Print 2022 Rules & Regs 2022 Rules and Regulations for Exhibitors
The Arizona Dental Association (the “association”) extends a cordial invitation to firms and organizations that provide dental supplies, services and equipment used in the practice of dentistry to professionally exhibit at the Western Regional Dental Experience (the “convention”).

The association has the sole and absolute right to accept or reject applications. For example, if your company promotes/sells skincare creams or LED devices/skin stimulators of any kind, we will not accept an application as we no longer allow these types of products/services at any of our events.

General Eligibility Requirements
All new exhibitors are subject to review and approval by the Council on Dental Education and Events, which may accept or reject any application at its sole and absolute discretion. The association reserves the right to bar any exhibitor which is not suitable or in accordance with the ethics or interests of the dental profession. The Council has full and final authority to interpret, amend, or supplement the rules and regulations presented in this prospectus. Exhibitors, by applying for and accepting exhibit space, agree to these Exhibiting Standards and any rules or regulations that may hereafter be adopted, and Exhibitors agree to abide by them.

All applicants for exhibit space must be and remain in good financial standing with the association and its agencies and subsidiaries in order to be accepted and remain as an exhibitor.

Booth Prices
Accepted forms of payment include check or credit card.
Tier 3: $2499
Tier 2: $2699
Tier 1: $2899

Exhibit Hall Hours
Thursday, April 7, 2022: 8:30am- 5:00pm
Friday, April 8, 2022: 8:30am- 5:00pm
Saturday, April 9, 2022: 8:30am- 1:00pm

Booth Assignment
Participation in the Arizona Dental Association’s Fall Conference is on an invitational basis. The association reserves the right to accept applications to exhibit at the convention from individual exhibitors who participated in the 2021 WRDE convention but is not required to extend an invitation to any individual exhibitor. The extension of such an invitation is based upon an exhibitor’s acceptability.

The association will not be required to provide exhibitor’s exhibit space or put on the convention if there is an unlikely event or occurrence beyond the association’s control. Exhibitors shall indemnify and hold harmless the Arizona Dental Association from any/all liability which might ensue from any cause whatsoever. In addition, in such event regardless of duration, all deposits and payments made by the exhibitor shall be used by the association to pay and reimburse the costs and expenses incurred or paid by the association in connection with the preparation for or presentation of the 2022 WRDE. Any excess of said payments over said costs and expenses shall be returned to the exhibitor on such basis as the association shall deem reasonable.

The Arizona Dental Association reserves the right at its sole discretion to redesign or rearrange the exhibit floorplan if necessary, without prior notice to Exhibitor.

Sales by Non-Exhibiting Companies
Solicitation by non-exhibitors is prohibited. Firms and representatives not sold exhibit space are prohibited from soliciting business in any form to attendees without having a separate agreement with the association. Violators may, at the association’s sole discretion, be subject to a fine of the applicable registration fee and/or expulsion from the convention and be barred from further entrance to the convention.

All exhibits personnel must be full-time employees of the exhibiting company or representatives who receive commission, brokerage or salary from the exhibitor. False certification of individuals as exhibit representatives, or any other method or device used to assist unauthorized persons to gain admission to the virtual exhibit platform, may, at the association’s sole discretion, be subject to a fine of the applicable registration fee and/or expulsion from the convention and the violator may be barred from further entrance to the convention without any obligation on the part of the association for refund of any fees. Upon the exercise of this authority, the exhibitor, their employees and/or agents waives any rights or claims for damages against the Arizona Dental Association, its agents, or subsidiaries, arising out of the enforcement of this paragraph. Each exhibit space is limited to individuals, business firms, manufacturers and dealers who have contracted and paid to exhibit.

Cancellation Policies
Exhibitors wishing to cancel contracted exhibit space must do so in writing by Friday, December 31, 2021. Cancellations received after Tuesday, February 15, 2022 are subject to an additional $500.00 per booth cancellation fee. Cancellations received after Friday, March 25, 2022 will be responsible for 100% of the price of their booth price.

Non-Endorsement
Exhibiting at WRDE of the Arizona Dental Association does not constitute an endorsement by the association of the exhibitor or the products exhibited nor an affiliation between the exhibitor and the Arizona Dental Association.

General Restrictions
Nothing shall be used as a part of, or in connection with a exhibit which does not conform to the requirements of federal, state, municipal, and local laws, ordinances, and regulations.

Indemnification
By submitting an Application and contract for Exhibit Space ("Application"), each Exhibitor agrees to indemnify, hold harmless and at association’s option, defend or pay for an attorney selected by the Arizona Dental Association to defend the association, its members, their leaders, their employees, and each of their affiliates and subsidiaries, from and against any and all claims, losses, liabilities, damages, demands, suits, actions (of any nature whatsoever, whether groundless or otherwise, regardless of where filed), judgments, penalties, costs, and expenses (including attorney fees and costs) arising in, at, out of or in any way connected with the convention, Exhibitor`s conduct, use or any part thereof, by Exhibitor or its officers, directors, employees, agents, representatives, invitees, agents or contractors. Such indemnification shall be effective regardless of any claim of negligence on the part of any Indemnified Party. This provision shall be construed to be incorporated into the Application.

Governing Law/Jurisdiction/Arbitration:
Any dispute between the parties shall be governed and interpreted under the laws of the state of Arizona. Maricopa County, Arizona will be the exclusive forum for any dispute between the parties. Any dispute between the parties may, at the association’s sole option, be settled by binding and confidential arbitration administered by the American Arbitration Association in accordance with its then current Commercial Arbitration Rules. The arbitration shall take place in Maricopa County, Arizona. Judgment upon the award rendered by the majority of the panel may be entered in any court having jurisdiction thereof.

Interpretation
No rule of strict construction shall be applied against either party as it relates to this document or any other document involving the convention.

Compliance
Exhibitor shall at all times comply with all federal, state, local, municipality, industry, and professional laws, statutes, rules, codes, ordinances, regulations, standards, and guidelines.

Understanding of the Parties
No prior agreement or understanding, oral or otherwise, of the parties or their representatives is valid or enforceable. These provisions herein are subject to change by the association alone, so check www.westernregional.org for the most up-to-date terms. Any change to the provisions by exhibitor must be in writing and signed by both parties in order to be effective.

COVID Information, Terms & Conditions
SARS-CoV-2, the virus that causes COVID-19 (“COVID”), is highly infectious and spreads from person to person, including through aerosol transmission of particles produced when an infected person exhales, talks, vocalizes, sneezes, or coughs. COVID-19 can also be transmitted when individuals touch a contaminated object and then touch their eyes, nose, or mouth. The virus that causes COVID-19 is highly transmissible and can be spread by people who have no symptoms and who do not know they are infected. Particles containing the virus can travel more than 6 feet, especially indoors and in dry conditions with relative humidity below 40%. The CDC estimates that over fifty percent of the spread of the virus is from individuals with no symptoms at the time of spread. More information on COVID-19 is available from the Centers for Disease Control and Prevention. For basic facts, see About COVID-19. See CDC’s Daily Activities and Going Out and CDC’s Interim Public Health Recommendations for Fully Vaccinated People.

THE ACTIVITY

The 2022 Arizona Dental Association’s WRDE (collectively the “Activity”) will be a little different this year due to COVID.

The COVID-19 situation is still evolving, however we are looking forward to seeing you in person April 7-9, 2022 in Glendale, AZ. We are planning to have the following take place at the event:
  • Some seating options intended for those who wish to physically distance in course rooms.
  • Masks optional.
  • Attendees are encouraged to bring their own masks (without vents). Masks will be provided upon request.
  • Attendees should wash and sanitize their hands often.
  • If an attendee feels ill, they should immediately self-isolate and contact a representative of AzDA as soon as possible at shana@azda.org.
  • Signage at the event that will reinforce certain expectations for those entering the event.
  • Hand sanitization stations throughout the property.
  • Some enhanced protocols for food and beverage service.
  • Enforcement of these rules will be a joint effort between the venue, event organizer (AzDA), and you as an attendee. Individuals not complying with safety protocols may be subject to removal or other action.
Because COVID-19 is contagious and can be spread from person-to-person, AzDA cannot guarantee that participants, speakers, exhibitors, sponsors, volunteers, partners, or others in attendance at the Activity or AzDA events will not become infected with COVID-19. People can be infected and show no symptoms and spread the disease. Currently, there is no known cure for COVID-19, and COVID-19 can cause serious and potentially life-threatening illness, debilitation, disability, and even death. In light of the ongoing spread of COVID-19, individuals who fall within any of the categories below should not attend the Activity. By attending the Activity, you certify that you do not fall into any of the following categories:
  1. Individuals who on the dates of the Activity or within fourteen (14) days prior to the Activity have experienced symptoms associated with COVID-19, which include but are not limited to fever or chills, persistent cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, new loss of taste or smell, among others, and thereafter have not received a negative COVID-19 test;
  2. Individuals who have traveled internationally within fourteen (14) days prior to the Activity to a community that has experienced or is experiencing sustained community spread of COVID-19 (see https://www.cdc.gov/coronavirus/2019-ncov/travelers/map-and-travel-notices.html);
  3. Individuals who believe that they may have been exposed to a confirmed or suspected case of COVID-19 within fourteen (14) days prior to the Activity or have been diagnosed with COVID-19 and are not yet cleared as non-contagious by state or local public health authorities or the health care team responsible for their treatment.
DUTY TO SELF-MONITOR: By registering to attend the in-person Activity, attendees agree to self-monitor for signs and symptoms of COVID-19 (symptoms typically include fever or chills, persistent cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, new loss of taste or smell, etc.) and, should any of these symptoms arise or remain within fourteen (14) days of the Activity, the attendee will get tested for COVID-19 and only attend the Activity if that test comes back negative. Should any of these symptoms arise during the Activity, the individual with these symptoms should immediately self-isolate or leave the event and contact their medical care provider as well as the Arizona Dental Association at shana@azda.org.

LIABILITY WAIVER AND RELEASE OF CLAIMS: By attending the Activity, I acknowledge that I derive personal satisfaction and a benefit by virtue of my participation and/or attendance at the Activity, and I willingly and voluntarily attend and/or engage in the Activity and/or other AzDA activities. BY PARTICIPATING IN AND/OR ATTENDING THE ACTIVITY, I HEREBY RELEASE, WAIVE, AND FOREVER DISCHARGE ANY AND ALL LIABILITY, CLAIMS, AND DEMANDS OF WHATEVER KIND OR NATURE AGAINST THE ARIZONA DENTAL ASSOCIATION, SPEAKERS, AND EXHIBITORS, AND/OR THEIR AFFILIATED PARTNERS, ENTITIES, PARTIES, AND SPONSORS, INCLUDING IN EACH CASE, WITHOUT LIMITATION, THEIR DIRECTORS, OFFICERS, MEMBERS, EMPLOYEES, VOLUNTEERS, AND AGENTS (THE “RELEASED PARTIES”), EITHER IN LAW OR IN EQUITY, TO THE FULLEST EXTENT PERMISSIBLE BY LAW, INCLUDING BUT NOT LIMITED TO DAMAGES OR LOSSES CAUSED BY THE NEGLIGENCE, FAULT, OR CONDUCT OF ANY KIND ON THE PART OF THE RELEASED PARTIES, INCLUDING BUT NOT LIMITED TO DEATH, BODILY INJURY, ILLNESS, DISABILITY, DEBILITATION, ECONOMIC LOSS, OR OUT OF POCKET EXPENSES, OR LOSS OR DAMAGE TO PROPERTY, WHICH I, MY HEIRS, ASSIGNEES, NEXT OF KIN AND/OR LEGALLY APPOINTED OR DESIGNATED REPRESENTATIVES, MAY HAVE OR WHICH MAY HEREINAFTER ACCRUE ON MY BEHALF, WHICH ARISE OR MAY HEREAFTER ARISE FROM OR RELATED TO MY ATTENDANCE AT AND/OR PARTICIPATION WITH OR IN THE ACTIVITY.

ASSUMPTION OF THE RISK. By registering for or attending the Activity, you acknowledge and understand the following: Your attendance at an in-person AzDA event includes possible exposure to and illness from infectious diseases including but not limited to COVID-19. While certain protocols and personal discipline may reduce this risk, the risk of serious illness and death does exist. You knowingly and freely assume all such risks associated with the Activity, even if arising from the negligence, fault or conduct of any kind on the part of the Released Parties. BY ATTENDING AND/OR PARTICIPATING IN THE ACTIVITY, YOU ARE DEEMED TO HAVE GIVEN A FULL RELEASE OF LIABILITY TO THE RELEASED PARTIES TO THE FULLEST EXTENT PERMITTED BY LAW.
I acknowledge that I have read, understand, and voluntarily agree to all the provisions, terms, and conditions in this document, which include obligations for me as an attendee of the Activity, a provision in which I waive liability, a provision in which I release claims, and a provision in which I assume risk.

The parties agree that this Agreement may be signed electronically. The parties agree that electronic signatures and copies of signatures will be given the same force and effect as original, handwritten signatures.

Terms updated on 10/21/2021, and by registering you agree that these terms may be updated anytime at AzDA’s sole discretion without notice.