Sponsor & Level Exhibitor Rules & Regulations

Member 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):

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. At least one company representative must be registered as a full conference attendee.

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.

Annual Meeting 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 on the IAM-issued lanyard around the Participant's neck while participating in any IAM Annual Meeting 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.

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.

IAM reserves the right to cancel or reschedule the Annual Meeting due to circumstances such as low enrollment, pandemic, travel restrictions, lockdown, or other unforeseen events.

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.

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.

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 sets up and require contract labor to manage the material handling of your items. Fees for material handling will be charged to the exhibitor.

Spaces are to remain set up until 12:00 noon on Monday, October 27, 2025. 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.

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 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.

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.

The minimum age to enter the Expo Hall is 21 years old.

Participant shall be fully responsible for paying any and all damages to property or center, I ts 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.

Full payment is due by August 1, 2025. Organizer reserves the right to cancel and reassign exhibit space if payments are not received August 1, 2025.

IAM reserves the right to cancel or reschedule the Annual Meeting due to circumstances such as low enrollment, pandemic, travel restrictions, lockdown, or other unforeseen events.

Participant Cancellation Policy: To cancel your sponsorship or exhibit booth, please send a written notice of cancellation to iamexhibits@mmsmeetings.com by the following dates:

Cancellation by Organizer: In the event the Annual Meeting 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, the Participant shall not have any right to claim a refund for money paid by the Participant to Organizer. In rare circumstances, acts or events beyond the Organizer's reasonable control may require the cancellation of the Annual Meeting. 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, all paid Participants are eligible for one of the following three choices:

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.

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.

By registering for the 63rd Annual Meeting & Expo, all attendees agree to comply with the IAM Code of Conduct and Safety Policy. All attendees agree to comply with the following Risk and Liability statement: