Exhibit/Support Booking Agreement

Exhibit/Support participation at the 2025 OTO Forum will be considered only if submitted on the appropriate booking and contract form, properly completed. If a conditional prebooking has been made and the agreement form signed, the booking becomes valid upon receipt of a confirmation email of the prebooking. Allocation will be confirmed insofar as space is available. Applicants will be informed in writing of their final allocation(s). Exhibitor/Supporter will be bound by the Terms and Conditions listed in this prospectus. Any additional agreement required by a company does not negate these Terms and Conditions.

Legal Obligation

Exhibitors: I understand that AAO-HNS/F, relying on my promise to pay for exposition space, will remove the space from the inventory that it has reserved with the hotel for use by exhibitors. I also understand that AAO-HNS/F, relying on the promise of exhibitors to pay for space, has agreed to pay the hotel for all space reserved for exhibitors, including space that is not used. I further understand that AAO-HNS/F’s reliance on my promise to pay creates a legal obligation on my part to pay the agreed-upon amounts, including applicable cancellation fees, as set forth herein.

Supporter

I understand that AAO-HNS/F, relying on my promise to provide support, will go forward and incur significant costs in preparation for the event. I understand that if I do not pay as promised that AAOHNS/F will still have to pay these costs. I further understand that AAO-HNS/F’s reliance on my promise to pay creates a legal obligation on my part to pay AAO-HNS/F the agreed-upon amount, including applicable cancellation fees, as set forth herein.

Exhibitor Regulations

Exhibition Management, acting under direction of the AAO-HNS/F and the hotel, has the final decision as to the acceptability of stands. Exhibitors are not to share with others any space allotted to them without prior written consent by AAO-HNS/F. AAO-HNS/F reserves the right to adjust the layout or limit the space allotted to each Exhibitor/Supporter, postpone the exhibition, or transfer it to another site if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, the AAO-HNS/F will not be held liable for expenses incurred, other than the cost of exhibit space rental fees.

Liability Insurance

Equipment and all related display materials installed by Exhibitors/Supporters are not insured by the AAO-HNS/F, and the AAO-HNS/F under no circumstances is liable for any loss, damage, or destruction caused to equipment, goods, or property belonging to Exhibitor/Supporter. The Exhibitor/Supporter agrees to be responsible for their property and person and for the property and persons of their employees and agents and for any third party who may visit their space through full and comprehensive insurance and shall hold harmless the AAO-HNS/F for all damage claims arising from theft and those usually covered by a fire and extended-coverage policy.

Obligations of the Exhibitor/Supporter

Booking implies full acceptance of the Exhibitors/Supporter Terms and Conditions. Any infringement of these regulations may lead to
immediate withdrawal of the right to participate in the AAO-HNS/F OTO Forum without compensation or refund of sums already paid, and without prejudice to the Exhibitor/Supporter. By submitting an agreement to participate, the Exhibitor/Supporter has made a final and irrevocable commitment to occupy the space allocated. The Exhibitor/Supporter may only present their stand or space the materials, products, or services duly represented by the company whose name appears on the agreement. No advertising on behalf of firms not exhibiting is permitted in any form whatsoever. Transfer or subletting of all or part of the allocated spaces is prohibited.

Obligation of the AAO-HNS/F

The AAO-HNS/F undertakes to allocate Exhibition space/support items based on the company preference. In the case of limited allocation, allocation will be considered in order of receipt of booking form and, if necessary, the date of deposit payment. The AAO-HNS/F reserves the right, in case of absolute necessity, to modify stands positions, with no obligation to provide compensation to Exhibitor/Supporter. In case of a default in the setup period of the opening of the event, the AAO-HNS/F
reserves the right to offer to another company or conference any use, stand, space, or support item that has not been occupied by the event at the opening of the conference, with no obligation to provide compensation to the defaulting Exhibitor/Supporter.

Indemnification

To the extent permitted by law, Exhibitor/Supporter agrees to defend, indemnify, and hold harmless the American Academy of Otolaryngology–Head and Neck Surgery and its Foundation (AAOHNS/F), its officers, directors, agents, and employees from and against any and all claims, suits, liens, judgments, damages, losses and expenses, including reasonable legal fees and costs arising in whole or in part and in any manner from acts, omissions, breach, or default of Exhibitor/Supporter in connection with the performance of any work by Exhibitor/Supporter, its officers, directors, agents, employees, and subcontractors.

Booking and Payment Conditions for Exhibits and Promotional Opportunities

To book exhibitor space or other promotional opportunities, please reach out to Georgina Salguero at gsalguero@entnet.org. AAO-HNS/F will issue an invoice payable by credit card or bank transfer upon receipt of signed contract. 50% payment is required at the time of booking by credit card or bank transfer upon receipt of the signed letter of intent. Final payment is due Monday, March 10, 2025, AAO-HNS/F will assign Exhibition space based on the date the application is received. AAO-HNS/F reserves the right to assign other than the choice requested, if necessary, and to rearrange the floor plan and/or relocate any exhibits. AAO-HNS/F will grant promotional opportunities based on the date the application is received and availability of requested promotion. AAO-HNS/F reserves the right to assign other than the choice requested if necessary and in agreement with the applicant. AAOHNS/F reserves the right to reassign or release exhibition booth space if full payment is not received by the final deadline date of Monday, March 10, 2025. Please consult the Exhibit Space diagram for booth locations. The exhibition will be held at The Westin Alexandria Old Town, in Alexandria, VA. The application form is a binding agreement, valid upon AAO-HNS/F’s receipt.

Cancellation Policy for Exhibit

For cancellation received after initial booking and prior to Monday, March 10, 2025, a cancellation fee of 50% of the total support will apply. For support cancelled after Monday, March 10, 2025, 100% cancellation fee applies.

Default Occupancy of Exhibition Space

Any exhibitor failing to occupy space contracted for is not relieved of the obligation to pay for such space at the full rental price, and AAO-HNS/F shall have the right to use such space as it sees fit to eliminate blank space in the exhibit area, provided such booth space is not occupied by the official install time.

Default Occupancy of Symposium/Advertising

Any supporter failing to occupy space contracted for it not relieved of the obligation to pay for such space/advertising at the full rental price, and AAO-HNS/F shall have the right to use such space as it sees fit to eliminate blank space accordingly, provided such space is covered by the official install time or publication date.

Cancellation, Postponement, or Relocation of Conference

In the event AAO-HNS/F cancels, postpones, or relocates the event for any other reason outside of AAO-HNS/F’s reasonable control (including but not limited to cancellation due to force majeure), AAO-HNS/F shall refund any fees paid by the exhibitor minus reasonable expenses incurred at the date/time of cancellation by AAO-HNS/F as related to the Event, as determined by AAO-HNS/F in its reasonable discretion.

AAO-HNS/F Right to Remove the Exhibitor's Property 

AAO-HNS/F reserves the right to remove from the exhibit area premises any or all property of the exhibitor should the AAO-HNS/F event be canceled or relocated in an emergency or should the exhibitor violate any of the conditions of the exhibitor’s agreement. This right may be exercised without prior notice and without hearing.

Photography/Videotaping and Camera Crews

The examining of another exhibitor’s equipment or display without permission is forbidden (including but not limited to photographing, including use of a camera-enabled cell phone; videotaping; or by any other means). Live public/media broadcasts by exhibitors are strictly prohibited. Exhibitors that wish to use a photographer other than the designated official show photographer and/or mobile camera crew must contact otoexpo@entnet.org for additional information.