Exhibitor Payment Terms
- Non-refundable Exhibit Space Fee of 50% of the total booth fee is due at the time of booking in order to hold the space in Exhibitor’s name until the full payment is received;
- Full payment is due by October 1, 2023;
- ACH payment preferred;
- Credit card payment accepted (American Express, Discover, MasterCard, Visa); service fees apply;
- Payment by check is accepted, provided payment is received within 15 days net of invoice. If payment is not received by the due date, Exhibit Space will be
released;
Exhibitor Cancellation Policies
Cancellation, Refund or Reduction of Exhibit Space A 50% refund (if already paid in full) may be eligible for a refund. All cancellations must be requested, in writing or
via email to: [email protected] and must be received no later than November 1, 2023. Upon notice of such cancellation, withdrawal from the Convention, or reduction
in Exhibit Space, the Exhibitor shall lose all rights to assigned Exhibit Space and NAVC, in its sole discretion, may reassign the released Exhibit Space to another party.
Exhibitors will remain obligated to pay NAVC all amounts due for any Exhibit Space booth packages originally ordered by Exhibitor prior to cancellation or reduction in
Exhibit Booth size. No cancellation or reduction in Exhibit Space shall be acknowledged unless received in writing by NAVC. Exhibitor’s right to obtain and use of
complimentary Exhibitor personnel and complimentary badges shall immediately be revoked and forfeited if Exhibitor cancels its Exhibit Space or fails to meet its
obligations under this Agreement.
Sponsorship Payment Terms
- Due upon receipt of invoice
- Invoices not paid in full by 1.31.2024 are subject to a 1.5% monthly late fee
Sponsorship Cancellation Policies
Single Sponsorships/Advertising Under $25,000
Sponsor may cancel the Sponsorship/Advertising Agreement in writing; however, the sponsor agrees to the following refund schedule:
- 91 – 120 days before the first day of the program – 90% Refund
- 61 – 90 days before the first day of the program – 75% Refund
- 31 – 60 days before the first day of the program – 50% Refund
- 30 days or less before the first day of the program – No Refund Single
Sponsorships/Advertising Under $25,000 or Greater
Sponsor may cancel the Sponsorship Agreement in writing; however, the sponsor agrees to the following refund schedule:
- 211 – 240 days before the first day of the program – 75% Refund
- 181 – 210 days before the first day of the program – 50% Refund
- 180 days or less before the first day of the program – No Refund
Digital and Print Advertising
Sponsor may cancel the Sponsorship Agreement in writing; however, the sponsor agrees to the following refund schedule:
- 91-120 days before the due date – 90% Refund
- 61-90 days before the due date – 75% Refund
- 31-60 days before the due date – 50% Refund
- 30 days or less before the due date – No Refund
Signage (produced by our third-party vendor, Freeman)
Once Signage Proposal is signed and accepted, a minimum 80% down payment will be due and payable upon receipt of invoice. Post VMX, a final Invoice will be sent to the sponsor with the balance due (including charges for additional signage purchased during VMX, late fees, updated rigging fees, etc.). Final Signage payment will be due and payable upon receipt of invoice. Sponsor may cancel the Signage Agreement in writing; however, the sponsor agrees to the following refund schedule:
- 91 – 120 days before reserved signage artwork due date (as outlined on Signage Proposal) – 90% Refund
- 61 – 90 days before reserved signage artwork due date (as outlined on Signage Proposal) – 75% Refund
- 60 days or less before reserved signage artwork due date (as outlined on Signage Proposal) – No Refund
CANCELLATION BY NAVC AND VIRTUAL ENVIRONMENT CHANGES
NAVC’s programs are subject to change at any time without prior notice. We reserve the right, in our sole discretion, to cancel any event or the conference as a whole, or switch to a virtual conference or event format, at any time for any reason and without prior notice. In the event we cancel the conference or any program or event at the conference, or if we change the format of the conference or any program or event at the conference to a virtual format, NAVC will notify Sponsor as soon as reasonably practicable. If we cancel the conference as a whole, or cancel certain events sponsored by the Sponsor, the NAVC will discuss with Sponsor either to transfer the sponsorship to a virtual platform, forward the sponsorship funds to the subsequent year’s event, or issue a refund in full. In the event of canceled events, if Sponsor chooses to be refunded in full, the NAVC shall have no further liability of any kind to Sponsor. Further, NAVC cannot guarantee any specific attendee numbers in our conferences, sessions, or sponsored events, and Sponsor will not be entitled to any refund as a result of any reduced attendance. NAVC shall in no event have any liability to Sponsor and shall have no other obligation to Sponsor of any type except as expressly stated in these Policies.
FORCE MAJEURE
NAVC shall have no liability whatsoever if any of our events or programs are delayed, changed, or canceled at any time due to strikes, lockouts, accidents, fires, floods, severe weather, acts of God, healthcare crisis, epidemics and pandemics as a result of viral or bacterial illnesses, forced shut-downs, emergencies, war, riots, terrorist attacks, any actions constituting a “force majeure,” or any other causes or delays beyond NAVC’s reasonable control, whether similar to or different from the causes above enumerated.