Cancellation Policy
Attendees
Attendees must cancel prior to July 27, 2025. Any cancellation after July 27, 2025 will have to go through the NLDA office to be considered for a refund.
Exhibitors
Contract payments will be refunded if cancellation notice is received in writing on or before January 26, 2025, 100% of payment will be refunded. Cancellation after January 27 to March 26, 2025, will be subject to a 75% charge on total contract price. Exhibitor cancellation from March 27 to May 26, 2025, will be subject to a 50% charge on total contract price. No refunds will be made for cancellations after May 27, 2025. If cancelled, and exhibit space is re-sold after cancellation, 100% will be refunded. Spaces abandoned or not occupied at the time of opening of the show may be repossessed without indemnity and reassigned by the National Oral Health Convention Committee for exhibits or other use.
Exhibitor Rules of Conduct
Booth Guidelines and Exhibitor Rules
The booth guidelines and exhibitor rules of conduct are presented to create fairness for all exhibitors. In the case of a major violation of any of the guidelines, the National Oral Health Convention Committee reserves the right to close any exhibit. For less serious violations, the National Oral Health Convention Committee will reduce the priority given to any exhibitor’s 2026 booth request. As each exhibitor is entitled to a reasonable sight line from an aisle regardless of the size of the exhibit, no background may be placed to obstruct, block, or interfere with the visibility of an adjacent booth. The exhibitor must keep the exhibit open and staffed during exhibit hours and shall not close until after Noon on August 30, 2025. Exhibitors shall be responsible for all damage to structures and furnishings which may be caused by their representatives. Any action that the National Oral Health Convention Committee considers to be an annoyance to other exhibitors will not be permitted. The use of live or recorded audio and video displays is permitted but must not be heard by adjoining booths. The use of drones, hoverboards or any other self-balancing scooters is not permitted in the Exhibit Hall or any meeting space in the St. John’s Convention Centre.
Samples: Distribution of samples is permitted provided it does not interfere with adjoining exhibitors. All exhibitor activities must be restricted to the booth space rented. Distribution of materials and samples outside of the booth is prohibited. Aisles must not be obstructed at any time. If a display attracts a large number of attendees, including line-ups, the exhibitor must still provide clear aisle space and contain line-ups within the booth space.
Food and Beverages: Distribution of food and beverages not manufactured or related to the activities of the exhibitor are to be purchased through the St. John’s Convention Centre.
Acceptability of Exhibitors: The National Oral Health Convention Committee reserves the right to review all applications for booth space to determine their suitability.
Badge Policy: Lost or stolen badges must be reported to the registration desk. Only employees/contractors of the exhibiting company may have an exhibitor’s badge. The misuse of exhibitors’ badges could result in the expulsion of the violator from the Exhibit Hall and convention without obligation by the National Oral Health Convention Committee.
Smoking: The St. John’s Convention Centre is a non-smoking venue. Smoking is prohibited at all times throughout the facility including Move In and Move Out hours.
Compliance With Regulations: The National Oral Health Convention Committee reserves the right to take such action and to make such changes as are considered necessary to the efficient and proper conduct of the exhibition. The National Oral Health Convention Committee reserves the right to restrict exhibits because of noise or any other reason, that becomes objectionable. Non-compliance with regulations, as determined by the National Oral Health Convention Committee, can result in the removal of the offending exhibitor or the closing of his exhibit, without indemnity, and the National Oral Health Convention Committee is released from any kind and all damage claims which might result in consequence thereof.
General: All matters not covered in these regulations are subject to the decision and control of the National Oral Health Convention Committee, notwithstanding anything in the application for space contained in these regulations. The National Oral Health Convention Committee expressly reserves the right to change the dates of the Conference; to transfer the Conference to another building if, for any reason, the St. John’s Convention Centre should not be available; to change the floor plan or alter the location and/or alter the size of the exhibitor’s space.
Fire Department Regulations: The St. John’s Fire Department and St. John’s Convention Centre regulations are vigorously enforced. Fire hose cabinets must be left accessible and in full view at all times. All aisles must be kept clear and all exits to fire stairs unobstructed. All drapes, table coverings, display materials, and papers used for decorating purposes must be flame-proof and subject to inspection by the St. John’s Fire Department and the St. John’s Convention Centre. No flammable fluids or substances may be used or shown in booths. Dust covers, if required, must be supplied by the exhibitor and must be flame-proof.
Insurance: The National Oral Health Convention Committee will take every reasonable precaution to prevent loss to exhibitors’ goods, but under no circumstances will the National Oral Health Convention Committee or the St. John’s Convention Centre assume any responsibility for loss or damage to exhibitors’ goods which might ensue from any cause in connection with transfer, installation, maintenance, or removal of exhibits. The National Oral Health Convention Committee and the St. John’s Convention Centre are not responsible in any way for goods while on exhibit or in storage. Exhibitors are strongly advised to maintain normal precautionary measures to protect their display material and equipment and to cover their property and persons with suitable insurance. It is suggested that exhibitors carry a minimum of $2 million in general liability insurance and all-risk legal liability insurance.
Limitation of Liability: In case the premises are destroyed, or in case any circumstances whatsoever, shall make it impossible for the National Oral Health Convention Committee to permit any exhibitor or exhibitors to occupy the premises, the exhibitor shall pay for space only for the period the space was or could have been occupied by such exhibit or exhibitors. The National Oral Health Convention Committee is released from liability of any kind and all claims for damage which might arise as a consequence thereof. If for any reason the exhibition is not held as proposed, the National Oral Health Convention Committee, on refunding all monies received from an exhibitor or exhibitors, shall be released from all claims for damage.
Variations: No verbal arrangement or any variation of this rules of conduct or its conditions is binding on the National Oral Health Convention Committee unless confirmed to the exhibitor, in writing, by the National Oral Health Convention Committee. Application for approval of any variation from the standard booth design must be submitted in writing to the National Oral Health Convention Committee by May 1, 2025. Exhibitors will be notified as to the acceptability of the variance. The National Oral Health Convention Committee reserves the right to approve or make changes to any exhibit, which may be deemed detrimental to the National Health Convention Committee.
Governing Law: Each and all of the provisions of these Conditions and Rules shall be deemed an integral part of the contract for exhibit space, with the same force and effect as if set forth in said contract. The law governing the interpretation and implementation of this contract is the law prevailing from time to time in the province of NL.
Event Rules and Regulations
Exhibitor Events: No company shall be allowed to host or sponsor an event, program, or continuing education course during the National Oral Health Conference without the written permission of the National Oral Health Convention Committee. This rule applies to exhibitors as well as companies not participating on the Natioanl Oral Health Convention exhibit floor. Company-hosted events, programs or CE courses must begin no earlier than 5:30 p.m. on Thursday, August 28 and Friday, August 29, 2025. If you have any questions, do not hesitate to contact us at anthony@nlda.net or 709-579-2362.