exhibiteducate. advocate. cooperate.

Healthcare Billing & Management Association

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policies&procedures

VENDOR AFFILIATE ADVISORY COMMITTEE

The Vendor Affiliate Advisory Committee serves as the vital communications link between HBMA and

the vendor community. The committee seeks feedback on all marketing programs HBMA offers to

the vendors of HBMA and maintains and enforces all marketing and communication policies of HBMA

marketing programs. The Vendor Affiliate Advisory Committee also works with HBMA and the vendor

community on all conferences and exhibits. The committee is responsible for maintaining working

relationships with the vendor community. The committee is responsible for the wrap-up meeting which

is held after each conference.

The committee has several goals for 2016 that include: clearly define the relationship of our

vendor supporters; create and maintain a strong relationship between our members and our

supporting vendors; continue to reiterate the value of our vendors to the HBMA membership

without favoritism or endorsement; design and enforce a Policy and Conduct Manual to answer

questions and privileges associated with being a vendor.

Barry S. Reiter chairs the Vendor Affiliate Advisory Committee. There are currently

ten members.

Healthcare Billing and Management Association 2025 M Street, NW, Suite 800Washington, DC 20036Phone: 877/640-4262 • Fax: 202/367-2177 www.hbma.org

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exhibit policies & procedures

GENERAL . . . . . . . . . . . . . . . . . . . . . . . . . 4IntroductionOpening StatementDefinitionsAdmission PoliciesExhibitor Eligibility ComplianceHotel Reservations

EXHIBIT PROCEDURES . . . . . . . . . . . . . . 5Character of ExhibitApplication to Exhibit –

Fees, Registration PeriodsTerms of Payment and CancellationSession and Event AttendanceSpace SelectionShow ScheduleExhibitor Registration and BadgesForfeitureIncluded Services and Equipment

DISPLAY RULES . . . . . . . . . . . . . . . . . . . . 8AislesAnimalsBooth Standards/SightlinesDemonstrationsDisplay Guidelines and RestrictionsFire Protection/Fire Marshall RequirementsFood and Beverage SamplingHandling and StorageHanging Signs and GraphicsInstall/DismantleLaborNon-CompliancePhotography/RecordingSecuritySound/Noise/Music/LightingSponsorshipsStaffing of Booth

CONDUCT . . . . . . . . . . . . . . . . . . . . . . . . 11AttireBehavior/Good Neighbor PolicyHospitality and Networking by ExhibitorsLiterature Distribution/GiveawaysOutboardingRaffles, Drawings, and ContestsSmokingSuitcasing

COMMUNICATIONS . . . . . . . . . . . . . . . . 12Acceptance of CommunicationsContacting AttendeesList Serve AccessOfficial Show Directory and Exhibitor ListingsMobile App for ConferencesPaging/Announcements

CONTRACT MANAGEMENT . . . . . . . . . 13Additional Rules/Authority of Show ManagementADAApplicable Law Clause-Non EndorsementExhibitor Insurance RequirementsForce MajeureHold Harmless and IndemnificationLicensing/Permits

Table of Contents

OPENING STATEMENTHBMA Exhibitor events are produced by showmanagement to provide a marketplace for the medicalbilling industry and to facilitate the exchange of infor-mation about relevant products or services.

DEFINITIONS“Event” means HBMA Conferences, which include theexhibition, conference, general sessions, and othershow management-produced related programs. Eventis owned, produced and managed by HBMA, Inc.

“Show Management” means, collectively HBMA.

“Exhibitor” means the company or person that appliedfor exhibit space rental and agreed to enter into acontract upon acceptance by show management in themanner stated below.

“Facility” means the location or locations at which the

event is being held.

The exhibit space application, these exhibitor rules andregulations, the exhibit display regulations and theexhibitor services manual are hereinafter referred toas the “Agreement” and constitute the agreementbetween HBMA and the exhibitor.

ADMISSION POLICIESExhibit hall admittance is restricted to exhibitorpersonnel and registered attendees displaying theofficial event badge. All personnel representing theexhibitor or its authorized agents must be properly iden-tified with this official show management badge.

In the interest of safely and injury prevention, childrenunder 18 years of age will not be permitted on the exhi-bition floor during installation and dismantling of exhibits.During exhibition hours, no one under 18 years of agewill be admitted to the exhibition. No baby strollers areallowed on the exhibition floor.

Exhibitors are permitted access to the exhibit hall withproper identification outside of established show hoursas specified for the individual event.

EXHIBITOR ELIGIBILITY/REQUIREMENTSAll exhibits and related demonstrations and presenta-tions shall serve the interests of association members.Show management reserves the right to accept ordecline, in its sole and absolute discretion, an applicationfor exhibit space and to determine the eligibility of anyexhibitor for inclusion in the event. Only HBMA VendorAffiliate member companies are entitled to register atthe reduced exhibit booth registration fee Companiesholding other types of membership, i.e Prinicipal

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GeneralINTRODUCTIONThe rules and regulations that govern exhibitions and similar buyer/seller events define how buyers and sellers

will interact with each other on and off the exhibition floor. Exhibition rules are designed to protect the integrity of

the exhibition and/or event itself as well as provide an inviting space for all exhibitors and attendees. Exhibition

rules form the basis of participation by all in the event.

Any and all matters, whether covered or not specifically covered by this content, shall be subject solely to the

decision of show management.

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Members, may choose to exhibit at the rate assessedfor non-member companies.

Acceptance and execution of a space application doesnot carry HBMA’s endorsement of the products orservices of that exhibitor.

COMPLIANCEShow management reserves the right to remove orprohibit any exhibit in whole, or in part, or any exhibitoror representatives that in its opinion are not, or whoseconduct is not, in keeping with the character andpurpose of the trade show.

Show management reserves the right to decline anexhibitor permission to conduct, maintain and exhibitif, in the sole judgment of show management, exhibitorshall in any respect be deemed unsuitable or offensiveto other individuals. This reservation includes, but isnot limited to, personal attire and conduct, articles ofmerchandise, printed matter, souvenirs, catalogs, andany other items, without limitation, which affect thecharacter of the exhibition, the event or HBMA.

In the event an exhibiting company and/or its represen-tative(s) are in violation of any of the rules and regulationsestablished by HBMA, the infraction will be taken up withShow Management and the Vendor Affiliate Committee.A non-compliance warning will be issued and conse-quences of continuing the infraction presented.

Depending on the nature of the infraction, non-compliancemay result in the following actions:

• Immediate dismissal from the exhibit show• Loss of priority status• Exclusion from future shows

HOTEL RESERVATION AND CANCELLATION POLICIESHBMA has negotiated special hotel rates for attendeesof our events. Exhibitors may secure their hotel reser-vation through the hotel contact information publicizedfor the specific meeting. Please contact the hotel directlyshould it be necessary to cancel your room reservation.

Staying within the room block will help HBMA meet itscontractual obligation to the hotels, avoid penalties, obtainfavorable rates in the future, and control registration costs.

Exhibit ProceduresCHARACTER OF EXHIBITAll booths are 8 feet deep by 10 feet wide. Includedwith each space are draped back and side walls, abooth identification sign, one 6' draped table, two chairsand a wastebasket. The exhibit hall floor and all boothsare carpeted. Twenty-four hour security, including move-in and move-out, daily aisle maintenance and trashcontrol, general overall illumination and temperaturecontrol will be provided.

No exhibitor shall exhibit, or permit to be exhibited, inthe space allotted to him, any goods or services otherthan those specified in the space application asapproved by show management. Any additions to theproducts and services to be displayed must receive thewritten consent of HBMA.

APPLICATION TO EXHIBITThe rates for Exhibit Space are:

HBMA Vendor Affiliate. . . . . . . . $2295 per boothNon-Member . . . . . . . . . . . . . . $3295 per booth

Upon registering, show management will verifyexhibitor’s status to ensure that the correct registrationfee is charged. To retain member pricing, membershipdues must also be current and paid in full at the timeof the event.

Exhibitor registrations for national conferences will beaccepted according to the following procedure:

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Sponsoring Companies have 1st option for a period ofseveral weeks once registration is open.

Returning Exhibitors (i.e. those companies who haveexhibited at a national conference within the past year)have 2nd option for a period of several weeks after thesponsor registration period.

All Exhibitors may sign-up to exhibit at the conclusionof the returning companies period.

Note: Show Management is required to un-register non-eligible companies that attempt to register outside ofthe designated registration period. Specific dates willbe publicized for each national conference.

TERMS OF PAYMENT AND CANCELLATIONApplications must be accompanied by check or money order made payable in U.S. funds to HBMA in the full amount per space rental reserved. If written notice of space cancellation is received by the published cancellation date (approxi-mately one month prior to the conference), a full refund less a $100 administration fee, will be made. No refund for cancellation will be made for requests postmarked after the designated cancellation date. In case of cancel-lation of the meeting for reasons beyond the control of HBMA, the liability of the association shall be limited to the refund of the amount paid by the exhibitor.

HBMA has the absolute right to cancel the contract ifexhibitor fails at any time to comply with any of the

terms, provisions or conditions of the contract. Suchcancellation shall be without liability on the part ofHBMA who shall retain all payments made by exhibitorfor exhibit space.

SESSION AND EVENT ATTENDANCEDue to meeting room space restrictions, session atten-dance is based on first-come, first-served access.

Only individuals registered and badged may attendconference events. Exhibitors are required to sign-upin advance for all ticketed events.

SPACE SELECTIONBooth selection is on a first-come, first-served basis inaccordance with the registration process as described.Show management reserves the right to set asidepremium exhibit space as part of sponsorship packagesoffered to exhibitors.

SCHEDULEThe dates and hours of operation of the event are deter-mined by HBMA, who reserves the right to change thedates and the hours of operation for the event. Exhibitorswill be notified of any changes should this becomenecessary.

The Exhibitor Prospectus and the HBMA website willoffer the following information for each upcomingexhibitor event:

• Show dates and hours

• Exhibitor move-in, move-out

• Location of the meeting

• Exhibit hall floor plan

EXHIBITOR REGISTRATION AND BADGESIndividuals staffing the booth must be registered andwear the official show management badge bearing onlythe name of the exhibiting firm as designated on thecontract for exhibit space.

Each exhibiting firm receives two (2) complimentaryconference registrations. Each exhibiting company islimited to three (3) representatives. Representatives mustbe employees of the exhibiting company. The fee for athird representative is $300. In specific instances, i.e.for some levels of sponsorship, registration for the third

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representative may also be designated as complimentary.

Badges are the property of show management and arenon-transferable. The lending/sharing of badges isprohibited and will result in confiscation. Exhibitorsdesiring additional badges for their personnel must begranted written approval from show management. Badgeswitching or the transfer of a badge to an unauthorizedindividual is a violation of the contract and will be subjectto confiscation of the badge and removal of the indi-viduals from the exhibit hall.

Cancellations or substitutions for complimentary badgescan be made through HBMA up to the posted cancel-lation date. There will be no refunds for unused badges.

FORFEITURESpace Abandonment – Any space not claimed andoccupied prior to ending set-up time may be resold orreassigned by HBMA without obligation on the part ofHBMA for any refund whatsoever.

Violations – Any violation by exhibitor of any of theterms and conditions herein shall subject exhibitor tocancellation of the agreement to occupy exhibit spaceand to forfeiture of any monies paid on account thereof.Upon due notice of such cancellation, HBMA shall havethe right to take possession of exhibitor’s space,remove all persons and properties of exhibitor andhold exhibitor accountable for all risks and expensesincurred in such removal.

Payments – All fees owed by the exhibitor for any reasonnot fully paid by date of show will result in the loss ofspace assignment. Any unpaid balance(s) to officialshow service contractors for services rendered toexhibitor may be grounds for any combination of: cancel-lation of exhibit space, forfeiture of deposits, removalof exhibit from exhibition floor.

SERVICES AND EQUIPMENT INCLUDEDIN EXHIBIT SPACE RENTALExhibit fee may include the following:

• Five or more hours (as specified) devotedexclusively to the exhibition

• Exhibit space with side and back drapes andstandard sign with company name and boothnumber

• Two complimentary exhibitor registrations per8'x10' booth space occupied. One additionalbadge is available for $300

• Free listing of exhibitor’s company name, boothnumber and product and services in the officialevent program guide provided to all attendees ifthe exhibitor meets the required deadlines andall fees owed are paid in full

• Carpeted aisles and booth space

• One draped 6' table, 2 chairs and a wastebasket

• 24-hour security from set up to tear down

• Free pre-and post-registration lists of registeredattendees

• Free refreshments served in the exhibit hall

• Access to education sessions

Exhibit space does not include the following:

• Electrical services, shipping and handling,Installation and dismantle labor, booth cleaning

• Furnishings, carpet, accessories, floral,booth rental

• Hardware, A/V rental, broadband internet andnetworking

• Lead retrieval unit

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Display Rules AISLESAisles must not be obstructed at any time. No portionof an exhibitor’s display, product, or demonstration mayextend into any aisle.

ANIMALSUnder the Americans with Disabilities Act (ADA), showmanagement must allow people with disabilities to bringtheir service animals into all areas of the facility whereexhibitors and attendees are normally allowed to go.

BOOTH CONSTRUCTION STANDARDS,SIGHTLINES AND HEIGHTExhibit booths must be designed, constructed andoperated in good taste. Booth space is 8 feet wide by10 feet deep. The maximum back wall height is 8 feetwith a 4 foot height restriction for the side rails. Displaymaterials should be arranged in such a manner so asnot to obstruct sight lines of neighboring exhibitors.The HBMA rule of thumb in evaluating obstructions isthe ability to stand at one end of an aisle and have aclear view of the space above 4 feet in the front 5 feetof all booths in that aisle.

DEMONSTRATIONSExhibitors shall conduct sales presentations and productdemonstrations in a manner which assures all exhibitorpersonnel and attendees are within the contracted

exhibit space and not encroaching on the aisle or neigh-boring exhibits. No activities should be planned orproducts displayed in a manner that would require anaudience to gather in the aisles. Show managementreserves the right to determine if a demonstration inter-feres with adjacent exhibit spaces and when it mustbe discontinued.

Exhibitors must comply with local regulations regardingfire/safety and environment that must be adhered to.Attention-getting devices, gimmicks and tactics that donot reflect favorably on the educational or businesspurpose of the show are prohibited. Devices including,but not limited to, entertainment, animals, models ordemonstrations of non-product items or services, mustbe approved in advance in writing by HBMA.

Vendors will have the opportunity to have a specialpromotion at their booth through HBMA sponsorship.Examples include the ice-cream break, water bottles,etc. Exhibitors are eligible to hold these special promo-tions for two consecutive conferences, thus allowingother exhibitors the same opportunity.

DISPLAY GUIDELINES AND RESTRICTIONSExhibitors are prohibited from possessing, displaying,or depicting any products or components in their boothwhich could be interpreted as being a promotion ofanother company. No exhibit will be permitted whichinter feres with the use of other exhibits or impedesaccess to them or impedes the free use of the aisles.

It is understood that exhibitors shall not injure, mar, norin any manner deface the premises. Exhibitors will not bepermitted to drive nails, hooks, tacks or screws into anypart of the building, put up decorations or adhesives thatwould deface the premises. Exhibitor shall promptly payfor any and all damages to the facility, booth equipmentor the property of others caused by the exhibitor or anyof its agents, contractors or representatives.

FIRE PROTECTION/FIRE MARSHALREQUIREMENTSAll exhibit spaces must be in full compliance with allfacility, fire marshal, show management, and exhibitguidelines, including all local, state and federal laws.

Cardboard, crepe paper, corrugated paper or other

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combustible materials are prohibited.

Helium balloons are prohibited.

All materials used in display construction or decoratingshould be made of fire retardant materials and becertified as flame retardant.

Exhibitors should dispose of any waste products theygenerate during the exhibition in accordance with guide-lines established by the Environmental Protection Agencyand the facility.

FOOD AND BEVERAGE SAMPLING(INCLUDING ALCOHOL POLICIES)Food and beverage products, including but not limitedto alcoholic beverages, may not be distributed byexhibitors unless agreed upon and under contract withHBMA. Small bowls of candy are allowed.

Exhibitors must adhere to all rules, regulations andlaws in effect at the facility regarding purchase, distri-bution and consumption of alcohol.

HANDLING AND STORAGEThe official material handling contractor will handle andprovide storage space for crates, boxes, skids, etc.,during the exhibition and return properly marked mate-rials at the completion of the meeting.

Fire regulations in most exhibit facilities prohibit storingproduct, literature, empty packing containers or packingmaterials behind back drapes or under draped tables.In most cases, however, exhibitors may store a limitedsupply of literature or product appropriately within theexhibit space area, so long as these items do not

impede access to utility services, create a safetyproblem, or look unsightly.

HANGING SIGNS AND GRAPHICSThe highest point of any sign should not exceed themaximum allowable booth height of 8 feet.

No signs or adver tising devices shall be displayedoutside the exhibit booth space other than thosefurnished by HBMA.

INSTALL/DISMANTLENo displays may be dismantled prior to the officialclosing of the exhibition. Such activity will be considereda violation of these terms, rules and regulations.

Show management reserves the right to assign specificdays to exhibitors for delivery of equipment and/ordisplay items. Failure by exhibitor to abide by suchdelivery schedule shall obligate that exhibitor to pay allcharges incurred for labor as a result of the disruptionof the delivery schedule.

LABORLabor jurisdiction and union rules are determined bythe facility, state, and municipality in which the exhibitionis held. Skilled and unskilled labor as needed or requiredcan be arranged through the official service contractorat established rates.

NON-COMPLIANCEShow Management shall have full discretion in the inter-pretation and enforcement of all rules and regulationsgoverning exhibitors.

In the event exhibitor begins teardown prior to the closeof exhibits, exhibitor will be issued a non-compliancewarning and may be subject to a loss of priority status.

PHOTOGRAPHY/VIDEORECORDING/CAMERAS/VIDEOSExhibitors are permitted to photograph or produceaudio/video of their own booth displays and/or products.Exhibitors are prohibited from photographing orproducing audio/video of other displays, products ormaterials without prior written permission from showmanagement.

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Only official photographers and audio/video producersappointed by show management are permitted to photo-graph or record audio/video of the entire event.

SECURITYNeither show management, the official contractors, northe facility are responsible for the exhibitor’s propertyin the event of theft, accident, vandalism, or othercauses. General perimeter security is provided primarilyfor the purpose of badge and parcel checking. Exhibitorsare responsible for the security of their displays at alltimes and should be properly insured.

SOUND/NOISE/MUSIC/LIGHTINGIn general, exhibitors may use sound equipment in theirbooths so long as the noise level does not, in theexclusive judgment of show management, disrupt theactivities of neighboring exhibitors. Speakers and othersound devices should be positioned so as to directsound into the booth rather than into the aisle.

Exhibitors should be aware that music played in theirbooths, whether live or recorded, may be subject to lawsgoverning the use of copyrighted compositions. ASCAP,BMI, and SESAC are three authorized licensing organi-zations that collect copyright fees. Show managementdoes not have a license with any of these agencies;therefore the exhibitor is responsible for obtaininglicensing directly. Adherence to these federally mandatedcopyright licensing laws is of critical importance.

Lighting elements must be contained within the confinesof the contracted exhibit space and not protrude intothe aisles or onto neighboring exhibits. Strobe, flashing,and rotating lights are not permitted without the advancewritten approval of show management. Specializedlighting effects shall be in good taste and not interferewith neighboring exhibitors or otherwise detract fromthe general atmosphere of the exhibition.

SPONSORSHIPSExhibitors, both member and non-member companies,will be given the opportunity to purchase HBMA spon-sorships. Items and events available for sponsorshipwill be publicized by HBMA. Vendors may also contactHBMA to offer other sponsorships that may not be listedfor a particular event.

Sponsorship items are available to companies on a firstright of refusal process to immediate past sponsor.

STAFFING OF BOOTHAs a courtesy to participants and fellow exhibitors,exhibiting companies must open their exhibit on timeand staff the booth at all times during the exhibit hours.To insure readiness of the exhibit hall, HBMA recom-mends that booths be staffed 15 minutes prior to theposted exhibit hall schedule. No packing of equipmentor literature, or dismantling of exhibits is permitted untilthe exhibit show closing. Exhibitors should make traveland staffing arrangements accordingly.

Any exhibitor that fails to occupy its assigned exhibitspace by the end of published set-up hours, leaves itsexhibit space unattended during event hours, or beginsdismantling of exhibit space prior to the close of theevent, may forfeit its right to the exhibit space and itseligibility to exhibit at future events.

exhibit policies & procedures

Conduct BestPracticesATTIREExhibitors and attendees are required to dress andconduct themselves appropriate to and consistent withthe professional and business-like purpose of the show.

BEHAVIOR/GOOD NEIGHBOR POLICY Exhibitors are required to conduct themselves and operatetheir exhibit so as not to annoy, endanger, or interferewith the rights of others at the show. Show managementreserves the right to deny access to the exhibition floorto exhibitors not conducting themselves in a professional,ethical, and other wise appropriate manner.

Exhibitor’s personnel and their representatives maynot enter the exhibit space or loiter in the area ofanother exhibitor without permission from that exhibitor,and at no time may anyone enter an exhibit space thatis not staffed.

HOSPITALITY AND NETWORKING EVENTSBY EXHIBITORSNo exhibitor, or any affiliate thereof, shall conduct any off-site activity during official event hours that would encourageattendees to leave the officially scheduled event activities.Hospitality suites shall not be open during event hours.

Only exhibiting companies will be permitted to havemeeting rooms or hospitality/business suites at anyof the official hotels or exhibit facilities. Exhibitorsmust inform show management of any hospitalitysuites, functions, classes, seminars or exhibits beingheld at venues other than the exhibition floor, andmust receive express written consent from showmanagement for said activities prior to the show.Exhibitors who are found to be in violation of outsideactivities rules and regulations will be subject to theloss of exhibiting privileges.

Show management strictly prohibits solicitation ofbusiness in any public areas occupied by the event.Such solicitations are limited to badged individuals withinregistered booths in the exhibit hall only. In addition, noexhibitor may hold any revenue-producing or fundraisingfunction during the course of the HBMA conference.

Companies who wish to host hospitality suites mustapply in writing to show management for permissionand must agree that the suites not be open during anyscheduled event. If an activity is held without approval,show management reserves the right to exclude theexhibitor from future events.

LITERATURE DISTRIBUTION/GIVEAWAYSMaterials may be distributed only at the exhibitor’sdisplay and must be related strictly to the exhibitingcompany’s products and/or services.

HBMA is committed to advancing the healthcare billing and

management industry through advocacy and by providing

education, information, and other valuable resources to its

members while promoting high ethical and professional

standards.

HBMA Mission Statement

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OUTBOARDINGAny company that is not an official exhibitor that hostsan exhibit or other function at a non-official show venueis in violation of show rules and may lose priority statusand/or the ability to exhibit at future exhibitions. Exhibitingcompanies are encouraged to protect their investmentand report any violations to show management.

RAFFLES/DRAWINGS AND CONTESTSRaffles, drawings and contests, if permitted by law, areallowed in an exhibitor’s booth but will be regulated byshow management.

SMOKINGSmoking is prohibited within the function space.Smoking is allowed only outside of the building in desig-nated areas.

SUITCASINGSuitcasing is defined as any activity designed to solicitor sell products or services to delegates attending ameeting, conference, or event without the proper author-ization by show management. Any individual who isobserved to be soliciting business in the aisles or otherpublic spaces, in another company’s booth, or inviolation of any por tion of this policy, is subject toremoval without refund and subject to additionalpenalties, to be determined by show management.

CommunicationsACCEPTANCE OF COMMUNICATIONFROM SHOW MANAGEMENT ANDOFFICIAL CONTRACTORSExhibitor agrees, on its own behalf and on behalf of itsemployees and agents, to receive event and organizerrelated information via phone, facsimile, mail and e-mailfrom show management and its associated contractors.Exhibitor waives any right or option to opt out of any ofthese forms of communication until the conclusion ofthe contracted event.

The signer of the exhibit space application shall be theofficial representative of the exhibitor or shall have theauthority to act on behalf of the exhibitor. It is the

exhibitor’s responsibility to inform show managementif contact information changes to ensure the timelydistribution of exhibition information to the responsibleperson within exhibitor’s organization. This person shallbe authorized to enter into service contracts as maybe necessary and for which the exhibitor is responsible.This person will receive all official correspondence fromHBMA and be responsible for communicating all infor-mation to appropriate individuals.

CONTACTING ATTENDEESExhibitors may send an email or direct mail invitationto attendees to visit your booth prior to the conferencefrom the participant list furnished to you by HBMA. Theattendee list may only be used for 30 days followingthe conference. No further contact should be madewithout permission from the attendee.

Contact of attendees by phone, text messaging, orother means during the conference is prohibited. Allcontacts with a member must cease if so requestedby the individual.

LIST SERVE ACCESSExhibitors have access to the HBMA List Serve but maynot respond directly to the members. Vendors may havea client/member respond on their behalf. No selling isallowed on the List Serve. Complaints from membersmay result in your access being restricted.

OFFICIAL SHOW DIRECTORY ANDEXHIBITOR LISTINGSThe Exhibiting Company’s service or product descriptionwill be included in the final Conference Program Bookand will also be linked to the Conference Page on theMeeting Calendar of the HBMA website. The exhibitorshall be responsible for the content of its entries. HBMAreserves the right to edit copy to conform to formatand length limitations as necessary.

The company logo will be included in the Exhibitor Infor-mation section of the final program book and on anysponsor signage if received by the deadline date spec-ified in the Exhibitor Prospectus. For best results, Illus-trator or Freehand EPS files are requested. If notavailable, hi-res JPEG format will be accepted. Worddocument representations cannot be adequately repro-duced and HBMA is not able to use logos from websites.

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MOBILE APP FOR CONFERENCESThe HBMA Mobile App offers you the opportunity toget your company name and logo in front of allconference attendees for one month prior to, during,and after HBMA national conferences. Sponsors at thePlatinum and Gold levels receive a complimentaryrotating banner. Sponsors of the App also receive therotating banner. Banner ads will link to your exhibitorlisting page, including your website for additionalpromotion. Enhanced exhibitor listings are also availablefor purchase.

PAGING/ANNOUNCEMENTSShow management reserves the right to determinewhen and what type of announcements over the publicaddress system will be permitted. Exhibitor announce-ments over the PA system are prohibited.

Contract ManagementADDITIONAL RULES AND REGULATIONS/AMENDMENTS/AUTHORITY OF SHOWMANAGEMENTShow management reserves the right to make changes,amendments and additions to the rules at any time,and all changes, amendments and additions so madeshall be binding on the exhibitor with the provision thatall exhibitors will be advised of any such changes. Showmanagement shall have the final determination, inter-pretation, and enforcement of all rules, regulations,and conditions governing exhibitors. All matters andquestions not specifically covered by the agreementare subject to the decision of show management andthose decisions will be final.

ADAEach exhibitor shall have the sole responsibility forensuring that its exhibit is in full compliance with theAmericans with Disabilities Act and any other laws andregulations on disabilities or accessibility. Exhibitorsagree to comply with all laws and regulations that applyto their exhibit space. The exhibitor will ensure the

accessibility of its exhibit space and agrees to holdharmless and indemnify show management, the facilityand the official contractors against any claims, damagesor loss, including attorney’s fees and costs, arising outof or related to any alleged ADA violation.

APPLICABLE LAW CLAUSEThe agreement shall be governed by and construed inaccordance with the laws of the State of Californiawithout regard to conflict of laws, rules, policies, orprinciples. If legal action is required to enforce thisagreement, the prevailing party is entitled to recoverreasonable attorney fees, costs of court, and any otherexpenses incurred in enforcing the agreement.

APPLICATION FOR SPACE/EXECUTIONOF CONTRACT – NON ENDORSEMENTApplications for rental of exhibit space shall be subjectto the approval of show management, which reservesthe right to reject applications for space with or withoutcause if in the best interest of the event. Applicationswill be accepted or declined based on availability ofexhibit space and the proposed products and/orservices of the exhibitor. An exhibitor’s products and/orservices must relate to the needs of the industry.

The individual signing (either written or electronic signa-tures) on behalf of the exhibitor represents and warrantsthat he/she is authorized to do so.

Upon acknowledgement of acceptance of the applicationby show management, the application shall be a legallybinding contract between the exhibitor and showmanagement. It is understood and agreed that any

changes or modifications to the application in terms ofexhibit size, location, configuration, or cancelation by theexhibitor, following the initial submission, shall beconsidered accepted and approved by show managementif written notification is provided by exhibitor to, andreceived by, show management.

Acceptance of an application does not carr y showmanagement’s endorsement of the products or servicesof that exhibitor.

EXHIBITOR LIABILITY INSURANCEREQUIREMENTEach exhibiting company, and exhibitor appointed non-official contractor, is required to carry general liabilityinsurance of $1 million per occurrence/$2 milliongeneral aggregate.

FORCE MAJEUREShow management will not be responsible in any eventfor any loss, damage, delay, or limitation related to actsof God, transpor tation stoppages, labor disputes,government restrictions, civil unrest, warfare, acts ofterrorism, unavoidable casualty, or any other similar ordissimilar causes beyond the control of HBMA, Inc.Exhibitor hereby releases and discharges HBMA, Inc.and its officers, directors, employees and agents fromliability for any such loss, damage, delay or limitation.Should any contingency prevent the holding of theexhibition, HBMA, Inc. may retain such part of thefee specified in the exhibitor contract as isrequired to compensate show managementfor expenses incurred up to the time suchcontingency has occurred.

HOLD HARMLESS AGREEMENTAND INDEMNIFICATIONNeither HBMA, Inc. nor its officers,directors, employees and agents shallin any manner or for any cause beliable or responsible to any exhibitoror its employees or agents or anyother person for any injury ordamage to any person, businessor property in any way related toor arising in connection with the exhi-bition; and any and all claims for such

injuries or damages are hereby waived. Each exhibitoragrees to indemnify and hold harmless and defendHBMA, Inc. and the facility, and their respectiveemployees and agents from any and all such losses,damages and claims.

Exhibitors understand that neither HBMA nor the facilitymaintain insurance covering exhibitor’s property and itis the sole responsibility of the exhibitor to obtainbusiness interruption and property damage insurancecovering such losses.

LICENSING/PERMITSExhibitors are responsible for obtaining all necessarylicenses and permits to use music, photographs, orother copyrighted materials.

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HBMA VISIONHBMA shall be the leading authority on healthcare billing and management services for

association members and their employees, government decision makers and other industry

stakeholders.

HBMA CORE VALUESHBMA values the highest level of professionalism, integrity, and compliant business

practices in every aspect of our industry. We expect transparency and accountability

from our leaders while ensuring the continued growth of the association by providing

valuable benefits and resources to our members and other industry stakeholders.

HBMA MISSION STATEMENTHBMA is committed to advancing the healthcare billing and management industry through

advocacy and by providing education, information, and other valuable resources to its

members while promoting high ethical and professional standards.

HBMA CODE OF ETHICS

HBMA Members Pledge to:

• Exercise sensitive professional and moral judgment in all business activities

• Act in a way that will honor the public interest and demonstrate a commitment to

professionalism and competence

• Perform all business activities with the highest sense of integrity

• Maintain objectivity and avoid any conflict of interest

• Strive to improve the quality and competence of services performed through

continuing education

• Exercise care and diligence in providing services

• Maintain confidentiality of patient and client information

• Strive to comply with all relevant federal, state, and local laws and regulations

• Refrain from making misleading or false statements about professional

qualifications, experience, performance, or results that can be achieved

Healthcare Billing and Management Association

2025 M Street, NW, Suite 800

Washington, DC 20036

Healthcare Billing and Management Association

2025 M Street, NW, Suite 800Washington, DC 20036

Phone: 877/640-4262 • Fax: 202-367-2177

www.hbma.org