Contract: The signed application and / or acknowledgment with the Senior Dining Association INC. (SDA) and/or its agent constitutes a contract between SDA and the sponsor or exhibitor. The rules contained herein are part of this contract. Any and all matters not specifically covered in these articles are subject to a final decision by SDA.
Eligibility: Any exhibitor/ sponsor whose proposed exhibit is in keeping with the educational intent of the SDA conference may apply for space. SDA reserves the right to reject any application which, in its judgment, does not meet the criteria.
Acceptance: All applicants seeking to participate as exhibitor, synergy sponsor, annual sponsor, or general sponsor in any capacity must consent to the terms of this Sponsorship and Exhibitor Agreement ("Agreement"). When the Agreement is confirmed (electronically click-through of "confirmation of terms and conditions" on application) and received and accepted by SDA, it is considered binding and fees are nonrefundable. SDA reserves the right, at its sole discretion, to decline acceptance of this Agreement.
Assignment of Space: Priority in booth selection is given to SDA annual sponsor, event sponsor and SDA Industry Partner. All other exhibit spaces are assigned based on the date the application and payment are received, requested location, and specifications outlined in the application. Booth selection on registration form is not guaranteed.
Floor Plan: SDA reserves the right to make modifications as may be necessary to the floor plan to meet the needs of SDA, the exhibitors, and the program. All exhibitors will be notified in advance.
Food Samples: Samples of food, beverage, or any product may not be distributed by any exhibitor without prior written approval of the SDA. The exhibitor must notify the SDA of any dispensing of food and beverage from their booth at least thirty (30) days prior to event start date. Hotel policies regarding food and beverage samples, cork-age fees, service fees, labor and sales taxes may apply to certain sponsorships.
Signs & Posters: Exhibitor agrees that it will not post or exhibit signs, advertisements, posters, or cards of any description inside, in front of, or on any part of the host property without written consent. In addition, the use of propane or bottled gas or any hazardous material within the building is prohibited. Helium balloons must be secured and are not permitted to float away. Any fees or expenses for removal of helium balloons will be the responsibility of the exhibiting company.
The exhibitor agrees to accept full responsibility for compliance with city, county, state, hotel and federal fire safety and health ordinances regarding the installation and operation of equipment. All exhibit materials and equipment must be reasonably located within the booth and protected by safety guards and devices where necessary to prevent accidents. The exhibitor hereby represents and warrants to the SDA that the exhibitor has taken all steps reasonably necessary in its judgment to ensure the sound engineering and structural integrity of its exhibit design and the proper construction and safety of the exhibit itself.
Badges: No one will be permitted in the exhibit area, meeting rooms or other conference areas without a badge. Exhibit representatives who do not pre-register must register on-site and provide proof of company affiliation. Name badges will be issued under the exhibiting company name only.
Security: Full responsibility for the protection of exhibit equipment, signs, and all other materials in the booth remains with the exhibitor. After exhibit hours, only properly identified exhibit personnel with SDA permission may enter the exhibit areas. Security will not be provided at any time, so items should not be left out.
Liability: Exhibitor agrees to fully protect, indemnify, defend, and save the SDA, The Renaissance Orlando at SeaWorld Hotel, the city of Orlando, the state of Florida, and all employees and agents of each, harmless against all claims, losses, or damages to persons or property, governmental charges or fines, and attorney fees arising out of or caused by SDA’s expo installation, removal, maintenance, occupancy or use of the exhibition premises or any part thereof.
The SDA and The Renaissance Orlando at SeaWorld Hotel will bear no insurance risk on behalf of the exhibitor and assumes that exhibitors are adequately insured. Exhibitor shall maintain and keep on file a certificate of insurance that must certify the coverages, limits, and entities insured as set forth in this contract. The SDA reserves the right to request a copy of the certificate of insurance at any time prior to, or on-site at the event. Exhibitor should obtain business interruption and property damage insurance insuring any losses by the exhibitor. Each exhibitor is required to carry insurance, for their own protection and entirely at their expense, with a minimum of $1,000,000 single limit bodily injury and broad form property damage coverage, naming SDA, The Renaissance Orlando at SeaWorld Hotel, and their respective employee/agents and other related or affiliated companies as additional insured. Exhibitor hereby waives any and every claim which arises, or may arise, in its favor and against the SDA and/or the event facility, and each of their respective employees, officers, directors, and agents for any and all loss or damage covered by valid and collectible insurance policies.
Exhibitors shall not deface any part of the exhibit facility. Nothing may be posted, nailed, affixed, or otherwise attached to any part of the walls, floors, ceiling, furniture, or other property of the facility. Any costs arising out of negligence on the part of the exhibitor, its agents, or employees will be the sole responsibility of the exhibitor.
The SDA reserves the right to accept or reject without reason any exhibit contract received. The SDA also reserves the right of exhibit space reassignment and reserves the right to cancel this contract, whenever it discovers that exhibitor products are not as described or are incompatible with the purposes of the event. The contract for space may also be canceled if the SDA deems the exhibitor’s demeanor inappropriate or disruptive.
Publisher (SDA) assumes no responsibility for reproduction quality of advertising materials submitted without proofs or in formats outside of the specification listed are requirements https://seniordining.org/content-submission. Publisher (SDA) may reject any advertisement, webinar or eblast that does not comply with the mission of the SDA.
SDA reserves the right, at its sole discretion, to change the site, hours or dates of the event. SDA will attempt to notify exhibitors and sponsors of any such changes as far in advance as possible.
SDA will feature the logo of the main sponsoring business partner only. Sub-brands are not eligible for logo display unless they independently sponsor SDA. This policy applies to all SDA materials, website, and marketing.
Exhibitors who reserve space at the Industry Partner member rate must be active members at the time of the show or pay the difference between the Industry Partner member rate and the non-member rate of the booth. Any payments, sponsorships, advertising, membership, or other fees owed to SDA must be paid in full prior to the show dates. Any exhibiting firm with outstanding payments, sponsorships, advertising, membership, or other fees owed to SDA will not be permitted on the show floor. Exhibitors will not be permitted to set up their booth until full payment has been received.
Terms of Payment: Full payment of the total is required with “sponsor or exhibitor” registration. Any applications received without the accompanying payment will be held for Twenty one (21) business days. After (21) days the requested space(s) and sponsorship may be sold to another qualified applicant. No space will be considered definite until payment is received. Except as otherwise set forth herein, the Sponsorship Fee is nonrefundable and noncancelable.
Failure to Pay: Failure to pay in full by the dates specified in the prospectus may result in cancellation of contract and loss of assigned space.
Cancellation: No refunds.
Attorney Fees and Cost: Should any litigation arise out of this contract, both parties agree to binding arbitration; the exhibitor shall pay all costs and reasonable attorney fees incurred by SDA and/or the sponsoring organization.
SDA is committed to providing a professional, welcoming, safe, and respectful space during our in-person and online events, regardless of race, gender, sexual orientation, disability, ethnicity, religion, disability, and/or other differences. Our Attendees bear equal responsibility for creating a safe and welcoming environment for participants.
The Code of Conduct outlines what behavior is expected of Attendees, and what behaviors will not be tolerated. All Attendees at any SDA in-person, or online function are expected to abide by this Code.
Conference participants violating these rules may be sanctioned or expelled from the conference and/or the property without a refund at the discretion of the conference organizers and property staff. If a participant engages in harassing behavior, the conference organizers may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund.
Ancillary events may not conflict with any official SDA events, educational programming, or exhibition hours. Educational and speaker programs may not be offered at meetings or events outside of official SDA programming. All ancillary events must be approved by the SDA at least 30 days in advance of event start date.
Any company holding an ancillary event in conjunction with an SDA conference that fails to abide by the policy will be subject to a fine and/or may be prohibited from participating as an exhibitor or sponsor at a future SDA conference. Ancillary events at SDA’s conferences are functions that involve SDA meeting attendees but are not planned, executed, or sponsored by the SDA. This includes, but is not limited to customer events, focus groups, hospitality functions, any formalized forum presenting information, and networking dinner meetings with more than five SDA event attendees.
SDA shall have sole authority to promulgate, interpret, and enforce all rules and regulations and make any necessary amendments for orderly conduct at the expo. All matters and questions not covered by these regulations are subject to the decision of the SDA.
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Synergy Senior Living Dining Conference
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