Rules & Regulations

Please review carefully and ensure you and your team are prepared to adhere to all rules & regulations. It is the signer’s sole responsibility to educate the team about these Rules prior to the conference.

Any violation of event rules by you or your staff may result in immediate removal from the event. Additionally, any such violation may lead to a prohibition on entry to future events. The decision to remove individuals or deny future entry is at the sole discretion of the event organizers, and no compensation or refund will be provided in the event of such action.

PILMMA reserves the right to return any deposited fees, decline any application for attendance, refuse entrance, and decline admission to any and all attendees, exhibitors, sponsors, and their staff at any time. PILMMA reserves the right to accept, reject, or terminate participants at any time without explanation or cause.

All sponsorships with multiple available are on a first come first serve basis for scheduling.

Space choice is processed on a first come first served basis. The sponsor/exhibitor is responsible for all electricity, lighting, A/V, etc., associated with said space, and will work directly with the hotel and/or expo company concerning these details. Information will be sent once your contract and payment are received. A contract copy and the full payment must be signed and returned before spaces are locked in.

CANCELLATION POLICY: Payment guarantees your booth space. Once payment is received, absolutely no refunds will be given unless booth space or sponsorship can be re-sold. Any cancellations, including Staff Registrations, within 2 weeks of the event, do not receive a refund under any circumstances. All canceled registrations will be assessed a service charge of $2,500, regardless of resale.

Use of space: Applicant shall not assign, sublet, share, sell, or trade the space allotted or this agreement with any other party.

The applicant acknowledges that no guarantees expressed or implied, concerning specific results to be achieved via participation, were relied on in the applicant’s decision to participate.

PILMMA does not tolerate harassment or discrimination of conference participants in any form. This includes but is not limited to harassment or discrimination based on race, gender, gender identity or expression, sexual orientation, age, disability, physical appearance, body size, religion, national origin, or professional affiliation. Conference participants violating this rule may be sanctioned or expelled from the conference without a refund at the sole discretion of the conference organizers.

Harassment includes, without limitation: verbal comments that reinforce social structures of domination; aggressive or intimidating language or behavior; sexual images in public spaces; deliberate intimidation, stalking, or following; harassing photography or recording; sustained disruption of talks or other events; inappropriate physical contact; unwelcome sexual attention; and/or advocating for, or encouraging, any such behavior.

Exhibitor grants PILMMA and all of its owners and agents permission to publish photographs and/or videos of any and all exhibitor staff, agents, employees, and representatives taken at PILMMA’s seminar locations and related events. These images and/or videos may be published in any manner, or in any medium. Exhibitor understands that editing and cropping may be required, and color and exposure shifts may occur in reproducing these images. Exhibitor further understands and accepts responsibility for notifying and obtaining this same permission from all staff, agents, employees and/or representatives they choose to invite to PILMMA and to absolve PILMMA of any and all liability associated with the use of photographs and/or videos of any person affiliated with their booth space and/or sponsorship.

Exhibitors and sponsors agree that PILMMA and their legal entities shall be held harmless from claims of any nature arising from assigned space or from activities of your employees or representatives.

All exhibitors and sponsors attending any PILMMA event agree to comply with the norms of complete business professionalism at all times, both in conduct and attire. Exhibitors, sponsors, their employees, representatives, and hired personnel agree to correct any concerns about professionalism identified by PILMMA, and in the sole discretion of PILMMA, failing which they may be asked to leave any PILMMA event or staging area.

Exhibitor understands and acknowledges that the floorplan is subject to Fire Marshal approval and may change. PILMMA reserves the right to make booth changes if necessary. By submitting payment, you acknowledge understanding of this potential for change and agree to adhere to the instructions provided by PILMMA staff when your company arrives at the conference. Exhibitor also agrees to hold PILMMA harmless for any onsite changes.

Exhibitor understands that the hotel reserves the right to adjust airwall door locations within the exhibit hall and that such adjustments may result in a shift of your booth location as well. By submitting payment, you acknowledge understanding of this potential for change, agree to adhere to the instructions provided by PILMMA staff when your company arrives at the conference and to hold PILMMA harmless for any onsite changes.

Booth Set-Up is (TBD). Exhibitors are contractually bound to complete ALL BOOTH SET-UP by (DEADLINE). Failure to do so may result in a $750 fine or revocation of your exhibitor space. This includes furniture placement, trash removal, and general booth completion. Exhibitor understands your company is contractually obligated to keep your booth intact and staffed until the end of the final session on (TBD). Failure to do so may result in a $500 fine.

Exhibitor understands that exhibit booths come with passes for 2 booth staff FROM YOUR COMPANY. These passes are designed to only be used by your company employees who are coming to staff your booth. You are prohibited from inviting another vendor, attorney, client, or guest in place of booth staff. Any questions must be directed to PILMMA Events staff at eventshelp@pilmma.org.

Name Badges will only reflect your company name. Booth staff cannot change badges to reflect different company names. NAME BADGES MUST BE WORN AT ALL TIMES DURING THE EVENT OR ACCESS WILL BE DENIED. Any Exhibitor or representative found using another participant's badge will be removed and barred from future PILMMA Events.

Exhibitor is required to share this information with all attending members of your company. By submitting payment, you acknowledge understanding and responsibility to comply with this requirement for all staff.

Noise Control and Violation Clause:
Excessive noise is prohibited. Violations may result in removal from the event and denial of future participation.

Exhibitor Affirmation:
By submitting payment, I confirm that I am 18+ years old, competent to sign, and I have read and understand this release in full.