PMEXPO 2026 Rules & Regulations

No refunds or waivers will be issued for cancellations received after Sunday, February 15, 2026. Application to Participate: Receipt by PMA of the contract for exhibit space, sponsorship and/or advertising space will constitute a binding agreement (“Agreement”). A $500 nonrefundable deposit per booth is required to be paid in full within 10 days of entering Agreement. If Participant changes management or is purchased by another company/organization, Agreement becomes binding on such company/organization. 

Application Period: Applications will be accepted from October 6, 2025, through February 15, 2026, at 11:59 p.m. EDT. 

Exhibit Space, Sponsorship and/or Advertising Space Reservation: Booth assignments will begin in the following Right of First Refusal order before opening to the general public. Exhibit space is assigned only after receipt of signed Agreement and required payment as follows:

1. RIGHT OF FIRST REFUSAL: 

   ROFR companies must submit a completed Exhibitor Agreement and a $500 nonrefundable deposit within 10 calendar days of signing this Agreement. Booths will be reserved during this grace period but will be released if the deposit is not received within the 10 days.

   The following groups will receive booth selection priority for PMEXPO 2026 (must be in good membership standing):

   1. Platinum Corporate Sponsors

   2. Gold Corporate Sponsors

   3. Silver Corporate Sponsors

   4. Premier Industry Development Partners

   5. Signature Industry Development Partners

   6. Supporting Industry Development Partners

   7. Lanyard Partners

   8. 2025 PMEXPO Sponsors

   9. 2025 PMEXPO Exhibitors

2. SALES TO PMA MEMBERS AND THE GENERAL PUBLIC: Any remaining booth inventory will be available to PMA members who did not qualify for the Right of First Refusal Process and the general public starting 8 a.m. Monday, November 10, 2025 until sold out, or until 11:59 p.m. EDT on Sunday, February 15, 2026, whichever occurs first. Booths shall be assigned on a first-come first-served basis only after receipt of Agreement and full payment.
3. EXHIBIT BOOTH PLACEMENT: PMA shall act in good faith to honor Participant preferences. PMA reserves the right to change the exhibit space location assigned to Participant at any time, as it may, in its sole discretion, deem necessary in the best interest of the Event. Due to the volume of exhibiting companies exhibiting the same and/or similar products and/or services, PMA cannot guarantee that competing companies will not be placed in nearby or adjoining booths.
4. EXCLUSIVE ADVERTISING AND SPONSORSHIP SALES: Exclusive advertising and sponsorship opportunities are reserved on a first-come, first-served basis. 

Exhibit Space: Exhibit space shall be sold in 10’ x 10’ booths, each of which includes:

• 8’ high draped back wall
• 3’ high draped side walls*
• Carpeting
• One 6’ table
• Two chairs
• One waste basket
• Company identification sign
• Registration for two (2) booth personnel with complimentary lunch access (tradeshow floor access only)**
• Pre- and post-event attendee list access***
• Basic online company listing on PMA’s website
• Basic listing in the event mobile app (live one week prior to the event)
• Access to a basic marketing toolkit

*Side walls may not be removed for inline booths unless purchased by a single company as a 10’x20’ option or wider.

**Additional booth staff can be purchased separately through the exhibitor portal.

***Attendee List Access:

• Pre-Event List: The pre-event attendee list will be provided two weeks in advance of the Event to every sponsors and one week in advance to Event exhibitors. PMA will only provide contact information to the attendees who opt-in for sharing their information. Lists will include only attendees who opt-in to share their contact information (name, title, property, company, and email). 

• Post-Event List: A post-Event attendee list will be accessible within 24 hours following the successful completion of the exhibitor survey. The survey will be emailed to all exhibitors at the end of the event. The post-Event survey will be available for a maximum of one week following the Event. The post-Event attendee list will not be provided outside this window. The post-event survey is automated and is triggered to send to only the exhibitor reps who checked in to the event. Lists will include only attendees who opt-in to share their contact information (name, title, property, company, and email). 

• Lists are for one-time exhibitor use only and may not be shared, sold, or used outside the scope of PMEXPO-related outreach.

Note, fees for lead retrieval, wi-fi, electricity and/or general food and beverages are NOT included in the Exhibit Space fees and must be purchased separately.

Exhibitor Conduct & Booth Regulations

1. Booth Décor & Branding
   • Signage must be professional and confined to assigned booth space.
   • Balloons, helium tanks, or open flames are prohibited.
   • ADA accessibility must be maintained.
   • Decorations may not block doors, fire extinguishers, sprinklers, emergency equipment signage, emergency exits or lighting systems;
   • All exhibits, signage, activities and/or personnel may not extend beyond the perimeter of the assigned booth space and may not interfere with or impede access to other booths or impede free use of aisle(s);
   • In regular and premium booths, the height of signs and displays are limited as follows: From the back wall 5’ toward the aisle, the display may be no higher than 8’; and from the midpoint out to the aisle, the display may be no higher than 4’;
2. Noise & Sound
   • Microphones, audio, or video must not disrupt neighboring booths.
   • PMA reserves the right to regulate excessive sound.
3. Sampling & Food/Beverage
   • Distribution of food or beverage samples requires prior written approval.
   • Alcohol distribution is prohibited unless coordinated through PMA and the venue.
4. Staffing & Access
   • Booths must be staffed during all official show hours.
   • Only registered exhibitor representatives are permitted behind the booth.
   • Early teardown or abandonment of a booth will result in forfeiture of future exhibit opportunities.
   • Participants may not schedule private functions or events during official Event hours;
   • Exhibitors are not permitted to register, invite, or otherwise extend exhibit privileges to affiliate companies, partner organizations, or other supplier entities outside of their immediate organization. Each exhibiting company must register only its own representatives. 

Participants agree to abide by all facility rules and exhibit display guidelines. Displays and exhibits not conforming to specifications, or which in design, operation or otherwise, are deemed objectionable by PMA in its sole discretion, will be prohibited. 

If Participants engage in any conduct in violation of the rules and or applicable laws, PMA reserves the right to cancel Participant’s contract without further notice and without obligation to refund monies previously paid. PMA further reserves the right to reject Participant’s application to participate in future PMA events. Further, PMA in its absolute discretion shall have the right at any time to enter and inspect the area occupied by the Participant. Participants and their representatives shall at all times conduct themselves in a professional manner and shall not disparage or defame fellow participating companies, PMA or the employees of aforementioned organizations, or engage in other activities detrimental to Event.

Security: Participants and representatives must be registered. Admission to Event will be by badge only. The safekeeping of Participant’s property shall remain the responsibility of Participant.

Cancellation by Participant: All requests for cancellation of exhibit space, sponsorship and/or advertising space must be made in writing.

• Cancellations received by January 18, 2026, at 11:59 p.m. EDT will receive a refund less the nonrefundable deposit.

• Cancellations received between January 19 and February 15, 2026, at 11:59 p.m. EDT will receive a 50% refund of the booth fee, less the deposit.

• No refunds will be issued after February 15, 2026.

Cancellation or Postponement of Event: It is mutually agreed that if Event is cancelled for any reason this Agreement will be automatically terminated and PMA will determine an equitable basis for the refund of a portion of all exhibit space, sponsorship and/or advertising space fees, after due consideration of expenditures and commitments already made.

Payment of Debts: Participants must make required payments for PMA membership and all contracted exhibit space, sponsorship and/ or advertising space. Participants are further responsible for ensuring that there are no outstanding amounts owed by them to PMA. If any outstanding debts are not paid in full by 11:59 pm, Sunday, February 15, 2026, PMA retains the right to cancel Participant’s exhibit space, sponsorship and/or advertising space upon written notice and without obligation to either refund previously paid amounts or waive balance due. Exhibitors may not move into their exhibit space until payment in full is received. PMA shall be entitled to recover all fees and costs incurred in collecting the debt.

Exhibit Space Occupancy: Any Participant that fails to occupy and set up its assigned exhibit space by the end of published setup hours, leaves its space unattended during Event hours or begins dismantling of exhibit space prior to the close of Event by PMA, may forfeit its right to exhibit space and its eligibility to exhibit at future PMA events. Participant shall not sublet or permit the use of all or any part of the exhibit space or any equipment provided by PMA. Furthermore, Participant shall not allow any representative(s) of any non-exhibiting existing or potential PMA member(s) to staff Participant’s booth.

Move-In/Move-Out

• Exhibitors may not begin setup before official move-in hours. A move-in will be provided and must be adhered to.

• Dismantling or packing up before the official show close is strictly prohibited.

• Exhibitors may being dismantling their exhibit starting at 4pm, Wednesday, March 18, 2026. Exhibitors will be provided move-out instructions the day of the event. 

• Exhibitors are responsible for removing all materials, products, and equipment from their booth space at the conclusion of the exhibition. Any items left behind will be immediately disposed of. If excessive materials are abandoned, PMA reserves the right to assess a disposal fee, the amount of which will be determined at the time of disposal and billed to the exhibiting company. 

• Failure to comply may result in penalties or loss of future booth eligibility.

Handling and Storage: Neither PMA nor the managers of Event facility will accept or store display materials or empty crates. Participant shall make arrangements for shipment, delivery, receipt and storage of such materials and empty crates. Such arrangements shall be made by the Participant with the company of their choice. PMA’s officially designated decorating contractor will not be providing handling or storage services for PMEXPO 2026.

Codes and Agreements: Participant hereby agrees to be bound by all rules and regulations outlined here and any additional rules, regulations and information as may be adopted by PMA or Event facility. Participant further agrees to adhere to and be bound by:

1. All applicable fire, utility and building codes and regulations of Event facility;
2. Any rules or regulations of said facility;
3. The terms of all leases and agreements between PMA and the managers and/or owners of said facility;
4. The terms of any and all leases and agreements between PMA and any other party relating to Event;
5. All federal, state and local laws, ordinances rules and copy write protections; without limiting the foregoing, Participant shall construct any displays to comply with the Americans with Disabilities Act.

Participant shall not, nor shall Participants permit others to, do anything to its assigned space or do anything in Event facility which would cause a difference in conditions from those previous approved by the insurance carriers of PMA, or the owners or managers of said facility, which will in any way increase premiums payable by any of said parties, and Participant shall be responsible for any such increase resulting from violation of this section.

Listing and Promotional Materials: By participating at Event, Participant grants PMA a fully paid, perpetual, nonexclusive license to use, display and reproduce the name of Participant in any directory or listing of Event Participants and to use such names in promotional materials. PMA shall not include Participant’s name in any promotions or advertising until full payment for the Agreement has been received. PMA shall not be liable for any errors in any listing or for omitting any Participant from any directory or listing pertaining to Event. Furthermore, by participating in event Participant acknowledges that publicity photographs and/or videos may be taken during Event and grants permission for photos and/or videos containing their likeness to be used for publicity or general information purposes, whether in print or electronic mediums, which may be seen by the general public.

Photography & Media

• PMA and its authorized representatives may photograph and record PMEXPO for promotional purposes. By participating, exhibitors grant PMA permission to use their likeness and booth images without compensation.

• Exhibitors may not photograph or record other exhibitors’ booths, products, or materials without prior written consent from those exhibitors.

• Unauthorized photography or videography may result in removal from the event.

• Exhibitors may photograph or record their own booth and staff for internal or promotional purposes.

Liability and Insurance: This Agreement shall not constitute or be considered a partnership, employee-employee relationship, joint venture or agency between PMA and Participant. Participant hereby agrees to and does indemnify, hold harmless and defend PMA, its officers, directors, employees, agents, affiliates and subsidiaries (collectively, “Indemnified Party”), from and against any and all liability, loss, damage, cost of expense of any kind whatsoever (including but not limited to cost, interest and attorney’s fees) which any Indemnified Party may incur, suffer, be put to, or be required to pay, incident to or arising directly or indirectly from any act or omission by Participant or any of its employees, servants or agents. Participant agrees that the Indemnified Party shall not be responsible in any way for damage, loss or discretion of any property of Participant or injury to Participant or its representatives, agents, employees, licensees or invitees. Participant must obtain insurance policies covering exhibit materials at Event. Exhibiting participants must also have public liability, bodily injury and property damage insurance. Such insurance shall name Event facility, PMA and PMA’s officially designated decorating contractor as additional insured’s. Upon request, Exhibitor shall provide a certificate of insurance to PMA.

Limitation of Damages: In no event will an Indemnified Party be liable to Participant, whether in contract or tort, for any amount in excess of the exhibit space, sponsorship and/or advertising space fee(s) in relation to any damages, including lost profits arising out of or relation to Event, the rental of exhibit space, the conduct of PMA, any breach of this Agreement, or any other act, omission or occurrence.

Protection of Exhibit Facility: Participant is expressly bound, at its expense, to promptly pay for or repair any and all damage to the exhibit facility, booth equipment or the property of others caused by Participant or any of its employees, agents, contractors or representatives.

General Attendance: Adults 18 years of age and older may visit any area of Event. Individuals under 18 years of age are not permitted at the Event. Non-exhibiting suppliers are not allowed to attend Event. Any individuals found to be involved in the unauthorized and inappropriate solicitation of business within the Event without proper participation or registration shall be immediately removed from the Event and may banned from future participation at the discretion of PMA Staff.

Interpretation and Enforcement: PMA has full power to interpret and enforce all regulations for Event and the power to make amendments and/ or further regulations that are considered necessary for the proper conduct of Event. Such decision shall be binding on all Event Participants. Failure to comply with any rule or regulation may be sufficient cause for PMA to require immediate removal of the offending Participant and may result in forfeiture of all further rights at future events sponsored by PMA. PMA may lease any exhibit space, sponsorship and/or advertising space so forfeited to another Participant.

Force Majeure
PMA shall not be held liable for failure or delay in performance of this agreement if such failure or delay is caused by circumstances beyond its reasonable control, including but not limited to acts of God, weather, fire, flood, strikes, labor disputes, civil disturbances, pandemics, government restrictions, or other emergencies. In such cases, PMA reserves the right to modify, reschedule, or cancel PMEXPO without liability.