Exhibitor/Sponsor Refunds & Policies

  1. Registration Process and Payment Methods
    • Booths must be paid for in full at least 30 calendar days after booth selection online. Failure to remit the balance of booth rental within 30 calendar days after booth selection constitutes cancellation of contract, and the reserved space.
    • Show Management must receive all payments by May 1, 2019, to guarantee participation in the conference. If payment is not received by the deadline, the Exhibitor/Sponsor is required to pay onsite by check or credit card in order to exhibit.
    • Credit card payments:
      • Credit Cards (American Express, Visa, MasterCard) are the preferred form of payment.
      • The credit card will be charged immediately upon submitting payment.
      • Your credit card statement will reflect a charge from Veteran Symposium for your purchase.
    • Check payments:
      • For payment by check, payment in full is required 30 calendar days after making your Exhibit booth/Sponsor Package selection. For Exhibit booth/Sponsor Package selections on/after May 1, 2019, check payments must be received by May 15, 2019.
      • Please print your confirmation email and mail together with a check payable to “AetherQuest Solutions” to: AetherQuest Solutions, Inc.; Attn: VETS Expo; 5501 Backlick Road • Suite 210 • Springfield, VA 22152, USA.
    • Wire transfers: to request information on wire transfers, please contact .
    • The Conference Team is not responsible for spam filters blocking registration confirmation emails. Please make sure that your spam filter does not block email from  and .
    • To update your Exhibitor/Sponsor information, please log into the Already Registered section of the event registration page with the email/password you created during the purchase.
  2. Cancellation and Refund Policy for Exhibitor Booth/Sponsor Package/Ancillary Sponsorships
    • If an Exhibitor/Sponsor decides to cancel a booth rental, he/she must notify show management in writing at  by May 1, 2019 to receive a 50% refund of the exhibitor fee.
    • No refunds will be issued for cancellation after May 1, 2019.
  3. Hold Harmless Agreement/Liability 
    • Neither AQS, any co-sponsor, or display space provider nor any of their officers, agents, employees, facilities, other representatives, or assigns shall be liable for, and the exhibitor hereby releases them from, any claims for damage, loss, harm, or injury to the person, property, or business of the exhibitor or any of its visitors, officers, agents, employees, or other representatives, resulting from theft, fire, earthquake, water, unavailability of the facility, accident or any other reason in connection with the display at the conference.
    • The exhibitor shall indemnify, defend, and protect AQS and hold AQS, any co-sponsor, and space provider harmless from any and all claims, demands, suits, liability, damages, losses, costs, attorney’s fees, and expenses which might result or arise from exhibitor’s participation in the conference or any actions of its officers, agents, employees, or other representatives.
  4. Exhibitor/Sponsor Staff 
    • All Exhibitor/Sponsor staff MUST be registered for the event.
    • Exhibit Booth purchase: The cost of a booth space includes one (1) Attendee registration. Please register your Exhibit staff as Attendees and select Exhibitor/Sponsor as Attendee role. To use your complimentary registration, please locate the Promo Code in your Exhibitor/Sponsor confirmation email. Use this Promo Code on Attendee registration to receive one (1) registration free of charge.
    • Sponsors: Please refer to your purchased Sponsor Package if complimentary conference registrations are included and how many. You may purchase additional conference registrations for the applicable rate. To use your complimentary registration(s), please locate the Promo Code in your Exhibitor/Sponsor confirmation email. Use this Promo Code on Attendee registration to receive your registration(s) free of charge.
  5. Conference Program 
    • The conference program (incl. the Exhibitor set-up times and Exhibit Hall Hours) is subject to change.
    • Changes to the event program will be posted to the conference website in a timely fashion.
  6. Personal Information 
    • Participant contact information will be part of a database only accessible to the Conference Team.
    • Participant contact information will be published in a list of conference attendees. During your online registration process, you received the option to opt out of the public list. If you decide to opt-out after your registration is completed, you must submit your request in writing to  by June 15, 2019.
    • Participant contact information will be used to circulate announcements of future VETS events.
    • None of the agencies/companies associated with the Conference coordination accept responsibility for damage to or loss of an attendee's personal property.
  7. Exhibitor Property 
    • None of the agencies associated with the Conference coordination accept responsibility for damage to or loss of an Exhibitor's property.
  8. Exhibit Services 
    • Exhibitors who plan to have an Exhibitor Appointed Contractor unpack, erect, assemble, dismantle, and pack display/equipment must abide by all show rules and regulations.
    • The Exhibitor must notify the Exhibit Hall Manager, Mr. Earl Morgan, in writing of the intention to use an independent contractor no later than 30 days prior to the first move-in day furnishing the name, address and telephone number of the firm.
    • The Exhibitor shall provide evidence that the Exhibitor Appointed Contractor has proper insurance by submitting a certificate of insurance prepared by the "Exhibitor Appointed Contractor's" insurance agent with a minimum of coverage and limits as described below:
      1. Commercial General Liability with limits of not less than $1,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products & completed operations aggregate. Umbrella/Excess Liability with a limit of not less than $1,000,000 each occurrence.
      2. The Commercial General Liability Policy shall name AetherQuest Solutions (Show Management), the VETS (Event), and the Marriott Rivercenter(Facility) as additional insured on a primary and non-contributory basis.
      3. Workers Compensation, as required by law, with Employers Liability Limits of not less than $1,000,000 each accident, $1,000,000 disease - each employee and $1,000,000 disease - policy limit.
    • Any Exhibitor who has identified an Exhibitor Appointed Contractor must insure that the Exhibitor Appointed Contractor has a current Certificate of Insurance on file with Exhibit Hall Manager, Mr. Earl Morgan, evidencing the correct coverage at least 10 days prior to the first move-in date for the show or the Exhibitor Appointed Contractor will not be able to have access to the facility to perform any work.
  1. Photographs and Videotaping 
    • Taking photographs or using video equipment other than for personal use at any VETS is prohibited and violators will be asked to leave. Only the official photographer will be authorized to take photographs.
    • The organizers reserve the right to use any videos recorded at the VETS for public viewing on the conference website.
    • The organizers reserve the right to use any photos taken at the VETS for use in conference materials, appearing either in printed documents or in related websites.
  2. Agreement to Terms & Conditions: 
    • If you have not already done so, please visit the Exhibit Booths Rules and Regulations webpage for the event’s Fire, Safety, Security, Liability Policies, as well as the Exhibitor/Sponsor deadlines for this show.
    • By agreeing to the Terms and Conditions, you agree to these policies set forth in the 2019 VETS Exhibitor & Sponsor Rules and Regulations webpage. These policies apply to purchases made by third parties.
    • If you do not agree to these Terms and Conditions, you will not be able to complete this registration. If you have questions on these Terms & Conditions, please contact the conference hotline at 571-297-4019 or email .