Exhibit Terms and Cancellation Policy

By submitting this application, we acknowledge that we understand and agree to the following terms and polices:

We understand and agree there will be NO REFUNDS or cancellations unless received in writing by June 11, 2025. There will be a $100 processing fee per company for written cancellations received no later than June 11, 2025.

We agree to have our exhibit booth(s) fully operational and open for business from 8 to 10 PM on Friday, June 27, 2025. The exhibit area will be available for setup on Friday, June 27, 2025 at 4 PM and must be completed by 7 PM. SourceMart will be held in the Regency Ballroom on the Second Floor of the hotel. Materials may not be removed before 10 PM and must be completely removed by 11 PM.

We will be responsible for our own personnel and for setup and removal of our displays. We understand that NARTS and/or the Hyatt Regency Indianapolis do not assume responsibility and/or liability for any personal property, displays and equipment lost, stolen, or damaged from function rooms and public areas.

We understand that exhibitors will NOT be permitted to use additional card tables, display racks or fixtures that extend beyond their space allotment. Note: If bringing display fixtures or clothing racks you must contact Adele at: adele@narts.org to determine what size booth you need.

Electrical access will be arranged for exhibitors requesting it on the contract. Pricing varies, depending upon number and types of devices you plan to connect. NARTS will contact you for info needed to get pricing for you.

Complimentary Wi-Fi will be available in SourceMart. Floor banner space is included: Banners are limited to one in a half booth and two in a full booth.

If you need to rent any AV equipment including screens/monitors, contact Adele at: adele@narts.org

We agree that all hospitality suites / customer receptions, auxiliary meetings / training sessions or any other events MUST be arranged through and approved in advance by NARTS. This policy is monitored by NARTS through agreement with our host hotel. We reserve the right to postpone, delay or cancel ANY function conflicting with any official NARTS function, including the optional resale shop bus tour.  There is to be no selling of products and/or services outside of SourceMart on hotel property.

Exhibitors are NOT to contact the hotel directly regarding anything pertaining to exhibits. All arrangements must go through NARTS meeting planner, Adele Meyer. NARTS will NOT allow/honor any arrangements you made directly with the hotel. (This excludes guest room reservations.)

Exhibitors may not assign, sublet or share the exhibit space they contract for with another company and may not advertise or display goods/services, other than those developed, manufactured, distributed or sold by them in the regular course of business. Exhibitors are prohibited from having representatives of any outside firm which is not registered as an exhibitor to solicit business, or take orders in the exhibitor¹s space.

We agree to pay NARTS for all box handling fees, charged by the hotel, within 30 days of invoice. Box handling fee pricing will be included with shipping & labeling instructions. Fee will be charged for the actual number of boxes received at the hotel.

Distribution of promotional materials during Conference is not allowed outside of SourceMart without express permission of the meeting planner.

NARTS does NOT allow the display, sale or advertisement of any counterfeit merchandise during or surrounding any NARTS function.

Exhibitors and their representatives agree to conduct themselves in a manner appropriate for a gathering of professionals. Harassment, discrimination, intimidation, inappropriate or disruptive behavior/speech may result in the person being asked to leave the meeting or facility—without warning or refund—and prohibit further Conference attendance at the sole discretion of the Staff and/or Board of NARTS.  Dress Code: Professional business attire required.

NARTS has sole discretion as to placement of booths.

NO photo booths or other forms of entertainment allowed in or around your booth. Games or selfie stations allowed only with permission of meeting planner.

NO ONE UNDER THE AGE OF 18 IS PERMITTED AT ANY CONFERENCE FUNCTION.