Terms and Conditions for Sponsors and Exhibitors
1. Application and Eligibility. Application for booth space must be made on the online form provided by IAJ Ministries, LLC, contain the information requested, and be executed by an individual who has authority to act for the applicant.
2. Exhibit Booth Price. The price for each booth is $500 for 8x10s. Booths that are 8x20 are reserved solely for Platinum and Diamond Sponsors.
3. Payment Dates. No booth will be guaranteed until IAJ Ministries receives full payment for the total booth fee. However, if full payment is not received by Jan. 31, the year of the event IAJ Ministries will have the right to resell the assigned booth space.
4. Cancellation of Booth Space/Sponsorship. If the exhibitor/sponsor notifies IAJ Ministries of the their intent to cancel their booth/sponsorship after payment has been received but prior to 120 days prior to the event, a full refund of the monies received minus a $50 administrative fee will be made. A penalty of 50% of the cost of the total booth space/sponsorship purchased will be imposed for a written cancellation received between 119 and 90 days prior to the event. No refunds will be made or cancellations accepted 60 days prior to the event. If for any cause beyond the control of IAJ Ministries - such as, but not limited to, the destruction of the exhibit facilities by an act of God, the public enemy, the rapture, authority of law, fire or other force - IAJ Ministries is unable to comply with the terms of the exhibitors and deliver the space allotted hereunder, the booth space/sponsorship shall be considered terminated and any payments made hereunder by the exhibitor shall be refunded to the exhibitor, less expenses incurred by IAJ Ministries to the date of termination allocable to the exhibitor after proration thereof among all exhibitors. No exhibitors and/or sponsors will be promoted until full payment is received.
5. Assignment of Booth Space. Beginning in mid-February 2025, booth space will be assigned according to IAJ Ministries' discretion, with preference given to Expo sponsors. IAJ Ministries reserves the right to assign space and the right to rearrange the floor plan and/or relocate any exhibit.
6. Booth, Furnishings, Equipment and Services. A uniformly styled exhibit booth 8 ft. deep and 10 ft. wide will be furnished that consists of draped material on aluminum framework with a back wall that is 10 ft. high, side rails that are 36 in. high and identification sign that is 8 inches by 16 inches. Exhibit displays must not project so far as to obstruct the view of the adjacent booths. Each booth will receive one covered table, two folding chairs, and a cardboard trash can.
7. Installation/Dismantling/Installation. All exhibitors may start setting up their exhibit booths beginning at 7 a.m. on Thursday, June 26, 2025 and be completely set up no later than 2:30 p.m. that same day, the first day of the Expo, without exception. Dismantling. The official closing time of the exhibits is 5 p.m. on Saturday, June 28, 2025. All exhibit booths must be dismantled and moved from the exhibit/conference area no later than 8 p.m. No packing of equipment or literature or dismantling of the exhibits is permitted until closing time. Any company violating this regulation may be denied exhibit space at any future conferences.
Exhibit Hours:
Thursday, June 26, 2025: 2:30 p.m. - 7 p.m.
Friday, June 27, 2025: 8 a.m. - 5 p.m.
Saturday, June 28, 2025: 8 a.m. - 5 p.m.
Exhibit Tear-down: Saturday, June 28, 2025, 5 - 8 p.m.
8. Additional Exhibitor Services. WiFi for electronic devices are available through the venue at $25/day per device, for a total of $75 for the entirety of the conference. Electricity is also available for $75 (for the entirety of the conference).
9. Hospitality and Entertainment. Hospitality suites or events sponsored by the exhibitors may not be scheduled to conflict with the Expo's program hours, activity hours or exhibit hours.
10. Exhibit Staff Registration. Each exhibitor will receive up to two printed exhibitor badges, available at the Registration desk in the conference center. If any exhibitor requires more than two, they are available for $10 each.
This badge entitles registered exhibitors to admission to the exhibit hall, all sessions, and all keynotes, depending on their personal schedules and as their time permits. Exhibitors must wear badges at all times --including during setup times, exhibit hours and dismantling.
11. Unacceptable Exhibits. The exhibitor agrees not to use any displays that the IAJ Ministries determines, in its absolute discretion, will damage the venue (absolutely no taping of materials to venue walls), unreasonably endanger the person or property of the attendees or of the exhibitors, are in bad taste, are liable to discredit the Homeschooling Special Needs Expo or IAJ Ministries, or subject IAJ Ministries to criticism or legal liability.
12. Liability for Damages or Loss of Property. The exhibitor shall protect, indemnify and hold harmless IAJ Ministries, the hotel and the Official Contractor from any and all liability, loss, damage or expense by reason of an injury or injuries sustained by any persons or property or loss of property or income that might be derived there from occurring in or about the exposition premises or entrances, including that caused by or resulting from the negligence of IAJ Ministries. The hotel shall not be responsible or liable for any injury, loss or damage to any property or person brought by the exhibitor or otherwise located in the exposition premises.
Notwithstanding anything to the contrary in this agreement, all parties shall bear full responsibility for their gross negligence or willful misconduct attributable to its managerial and senior supervisory personnel and in no event, will a party be required to release or indemnify any other party for gross negligence or willful misconduct attributable to another party's managerial or senior supervisory personnel.
13. Failure to Occupy Space. Any space not occupied at the convention center by 2:00 p.m. Thursday, June 26 shall be forfeited by the exhibitor, and the space may be resold, reassigned or used by IAJ Ministries without refund, unless a request for delayed occupancy has received prior approval by IAJ Ministries.
14. Fire Regulations. No exhibitor shall use any flammable decorations or coverings, and all fabrics or other materials used shall be flameproof.
15. Advertising Material. All handouts must be distributed within the exhibit booth.
16. Exhibit Space Floor Plan. Every effort will be made to maintain the general configuration of the floor plan for this Expo. However, IAJ Ministries reserves the right to modify the plan, if necessary, as determined solely by IAJ Ministries.
17. Miscellaneous. The exhibitor expressly agrees to be bound by all terms, conditions and specifications herein listed and by the rules and regulations established by IAJ Ministries from time to time thereafter modified. And expressly agrees that this contract and such rules and regulations contain the entire agreement between the parties hereto and supersedes any prior agreement, written or oral. This contract shall be interpreted under the laws of the United States.
2. Exhibit Booth Price. The price for each booth is $500 for 8x10s. Booths that are 8x20 are reserved solely for Platinum and Diamond Sponsors.
3. Payment Dates. No booth will be guaranteed until IAJ Ministries receives full payment for the total booth fee. However, if full payment is not received by Jan. 31, the year of the event IAJ Ministries will have the right to resell the assigned booth space.
4. Cancellation of Booth Space/Sponsorship. If the exhibitor/sponsor notifies IAJ Ministries of the their intent to cancel their booth/sponsorship after payment has been received but prior to 120 days prior to the event, a full refund of the monies received minus a $50 administrative fee will be made. A penalty of 50% of the cost of the total booth space/sponsorship purchased will be imposed for a written cancellation received between 119 and 90 days prior to the event. No refunds will be made or cancellations accepted 60 days prior to the event. If for any cause beyond the control of IAJ Ministries - such as, but not limited to, the destruction of the exhibit facilities by an act of God, the public enemy, the rapture, authority of law, fire or other force - IAJ Ministries is unable to comply with the terms of the exhibitors and deliver the space allotted hereunder, the booth space/sponsorship shall be considered terminated and any payments made hereunder by the exhibitor shall be refunded to the exhibitor, less expenses incurred by IAJ Ministries to the date of termination allocable to the exhibitor after proration thereof among all exhibitors. No exhibitors and/or sponsors will be promoted until full payment is received.
5. Assignment of Booth Space. Beginning in mid-February 2025, booth space will be assigned according to IAJ Ministries' discretion, with preference given to Expo sponsors. IAJ Ministries reserves the right to assign space and the right to rearrange the floor plan and/or relocate any exhibit.
6. Booth, Furnishings, Equipment and Services. A uniformly styled exhibit booth 8 ft. deep and 10 ft. wide will be furnished that consists of draped material on aluminum framework with a back wall that is 10 ft. high, side rails that are 36 in. high and identification sign that is 8 inches by 16 inches. Exhibit displays must not project so far as to obstruct the view of the adjacent booths. Each booth will receive one covered table, two folding chairs, and a cardboard trash can.
7. Installation/Dismantling/Installation. All exhibitors may start setting up their exhibit booths beginning at 7 a.m. on Thursday, June 26, 2025 and be completely set up no later than 2:30 p.m. that same day, the first day of the Expo, without exception. Dismantling. The official closing time of the exhibits is 5 p.m. on Saturday, June 28, 2025. All exhibit booths must be dismantled and moved from the exhibit/conference area no later than 8 p.m. No packing of equipment or literature or dismantling of the exhibits is permitted until closing time. Any company violating this regulation may be denied exhibit space at any future conferences.
Exhibit Hours:
Thursday, June 26, 2025: 2:30 p.m. - 7 p.m.
Friday, June 27, 2025: 8 a.m. - 5 p.m.
Saturday, June 28, 2025: 8 a.m. - 5 p.m.
Exhibit Tear-down: Saturday, June 28, 2025, 5 - 8 p.m.
8. Additional Exhibitor Services. WiFi for electronic devices are available through the venue at $25/day per device, for a total of $75 for the entirety of the conference. Electricity is also available for $75 (for the entirety of the conference).
9. Hospitality and Entertainment. Hospitality suites or events sponsored by the exhibitors may not be scheduled to conflict with the Expo's program hours, activity hours or exhibit hours.
10. Exhibit Staff Registration. Each exhibitor will receive up to two printed exhibitor badges, available at the Registration desk in the conference center. If any exhibitor requires more than two, they are available for $10 each.
This badge entitles registered exhibitors to admission to the exhibit hall, all sessions, and all keynotes, depending on their personal schedules and as their time permits. Exhibitors must wear badges at all times --including during setup times, exhibit hours and dismantling.
11. Unacceptable Exhibits. The exhibitor agrees not to use any displays that the IAJ Ministries determines, in its absolute discretion, will damage the venue (absolutely no taping of materials to venue walls), unreasonably endanger the person or property of the attendees or of the exhibitors, are in bad taste, are liable to discredit the Homeschooling Special Needs Expo or IAJ Ministries, or subject IAJ Ministries to criticism or legal liability.
12. Liability for Damages or Loss of Property. The exhibitor shall protect, indemnify and hold harmless IAJ Ministries, the hotel and the Official Contractor from any and all liability, loss, damage or expense by reason of an injury or injuries sustained by any persons or property or loss of property or income that might be derived there from occurring in or about the exposition premises or entrances, including that caused by or resulting from the negligence of IAJ Ministries. The hotel shall not be responsible or liable for any injury, loss or damage to any property or person brought by the exhibitor or otherwise located in the exposition premises.
Notwithstanding anything to the contrary in this agreement, all parties shall bear full responsibility for their gross negligence or willful misconduct attributable to its managerial and senior supervisory personnel and in no event, will a party be required to release or indemnify any other party for gross negligence or willful misconduct attributable to another party's managerial or senior supervisory personnel.
13. Failure to Occupy Space. Any space not occupied at the convention center by 2:00 p.m. Thursday, June 26 shall be forfeited by the exhibitor, and the space may be resold, reassigned or used by IAJ Ministries without refund, unless a request for delayed occupancy has received prior approval by IAJ Ministries.
14. Fire Regulations. No exhibitor shall use any flammable decorations or coverings, and all fabrics or other materials used shall be flameproof.
15. Advertising Material. All handouts must be distributed within the exhibit booth.
16. Exhibit Space Floor Plan. Every effort will be made to maintain the general configuration of the floor plan for this Expo. However, IAJ Ministries reserves the right to modify the plan, if necessary, as determined solely by IAJ Ministries.
17. Miscellaneous. The exhibitor expressly agrees to be bound by all terms, conditions and specifications herein listed and by the rules and regulations established by IAJ Ministries from time to time thereafter modified. And expressly agrees that this contract and such rules and regulations contain the entire agreement between the parties hereto and supersedes any prior agreement, written or oral. This contract shall be interpreted under the laws of the United States.