Rules & Regulations

IAQA Annual Meeting & Expo Rules & Regulations

Following its submission by Exhibitor/Sponsor, the Contract shall become binding upon acceptance by the management (hereinafter referred to as “IAQA”) of the Annual Meeting and Exposition (hereinafter referred to as the “Show”). References to IAQA herein shall be deemed to include any duly authorized representative, agent or employee of IAQA.

  1. No one other than the official contractor (hereinafter referred to as “Show Contractor”), as designated by the IAQA, or such contractors as have been approved in writing by IAQA or the Show Contractor, shall connect or disconnect utility service(s), install wiring, spotlights or do other electrical or carpentry work, and all such work shall be at the Exhibitor/Sponsor’s expense.
  2. All products and services exhibited must be germane to the study and practice of indoor air quality. IAQA retains the sole authority to determine the eligibility of any company and/or its product. IAQA reserves the right to refuse applications of organizations not meeting standard requirements or expectations. IAQA reserves the right to curtail or to close exhibits, wholly or in part, that reflect unfavorably on the character and the purpose of the meeting. This applies to displays, literature, advertising novelties, souvenirs, the conduct of persons, etc. Space shall not be sublet without the written permission of IAQA and the sharing of space by the Exhibitor/Sponsor or use of the space by persons or in a manner not authorized by IAQA is prohibited.
  3. IAQA shall have the right to adopt such rules and regulations as to the conduct of parties prior to, during and after the Show which in its discretion it deems to be in the best interest of the Show, and the Exhibitor/Sponsor agrees to abide by and be bound by all rules and regulations adopted by IAQA as well as all rules and regulations of general application that may be issued by the Show venue and all laws and regulations of municipal, county and state authorities as may apply to the Show.

  4. The Exhibitor/Sponsor’s property shall be placed on display and exhibited at its own risk and neither IAQA, Show Contractor nor Show Venue shall be responsible for any loss suffered by Exhibitor/Sponsor for any reason; and neither IAQA nor Show venue shall be responsible for the death or injury to any person or for damage, including consequential damages, or loss of property of the Exhibitor/Sponsor, its officers, agents, employees, or invitees resulting from any cause whatsoever and the Exhibitor/Sponsor hereby indemnifies and holds IAQA and/or the Show venue harmless for any suit, action or claim arising out of any act of commission or omission by the Exhibitor/Sponsor; and the Exhibitor/Sponsor shall secure and furnish upon demand evidence of comprehensive general liability coverage adequate, therefore.

  5. If the Exhibitor/Sponsor fails to comply in any respect with the terms, conditions, rules or regulations of this contract, all rights of the Exhibitor/Sponsor hereunder shall cease and terminate. Any payment made by the Exhibitor/Sponsor on account hereof will be retained by IAQA as liquidated damages for breach of this contract and IAQA may thereupon rent the space. Once the contract has been signed, the entire rental for the space becomes payable under terms as stated herein or elsewhere in Show documents. All and any moneys paid are non-refundable.

  6. Should any contingency interrupt or prevent the holding of the Show including but not limited to acts of God, pandemics, labor disputes, individual or civil disturbances, acts of terror, failure to secure materials or labor, fire, lightning, tempest, flood, explosion, government order impacting the Show either directly or indirectly, or any other cause, then IAQA shall in no way whatsoever be liable to the Exhibitor/Sponsor, other than to return such portion of any amounts paid as may be determined to be equitable by IAQA, in its sole opinion, after deduction of such amounts as may be necessary in IAQA’s sole opinion, to cover all expenses incurred by IAQA in connection with the Show and/or promotion and publicity.

  7. Exhibitor/Sponsor agrees that IAQA may make any changes deemed, in IAQA’s sole and unfettered discretion, necessary to the best interests of the Show, including reassignment of contracted exhibit space, changes of show hours, or such other changes as exigencies may demand and that in such cases the contract remains in full force and effect. If for any reason IAQA determines that the location of the Show should be changed, or the dates of the Show postponed or changed, no refund will be made but IAQA shall assign to the Exhibitor/Sponsor, in lieu of the original space, such other space as IAQA deems appropriate and the Exhibitor/Sponsor hereby agrees to use such space under the same rules and regulations. 

  8. Exhibitor/Sponsor further agrees that IAQA shall not be liable for unforeseen expenses incurred by Exhibitor/Sponsor due to terms of IAQA’s contract with Show Venue.

  9. Exhibitor/Sponsor will exhibit in a proper manner and will keep the Exhibit Space open and staffed at all times during the Show hours. IAQA reserves the right to restrict exhibits to a maximum noise level and to suitable methods of operation and display. IAQA shall have the final decision as to what constitutes a proper exhibit and such decision shall be final and binding. If for any reason an exhibit or its contents are deemed objectionable by IAQA, the exhibit will be removed without refund of any amounts paid.

  10. This provision includes persons, things, conduct, printed matter or any item or attire that IAQA might consider objectionable to the Show’s intent. IAQA further reserves the right to relocate exhibits or exhibitions when in its opinion such relocations are necessary to maintain the character and/or good order of the Show.

  11. Exhibitor/Sponsor agrees that no display may be dismantled, or goods removed during the entire period of the Show by same. The booth display must remain intact until the closing hour of the last day of the Show. Exhibitor/Sponsor agrees also to remove its exhibit, equipment and appurtenances from the Show Building by the final move-out time limit, or, in the event of failure to do so, Exhibitor/Sponsor agrees to pay for such additional costs as may be incurred by IAQA consequential to Exhibitor/Sponsor’s failure to vacate in a timely fashion.

  12. Exhibitor/Sponsor shall not insert nails, hooks or screws into the Building and the Exhibitor/Sponsor shall be liable for any damage caused by same to the Building floors, walls, or columns or to the property of other Exhibitor/Sponsors. Exhibitor/Sponsor may not apply paint, lacquer, adhesive or other coatings to Building components nor shall he use any flammable decorations or covering for display fixtures. All fabrics or other decorative or covering material used by Exhibitor/Sponsor for any purpose shall be flameproof and shall meet all requirements of fire safety authorities.

  13. Exhibitor/Sponsor shall abide by the terms and conditions of any agreements and/or contracts existing between IAQA, the Show venue, the Show Contractor and such other parties as may be contractually bound or entitled to service the Show and any of the aforementioned entities.

  14. The Exhibitor/Sponsor shall not:

    A. Commit any nuisance. B. Cause any unusual or objectionable odor to emanate from its Space.  C. Do anything which would interfere with the effectiveness of any utility, electrical, gas, heating, ventilating, air-conditioning, or conveyance systems in the Building or interfere with free access or passage to the public areas of the Building or areas adjoining thereto. D. Overload any floor, ceiling or wall.  E. Do or permit to be done any act which might invalidate any insurance policy carried by IAQA or the Show Venue.  F. Sell, market, or solicit outside of Exhibitor/Sponsor’s contracted space. G. Take up a collection or solicit on the premises of the Show, including within the Exhibitor/Sponsor’s contracted space, without the written permission of IAQA.

  15. In the event the Exhibitor/Sponsor has failed to complete installation of its display prior to the time set out by IAQA, then IAQA has the sole and unfettered discretion to determine whether the Exhibitor/Sponsor may be deemed to be in breach of this contract and may be thereby prohibited from entering the Building and setting up its display. IAQA may at its sole discretion retain the monies paid as liquidated damages.

  16. The Exhibitor/Sponsor will confine its activities to the Exhibit Space that is defined as the lateral dimensions of the contracted space up to but not exceeding a height of 8 feet above the floor (inline/corner linear booths), 12 feet above the floor (perimeter booths) and 20 feet above the floor including signage (island booths); and will not solicit beyond the boundaries thereof. No signs or advertising devices shall be displayed in areas of the Building other than those specifically assigned to Exhibitor/Sponsor or set aside for such purposes and all such signs shall be subject to the approval of IAQA.

  17. Exhibitor/Sponsor acknowledges receipt and understanding of Exhibitor/Sponsor Information, Rules and Policies, General Information, and Rental Agreement information and the inclusion of same by reference within the terms and conditions of the Exhibit Space Contract. No oral representations or statements have been made by of Management, nor shall any such be binding upon Management.

  18. Exhibitor/Sponsor agrees to abide by all terms of this agreement as well as all Rule and Policies set forth by IAQA and/or the Exhibit Decorator and facility.

Payment Terms & Cancellation Policy

  1. The undersigned agrees to pay 100% of all fees per the terms of the application made payable to IAQA.
  2. Any company requesting to pay later than net 30 days after the receipt of invoice, agrees to pay a deposit in the amount equivalent to the cancellation processing fee.
  3. All cancellations must be submitted to IAQA in writing. The date of receipt of supporter’s written notice of cancellation will be considered the official cancellation date.
  4. The cancellation processing fee for exhibit or sponsorship packages is 50% of the total fee. 
  5. Any company who cancels after November 30, 2021, will be responsible for the total cost. Absolutely NO refunds for cancellations after November 30, 2021.
  6. Sponsors & Advertisers are responsible for ensuring the accuracy of all content. IAQA is not responsible for grammatical, spelling, or other errors appearing in the provided content.