Exhibitors/Sponsors

Exhibitor Education Session Submission Deadline

Exhibitors who are interested in presenting an educational session during the 2025 Annual Conference must complete a submission in the conference's call for papers and posters process.

Sponsor Registration Deadline

Friday, February 21, 2025

Color ads/and all sponsor organization information must be completed in CAPCSD's system.  If your information is not entered into the system, it will not be included in the digital program directory.

Exhibitor Set Up
Wednesday, April 23, 2025   |   12:00 PM – 5:00 PM ET

Exhibit/Sponsor Hall Hours
Wednesday, April 23, 2025   |   6:00 PM - 8:00 PM ET (Welcome Reception)
Thursday, April 24, 2025    |   7:00 AM - 5:00 PM ET
Friday, April 25, 2025   |   7:00 AM – 5:00 PM ET

Exhibitor Tear Down
Friday, April 25, 2025   |   5:00 PM – 7:00 PM ET

PURPOSE OF EXHIBIT: The exhibition is for the purpose of education and to provide a service to the CAPCSD membership.

EXHIBIT SPACE SPECIFICATIONS: The exhibit space will be provided in the form of a tabletop space. Exhibit space is not piped and draped. Each exhibitor will be
provided with:

• (1) 6 ft. table
• (2) chairs
• (1) wastebasket

In early March, exhibitors with the accepted application will be sent exhibitor information outlining:

• Shipping procedures;
• Set up and dismantle instructions; and
• Information on securing electricity, audiovisual equipment

If you have requirements beyond the standard display space described, please contact the CAPCSD office to see if they can be accommodated.  Contact Colleen Schneider at colleen@capcsd.org as it may impact your booth location.

Each exhibit includes meals for two staff members. Additional staff members require payment of $500 per person.

PRICES: The exhibit price includes all items described below under Exhibit Fee Includes. All payments must be received by the CAPCSD within 30 days of the invoice date. All exhibits and sponsorships must be paid in full prior to the start of the conference. Exhibitors will not be allowed access to the exhibition hall unless all fees have been paid in full.

EXHIBIT FEE INCLUDES:

• Rental of the exhibit space as described previously.
• Two breakfasts, two lunches, and the welcome reception for two people at your booth. Additional meal tickets can be purchased for $500 each.
• Recognition in the digital conference program, on the CAPCSD website, and in the mobile app.
• Attendee list for one-time use. Exhibitors may select from pre-conference or post-conference.

EXHIBIT SPACE ASSIGNMENT: Booths are reserved on a first-come, first-serve basis. Reservations will be honored only after receipt of registration and credit card payment or check payment. CAPCSD reserves the right to change the location assigned to the Exhibitor at any time as it may, in its sole discretion, deem necessary in the best interest of the Event. Exhibitors may not sublet or permit the use of all or any part of the exhibit space.

Exhibitors agree to abide by all facility rules and exhibit display guidelines. Exhibits not conforming to these guidelines, or which in design, operation, or otherwise, are deemed objectionable by CAPCSD in its sole discretion, will be prohibited. If Exhibitors engage in any conduct in violation of the rules and or applicable laws, CAPCSD reserves the right to cancel Exhibitor’s space without further notice and without obligation to refund monies previously paid. CAPCSD further reserves the right to reject Exhibitor’s application to exhibit in future shows of CAPCSD. Exhibitors and their representatives shall at all times conduct themselves in a professional manner and shall not disparage or defame fellow exhibiting companies or conference participants.

EXHIBIT OPERATION, DÉCOR, AND CONDUCT:
(A) No adhesive-backed promotional items may be distributed or used at Event;
(B) No decorations of any kind may be fastened to ceilings, painted surfaces, columns, walls, or windows;
(C) Decorations may not block doors, fire extinguishers, sprinklers, emergency equipment signage, emergency exits, or lighting systems;
(D) Signage may not extend beyond the perimeter of the booth space;
(E) Interference with the lighting, visibility, and space of other exhibitors is prohibited;
(F) The use of objectionable amplifying or lighting equipment is prohibited; Self-supported audio equipment must be directed so as not to pose a sound level nuisance to other exhibitors;
(G) Exhibitors may not schedule any functions or events which conflict with officially scheduled CAPCSD events;
(H) Other than service animals, the use of live animals is prohibited in Event;
(I) Food and beverage may be dispensed from Exhibitor’s booth within the following guidelines:

(i) Distribution area must be kept clean and attractive;
(ii) All attendees must have the opportunity to receive samples;
(iii) Any food and beverage distributed must be coordinated with the Event facility.

(J) Due to licensing and copyright regulations by ASCAP/BMI regarding music at public meetings, conventions, and shows, exhibitors may not play music during the exhibition, either live or recorded.

PROFESSIONAL CONDUCT: Exhibitors should adhere to professional standards of behavior. All solicitation, demonstration, and other promotional activities must be confined to the limits of the exhibit space.

BADGES: Exhibitor representatives must wear appropriate CAPCSD badges at all times in the exhibition hall. The badges will be available at the conference registration desk during the exhibit set-up period.

SECURITY: Although CAPCSD and the facility may maintain a security force, exhibitors are responsible for the safety and security of their exhibits and should consider removing from the exhibition hall or otherwise securing all equipment, supplies, and other materials at the close of each conference day.

CANCELLATION: All requests for cancellation of exhibit space must be made in writing and shall become effective upon receipt by CAPCSD. A full refund of event fees less a $500 administrative fee will be granted if written notice is received by CAPCSD by Friday, February 21, 2025. No refunds will be granted after Friday, February 21, 2025.

LIABILITY: The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save CAPCSD, the owner of the host facilities, and their respective employees and agents harmless against all claims, losses, and damages to persons or property, governmental charges, or fines and attorneys’ fees arising out of or caused by the exhibitor’s installation, removal, maintenance, occupancy, or use of exhibition premises or any part thereof, excluding any such liability caused solely by the gross negligence of the owner of the host facilities, its employees and agents.

In addition, the exhibitor acknowledges that CAPCSD and the owner of the facility do not maintain insurance covering the exhibitor’s property, and it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor.

Neither party shall be liable to the other for any special, indirect, incidental, consequential, punitive, or exemplary damages or loss, nor any lost profits, savings, or business opportunity. With respect to this agreement in general, the liability of CAPCSD and its personnel shall not exceed the total amount of fees actually paid to CAPCSD under this agreement. A claim for the return of fees shall be the exclusive remedy for any damages. The limitation of liability set forth in this paragraph is intended to apply to the full extent allowed by law,
regardless of the grounds or nature of any claim asserted and shall survive termination of this agreement.

INTERPRETATION AND AMENDMENTS: CAPCSD reserves the right to interpret or amend these Terms and Conditions as it deems proper to ensure the success of the exhibition and further the educational purposes of CAPCSD.

CONFERENCE CANCELLATION: In the event, CAPCSD is unable to hold the conference due to an act of God, war, terrorism, fire, strike, exhibit facility construction or renovation, government regulations, curtailment of transportation facilities, or other cause beyond the control of CAPCSD, which make it impractical, inadvisable or impossible to hold the conference, CAPCSD in its sole discretion shall determine and may refund to the exhibitor/sponsor/advertiser its proportionate share of the balance of the aggregate exhibit or sponsorship fees received which remain after deducting expenses incurred by CAPCSD, but in no case shall the amount of the refund to the exhibitor/sponsor/advertiser exceed the amount of exhibitor, sponsorship or advertiser fee paid to CAPCSD. CAPCSD shall have no other or further liability to the exhibitor, sponsor, or advertiser.