Exhibitor Terms and Conditions

All exhibits must be of professional quality. Products and services to be exhibited must be in keeping with the interests of SIMB. SIMB reserves the right to reject any exhibitor that it determines (in its sole judgment) to be objectionable or otherwise injurious to the success of the SIMB Annual Meeting (the “Meeting”.) No assignment or subleasing of space is permitted. Two companies may not occupy the same booth. No side rails or booth counters may exceed 3′ in height; background must not exceed 8′ in height, including signs. Backgrounds must not protrude from the rear more than a maximum of 50% of the depth of the booth. No booth may block the view of surrounding booths and must have adequate see-through area. Demonstrations or displays away from the exhibit hall during exhibit hours, except with permission of SIMB, are prohibited. Exhibitors may only staff their booth(s) with their employees, agents, or contractors. No other persons may be brought into the Meeting without paying the applicable Meeting attendance fee and meeting qualification criteria for attendance. Exhibitors may not place anything in the aisles during exhibit hours. SIMB reserves the right to limit or restrict exhibitor operations, which for any reason might be considered objectionable (in its sole judgment), without any liability for refund or any damage or loss suffered by the exhibitor. Exhibitor must not cause or suffer any waste, damage, disfigurement, or injury to the location where the exhibit will be displayed. Exhibitor must promptly cause the repair of every injury or damage to the premises caused by exhibitor or any of its subcontractors, employees, agents, licensees, invitees, or any other person associated with exhibitor in any way. No repairs may be undertaken without SIMB’s prior consent.

It is mutually agreed that in the event of cancellation of the Meeting or exhibition due to circumstances outside SIMB’s reasonable control, including but not limited to fire, strikes or other labor disputes, picketing, embargo, injunction, acts of wars, acts of God, civil unrest, disease, governmental regulations, emergencies, curtailment of transportation facilities, weather, change in economic conditions, or any other causes which would make the Meeting impossible, illegal, or impractical to operate as planned, upon notice by SIMB this agreement will be terminated and SIMB shall determine (in its reasonable discretion) an equitable basis for the refund of a portion of the exhibit fee, after due consideration of its expenditures and commitments already made.

The cancellation provisions in this section are expressly agreed by exhibitor and SIMB to act as a waiver of the provisions of any state or local law, statute or regulation, to the extent that such provisions are contrary to the purpose or intent of this section.

Requests for cancellations must be submitted in writing to the SIMB office via email or facsimile by no later than 5:00 pm EDT, July 7, 2026. Upon cancellation, SIMB shall use reasonable efforts in the ordinary course of business to resell the cancelled space. No refunds will be issued by SIMB after space assignments have been made unless the space is resold. If resold, SIMB will retain an administrative fee equal to 20% of the cost of the total booth space. However, no refunds will be issued after July 7, 2026.

The following practices are prohibited: 1) Soliciting or distributing promotional material, samples, catalogs, pamphlets, or publicity, except in the exhibitor’s space; 2) Use of disruptive audio equipment; 3) Use of noisy electrical or mechanical equipment; 4) Entry into another exhibitor’s booth without permission; 5) Photographing or examining another exhibitor’s booth without permission; 6) Affixing anything to columns, walls, floors, or other parts of the Marriott Austin Downtown (the “Meeting Venue”) building or furniture by any means; 7) Conducting sales in the exhibit areas or in meeting rooms.

All determinations of prohibited conduct shall be made by SIMB in its discretion and shall be without prior warning or right to appeal.

Except as expressly provided herein or authorized by SIMB in writing, exhibitor shall not during the term hereof or at any time hereafter, represent itself as having any relationship with SIMB or the Meeting, or use SIMB or the Meeting’s name or logo in any manner for exhibitor’s publicity or any other purposes.

The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or death to persons, or loss or damage to exhibitor’s displays, equipment and other property brought upon the premises of the Meeting Venue and shall indemnify, defend, and hold harmless SIMB and the Meeting Venue, and any officer, director, representative, agent or employee of the foregoing from any and all losses, damages, and claims.

Exhibitor, at its sole cost and expense, shall procure and maintain in full force and effect, covering the performance of the services required under this Agreement, the insurance coverage set forth below. All insurance shall be procured from reputable insurers authorized to do business in the state where the Meeting will take place. If exhibitor fails to obtain or maintain the required insurance, SIMB shall have the right to treat such failure as a breach of contract and to exercise all appropriate rights and remedies. The insurance requirements set forth herein are not intended and shall not be construed to modify, limit or reduce the indemnification made in this contract by exhibitor to SIMB or to limit exhibitor’s liability under this contract to the limits of the policies of required to be maintained by contractor hereunder.

Workers’ compensation and employers’ liability
Unless exhibitor has no employees

• Workers’ compensation: Statutory limits
• Employers’ liability:
  • $500,000 Each accident – Bodily injury by accident
  • $500,000 Each employee – Bodily injury by disease
  • $500,000 Policy limit – Bodily injury by disease

All states endorsement

• General Liability Insurance
• Limit of Liability: $1,000,000 per occurrence combined, single limit for bodily injury (including death), and property damage liability. Should SIMB or the Meeting Venue require additional or different insurance from exhibitor, exhibitor agrees to comply with their requirements. SIMB shall be named as additional insurers on all insurance policies, and exhibitor shall deliver insurance certificate(s) evidencing the same at least ten (10) days prior to the first day of the Meeting, or by July 23, 2026

General 24-hour security for the exhibit area will be provided, but SIMB and the Meeting Venue do not guarantee, nor protect exhibitors against loss of any kind, including damage or loss of merchandise or articles left in the hotel prior to, during, or following the Meeting. Exhibitors are advised to carry their own insurance. Each exhibitor must be responsible for its own property through insurance or self-insurance and shall indemnify, defend, and hold harmless SIMB and the Meeting Venue against any and all claims, losses, injuries, or damages (including reasonable attorney’s fees) arising out of their participation as an exhibitor at the Meeting.

No open flame is permitted. No painting, mixing of chemicals, pyrotechnics, or explosive materials are allowed in the exhibit hall at any time. Exhibitors are responsible for disposing of all reagents or chemicals used in their exhibit and any cost associated with it. SIMB and the Meeting Venue will not be responsible for disposing of any materials.

No food may be served or sampled without SIMB’s prior approval. Exhibitor must also secure all health licenses and comply with all laws and regulations governing food service. Proof of compliance therewith shall be provided to SIMB upon request.

SIMB shall not be liable for and expressly disclaims any liability for infringement or alleged infringement of the trademarks, copyrights, or other intellectual property of any third party arising out of the actions of any exhibitor. Exhibitors shall indemnify, defend, and hold harmless SIMB from any claims or damages (including reasonable attorney’s fees) arising from alleged or proven intellectual property violations.

SIMB reserves the right to interpret, amend, and enforce these terms and conditions in its sole discretion. Written notice of any amendments shall be given to each exhibitor. Each exhibitor and its employees, agents and contractors agree to abide by all terms and conditions set forth herein or by any subsequent amendments and interpretations.

Any exhibitor not abiding by the terms and conditions set forth herein may forfeit the right to participate in future exhibitions, may be asked to leave the event without a refund, and may be subject to additional penalties. All determinations by SIMB shall be made in its sole discretion and shall be final.