Booths are assigned in order received with IHCA Associate Members receiving preference. Sharing booth space is not permitted except by businesses that routinely collaborate with each other. Subletting of space is prohibited unless prior written authorization is received from IHCA.
Rental of booth space prior to July 14, 2025 requires advance payment of 50% of all relevant costs. Balance is due by July 14, 2025. Rental of booth space after July 14, 2025 requires full payment of all relevant costs.
Booth space cancelled in writing by June 13, 2025, will be refunded 75% of the total booth cost; 50% of total booth cost will be refunded from June 14 to July 14, 2025; 25% of total booth costs will be refunded from July 15 until August 15, 2025; no refunds will be made for cancellations after August 15, 2025. In the event of cancellation, Exhibitor remains liable for payment of costs based upon this schedule.
Displays may not exceed 8’ in height unless prior written consent is received from IHCA. Any portion of an exhibit that obstructs the view or interferes with other exhibitors, extends beyond the designated booth space, or is deemed objectionable by IHCA must be immediately modified or removed by the exhibitor. All exhibit equipment and materials must be located within the confines of the booth space. IHCA reserves the right to inspect the quality of the exhibit appearance during the show.
All booths must remain intact until the close of the show and no exhibit additions or removals will be allowed during show hours.
Exhibitor promotional activities are not permitted outside the confines of the booth space. Signs and/or displays are prohibited in any of the public rooms or elsewhere on the premises of the Embassy Suites in East Peoria during the Association’s convention unless as part of a reception or sponsored event.
All booths must be properly staffed during official expo hours. Exhibitor may be excluded from future IHCA Expos if assigned booth is not staffed or is vacated prior to the official closing.
Exhibitor may register a maximum of five individuals per booth rental. Such individuals must be direct employees or primary suppliers of Exhibitor. Exhibitor staff cannot be employed by a non-member facility of IHCA. An exhibitor affiliated with a licensed long term care facility/program or corporate office must pay the applicable facility/program convention registration fee in addition to the booth rental fee.
Exhibitors shall not sell, give away, or authorize the sale or giving away of foods or beverages on, from, or adjacent to the premises, nor provide special services to the public, without first having obtained written permission from the Embassy Suites in East Peoria. Contact Jennifer Seiler, Director of Events, at (309) 427-2408 or jennifer.seiler@atriumhospitality.com to discuss such permission.
If permission is granted:
- Proof of food and beverage liability insurance must be provided to the Director of Events for the Embassy Suites in East Peoria prior to the start of the event.
- Sample size is limited to 4 oz. for non-alcoholic beverage and 1 oz. for food and must not be items sold by the Embassy Suites in East Peoria. No alcoholic beverages may be distributed on property.
- All food sold must be in retail packaging only.
No deliveries of displays or merchandise will be accepted by IHCA or the Embassy Suites in East Peoria. Peoria Expo will be accepting freight 30 days in advance of the IHCA Convention. Peoria Expo will accept advance shipments from Monday, August 11, through Friday, September 5, between the hours of 8:00 a.m. and 4:00 p.m. CST. Peoria Expo will place shipments in your booth at the Embassy Suites prior to the exhibitor set-up. Peoria Expo does charge a fee for this service. The fee is $45 cwt or a minimum charge of $90 for shipments under 200 lbs. If you have questions, please contact Brian Pickerill at Peoria Expo by phone at (309) 680-3800 or email bpickerill@asmpeoria.com.
Advance Ship to Address:
Name of your company / booth #
c/o 2025 IHCA Conference
Peoria Expo
201 SW Jefferson Street
Peoria, IL 61602
It is the responsibility of the exhibitor to make arrangements for exhibit materials to be removed and/or shipped following the exhibition. Exhibitors are responsible for packing the materials, providing any paperwork necessary for pick-up, affixing labels properly to all boxes/containers, prepaying any shipping costs, and arranging for pick-up with their preferred shipping company. Materials must be collected within 48 hours of show completion. The Embassy Suites in East Peoria will not assume any responsibility for shipping items left in a booth after a show or any damaged goods/containers.
The selling of merchandise is permitted however exhibitors are responsible for collecting and paying all applicable taxes.
Exhibitors must wear official IHCA exhibitor name badges for exhibit hall admission. Exhibitor staff must leave the floor within ½ hour after the show closes each day unless prior arrangements are made with the IHCA Director of Education.
Exhibitors may utilize video, music, or other sound producing media within the confines of their booth
space. IHCA reserves the right to decrease volume setting or mute any sound producing device deemed to be intrusive or offensive. Exhibitor assumes responsibility for compliance with applicable licensure requirements pertaining to music, sound, video, and other media.
All empty containers (including cases and boxes) must be stored in the booth. There is no storage area at the Embassy Suites in East Peoria. IHCA assumes no responsibility for storage of exhibit materials.
No flammable materials are permitted. Exhibitor assumes all responsibility for compliance with local, city, county, state, and federal ordinances and regulations covering fire, safety, and health. Exhibitor assumes all liability for any damage to the Embassy Suites in East Peoria’s infrastructure as a result of the exhibitor’s actions and/or negligence.
Vehicles on the show floor are not to have more than ¼ tank of fuel and must have gas caps locked and battery(ies) disconnected. Prior permission must be obtained from the Embassy Suites in East Peoria for any vehicles utilizing the show floor. Protective measures will be required to maintain the integrity of all property infrastructure during transportation, including carpeting in the exhibition hall, and are the responsibility of the exhibitor.
Exhibitor assumes full responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the premises of the Embassy Suites in East Peoria, and will indemnify, defend, and hold harmless the Embassy Suites in East Peoria, Illinois Health Care Association, Peoria Expo and their respective officers, servants, agents and employees from any and all such losses, damages, and claims.
Exhibitor understands that neither the Embassy Suites in East Peoria nor IHCA maintain insurance covering exhibitor’s property and it is the sole responsibility of exhibitor to obtain such insurance. Security furnished by the Embassy Suites in East Peoria and IHCA shall not be construed as an assumption of liability by IHCA. In the event of loss, said responsibility is solely that of the exhibitor.
General security will be available throughout the Expo.
Exhibitors are not allowed to distribute popcorn or peanuts.
Exhibitors are not allowed to utilize glitter or confetti of any kind.
Exhibitors are not allowed to squeeze, staple, pin, wire, tape, or hang anything to/on the drape or the hardware without the express consent of Peoria Expo. Exhibitors may hang small lightweight show cards, cloth, or plastic signs from the top rail of the booth using hooks that are provided by Peoria Expo. All signs, pictures, decorations, etc. must be removed from the drapes and the hardware at the close of the Expo or the exhibitor will be responsible for charges of extra labor. Any resulting damage to the equipment in violation of the above rules and/ or negligence on the part of the exhibitor will be charged to the exhibitor.
Performance of these regulations by IHCA, the Embassy Suites in East Peoria, and exhibitors is subject to there existing no acts of God, war, terrorism, or government regulations making a parties’ performance hereunder illegal or unlawful (unless the illegality or unlawfulness can be alleviated with minor modifications of a parties’ duties), disaster, fire, labor strikes, civil disorder, curtailment of transportation preventing or unreasonably delaying at least 25% of registrants from attending, or other similar events beyond the control of IHCA and the Embassy Suites in East Peoria, if in the reasonable judgment of IHCA or the Embassy Suites in East Peoria it is inadvisable, illegal or impractical to hold the scheduled event or provide the facilities. This contract may be terminated for any one or more of the foregoing reasons.
All matters and questions not covered by these regulations are subject to the discretion of IHCA. IHCA shall have sole right to promulgate, interpret, and enforce all rules and regulations and to make any amendments to the regulations as shall be necessary for the orderly conduct of the Convention and Expo.
IHCA reserves the right to alter the exhibit floor plan and show hours in the best interest of the Expo and the exhibitors.
To download the Exhibitor Regulations click here.