LMSA Southeast Regional Conference: Terms and Conditions
Exhibitor & Sponsor Terms & Conditions
This section sets out the terms and conditions (hereafter referred to as “Terms”) between The Latino Medical Association Southeast Region (also known as “LMSA Southeast” or "LMSA SE") and you when you register for any event or conference organized by LMSA SE. By registering for an event or conference organized by LMSA SE, you are agreeing to comply with these Terms. Please read this section carefully.
The following Terms apply to all LMSA SE events. Prior to your registration, you must acknowledge and accept these Terms. Should you not wish to accept these Terms, you should not register. Submission of a registration is regarded as affirmation of your acceptance of these Terms.
Nondiscrimination Policy
LMSA Southeast is committed to providing a safe, productive, and welcoming environment to all LMSA Southeast event participants. LMSA Southeast has no tolerance for discrimination, harassment, or bullying in any form at any LMSA Southeast event. Participants are expected to adhere to these principles and respect the rights of others. Specifically, LMSA Southeast prohibits discrimination, harassment, and bullying against any person for any reason—for example, because of age, ancestry, color, disability or handicap, national origin, race, religion, gender, sexual or affectional orientation, gender identity, appearance, matriculation, political affiliation, marital status, veteran status, or any other characteristic protected by law.
All event participants are expected to be respectful and professional, maintaining a courteous etiquette and manner towards all other attendees. Any event registrant or attendee who engages in rude, discriminatory, or otherwise inappropriate behavior against any other registrant or attendee shall be removed from the event and prevented from joining future LMSA Southeast events at the discretion of the LMSA Southeast leadership or its designated representative(s). Participants should report any behavior inconsistent with the principles above to LMSA Southeast event organizers or volunteers.
Exhibitor Fair Participation Eligibility
At a minimum, exhibitors wishing to participate in any LMSA Southeast Exhibitor Fair (or similar session) must satisfy the following:
Be a corporate, non-profit, educational, or related organization (Exhibit Booths cannot be acquired on behalf of individuals);
Submit a complete registration for the fair, with accompanying payment in full;
Submit all required exhibitor content to the event organizers by the indicated deadline (Friday, January 30th, 2026 at 11:59pm Eastern Standard Time for the 2026 LMSA Southeast Regional Conference);
Adhere to the LMSA Southeast Nondiscrimination Policy;
Adhere to Guidelines for Exhibits & Advertisements, as well as any event-specific guidelines presented herein.
NOTE: AS A RESULT OF COVID-19, ADDITIONAL GUIDELINES HAVE BEEN PUT FORTH FOR THE 2026 LMSA SOUTHEAST REGIONAL CONFERENCE (HEREAFTER REFERRED TO AS “SE RC 2026”). Prior to and during SE RC 2026, LMSA Southeast reserves the right to prevent or revoke registration of any individual or organizational entity for or without cause at any time. This applies to partners, sponsors, exhibitors, and affiliates, including all organizations and their representatives participating in any exhibitor fair or similar session.
COVID-19 Guidelines for SE RC 2026
At this time, all SE RC 2026 activities will take place in person.
Given the continued risk of COVID-19, especially within the communities and hospitals we serve, LMSA Southeast urges all of its conference participants to be fully vaccinated against SARS-CoV-2 as per CDC Guidelines. However, in light of the scheduled end of the U.S. Federal COVID-19 Public Health Emergency, LMSA Southeast will not be requiring attendees to provide proof of vaccination against SARS-CoV-2.
Masking throughout SE RC 2026 is strongly recommended and encouraged, particularly in areas in which social distancing may not be possible. LMSA Southeast also requests that all registrants voluntarily undergo a COVID-19 PCR or rapid antigen test prior to arrival in Nashville, TN.
Moreover, LMSA Southeast asks that participants who test positive for COVID-19 after arriving in Nashville, who do not feel well, or who are experiencing any COVID-19 symptoms at any point during SE RC 2026, refrain from participating in any conference-related activities. If this applies to you, please inform LMSA SE staff immediately at conference.southeast@lmsa.net.
This policy aims to promote responsible behavior and reduce the risk of exposure to COVID-19. However, by registering for and participating in SE RC 2026, attendees acknowledge that they are taking on the risk of contracting the virus.
All attendees are encouraged to download the LMSA Hub app to their mobile devices in order to access SE RC 2026 information on the go. A link to the SE RC 2026 web event will be added to this page in Fall 2025.
Nature of Exhibits and Advertisements
Much of LMSA Southeast programming is geared toward current medical students and pre-medical students. With this in mind, Exhibitors and Sponsors are at liberty to choose their exhibit content. However, exhibits shall be in good taste and shall be within the range of those products and services deemed appropriate for a student audience and which are aligned with LMSA Southeast’s mission and/or event theme(s). Exhibits or displays of a political nature are strictly prohibited. LMSA Southeast claims its right to remove the display of an Exhibitor or Sponsor that it feels may be unsuitable to the presentation or character of the 2026 LMSA Southeast Regional Conference program. Unsuitable display examples include, but are not limited, to endorsing political candidates, distributing health misinformation, promoting the sale of pharmaceuticals, or exhibits that do not abide by the LMSA Southeast Nondiscrimination Policy.
These Guidelines shall apply to exhibit content presented during any in-person fairs and on the LMSA Hub. “LMSA Hub” refers to the virtual resource available to LMSA Southeast conference participants as a mobile application and as a website.
Exhibitor Fees
Fees for participation in the 2026 LMSA Southeast Regional Conference Exhibitor Fair are approved by the LMSA Southeast Regional Executive Board and have been posted within this Prospectus.
Fees are to be paid to LMSA Southeast by Paypal, check, or money order at the time of registration. An invoice will be generated for this. Registrations without completed payment or alternate arrangements made by 11:59pm Eastern Time on January 30th, 2026 will be cancelled. Exhibitors or Sponsors with canceled registrations will be denied access to the in-person Exhibit Hall and the virtual LMSA Hub.
Assignment of Exhibit Space
Exhibitors will be assigned a space within the Exhibit Hall in order of registration, with these exemptions:
Sponsors have priority placements.
All new exhibitors will be placed after these groups in order of their registration (by order number). Organizations holding multiple booth spaces will have their booths listed separately in the event program.
Operating Parameters
By registering as a Sponsor or Exhibitor for SE RC 2026, you acknowledge and agree to the following:
The individual registering your organization as a Sponsor or Exhibitor will be the primary contact person for your organization, unless otherwise indicated.
Payment, names of all organizational representatives, and all required content for your Sponsor or Exhibitor Profile will be submitted and received by LMSA Southeast by no later than 11:59pm Eastern Standard Time on January 30th, 2026, unless alternate arrangements are made.
Your organization and its representatives will not be granted entry into the Exhibit Hall space, either virtually or in person, in the case of outstanding payment to LMSA Southeast for sponsorship or exhibit fees.
Your organization and its representatives will adhere to all rules and regulations set forth by LMSA Southeast event organizers and Venue staff. This includes these Terms, as well as all rules related to COVID-19 and the health and safety of in-person attendees.
It is the sole responsibility of the primary contact person for your organization to distribute Sponsor or Exhibitor information to your organizational representatives.
Your organizational representatives must adhere to the Exhibit Booth assignments made by LMSA Southeast for the Exhibitor Fair. Any Sponsor or Exhibitor occupying an incorrect booth location will be relocated unless otherwise determined by the event organizers. Sponsors & Exhibitors must also adhere to the date and schedule of their selected Exhibitor Fair.
Your organization will avail itself only of the advertising opportunities which it has obtained via registration. All Sponsors and Exhibitors will bring no more than the number of organizational representatives indicated during registration.
Certain arrangements for the physical handling of exhibits are dictated by the Venue. Power and internet services are to be procured through the Venue.
Persons manning booths or tables in either of the exhibitor halls are not permitted free access to certain program events, including workshops, plenary sessions, and other activities apart from the Exhibitor Fair for which fees are generally charged. Exhibit personnel wishing to experience the full conference program must pay a General Attendee registration fee, in addition to the exhibit registration fee, in advance of the conference start date.
In the event that SE RC 2026 in-person activities cannot take place (due to heightened COVID-19 restrictions or other reasons), SE RC 2026 will transition to a fully virtual meeting, hosted through the LMSA Hub. The following provisions apply for a fully virtual SE RC 2026.
Your primary contact person will be responsible for arranging any and all virtual Sponsor or Exhibitor presentations. Alternatively, by emailing conference.southeast@lmsa.net, your organization may designate a separate individual to serve as exhibit manager. Instructions for managing set-ups will be made available by LMSA Southeast.
Cancellation & Refund Policies
Cancellation by Sponsor
All cancellation requests by registered sponsors must be made in writing to LMSA Southeast by email to fundraising.southeast@lmsa.net and conference.southeast@lmsa.net and shall become effective upon receipt by LMSA Southeast. Organizations wishing to cancel their Exhibitor registration may receive a refund, minus any cancellation, payment processing, and administrative fees, if LMSA receives their cancellation request by no later than THIRTY (30) days prior to the beginning of the event.
For SE RC 2026, if written notice of cancellation is received by LMSA by 11:59pm Eastern Standard Time on January 30th, 2026, LMSA will retain or shall be owed an Exhibitor Cancellation Fee equal to 20% of the total exhibit fee paid. If written notice of the cancellation is received by LMSA on or after January 30th, 2026, LMSA will retain (or shall be owed) a cancellation fee equal to 100% of the total exhibit fee paid. All refunds shall be issued after the event, within TWO (2) months of the event end date.
Cancellation or Termination of Sponsorship or Exhibitor Registration by LMSA
LMSA Southeast reserves the right to prevent, cancel, or terminate registration of any Sponsor or Exhibitor if it determines in the sole discretion of LMSA Southeast that the Sponsor or Exhibitor is not eligible to participate in the Exhibitor Fair, or that the Sponsor or Exhibitor’s content, product(s) or service(s) violate these Terms. All registrations canceled or terminated by LMSA Southeast are subject to the respective refund policies explained above.
If because of fire, strike, exhibit facility construction or renovation project, government and state regulations (i.e., increased COVID-19 pandemic restrictions), public catastrophe, Act of God, terrorist war, public enemy or other cause beyond the control of LMSA Southeast, the exhibit or any part thereof is prevented from being held in-person or virtual, is canceled by LMSA Southeast, or exhibit space (in-person or virtual) becomes unavailable, LMSA Southeast in its sole discretion shall determine the refund to the Exhibitor or Vendor its proportionate share of the balance of the aggregate exhibit fees received which remains after deducting expenses incurred by LMSA Southeast and reasonable compensation to LMSA Southeast. In no case shall the amount of refund to any Sponsor or Exhibitor exceed the amount paid by that organization to LMSA Southeast.
Abandonment
All payments made to LMSA Southeast shall be deemed fully earned as liquidated damage incurred by LMSA Southeast and LMSA’s Southeast lost or deferred opportunity to provide exhibit space for others. If any exhibit is not occupied by the scheduled opening time on February 27th, 2026 or at other times that may be advertised as “Open” for exhibits in the “Final Schedule,” the Exhibitor shall be viewed as having vacated its space and forfeited the total amount paid. Sponsors and Exhibitors are encouraged to notify the event organizers at fundraising.southeast@lmsa.net and cfo.southeast@lmsa.net if their organizational representatives will be arriving late to the Venue.
Care of Building and Equipment
All Sponsors and Exhibitors, including their organizational representatives, shall not injure or deface the walls or floors of the building, the exhibit spaces or the equipment in the exhibit spaces. In the case of such damage, the Sponsor or Exhibitor deemed responsible for the damage (in the sole discretion of LMSA Southeast shall be liable to the owner of the property so damaged. All materials used in decoration must be flame-proof. All Sponsors and Exhibitors shall comply with all reasonable requests of officials of the exhibit hall, and LMSA Southeast, with respect to the installation, conduct, and disassembly of its exhibit.
Indemnity and Limitation of Liability
Neither the LMSA Southeast, nor any of its officers, advisors, or other representatives, nor Thomas F. Frist, Jr. College of Medicine at Belmont University shall be held liable for and they are hereby released from liability for any damage, loss, harm or injury to the person or property of the Sponsor or Exhibitor or any of its visitors, officers agents, employees or other representatives, resulting from their theft, fire, water, or accident or any other cause. The Sponsor or Exhibitor shall indemnify, defend, and protect and save harmless the LMSA Southeast and Thomas F. Frist, Jr. College of Medicine at Belmont University from any claims, demands, suits, liability damages, loss, costs, attorney’s fees and expenses of any kind which might result from or arise out of any action or failure to act on the part of the Sponsor or Exhibitor or its officers, agents, employees or other representatives.
Additionally, LMSA Southeast reserves the right to make alterations to the event program and timings at any time. In the event of it being found necessary, for whatever reason, to postpone change, or cancel the event or any of its constituent sessions, neither LMSA Southeast nor the event organizers shall be liable for any expenditure, damage or loss incurred by any attendee. If by re-arrangement or postponement the event can take place, the attendee’s registration shall remain in force and will be subject to the cancellation policy above unless otherwise indicated.
Photo Release
LMSA Southeast has arranged for its official photographers, videographers, and other production partners to document the Southeast Regional Conference activities. Photos and videos taken may be used in future LMSA Southeast publications, information and promotional materials, on its social media page, and on the LMSA Southeast website. In registering, you agree to permit LMSA Southeast to use photos and videos, which may include exhibit personnel or representatives, in all media formats.
Data Use
The personal information supplied in connection with this registration will be held by LMSA Southeast as a record of attendees and parties expressing interest. By registering for this event, you agree that LMSA Southeast and its event organizers may use your personal information to contact you by email, direct mail, or telephone in order to supply information relevant to this conference, or about other LMSA Southeast conferences, events and opportunities. LMSA Southeast may also share your information with its partners and event sponsors in order for them to contact you about other products and services which may be of interest. If you do not want your details to be used in this way, please email conference.southeast@lmsa.net.
Agreement to Terms, Conditions, and Rules
By registering, each Sponsor or Exhibitor agrees to observe and abide by the foregoing Terms, and by such additional terms, conditions, rules, and regulations as may be established by LMSA Southeast, including - but not limited to - those shown during registration, in this Prospectus posted, and/or through other written advisories furnished as follow-up. In addition to LMSA Southeast’s right to close an Exhibit and terminate the associated registration, LMSA Southeast in its sole judgment, may refuse to consider participation in future events a Sponsor or Exhibitor who violated or fails to abide by all such Terms. The completed registration form, and this Sponsor and Exhibitor Prospectus, are the governing documents for this engagement and comprise a “Contract” with the registered entity.
The rights and declarations of the LMSA Southeast under this Contract and the Sponsorship and Exhibitor Prospectus shall not be deemed as waived except as specifically stated in writing by an authorized executive of the LMSA Southeast.
LMSA Southeast reserves the right to change, amend, add or remove any of the above Terms in its sole discretion and without prior notice. If one or more of the conditions outlined in these Terms should become invalid, the remaining conditions will continue to be valid and apply. These Terms shall apply to all event participants (attendees, speakers, sponsors, exhibitors). Any questions regarding these Terms may be directed to conference.southeast@lmsa.net.
Thank you! We look forward to seeing you there!