Welcome to your XPONENTIAL Exhibitor Console!

The Exhibitor Console is your XPONENTIAL hub for all the information you need to know – from deadlines to promotional items - in one convenient location.
Important Dates and Information

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Deadline: February 24, 2023
Submit Certificate of Insurance Deadline: March 31, 2023
Submit Exhibitor Appointed Contractor Authorization Deadline: March 31, 2023

2023 SHOW POLICIES

REGISTRATION CONFIRMATION

Your registration will be confirmed by email from XPONENTIAL@showcare.com within two business days. Please check your junk and/or spam email folder for confirmation prior to contacting the XPONENTIAL Registrar. If you do not receive an email confirmation within five business days from the date your registration was submitted, or you have other registration questions, email XPONENTIAL@showcare.com or call +1 844 327 5248.

By registering for the event, you agree to the terms and conditions contained in the XPONENTIAL Show Policies below and to abide by the policies described herein.

CANCELLATION

Cancellation requests must be made in writing and sent to XPONENTIAL@showcare.com. Cancellation requests will not be accepted by phone or onsite. Cancellations will be acknowledged by email. If you do not receive an acknowledgement within two business days, contact Showcare Customer Service at +1 844 327 5248 toll-free/+1 514 228 3155 international or by email at XPONENTIAL@showcare.com.

  • A $50 cancellation fee will apply on cancellation requests received by Wednesday, March 8, 2023
  • 50% of the registration fee will be refunded on cancellation requests received Thursday, March 9, 2023, through Friday, April 7, 2023
  • Refunds will NOT be given for cancellation requests received on or after Saturday, April 8, 2023
  • Refunds will NOT be given for no shows
  • All refund requests will be processed after the event

Badges are non-transferrable once printed and are subject to a $50 reprint fee.

SUBSTITUTION

Substitutions will be allowed before a badge is picked up, as long as the replacement individual is from the same organization. Substitutions will not be made once the original registrant has attended any portion of the event. The original registrant may make the substitution by emailing XPONENTIAL@showcare.com by Thursday, May 4, 2023. Beginning Friday, May 5, 2023, all substitutions must be made onsite and require hard copy/written permission from the original registrant granting the substitution.

Badge swapping or sharing is NOT PERMITTED.

XPONENTIAL show badges cannot be reproduced and once a badge has been picked up, it cannot be resold or transferred to another individual without Event Management’s prior written consent. The XPONENTIAL show badge constitutes a limited revocable license to attend the current XPONENTIAL show. By registering to attend XPONENTIAL, you agree not to assign or transfer any rights in this license without Event Management’s prior written consent. XPONENTIAL show badges are the property of Event Management and may be revoked at any time for any reason. XPONENTIAL badges must be worn at all times at the show.

ATTENDEE

Event Management reserves the right to accept or reject registrations and to cancel any previously accepted registrations, at any time, at its sole discretion, without liability to the registrant or any other party. This policy was instituted to maintain the professional environment of the show and protect the interests of our attendees and exhibitors.

Event Management reserves the right to refuse entry or require removal from XPONENTIAL for any violations of any terms or policies stated herein or otherwise related to XPONENTIAL.

By registering for XPONENTIAL, each attendee consents to release any and all rights such attendee may otherwise have to the attendee’s likeness, and to any photographs, recordings or other images owned/produced or created by Event Management, by any exhibitor personnel, and by any member of the media during the event. Attendee grants Event Management, all exhibitors, and media the right, permission, and license to use its attendee’s name, voice, image and likeness, and releases Event Management, all exhibitors, and media from liability resulting from such use.

Event Management, at its sole discretion, reserves the right to decline the registration of any applicant that may violate national security or export compliance laws, including U.S. economic sanctions. Applicants must provide full, truthful information when registering, in accordance with registration terms and conditions.

PROFESSIONAL CONDUCT

XPONENTIAL is committed to providing a professional environment free from physical, psychological, and verbal harassment. Event Management will not tolerate harassment of any kind, including but not limited to harassment based on national origin, ethnicity, religion, disability, physical appearance, gender or gender identity, sexual orientation, marital, or veteran status. Harassment includes offensive or inappropriate gestures, images and verbal comments, deliberate intimidation, stalking, following, inappropriate photography and recording, sustained disruption of talks or other events, inappropriate physical contact, and unwelcome attention. If Event Management, in its sole discretion, determines that your participation or behavior create a disruption or hinder the event or the enjoyment of the event content by other attendees, they have the right to remove you immediately from the event.

XPONENTIAL is committed to fostering the industry’s development by advancing a culture of diversity, equity, and inclusion. 

Registrants/Attendees may not record or broadcast audio or video of sessions from XPONENTIAL.

VEHICLE DEMONSTRATIONS

XPONENTIAL may feature vehicle demonstrations. Any individual who enters the demonstration area, or rides in a vehicle within that area, does so at their own risk and shall hold harmless Event Management, The Colorado Convention Center, Freeman, and the demonstrating company from any and all liability. Minors are prohibited from engaging with vehicle demonstration unless accompanied by an adult.

By entering the demonstration area, you acknowledge and represent that you have read and agree to these terms and participate voluntarily. You further agree to comply with all applicable laws and ordinances.

PHOTO AND VIDEO

By entering the event premises, attendees’ consent to interview(s), photography, audio recording, video recording and its/their release, publication exhibition, or reproduction to be used for news, web casts, promotional purposes, telecasts, advertising, inclusion on websites, or any other purpose by Event Management and its affiliates, organizers, assigns and representatives, as well as any third-party usage Event Management permits. Attendee releases Event Management, its organizers, officers, and employees, and each and all persons involved from any liability connected with taking, recording, digitizing, or publication of interviews, photographs, computer images, video and/or sound recordings.

By entering the event premises, attendee waives all rights they may have to any claims for payment or royalties in connection with any exhibition, streaming, web casting, television, or other publication of these materials, regardless of the purpose of sponsoring of such exhibiting, broadcasting, web casting, or other publication irrespective of whether a fee for admission or sponsorship is charged. Attendee also waives any right to inspect or approve any photo, video, or audio recording taken by Event Management or the person or entity designated to do so by Event Management.

Attendee has been fully informed of their consent, waiver of liability, and release before entering the event.

Attendees are permitted to use hand-held cameras to take photographs, capture digital images, and videotape within public areas of XPONENTIAL for personal, non-commercial use. Public areas include the exhibit hall; keynote session, technical, panel and workshop rooms; press rooms; lobby areas; and hallways.

Large cameras, photo or video equipment, or ancillary equipment such as lighting, tripods, cables, etc. are prohibited, except in instances where approval from Event Management is obtained. All photographers and videographers are prohibited from entering, photographing, or videotaping non-public areas of XPONENTIAL. Non-public areas include storage areas; speaker ready rooms; staff offices; and dedicated meeting rooms.

All photographers and videographers are prohibited from impeding attendee traffic flow, blocking doors, stairs, elevators, and escalators, and affecting the safety of attendees. All photographers and videographers must fully and immediately comply with any requests, directions, or instructions of Event Management related to safety concerns. All photographers and videographers must obtain exhibitor approval before capturing images within the exhibitor’s booth space.

While attending XPONENTIAL, all photographers and videographers must comply with all applicable rules, including but not limited to, this policy, all applicable laws, ordinances, municipal regulations, standard operating procedures, and administrative procedures. Event Management may evaluate the actions of a photographer or a videographer, and if a determination is made that the actions of a photographer or videographer are not in compliance with any applicable rule, Event Management may terminate the permission granted by this policy.

AGE RESTRICTIONS

Due to insurance regulations and other liability concerns, no one under the age of 18 is permitted on the exhibit show floor during move-in and move-out. During exhibit hours, persons aged 18 years and older are permitted access to the exhibit show floor only if they are a registered attendee. Persons under 18 years of age will be considered on a case-by-case basis and will require a waiver and possible adult supervision (dependent on age) before being permitted on to the exhibit show floor; registration will be required in all instances.

EXPORT COMPLIANCE

Event Management reminds event participants that they are responsible for compliance with regulations limiting the release of export-controlled technology or technical data and the provision of defense services to non-U.S. persons under the Export Administration Regulations (EAR) and the International Traffic in Arms Regulations (ITAR). Event Management is not liable for unauthorized releases of technical data by conference attendees.

FORCE MAJEURE

If XPONENTIAL is cancelled, in part or whole, for any reason beyond the reasonable control of Event Management, including without limitation acts of God, war, mob, riot or civil commotion, strikes, labor disputes, accidents, governmental laws, ordinances, regulations, requisitions or restrictions, unavailability of facilities, lack of utilities, commodities or supplies, inability to secure sufficient labor, civil disturbance, terrorism or threats of terrorism, disruption to transportation, disaster, fire, earthquakes, severe weather conditions, epidemic or pandemic, or any other comparable calamity, casualty or condition, or any other circumstances make it illegal, impossible, commercially impracticable or inadvisable to hold XPONENTIAL at the time and place provided or in a virtual manner, the attendee waives any claim for damages or compensation, except the pro rata return of the amount paid for admission, after deduction of actual expenses incurred by Event Management in connection with XPONENTIAL and there shall be no further liability on the part of either party. In no event, shall Event Management, its officers, directors, trustees, or agents be liable for any direct, indirect, or consequential damages resulting from the failure to hold XPONENTIAL.

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