitors should plan on making arrangements as early as possible from the SUNA website www.suna.org. Meeting space/ function rooms for exhibitors will be available in a limited number. Reservations must also be cleared through the SUNA National Office. Meeting space must not be open during exhibit hours or during sessions. Under nocircumstances will companies not exhibiting nor making Conference contributions equal to the average booth fee be permitted to participate in activities during each meeting.

Security and Liability

Security will be provided during exhibit hours.

However, each exhibitor must make provisions to safeguard his/her goods from the time they are placed in the exhibit area until they are removed by him/her. SUNA, Kellen, and the hotel are not responsible for loss or damage due to any cause. Space is leased with the understanding that SUNA, Kellen, and the hotel will act for the exhibitor and his or her representative only in the capacity of agent, and not as principal; and that SUNA, Kellen, and the hotel assume no liability whatsoever for damages, for any act of omission or commission in connection with said agency, and that the exhibitor and his or her representatives hereby release SUNA, Kellen, and the hotel from any or all liability for loss ensuing from any cause whatsoever. The rules and regulations are to be construed as part of all space contracts. SUNA reserves the right to interpret them as well as make final decisions on all points the rules and regulations do not specifically cover.

Special Regulations

No Smoking Policy — Smoking is not allowed within the exhibit area at any time, including move-in and move-out.

Subletting of Space — The subletting or assigning of space is prohibited. Two or more companies may not exhibit in a single space unless special arrangements have been made with the Exhibit Manager.

Installation — Exhibits should be installed so they will not project beyond the space allotted or obstruct the view of, or interfere with other exhibits. HCEA standards will apply.

Fire Safety — All structural work, such as extra shelving, standards, display racks, signs, spot-lights, etc., must be approved, and all decorations, drapery, and other fabrics must be flame-proofed before being used in decoration of any exhibit. Balloons are prohibited.

Courtesy — The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitor. Interviews, demonstrations, distribution of literature, etc., must be made from within the exhibitor’s booth. Exhibitors may not enter another exhibitor’s booth or photograph/investigate another exhibitor’s products at any time without the expressed permission from the exhibitor.

Canvassing — Canvassing outside the booth is forbidden. Vendors and/or exhibitors may not distribute materials to other exhibitors at any time by canvassing the hall. All business must be conducted from within each exhibitor’s booth.

Advertising — Advertising material or signs of exhibitors other than those who have engaged space are prohibited. Exhibitors may not display advertising, logos, or names for products other than those sold by the exhibitor in its normal course of business unless approved by SUNA in advance.

Audio-Visuals — Audio-visual presentations must be so arranged that aisles are not blocked and be presented in a sound-proof area or so remote that the neighboring exhibitors are not disturbed. All apparatus must conform to the fire regulations of the convention center. Exhibitors with noisy electrical devices, or other exhibits or devices which may prove objectionable to other exhibitors because of noise, odor, or other disagreeable features, must agree to accept booth assignment which will abate reasonable objections to these annoyances.

Conduct — Unethical conduct or infraction of rules on the part of the exhibitor or his or her representatives or both will subject the exhibitor or his or her representatives or both to dismissal from the exhibit hall. In this event, it is agreed no refund shall be made by SUNA and no demand for redress will be made by exhibitor or his or her representatives. Disregard for any rule stated here is considered just reason for SUNA to prohibit an exhibitor from attending all future activities.

Registration

All confirmed exhibitors will have the opportunity to pre-register their personnel. It is to the exhibitor’s advantage to register early so as to avoid delays onsite.

Three (3) badges are included with each 10’x10’ booth. Additional badges are $200 each.

The official registration area will be open daily. All attendees will be required to register, and admission to the exhibits will be by badge only.