Location of Exhibits: The exhibits will be in Hope DE at Hilton Cleveland Downtown. The exhibit hall is carpeted.

No Children in the Exhibit Hall: For the protection of children and to maintain the integrity of exhibitions, no children under the age of 18 will be allowed in the Exhibit Hall during installation, dismantling, or show hours. Strollers are not permitted in the Exhibit Hall at any time.  

Booth Options and Specifications: All booths are sold in increments of 6-foot tables. Please note that you may not erect wall partitions, decorations, or other obstructions that prohibit seeing through to neighboring spaces. Booths must not measure above eight feet (8') at the back wall of the exhibit and four feet (4') on the sides. Additionally, display fixtures must be under four feet (4') high and no higher than eight feet (8') to that area of the exhibit booth that is within five feet (5') of the back wall. Failure to comply with booth specifications on any size booth will require on-site modifications at the sole discretion of Inclusiv.  

Space Assignment: Inclusiv will assign exhibit spaces. Booth assignments will be announced by Thursday, January 16, 2025. An email with your booth number and exhibitor kit link will be sent to you from Conference@inclusiv.org on Thursday, January 16, 2025. The kit will include information for ordering additional power, internet, and any other exhibitor services that are available. Inclusiv reserves the right to alter the floor plan at any time including up to the start of the event.   

Payment Terms and Space Fees: All sponsorship and exhibit fees that are not paid online will be invoiced via email to the main contact at the sponsor / exhibitor entity. All booth and sponsorship fees are due in full no later than Friday, January 24, 2025. Requests for booth space not paid in full by that date may be released for sale to other interested entities. For booth space or sponsorship requests submitted after Friday, January 24, 2025, Inclusiv will require full payment. Inclusiv will not under any circumstances allow an exhibiting company on the exhibit floor unless booth payment is paid in full.  

Cancellations: Cancellations made before and including January 24, 2025 will be subject to a 25% cancelation fee, and the cancelling entity will thus receive a 75% refund. For cancellations made after that date, a 50% cancellation fee will apply. Inclusiv will not issue refunds for cancellations after February 23, 2025.  

Exhibitor Promotion and Marketing: Inclusiv will publish exhibitor information on the Inclusiv Conference website, on-site printed materials, and on-site signage but only if that information is received by the following mandatory deadlines. High-resolution logos and company descriptions are due by January 31, 2025 (NOTE: materials received sooner will enjoy the best visibility). Materials received after January 31 will be included only on the Inclusiv website and registration site.  

Housing: Exhibitors cannot reserve sleeping rooms before they pay for booth space. Inclusiv has contracted a block of sleeping rooms at Hilton Cleveland Downtown. Overflow hotel blocks may be added at Inclusiv’s sole discretion. Beginning in October 2024, exhibitors who have paid for booth space may book sleeping rooms. An email with the housing link will be sent from conference@inclusiv.org to the main contact when registration opens for both housing and badges.  

Waitlist: After the maximum number of booths has been sold, Inclusiv will place all subsequent exhibitor requests on a waitlist. If space should become available, we will contact those companies in the order in which they were placed on the waitlist. If an entity clears the waitlist, it should follow the same payment terms listed above.  

Sharing Space: No subletting or sharing of exhibit space is permitted. While all meeting attendees are invited to the exhibit hall, any attendee who is observed to be soliciting business in the aisles or other public spaces, in another company’s booth, or in violation of any portion of these terms  will be asked to leave immediately. Each exhibitor also has a responsibility to reasonably report any violations it may observe to Inclusiv staff.  

Exhibit Personnel: All participants affiliated with exhibits must register for a badge. The main point of contact will receive an email when registration is open. Exhibitors can pick up the badge(s) on-site at Inclusiv Registration in the 3rd floor foyer of the Hilton Cleveland Downtown.  

Protective Footwear and Move-In: Closed-toe shoes should be worn during installation and dismantling. Hand-carried freight exhibitors’ move-in is not permitted through the hotel lobby except for small, hand-carried items.  

Prohibited Items: Helium balloons or any other floating objects are prohibited on the show floor. Glitter, Confetti, Stickers, or Decals are prohibited for any exhibitor. Inclusiv reserves the right to add additional items to this list as may become necessary and will provide reasonable notice to all exhibitors. 

Photography/Videography: Photography and/or videography is only permitted within the confines of your own booth, provided you do not capture images of other booths.  All participants – exhibitors and otherwise – are subject to Inclusiv’s general media consent release, which is provided in registration materials and will be available on signage in the event hall. 

Exhibits Build/Strike: Exhibitor installation hours are on Monday, April 28th from 7am – 3pm. Tear-down is scheduled for Wedneday, April 30th from 5pm – 7pm. Exhibitors may not dismantle their booths, even partially, before the close of the exhibit hall.  

Services: In addition to the use of the space itself, Inclusiv provides each tabletop exhibit with the following: • One 6' draped table • Janitorial services for common areas of the show floor only • Access to daily breakfast catering and lunch catering on Wednesday only within the exhibit hall. Other items (such as booth cleaning services, display units, chairs, electricity, phone service, daily cleaning, Internet services, etc.) are not covered in the booth fee. Available services will be shared within the Exhibitor Kit.  

Inclusiv Event Recording and Usage Consent: In choosing to participate in this event, you acknowledge that photographic, video, image and/or sound recording of you may be made during this event. You consent to being recorded, and without compensation, credit or other consideration, grant Inclusiv the full and unrestricted right to use your name, image, voice, quotes, and/or likeness as part of such recordings, and to the release, publication, distribution, exhibition and/or reproduction of the recordings (edited as Inclusiv, in its sole discretion, deems appropriate) for trade, advertising and/or marketing purposes.

Indemnification, Liability, and Insurance: Exhibitor is responsible for always safeguarding its own property. Neither Inclusiv nor the Hilton Cleveland Downtown guarantees the prevention of occurrences that may result in damage or loss, nor do either maintain insurance covering exhibitor property. Exhibitor assumes all responsibility for losses, claims, and/or damage arising from exhibitor activities at Hilton Cleveland Downtown and agrees to indemnify, defend, and hold harmless Hilton Cleveland Downtown, Inclusiv, and their respective officers, directors, servants, agents, and employees from all such losses, damages, and claims. Exhibitor assumes all responsibility for compliance with local, city, state, and federal ordinances and regulations regarding public exhibitions, including fire, safety, and health regulations. Exhibitor assumes all liability for any damage to the facility’s infrastructure as a result of the exhibitor’s actions and/or neglect.  

Force Majeure: Should events beyond the control of the Inclusiv or Hilton Cleveland Downtown, collectively for purposes of this section the “Parties” (including but not limited to acts of God, labor disputes, civil disturbance, acts of terrorism, curtailment of transportation, etc.) materially affect either Party’s ability to perform, Inclusiv reserves the right to terminate this contract without prejudice. Inclusiv reserves the right to promulgate, interpret, amend, and enforce all exhibit rules and regulations, and to alter the exhibit floor plan and schedule in the best interest of the exhibition and the exhibitors. All matters not addressed in these rules and regulations are subject to the discretion of Inclusiv. If the Event is terminated due to a valid impossibility occurrence, Inclusiv agrees to refund all prepaid advance payments.  Additionally, you acknowledge that Inclusiv reserves the right, in its sole discretion, to provide a optional roll-over / credit for future Inclusiv events. 

Contact Information: Jennifer Vehling, Events Manager, conference@inclusiv.org