Print Rules & Regs
2023 Rules and Regulations for Exhibitors
The Arizona Dental Association (the “association”) extends a cordial invitation to firms and organizations that provide dental supplies, services and equipment used in the practice of dentistry to professionally exhibit at the Fall Conference (the “convention”).
The association has the sole and absolute right to accept or reject applications. For example, if your company promotes/sells skincare creams or LED devices/skin stimulators of any kind, we will not accept an application as we no longer allow these types of products/services at any of our events.
General Eligibility Requirements
All new exhibitors are subject to review and approval by the Council on Dental Education and Events, which may accept or reject any application at its sole and absolute discretion. The association reserves the right to bar any exhibitor which is not suitable or in accordance with the ethics or interests of the dental profession. The Council has full and final authority to interpret, amend, or supplement the rules and regulations presented in this prospectus. Exhibitors, by applying for and accepting exhibit space, agree to these Exhibiting Standards and any rules or regulations that may hereafter be adopted, and Exhibitors agree to abide by them.
All applicants for exhibit space must be and remain in good financial standing with the association and its agencies and subsidiaries in order to be accepted and remain as an exhibitor.
Tabletop Prices
Accepted forms of payment include a check or credit card.
Tabletop Exhibitor: $1,499
Tabletop and Speaker Sponsorship: $1,999
Exhibit Hours
Friday, September 8, 2023- 7:30am-4:30pm
Saturday, September 9, 2023- 7:30am-1:30pm
Booth Assignment
Participation in the Arizona Dental Association’s Fall Conference is on an invitational basis. The association reserves the right to accept applications to exhibit at the convention from individual exhibitors who participated in the 2023 Fall Conference but is not required to extend an invitation to any individual exhibitor. The extension of such an invitation is based upon an exhibitor’s acceptability.
The association will not be required to provide exhibitor’s exhibit space or put on the convention if there is an unlikely event or occurrence beyond the association’s control. Exhibitors shall indemnify and hold the Arizona Dental Association harmless from any/all liability that might ensue from any cause whatsoever. In addition, in such event regardless of duration, all deposits and payments made by the exhibitor shall be used by the association to pay and reimburse the costs and expenses incurred or paid by the association in connection with the preparation for or presentation of the 2023 Fall Conference. Any excess of said payments over said costs and expenses shall be returned to the exhibitor on such basis as the association shall deem reasonable.
The Arizona Dental Association reserves the right at its sole discretion to redesign or rearrange the exhibit floor plan if necessary, without prior notice to Exhibitor.
Sales by Non-Exhibiting Companies
Solicitation by non-exhibitors is prohibited. Firms and representatives not sold exhibit space are prohibited from soliciting business in any form to attendees without having a separate agreement with the association. Violators may, at the association’s sole discretion, be subject to a fine of the applicable registration fee and/or expulsion from the convention and be barred from further entrance to the convention.
All exhibits personnel must be full-time employees of the exhibiting company or representatives who receive commission, brokerage or salary from the exhibitor. False certification of individuals as exhibit representatives, or any other method or device used to assist unauthorized persons to gain admission to the virtual exhibit platform, may, at the association’s sole discretion, be subject to a fine of the applicable registration fee and/or expulsion from the convention and the violator may be barred from further entrance to the convention without any obligation on the part of the association for refund of any fees. Upon the exercise of this authority, the exhibitor, their employees and/or agents waives any rights or claims for damages against the Arizona Dental Association, its agents, or subsidiaries, arising out of the enforcement of this paragraph. Each exhibit space is limited to individuals, business firms, manufacturers and dealers who have contracted and paid to exhibit.
Cancellation Policies
Exhibitors wishing to cancel contracted exhibit space must do so in writing by Friday, July 28, 2023. Cancellations received after July 28, 2023 are subject to an additional $200.00 per booth cancellation fee. Cancellations received after Friday, August 18, 2023 will be responsible for 100% of the price of their booth price.
Non-Endorsement
Exhibiting at the Fall Conference of the Arizona Dental Association does not constitute an endorsement by the association of the exhibitor or the products exhibited nor an affiliation between the exhibitor and the Arizona Dental Association.
General Restrictions
Nothing shall be used as a part of, or in connection with an exhibit which does not conform to the requirements of federal, state, municipal, and local laws, ordinances, and regulations.
Indemnification
By submitting an Application and contract for virtual Exhibit Space ("Application"), each Exhibitor agrees to indemnify, hold harmless and at the association’s option, defend or pay for an attorney selected by the Arizona Dental Association to defend the association, its members, their leaders, their employees, and each of their affiliates and subsidiaries, from and against any and all claims, losses, liabilities, damages, demands, suits, actions (of any nature whatsoever, whether groundless or otherwise, regardless of where filed), judgments, penalties, costs, and expenses (including attorney fees and costs) arising in, at, out of or in any way connected with the convention, Exhibitor`s conduct, use or any part thereof, by Exhibitor or its officers, directors, employees, agents, representatives, invitees, agents or contractors. Such indemnification shall be effective regardless of any claim of negligence on the part of any Indemnified Party. This provision shall be construed to be incorporated into the Application.
Governing Law/Jurisdiction/Arbitration:
Any dispute between the parties shall be governed and interpreted under the laws of the state of Arizona. Maricopa County, Arizona will be the exclusive forum for any dispute between the parties. Any dispute between the parties may, at the association’s sole option, be settled by binding and confidential arbitration administered by the American Arbitration Association in accordance with its then current Commercial Arbitration Rules. The arbitration shall take place in Maricopa County, Arizona. Judgment upon the award rendered by the majority of the panel may be entered in any court having jurisdiction thereof.
Interpretation
No rule of strict construction shall be applied against either party as it relates to this document or any other document involving the convention.
Compliance
Exhibitor shall at all times comply with all federal, state, local, municipality, industry, and professional laws, statutes, rules, codes, ordinances, regulations, standards, and guidelines.
Understanding of the Parties
No prior agreement or understanding, oral or otherwise, of the parties or their representatives is valid or enforceable. These provisions herein are subject to change by the association alone, so check https://fallconference.azda.org for the most up-to-date terms. Any change to the provisions by the exhibitor must be in writing and signed by both parties in order to be effective.
Pandemic Policy
Who does this apply to?
Employees of the Arizona Dental Association (AzDA); Board, Council, Committee members, as well as guests entering the AzDA office; attendees, sponsors, and guests participating in an AzDA-sponsored or AzDA component-sponsored event.
Personal responsibility policy
AzDA requests that everyone entering the AzDA office or attending an AzDA-sponsored or AzDA component-sponsored event follows state mandates and precautions concerning a public health care pandemic, given by OSHA and the Arizona Department of Health.
AzDA asks that you take personal responsibility for your health as well as the wellbeing of others. Follow guidelines to ensure a safer environment during the pandemic, such as washing hands, social distancing, and wearing a mask if needed. AzDA also asks that if you are symptomatic, or if you've had an exposure incident, that you remain at home. These protocols are dynamic and may change or be adjusted as needed.
AzDA strives to offer a safe working and meeting environment and recognizes the need for personal and safety wellbeing measures. AzDA is also committed to meeting in person within a safe environment. AzDA appreciates the collaborative spirit that we all need to embrace, as well as a personal responsibility to create a safe and comfortable environment.
For more information, please refer to SB 1377.
Terms updated on 5/31/2023, and by registering you agree that these terms may be updated anytime at AzDA’s sole discretion without notice.
AzDA reserves the right to update these guidelines, as necessary, without notifying you. It is also important for attendees to be responsible and follow COVID-19 protocols. The most up to date terms and conditions will be available at www.fallconference.azda.org
The Arizona Dental Association (the “association”) extends a cordial invitation to firms and organizations that provide dental supplies, services and equipment used in the practice of dentistry to professionally exhibit at the Fall Conference (the “convention”).
The association has the sole and absolute right to accept or reject applications. For example, if your company promotes/sells skincare creams or LED devices/skin stimulators of any kind, we will not accept an application as we no longer allow these types of products/services at any of our events.
General Eligibility Requirements
All new exhibitors are subject to review and approval by the Council on Dental Education and Events, which may accept or reject any application at its sole and absolute discretion. The association reserves the right to bar any exhibitor which is not suitable or in accordance with the ethics or interests of the dental profession. The Council has full and final authority to interpret, amend, or supplement the rules and regulations presented in this prospectus. Exhibitors, by applying for and accepting exhibit space, agree to these Exhibiting Standards and any rules or regulations that may hereafter be adopted, and Exhibitors agree to abide by them.
All applicants for exhibit space must be and remain in good financial standing with the association and its agencies and subsidiaries in order to be accepted and remain as an exhibitor.
Tabletop Prices
Accepted forms of payment include a check or credit card.
Tabletop Exhibitor: $1,499
Tabletop and Speaker Sponsorship: $1,999
Exhibit Hours
Friday, September 8, 2023- 7:30am-4:30pm
Saturday, September 9, 2023- 7:30am-1:30pm
Booth Assignment
Participation in the Arizona Dental Association’s Fall Conference is on an invitational basis. The association reserves the right to accept applications to exhibit at the convention from individual exhibitors who participated in the 2023 Fall Conference but is not required to extend an invitation to any individual exhibitor. The extension of such an invitation is based upon an exhibitor’s acceptability.
The association will not be required to provide exhibitor’s exhibit space or put on the convention if there is an unlikely event or occurrence beyond the association’s control. Exhibitors shall indemnify and hold the Arizona Dental Association harmless from any/all liability that might ensue from any cause whatsoever. In addition, in such event regardless of duration, all deposits and payments made by the exhibitor shall be used by the association to pay and reimburse the costs and expenses incurred or paid by the association in connection with the preparation for or presentation of the 2023 Fall Conference. Any excess of said payments over said costs and expenses shall be returned to the exhibitor on such basis as the association shall deem reasonable.
The Arizona Dental Association reserves the right at its sole discretion to redesign or rearrange the exhibit floor plan if necessary, without prior notice to Exhibitor.
Sales by Non-Exhibiting Companies
Solicitation by non-exhibitors is prohibited. Firms and representatives not sold exhibit space are prohibited from soliciting business in any form to attendees without having a separate agreement with the association. Violators may, at the association’s sole discretion, be subject to a fine of the applicable registration fee and/or expulsion from the convention and be barred from further entrance to the convention.
All exhibits personnel must be full-time employees of the exhibiting company or representatives who receive commission, brokerage or salary from the exhibitor. False certification of individuals as exhibit representatives, or any other method or device used to assist unauthorized persons to gain admission to the virtual exhibit platform, may, at the association’s sole discretion, be subject to a fine of the applicable registration fee and/or expulsion from the convention and the violator may be barred from further entrance to the convention without any obligation on the part of the association for refund of any fees. Upon the exercise of this authority, the exhibitor, their employees and/or agents waives any rights or claims for damages against the Arizona Dental Association, its agents, or subsidiaries, arising out of the enforcement of this paragraph. Each exhibit space is limited to individuals, business firms, manufacturers and dealers who have contracted and paid to exhibit.
Cancellation Policies
Exhibitors wishing to cancel contracted exhibit space must do so in writing by Friday, July 28, 2023. Cancellations received after July 28, 2023 are subject to an additional $200.00 per booth cancellation fee. Cancellations received after Friday, August 18, 2023 will be responsible for 100% of the price of their booth price.
Non-Endorsement
Exhibiting at the Fall Conference of the Arizona Dental Association does not constitute an endorsement by the association of the exhibitor or the products exhibited nor an affiliation between the exhibitor and the Arizona Dental Association.
General Restrictions
Nothing shall be used as a part of, or in connection with an exhibit which does not conform to the requirements of federal, state, municipal, and local laws, ordinances, and regulations.
Indemnification
By submitting an Application and contract for virtual Exhibit Space ("Application"), each Exhibitor agrees to indemnify, hold harmless and at the association’s option, defend or pay for an attorney selected by the Arizona Dental Association to defend the association, its members, their leaders, their employees, and each of their affiliates and subsidiaries, from and against any and all claims, losses, liabilities, damages, demands, suits, actions (of any nature whatsoever, whether groundless or otherwise, regardless of where filed), judgments, penalties, costs, and expenses (including attorney fees and costs) arising in, at, out of or in any way connected with the convention, Exhibitor`s conduct, use or any part thereof, by Exhibitor or its officers, directors, employees, agents, representatives, invitees, agents or contractors. Such indemnification shall be effective regardless of any claim of negligence on the part of any Indemnified Party. This provision shall be construed to be incorporated into the Application.
Governing Law/Jurisdiction/Arbitration:
Any dispute between the parties shall be governed and interpreted under the laws of the state of Arizona. Maricopa County, Arizona will be the exclusive forum for any dispute between the parties. Any dispute between the parties may, at the association’s sole option, be settled by binding and confidential arbitration administered by the American Arbitration Association in accordance with its then current Commercial Arbitration Rules. The arbitration shall take place in Maricopa County, Arizona. Judgment upon the award rendered by the majority of the panel may be entered in any court having jurisdiction thereof.
Interpretation
No rule of strict construction shall be applied against either party as it relates to this document or any other document involving the convention.
Compliance
Exhibitor shall at all times comply with all federal, state, local, municipality, industry, and professional laws, statutes, rules, codes, ordinances, regulations, standards, and guidelines.
Understanding of the Parties
No prior agreement or understanding, oral or otherwise, of the parties or their representatives is valid or enforceable. These provisions herein are subject to change by the association alone, so check https://fallconference.azda.org for the most up-to-date terms. Any change to the provisions by the exhibitor must be in writing and signed by both parties in order to be effective.
Pandemic Policy
Who does this apply to?
Employees of the Arizona Dental Association (AzDA); Board, Council, Committee members, as well as guests entering the AzDA office; attendees, sponsors, and guests participating in an AzDA-sponsored or AzDA component-sponsored event.
Personal responsibility policy
AzDA requests that everyone entering the AzDA office or attending an AzDA-sponsored or AzDA component-sponsored event follows state mandates and precautions concerning a public health care pandemic, given by OSHA and the Arizona Department of Health.
AzDA asks that you take personal responsibility for your health as well as the wellbeing of others. Follow guidelines to ensure a safer environment during the pandemic, such as washing hands, social distancing, and wearing a mask if needed. AzDA also asks that if you are symptomatic, or if you've had an exposure incident, that you remain at home. These protocols are dynamic and may change or be adjusted as needed.
AzDA strives to offer a safe working and meeting environment and recognizes the need for personal and safety wellbeing measures. AzDA is also committed to meeting in person within a safe environment. AzDA appreciates the collaborative spirit that we all need to embrace, as well as a personal responsibility to create a safe and comfortable environment.
For more information, please refer to SB 1377.
Terms updated on 5/31/2023, and by registering you agree that these terms may be updated anytime at AzDA’s sole discretion without notice.
AzDA reserves the right to update these guidelines, as necessary, without notifying you. It is also important for attendees to be responsible and follow COVID-19 protocols. The most up to date terms and conditions will be available at www.fallconference.azda.org