78th National Convention Prospectus
August 14-18 2023 - Marriott St. Louis Grand, St. Louis, Missouri
2023 Exhibitor, Sponsor, & Advertising Terms and Conditions
All Exhibitors participating in the 2023 Annual Convention and Exhibition must abide by the following rules and regulations:
Agreement
All terms and conditions will be firmly enforced. Advertisers, Exhibitors, and Sponsors hereby agree to adhere to all Blinded Veterans Association (BVA) guidelines, policies, terms, and conditions when submitting an order to participate in the National Convention.
Exhibit Space Assignment
Exhibit Booths will be assigned in order of receipt of orders and payment. The Exhibit Hall will be arranged to promote your offerings in a non-competitive environment to the best extent possible. BVA reserves the right to make final space assignments.
Non-Contracted Advertising or Exhibit Space
Any individual or organization not having placed an order with BVA for Convention advertising or occupancy of exhibit space will not be permitted to display or demonstrate any products or services in the Exhibit Hall or any meeting space associated with the Convention.
Payment Policy
The full 100 percent balance is due with order for advertising, exhibit space, or sponsorship packages. BVA will confirm receipt of order and payment.
Cancellations / Refunds
Should an Advertiser, Exhibitor, and Sponsor cancel their order to participate in the Convention, written cancellation notice must be received via email at bva@bva.org on or before June 20, 2023, to receive a 50 percent refund. No cancellations will be accepted nor refunds given after this date.
Use of Space
Exhibitors and Sponsors shall not sublet or share exhibit space provided by BVA, nor shall the Exhibitor and Sponsor assign this lease agreement in whole or in part without written notice and approval from BVA. The Exhibitor and Sponsor, as specified by these terms and conditions, will forfeit space not occupied by the close of the installation period. The space may be resold, reassigned, or used by BVA.
Exclusion
BVA reserves the right to exclude or require modification to any advertising, display, signage, presentation or demonstration considered unsuitable or otherwise misaligned with the character of the event or the mission of the organization. BVA reserves the right to prohibit use of anything which may prove objectionable.
"Exhibits Only" Registration
“Exhibits Only” registration allows Exhibitors access to the Exhibit Hall exclusively and does not include access to sessions or meal functions.
Early Dismantling of Exhibits
Exhibitors are required to remain set up until the official tear-down time of 6:00pm on Wednesday, August 16, 2023.
Photo Consent
As part of the Convention, you may be photographed or recorded on audio and/or video. Photography, audio, and video may be used in future Convention marketing and BVA communication materials. Your attendance at the Convention implies your consent to being photographed and/or audio and video recorded.
Safety
All aisles must be kept clear of displays. Inventory must be discreetly stored within the Exhibitor’s booth space. Exhibitors and Sponsors must adhere to all municipal and state laws, rules, and regulations. No combustible decorations are allowed, and other material must comply with fire department regulations.
Security Service
BVA will provide Guard/Security service when the Exhibit Area is closed and exercise reasonable care for the protection of Exhibitors’ and Sponsors’ materials and displays. Beyond this, BVA, its officers, agents, employees, subsidiaries, affiliates, and members (separately or collectively) cannot accept responsibility for any damage to, loss, or destruction of exhibitor property due to fire, theft, accidents, or other causes.
Liability
All Advertisers, Exhibitors, and Sponsors assume the entire responsibility and liability for losses, damages, and claims to materials, displays, equipment, or other property brought onto the premises of the Convention to indemnify and hold harmless BVA, its parent affiliates, their heirs, executors, directors, and agents, and the Hotel, its agents, servants and employees, against any and all liability, losses, damages, and claims. Exhibitor and Sponsor shall be fully responsible to pay for any and all damages to property owned by the Hotel, its owners and managers, which result from any act or omission of the Exhibitor and Sponsor. Exhibitor and Sponsor agree to defend, indemnify, and hold harmless BVA, its contractors, and the Hotel, its owners, managers, officers or directors, agents, employees, subsidiaries, and affiliates from any damages or charges resulting from Exhibitor and Sponsor use of the property. The Exhibitor and Sponsor liability shall include all losses, costs, damages, or expenses arising from, out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor and Sponsors its agents, employees, and business invitees which arise from or out of the Exhibitor and Sponsor occupancy and use of the exhibition premises, the Hotel, or any part thereof.
Amendment of Rules
Any and all matters not specifically covered by the preceding terms and conditions shall be subject solely to the decision of BVA and the Hotel. These terms and conditions may be amended at any time by BVA and the Hotel. All amendments shall be binding in relation to Advertisers, Exhibitors, and/or Sponsors. All Advertisers, Exhibitors, and Sponsors agree to abide by all policies, rules, and regulations of the Convention. These rules, terms, and conditions have been formulated in the best interest of all Advertisers, Exhibitors, and Sponsors.