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2019 Exhibitor Information
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The Nurse Practitioner Association New York State invites you to exhibit at our 35th Annual Conference on Friday, October 18 and Saturday, October 19, 2019 at the Turning Stone Resort, Verona, NY. This is a great opportunity to build connections with over 500 nurse practitioners who are interested in discovering new products and services, and expanding their knowledge in the health care environment.

Exhibitor Type & Booth Fee

To register click on correct exhibitor type

All exhibitors must be registered by October 1, 2019 to allow time to sign the Exhibitor Agreement & Rules and Regulations and submit required insurance as outline below in section 5 by the October 9, 2019. No on-site exhibitor registrations will be accepted.

Exhibitor Prospectus

Sponsorship & Advertising Opportunities

Exhibit Schedule

Expo Hall Map

W-9 Form Signed

Corporate Exhibitor Letter of Invite with W9

Exhibitor Agreement & Rules and Regulations

Please Note: You will be sent an agreement & rules and regulations that you will need to sign as well as submit the required proof of insurance. 

1. Exhibition Set-up, Hours and Breakdown:

a. Set-up times: Exhibitors will be allowed to set-up their display booths on Thursday, October 17, 2019 between 2:00 pm – 5:00 pm; Friday, October 18, 2019 between 8:00 am – 10:00 am.

b. Exhibition Hours: Friday, October 18, 2019 – 10:45 am -6:30 pm and Saturday, October 19, 2019 – 8:00 am – 10:45 am.

c. Exhibition schedule break times:

Friday, October 18
• 10:45 am – 1:15 pm
• 12:30 pm -2:30 pm – during this time attendees will either attend lunch session or have lunch on their own
• 3:45 pm – 4:15 pm
• 5:30 pm – 6:30 pm – member reception held in the exhibit hall

Saturday, October 19
• 8:00 am – 8:30 am – continental breakfast served just outside of exhibit hall
• 9:45 am – 10:45 am – last scheduled break

d. Break down times: All exhibitors can begin to break down their booths after the conclusion of the 10:45 am break on Saturday, October 19.

Any Exhibitor who arrives after the set-up times outlined above may forfeit its space within the NPA’s exhibition hall and may be placed at a different location at the sole discretion of the NPA. Exhibitors agree to remain on the NPA’s exhibition floor, with coverage by Exhibitors’ staff, for the duration of the Exhibition. If an Exhibitor dismantles any or all their Exhibit materials or display before the end time of the Exhibition, the NPA reserves the right to refuse to permit the Exhibitor to return for a subsequent NPA conference.

2. Exhibition Placement & Fees:

The NPA has the sole discretion to place Exhibitors on the Exhibition floor. The NPA shall place Exhibitor on the Exhibition floor based on a first come, first served basis, after receiving an Applicant’s completed application, signed Agreement, proof of insurance as defined below in section 5, and proceeds for the booth according to the below fee schedule.

a. $1,100 for Corporations
b. $500 for Not-for-Profit (Colleges, Universities, Hospitals, Government Agencies)
c. $125 for Sole Proprietors (jewelry, handmade products, etc.)

3. Product Description:

On the application the Exhibitor shall provide a description of the products and/or educational materials that will be displayed and/or sold at their booth.

4. Sales Tax:

Every exhibitor and vendor that sells goods or services at the NPA Annual Conference must be authorized by the Oneida Nation Department of Taxation to collect and remit, and must collect and remit, Oneida Nation sales tax on such sales in accordance with the rules of the Oneida Nation Department of Taxation. To obtain the necessary authorization, each such exhibitor and vendor must file an application for a Certificate of Authority from the Oneida Nation Department of Taxation at least five (5) days prior to the Event.

As a result of this agreement vendors and exhibitors who sell products at Turning Stone are not required to collect or remit sales tax to the State of New York. The Oneida Nation Department of Taxation can be reached at (315) 829-8857 or at taxinfo@oneida-nation.org.

5. Insurance Requirements:

The following items are required as part of your agreement and a Certificate of Insurance evidencing all required coverage must be received by October 9, 2019.

a. Liability Insurance:
i. Limits not less than $1,000,000 per occurrence for Premises/Operations and Products and Completed Operations, $2,000,000 General Aggregate and $2,000,000 Products and Completed Operations Aggregate.
ii. Must name as Additional Insured on a Primary & Non-Contributory basis for the dates of the Exhibition which are October 18 – 19, 2019: The New York State Coalition of Nurse Practitioners, Inc, 12 Corporate Drive, Clifton Park, NY 12065

b. Worker’s Compensation (or exemption/waiver)
i. Under the section that is requesting proof of coverage please enter: The New York State Coalition of Nurse Practitioners, Inc, 12 Corporate Drive, Clifton Park, NY 12065

c. Exhibitor is responsible for any damage or loss to its equipment, goods or personal belongings and any other property.

d. Exhibitor waives all rights of recovery against The New York State Coalition of Nurse Practitioners, Inc. Exhibitor’s insurance policies containing the limits of coverage described above will expressly waive subrogation in favor of The New York State Coalition of Nurse Practitioners, Inc.

Said Waiver will apply regardless of any negligence or cause of loss contributed to in whole or in part by The New York State Coalition of Nurse Practitioners, Inc.

Exhibitor should instruct its insurance carrier to include the following language in the above Certificate of Insurance:

All coverages described above are provided with an express waiver of subrogation in favor of the New York State Coalition of Nurse Practitioners, Inc. Further, the carriers and coverages listed above provide said waiver of subrogation regardless of any negligence or cause of loss contributed to in whole or in part by the New York State Coalition of Nurse Practitioners, Inc.

If you do not have Liability Insurance and/or Worker’s Compensation please contact Sue Hubbard at 518-348-0719 or shubbard@TheNPA.org to discuss.

6. Cancellations:

Cancellations may be granted in the sole discretion of the NPA, less a $50 administrative fee. All requests for cancellation must be in writing and postmarked on or before October 1, 2019. No cancellations will be processed for any reason after October 1.

If NPA cancels the exhibition, Exhibitor will receive a full refund of their exhibit fee.

7. Transfer of Agreement:

Exhibitor is expressly prohibited from transferring this Agreement to a third party without the written consent of the NPA.

8. Acceptance of Exhibitor, Right of Refusal:

Prior to acceptance of Exhibitor’s application, the NPA reserves the right to deny exhibit space to any applicant for Exhibition space for any reason. In addition, the NPA reserves the right to terminate the Agreement if the NPA discovers information, which demonstrates that the proposed Exhibition would be inconsistent with the principles espoused by the NPA, unfavorable to the public reputation of the NPA, or not beneficial to or for the attendees of the NPA conference. In this event, the NPA shall refund any exhibit fees paid to the NPA. The parties agree that Exhibitor will not be refunded any additional expenses related to Exhibitor’s attendance at the Exhibition, including but not limited to lost profits, travel to the Exhibition venue, or other equipment or incidental costs. If the Exhibitor refuses or fails to comply with the terms in this Agreement, NPA shall treat Exhibitor’s action as a cancellation and shall apply the terms outlined in section 6 of this Agreement.

9. Harassment Free:

The NPA facilitates the Exhibition for the benefit of its attendees who support the NPA annual conference. In so doing, it is imperative that the NPA’s Exhibition remain free of harassment of participants or other Exhibitors. Therefore, the NPA expressly reserves the rights to remove any Exhibitor in whole or in part, for any reason and with or without giving cause. If the NPA removes said Exhibitor, Exhibitor shall not be refunded its Exhibition fee and shall release NPA from any and all claims related to Exhibitor’s presence in the Exhibition hall, including but not limited to lost profits or incidental travel or equipment costs at the Exhibition venue.

10. Indemnification:

By signing this Agreement and participating in the Exhibition, Exhibitor expressly agrees to indemnify, defend, and hold harmless the Nurse Practitioner Association New York State and Turning Stone Resort Casino, LLC, its members, officers, employees, agents and representatives for any personal injuries, property loss or damage suffered by any person as a result of the actions or inactions of the Exhibitor. Further, the Nurse Practitioner Association New York State and Turning Stone Resort Casino, LLC shall not be held liable for their failure to perform or fulfill their contractual obligation provided such failure is caused, occasioned or furthered by closures of site locations due to any cause or causes by their control, including but not limited to acts of God, fire, flood, war, public disaster, strikes or labor difficulty, governmental enactment, or any other cause or causes beyond its control.

11. Endorsement:

NPA does not warrant, represent, or endorse any Exhibitor’s goods or services to its members. Exhibitor must receive written approval from the NPA before using NPA’s logo or other trademark representation on Exhibitor’s marketing material.

12. Photo Release:

Exhibitor grants NPA and its agents, assignees, and employees, permission to take photographs and videos of the Exhibitor in connection with NPA’s marketing material and permits reproduction of same without prior subsequent notice provided to Exhibitor.

Office Hours: M-F 8:30am - 5:00pm | Tel: 518-348-0719 | Fax: 518-348-0720 | Email: info@TheNPA.org