HECMA Annual Conference Exhibitor

By signing the exhibit space rental agreement you are agreeing or have agreed to the following Terms & Conditions for the 2023 HECMA Annual Conference.

At the discretion of HECMA, HECMA may cancel an exhibitor’s space (and the exhibitor’s feel will be forfeited) if an exhibitor is operating contrary to HECMA’s or the conference venue’s policies and expectations. This agreement is for the use of the amount of space indicated and not for any specific location at the conference. HECMA oversees all exhibitor space decisions and reserves the right to change exhibitor table space at any time within the conference.
Registration Deadline: Exhibit space will be assigned on a first come, first served basis according to the postmark of application. The preferred exhibitor deadline is May 3rd, 2023.
Payment: All payment must be finalized within 72 hours of confirmation from the HECMA Director of Finance and Operations.
HECMA reserves the right to accept or reject any and all applications.
The Exhibitor agrees that HECMA shall have the right to make such rules and regulations or changes in arrangements as it shall deem necessary, and to amend the same from time to time. HECMA shall have the final determination and enforcement of all rules, regulations and conditions.
All exhibitor set-up must be completed by 4pm on the first day of the conference. All exhibits and materials must be removed from the hall prior to the closing ceremony on the last day of conference. If spaces are not vacated by 1pm on the last day of conference, HECMA reserves the right to remove materials from the show floor and charge the expense to the participant. HECMA will not be liable if such removal causes damage to the materials.
Each company must submit their own exhibitor application. Exhibitor space may not be shared.
Neither HECMA nor the conference venue, nor any of their officers, agents, employees or representatives, shall be held accountable or liable for, and the same are hereby released from accountability or liability for any damage, loss, harm or injury to the person or any property of the applicant or any of its officers, agents, employees or other representatives, resulting from theft, fire, or other causes. Neither HECMA nor the conference venue will obtain insurance against any such damage, loss, harm or injury.
Exhibitor agrees to protect, save and hold harmless HECMA and all agents and employees thereof (hereinafter collectively called Indemnities) forever harmless for any damages or charges imposed for violations of any law or ordinance, whether occasioned by the negligence of the exhibitor or those holding under the exhibitor, and further, the exhibitor shall, at all times, protect, indemnify, save and hold harmless the indemnities against and from any and all losses, costs, damages, liability or expenses (including attorney fees) arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees or business invitees, which arise from or out of or by reason of said exhibitors occupancy and use of the exhibition premises, the convention facility or any part thereof.
Exhibitors must comply with all conference venue related policies and procedures. Such policies and procedures will be supplied prior to exhibitor arrival. It is the responsibility of the exhibitor to familiarize themselves with the policies and procedures and act accordingly.
Exhibitors may not schedule other events such as meetings, breakfasts, luncheons, dinners, or receptions during official HECMA program hours or while the Exhibit Hall is in progress unless express written permission is granted by HECMA.
HECMA is committed to advancing the field of higher education case management and creating a space where all members and guests feel they belong and have value. Exhibitors, just as all members and guests, are expected to promote that commitment. Attendees should not be discriminated against on the basis of race, color, national origin, religion, sex, age, gender identity, gender expression, affectional or sexual orientation, veteran status, or disability in any of its policies, programs, publications, and services. HECMA participants are expected to conduct themselves in all capacities associated with HECMA in ways that actively promote respect for all people.
In the event that the HECMA Annual Conference is canceled due to fire, strikes, government regulations, acts of God, acts of war or civil strife or other causes beyond the control of HECMA, then HECMA shall not be held liable for failure to hold the Annual Conference as scheduled. In such events, HECMA, at its sole discretion, may refund part or all of exhibit fees and deposits received by HECMA. Refunds will be limited to a maximum of the amount paid by the applicant to HECMA. In no event will HECMA be liable for any direct, indirect, actual, special or consequential damages of any nature whatsoever, including, but not limited to lost profits, business interruptions or other economic loss to the applicant due to cancellation of the Annual Conference as scheduled.
Exhibitors have the right to cancel this agreement at any time by written notice to HECMA (email finance@hecma.org). However, under no circumstance will refunds be assessed.