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Exhibitor Information 2020

The NPA will be holding our 36th Annual Conference between October 14 - 18, 2020 at the Saratoga Hilton, Saratoga Springs, NY. The exhibit dates are Friday, October 16 and Saturday, October 17.

Exhibitor Categories and Rates:

$1,100 for Corporations - click here to register & pay online

$500 for Not-for-Profit (Colleges, Universities, Hospitals, Government Agencies) - click here to register & pay online

$125 for Sole Proprietors (jewelry, handmade products, etc.) - click here to register & pay online

1. Exhibition Set-up, Hours and Breakdown:

a. Set-up times: Exhibitors will be allowed to set-up their display booths on Thursday, October 15, 2020 between 2:00 pm – 5:00 pm and/or Friday, October 16, 2020 between 8:00 am – 10:00 am.

b. Exhibition Hours: Friday, October 16, 2020 – between 10:45 am - 4:15 pm and Saturday, October 17, 2020 – between 9:45 am – 10:45 am.

c. Exhibition schedule break times:

Friday, October 16

  • 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

Saturday, October 17

  • 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 17.

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 is responsible for their own NYS Sales Tax filing.

5. Insurance Requirement:

The following insurance is required as part of your agreement and a Certificate of Insurance evidencing the required coverage must be received by October 7, 2020.

Liability Insurance:

1. 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.

2. Shall include NPA as an Additional Insured for the dates of the Exhibition which are October 16 – 17, 2020. Additional insured should read as follows: 

The New York State Coalition of Nurse Practitioners, Inc,
12 Corporate Drive, Clifton Park, NY 12065

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

If you do not have Liability Insurance 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, 2020.  No cancellations will be processed for any reason after October 1. 

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 during the event.  Therefore, the NPA expressly reserves the rights to remove any Exhibitor in whole or in part, for any cause related to the harassment of participants or other exhibitors at the event.  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:

Each party (each, in such capacity, the "Indemnifying Party") shall indemnify and hold harmless the other party, its affiliates and its agents, and successors and permitted assigns thereof (each, in such capacity, the "Indemnified Parties"), against any and all third party claims and resulting liabilities, damages, losses and expenses, including reasonable attorneys' fees, arising out of the following by the Indemnifying Party or its personnel, agents or representatives (a) negligence or willful misconduct in connection with this Agreement or (b) a breach of this Agreement.

Indemnity Procedures.  The Indemnified Parties will give the Indemnifying Party prompt written notice of any matter upon which the Indemnified Parties intend to base a claim.  With respect to the settlement of any claim relating solely to the payment of money damages, which could not result in the Indemnified Parties becoming subject to injunctive or other equitable relief or otherwise adversely affect the business of the Indemnified Parties in any manner, and as to which the Indemnifying Party has acknowledged in writing its obligation to indemnify the Indemnified Parties hereunder, the Indemnifying Party shall have the sole right to settle or otherwise dispose of such claim, on such terms as the Indemnifying Party shall deem appropriate, provided that Indemnifying Party shall provide reasonable evidence of its ability to pay any damages claimed and, with respect to any such settlement, shall have obtained the written release of the Indemnified Parties from the claim.  The Indemnified Parties may participate in such negotiations to protect its interests and the Indemnifying Party will provide reasonable assistance to the Indemnified Parties and their counsel at no charge.  With respect to the settlement of any claim not relating solely to the payment of money damages, the Indemnifying Party will have the right to consent to the entry of judgment with respect to, or otherwise settle, a claim only with the prior written consent of the Indemnified Parties, which consent will not be unreasonably withheld, provided, however, that the Indemnified Parties may withhold consent if any such judgment or settlement imposes an unreimbursed monetary or continuing non-monetary obligation on such Indemnified Parties or does not include an unconditional release of the Indemnified Parties from all liability with respect to the claim.

11. Force Majeure: 

If any party is affected by any event beyond its reasonable control, including (a) fire, explosion, flood or other act of God, (b) acts, regulations or laws of any government, (c) war, terrorist acts or civil commotion or (d) failure of public utilities or common carriers (a "Force Majeure Event"), such party shall not be liable in connection with this Agreement to the extent affected by such Force Majeure Event; provided such party gives prompt written notice to the other party (the "Non-Force Majeure Party") of the Force Majeure Event and such affected party exercises all reasonable efforts to eliminate the effects of the Force Majeure Event on this Agreement as soon as possible.  If any Force Majeure Event continues for a period longer than 30 days, the Non-Force Majeure Party may terminate the Agreement upon written notice to the other party.

12. 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. 

13. 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. 

The NPA| The Nurse Practitioner Association New York State

The mission of The NPA is to promote high standards of healthcare delivery through the
empowerment of nurse practitioners and the profession throughout New York State.

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