SCHEDULE & SETUP
ATCA reserves the right to modify the exhibition schedule. Exhibits must be fully installed by the specified deadline. Late arrivals without prior notice may forfeit their booth space without refund. Early breakdowns are prohibited without written ATCA approval.
BOOTH ASSIGNMENTS
Booth spaces are assigned based on criteria published on the event website. Booth assignments are not considered confirmed until the Exhibitor Application is fully executed and full payment is made.
PAYMENT & TERMS
All financial support must be processed through ATCA. Payment is due within 30 days of invoicing unless alternative arrangements have been confirmed in writing before submission of the Exhibitor Application. A late payment fee of 1.5% of the outstanding balance will be assessed 15 days after the invoice due date and will continue to accrue every 30 days thereafter. Exhibitors with unpaid invoices will not be permitted to access the exhibit hall or set up their booths.
CANCELLATION & BOOTH REDUCTION POLICY
All cancellations or booth space reduction requests must be submitted in writing and acknowledged by ATCA. Please refer to the event website for applicable deadlines and refund eligibility. Submit written requests via email Sandra Strickland at sandra.strickland@atca.org and Rugger Smith at rugger.smith@atca.org.
MEETING SPACE RENTAL
Only confirmed sponsors or exhibitors may rent hospitality suites or meeting rooms. Requests must be submitted in writing. No meetings may conflict with official ATCA programming.
EXCLUSIVE EXHIBITOR SPONSORSHIPS
Exhibitor sponsorships are limited to the exhibit hall (e.g., column wraps, lounges).
BOOTH SPECIFICATIONS
Minimum booth size is 10'x10'. Booths may be combined. Exhibitors are responsible for furnishings, electricity, carpeting, etc. No materials may be affixed to venue structures. ATCA follows IAEE display guidelines and prohibits full cubic booths.
AIRCRAFT/VEHICLES
Exhibiting aircraft or vehicles taller than 8' requires ATCA's written approval and compliance with safety regulations.
STAFF REGISTRATION
All booth staff must register as conference attendees. Unregistered staff will be required to register onsite.
CONTRACT ACCEPTANCE
ATCA may reject or terminate any Exhibitor deemed unsuitable. Subletting space or promoting nonexhibiting companies are not allowed without written approval.
ONSITE CONTACT
Exhibitors must provide contact details for the on-site representative responsible for installation and teardown.
BOOTH CONDUCT & PROHIBITED ACTIVITIES
Exhibitors must confine all activities and displays within their assigned booth space and may not
obstruct aisles or neighboring booths. The following conduct is strictly prohibited and may result in
removal from the exhibit hall:
subletting booth space
- out-of-booth solicitation
- excessive noise or light
- Altering or covering official event badges
- Early teardown without written approval from ATCA
- Badge swapping or misuse
- Displays, entertainment, or behavior deemed offensive by ATCA
COMPLIANCE
Exhibitors must comply with all laws and ADA requirements. Booths must be accessible.
GIVEAWAYS
Giveaways must be professional, relevant, and valued at no more than $20. Prize drawings are permitted.
FOOD & BEVERAGE
All catering must be arranged through the event’s official vendor. Alcohol service must comply with venue rules and requires prior approval from ATCA.
MEDIA RIGHTS
ATCA reserves all rights to use event photography, audio, and video.
LIABILITY & INSURANCE
Exhibitors must carry liability insurance with ATCA named as an additional insured. Proof must be submitted by the specified deadline. ATCA is not liable for any losses or damages to exhibitor property.
WARRANTY DISCLAIMER
ATCA disclaims all warranties, including merchantability or fitness for a particular purpose, and is not liable for any indirect or consequential damages.
FORCE MAJEURE
In the event of force majeure, ATCA assumes no liability, and no refunds will be provided.
ENTIRE AGREEMENT
These Terms and Conditions, along with the Exhibitor Prospectus, Service Manual, and applicable IAEE Guidelines, constitute full agreement. No verbal modifications are valid. ATCA reserves the right to revise event rules at its discretion.
EXHIBITOR CONDUCT
Exhibitors must conduct activities without disrupting or endangering others. ATCA may restrict or remove any exhibitor for violations. All exhibitors will abide by the ATCA Code of Conduct.
DISPUTE RESOLUTION
Disputes will be resolved by binding arbitration in Alexandria, VA, by the rules of the American Arbitration Association. This agreement is governed by the laws of the Commonwealth of Virginia.
AGREEMENT ACCEPTANCE
By submitting the Exhibitor Application Form, the exhibitor agrees to these terms. Terms become binding upon ATCA’s acceptance.