Indemnification
The exhibitor agrees to indemnify and hold harmless PONL, its officers, directors, agents and employees from all claims of liability of third parties arising out of or related to the acts of omissions of the exhibitor in connection with the exhibitor’s participation in the PONL Annual Nursing Leadership Conference. The exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save PONL and its employees and agents harmless against all claims, losses and damages to persons or property, while at the PONL Annual Nursing Leadership Conference.

Ethical Behavior
PONL reserves the right to stop or remove from the conference any exhibitor, or his representative, performing an act or practice when in the opinion of conference management is objectionable or detracts from the dignity of the conference or is unethical to the business purpose of the conference. Conference management reserves the right to refuse admittance of exhibits or materials to the conference until all dues and fees are paid in full. No exhibitor shall hold any social event to which buyers are invited or entice buyers off the conference floor during official conference hours.

Booth Policy
Exhibit personnel may not enter, photograph or video another exhibitor’s booth without obtaining permission. This is out of respect for the rights of other vendors to conduct business during the exhibit hours without interference or improper intervention. PONL, its representatives and its staff shall always have free access to any exhibit in the performance of their assigned duties. It is against PONL’s policy to “share” booth space. Each company that desires to conduct business at the PONL Annual Nursing Leadership Conference must be an exhibitor or sponsor at the conference. Companies whose products are used in conjunction with each other are prohibited from exhibiting in the same booth. Companies are permitted to locate their booths next to each other on the Exhibit Hall floor, if they desire. PONL staff members are able to assist in ensuring your booths are placed on the floor plan to your best advantage during your booth draw time. Any company found to be in violation of this policy will be asked to remove all identifying information for the company that did not purchase a booth. This can include literature, signage, shirts with logos, etc. Companies that are not exhibiting at the conference cannot be represented at the conference in any manner.

Booth Assignment
PONL reserves the right to place reasonable limitations on the number of booths or tables to be rented by any exhibiting company. PONL staff strives to provide a broad spectrum of products and services.

Staffing of Booths
As a courtesy to our attendees, all exhibits must be open on time and remain staffed each day during the dedicated hours. Exhibitors are only required to staff their booths during dedicated hours. Staffing is optional outside of dedicated hours – PONL and The Hilton Harrisburg urge exhibitor representatives to exercise precautions to discourage theft (see Security). Please see schedules on the Exhibitor Information page.

Dismantling of Exhibits
Dismantling of booth space prior to the designated teardown time is prohibited. This may result in a fine and possible loss of future PONL exhibit participation. Arrangements can be made if it is necessary, at the exhibiting company’s expense.

Exhibitor Registration
A company may register the expressed number of individuals, complimentary, per the company’s level of sponsorship. Additional badges may be purchased at registration on-site. Badges are not transferable. Replacement of lost badges will be issued for $300 each, payable upon receipt. Company badges will not be accepted in lieu of the official PONL Annual Nursing Leadership Conference badge. Supplementing the badge with business cards as well as altering, adding to or defacing the official badge is not permitted. You may be required to present a picture ID to pick up your badge or to replace a lost badge.

Day Passes
Day passes are available for representatives that are only staffing their company’s booth for one day. The fee for a Day Pass is $200. This fee does not include entry into any receptions, but it does include breakfast and lunch. The fee to attend any of the receptions is $75 per event (if not otherwise registered).

Exhibitor Service Kits
The Exhibitor Kit contains conference information, important dates and order forms for all conference services.

Compliance with Local Ordinances
Licenses and permits required by local statute, ordinance or regulation (if any) are to be obtained and paid for by the exhibitor. Each exhibitor will be individually responsible for compliance with local health, fire and safety ordinances and regulations. All products or services exhibited must comply with all state and local regulations, and with all current FDA regulations for such products and services highlighted in the section “FDA Compliance.” PONL has no further responsibility to notify the exhibitors that this compliance is required.

Damage to Hotel Property
Exhibitors will be held responsible for any damage done to the The Hotel by them, their employees or their agents. No nails, tacks or screws may be driven into the floor, wall or woodwork of the building.

General Service Contractor
Material or handling, drayage, furniture, carpet, extra draperies, labor, telephone, audio/visual equipment, electrical services and crate storage are available through the hotel. Exhibitors shall be fully responsible for all fees associated with the construction, maintenance, utility, shipping, storage and use of their exhibit. All shipments must be prepaid.

Exhibitor Responsibility Clause
To the fullest extent permitted by law, the person/legal entity described as “Exhibitor” in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as “Exhibitor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless The Hilton Harrisburg Hotel (“Hotel”), Hotel’s owner, Hilton Worldwide, Inc., and each of their respective owners, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as the Pennsylvania Organization of Nurse Leaders (“Group”), from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises. Exhibitor agrees to obtain and maintain during the use of the exhibition premises, Comprehensive General Liability Insurance, including contractual liability covering the Exhibitor’s indemnity obligations in this clause. Such insurance shall be in the amount of not less than $1,000,000 combined single limit for personal injury and property damage. The Hotel Parties and Group shall be named as additional insureds on such policy, and Exhibitor may be required to supply the Hotel with a Certificate of Insurance 30 days prior to the use of the exhibition premises. The Exhibitor understands that neither the Group nor the Hotel Parties maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.

Payment
Payment is due (amount is dependent on sponsorship level) upon completing registration:
You can register online and pay the full amount due through our processing system. If you choose to pay by check or to make a partial credit card payment, please select the “Check/Money Order” option on the payment page. Call the PONL Office at 412-343-2437 to make a partial credit card payment. Check payments can be made payable to PONL and mailed to 461 Cochran Rd, #246 | Pittsburgh, PA 15228.

PONL Tax ID #: 23-2948514

For partial payments, the remaining balance is due by Aug. 15. If the remaining balance is not received by Aug. 16, your space can be released for non-payment. Registrations received after Aug. 16, will require full payment. No refunds will be issued after Aug. 16.

Cancellations and Non-Payment/Refunds
Any and all cancellations must be received in writing. PONL reserves the right to resell any canceled space. Please see below for cancellation schedule:

• If space is canceled by July 15, conference management will retain, or exhibitor will pay a $800 cancellation fee.
• If space is canceled between July 16, and Aug. 15, conference management will retain, or exhibitor will pay a $1,250 cancellation fee.
• If space is canceled OR not paid in full after Aug. 16, conference management will retain, or exhibitor will pay 100% of the total booth cost.

If the event is canceled because of reasons beyond the control of conference management, space fees or deposits already made will be returned to exhibitors on a pro rata basis, after all related event expenses incurred by conference management, through the date of cancellation, have been met and such refund shall be accepted by exhibitor in full settlement of all loss or damage suffered by exhibitor.

Reservation of Right to Make Changes
Any matters not specifically covered herein are subject to decision by the PONL Executive Board and Executive Director. PONL reserves the right to make such changes, amendments and additions to these rules as it considers advisable for the proper conduct of the exhibit, with the provision that all exhibitors will be advised of any changes.

Security
A security company will NOT be engaged to provide protection for the overall exhibit area (this includes the Exhibit Hall and the hall immediately outside of it) during non-conference hours. Neither PONL nor The Harrisburg Hilton Hotel will be held responsible for the loss or damages to exhibitor property. PONL and the hotel urge the exhibitors to exercise precautions to discourage theft.

Prizes and Giveaways
Exhibitors can hold prizes at their booths or participate in the PONL Raffle. If you would like PONL to list your prizes in the conference App, you must submit your company name and prize to the PONL Office by September 15th.

Event Hosting
Social functions sponsored independently by exhibitors at the conference site during the PONL Annual Nursing Leadership Conference to which attendees are invited MUST receive PONL’s prior approval. Exhibitor functions cannot conflict with schedule conference education sessions or scheduled networking events.

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