Thank you for your interest in exhibiting at Pathology Visions 2025 with the Digital Pathology Association (“Organization’’). All exhibitors agree to the following information, guidelines, and regulations for purposes of exhibiting at our meeting, superseding all prior discussions. This may be supplemented by additional rules included in the exhibitor prospectus as well as any other information or updates provided by the Organization.
REGISTRATION REVIEW, APPROVAL AND PAYMENT. Upon approval of the exhibitor application, an invoice for immediate payment will be sent to the email listed for submission confirmation and payment. Approved applications are not considered complete, and space is not guaranteed or held until payment is received. DPA reserves the right to make final booth space assignments. While we strive to create a successful event, we cannot guarantee specific levels of attendee traffic, visibility, or activity for any exhibit or sponsorship.
BOOTH PERSONNEL. All participants affiliated with exhibits must register for a badge through the exhibitor portal. The primary contact will receive an email when registration is available. Each exhibiting company will receive two (2) complimentary badges per 100 square feet of exhibit space. Sponsorship level determines the number of any additional badges provided to the exhibitor. Exhibit hall-only registration is not available. Exhibitors can pick up badges onsite at the Booth personnel may pick up their name badge at the Pathology Visions registration desk onsite. Representatives without badges will not be permitted.
EXHIBIT STAFFING. Exhibit booths must be staffed by authorized personnel during designated show hours. Exhibitors will be allowed to access their booths 30 minutes prior to the official show opening each day. To provide the best possible experience for all attendees and exhibitors, the Digital Pathology Association (DPA) strictly enforces show hours. Exhibitors must maintain their exhibits and staff their booths during the published exhibit hours. Late booth setup or early booth teardown is strictly prohibited. Exhibitors are not permitted to dismantle their booths before the official closing time of the exhibit hall. Strict security will be in effect at all times.
SPACE ASSIGNMENT. DPA Show Management assigns exhibit space and will make every effort to honor requests. Exchange of booth fees for a supporter opportunity is not permitted. Booth assignments will be announced starting in July 2025. An email with your booth number and exhibitor kit link will be sent to you once assigned.
If companies wish to be assigned exhibit space adjacent to one another, all companies must note the request on their space application. Exhibit Management will locate adjacent exhibits based on the best use of the exhibit floor space, and requests for specific locations may not be honored.
SHARING SPACE. No subletting or sharing of exhibit space is permitted. Only one company may exhibit per booth. Each company represented in the exhibit hall must sign the exhibit application. If two or more divisions of the same company wish to exhibit together, they may exhibit under one company name. All badges, exhibitor listings, etc. will include one name only.
EXHIBIT AND SPONSORHIP CANCELLATIONS. Cancellations must be submitted via email to info@digitalpathologyassociation.org and confirmed by DPA Show Management. A full refund, less a $50 administrative fee, will be issued for cancellations received before June 1, 2025. No refunds will be issued for cancellations starting June 1, 2025. Canceled workshops and social functions are non-refundable unless a replacement sponsor is secured. Show Management shall have the absolute discretion to reallocate or resell the canceled space or sponsorship. Exhibitor hereby acknowledges that the above charges represent a reasonable compensation for the costs incurred as a result of the Exhibitor’s cancellation and that they do not represent a penalty.
CANCELLATION BY DPA; VIRTUAL EVENT. If DPA cancels Pathology Visions 2025 or reschedules Pathology Visions 2025 as a virtual event, then Exhibitor booth payments may, at Exhibitor’s option, be applied to the Pathology Visions 2025 virtual event or refunded in full. Exhibitor acknowledges that any shipping fees or other liabilities or expenses incurred by Exhibitor shall be solely the responsibility of Exhibitor.
HOUSING. DPA has contracted a block of sleeping rooms at the Manchester Grand Hyatt. Exhibitors who have paid for booth space may book sleeping rooms. An email with the housing link will be sent to the primary contact when registration opens for both housing and badges. Please note that exhibitors cannot reserve sleeping rooms before they pay for booth space.
SERVICES. The exhibit hall at the Manchester Grand Hyatt is carpeted. Each exhibit space includes an 8' high back wall drape, a 3' high side drape, and an ID sign with company name and booth number. Exhibit back walls cannot exceed 10' high and must be unbranded. Booth furnishings and services are not included. Exhibitors may order these items through the exhibitor kit.
EXPO Convention Contractors, Inc. (EXPO) is the official show decorator and drayage firm for PV25. A comprehensive exhibitor kit containing order forms for all show services, shipping, and other show details, will be available in July. The exhibiting company holds responsibility for all shipments to the EXPO warehouse and for their prepayment. To avoid surcharges, shipments should reach the EXO warehouse by the deadline listed in the exhibitor kit.
UNOFFICIAL FUNCTIONS, PROMOTIONAL EVENTS, OR HOSPITALITY SUITES. DPA Show Management must approve all social functions, promotional events, or hospitality suites not officially part of Pathology Visions 2025. DPA prohibits any type of event at a time that conflicts with any Pathology Visions programs.
COMPLIANCE WITH LAWS. Each Exhibitor will agree to comply with all applicable Federal, State, and local laws, ordinances, rules, and regulations including all fire codes and health regulations.
LIABILITY. Exhibitor assumes full responsibility for its participation in Pathology Visions 2025 and hereby agrees to protect, indemnify, defend, and hold harmless Digital Pathology Association (DPA), Pathology Visions and the Manchester Grand Hyatt to include their respective directors, officers, employees and agents (“Representatives”) from and against all claims, losses, and damages to persons or property, governmental charges or fines, and attorney’s fees arising out of or caused by Exhibitor’s or Exhibitor’s third-party contractors’ installation, removal, maintenance, occupancy, or use of the Pathology Visions premises or a part thereof or in connection with its participation in the Pathology Visions, excluding only any liability for damages caused solely by the negligence of the Digital Pathology Association, Manchester Grand Hyatt or their respective Representatives. In addition, Exhibitor acknowledges that the Digital Pathology Association, Pathology Visions and the Manchester Grand Hyatt do not and shall not be obligated to obtain or maintain insurance coverage regarding Exhibitor’s property, conduct, activities or liabilities (“Risks”) in connection with Pathology Visions and that it is the sole responsibility of Exhibitor to obtain insurance coverage regarding such Risks in connection with Pathology Visions
SECURITY. Exhibitors are strongly urged to secure all valuables nightly or take them to their hotel rooms. DPA, Ward Management Group, and the hotel will not be responsible for lost or stolen items. Security will be provided from the opening to the close of Pathology Visions; however, DPA, Ward Management Group, and the hotel make no guarantees of any kind to protect Exhibitor, its Representatives, or its property against any injury, loss, or damage of any kind, and Exhibitor assumes all risks of such injury, loss or damage in connection with its participation in and/or at Pathology Visions 2025.
INSURANCE. Exhibitor shall obtain insurance coverage to protect it against injury, losses, damages, or liabilities in connection with its participation in Pathology Visions, including without limitation, a portal-to-portal rider on its own insurance policy to protect against losses or damages in connection with Pathology Visions. The Exhibitor understands that neither DPA nor the hotel maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance.
THIRD PARTY CONTRACTORS. If Exhibitor uses any third-party contractors in connection with activities on the Pathology Visions premises, Exhibitor shall submit to the Digital Pathology Association a completed Third-Party Contractor Notification by the due date noted. Exhibitors using third-party contractors agree to and shall indemnify, defend, and hold harmless DPA and the Manchester Grand Hyatt to include their respective directors, officers, employees, and agents (“Representatives”) from and against all claims, losses, and damages to persons or property, governmental charges or fines, and attorney’s fees arising out of or caused by such third-party contractors’ activities in connection with Pathology Visions or on the Pathology Visions premises.
RESERVATION OF RIGHTS. Show Management reserves the right to take any action that is reasonably necessary, as determined by Show Management’s sole discretion, for the protection of Pathology Visions and attendees.
GOVERNING LAW. This contract shall be construed in accordance with, and governed in all respects by, the internal laws of the State of Indiana, without giving effect to principles of conflict of laws.
SELLING OF PRODUCTS AND SERVICES. Sales and order-taking are permitted, provided that all transactions are conducted in a manner consistent with the professional nature of the exhibits. Exhibitors are responsible for any and all licenses or permits required by law, as well as the payment of any taxes from sales.
PROHIBITED PROMOTIONAL PRACTICES. A) Giveaway items that do not comply with AdvaMed Code. B) Canvassing or distributing any material outside the exhibitor’s own space. C) Contests, lotteries, raffles, or games of chance, as well as the display or promotion of special discount offers. D) Entering another exhibitor’s booth or taking photographs of another exhibitor’s booth without permission. E) The use of balloons or glitter products.
Relevant portions of the foregoing prohibited practices are applicable to nonexhibitors at all times.
WAITLIST. Exhibitors requesting space after the maximum number of booths have been sold will be placed on a waitlist. Should space become available, companies will be contacted in the order in which they were placed on the waitlist. If your company clears the waitlist, it should follow the same terms as listed above.
