Payment for Space
The rate per tabletop is $2,375 USD. Payment in full must be made at the time space is reserved.
Payment options are Check, Bank Transfer, ACH, Credit Card.
If electing to make payment by check, bank transfer or ACH, your payment is due within two weeks of your reservation. IF PAYMENT IS NOT RECEIVED BY MONDAY, MARCH 3, 2025 YOUR EXHIBIT RESERVATION IS SUBJECT TO CANCELLATION.
Payment by credit card will incur an additional 3% surcharge.
Exhibition Hours
Exhibition Space Assignment
You will be able to select your tabletop space during the reservation process. However, confirmation of that space is not final until payment has been received. The Human Factors and Ergonomics Society (HFES) reserves the right of final placement decision and the right to amend floor plans and or relocate exhibits as necessary.
In the event of cancellation by exhibitor by Friday, March 7, 2025, all fees paid for exhibit space will be refunded less a $300 USD fee. In the event of cancellation from Saturday, March 8 to Friday, March 14, 2025, all fees paid for exhibit space will be refunded less a $500 USD fee. Exhibitors who withdraw after Friday, March 14, 2025, are not eligible for a refund, no exceptions.
Exhibitor Services Kit
Kits will be sent two months prior to the meeting.
Liability
Neither HFES nor its agents or representatives will be responsible for any injury, loss, or damage that may occur to the exhibitor or to the exhibitor's employees or property from any cause whatsoever. Under no circumstances will HFES be liable for lost profits or other incidental or consequential damages. HFES shall not be liable for failure to perform its obligations under this contract as a result of terrorism, strikes, riots, acts of God, or any other cause beyond its control.
Security
HFES shall provide guard service during the hours that the exhibit area is closed. In all cases, exhibitors wishing to insure their goods must do so at their own expense.
Responsibilities of Exhibitors
Exhibitors are responsible for damage they cause to hotel property. No signs or other articles may be attached to walls, doors, etc., in such a manner as to deface or damage them. Likewise, no attachments may be made to the floors by nails, adhesives, screws, or any other device that would damage or mark them.
Exhibits must be self-contained on the table assigned, and no chairs or exhibit materials are to be placed outside the table area, nor set up in such a manner as to block any exits, or doorways.
No exhibitor shall assemble, in whole or in part, the display prior to the exhibitor set up time specified by HFES. Set up time for this event is Monday, March 31 from 8:00 – 10:00 a.m. EST.
No exhibitor shall dismantle, in whole or in part, the display prior to the dismantling time specified by HFES. Teardown time for this event is permitted Wednesday, April 2 from 12:00 p.m. – 1:00 p.m. EST. Early teardown will result in a $500 USD penalty.
Tabletops
For tabletop exhibits, a 6' foot skirted table, two chairs, and an identification sign are provided without charge to the exhibitor. Any substitutions or special arrangements require prior approval by an HFES representative. Additional services related to electrical, audiovisual, or internet may be obtained at the exhibitor's expense. The order forms are included in the exhibitor packet, which will be sent to each exhibitor two months prior to the event.
Display Regulations
Display materials must be arranged in such a manner so as not to obstruct the sightlines of neighboring exhibitors.
Exhibitors are limited to one floor standing banner not exceeding 3 ’ x 6’.
Floor standing banners are not permitted on the side of the exhibitor's tabletop. Pop-up banners may be placed in front of your table ONLY if the table is moved against the wall behind it. There will be approximately three (3) feet behind the table, which includes the space needed and room for your provided chairs.
Objectionable Displays
Displays shall not be obtrusive, noisy, or otherwise objectionable, nor shall they violate provincial or national laws, rules, or regulations, including safety codes.
Prizes and Giveaways
Exhibitors are permitted to run contests from within their own tabletop space without the use of any electronic sound amplification. Giveaways such as pens, note pads, magnets, etc. may be distributed from your tabletop. Any planned giveaway item that is not standardly distributed at like exhibitions must be reviewed and considered for approval by HFES. Please contact info@HFES.org for more information.
Food and Beverage
Distribution of outside food or beverages is NOT permitted. The distribution of alcohol of any type is not permitted in the Exhibit area.
Shipping
Exhibit shipping instructions will be included in the exhibitor packet.
Agreement on Conditions
Each exhibitor and employee must agree to and abide by these conditions and by subsequent amendments and additions thereto; it being understood and agreed that the sole control of the exhibit area rests with the Human Factors and Ergonomics Society (HFES).
HFES shall provide one full meeting registration to each exhibiting company as well as two exhibition personnel-only badges at no cost. Additional exhibitor-only badges may be purchased. Complimentary full meeting registrations DO NOT include admittance to workshops, or the pre-symposium Robotics Summit. There is a limit of two exhibit staff for a tabletop exhibit at any given time. Exhibit staff will have access to the attendee lunch on Monday, March 31.
Exhibitor shall not assign, sublet, or share the space allotted without the knowledge and written consent of HFES. Exhibitors must display only the goods manufactured or sold by them in their regular course of business, and as described in the contract. No firm or organization not assigned to an exhibit space will be permitted to solicit business within the exhibit area.
HFES reserves the right to restrict exhibits that, because of noise, method of operation, materials, or for any other reason, become objectionable, and to prohibit or to remove any exhibit that, in the opinion of HFES management, may detract from the general character of the exposition. This reservation includes persons, things, conduct, printed matter, and anything of a character that the sponsor determines is objectionable. In the event of such restriction or removal, HFES shall not be liable for any refunds or other exhibit expenses.
Sound Amplification
The use of a sound system is not permitted.