Please review these terms and conditions carefully. Your signature on the application binds you and your company to this contract and the terms expressed herein.
1. ELIGIBILITY TO EXHIBIT
The Orthopedic Summit Evolving Techniques (OSET) reserves the right in its sole discretion to decline applications for exhibits. In addition, OSET will not sell exhibit space to any for-profit or non-profit organization whose programs, products, and/or services, in whole or in part, compete with OSET programs, products, and/or services.
2. BOOTH SPACE ASSIGNMENT
OSET show management will select space for companies at its discretion based on company products and services and history with OSET.
3. PURCHASING BADGES FOR NON-EXHIBITOR PERSONNEL
Exhibiting companies may not purchase badges for physicians, consultants, or distributors, unless they are full-time employees of that company. Exhibitor badges are to be issued only to company employees, and/or any other individuals working in the exhibit booth. False certification of an individual as an Exhibitor’s representative, or any other method used to assist unauthorized personnel to gain admittance to the exhibit floor and/or instructional courses will be cause for expelling the violator from the exhibition or removing a violator’s exhibit from the exhibit floor without further obligation on the part of OSET. Allied professionals are permitted to purchase badges at the prevailing rate listed in the registration information.
4. SHARING/SUBLETTING OF SPACE
No part of any exhibit space assigned to an Exhibitor may be reassigned, sublet, or shared with any other party. Sharing of exhibit space is permitted only for divisions of the same company and must be noted on the application form.
5. CANCELLATIONS OR REDUCTIONS IN SPACE
Requests for cancellations or reductions in exhibit space must be made in writing. Refunds will be made in accordance with the following schedule:
• Requests received by Monday, August 31, 2026: $750 retained.
• Requests received after Monday, August 31, 2026: 100% retained.
• Refunds will be mailed after the Conference.
6. EXHIBITOR APPOINTED CONTRACTOR
Exhibitors planning to use an independent contractor must complete the Request for Exhibitor Appointed Contractor (EAC) form found in their online service manual. The contractor must submit a Certificate of Insurance. Exhibitors should note that the Exhibitor Service Manual will be available in the exhibitor manual; it is the exhibitor’s responsibility to provide third parties with the necessary information and forms from their manual. EAC forms and Certificates of Liability are due no later than November 2, 2026.
7. INSTALLATION AND DISMANTLING
The exhibit installation and dismantling will be described in the Exhibitor Manual. Booth installation MUST BE COMPLETED by 12:00 pm on Wednesday, December 2, 2026. If space is not occupied and set by 12:00 pm, OSET staff reserves the right to reassign space to another Exhibitor or to make other use of space, as deemed necessary or appropriate, with no refund being made to the original Exhibitor. Booths must be kept intact until the closing of the exhibits (presently scheduled for Saturday, December 5, 2026, at 11:00 am). Early dismantling of exhibits is strictly prohibited. Dismantling, or “preparing to dismantle,” prior to the show closing will result in a $500 penalty, loss of future space priority considerations, and/or ineligibility to exhibit at future meetings. All display materials must be fully removed by midnight Saturday, December 5, 2026. If displays are not removed by midnight, management has the right to remove them and charge the expense to the Exhibitor.
8. CHARACTER OF EXHIBITS
OSET reserves the right to decline to permit an Exhibitor to conduct and maintain an exhibit if, in the judgment of the management, said Exhibitor or exhibit or proposed exhibit shall in any respect be deemed unsuitable. Professional dignity and discretion should be observed at all times. Booth set up and contents may not obscure the view of surrounding Exhibitors’ booth space. Display area may not exceed the 3’ sidewall or extend into an aisle causing the obstruction of an adjacent booth. OSET may also decline to permit persons, conduct, articles of merchandise, printed matter, souvenirs, catalogs and any other items without limitation, which affect the character of the exhibit. All efforts to advertise, demonstrate and operate the exhibit must be conducted so as not to trespass the rights of other Exhibitors and visitors. All exhibit material must be on the table or floor within the allotted space. Attachment of display material to walls will not be permitted. Nothing can exceed booth dimensions. No other area can be used for display purposes. Exhibitors will be allowed in the Exhibit Area 45 minutes before the exhibits open. Exhibitors may remain in the area for 30 minutes after the hall closes. Each booth must be staffed during show hours. Exhibitors may not enter another Exhibitor’s booth without permission.
9. SOUND EQUIPMENT/ISLAND BOOTHS
Do not point or angle any of your speakers into the aisle. Speakers must face into your booth and sound emitting from the booth space shall not exceed 85 decibels. Companies receiving notices from Show Management to reduce the noise level must immediately comply or be subject to having power to the sound system disconnected.
10. ADVERTISING
Advertising materials cannot be distributed outside the Exhibitor’s booth unless part of a sponsorship or advertisement approved by OSET. This applies to distributing flyers, handbills, invitations, magazines, or other advertising materials to hotel rooms of OSET attendees. Except for the Exhibitor’s booth space, canvassing or distributing materials in the facilities used by OSET is forbidden, unless approved by the OSET.
11. FIRE REGULATIONS
No combustible oils or bottled gases, open flames of any type, no batteries containing electrolyte, nor any corrosive will be permitted in the Exhibit Hall. Questions regarding specific problems should be referred to management who will obtain the necessary rulings from the Fire Marshall.
12. INSURANCE AND LIABILITY
The Exhibitor must surrender space occupied in the same condition as it was at the time of occupation. The Exhibitor is responsible for all damages to the Exhibit Hall, and for any and all claims or demands on account of any injury or death or damage to property occurring in or upon the Exhibitor’s display area or because of the acts of the Exhibitor, their employees, agents, licensees, or contractors. Each Exhibitor must make provision for the safeguarding of their goods, materials, equipment, and display at all times. General overall security will be provided by OSET, however, neither the OSET staff, owners, representatives, or employees, nor OSET event facility owners, officers, representatives, or employees are responsible for any injury, loss, or damage that may occur to the Exhibitor or the Exhibitor’s employees or property from any cause whatsoever, prior to, during, or subsequent to the period covered by the exhibit contract.
Exhibitor assumes responsibility and agrees to indemnify and defend OSET event facility, its subsidiaries and affiliates and their respective owners, employees and agents against any claims or expenses arising out of the use of the exhibition premises. The Exhibitor understands that neither the OSET nor the OSET event facility maintain insurance covering the Exhibitor’s property and it is the sole responsibility of the Exhibitor to obtain such insurance. Each Exhibitor shall carry comprehensive general liability coverage, including premises, operations and contractual liability coverage of at least $1 million for personal injury liability and $1 million for property damage liability and statutory Workmen’s Compensation coverage with Employers’ Liability limits of at least $100,000. A Certificate of Insurance must be furnished to the OSET with final booth payment and is a condition of being permitted to exhibit. The Certificate of Insurance shall name the Orthopedic Summit Evolving Techniques (OSET) and OSET event facility as additional insureds. The COI should indicate the policy will be in effect over all installation and dismantling dates, Tuesday, December 1, 2026 through Saturday, December 5, 2026. The COI is necessary even if the exhibitor is using an Exhibit Appointed Contractor (EAC) to provide booth services. Guidelines for EAC insurance requirements will be included in the Exhibitor Service Manual. For inquiries related to Certificates of Liability, contact Show Management.
13. CANCELLATION OF EXPOSITION
It is mutually agreed that in the event of total or partial cancellation of OSET due to fire, strikes, natural disasters (either threatened or actual), government regulations or causes which would prevent its scheduled opening or continuance, this agreement shall be terminated immediately, and OSET shall determine an equitable basis for the refund of a portion of the exhibit fees, after due consideration of expenditures and commitments already made. Under no circumstances is OSET responsible for any Exhibitor’s expenses (such as travel, lodging, or exhibit shipping), or any other incidental or consequential damages.
14. NON-CONTRACTED EXHIBIT SPACE
Persons, companies, or organizations that have not contracted with OSET to occupy space in the Exhibit Hall will not be permitted to display or demonstrate products or services, solicit orders, or distribute advertising materials in the Exhibit Hall, parking lots, or outside or inside the hotel(s), and convention center contracted by the OSET. Noncompliance with this regulation will result in the prompt removal of the offending person and property from the area.
15. PRIZE DRAWINGS/GIVEAWAYS/ FOOD & BEVERAGE
Prize Drawings and Giveaways are permissible within an Exhibitor’s booth only, with prior approval of the OSET. You may post winners’ names in your booth; announcements will not be made over the public address system. Food & Beverage distributed from an Exhibitor’s booth for hospitality is permissible with prior approval of the OSET. All food & beverage must be purchased through the official facility caterer.
16. SELLING AND ORDER TAKING
The purpose of the exhibits is to further the education of meeting attendees through product displays and demonstrations. Order taking within the booth is permitted if conducted in a professional manner. Items sold for delivery on the show floor must be approved in advance.
17. EXHIBITOR/AFFILIATE SOCIAL EVENTS
OSET must review and approve ANY event affecting OSET meeting attendees during the inclusive dates of the conference, whether they are being held at OSET contracted facilities or otherwise. Do not attempt to make reservations directly with hotel venues. This will forfeit your request for space. For events beginning December 1-5, 2026, OSET approval is required.
Otherwise, Exhibitors must confine their activities to their allotted exhibit space. No entertainment functions, meetings, courses, or social functions may be scheduled to conflict with OSET event hours, activity hours, or exhibit hours. Entertainment and social functions must be in good taste and conform to the purpose of the meeting. Failure to comply with this request will be in violation of Terms & Conditions. Announcements and invitations addressed to members of the medical profession concerning such industry sponsored events should clearly indicate the name(s) of the sponsor and must in no manner imply, directly or indirectly, that the event is a part of or an official activity of the OSET.
18. HOSPITALITY/INDUSTRY EVENTS
Hospitality or Industry Events cannot conflict with the official OSET programming. Please contact OSET management at stephanie@orthosummit.com for available times and approval.
19. VIOLATION OF TERMS & CONDITIONS
As a condition of exhibiting, each Exhibitor shall agree to observe all OSET policies. The action taken against an Exhibitor for violation of policies will be determined on the basis of the particular circumstances of each case. For example, some infractions will be communicated in a warning notice that may not result in a violation if, in the sole discretion of the OSET Exhibits Manager, it is deemed that corrective measures were completed within a timely fashion and no other parties were negatively impacted. Prior year’s warnings and actions may be taken into account in determining actions for the OSET. OSET reserves the right to determine a more severe action, including refusal of or termination of the exhibit, at its sole discretion without progressing through a series of steps.
20. RESERVATION OF RIGHT TO MAKE CHANGES
Any matters not specifically covered herein are subject to decision by the Orthopedic Summit Evolving Techniques (OSET). OSET reserves the right to make such changes, amendments, and additions to these terms & conditions as it considers advisable for the proper conduct of the exhibit, with the provision that all Exhibitors will be advised of any such changes.
21. AMERICANS WITH DISABILITIES ACT
Each Exhibitor shall be responsible for compliance with the Americans with Disabilities Act of 1992 (ADA) with regard to their booth space, including, but not limited to, wheelchair access.