Exhibit at NSC and your company will receive:
Exhibit at NSC and your company can enjoy the company and face-to-face time of the PTs and PTAs of tomorrow. Exhibit hall space and sponsorship opportunities are limited so don't delay!
Thursday, November 1 1:00 pm – 6:00 pm - Exhibitor
Registration and Setup
Friday, November 2 7:00 am – 9:00 am - Exhibitor
Registration and Setup9:00 am – 4:00 pm - Exhibit
Hall Open9:00 am - 11:00 am - Peak Hours
Saturday, November 3 9:00 am – 2:45 pm - Exhibit Hall Open12:30 pm - 1:30 pm - Raffles/Giveaways in the Regency Ballroom1:30 pm - 2:45 pm - Lunch in the Regency Ballroom Foyer2:45 pm – 4:00 pm - Dismantle
Note: All displays must be set up by 9:00 am Friday morning and remain intact until 2:30 pm on Saturday, November 3.
August 3: 25-word description due for NSC Conference Program
August 29: Balance of fees due for booth payment
September 5: Last date to cancel for refund (minus 20% administrative fee)
September 28: Exhibitor badge forms due
October 10: Last day to secure discount room rate at hotel
All NSC activities will take place at:Hyatt Regency Crystal City
2799 Jefferson Davis Highway
Crystal City, VA 22202
Room rate: $155/single/double
Make hotel reservations: 888/421-1442 | Website
Reservation Deadline: October 10, 2012
*Mention National Student Conclave at the time of booking to receive the group rates.
For advertising information, contact the Ad Marketing Group at 703/243-9046. Advertising space order forms will be mailed to confirmed exhibitors.
NSC sponsorships have been designed to help you reach your marketing goals. Information will be posted here as it becomes available.
PURPOSE OF EXHIBITS NSC exhibits are intended to be educational and informational and to improve physical therapy practice, education, and research. Exhibits should give all student attendees a chance to learn about available career opportunities, equipment, and services. Exhibitors are to provide equal opportunities for all attendees regardless of education level or career goals. APTA supports a positive learning environment for all of its members.
BOOTH INFORMATION The cost is $850 per 8 x 10 booth. Each exhibit booth
comes with 1 table, 2 chairs, and a trash can. Full payment must be enclosed with this application. Applications submitted without full payment will not be confirmed until the payment is received at APTA. Cancellations prior to
August 24, 2011, are subject to a 20% administrative fee. NO REFUNDS WILL BE ALLOWED FOR CANCELLATIONS AFTER September 5, 2012.
EXHIBITOR BADGES (Badges MUST be worn at all times in the Exhibit Hall.)
Exhibitor badge registration forms must be received at APTA by September 28, 2012. All exhibiting companies must register their staff in advance. An onsite company contact, the exhibitor liaison, must be designated on the registration form. Three complimentary badges are provided for each exhibit space; additional badges are $25 each (payment must accompany the request).
Badges are not transferable. Once the 3 complimentary badges have been produced for an exhibit space, the $25 badge fee will be requested. Badges are to be used only for NSC-related business.
LOCATION & DATES The American Physical Therapy Association's 2012 National Student Conclave will be held November 2-4, 2012, at the Hyatt Regency Crystal City, in Crystal City, Virginia.Meeting Dates: November 2-4 ●
Exposition Dates: November 2-3
GES Exposition Services is the official service contractor and will send an Exhibitor Service Kit to all confirmed exhibitors. The kit will include order forms for all services. Confirmed exhibitors can expect to receive this information in late August.
Part of Contract The policies stated here constitute a bona fide part of the contract for exhibit space. The American Physical Therapy Association (APTA) reserves the right to render all interpretations and decisions, should any questions arise, and to establish further regulations as may be deemed necessary to the general success and well being of the exposition. All matters and questions not covered in these policies are subject to the final judgment and decision of APTA.
Acceptance of Application APTA reserves the right to reject any and all applications. APTA determines the eligibility of any company or product to be exhibited at the National Student Conclave (NSC), either before or after the proper execution of the contract.
Booth Assignments To obtain a desirable booth assignment, your application should be submitted as soon as possible. Applications for exhibit space are accepted on a first-come, first-served basis. Applications received after the assignment of booths begins will be considered in order of receipt and as space permits. A company that has not settled all previous accounts with APTA will not be assigned booth space.
Booth Payment An exhibitor is defined as all of the following categories: Companies that share officers, executive boards, staff, sales personnel, support groups, or ownership in whole or in part of: (A) profit and nonprofit corporations, organizations, associations, or businesses, including acquisitions or mergers thereof; (B) solely owned subsidiaries of "A"; (C) a division of the above categories "A" or "B"; (D) a United States military organization; (E) a United States government agency.
The cost is $850 for one booth. Booth fee includes a 6-foot table, 3-foot side drape, 8-foot back drape, 2 chairs, and a trash can.
Full payment for each booth requested must be submitted with your application. Full payment must be received before space can be occupied.
Cancellation Policy Cancellations must be received at APTA in writing on or before August 29, 2012, and are subject to a 20% fee. No refunds will be issued for cancellations after August 29, 2012.
(The policies stated here constitute a bona fide part of the application and contract for exhibit space.)
Cancellation of Exposition Should any situation beyond the control of APTA arise to prevent the opening of the 2012 National Student Conclave, APTA will not be held liable for any expenses incurred by the exhibitor except the rental cost of booth space.
Exhibitor Code of Conduct Each representative of an exhibiting company is expected to conduct himself/herself in a professional manner. Although a spirit of friendly and honest competition is recognized as a valid business practice, the use of deceptive and/or unethical methods to obtain information and/or gain an advantage over a competitor is considered to be a violation of this Code of Conduct. Violation(s) of local and/or federal laws can result in immediate suspension (without verbal warning) from the exposition. A violation of this Code should be reported to APTA staff for prompt attention. An individual who is found to have violated this Code will be suspended from participation in future APTA expositions for a period of time. The individual also may be suspended from this exposition at the discretion of APTA.
Exhibit Space Staffing
Each exhibiting company is expected to staff its booth(s) adequately during exhibit hours. Exhibits must be arranged so that the exhibit and personnel are within the rented space.
Failure to Occupy Space Unless previous arrangements are made in writing, any booth not occupied by the exhibiting company by 9:00 am on Friday, November 2, 2012, will be forfeited without refund to the exhibitor, and the space may be resold or used by APTA.
Hanging Signs Signage for in-line tables must face the aisle that the front of the booth faces. Double-sided signs that interfere with neighboring booths are not allowed.
Inspection of Tables APTA will inspect each exhibit space prior to the opening of the Exhibit Hall to ensure that the exhibitor has adhered to the rules and regulations set forth in this document. APTA staff will inform the exhibitor of any infractions; all corrections must be made before the Exhibit Hall opens.
Installation and Removal of Exhibits The exhibit area will be available beginning Thursday, November 1 from 1:30 pm - 4:30 pm and Friday, November 2, from 7:00 am to 9:00 am for exhibit preparation. Each booth must be completely set up by 9:00 am on Friday, November 2, 2012. All exhibits must remain intact until 2:30 pm on Saturday, November 3. Any exhibitor who partially or completely dismantles his booth before 2:30 pm on November 3, will be placed on a low priority list for the 2013 National Student Conclave in Louisville, Kentucky.
Insurance Each exhibiting company is required to insure itself against property loss or damage and against liability for personal injury. Provide the name of the insurance company covering your company for this exposition in the space supplied on the front of this application/contract. Your application/contract will not be considered complete until the name of the insurance company is provided.
Liability The American Physical Therapy Association (APTA), the Hyatt Regency Crystal City, and the employees and representatives thereof shall not be held responsible for injury, loss, or damage that may occur to the exhibitor or his property from any cause whatsoever. APTA, its employees, or representatives shall not be held responsible for any injury, loss, or damage caused by the exhibitor or his employees or representatives.
The exhibitor agrees to indemnify those listed above against any claims for such loss, damage, or injury. Upon signing the contract, the exhibitor expressly releases the foregoing institutions, individuals, and committees from any and all claims for
loss, damage, or injury. This also includes the period of storage prior to and following the National Student Conclave.
Prohibited Activities Cameras and photography are prohibited in the exhibit area unless prior written permission has been obtained from APTA. Exhibitor personnel should not enter another exhibitor's space without obtaining permission from that exhibitor, nor should personnel block access to another table space. Exhibitors may not assign, sublet, or apportion the whole or any part of the space allocated without the written consent of APTA.
Referral-for-Profit Guideline APTA is opposed, as a matter of health care policy, to arrangements under which sources of referral (including physicians) stand to profit from referring patients for physical therapy. The policy, adopted by the House of Delegates, states: "The American Physical Therapy Association opposes participation in services that is in any way linked to the financial gain of the referral source.” (Financial Considerations in Practice [HOD 06-99-13-17]) Because of this policy, APTA does not accept exhibit or sponsorship applications from companies whereas any physician or referral source has a financial interest in the practice and refers patients to an employed physical therapist or to a physical therapist who supervises an employed physical therapist assistant. Please contact APTA at 703/706-3223 should you have additional questions.
Security APTA will provide perimeter security during installation, exhibit, and dismantle hours. Each exhibitor must make provisions for safeguarding goods, materials, equipment, and displays at all times. APTA shall not be held responsible for the loss of or damage to any material for any cause and encourages the exhibitor to exercise normal precautions to prevent loss or damage as a result of theft or other causes.
Shipment of Materials GES Exposition Services, the official service contractor of the National Student Conclave, will e-mail Exhibitor Service Kits to all confirmed exhibitors, which will contain all necessary order forms. Exhibitors must make arrangements with the official exhibit contractor for removal, storage, and return of empty crates.
Soliciting All business activities, circulars, and advertising material of the exhibitor may be conducted and/or distributed only within the exhibitor's space. No material may be placed on seats or attached to walls, ceilings, or woodwork in the exhibit area or left in public spaces. Publishing companies shall not solicit other exhibitors to advertise in their publications at NSC.
APTA's premier meeting for students of physical therapy, National Student Conclave (NSC) presents exhibitors with a golden opportunity to reach the future of the profession. NSC brings together close to 1,000 soon-to-be physical therapists and physical therapist assistants for programming and a two-day exhibit hall in late October.
NSC 2012 Application & Contract for Exhibitor Space and Sponsorship (.pdf)