Attendee Cancellation/Substitution Policy

Exhibitor Terms and Conditions

General

The contract, properly executed by the sponsor, shall upon written acceptance and notification
of sponsorship assigned by conference management, constitute a valid and binding contract.

TxHIMA reserves the exclusive and total right to control all aspects of the conduct of this event;
specifically, it reserves the right to determine the eligibility of any sponsor for inclusion in the
Conference Sponsorship. Sponsorship requests may be refused or restricted due to space
limitations or other reasons determined by TxHIMA. TxHIMA also reserves the right to render
all interpretations and decisions, should questions arise, and to establish further regulations as
may be deemed necessary to the general success and well-being of the Sponsorships and
Conference. Conference management’s decisions and interpretations shall be accepted as final
in all cases. TxHIMA will have sole control over all admissions of persons to the Conference. The
acceptance of this contract does not carry nor imply endorsement of the product or service by
TxHIMA.

TxHIMA reserves the right to restrict any exhibit or sponsorship because of noise, method of
operation, or any behavior that is judged dangerous or objectionable; and also, to prohibit, or
to evict, that which is considered to detract from the general character of the exhibit area
and/or sponsorships as a whole. This general restriction includes persons, things, conduct,
printed matter, or anything deemed objectionable by TxHIMA. In the event of such restriction
or eviction, TxHIMA is not liable for any refund or other sponsor expenses.
The sponsor/exhibitor agrees to conform to all rules and regulations stated below. Breaches or
infractions of these rules may jeopardize the right to sponsor at future conferences hosted by
TxHIMA.

Payment for Sponsorship

Payment to secure sponsorship must be received within 30 days of invoice; otherwise, the
sponsorship will be forfeited to a company on the waiting list. Checks must be made payable to
TxHIMA. Visa, MasterCard, and American Express will also be accepted. No exhibit space
assignment or sponsorship will be made before payment of sponsorship fees. Sponsors with a
balance due will not be allowed on the exhibit floor or at sponsorship event(s) until the balance
is paid in full.

Cancellation/Refund

Sponsorship cancellations must be submitted in writing. Cancellations are effective on the date
written notification is received by TxHIMA. A fifty percent (50%) refund will be given for
cancellations received on or before May 11, 2026. Sponsors canceling after May 11, 2026, will
be responsible for payment in full and may jeopardize the right to sponsor at future
conferences.

Liability

The sponsor, by signing this contract, agrees to hold harmless and indemnify TxHIMA, CMP
Management, Inc., and the Embassy Suites San Marcos Hotel and Conference Center, their
respective employees, representatives, agents, successors, and assigns, for any and all damages
to its property that sponsors may suffer during installation or removal of an exhibit or during
the exhibition or sponsorship itself, including liabilities from robbery, fire, accident, or any
other destructive cause and for all injuries to any persons, resulting from its exhibiting and
sponsoring at this Conference. The Sponsor will be held responsible for any damage done to the
building by it, its employees, its agents, or its independent contractors. No nails, tacks, or
screws may be driven into the floor, walls, or woodwork of the building. TxHIMA, CMP
Management, Inc., their agents, and employees will not be liable for failure to hold the
Conference as scheduled. Sponsorship payments will be returned in the event of cancellation,
except that any actual expenses incurred or committed in connection with the Conference will
be prorated and deducted if the Conference is canceled because of fire, an act of God, the
public enemy, strike, epidemic, or any law or regulation of public authority which makes it
impossible, or impractical, or illegal to hold the Conference.

Insurance

Sponsors/Exhibitors or their agents may not allow any articles to be brought into the exhibition
or any act performed on premises that would invalidate the insurance or increase the premium
of the policies held by Embassy Suites San Marcos Hotel and Conference Center, nor permit
anything to be done by their employees and/or their agents through which the premises,
property, or equipment of TxHIMA, Decorator, the Embassy Suites San Marcos Hotel and
Conference Center and/or other exhibitors will be damaged. Exhibitors shall not cause or
permit signs, or other articles, to be affixed, nailed, or otherwise attached to the doors and
walls of the exhibit premises, nor shall any attachments be made to the exhibit premises’ floors
utilizing nails, screws, or any other devices that would damage the floors. These restrictions are
a condition of all space leases and subject the exhibitor to liability for damages resulting from
such violations.

Fire and Safety Hazards

All exhibit decorations must be fire retardant. Open flames may not be used, nor may canopies
be erected over exhibits. No combustible objects including packing containers and/or wrapping
paper may be stored behind displays or near any electrical wiring. The Sponsor/exhibitor agrees
to take necessary measures to safeguard visitors from any hazard associated with its exhibit.
Americans with Disabilities Act (ADA)
Sponsors/Exhibitors shall be responsible for making their exhibit accessible to persons with
disabilities as required by the Americans with Disabilities Act and shall hold TxHIMA harmless
from any consequences of the exhibiting company’s failure in this regard.
Assignment of Space

Sponsorships are awarded on a first-come, first-served basis; based on the date the contract is
received by TxHIMA, the date of full payment received by TxHIMA, and the availability of
requested sponsorships. TxHIMA Corporate Partners will receive booth selection priority.
TxHIMA reserves the right to assign sponsorships based on other equitable considerations, to
alter the exhibit floor plan, to change location assignments, or to relocate the exhibit area at
any time, as it may deem necessary. TxHIMA also reserves the right to reassign sponsorship
selections, as it may deem necessary and equitable.

Installation and Dismantling of Exhibits

Booth set up will be on Wednesday, June 10 from 09:00 am – 1:00 pm. If an exhibitor is not set
up by 1:00 pm on Wednesday, June 10, TxHIMA reserves the right to reassign the space or to
use the space for other reasons without a refund.

Exhibits must remain intact until 2:30 pm Thursday, June 11.

Teardown will begin at 2:30 pm Thursday, June 11. We recommend exhibits are removed by
5:00 on Friday. If exhibits are not removed by 5:00 on Friday, TxHIMA will have the right to
remove the exhibits and charge the expense to the exhibitor.

Exhibit Space, Furnishings and Services/Exhibitor Service Kit

An 8′ x 10′ exhibit space includes one (1) 6′ x 30″ draped table, two (2) chairs; one (1) booth
identification sign; one trash can. Additional furnishings and services, including carpeting, AV,
and electricity, must be ordered separately.
Exhibit Space Construction, Design, and Layout
To create a uniform display, professional in appearance with unobstructed views of neighboring
booth spaces, exhibitors agree to follow the rules listed below:
Signs, hanging logos, etc., are considered part of a display and must conform to these
rules.

• Canopies or ceilings are not permitted; no booth display shall extend outside the
  boundaries of the assigned exhibit space.
• The reverse side of wing panels, unfinished or exposed portions of displays (i.e., wiring,
  wood, etc.) must be covered or otherwise decorated.
• The outside booth side rail of corner booths and side rails within multiple booths may
  be removed; however, all booth materials must remain in the booth and conform to all
  size and space restrictions prescribed by the rules. Booth side rails must remain in place
  for all in-line booths; however, corner booths may remove the side rail that runs along
  the aisle.

Character of Displays

TxHIMA reserves the right to prohibit an exhibitor from conducting and maintaining an exhibit
if, in the judgment of TxHIMA, said exhibitors or exhibitors’ proposed exhibits, shall in any
respect be deemed unsuitable. This affectation relates to persons, conduct, articles of
merchandise, printed matter, souvenirs, catalogs, or any other materials, without limitation,
which affect the character of the exhibit.

Restrictions in the Use of Space

All demonstrations, interviews, or other activities, such as the distribution of circulars and
advertising matters of any description, must be confined to the sponsor’s booth. The sponsor
agrees not to assign, sublet, or share the whole or any part of its assigned space without the
prior knowledge and written consent of TxHIMA. No sponsor is permitted to show goods other
than those manufactured or dealt with in the regular course of business. No firm or
organization not assigned exhibit space will be permitted to solicit business in any manner in
conjunction with TxHIMA.

Audio-Visual Sound Systems

The use of audio-visual/sound systems is permissible, if they are not audible in neighboring
booths, nor more than three feet into the aisle, and that the sound is directed vertically and
only into the sponsor’s booth. TxHIMA shall exercise absolute control over this regulation. The
intent of this is that audio-visual/sound systems shall not be audibly objectionable to
neighboring sponsors. The sponsor is responsible for any licensing fees.

Exhibit Security

Exhibitors are ultimately responsible for protecting their property while on the premises.
Exhibitors are advised to take individual precautionary measures such as securing portable
articles of value and removing such articles to a place of safekeeping after exhibit hours.
TxHIMA, and their employees and/or their agents through which the premises, property, or
equipment of TxHIMA, Decorator, and the Embassy Suites San Marcos, shall not be responsible
for damage of or theft, or loss by, exhibitors on the exhibition property.

Use of Space (Promotions, Contests, Give-Aways, etc.)

Exhibitor personnel, models, hostesses, etc. are not permitted to engage in promotional efforts
outside the confines of their booth. The distribution of advertisements or promotional material
must also be confined to the space occupied by the exhibiting company. Distribution of
promotional materials to attendees’ hotel rooms is prohibited.

Solicitations ― in person or by any sound-producing process ― above the ordinary speaking
tone of voice is prohibited. The distribution of noisemakers, such as whistles, horns, clickers,
etc. is prohibited. Exhibitors are not permitted to distract attendees away from other booths.
Items offered as sponsorship opportunities through TxHIMA may not be distributed or offered
by exhibiting companies.

Please note there are NO helium balloons or balloons of any kind, confetti, or glitter permitted
in the Exhibit Hall.

Exhibitors are not permitted to distribute food or beverages to attendees without prior
arrangement with the Frisco Campus Conference Center and TxHIMA.

Meetings and Private Functions

It is the policy of TxHIMA to ask Sponsors/Exhibitors, exhibitor companies, and other
participants to refrain from holding meetings, separate functions, or events to ensure these
activities do not compete with or detract from the TxHIMA Annual Meeting during the official
dates of the TxHIMA Annual Meeting. All Sponsors, Exhibitors, exhibiting companies and other
participants interested in holding ancillary functions must contact the TxHIMA Executive
Director at 512-540-4441 or txhima@txhima.org.

Amendments and Enforcement

TxHIMA reserves the sole and exclusive right to interpret, amend, and enforce these
Sponsor/Exhibitor Rules and Regulations. Each exhibitor, including his/her agent and
employees, agrees to abide by the contract conditions, rules, and regulations set forth herein,
or by any subsequent amendments or interpretations. TxHIMA reserves the right to enforce
compliance with these Exhibitor Rules and Regulations at the exhibitor’s expense.

Sponsor/Exhibitor Responsibilities

Sponsors/Exhibitors will be responsible for securing all necessary licenses or consents for a) Any
performances, displays, or other uses of copyrighted works or patented inventions, and b) Any
use of any name, likeness, signature, voice, or other impression and other intellectual property
owned by any third party which is used, directly or indirectly by the exhibitor. The exhibitor
agrees hereby to indemnify, defend, and hold TxHIMA harmless from and against any claim of
liability and any incident or resulting loss, cost, or damage (including costs of the lawsuit and
attorney’s fees) for failure to obtain these licenses or consents and/or for infringements or
other violations of the property rights or the rights of privacy or publicity of any third party.

Variance Requests

A request for an exception to the Rules and Regulations must be made to TxHIMA at 512-540-
4441 or txhima@txhima.org and approved before the conference.

Raffle Tickets

Raffle ticket purchases are non-refundable.

Insufficient Check Funds Policy

If a check is bounced due to insufficient funds, you will be responsible for paying for all returned check service charges.

Credit Card Terms and Conditions

By paying online, you are agreeing to make your purchase through KnowledgeConnex, the online registration provider for TXHIMA.  KnowledgeConnex will be the only name to appear on your credit card statement.

In addition, KnowledgeConnex does not offer refunds or exchanges. Refunds or cancellations will be determined directly by TXHIMA using the above described registration cancellation policy.

If you do not wish to make your purchase using online payment, you will be given the option to “Pay by Mail (Printable Order Form)”.  You will be provided with instructions to print the receipt page and mail your payment to KnowledgeConnex, TXHIMA’s online registration provider.

Authority to Register and/or to Act as Agent. You represent and warrant to KnowledgeConnex that you have full legal authority to complete this registration on KnowledgeConnex, including full authority to make use of the credit or debit card to which registration fees will be charged. In addition, if you are registering third parties, you represent and warrant that you have been duly authorized to act as agent on behalf of such parties in performing this event registration. By proceeding with this registration, you agree that the terms of this registration agreement shall apply equally to you and to any third parties for whom you are acting as agent.

Limitation of Liability; Disclaimer of Warranties. KnowledgeConnex shall not be liable for any direct, indirect, incidental, special or consequential damages, resulting from (a) the use or the inability to use KnowledgeConnex or (b) for the cost of procurement of substitute goods and services or (c) resulting from any goods or services purchased or obtained or transactions entered into through KnowledgeConnex or (d) resulting from unauthorized access to or alteration of your transmissions or data, including but not limited to, damages for loss of profits, use, data or other intangible, even if KnowledgeConnex has been advised of the possibility of such damages. You expressly agree that use of KnowledgeConnex is at your sole risk. KnowledgeConnex is provided on an “as is” and “as available” basis.

KnowledgeConnex makes no warranty that KnowledgeConnex sites’ services will be uninterrupted, secure or error free. KnowledgeConnex does not guarantee the accuracy or completeness of any information in, or provided in connection with, the KnowledgeConnex sites. KnowledgeConnex is not responsible for any errors or omissions, or for the results obtained from the use of such information. You understand and agree that any material and/or data downloaded or otherwise obtained through the use of the KnowledgeConnex sites is at your own discretion and risk and that you will be solely responsible for any damage to your own computer system or loss of data that results from the download of such material and/or data.

Indemnification. You agree to indemnify and hold each of KnowledgeConnex and its officers and employees harmless from any claim or demand, including reasonable attorneys’ fees, made by any third party due to or arising out of your use of KnowledgeConnex or the violation of any term of this Liability Waiver.