Exhibitor Details and Rules
Booth Specs
Each standard booth includes the following. Additional items will be at the exhibitor’s expense.
- 8’ backdrop and single-row pipe-and-drape
- 3’ side rails
- 6’ table
- Folding chairs
- Wastebasket
- Signage
- Power strip (if requested)
- Friday breakfast and lunch for two people only
If you did not request electrical access during your initial registration but require it, please notify Minnesota Optometric Association as soon as possible, and we will attempt to accommodate. Timely notice ensures arrangements can be completed before the event.
Exhibit Booth Assignment
Booth locations are assigned by the Minnesota Optometric Association. We make every effort not to place similar companies directly next to each other. You will receive your final booth assignment a couple of weeks before the event, once all exhibitors are confirmed.
Booths are assigned on a first-come, first-served basis (based on date of receipt), and payment is required at the time of registration. No booths are considered reserved unless payment has been received. Partners and Sponsors of the Minnesota Optometric Association receive priority. The Minnesota Optometric Association reserves the right to reassign booth space after registration and confirmation if necessary and retains the right to refuse registrations that do not align with the Association’s goals.
Payment Provisions
Exhibitors must pay all exhibit fees before move-in. If payment is not received before booth numbers are assigned, the Minnesota Optometric Association will reassign the booth to another exhibitor or assign alternative space. Exhibitors remain responsible for all fees in this agreement, subject to the cancellation schedule.
Early Departure Policy
Exhibitors must remain fully set up until the conclusion of the final break. This policy ensures fairness due to frequent waitlists of companies wishing to participate for the full duration. If your booth is vacated early, Minnesota Optometric Association reserves the right to decline future exhibitor applications.
Returning Exhibitor Materials
Please coordinate all return shipments in advance. Materials must be packaged, sealed and labeled with a completed shipping label. Minnesota Optometric Association will not store and is not responsible for vendor materials, equipment or packages.
Food & Beverage Policy
Outside food and beverages are prohibited, except for wrapped candy. Any other food or beverages will be confiscated.
Cancellation Policies
Cancellations must be submitted in writing via email to Beth@mneyedocs.org. Non-attendance does not constitute cancellation. If the meeting is cancelled due to fire, act of God, epidemic, strike, war, terrorism, or government regulations, Minnesota Optometric Association will refund booth fees minus expenses incurred. Exhibitors must comply with all federal, state, local and venue regulations. Aisles and exits must remain unobstructed, and cloth materials must be flameproof.
Liability, Insurance & Indemnification
Exhibitors assume full responsibility for any losses, damages or claims arising from their activities.Exhibitors agree to indemnify and hold harmless the Minnesota Optometric Association; its agents, employees and representatives; and the hotel, its owners and its management company.
Exhibitors must provide proof of adequate insurance upon request.
Security
Minnesota Optometric Association provides general exhibit area security during move-in, show hours and move-out, however:
- The Association is not responsible for exhibit security
- Valuable items should never be left unattended
- Firearms are prohibited for all exhibitor personnel, even if licensed
General Policies
Exhibitors are not permitted in classrooms due to ARBO rules for commercial entities. Violations will impact participation in future meetings.
Minnesota Optometric Association may revise or modify these terms at any time. Any matters not addressed herein will be determined by the Minnesota Optometric Association.
