These Terms, Conditions, Rules, and Regulations (collectively, Terms) are incorporated into the Exhibit Application as if restated in full and are a binding contract between the Exhibitor/Exhibiting Company (Company) and the Educational and Research Foundation for the American Academy of Facial Plastic and Reconstructive Surgery (AAFPRS Foundation). Any details not specified in these Terms are subject to decision by the AAFPRS Foundation.
Admission to Hall
Properly badged exhibitor attendees will be admitted to the Exhibit Hall one hour before show opening each day, and may remain up to one half-hour after show closing each evening. No badges will be issued without identification of company affiliation.
Amendments
The AAFPRS Foundation reserves the right to make changes, amendments and additions to this prospectus and these rules as considered advisable for the proper conduct of the exhibit with the provision that all exhibitors be advised of any such changes.
Americans with Disabilities Act
Company will be responsible for compliance with the Americans with Disabilities Act within their booth and assigned exhibit space.
Arbitration
Any unresolved controversy or claim arising out of or relating to these terms or breach thereof, including without limitation any dispute concerning the scope of this clause, will be settled by arbitration in Alexandria, Virginia in accordance with the commercial rules of the American Arbitration Association, and judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof. Any award shall be limited to actual damages; punitive damages shall not be awarded. The prevailing party shall be entitled to recover its expenses of arbitration, including but not limited to reasonable attorney's fees and any other justifiable costs.
Booth Assignment
Exhibit booths are assigned at the sole discretion of AAFPRS Foundation and are subject to change at any time, but usually are assigned on a first-come, first-served basis after receipt of full payment and completed online.
Booth Carpet
If carpeting is not already provided in the Exhibit Hall area, it is the responsibility of the exhibitor occupying that space to provide carpeting.
Booth Dismantle
Dismantling of booths prior to the official closing of the Exhibit Hall is strictly prohibited. Company agrees to pay a fine (up to 50% of your exhibit fees) for tearing down early without prior approval from the AAFPRS Foundation. In addition to the fine, the company will be placed in the back of the Exhibit Hall at future conferences.
Cancellation of Exhibit Space
Cancellations must be made in writing and submitted to the Director of Industry Relations and Communications. If the company cancels on or before Friday, July 18, 2025, the company will receive 50% of the total cost of booth space back and 50% will be retained by the AAFPRS Foundation. If the company cancels after Friday, July 18, 2025, the AAFPRS Foundation will retain 100% of the total contract obligation. No refunds will be granted after Friday, July 18, 2025. Additionally, any space not claimed and occupied on-site, or for which special arrangements have not been made by 8:00am on Thursday, September 18, 2025, will be reassigned or forfeited, at the sole discretion of AAFPRS Foundation.
Changes
Since printing of the Onsite Guide will occur the last week of August 2025, no changes to company descriptions can be made after Friday, August 15, 2025. In addition, any changes made on-site to exhibitor representatives and badges, will result in a $100 fee per change. Payment is required at time change is made.
Contract for Space
Full payment must be submitted with the application before the AAFPRS Foundation will consider allocating space in the exhibit hall. Applications without full payment will not be processed or accepted. The AAFPRS Foundation will assign space through a revocable license only after the signed application and the full payment for rental charges are received, and the revocable license will relate only to the space allotted, which is subject to change and reassignment. A completed application for space with full payment and all requested information must be received by the AAFPRS Foundation via online registration.
Applications are considered complete when submitted with the following: