This page is for the Rules, Regulations and Refunds regarding the Expo

Reservations for Space

Reservations for space will be made in the order in which registrations are received. The NCOEMS EXPO reserves the right to relocate any display areas for the benefit of the exhibitor and/or the organization.

Booth Rate, Payment and Cancellation Policy

Each type of exhibit space (booth, vehicle or hallway) includes one representative. Additional representatives must pay the registration fee. Full payment must be received no later than April 10, 2026. Cancellations received in writing on or before April 10, 2026, will receive a refund, minus a $100.00 processing fee. No requests for refunds will be accepted after that date.

Dimensions and Limitations

Exhibits must not exceed 8 feet in height. Exhibits must be constructed so as not to obstruct the general view or the view of adjoining booths. Permission to display equipment taller than 8 feet must be obtained in writing from Upton Associates. Signage atop vehicles is allowed if it does not obstruct the view.

Liability

The exhibitor agrees to protect, save, and keep the NCOEMS EXPO, Upton Associates, the Benton Convention Center and their representatives, employees and agents forever harmless from any and all damages or charges imposed for violation of any law or ordinance, whether occasioned by the negligence of the exhibitor or the representatives, agents or employees of the exhibitor or those persons acting under the express or implied authority of the exhibitor. Exhibitor also agrees to comply with all applicable terms, conditions, rules and regulations of the Benton Convention Center. The exhibitor assumes complete responsibility and liability for all loss, damage, or destruction of his/her property, employees, agents and guests of the NCOEMS EXPO, Upton Associates, any officer, agent or employee thereof will not be liable for any loss, damage or destruction of exhibitor's property for theft, fire, accident or any other cause. The exhibitor also assumes full responsibility and liability for all injury to all persons or property caused by the exhibitor, its agents, representatives or employees. The exhibitor will indemnify and hold harmless the NCOEMS EXPO, Upton Associates, the Benton Convention Center, their members, directors, officers, agents, representatives, and employees against all liability whatsoever arising from any and all damage to property or personal injury or loss caused by the exhibitor, its agents, representatives, employees or any other such persons. The NCOEMS Expo shall not be held responsible for the loss of or damage to any items on or within exhibitor’s display and encourages all to exercise caution to prevent loss or damage. The exhibit hall will be locked during non-exhibit hours and security will be provided.

Installation of Exhibits

Installation of Exhibitswill begin on Sunday, May 3, 2026, for all exhibitors (see schedule). All exhibits must be completed no later than 2:00 p.m. on Sunday, May 3, 2026.

Space not occupied by 8:00 a.m. on Monday, May 4, 2026, will be forfeited by the Exhibitor, and the space may be resold, reassigned, or used by the NCOEMS Expo without refund.

Dismantling

Displays must be dismantled by 5:00 p.m. on Wednesday, May 6, 2026, but not before 3:00 p.m. Exhibitors may not dismantle displays until the show closes. Early departure may subject exhibitor to penalty and restriction to exhibit in future. Attendees expect representatives to be available during exhibit hours.

Prohibitions

Companies found to have misrepresented their product, or service will be removed from the exhibit hall without refund. Subleasing or assigning of booths or a part of a booth is not permitted. Exhibits, signs, or displays are prohibited in any of the public rooms or elsewhere on the premises of The Benton Convention Center without prior approval. Aisle space may NOT be used for exhibit purposes, (including tables and chairs) displays or signs, solicitation or distribution of cards, circulars, samples, or other promotional materials.

Sound Devices

The use of sound devices, loudspeakers, or undignified methods of drawing attention is prohibited, where such methods interfere with other exhibitors.

FDA Regulations

Exhibitors shall comply with all applicable Food and Drug Administration (FDA) regulations including, without limitation, FDA restrictions on the promotion of investigational and preapproved drug and devices and the FDA prohibition on promoting approved drugs and devices for unapproved uses. Any product not FDA approved for a particular use or not commercially available in the USA may be exhibited only if accompanied by clearly visible signage indicating the status of the product. Exhibitors shall have available at the booth a letter from the FDA that describes the allowable use of any drug or device exhibited.

Professionalism

Exhibitors, their representatives, and sponsored agents are expected to behave and dress in a professional manner during exhibit hours, planned functions, and while in the public areas of the Benton Convention Center. Failure to do so may jeopardize invitations to participate in future functions. 

Amendment of Regulations

All matters and questions not covered by these regulations are subject to the decision of the NC Office of Emergency Medical Services or the trade show manager. The NC Office of Emergency Medical Services and the trade show manager shall have sole authority to promulgate, interpret, and enforce all rules and regulations, and to make any amendments necessary for orderly conduct.

By online, sponsorship agreement or otherwise registering for the NCOEMS Expo, you agree to adhere to the rules and regulations as outlined above. Failure to conform or comply could result in forfeiture of fees and jeopardize invitations to future programs. The individual listed on the Exhibit Contract & Sponsor Registration Form as the Primary Contact bears full and exclusive responsibility for informing all attending representatives of these guidelines.