Exhibitor Guidelines - 2024

EXHIBIT RULES AND REGULATIONS

OVERVIEW:

These rules and regulations are to be construed as a part of all space contracts. The Association reserves the right to interpret the regulations and standards as well as to make final decisions on all points that the regulations and standards do not cover.


CHARACTER OF EXHIBITS:

The Association reserves the right to decline or prohibit any exhibit or any part of any exhibit or proposed exhibit which in its judgment is not suitable to or in keeping with the character of the exhibition. This reservation is all-inclusive and concerns persons, things, conduct, printed matter, and catalogs.


PRODUCTS NOT ELIGIBLE FOR EXHIBITION:

The following may not be exhibited:

  1. Dental materials and devices that have been declared dangerous and worthless by the American Dental Association.
  2. Products that are not relevant to the practice of dentistry unless approved.
  3. Products and materials otherwise prohibited by Hyatt Regency Coralville Hotel & Conference Center.

EXHIBIT BOOTH INCLUSIONS:

  1. Each booth will be provided with a back wall 8’ high and side walls 36” high except on the outside of corner booths.
  2. A uniform 1-line booth sign, size 7” x 44”, will be furnished with each space.
  3. One name per booth will be listed in the onsite guide.
  4. Four badges per booth.

Booth Order Trade Show Vendor Form


EVENT TECHNOLOGY:

Encore Global is the exclusive provider of electrical services at the Hyatt Regency Coralville Hotel and Conference Center. Power, internet access, and AV equipment are not included in your exhibit space, but can be arranged in advance for a flat fee of $50. Charges apply for these services and advanced payment is required. Plugging into power or pirating internet that is not specifically provided for an individual exhibitor’s use will not be permitted. Any exhibitor found in violation will be asked to leave the exhibit area and no refund for exhibition fees will be provided. If you need event technology, such as power, please mark so on the Exhibitor and Sponsorship Application. If you've already submitted the application, please email jess@iowadental.org with your request.


LEAD RETRIEVAL:

The Iowa Dental Association has partnered with Trade Show Leads to offer exhibitors the option of ordering lead retrieval to make it easier to capture sales leads while at the show.
Lead Retrieval Order Form 


EXHIBITOR REGISTRATION:

Exhibitors must register before setting up their booths.


SET-UP DAY:

Wednesday, May 1:  8:00 AM to 5:00 PM
Thursday, May 2:  7:30 to 9:00 AM

All exhibits must be in place by 9:00 AM on Thursday, May 2, and remain in place until 2:45 PM on Friday, May 3. Dismantling may begin at 2:45 PM on Friday, May 3 and must be completed by 6:00 PM.


EXHIBIT HOURS:

The exhibit hall will be open:

  • Thursday, May 2: 9:00 AM to 3:00 PM
  • Friday, May 3: 9:00 AM to 2:45 PM

EXHIBITING REGULATIONS:

Taking orders and/or making cash or credit card sales outside the confines of assigned booth space are prohibited.

The playing of any music on the exhibit floor is not permitted. This applies to live as well as recorded music. The IDA has no license agreement with the American Society of Composers, Authors, & Publishers (ASCAP).  The IDA cannot accept responsibility for music played by exhibitors.

Firms and representatives of firms not assigned exhibit space are prohibited from soliciting business in any form in the exhibit hall. Violators of this prohibition will be required to leave the hall.

Displays shall not be placed in such a manner as to interfere with the space of other exhibitors. No construction is allowed on the sides or top of any booth that would obstruct the line of sight of adjacent booths.


LOAD IN/OUT:

Any person or company utilizing the convention dock and garage entrance to Load In and Load Out will be held accountable to the following rules and regulations:

  • Schedule:
    Once a Load In and Load Out schedule has been established by the convention organizer, the schedule must be adhered to. This will avoid any inconvenience for the attendees and other guests. Access to the exhibit area will not be guaranteed outside of the arranged times.
  • Convention Dock Parking:
    Trucks and containers may be parked temporarily at the convention dock/garage entrance and must be removed as soon as they are emptied. Under no circumstances can they be left on the property overnight. If trucks have large trailers unhooked for unloading they must reconnect after the truck is unloaded and park elsewhere. Once the equipment is unloaded off of the truck and before any equipment set-up is performed on the convention floor the truck must be moved. Any exhibitor that deliberately violates this rule will be asked to leave the property and may not be allowed back on the property.

SHIPMENT INSTRUCTIONS/PACKAGE HANDLING:

All freight and crates must be delivered to the exhibit company responsible for the set-up and teardown of the show. All costs involved with movements and storage of freight during the show or delivered prior to the Load In date will be the responsibility of the General Contractor/Exhibit Company performing the Load-in and Load-Out. The Hyatt Regency Coralville has no storage facilities for materials and will not accept any exhibitor freight sent directly to the hotel.

If you need freight handling services for your upcoming tradeshow conference, please ship your packages to:
1220 Capital Drive SW Cedar Rapids, IA 52404 (BUILDING #4) . Attention “Troy Albaugh” . Also please send an email to Office@RandDEvents.com, notifying them of your shipment. Please provide the name of your company booth and address for billing. Customers may start shipping items 3 weeks prior to the show date.

(All packages and freight must be pre-paid. Customer must supply the UPS or FedEx account information and the address to be able to ship the packages back to the required destination. R &D Events is responsible to organize and transport your packages to the venue and back. Customers are responsible for all shipping charges.)

(If you have big freight shipments, (a pallet size or more.) Please make an appointment prior to arrival at our store. You must select liftgate option for drop off and pickup.) Rates for freight handling: Freight and packages will be $0.65 per pound, with a minimum of the first 200 lbs. ($130.00 min.) Please have the weights of your packages available for pre-payment with R & D Events prior to any shipments.


PAYMENT/CANCELLATION:

  1. Payment: Payment in full is required with the application contract for exhibitor space. The application cannot be processed without the appropriate payment.  All checks should be made payable to: IOWA DENTAL ASSOCIATION. Mailed applications and/or checks should be sent to IDA, 666 Grand Avenue, Suite 901, Des Moines, IA 50309. If paying via credit card, you may fax application to IDA at 515.334.8007, or email top portion to jess@iowadental.org and call IDA at 515.331.2298 to provide credit card information. Please do not send credit card numbers via email.
  2. Cancellation: All cancellations must be made in writing to the Iowa Dental Association. Cancellation of the exhibit contract may be made prior to January 1, 2024, without penalty and payment will be refunded. If exhibitor space is cancelled after January 1, 2024, but before March 1, 2024, the Association shall retain half (1/2) of the contracted booth amount. If the exhibit space contracted is cancelled after March 1, 2024, the Association shall retain the full amount of the total contract obligation submitted.

CHANGES IN BOOTH ASSIGNMENTS:

The Iowa Dental Association reserves the right to make booth assignment changes with no advance notice to exhibitors.


SECURITY:

The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims. Hotel will not be responsible or liable for any loss, damage, or claims arising out of exhibitor’s activities on the Hotel’s premises except for any claims, loss, or damages arising directly from the Hotel’s own negligence. The Trade Show Organization will be responsible to negotiate the contract with its exhibitors.


Hyatt Regency Coralville Hotel & Conference Center Exhibitor Guidelines and Agreement

The Hyatt Regency Coralville Hotel and Conference Center welcomes exhibitors associated with various events hosted at our hotel. We pride ourselves on being a world-class hotel and continue to portray this image throughout the hotel. Safety and Security are a key part of the image and therefore it is critical that any exhibitor that enters the hotel adheres to all the policies and procedures that are outlined in this document. Any violation of these policies and procedures can result in the exhibitor not being allowed on hotel property.

Liability of the Iowa Dental Association and the Hyatt Regency Coralville Hotel and Conference Center
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of the exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.”

View Hyatt Regency Coralville Hotel & Conference Center Exhibitor Guidelines and Agreement