Refund and Payment Policies

Exhibit Booth Space Payment/Refund Policy

If the conference has not received payment in full before the date of the Event, Company may be refused the opportunity to participate until its financial obligation is satisfied.

  • For any signed Contract received more than six (6) months before the date of the Event outlined herein, Company will remit payment to the conference according to the following schedule:
    • A non-refundable fifty percent (50%) of the total Contract amount is due upon signing the Contract. Payment not made via credit card upon signing the Contract will be invoiced. Payment must be received by the conference according to the payment terms stated on the Invoice. Until payment is received, the conference may, at its sole discretion, re-assign any exhibit space or sponsorship outlined herein.
    • The remaining fifty percent (50%) of the total Contract amount is due no less than six (6) months before the date of the Event as outlined herein. Payment not made in full via credit card upon signing the Contract will be invoiced. Payment must be received by the conference according to the payment terms stated on the Invoice. Until payment is received, the conference may, at its sole discretion, re-assign any exhibit space or sponsorship outlined herein.
  • For any signed Contract received within six (6) months before the date of the Event outlined herein, Company will remit payment to the conference according to the following schedule:
    • A non-refundable one hundred percent (100%) of the total Contract amount is due upon signing the Contract. Payment not made via credit card upon signing the Contract will be invoiced. Payment must be received by the conference according to the payment terms stated on the Invoice. Until payment is received, the conference may, at its sole discretion, re-assign any exhibit space or sponsorship outlined herein.
  • Payment can be made by credit card or by check:
    • Make check payable to NACCME, LLC, and mail with a copy of your signed contract to:
      NACCME, LLC
      PO Box 22152
      New York, NY 10087-2152
    • Credit Card: Please complete the form at https://payment.hmpglobal.com/ph/.

Under all circumstances, the conference retains the right to resell any booth space cancelled by exhibitor. All cancellations must be sent in writing via e-mail or regular mail to the conference at dmcgraw@naccme.com.

WCSAD Advertising/Marketing Payment/Refund Policy

Full payment of advertising or marketing fees must be provided at the time of reservation. Payment may be made by check (payable to NACCME, LLC) or credit card (Visa, MasterCard or American Express). Cancellation, refund or advertising change requests will not be accepted if received by the conference after the published deadline for receipt of ad copy (or 30 days before the conference for web ads.) As of this published date, an ad is considered to be “in production.” Cancellation, refund or advertising change requests (deletions) will be accepted if received by the conference, in writing, prior to the published deadline (or 30 days before the conference for web ads.) A $75 processing fee will be assessed. If a package was “reserved” and has not been paid by the published deadline, the conference retains the right to cancel the package. Eligible refunds will be processed within 60 days of receipt of written notice of cancellation. All cancellations must be sent in writing via e-mail to the conference at dmcgraw@naccme.com.

SEND CHECKS: NACCME, LLC, PO Box 22152, New York, NY 10087-2152

Insurance and Liability Policy

The exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the Hotel, its owners, its operator, NACCME, LLC, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by its installation, removal, maintenance, occupancy or sue of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the Hotel and its employees and agents.

The exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the Contractual liability set forth in this exhibit agreement, in an amount not less than $2,000,000 Combined Single Limit for personal injury and property damage. The Hotel, its owners, its operator and NACCME, LLC shall be included in such policies as additional named insureds. In addition, the exhibitor acknowledges that neither the Hotel, its owners, its operator, nor NACCME, LLC maintain insurance covering exhibitor’s property and that it is the sole responsibility of the the exhibitor to obtain business interruption and property damage insurance insuring any losses by the exhibitor.

Force Majeure

  • CANCELLATION POLICY BY EXHIBITOR: Any cancellation of or reduction in space must be communicated to the conference in writing. Cancellation of or reduction in space in no way relieves Company of its financial obligations as outlined herein. A full one hundred percent (100%) of the total Contract amount will be due for any cancellations received less than six months before the date of the Event as outlined herein. Management may, at its sole discretion, reassign any cancelled space.
  • CANCELLATION BY THE EVENT ORGANIZER: In the event, that the event be cancelled by the conference, the conference will refund the exhibit booth fee(s), including deposit(s), previously paid by Exhibitor, minus any expenses already incurred by the conference. Exhibitor may choose to transfer any remaining balance of fees (after incurred expenses by the conference have been deducted from previously paid fees) to a future live or virtual event, or towards print or digital products. The conference shall be under no liability to the Exhibitor or any other person in respect of any actions, proceedings, claims, demands, losses (including consequential losses), costs or expenses whatsoever which may be brought against or suffered or incurred by the Exhibitor as the result thereof.
  • CHANGES BY THE EVENT ORGANIZER: In the event that the event is postponed or converted to a virtual event by the conference, the conference will transfer all previously paid fees to the new event (live or virtual). Should Sponsor be unable to participate in the postponed or virtual event, previously paid fees will be transferred to a future event, or toward print or digital products. The conference shall be under no liability to the Sponsor or any other person or company in respect of any actions, proceedings, claims, demands, losses (including consequential losses), costs, or expenses whatsoever which may be brought against or suffered or incurred by the Sponsor as the result thereof. If the meeting remains in person, but a virtual component is added in by the conference (ie, Hybrid Event), the refund and transfer policy stated in this clause is not applicable. If the event has not been cancelled in its entirety, a fully executed agreement cannot be cancelled within 90 days of the event.