IHCA Exhibitor Portal

• Shipping & Handling Info:
  • For questions regarding show services and shipping needs, please contact Event Decorators of Iowa at [email protected] or 515-237-8282. The order deadline is Friday, Sept. 5, 2025, for discount pricing. 
• Electricity Orders: Complete Encore Events order form to order electricity or upgrade your booth. 
  • Contact: Denise Augustine, [email protected] 
  • Most booths require 10-amp service 
• Wi-Fi: Complimentary guest Wi-Fi will be available. 

Terms and Conditions

This Marketing/Sponsorship Agreement (“Agreement”) is entered into by and between the Iowa Health Care Association (“The Association”) and the Advertiser/Sponsor/Exhibitor (“Vendor”), as identified in this Agreement.

1. Definitions

For purposes of this Agreement:

• “The Guide” refers to the Association’s current Sponsorship, Trade Show & Advertising Guide.
• “Event” includes any conference, trade show, program, or opportunity hosted or coordinated by the Association as referenced in The Guide.
• “Marketing Materials” means any advertisement, signage, promotional content, or media submitted by Vendor for use under this Agreement.
• “Agreement” includes this document and any associated or referenced documents (e.g., The Guide, Reservation Form).

2. Purchase of Marketing Opportunities

Vendor agrees to purchase marketing opportunities as selected on the Marketing & Sponsorship Reservation Form, at the rates, levels of participation, and advertisement specifications outlined in The Guide in effect at the time of purchase.

3. Submission of Materials

Vendors shall submit all marketing materials in accordance with the specifications and deadlines outlined in The Guide.

• The Association reserves the right to reject materials submitted after the deadline or that do not meet specifications.
• No refund will be issued for late, incomplete, or noncompliant submissions.
• Full payment is due upon submission. If full payment is not received, the Association reserves the right to cancel this Agreement without further obligation.

4. Placement and Promotion Rights

The Association retains full discretion over the placement of advertisements and the promotion of sponsorships, including the manner and platform of promotion.

5. Use of Association Branding

Vendor shall not use the Association’s name, logo, or any affiliated branding without prior written consent.

6. Right of Refusal or Cancellation by the Association

The Association reserves the right to refuse or remove any marketing material, or to cancel this Agreement, at its sole discretion, if the material:

• Is deemed in poor taste;
• Conflicts with the Association’s values, services, or programs;
• Is not in the best interest of the Association or its members;
• Violates any laws or regulations.

In such cases, the Association will refund the amount paid by the Vendor. While the Association will endeavor to provide advance notice where practicable, it is not required to do so.

7. Cancellation of Sponsored Events

If the Association cancels an event sponsored by the Vendor, it may, at its discretion, offer a comparable substitute opportunity or issue a refund for the amount paid.

8. Cancellation of Agreement by the Association

The Association may cancel this Agreement for any reason. If cancellation occurs without cancellation of the associated event, the Association shall issue a refund to the Vendor.

9. Vendor Cancellation and Refunds

Cancellation by Vendor must be submitted in writing to the Association. Refunds for cancellations will be issued according to the following schedule:

• Cancellation more than 90 days prior to the start of the event: 50% refund of the total fees paid.
• Cancellation less than 90 days prior to the start of the event: No refund. 

Failure to occupy booth space does not release the Vendor from the obligation to pay in full. If booth space is unoccupied by the display installation deadline, the Association may reclaim it for any purpose without obligation to the Vendor. In the event of a breach by the Vendor, the Association may immediately terminate this Agreement. In such cases, the Vendor will not be entitled to a refund and will forfeit all payments made.

10. Errors or Omissions

The Association is not liable for errors or omissions made by third-party vendors (e.g., printers) involved in preparing or publishing marketing materials. 

• If notified promptly, the Association will republish the affected material at no additional cost, when reasonably feasible.
• The Association will not be responsible for any further damages, including lost revenue or business.

11. Indemnification and Release

Vendor agrees to release, indemnify, defend, and hold harmless the Association, its officers, directors, employees, representatives, successors, and assigns from any and all losses, damages, liabilities, deficiencies, claims, actions, judgments, settlements, interest, awards, penalties, fines, costs, or expenses of whatever kind, including reasonable attorneys’ fees, the cost of enforcing any right to indemnification hereunder, and the cost of pursuing any insurance providers arising out of or related to: 

• Vendor’s participation in the marketing opportunity;
• Vendor’s materials or conduct;
• Any third-party claim relating to infringement or violation of rights.

12. Insurance Requirements

Vendor shall, at its own expense, secure and maintain insurance to fully protect itself and the Association from any and all claims of any nature for damage to property or personal injury, including death, made by anyone, that may arise from operations carried on under the Agreement. Vendor shall provide and maintain the following insurance coverage during the term of the Agreement:

• Commercial General Liability Insurance with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate.
• Workers’ Compensation Insurance as required by the state of Iowa, including Employers Liability coverage with limits not less than $1,000,000 per occurrence.
• Automobile Liability Insurance with limits not less than $1,000,000 per occurrence for bodily injury and property damage.

All insurance policies shall name the Iowa Health Care Association, its officers, directors, agents, and employees as Additional Insureds. Vendor shall provide Certificates of Insurance upon request by the Association.

13. No Endorsement or Guarantee

Participation in marketing opportunities does not imply any endorsement, certification, or guarantee by the Association of the Vendor or its products, services, or capabilities.

14. Intellectual Property

All marketing content provided by Vendor remains the intellectual property of the Vendor. By submitting materials, Vendor grants the Association a non-exclusive, royalty-free license to use, reproduce, and display such materials solely for the purpose of fulfilling this Agreement and promoting the Event.

15. Confidentiality

Vendor agrees to treat as confidential all non-public information received from the Association and shall not disclose such information to any third party without prior written consent, except where required by law.

16. Limitation of Liability

The Association’s total liability under this Agreement shall not exceed the total amount paid by the Vendor under this Agreement. Under no circumstances shall the Association be liable for any indirect, incidental, special, or consequential damages.

17. Term and Termination

This Agreement is effective upon execution and will remain in force until the completion of all marketing opportunities unless earlier terminated in accordance with the terms herein.

18. Compliance with Laws

Each party agrees to comply with all applicable federal, state, and local laws, ordinances, and regulations in connection with its performance under this Agreement.

19. Third-Party Venue Requirements

Vendor agrees to comply with any terms, policies, or restrictions imposed by third-party venues or platforms hosting the marketing opportunity.

20. Assignment

Vendor may not assign, transfer, or delegate its rights or obligations under this Agreement without the prior written consent of the Association. This Agreement is binding on the parties and their respective successors and permitted assigns.

21. Photography/Videography Rights

The Association reserves the right to use images and videos of Vendor booths or participation for promotional purposes.

22. Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of Iowa, without regard to its conflict of law principles.

23. Dispute Resolution

In the event of any dispute arising out of or relating to this Agreement, the parties agree to first attempt to resolve the dispute through good-faith negotiations. If such efforts fail, the dispute shall be submitted to mediation in Polk County, Iowa. If mediation fails, the parties agree to the exclusive jurisdiction of the courts in Polk County, Iowa.

24. Force Majeure

The Association shall not be liable for any failure to perform under this Agreement due to causes beyond its reasonable control, including but not limited to natural disasters, war, public health emergencies, labor disputes, internet failures, or    government restrictions.

25. Acceptance

By submitting the Reservation or Exhibitor Form, Vendor acknowledges and agrees to these terms in full. Submission via electronic means, including email or an online form, shall constitute acceptance under the Uniform Electronic Transactions Act and the federal E-SIGN Act.