Sponsor & Exhibitor Rules & Regulations
Sponsor & Exhibitor Rules & Regulations
Companies (Participant), by purchase of a booth or sponsorship, agree to abide by the following terms and conditions as managed by the International Association of Movers/Meeting Management Services (Organizer):
Eligibility
To purchase a booth or sponsorship, a participant must be a member in good standing and remain in good standing through the end of the Annual Meeting & Expo. At least one company representative must be registered as a full conference attendee.
Company Listings
Your company name and address must match your membership name and address. Alternate names and addresses are not allowed. Your company information will be shared with the general contractor to help execute on sponsorship benefits.
Participant Code of Conduct
Personnel representing the Participating company shall be dressed for the professional environment of the Annual Meeting & Expo. Participants dressed in an inappropriate manner may be ejected from the Annual Meeting & Expo or requested to modify their dress at the sole discretion of the Organizer.
Discrimination and Harassment: Participant agrees that any form of discrimination or harassment by company personnel based on a person's sex (including pregnancy), race, color, religion, national origin, disability, age, sexual orientation, veteran status, genetic information, or other status protected by law will not be tolerated at the Annual Meeting & Expo. Conduct that is discriminatory or offensive to a reasonable person is inappropriate at the Annual Meeting and violates this policy, even if it does not meet the legal definition of unlawful misconduct. Personnel in violation of this policy must leave the premises immediately, without a refund.
Personnel must always conduct themselves in a professional manner. Behavior, displays or demonstration that is in any way demeaning, threatening, coercing, and/or abusive, including profane language, or offensive gestures are prohibited. Personnel or displays in violation of this policy will be required to leave the premises immediately, and they along with their employer at the time of the violation may be prohibited from attending the Annual Meeting & Expo the following year. The Organizer has sole discretion in determining what constitutes a violation of this section, and what sanction is taken.
Should the Participant misrepresent any product or article displayed in a booth, the Organizer may immediately terminate this contract and require the Participant to remove all products, equipment, and furniture from the premises, without any liability to the Organizer.
Badges
Annual Meeting & Expo attendees must wear their badge to access Annual Meeting events. Each badge is unique to the registrant and may not be sold, given, or transferred to another individual once printed. For security reasons, Participant must wear, possess, and present their credentials at events.
Badges must be displayed on the IAM-issued lanyard and worn visibly at all times while participating in any IAM Annual Meeting & Expo event. If credentials are not worn or presented correctly by a Participant, IAM reserves the right to deny that Participant's entry into IAM Events. For security reasons, badge swapping is not permitted. Any violation of this policy may result in the removal from an event and the cancellation of the registration associated with the badge, without receiving a refund. In addition, IAM reserves the right to deny registration for future events.
Space Assignments
Exhibit space will be assigned on a first-come, first-served basis. Each company is permitted to purchase one booth only. Any additional booths purchased will be automatically canceled. The Organizer reserves the right to adjust booth locations and make final space assignments as needed. All decisions regarding space allocation are at the sole discretion of the Organizer.
Space Usage
Participants shall not sublet or share space provided by the Organizer. Any space not occupied by the close of the installation period will be forfeited and may be resold or reassigned at the discretion of the Organizer. Participants may not block the view of neighboring exhibitors, and all items must remain within the assigned space. Distribution of literature, product samples, or other materials is limited to the exhibitor's purchased space. Distribution of brochures, gifts, promotional items, or giveaways outside of the assigned booth or designated sponsor activation areas is strictly prohibited, unless expressly authorized in writing by the International Association of Movers.
Official Service Contractor
Freeman has been selected as our official service contractor to ensure orderly and efficient installation, operation, removal of the displays and to minimize confusion by the presence or solicitation of unknown or unqualified firms. Freeman will send a service kit containing information on material handling, furnishings, electrical, signs, labor, booth cleaning, display rental, telephone, audio/visual, photography, computer rental, and recommended transportation carriers.
Certificate of Insurance
In the event exhibitor chooses to use an outside contractor (10) days prior to the Event move-in date: (i) a written statement setting forth the identity and intended use of the Exhibitor Appointed Contractor (EAC), and (ii) a certificate of insurance evidencing that the EAC has in place the minimum insurance coverage as defined herein. Client will be solely responsible for ensuring that each EAC furnishes evidence of workers' compensation insurance in the minimum amount required by state law; evidence of commercial general liability insurance, in a minimum amount of one million dollars ($1,000,000) covering all operations; and automobile liability insurance in a minimum amount of one million dollars ($1,000,000) covering all owned, hired, and non-owned vehicles. The policies for commercial general liability and automobile liability will name IAM, Venue, and Freeman as additional insureds for the Events covered by this Agreement.
Carry In Policy
Exhibitors may carry in items, one at a time. No item(s) may be rolled into the exhibit hall. The official contractor will stop all roll-in set-ups and require contract labor to manage the material handling of your items. Fees for material handling will be charged to the exhibitor.
Exhibit Hours
Day Activity Hours Thursday Hall Set Up TBD Friday Exhibitor Set Up TBD Hall Open TBD Saturday Exhibitor Set Up TBD Hall Open TBD Sunday Hall Open TBD Monday Hall Open TBD Tear Down TBD Registration Benefits & Discount Eligibility
Exhibitor and sponsorship packages are offered at bundled pricing and already include discounted registration benefits. As a result, registrations and registration upgrades associated with these packages cannot be combined with additional registration discount programs, including IAM Young Professionals (IAM-YP), New Member, or other promotional discounts, unless expressly stated otherwise by IAM.
Early Dismantling of Space
Spaces are to remain set up until 12:00 Noon on Monday, October 27, 2026. You may not dismantle your space prior to 12:00 Noon. Early dismantling will result in a $500 penalty and may result in loss of future privileges.
Safety Regulations
The use or storage of flammable liquids, gases, or solids will not be permitted. Participants must adhere to all municipal and state laws, rules, and regulations. No combustible decorations are permitted, and other materials must comply with the local fire department regulations.
Food and Beverage
Food and beverage service is not permitted within your exhibit space. An exception is made for small, individually wrapped candy. Please note that equipment such as coffee machines or beverage dispensers is strictly prohibited.
Guard Service
Organizer will provide guard service when the exhibit hall is closed and exercise reasonable care for the protection of Participant's material and display. Beyond this, Organizer, its officers, agents, employees, subsidiaries, affiliates, and members (separately or collectively) cannot accept responsibility for any damage to or for the loss or destruction of any Participant property because of fire, theft, or accidents or other causes.
Minimum Age for Entry
The minimum age to enter the Expo Hall is 21 years old.
Liability
Participant shall be fully responsible for paying any and all damages to property or center, its owners or managers, which results from any act or omission of Participant. Participant agrees to defend, indemnify, and hold harmless the hotel and center, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Participants' use of the property. Participants' liability shall include all losses, costs, damages, or expenses arising from or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Participant, its agents, employees, and business invitees which arise from or out of the Participant's occupancy and use of premises, the Venue or any part thereof.
Payment
Full payment is due by July 31, 2026. Organizer reserves the right to cancel and reassign exhibit space if payments are not received by July 31, 2026.
Cancellation and Refunds
Participant Cancellation and Refund Policy
To cancel your sponsorship or exhibit booth, please send a written notice of cancellation to iamexhibits@mmsmeetings.com by the following dates:
Before July 10, 2026: Cancellation fee will be equal to 50% of the total exhibitor or sponsorship fee, plus 10% administrative fees.
Between July 12 – August 28, 2026: The cancellation fee will be equal to 75% of the total exhibition or sponsorship fee, plus 10% administrative fee.
After August 28, 2026: Cancellation fee will be equal to 100% of the total exhibition or sponsorship fee, plus 10% administrative fee.
Cancellation by Organizer
In the event the Annual Meeting & Expo is canceled due to inclement weather, acts of God, strikes, lockouts, acts of the elements, or other acts or occurrences beyond the Organizer's control, Participant shall not have any right to claim a refund for money paid by the Participant to the Organizer. In rare circumstances, acts or events beyond the Organizer's reasonable control may require the cancellation of the Annual Meeting & Expo. The Organizer will not be responsible for any additional damages, fees, or costs associated with a cancellation. If the Organizer cancels or postpones the Annual Meeting & Expo, all paid Participants are eligible for one of the following choices:
Apply funds as a credit toward the following year's Annual Meeting & Expo. Credits must be used within one (1) year of issuance and are non-refundable. Credits may not be carried forward beyond one year. Registrations are fully transferable to colleagues within the same organization.
Apply funds as a credit towards membership dues.
Amendment of Terms and Conditions
All matters or questions not specifically covered by the terms and conditions shall be subject solely to the decision of the Organizer and the Venue. These rules and regulations may be amended at any time by the Organizer and the Venue. All amendments shall be binding.
Important Note
Exhibit and sponsorship purchases will only be accepted online. No faxes or phone calls will be accepted. Membership and past due invoices must be paid in full to purchase a booth or sponsorship. Premier Members have first pick! Upgrade your membership by contacting membership@iamovers.org.
2026 Risk and Liability Statement
By registering for the 64th Annual Meeting & Expo, all attendees agree to comply with the IAM Code of Conduct and acknowledge the inherent risks associated with attending live events and participating in group activities. Attendees agree to take personal responsibility for their health and safety, including monitoring their own health status. IAM encourages attendees who are symptomatic or feeling unwell to refrain from attending. IAM and its partners shall not be held liable for any illness or injury resulting from participation in the Annual Meeting & Expo.
All requirements are subject to change and adjustments may be made to the policy based on the most current U.S. Centers for Disease Control and Prevention (CDC) guidelines.