Sponsors & Exhibitors

1. TERMS AND CONDITIONS

Payment guarantees your booth space. Once payment is received, no refunds will be given unless booth space or sponsorship can be re-sold.*

Any cancellations, including staff registrations, made within 2 weeks of the event, will not receive a refund under any circumstances.

*All cancelled exhibitor & sponsor registrations will be assessed a service charge of $2,500, regardless of resale. Additional terms at link below.

2. Firm/Company Responsibility

The individual completing registration and/or payment represents and warrants that they are authorized to bind their firm or company, and that all tickets purchased and all staff, agents, employees, and representatives registered under that firm or company — whether registered by that individual or on their behalf — agree to abide by these Terms and Conditions and Rules & Regulations. It is the registering individual’s sole responsibility to ensure that all staff from their firm or company are made aware of, and comply with, these policies prior to the conference.

3. RULES AND REGULATIONS

Please review carefully and ensure you and your team are prepared to adhere to all rules & regulations. It is the signer’s sole responsibility to educate the team about these Rules prior to the conference.

Any violation of event rules by you or your staff may result in immediate removal from the event. Additionally, any such violation may lead to a prohibition on entry to future events. The decision to remove individuals or deny future entry is at the sole discretion of the event organizers, and no compensation or refund will be provided in the event of such action.

PILMMA reserves the right to return any deposited fees, decline any application for attendance, refuse entrance, and decline admission to any and all attendees, exhibitors, sponsors, and their staff at any time. PILMMA reserves the right to accept, reject, or terminate participants at any time without explanation or cause.

All sponsorships with multiple available are on a first come first serve basis for scheduling.

Space choice is processed on a first come first served basis. The sponsor/exhibitor is responsible for all electricity, lighting, A/V, etc., associated with said space, and will work directly with the hotel and/or expo company concerning these details. Information will be sent once your contract and payment are received. A contract copy and the full payment must be signed and returned before spaces are locked in.

4. Cancellation Policy

Payment guarantees your booth space. Once payment is received, absolutely no refunds will be given unless booth space or sponsorship can be re-sold. Any cancellations within 2 weeks of the event do not receive a refund under any circumstances. All canceled registrations will be assessed a service charge of $2,500, regardless of resale.

5. Use of Space

Applicant shall not assign, sublet, share, sell, or trade the space allotted or this agreement with any other party.

The applicant acknowledges that no guarantees expressed or implied, concerning specific results to be achieved via participation, were relied on in the applicant’s decision to participate.

6. Anti-Harassment Policy

PILMMA does not tolerate harassment or discrimination of conference participants in any form. This includes but is not limited to harassment or discrimination based on race, gender, gender identity or expression, sexual orientation, age, disability, physical appearance, body size, religion, national origin, or professional affiliation. Conference participants violating this rule may be sanctioned or expelled from the conference without a refund at the sole discretion of the conference organizers.

Harassment includes, without limitation: verbal comments that reinforce social structures of domination; aggressive or intimidating language or behavior; sexual images in public spaces; deliberate intimidation, stalking, or following; harassing photography or recording; sustained disruption of talks or other events; inappropriate physical contact; unwelcome sexual attention; and/or advocating for, or encouraging, any such behavior.

7. Attendee Privacy — No Attendee List

To preserve attendee privacy, PILMMA does not distribute an attendee list to exhibitors, sponsors, or any other conference participants. PILMMA staff are forbidden from providing or sharing an attendee list under any circumstances, and exhibitors and sponsors agree not to request one.

Exhibitors, sponsors, and other conference participants may connect with attendees, exhibitors, and sponsors through the Whova app, which is provided for this purpose.

Sponsors, exhibitors, and all non-attorney attendees are strictly prohibited from contacting attendees outside of the Whova app — including by phone or email — without that attendee’s prior consent. Any company found to have done so risks being blacklisted and prohibited from attending future PILMMA events.

8. Non-Poaching Policy

All attendees, sponsors, and exhibitors are prohibited from soliciting other attendees, sponsors, or exhibitors at the event for job opportunities. PILMMA members must be able to attend these events without being solicited or poached by exhibitors, sponsors, or other attendees.

Any individual or company found to have violated this policy will be banned from future attendance at any PILMMA event and from PILMMA membership.

9. Publicity / Media Release

Exhibitor grants PILMMA and all of its owners and agents permission to publish photographs and/or videos of any and all exhibitor staff, agents, employees, and representatives taken at PILMMA’s seminar locations and related events. These images and/or videos may be published in any manner, or in any medium. Exhibitor understands that editing and cropping may be required, and color and exposure shifts that may occur in reproducing these images.

Exhibitor further understands and accepts responsibility for notifying and obtaining this same permission from all staff, agents, employees and/or representatives they choose to invite to PILMMA and to absolve PILMMA of any and all liability associated with the use of photographs and/or videos of any person affiliated with their booth space and/or sponsorship.

Exhibitors and sponsors agree that PILMMA and their legal entities shall be held harmless from claims of any nature arising from assigned space or from activities of your employees or representatives.

10. Professionalism

All exhibitors and sponsors attending any PILMMA event agree to comply with the norms of complete business professionalism at all times, both in conduct and attire. Exhibitors, sponsors, their employees, representatives, and hired personnel agree to correct any concerns about professionalism identified by PILMMA, and in the sole discretion of PILMMA, failing which they may be asked to leave any PILMMA event or staging area.

11. Floorplan and Booth Changes

Exhibitor understands and acknowledges that the floorplan is subject to Fire Marshal approval and may change. PILMMA reserves the right to make booth changes if necessary. By submitting payment, you acknowledge understanding of this potential for change and agree to adhere to the instructions provided by PILMMA staff when your company arrives at the conference. Exhibitor also agrees to hold PILMMA harmless for any onsite changes.

Exhibitor understands that the hotel reserves the right to adjust airwall door locations within the exhibit hall and that such adjustments may result in a shift of your booth location as well. By submitting payment, you acknowledge understanding of this potential for change, agree to adhere to the instructions provided by PILMMA staff when your company arrives at the conference and to hold PILMMA harmless for any onsite changes.

12. Booth Set-Up and Tear-Down

Booth Set-Up is January 13, 2027 from 9:00 pm – 11:00 pm and/or January 14, 2027 from 6:00 am – 8:00 am. Exhibitors are contractually bound to complete ALL BOOTH SET-UP by 8:00 am on January 14, 2027. Failure to do so may result in a $750 fine or revocation of your exhibitor space. This includes furniture placement, trash removal, and general booth completion. Exhibitor understands your company is contractually obligated to keep your booth intact and staffed until 11:00 am on January 16, 2027. Failure to do so may result in a $500 fine.

13. Booth Staff Passes

Exhibitor understands that exhibit booths come with passes for 2 representatives FROM YOUR COMPANY. These passes are designed to only be used by your company for your employees who are coming to staff the exhibit booth and attend as an exhibitor. You understand that you are prohibited from inviting another vendor, or an attorney, client, or friend, as one of the comped staff. You also understand that you cannot give a booth staff pass to a guest from a firm or company who is coming to PILMMA to check out the conference or exhibit space, etc. You understand that any questions on qualifying attendees are to be directed to PILMMA Events staff at eventshelp@pilmma.org.

14. Name Badges

Name Badges will only reflect your company name. Booth staff cannot change badges to reflect different company names. NAME BADGES MUST BE WORN AT ALL TIMES DURING THE EVENT OR ACCESS WILL BE DENIED. Any Exhibitor or its representative that is found using another participant's name badge will be immediately asked to leave the event and barred from any future PILMMA Events.

Exhibitor is required to share this information with all attending members of your company. By submitting payment, you acknowledge understanding and responsibility to comply with this requirement both for yourself and for all of your company staff.

15. Noise Control and Violation Clause

All participants are required to adhere to noise control guidelines set forth by PILMMA. Excessive noise that disrupts the event or infringes upon the enjoyment or safety of others is prohibited. If you or your staff are found in violation of these guidelines, you may be instructed to cease the disruptive activity and may be subject to removal from the event. Repeated or severe violations may result in removal from this event and denial of entry to future events. The PILMMA reserves the right to determine what constitutes excessive noise and to enforce this clause at their sole discretion.

16. Affirmation

Exhibitor affirms: By submitting payment, I confirm that I am 18 years of age or older, and competent to sign this release on my own behalf. By submitting payment, I confirm that I have read this release and fully understand its implications.