Sponsor & Exhibitor Terms & Conditions

SPONSORSHIP AGREEMENT: The 2023 Association for Healthcare Foodservice (AHF) Annual Conference is scheduled to occur from August 7-10, 2023 at the Omni Championsgate, Orlando, FL. AHF reserves the right, at its sole discretion, to change the site, hours or dates of the Event. AHF will attempt to notify Sponsors of any such changes as far in advance as possible.

APPLICATIONS: All applicants for exhibit space, speaking sessions or general sponsorship (regardless of level) (hereinafter “Sponsor”) must agree to this Sponsorship Agreement (“Agreement”). Once this Agreement is accepted by the Sponsor (whether electronically, clickthrough or otherwise) and received and accepted by AHF, it is considered binding and fees are non-refundable. AHF reserves the right, at its sole discretion, to decline acceptance of this Agreement.

BOOTH SPACE: When the booth map becomes available, Sponsor will be eligible to select a booth (placement in the booth selection queue is based in part on the date and time this Agreement is accepted by AHF and payment is received plus any other criteria as determined solely by AHF). Booth selection is not available until payment is made in full.

USE OF EVENT/BOOTH SPACE: Sponsor shall not assign, lend, or share Sponsor’s event space. Sponsor shall not promote any other person or entity, or any products other than Sponsor’s, without AHF’s prior written consent. “Promote” includes signage, products, demos, presentations, giveaways, and any other marketing pieces. Sponsor must confine all demonstrations, promotional activities, and representatives to the Sponsor’s predesignated Event space. No signs, literature, collateral, equipment, furniture, or promotional items may be placed, distributed or posted outside of the Sponsor’s designated Event space. Sound amplification and microphones may not be utilized in Sponsor booth spaces. Please utilize a respectful noise level out of consideration for the booths surrounding you.

ENDCAP/CORNER BOOTH RULES: Sponsors who are provided with endcap or corner booth spaces as part of their high-level sponsorship or otherwise by AHF must adhere to the following rules. AHF reserves the right to decide which booth spaces and sponsor levels may access endcap and corner booth spaces.

–For double endcaps (two adjoining 10×10 booths): The booth(s) can have a centerboard that is 8 feet tall and 10 feet wide, but you must leave 5 feet on either side of your 20-foot space that is no higher than 4 feet for visibility purposes for the booths behind you. You may not block the entire 20-foot back wall, therein blocking the view of the sponsors in the hall behind you.

–For corner or single 10×10 endcap booths: You can not block the view of the sponsors in the hallway behind you. Backwalls must leave at least 5 feet of back wall space that is no higher than 4 feet to provide visibility to booths behind you.

BOOTH ATTENDANTS: Sponsors may have up to 5 attendants per purchased booth space. Attendants must fit within your booth space and not spill into hallways or common areas, or other sponsors’ spaces.

–“Exhibitor” level vendors will have 2 exhibit hall attendees at their booth. They can purchase additional Full Conference Registration Passes for additional personnel, but not additional exhibit hall only passes.

–“New/Emerging Brands Networking Table” level vendors may have no more than 2 attendants at their table. Emerging brand participants receive 1 exhibit hall only pass, they can purchase additional full conference registration passes, but not additional exhibit hall only passes.

–Sponsors may allow employees from sub-brands to work at their booth, however, the badge of all individuals attending with the Sponsor must have the Sponsor’s name displayed on their badge. The name of the sub-brand cannot be displayed on the badge. No exceptions. Individuals registering with the Sponsor must be working directly with the Sponsor at the conference and be directly affiliated. ALL others must register as Non-Exhibit Business Partners at the appropriate rate and adhere to all rules therein.

PAYMENT: AHF will invoice the Sponsor for the fees associated with its chosen level of sponsorship for the Event (“Sponsorship Fee”). Payment is due net 30 days from the invoice date. Except as otherwise set forth herein, the Sponsorship Fee is nonrefundable and noncancelable. AHF reserves the right to revoke or prevent the Sponsor’s Event participation in the event of non-payment. For inclusion in the Business Partner Directory spring edition, payment must be in hand at AHF headquarters no later than March 31st. Check and ACH/Wire payments are preferred. AHF reserves the right to add a 1.5% additional charge to credit card payments.

PRICING: Sponsorship prices are fixed and non-negotiable.

ACCESS A LA CARTE ITEMS: Purchase of a Bronze Sponsorship or higher is required to have access to most a la carte items. Some a la carte items may be restricted to higher sponsor levels.

CONFERENCE PLACEMENT: AHF leadership reserves the right to accept products utilized in the Conference.

LOGOS: AHF will display the logo of the sponsoring business partner company. Logos cannot display logos of sub-brands. In order for a sub-brand of a larger company to be displayed on AHF materials, website, and marketing the sub-brand must sponsor AHF in its own right.

CODE OF CONDUCT: Our conference is dedicated to providing a harassment-free conference experience for everyone, regardless of gender, gender identity and expression, age, sexual orientation, disability, physical appearance, body size, race, ethnicity, religion (or lack thereof), or technology choices. We do not tolerate harassment of conference participants, staff, vendors, or others in any form. Sexual language and imagery are not appropriate for any conference venue, including talks, workshops, parties, Twitter, and other online media. Conference participants violating these rules may be sanctioned or expelled from the conference and/or the property without a refund at the discretion of the conference organizers and property staff. If a participant engages in harassing behavior, the conference organizers may take any action they deem appropriate, including warning the offender or expulsion from the conference with no refund. Any individual working for or associated with the Sponsor is subject to the conference code of conduct at all times. AHF staff, vendors, leaders, and venue staff will be treated with respect at all times. Name-calling and other inappropriate behavior will not be tolerated.