Exhibit Information

Exhibitor Rules

• Exhibitor assumes entire responsibility and hereby agrees to protect and indemnify DMC 2025, ARCTOS, Show Management and its subcontractors, show hosts, sponsors and co-sponsors, and the Caribe Royale harmless from any claims, losses, expenses, (including attorneys’ fees) and liability arising in connection with the DMC meeting being held at the the Caribe Royale November 17-20, 2025. Exhibitor agrees to make no claims whatsoever for loss, theft, damage, destruction of goods; nor for any injury to himself or employees while in the exhibit hall; nor for any damage of any nature, including damage to his business, nor for any loss resulting from labor disputes, acts of God or nature, or any actions of any nature of DMC 2025 and Show Management. DMC will engage a security service during the inclusive move-in period, operational hours and move-out period of the exhibition. However, furnishing of such service will not increase the liability of DMC, the event venue, their officers, employees or agents. Exhibitor may elect to hire additional security services for its property, at its own expense, through the official General Services Contractor for the exhibition.
• Upon acceptance of the booth application, payment must be received within 45 days or space may be released. If fees are fully or partially unpaid at time of on site badge pick up, exhibitor will be prohibited from setting up their display until fees are paid in full.
• Exhibitor to notify Show Management in writing if it needs to change its booth size, change its company listing and/or contact information, as well as if it needs to cancel out of the show. Please note: In the event of total or partial cancellation (space size reduction) by Exhibitor, the booth fee will not be reduced or refunded.
• Exhibitor must designate a Point of Contact for the show. Information regarding the show will be disseminated to the Point of Contact electronically. The Show Management will provide the Exhibitor an Exhibitor Log-in User ID and Password to use to register staff members, upload logo, etc. This log-in will allow an Exhibitor to obtain information not listed on the Exhibiting page of the website
• Exhibitor acknowledges that DMC 2025, ARCTOS, Show Management and its subcontractors, and the Caribe Royale do not maintain insurance covering the Exhibitor’s property. The Exhibitor is advised to carry floater insurance to cover their exhibit material against damage and loss and public liability insurance to cover against injury to the Exhibitor, its staff, and to injury to others. All property of Exhibitor is understood to remain under its custody and control in transit to and from and within the confines of the exhibit area.
• No exhibit shall be permitted to interfere with a neighboring exhibit. Island exhibits must not include a back wall that blocks visibility of neighboring booths. In-line booth walls or equipment displayed must not exceed eight (8) feet in height. Any exceptions or modifications to the height restrictions must be approved by Show Management.
• All exhibits must be set up by 3:30 PM on Monday, November 17. If for some reason booth materials have not yet arrived and the Exhibitor must set up at a later time/day, setup must be coordinated with Service Decorator and Show Management to ensure booths are setup during the slower traffic times.
• No explosives, fuel, combustibles, hazardous materials, decorative materials neither fireproofed nor flameproofed, or any other materials or substances deemed hazardous under applicable fire regulations may be brought into the Exhibit Hall.
• Exhibitor must observe all union regulations in force in the Exhibit Hall and use qualified personnel for services.

Exhibitor Faq

Exhibit Refund / Cancellation / Release of Space

If an Exhibitor must cancel their booth, or a portion of multiple booths, booth fees are non-refundable.

All cancellations must be submitted in writing to the Exhibit Manager. All Exhibitor Booth rentals must be paid in full within 45 days of submittal, or, if registering for an exhibit booth within four weeks of the Conference, payment must accompany the registration. If Exhibitor Booth fees are not paid by these dates, space will be released.

In the event DMC/ARCTOS must cancel or postpone the conference due to unforeseen circumstances, DMC/ARCTOS will refund in full the paid exhibit booth fees. However, DMC/ARCTOS does not assume responsibility for any additional costs, charges, or expenses; to include, charges made for travel and lodging. If the Conference is postponed, paid Exhibitors will be given the option to transfer their payment to the rescheduled dates or receive a full refund upon DMC/ARCTOS’s receipt of the Company’s Booth cancellation, in writing, and within 4 weeks of the announcement of the rescheduled Conference dates.

(Unforeseen circumstances is used to describe an event that is unexpected and prevents DMC/ARCTOS from continuing with the Conference.)

Exhibit Hall Hours

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