2026 ADSO Summit  Exhibitor Terms & Conditions

The Association of Dental Support Organizations ("ADSO") is the owner of the 2026 ADSO Summit ("Show"), which will be held from June 16 - 19, 2026 at the Hyatt Regency in Chicago, IL ("Exhibit Facility" ADSO, its officers, directors, agents, or representatives acting on its behalf is responsible for the management of the Show.

1)WHO MAY EXHIBIT - The Show is designed for the Exhibitor. It is also designed to address the needs of affiliated trade professionals, organizations, industries, or companies that raise the level of patient care, to support the healthcare team to improve the delivery and quality of care with integrity, service, excellence, collaboration, support, wisdom, and inclusiveness.

ADSO reserves the right to determine eligibility of any applicant as an Exhibitor or of any product proposed for exhibition, up to and including the dates of the Show. ADSO may, in its sole discretion, determine that certain organizations are ineligible to exhibit due to the objectionable nature of their products, services or special interest.

Outstanding ADSO accounts must be paid in full before any company shall be allowed to exhibit.

2) ASSIGNMENT OF EXHIBIT SPACE- After the initial space draw, assignment of space shall be made on a first come, first serve basis. ADSO reserves the final decision and right, in the best interest of the Show, to amend the floor plan, assign, or relocate selected space in areas other than that selected by Exhibitor without any liability to ADSO. Exhibitors not in compliance with ADSO payment schedules shall forfeit their reserved space, which may then be reassigned. Booth space selection and assignments will begin on or before March 16, 2026, for companies who have submitted online form and in the order in which they were received or based on Membership or Sponsorship status.

3)COST OF EXHIBIT SPACE- The cost of the exhibit spaces is noted in the application ("Exhibitor Fee" Cost inclusions are outlined in the exhibitor prospectus. Only one company name per table shall be listed in materials. Space will be forfeited if not paid in full by May 15, 2026. ADSO has the right to sell the space to other Exhibitors at that time.

BOOTH PERSONNEL All booth representatives must register and must wear their badge at all times while at the Show 4) "Exhibitor-only" registrations can be purchased for $650 per person. "Exhibitor-only" registrations will only allow attendee to access the Exhibit Hall area. No access to other programming will be allowed with this registration type. Full Conference registrations are also available for purchase at a price determined by membership type. Any outstanding balances on the Exhibitor's account shall be the responsibility of and billed to the Exhibitor.

5) EXHIBIT HOURS/LATE SET-UP In their own best interest, and for security, Exhibitors are encouraged to keep an attendant at their booth during all open hours. Late set-up and early tear-down shall not be permitted without written permission of the on-site Exhibit Manager.

6) EXHIBITOR REPRESENTATIVES RESPONSIBILITIES - Each Exhibitor must name at least one person to be his/her representative in connection with installation, operation, and removal of exhibit. Such representatives shall be authorized to enter into such service contracts as may be necessary, and for which the Exhibitor shall be responsible.

7) CANCELLATION An Exhibitor may cancel or withdraw from the Show subject to the following conditions:

1. The Exhibitor shall file a written notice of intention to cancel or withdraw.
2. If ADSO receives written notice of cancellation or withdrawal before May 1, 2026, ADSO shall refund 100% of Exhibitor Fee.
3. If ADSO receives written notice of cancellation or withdrawal on or before May 15, 2026, ADSO shall refund 50% of Exhibitor Fee.
4. If ADSO receives written notice of cancellation or withdrawal on or after May 15, 2026, no refund shall be made regardless of reason.
5. ADSO reserves the right to reassign canceled booth space.
6. Downsizing of exhibit booth space is treated as a cancellation.

8) ARRANGEMENT AND MAINTENANCE OF EXHIBITS - Exhibit(s) shall be arranged to avoid obstructing the general 8) view of the other exhibits in the Show area. Exhibits must be self-contained within the booth area assigned, and chairs, furniture, or exhibit materials are NOT to be placed outside the booth area. Demonstrations are permitted only within the confines of the individual Exhibitor's booth. No interference with normal traffic flow and infringement of neighboring exhibits shall be permitted. Full descriptions will be made available in the Exhibitor Service manual.

Display material exposing an unfinished surface to neighboring booths is strictly prohibited. Nothing shall be posted, tacked, screwed, or otherwise attached to columns, walls, floors or other parts of the facility or furniture, or outside of Exhibitor's booth space. Exhibitors may not apply paint, lacquer, adhesive, or any other coating to building walls and floors or to standard booth equipment. Exhibitor shall be liable for any damage caused by fastening displays or fixtures to building floors, walls, or to standard booth equipment or for damage caused in any other manner. In the event of damaged property, ADSO reserves the right to designate the contractor for repair and to invoice Exhibitor for the repair charges. Exhibitor shall not do, nor permit to be done, anything which may interfere with the effectiveness or accessibility of utility, heating, ventilation, or air conditioning systems or portions thereof, or to the public areas adjacent thereto, or to the street or sidewalks adjoining. Any changes required to protect the facility in the opinion of ADSO shall be at the expense of the Exhibitor. All booth spaces must be carpeted. Consult Exhibitor Service Manual for arrangements. Service for the cleaning of the aisles shall be provided.

9) CHARACTER OF DISPLAYS - Distribution of samples and printed matter of any kind, or any promotional material, is restricted to the confines of the exhibit booth. No noise makers or anything not in keeping with the technical character and high standards of ADSO may be distributed or utilized by an Exhibitor in the exhibit area.

10) OBJECTIONABLE DISPLAYS - ADSO reserves the right to reject or terminate exhibit privileges of any Exhibitor including personnel in whole or in part, which because of notice, conduct of personnel, method of operation, materials, violations of Show rules, violations of venue rules, or for other causes which ADSO believes are not compatible with the purpose of the Show, or any other reason in the opinion of ADSO, without liability for any refunds or other expenses incurred. If cause is not given, liability shall not exceed the refund to the Exhibitor of the amount of rental unearned at the time of ejection. If an exhibit or Exhibitor is ejected for violation of these rules or for any other stated reason, ADSO shall have no liability for any refund or other expenses incurred.

11) DRESS OF EXHIBITORS - Exhibitors shall be appropriately dressed in business attire. Costumes not regularly associated with the business and professional character of the Show must have the express written approval of ADSO.

12) HOSPITALITY FUNCTIONS/OUTSIDE EXHIBITS - Without express written approval of ADSO, Exhibitors are prohibited from scheduling private functions, cocktail parties, special events or other hospitality functions with more than 10 people during official Show hours or during hours when a ADSO activity is being held. Exhibitors shall not display products/services and/or other advertising material in areas outside their booth space including, but not limited to, parking lots, hotel lobbies, lounges, and corridors, without express written approval from ADSO. In the event Exhibitor breaches this provision, ADSO will retain the full Exhibitor Fee and Exhibitor may only participate in future ADSO events in ADSO's discretion.

13) SMOKING shall not be allowed in the Exhibit Facility.

14) FOOD AND BEVERAGES - Exhibitors shall not be permitted to sell, serve, or give away food or beverages, including alcoholic beverages in the Exhibit Facility without the express written approval of ADSO and venue as needed.

15) COMPLIANCE WITH LAWS - Exhibitor shall be solely responsible for obtaining any and all necessary licenses and permits. Exhibitors shall bear responsibility for compliance with any and all local, city, state and federal safety, fire and health laws, ordinances and regulations, including the Policies, Rules and Regulations of the Exhibit Facility, regarding the installation, dismantle and operation of the exhibit. This information is included in the Exhibitor Service Manual.

16) AMERICANS WITH DISABILITIES ACT - Exhibitor represents and warrants that its exhibit and product/service information shall comply with the Americans with Disabilities Act, its regulations and guidelines (collectively "ADA" Exhibitor shall indemnify, defend and hold harmless ADSO, its directors, officers, agents, and representatives from and against any and all claims and expenses, including attorney's fees and costs, arising out of or related to Exhibitor's breach of this provision or noncompliance with any provision of the ADA.

17) UNION RULES - Exhibitors shall bear responsibility for compliance with any and all applicable union labor work rules, as listed in the Exhibitor Service Manual.

18) LIABILITY, INSURANCE AND WAIVER OF SUBROGATION - ADSO and the Exhibit Facility shall not be held responsible for the safety of exhibits and property owned or rented by Exhibitor against fire, theft, or property damage, or for accidents to Exhibitors or their employees from any cause prior to, during or subsequent to the period covered by the exhibit Contract. Exhibitors shall obtain, at their own expense, adequate insurance against any such injury, loss or damage; at a minimum, such insurance coverage shall include that required of all exhibitors under ADSO' contract with the show facility. The Exhibitor waives the right of subrogation by its insurance carrier(s) to recover losses sustained under Exhibitor's insurance contracts for real and personal property. Exhibitor shall list ADSO as an additional insured on its liability policies for the period beginning with installation of the booth through dismantling the booth.

19) INDEMNIFICATION - Exhibitor shall indemnify, defend and hold harmless ADSO, its officers, directors, agents, and representatives against and from any and all losses, costs, damages, liability, or expenses (including attorney's fees) arising from or by reason of any accident, bodily injury, property damage or other claims or occurrences to any person, including Exhibitor, its employees, agents, contractors, or any business invitees, arising out of or related to Exhibitor's occupancy or use of the Show premises in the convention or in and adjacent to the Exhibit Facility, including storage and parking areas. The terms of this provision shall survive the termination or expiration of this Contract.

20) FORCE MAJEURE Should any circumstance beyond the control of ADSO, including by way of example and not by way of limitation, acts of God and nature, acts of terrorism, actions by governmental authority (whether valid or invalid), fires, explosions, riots, natural disasters, epidemics, disease, wars, sabotage, work stoppage or other labor problem, prevent ADSO from holding the Show as scheduled, ADSO shall be entitled to cancel the Show and terminate this Agreement without penalty, in which event Exhibitor shall be entitled to a pro-rated refund of such portion of its Exhibitor fee as remains following deduction by ADSO of the expenses incurred up to the time this Agreement is terminated. Notwithstanding the foregoing, upon agreement with ADSO, Exhibitor may elect to apply its Exhibitor fee to the next year's event.

21) SUBLEASING - Exhibitors may not sublet, sub-divide or assign their space, or any part thereof, without the express written approval of ADSO.

22) COPYRIGHTED WORKS - Exhibitor acknowledges and agrees that it shall be solely responsible for obtaining any licenses, permits, etc. which may be required for it to broadcast, perform or display any copyrighted materials including, but not limited to, music, video, and software. Exhibitor shall indemnify, defend, and hold harmless ADSO, its directors, officers, agents, and representatives from and against any and all claims and expenses, including attorney's fees and costs, arising out of or related to Exhibitor's breach of this provision. The terms of this provision shall survive the termination or expiration of this Contract.

23) PHOTOGRAPHY - Exhibitor, its employees or agents, and attendees are not allowed to bring camera or video equipment into any part of the Show area. Exhibitors or attendees wishing to take any photographs, including cell phone photos, must obtain prior written permission from ADSO. Disregard for this rule shall constitute cause for IMMEDIATE expulsion from the Show and Exhibitor or attendee shall forfeit all fees paid to ADSO.

24) CONTENT - Exhibitor acknowledges and agrees that ADSO, in its sole discretion, reserves the right to change any and all aspects of the Show, including but not limited to, the event name, themes, content, program, speakers, performers, hosts, moderators, venue, and time.

By offering content in connection with the Show, including the use of Exhibitor's name and logo, Exhibitor grants, and represents and warrants that Exhibitor has the right to grant to ADSO a non-exclusive, perpetual, irrevocable, sub- licensable (through multiple tiers), assignable, fully-paid, royalty-free, and worldwide license to use, copy, modify, adapt, publish, make, sell, publicly display, create derivative works of or incorporate into other works all of such content (in whole or in part), including Exhibitor's name and logo; communicate to the public, distribute (through multiple tiers), perform or display all of such content (in whole or in part), including Exhibitor's name and logo, in any form, media, or technology now known or later developed; and to grant and authorize sublicenses of the foregoing through multiple tiers of sub-licensees, including the right to exercise the copyright, publicity, and any other rights over any of the materials contained in all of such content for any purpose, including without limitation (a) for purposes of advertising and publicity and (b) otherwise to generate revenue or other remuneration. ADSO shall not be limited in any way in the use, commercial or otherwise, of any of such content, and you hereby waive any moral rights (or "droit moral") in, or approval rights to, such content. ADSO reserves the express right to incorporate any such content into any further work, in any medium now or hereafter known, without prior consent or review, and without attribution or payment of any royalty or fee whatsoever.

25) CHANGES - ADSO reserves the right to make any reasonable changes in the rules necessary to insure the health and safety of those in attendance, the Exhibitors, the significance of the Show, and the harmony of operation. Exhibitors shall be advised of any such changes by written bulletin, and such changes shall be binding. If there is any conflict between this Contract and any subsequent rule changes made by written bulletin, the written bulletin shall control. 26) ENFORCEMENT - Exhibitor shall be liable to ADSO for any and all expenses incurred by ADSO including attorney's fees and court costs, in exercising and/or enforcing any of its rights under this contract or incurred by ADSO as a result of Exhibitor's violation or failure to comply with all the terms of this Contract.

27) PERSONAL INFORMATION - By signing this contract, I grant ADSO and other Show partners, vendors and exhibitors' permission to use, store and process all data supplied on this form and to contact me via email for marketing and informational purposes and I acknowledge and agree to ADSO's Privacy Policy.

28) Event Room Block Policy - Where ADSO establishes an official room block at a designated event hotel(s) (the "Event Room Block") for the Show, Exhibitor agrees to encourage and, where applicable, ensure that its representatives, employees, and guests attending the Show, utilize the Event Room Block for their accommodation needs. Use of the Event Room Block helps ADSO meet its contractual obligations with the venue and contributes directly to the overall success and financial viability of the Show. Notwithstanding the foregoing, this requirement shall not apply to Exhibitor's representatives, employees, or guests who maintain their primary residence or primary business address within a fifty (50)-mile radius of the Show venue. Such individuals are considered "Local Attendees" and are not required to book within the Event Room Block.

29) Use of Registrant Information. Any registrant information provided by ADSO to Exhibitor (the "Registrant Data") shall be used by Exhibitor solely for the purpose of communicating with attendees directly related to Exhibitor's participation in the Show. Exhibitor will identify itself as an Exhibitor of the Show. Exhibitor shall not sell, lease, disclose, or otherwise make available the Registrant Data to any third party. Exhibitor agrees to honor any opt-out requests from registrants promptly and to cease communication with such registrants upon request.

30) Exhibitor Responsibilities. (a) Set up/Tear down: Exhibitor shall be responsible for the timely setup and teardown of its exhibit within the hours designated by ADSO. (b) Staffing: Exhibitor shall staff its exhibit space with qualified personnel during all official Show hours. (c) Conduct: Exhibitor and its representatives shall conduct themselves in a professional manner, and shall not engage in any activity that may disrupt the Show or detract from the experience of other exhibitors or attendees.

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their respective duly authorized representatives on the dates indicated below.