2025-2026 Terms and Conditions

Year-Round Association, Annual Conference Attendee, Sponsorship and Exhibitor Terms and Conditions

1. Consent for Use of Photographic/Video Images and Email

Registration and attendance at, or participation in, the IAHSS Annual Conference & Exhibition and other associated activities constitutes an agreement by the registrant to permit IAHSS to use and distribute (both now and in the future) the registrant or attendee's image and/or voice in photographs, videos, electronic reproductions, and audiotapes of such events and activities. Emails will be collected used by IAHSS and third parties for marketing purposes.

 2. COVID-19 Policy

By registering, participants agree to follow COVID-19 safety protocols throughout the IAHSS Pre-Conference, Annual Conference, Exhibition and any ancillary events. Protocols as directed by event facilities (i.e., hotel, meeting spaces) should be followed. IAHSS reserves the right to change or modify these guidelines at any time, in accordance with CDC, state or local health justifications and/or the hotel/resort/meeting space. IAHSS reserves the right to cancel the registration for those who refuse to follow identified protocols. In an effort to stop the spread of COVID-19, do not attend the in-person events if you are not feeling well; have had close contact with an individual infected with COVID-19 in the last 7 days; or are currently experiencing fever, cough, shortness of breath or other signs of illness.

 3. Event Participation Requirement

Only individuals registered and badged may attend the IAHSS Annual Conference & Exhibition and other associated activities. Any requests for exceptions must be made in writing 14 days prior to the event to info@iahss.org. 

Attendee Policies

1. Payment Policy

Payment must be received at the IAHSS HQ office by Wed., April 1, 2026. If payment is not received by April 1, you will be required to pay by credit card to participate in the program or to receive access to the virtual course materials. All payments must be made in US Dollars.

2. IAHSS Conference Cancellation Policy

Cancellations received in writing on, or prior to, April 1, 2026 will receive a refund, less a $50.00 processing fee. Cancellations received after April 1, 2026 will not receive a refund. Check Payments: To pay by check or purchase order, select the "bill me" option following your registration, mail check payable to IAHSS: IAHSS 1901 N Roselle Rd, Suite 800 Schaumburg, IL 60195 For questions regarding access, accommodations and dietary restrictions, please email info@iahss.org at least 2 weeks in advance.

Sponsor / Exhibitor Policies

1. Content, Logo and Advertisement Submissions and Deadlines

• All content, logo and advertisement submissions are subject to deadlines. Any sponsor who misses a deadline forfeits the right to use that particular benefit. All sponsors are liable for all fees at the agreed upon level of sponsorship, even when sponsor-purchased benefits go unrealized because a sponsor misses a deadline.
  

• All content and/or logos to be included in The BEAT or the Pulse electronic communications must be received two (2) weeks prior to inclusion in the e-newsletters.

• All content and/or logos to be included on the IAHSS website and/or in the IAHSS Vendor Marketplace must be received two (2) weeks prior to inclusion.

• All content including advertisements, inserts, articles, webinars and surveys are subject to approval by IAHSS.

• All ads and logos must be submitted in .eps and.jpg/.png format. Ads are subject to IAHSS specifications and approval.
  

• Sponsors who purchase a bite size learning session must have a presenter who is registered attendee or registered exhibitor personnel. Payment for this sponsorship must be received to reserve the space. The session title and description must be submitted to IAHSS HQ by March 11, 2026. IAHSS will approve or decline the session title and description within 10 business days. If they are declined, then the sponsor will have one (1) additional opportunity to provide a title and description that is approved. If a title and description is not received or is not approved, then the space may be opened to another sponsor.

DEADLINES (All art/graphics, videos, other items noted, and sponsorship payments must be received by deadlines below):

• March 2, 2026: All art/graphics, videos and content (as needed) for the lanyards, floor clings, water bottle, exhibitor locator map, hotel Wi-Fi, mobile app, passport to prizes, and on-screen advertisements and any other sponsorship products must be submitted by this deadline.

• March 2, 2026: Any sponsorship or exhibit booth ordered without payment submitted will be forfeited.

• March 2, 2026: General session and breakout session sponsors must have their session selected and logo submitted by this deadline.

• March 2, 2026: Breakfast, lunch and break sponsors must have their day and/or time slot selected and logo submitted by this deadline.

4. Sponsorship Payment

Payment must be received by IAHSS prior to any part of any sponsorship being fulfilled. Credit card payments are preferred. Any online orders that indicate a payment by check require receipt of the check within 30 days or by March 13, 2026, whichever is earlier. If the check payment is not received, then the sponsorship may be forfeited.

Make all checks payable to:

IAHSS
1901 N Roselle Road, Suite 800
Schaumburg, IL 60195

All prices quoted are in US funds. International funds must be submitted on a U.S. bank in U.S. equivalents. No electronic transfers will be accepted.

5. Unused Benefits

Any sponsor who does not utilize in 2026 some or all benefits included in the sponsorship package purchased for the 2026 calendar year is liable for the full amount of all fees at the agreed upon level of sponsorship. Unused benefits are forfeited.

6. Management

IAHSS reserves the right to amend the 2026 sponsorship or exhibitor offerings. IAHSS reserves the right to interpret, amend and enforce these terms and conditions as it deems appropriate.

7. Cancellation Policy

No refunds will be issued for sponsorships.

8. Conflicting Meeting and Social Activities

In the interest of the success of the entire conference and exhibition, each Sponsor agrees not to extend invitations to meetings, receptions, outings, social events or otherwise encourage attendee absence from the conference or Exhibit Hall during published conference and show hours.

Exhibitor-Specific Terms and Conditions

1. Assignment of Space Booth space selection will be held via conference call. Contact exhibits@iahss.org for dialing instructions. Each annual conference sponsor as well as each premium exhibitor who have paid in full may have a company representative(s) attend the call, and they will select booth space according to the following order:

• Platinum sponsor(s) in order of date of payment received.

• Gold sponsor(s) in order of date of payment received.

• Silver sponsor(s) in order of date of payment received.

• Bronze sponsor(s) in order of date of payment received.

• Premium Exhibitor(s) in order of date of payment received.

Any annual conference sponsors or premium exhibitors who do not attend the call will be assigned space during their appointed time on the call. Exhibitors who purchased a standard exhibit booth will be assigned to the remaining spaces. Exhibitors wishing to avoid assignment of space adjacent to a particular competitor should indicate this in their application for exhibit space. Careful consideration will be given to such requests, but they cannot be guaranteed. IAHSS reserves the right to alter the floor plan at any time.

2. Payment

Payment must be received within 30 days of online order or by March 13, 2026, whichever date is earlier, or booth space will not be held. No exhibitor will be allowed to setup a booth if payment has not been received.

Make all checks payable to:

IAHSS
1901 N Roselle Road, Suite 800
Schaumburg, IL 60195

All telephone inquiries: (630) 529-3913

All prices quoted are in US funds. International funds must be submitted on a U.S. bank in U.S. equivalents. No electronic transfers will be accepted.

3. Cancellation Policy

Booth cancellation requests received in writing by March 13, 2026 will be issued a refund less 50%. No booth refunds are possible for cancellations received after March 13, 2026. All booth cancellation requests must be made in writing and emailed to Exhibits@IAHSS.org or info@iahss.org. You will receive confirmation of your booth cancellation within 72 hours. No refunds will be issued for sponsorships.

4. Cancellation or Termination of Exhibition

In the event that the premises where the exhibition is to be held shall, in the sole determination of IAHSS, become unfit or unavailable for occupancy, or shall be substantially interfered with, by reason of picketing, strike, embargo, injunction, act of war, act of God, fire or state of emergency declared by any government agency or by reason of any municipal, state or federal law or regulation or by reason of any other occurrence beyond the control of IAHSS, IAHSS may cancel or terminate the exhibition.

In case IAHSS shall for any reason determine to cancel or terminate the exhibition, the exhibitor waives all claims the exhibitor might have against IAHSS for damages or expenses and agrees to accept incomplete dissatisfaction and discharge of all claims against IAHSS a refund of all amounts paid by the exhibitor to IAHSS in accordance with this agreement.

5. No Show Policy

Exhibitors are considered ‘no show’ if a company does not occupy and exhibit in the designated space one hour before the scheduled opening of the exposition and has not given IAHSS required written notice of cancellation. IAHSS has the right to use ‘no show’ exhibit space in such a manner as it may deem in the conference’s best interest. Failure to occupy exhibit space does not relieve the Exhibitor from their obligation to pay the full booth rental fee.

6. Liability

To the fullest extent permitted by law, Exhibitor shall indemnify and hold harmless IAHSS, the exhibition venues, and its agents or employees from and against claims, damages, losses and expenses, including but not limited to attorney’s fees, arising out of damage or injury to persons or property during the term of this agreement resulting from performance of this agreement, provided that such a claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, but only to the extent caused by the negligent acts or omissions of IAHSS, the exhibition venues, and its agents or employees, regardless of whether or not such a claim, damage, loss or expense is caused in part by a party indemnified hereunder. If the exhibitor’s material fails to arrive, the exhibitor is nevertheless responsible for all amounts due under the agreement. Exhibitors are advised to carry special insurance to cover exhibit material against damage and loss. Exhibitors are advised to carry public liability insurance against injury to person, property, or others.

7. Restrictions

All exhibits must be confined to the dimensions of the assigned space. IAHSS reserves the right to require any exhibit to reposition the contents of the display if it is deemed to be obtrusive to the sightline of another exhibitor or to the overall exhibit space.

8. Security

IAHSS will provide security for the exhibit hall if it is not lockable. Regardless, each exhibitor should make provisions to safeguard their goods from the time they are placed in the booth until the time they are removed. IAHSS is not liable for anything lost or stolen.

9. Attendee List

IAHSS will not provide an attendee list prior to the event. However, all attendees, including registered exhibitor personnel, will have access to the attendee list when the event mobile app becomes available in advance of the conference. Post event attendee lists will be provided upon request.

10. Exhibitor Service Kit

Detailed exhibitor instructions including shipping information and an electrical order form will be distributed after booth payment is received.

11. Installing Exhibits

Assembly of exhibits during the regularly scheduled exhibit hours is not permitted. Specific setup and teardown hours will be outlined in the exhibitor service kit which will be provided with your exhibit confirmation.

12. Dismantling Exhibits

All exhibits must remain intact until the official closing time of Tuesday, April 14, 2026 at 3:00 pm, and may NOT be dismantled or removed, in whole or in part, before that time. After the close of exhibits, all material must be removed no later than 6:00 pm on Tuesday, April 14, 2026.

13. Exhibit Personnel

All participants affiliated with exhibits must be registered separately as exhibit personnel or as a regular attendee. One Exhibit Personnel Registration is INCLUDED with purchase of a booth. Each exhibit booth must be manned during dedicated exhibit hours. Each registered exhibitor personnel will be issued an exhibitor badge and must be employed by the exhibiting organization or have a direct business affiliation. Companies that purchase annual conference sponsorship packages (i.e. Platinum, Gold, Silver or Bronze) are limited to the number of complimentary registrations allotted for the sponsorship level purchased. Additional exhibit personnel registrations are available and must be purchased separately. Exhibit personnel registrations purchased prior to April 2, 2026 are $400 USD each. Exhibit personnel (including those comp'd as part of their sponsorship package) who register after April 2, 2026 are subject to an additional $50.00 registration fee.

14. Responsibility

If the exhibitor fails to comply in any respect with the terms of this agreement, IAHSS shall have the right, without notice to the exhibitor, to offer said space to another exhibitor, or to use said space in any other manner. This shall not be construed as affecting the responsibility of the exhibitor to pay the full amount specified by the contract.

15. Management

IAHSS reserves the right to amend the sponsorship or exhibitor offerings in the prospectus. IAHSS reserves the right to interpret, amend and enforce these terms and conditions as it deems appropriate to ensure the success of the exhibition.

16. Conflicting Meeting and Social Activities

In the interest of the success of the entire conference and exhibition, Exhibitor agrees not to extend invitations to meetings, receptions, outings, social events or otherwise encourage attendee absence from the conference or Exhibit Hall during published conference and show hours.

17. Protection of Facilities and the Public

Exhibitor shall not use the exhibit facilities or permit them to be used by any employee, patron, contractor, or invitee: (a) for any illegal purpose; (b) in conflict with any applicable law, ordinance, rule, or regulation of any governmental authority; (c) in any manner that could violate the insurance or increase the rate of insurance on the facility; (d) in any manner that constitutes any waste or nuisance; (e) in any manner that causes injury to the facilities; or (f) in violation of any applicable rule or regulation issues by management of the exhibit facilities.

18. Additional Terms

All sponsor/exhibitors’ furnishings must be contained within the confines of their booth. Aisles or facility fire exits must not be obstructed at any time. IAHSS reserves the right to restrict any exhibit which might be considered undesirable or does not conform to the terms and conditions, or to make any modifications to these displays, at sponsor/exhibitors’ expense, so that the exhibit conforms to the terms and conditions.