The rules and regulations detailed below are the official guidelines for The HFA Show 2025.
The space contracted is to be used solely by the company whose name appears on this Exhibitor Contract and it is agreed that the company will not sublet or assign any portion of same. HFA reserves the right to cancel this Contract upon no less than five (5) days written notice to the company and to regain the immediate possession of any space and to deny the company all further right to participate in the Trade Show if the exhibitor shall fail to pay HFA before January 1, 2025 any payments due HFA. No reduction in booth size will be allowed after January 1, 2025.
If written notice of cancellation from an exhibitor is received by HFA on or before November 1, 2024, a full refund of booth fees will be processed. However, after November 1, 2024 there will be no refund and exhibitors will be held to payment in full for the originally contracted booth fees, even if the the exhibitor decides to reduce the size of their booth.
HFA retains the right to re-assign, designate or change booth locations. The aisles belong to HFA. Neither exhibits nor advertising material is permitted to protrude into the aisles. HFA reserves the right to control and prohibit any disturbing noises produced by an exhibitor. No part of any exhibit may be more than eight-feet (8’) high without written permission of HFA. The sidewing displays, pipe racks and the like may be as much as eight-feet (8’) high provided they do not extend out toward the aisle more than five-feet (5’) from the back wall of the display. Any sides utilizing the remaining five-feet (5’) out to the aisle may not be more than four-feet (4’) high. Island booths may have displays up to 16 feet high, and hanging signs up to 20 feet-- subject to approval by HFA.
Any unfinished portion of an exhibit will be covered by HFA at the expense of the exhibitor. All custom construction and designs must be approved by HFA in advance. No booth shall be allowed to obstruct clear vision to other booths in the same line or adjacent lines unless it is an island display, having four corners on four sides. For island booths, if a solid wall is to be part of the display, or any free-standing unit above eight-feet (8’) high, or any multi-level construction above eight-feet (8’) high, an architectural rendering must be submitted to HFA for approval in advance and will require fire marshal pre-approval. HFA reserves the right to determine the final placement of such structures. All island, peninsula and end-cap booth designs must be received at HFA by January 30, 2025. Failure to comply will result in a booth not being approved for installation. HFA follows trade show industry standards developed by the International Association of Expositions & Events (IAEE), which HFA reserves the right to modify.
HFA maintains a maximum level of 80-decibels for all exhibitors at its Trade Shows. This level has been identified as a safe level for trade shows by the Occupational Safety & Health Administration (OSHA). To ensure a successful Trade Show for all companies, HFA, as Show Management, reserves the right to monitor sound usage and restrict and eliminate the music and other audio demonstrations in an exhibitor’s booth at its discretion. Show Management’s actions can include reviewing and adjusting all sound system and speaker placements within an exhibit, restricting sound levels within a booth, and restricting demonstrations within a booth, regardless of an exhibitor’s contract with instructors or celebrities appearing in an exhibitor’s booth. All exhibitors planning to have audio or a demonstration must submit complete details to HFA, including a description of the demonstration(s), the frequency of demonstration(s), and the location of lighting and sound systems (specifically speakers). All descriptions are due in writing to HFA for approval by January 30, 2025. Specialty lighting, videos and promotional lighting projected on walls, ceiling, or floor spaces not contracted is prohibited. If a complaint is registered and a visit by Show Management does not result in full compliance, Show Management has the authority to cancel all booth demonstrations and/or terminate all electrical power to a booth for the remainder of the Trade Show.
Exhibitor booths must be staffed at all times during the designated, official Trade Show hours, and is recommended during Early Morning Workouts. An exhibitor of the Trade Show, and affiliated agents or employees, may not enter another exhibitor’s booth space without the latter exhibitor’s permission. Exhibitors shall abide by and observe all laws, rules and regulations of the federal, state, and city governments, as well as the event venue. All decorations and electrical wiring and fixtures must comply with local fire laws. State and local fire regulations must also be followed. Exhibitors planning to serve or dispense food and/or beverages from their booths must contact HFA for information related to product sampling (a permit and fees will apply). All food and beverages must be purchased and cleared through each venue’s exclusive food services contractor.
Each exhibitor is responsible for obtaining all necessary licenses and permits to use music, video, photographs, or other copyrighted material.
Instructions regarding the mandatory procedures for freight and warehouse shipments will be detailed in the Exhibitor Services Manual, and will be sent to confirmed exhibitors once the signed Exhibitor Contract and initial booth deposit are received.
All exhibiting companies must carry General Liability Insurance and Workers Compensation Insurance that meets the requirements of the State in which the venue is located. HFA, its official services contractors, and the convention center do not maintain insurance covering an exhibiting company’s property. It is the sole responsibility of the exhibitor to obtain the appropriate amount and type of insurance to cover their property, agents or employees, from theft, damage by fire, accident, or any other cause (but in no event will the General Liability Insurance coverage be less than $1,000,000). HFA will not be responsible for any injury that may occur at exhibits or to an exhibitor’s employees, or for the loss of, or damage to, any material from any causes whatsoever, whether in transit, or during Early Morning Workouts or the Trade Show, regardless of whether Show Management furnishes security. A General Liability Insurance Certificate and a Workers Compensation Insurance Certificate are required from each exhibiting company naming HFA and its agents as additional insureds on the policies effective during the entire period of activity, including install and dismantle dates and times. The Certificates must be received at HFA within two weeks of receiving confirmation of exhibit space from HFA Show Management.
In case the event venue is destroyed or damaged, or if the Trade Show fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, act of war, act of God, emergency declared by any governmental agency or by Show Management, or for any other reason, this contract may be terminated by HFA. In the event of such termination, the exhibitor waives any and all damages and claims for damages, and agrees that the sole liability of HFA shall be to credit or return to the exhibitor its booth fees, less costs and expenses incurred and committed by HFA, estimated to be 20% of fees.
HFA does not involve itself in patent, trademark, or copyright infringement disputes between exhibitors, and no exhibitor should seek to enlist HFA's assistance in this regard.
HFA shall not be liable to any exhibitor in any respect for any claims, losses, expenses, injuries, or damages arising out of or related to the Trade Show or the exhibitor’s participation in the Trade Show due to any act or omission of HFA, its employees or agents, or any third person, whether based on breach of contract or warranty, negligence or other tort, or strict liability, unless directly and solely caused by the gross negligence or willful misconduct of HFA. HFA disclaims all warranties, express or implied, including, without limitation, warranties of merchantability and fitness for a particular purpose. HFA shall not be liable to any exhibitor for any indirect, special or consequential damages, including lost profits, whether based upon a claim or action of contract, warranty, negligence, strict liability or other tort, even if HFA is aware of the possibility thereof. Notwithstanding any other provision, the maximum liability of HFA to any exhibitor will in no event exceed the lesser of (i) the amount of exhibit booth fees paid by the exhibitor to HFA or (ii) $5,000. Recovery of such amount shall be the exhibitor’s sole and exclusive legal remedy. Any claim against HFA not submitted to HFA within thirty (30) days of the close of the Trade Show shall be forever waived, and no suit or action shall be brought against HFA more than one (1) year after the Trade Show.
Each exhibitor shall indemnify and hold harmless HFA and the event venue, and their respective officers, directors, agents and employees from and against any and all liabilities, damages, actions, losses, claims, costs, and expenses (including reasonable attorney’s fees) on account of personal injury, death, or damage to or loss of property arising out of or contributed to by any act, omission, negligence, fault, violation of this Contract or any rule or regulation, or violation of a law or ordinance by the exhibitor, its employees, agents, contractors, members, exhibitors, patrons, or invitees. The foregoing shall not apply with respect to any liability, damage, or loss directly and solely caused by the gross negligence or willful misconduct of, as applicable, HFA or the venue.
With the purchase of exhibit space at The HFA Show 2025, all exhibitors and their employees hereby accept the additional compliance guidelines summarized below.
Any and all matters not specifically covered herein or in the Exhibitor Services Manual are subject to the decision of HFA. HFA shall have the full and exclusive power to interpret and enforce this Contract and the rules and regulations. Decisions of HFA are final, and each exhibitor agrees to abide by the same. HFA reserves the right to add or modify the rules and regulations as stated on this Contract as deemed appropriate to improve the Trade Show. If the exhibiting company violates any rules or regulations, HFA has the right to regain the immediate possession of any space. All policies and procedures stated herein and as detailed within the Exhibitor Services Manual will be in effect until further notice. The Contract and rules and regulations are governed by the laws of the Commonwealth of Massachusetts without regard to conflicts principles. The exclusive legal avenue for the resolution of any controversy or claim between the parties hereto arising out of or related to the Contract or the rules and regulations, or the breach thereof, shall be binding arbitration in Boston, Massachusetts, in accordance with the Rules of the American Arbitration Association, and judgment upon the award rendered by the Arbitrator may be entered in any court having jurisdiction thereof. Each party will bear its own costs.
