Sponsorship/Exhibitor Terms & Conditions
Exhibit Regulations
The OAHP cannot guarantee against loss or damage of any kind and will not provide security in the exhibit space and all personal property left in the exhibit space is at the sole risk of the exhibitor. Exhibitors are responsible for safekeeping of their personal property.
Exhibitions may not use oils, burning fluids, gasoline, naptha, propane gas or another type of bottled gas or fuel for any purpose.
Exhibitors may not use audible or electronic devices that might prove objectionable to other exhibitors due to notice, odor, or other annoyances.
Smoking is prohibited in the venue except in designated areas.
Exhibitors and sponsors agree to comply with the rules and regulations of the venue.
The OAHP may withhold or withdraw permission to distribute souvenirs, advertising materials or other items it considers objectionable at its sole discretion.
Reassignment, subletting or sharing any part of the allocated exhibit space is strictly prohibited. Exhibitors who fail to observe these conditions of contract, or who, in the opinion of the officials of the Ohio Association of Health Plans, conduct themselves unethically or unprofessionally will be dismissed from the meeting without refund.
Exhibitors shall comply with any safety requirements established by OAHP, the facility, or any governmental entity.
Payments
Payment may be made by check or credit card payable to OAHP and is requested within 45 days of the registration date. If full sponsorship payment is not received 45 days before the event date, OAHP reserves the right to reassign the opportunity. Additional conference attendees over the limit of defined registration limit included in the sponsorship package must pay a per-person conference registration fee.
Cancellation or Withdrawal
All cancellations must be received in writing to the OAHP by August 9, 2024 to qualify for a cancellation refund. For cancellations made on or before August 9, 2024, OAHP will retain an amount equal to 50% of the total exhibit fee. Written cancellations after August 9, 2024, forfeit all monies paid. Space may be resold or reassigned without any obligation by OAHP for any refund whatsoever. Refunds will not be made for no-shows.
Assignment Criteria
The assignment and the exhibit space confirmation will be made in the order in which requests and payments are received in the OAHP office. The receipt of the registration form will establish the assignment date. Any unconfirmed opportunities will be made available on a first-come, first paid basis. In cases where the sponsorship reservations are received simultaneously, preference will be given to OAHP members. OAHP reserves the right to review any sponsorship registration/contract for appropriateness for our audience and support of our conference objectives. Final exhibit assignments, exhibit hall floor plan, and an exhibit show kit including details of the official Show Decorator will be forwarded to exhibitors within 45 days of the conference dates.
Exhibit Space
Every effort will be made to maintain the general configuration of the floor plan for this conference. However, OAHP reserves the right to modify the plan, if necessary, as determined solely by OAHP. For liability reasons and to ensure the highest level of safety, all electrical connections and power requirements must be contracted through OAHP. One electrical outlet power strip will be provided to each exhibit space only upon advance request.
Miscellaneous
The OAHP assumes no liability for any act of omission or commission in connection with this agency. Exhibitors and their representatives hereby release the OAHP from any and all liabilities for loss or damage ensuing from any cause whatsoever, except for claims or damages of injuries caused by or resulting from the negligence, gross negligence, or willful misconduct of the OAHP or its employees. In addition, the exhibitor and his/her representatives agree to hold harmless the OAHP from any and all claims for loss or damage asserted against the OAHP by any person as a result of or in any way connected with the wrongful acts of negligence, gross negligence or willful misconduct of the exhibitor.
These terms and conditions may be amended by OAHP upon 30 days written notice to exhibitor. The amendment shall be considered accepted by the exhibitor unless the exhibitor objects to the amendment to OAHP in writing within such 30-day period. If exhibitor objects to an amendment in writing, OAHP shall have the right to terminate the agreement.
OAHP is NOT responsible for any remaining exhibitor materials or items. Any remaining items will be discarded.
