EXHIBITS AND SPONSORSHIP APPLICATION

RULES AND REGULATIONS

The following are the rules and regulations for the exhibit space at the 2027 AANP Health Policy Conference. Hours are subject to change. Final hours will be confirmed in January 2027.

INSTALLATION

Saturday, February 6: 4:30-6:30 p.m. | Sunday, February 7: 7-8a.m.

EXHIBIT HOURS

Sunday, February 7: 8 a.m.-2:30 p.m. | Breakfast with Exhibitors: 8-8:30a.m. | Unopposed Exhibit Time: 11:40 a.m.-12p.m. and 2:15-2:30 p.m. | Monday, February 8: 10 a.m.-1:30p.m. | Breakfast with Exhibitors:8-8:30a.m. | Unopposed Exhibit Time: 10:10-10:40a.m.,1-1:15 p.m.

With your exhibit space, breakfast is provided. Lunch will be at your own expense.

DISMANTLE

Monday, February 8: 1:30-2:30 p.m.

RESERVING SPACE

To apply for space, complete the application and submit with payment. A limited number of tables are available and will be assigned on a first come first served basis, until all table space is sold.

TABLE SIZE

All exhibits must fit on a 6’ table or the space immediately behind the table.

PAYMENT POLICY

Full payment must accompany the completed application before it will be marked as received and/or processed by AANP Conference Management.

CREDIT CARD PROCESSING FEE NOTICE

A 3% processing fee will be applied to all payments made via credit card. The Credit Card Processing Fee will be reflected on the pay portal and receipt. This fee will not be applied to payments via ACH/Direct Deposit or check. If you prefer to make payment via check, instructions are outlined on your invoice. Credit card payments for exhibits will be processed directly through our secure Paytrace online portal.

All exhibit orders submitted with credit card payment will be charged in full once the applicant is approved by AANP Show Management. Check payments must be made payable to the American Association of Nurse Practitioners (Federal Tax ID #22-2547543) and sent to Corcoran Expositions, P.O. Box 485, LaGrange, IL, 60525-0485. All outstanding AANP invoices must be paid before assignments are confirmed. Fees associated with an applicant using a third-party payor (i.e. wire payments, management companies, etc.) are the responsibility of the applicant. AANP is not responsible to absorb these fees and all rates will be adjusted accordingly.

CANCELLATIONS AND REDUCTIONS

Any exhibitor who wishes to cancel or reduce space before Monday, January 4, 2027, will be charged a $250 service charge for the cancelled booth. Requests for cancellation or reduction of space received on or after Monday, January 4, 2027, will result in no refund unless all exhibit space has been sold and cancelled space is resold. For cancellation to be complete, exhibitors cancelling exhibit space must also cancel conference hotel block reservations.

HOTEL ROOMS

Housing information for the Grand Hyatt Washington, as part of the AANP Housing Block, will be included in your confirmation notice.

SHIPPING

Details for shipping of materials will be distributed in January of 2027.

REGISTRATION

It is not mandatory that tables be staffed during the entire exhibit time at the conference, however, refer to the Security section for additional information. During unopposed times it would be advantageous to the attendees and exhibiting companies to have the table staffed. Exhibiting company staff is limited to two representatives. Additional exhibitor registrations may be purchased at a cost of $250 each and can be added to your online application. Exhibitor badges can be picked up at the Registration Desk on Saturday, February 6, 2027, from 4:30 - 6:30p.m. Exhibitor badges do not allow access into 2027 AANP Health Policy Conference sessions. To register as an attendee for the conference, visit aanp.org.

AANP ENDORSEMENT

Distribution of materials, brochures, samples or items and all related advertising and activities conducted during the conference does not constitute endorsement by AANP.

 

USE OF AANP NAME OR LOGO

The AANP name and logo are the exclusive property of AANP. They may not be used in any way, i.e. promotional literature or giveaways, by anyone else for any purpose without specific written approval from AANP.

SURVEYS AND QUESTIONNAIRES

For companies requesting to have attendee’s complete surveys and/or questionnaires, please note the following stipulations: Written approval from the AANP Conference Manager must be obtained before any survey/questionnaire can be implemented during the conference. A copy of the survey or questionnaire must be submitted by Friday, January 8. 2027, with a written statement of the purpose, specific identification of who will have access to the information provided by the survey/questionnaire and  whether the information will be used in ads, publications or statements to any news or media source. If AANP approves the survey or questionnaire, the exhibiting company is solely responsible for providing all required notices, obtaining any necessary consents and complying with applicable laws regarding the collection, use, disclosure and retention of information obtained through the survey or questionnaire.

SECURITY

AANP cannot guarantee against loss or damage of any kind. Exhibitors are not to place product(s) or other items of value in their assigned booth until exhibit personnel are on-site. If any items of value are missing, please contact security immediately. All exhibitors are to take any valuable, personal and/or portable items out of their exhibits when the show is not open or plan to provide additional security for their exhibit booth.

FORCE MAJEURE

It is mutually agreed that in the event AANP should find it necessary to cancel or postpone the 2027 AANP Health Policy Conference for any reason, including but not limited to strikes, outbreak of disease or illness, epidemic or pandemic, acts of nature, war, terrorism or other circumstances beyond AANP’s control, this agreement will be terminated immediately and AANP shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made.

INSURANCE

Exhibitors are responsible for maintaining insurance appropriate to their participation in the Conference, including commercial general liability insurance with limits of not less than $1,000,000 per occurrence, and workers’ compensation insurance as required by applicable law. Upon request, exhibitors shall provide AANP with evidence of such coverage. Exhibitors are solely responsible for insuring their exhibit materials, equipment, goods, personal property and other items against theft, damage, fire, accident or other loss. The American Association of Nurse Practitioners, Corcoran Expositions, Inc., Grand Hyatt Washington, and their respective parents, subsidiaries and affiliates are not responsible for loss of or damage to exhibitor property except to the extent caused by their gross negligence or willful misconduct.

RELEASE OF LIABILITY

To the fullest extent permitted by law, the American Association of Nurse Practitioners, Corcoran Expositions, Inc., Grand Hyatt Washington, and each of their respective parents, subsidiaries, affiliates, officers, directors, employees and agents (collectively, the “Released Parties”) shall not be responsible for any injury, loss or damage arising from an exhibitor’s participation in the Conference, except to the extent caused by the gross negligence or willful misconduct of a Released Party. Exhibitor assumes responsibility for its exhibit, materials, products, equipment, personnel, contractors and activities conducted in connection with the Conference. Exhibitor agrees to defend, indemnify and hold harmless the Released Parties from and against any third-party claims, liabilities, damages, losses, costs and expenses, including reasonable attorneys’ fees, arising out of or relating to: (a) Exhibitor’s participation in the Conference; (b) the acts or omissions of Exhibitor or its employees, representatives, contractors or agents; (c) Exhibitor’s products, services, materials or exhibit; or (d) Exhibitor’s violation of applicable law or these Rules and Regulations, except to the extent such claim, liability, damage or loss is caused by the negligence, gross negligence or willful misconduct of a Released Party.

AMENDMENTS OF RULES AND REGULATIONS

All matters and questions not covered by these rules/regulations are at the discretion of AANP and its agents. These rule/regulations may be amended any time by AANP and all amendments that may be so made shall be equally as binding upon publication, on all parties affected by them as were the original rules/regulations.