Exhibitor Booth

BOOTH DETAILS

Standard Booth (Exhibitor / Non-Profit / Disadvantaged Business)

• 10’ x 10’ booth space

• (1) table + (2) chairs

• Table skirting optional and at organizer’s choice

• Booth number sign included

• No draped walls included (participants may bring their own backdrop, pop-up banner, or table cover)

• Power and Wi-Fi not included (available for purchase separately through the facility or decorator)

• Vendor check-in 8:00 AM

• Show 10:00 AM – 5:00 PM

• Load-out by 9:00 PM

Upgraded Booth (Co-Sponsor)

• 15’ x 15’ premium booth placement

• (2) tables + (2) chairs

• 3 ft draped side and back walls to professionally define booth space

• Table skirting included (style/color may vary by venue)

• Booth number and Co-Sponsor signage

• Vendor support team assigned for layout and setup

General Notes (Applies to ALL Booths)

• Booth placement is assigned by CHILL ACT based on tier level, registration date, and event layout.

• No attendance, sales, or lead guarantees are provided — CHILL ACT is a community resource and outreach expo.

• All displays must remain within booth boundaries.

• Family-friendly materials only — no loud audio, glitter, or hazardous items.

o ensure fairness, transparency, and smooth event operations, the following policy applies to all exhibitor booth/table/sponsorship bookings at CHILL ACT Neurodiversity & Homeschool Expo:

🔹 1. Refund Window: 30 Days From Event OR 30 Days After Booking (Whichever Is Earlier)

Refund requests may be considered only if submitted within the earlier of:

• 30 days from the date of booking, OR

• 30 days before the event date

Once the earlier of these two milestones has passed, all sales become final and non-refundable.

Example:

• If an exhibitor books 90 days before the event → refund window = 30 days after booking

• If an exhibitor books 20 days before the event → refund window = 0 days (no refunds, because we are within 30 days of the event)

• No Refund After the Eligible Window

  After the eligible refund window closes, no refunds, transfers, or cancellations are permitted, regardless of reason, including:

• Staffing issues

• Internal scheduling conflicts

• Travel changes

• Organizational or budget decisions

• Marketing or engagement outcomes

• Any perceived or actual footfall variations

If the event is canceled due to circumstances outside the organizer’s control (natural disaster, venue closure, government restrictions, emergency situations), CHILL ACT will provide:

• A booth credit toward a future expo of equal value
  Not a monetary refund.

No-Show Policy

Exhibitors who do not attend the event (“no-show”) forfeit all fees and benefits.
No refunds or credits will be issued.

Booth Assignment

Booth/table placement is determined by organizers and may be adjusted for safety and layout needs.
Placement changes do not qualify for refunds.

1. Electricity & Power Access

Electricity, power drops, and any additional technical requirements are not automatically included with booth/table purchases.
Availability, pricing, and ordering instructions will be communicated via email prior to the event.
Exhibitors must request power in advance; late requests may not be accommodated due to venue limitations.

2. Wi-Fi & Internet

General Wi-Fi access may be provided by the venue; however, CHILL ACT does not guarantee signal strength or reliability.
Exhibitors requiring dedicated or high-speed internet are responsible for arranging it directly with the venue (if available).

3. Booth Setup & Restrictions

• Exhibitors must stay within their assigned booth/table footprint.

• Aisles, exits, walkways, and ADA pathways must remain clear at all times.

• Displays, banners, or racks must not obstruct neighboring booths without written approval.

• Exhibitors may not bring their own tables unless approved in advance.

4. Load-In / Load-Out Procedures

All load-in and load-out instructions, timing, parking directions, and venue rules will be sent via email before the event.
Exhibitors must follow all venue and CHILL ACT staff instructions for safety and efficiency.

5. Staffing & Conduct

Exhibitors are responsible for staffing their booth for the full duration of the event.
All exhibitor representatives must maintain a respectful, professional, and family-friendly presence.

6. Food, Drinks, Giveaways

Any edible giveaways, samples, or consumables must follow venue policies and local health regulations.
Approval may be required for certain items.

7. Damage & Liability

Exhibitors are fully responsible for any damage caused to the booth area, tables, chairs, fixtures, or venue property.
Neither CHILL ACT nor the venue is responsible for lost, stolen, or unattended items.

8. Marketing & Promotions

• Inclusion on the vendor listing or website depends on timely submission of logos and details.

• CHILL ACT may use exhibitor names/logos in general event marketing unless a written request for exclusion is submitted.

9. Compliance With Venue Rules

All exhibitors must follow venue-specific guidelines, including fire codes, safety rules, and prohibited items.