2027 Western Regional Dental Experience

Exhibitor Agreement, Rules and Regulations

Arizona Dental Association (AzDA) | Terms updated September 2, 2026

Invitation and Scope

The Arizona Dental Association (the "Association") invites 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 ("WRDE" or the "Convention"). These terms govern applications, exhibit space, participation, and related activities for the 2027 WRDE.

1. General Eligibility and Approval

All new exhibitors are subject to review and approval by the Council on Dental Education and Events (the "Council"), which may accept or reject any application at its sole and absolute discretion. The Association reserves the right to reject or bar any exhibitor that, in the Association's judgment, is unsuitable or inconsistent with the ethics, interests, or professional standards of the dental profession.

The Association currently does not accept applications from companies whose proposed exhibit promotes or sells skincare creams, LED devices, skin stimulators, or similar products or services that the Association has determined are outside the scope of its events. The Association may update eligibility standards for future applicants as its event policies evolve.

The Council has full and final authority to interpret and administer these Rules and Regulations and to adopt reasonable operational rules necessary to conduct the Convention. Exhibitors must comply with these Rules and Regulations and with applicable operational requirements communicated by the Association or the Convention venue.

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 to remain an exhibitor.

2. Booth Pricing and Payment

Accepted forms of payment include checks, debit/credit cards, ACH, or Apple Pay. Booth pricing is based on the date payment/registration is received, subject to acceptance by the Association.

3. Exhibitor Setup and Exhibit Hall Hours

Exhibits must be staffed and substantially intact during published exhibit hall hours. Exhibitors may not dismantle, pack, or remove an exhibit before the exhibit hall closes at 1:00 p.m. on Saturday, April 10, 2027, without the Association's prior written approval. Early dismantling or abandonment may affect eligibility for future WRDE participation and does not entitle the Exhibitor to a refund or credit.

4. Booth Assignment and Floor Plan

Participation in WRDE is on an invitational and approval basis. The Association may accept applications from exhibitors that participated in the 2026 WRDE but is not required to extend an invitation to any prior exhibitor. Acceptance and booth assignment are based on the Association's determination of exhibitor suitability, availability, and Convention needs.

The Association reserves the right, at its sole discretion, to redesign, rearrange, relocate, or renumber exhibit space or the exhibit floor plan when reasonably necessary, without prior notice. A booth relocation, a change in neighboring exhibitors, an aisle configuration change, an entrance location change, or a similar floor-plan change does not constitute grounds for a refund, credit, or reduction of exhibit fees.

5. Event Changes, Cancellation, and Force Majeure

The Association will not be liable for delay, interruption, relocation, modification, postponement, or cancellation of all or any portion of WRDE when caused by circumstances beyond the Association's reasonable control. Such circumstances may include, without limitation, acts of God; fire; flood; severe weather; natural disaster; epidemic, pandemic, or public-health emergency; war; terrorism; civil disorder; labor dispute; transportation interruption; utility or technology failure; venue damage or closure; governmental order or restriction; emergency or security condition; or other comparable event beyond the Association's reasonable control.

If such circumstances occur, the Association may cancel, postpone, relocate, shorten, reschedule, change exhibit hall hours, modify the floor plan, or otherwise adjust the Convention as reasonably necessary. If the Convention is postponed, relocated, shortened, or otherwise modified but is still held, exhibit fees will remain applied to the modified Convention, and no refund or credit will be due solely because of the modification, except as the Association may expressly provide in writing.

If the Association cancels the Convention in its entirety and does not reschedule it, deposits and payments made by exhibitors may first be applied to the Association's nonrecoverable costs and expenses incurred in preparing for or presenting the 2027 WRDE. Any excess of exhibitor payments over those costs and expenses will be returned to exhibitors on a basis the Association determines to be fair and reasonable. Any amount returned under this paragraph is the Exhibitor's sole monetary remedy arising from the cancellation of the Convention, to the fullest extent permitted by law.

6. Registration Fees, Cancellation, and Refund Policy

A $500 non-refundable deposit is due at the time of registration to secure exhibit space. An additional $500 deposit is due by Friday, January 22, 2027.

An Exhibitor wishing to cancel or reduce contracted exhibit space must provide written notice to the Association. Cancellations received on or before Friday, January 22, 2027, will forfeit the initial $500 non-refundable deposit. Cancellations received after Friday, January 22, 2027, but on or before Friday, February 26, 2027, will forfeit the initial deposit and incur an additional $500 per-booth cancellation fee.

Final payment is due by Friday, February 26, 2027. Beginning Saturday, February 27, 2027, all exhibit fees are non-refundable, and the Exhibitor remains responsible for 100% of the contracted booth price regardless of whether the Exhibitor attends, occupies, or uses the assigned exhibit space. Any company registering after Friday, February 26, 2027, must pay all exhibit fees in full at the time of registration.

Exhibitors must have a zero balance before being permitted to set up or exhibit at WRDE. The no-refund rules in this Section apply to exhibitor cancellation, no-show, withdrawal, failure to use exhibit space, dissatisfaction with business results, or removal for a violation of these Rules and Regulations. Association cancellation of the Convention is governed by Section 5.

7. No Guarantee of Attendance or Commercial Results

The Exhibitor acknowledges that participation in WRDE is a promotional and business opportunity and that the Association makes no representation, warranty, or guarantee regarding the number of Convention attendees, exhibit hall attendance, booth traffic, attendee demographics, attendee purchasing authority, sales leads, sales, revenue, return on investment, or any other commercial result.

Attendance levels, attendee behavior, purchasing decisions, booth traffic, and other factors affecting an Exhibitor's results are outside the Association's control. Dissatisfaction with attendance, booth traffic, sales, leads, commercial results, booth location, neighboring exhibitors, floor-plan changes, or other business outcomes does not entitle the Exhibitor to a refund, credit, reduction, or waiver of any exhibit fee.

8. Exhibitor Personnel and Solicitation by Non-Exhibitors

Solicitation by non-exhibitors is prohibited. Firms and representatives that have not contracted for exhibit space may not solicit business from attendees in any form without a separate written agreement with the Association. Violators may, at the Association's sole discretion, be removed from the Convention, barred from further entrance, and/or assessed the applicable registration or exhibit fee.

All exhibit personnel must be bona fide employees of the exhibiting company or representatives who receive commission, brokerage, salary, or other direct compensation from the Exhibitor. False certification of individuals as exhibit representatives, misuse or transfer of exhibitor credentials, or any other method used to assist unauthorized persons in gaining admission to the exhibit hall or Convention is prohibited.

Each exhibit space is limited to the Exhibitor and approved representatives, products, and services for which the space was contracted. The Exhibitor is responsible for the conduct of its officers, directors, employees, representatives, agents, invitees, and contractors while participating in WRDE.

9. Booth Conduct and Operations

Exhibits and demonstrations must be professional, safe, and confined to the Exhibitor's assigned space. Exhibitors may not obstruct aisles, entrances, neighboring booths, or common areas; create excessive noise, odors, lighting, or other disturbances; or conduct activities that the Association or venue determines are unsafe, disruptive, misleading, or inconsistent with the professional character of WRDE.

Solicitation, distribution of literature or samples, demonstrations, drawings, giveaways, and other promotional activity must occur within the Exhibitor's assigned booth unless the Association gives prior written approval. Food and beverage distribution, amplified sound, special equipment, hazardous materials, or activities requiring venue approval must comply with all Association and venue requirements.

The Association may require an Exhibitor to discontinue or modify any exhibit component, demonstration, promotion, or activity that violates these Rules and Regulations or unreasonably interferes with the Convention or another exhibitor.

10. Assignment, Subletting, and Sharing of Exhibit Space

An Exhibitor may not assign, transfer, sublet, resell, apportion, or share all or any portion of its exhibit space, nor display or promote the products or services of another company, without the Association's prior written approval. Approval of a co-exhibitor or shared-space arrangement may be conditioned on additional registration, fees, insurance documentation, or other requirements established by the Association.

11. Insurance and Certificate of Insurance

Each Exhibitor must maintain commercial general liability insurance and any other insurance required by applicable law, the Association, or the Convention venue in connection with the Exhibitor's activities if they are having a third-party set up their booth. Coverage must remain in effect throughout move-in, the Convention, and move-out and must satisfy the coverage requirements communicated for the event.

While a current Certificate of Insurance (COI) isn't required for all exhibitors, we do recommend having coverage, which can be uploaded as part of the Exhibitor's registration. If required by the Association or the venue, the policy and/or COI must identify the Association, the Convention venue, and other required parties as additional insureds. The Association may request updated or corrected evidence of coverage if the submitted COI has expired, is incomplete, or does not meet applicable event requirements.

Failure to submit or maintain required insurance may result in denial of setup, suspension of participation, or cancellation of exhibit space. Such action does not relieve the Exhibitor of payment obligations and does not create a right to a refund or credit.

12. Exhibitor Property, Shipping, Security, and Loss

The Exhibitor is solely responsible for its exhibit materials, products, equipment, inventory, shipments, valuables, and other property before, during, and after the Convention. The Association does not insure Exhibitor property. Exhibitors are encouraged to maintain property, inland marine, or other insurance appropriate to the value and nature of their exhibit materials.

To the fullest extent permitted by law, the Association is not responsible for loss, theft, disappearance, damage, or destruction of Exhibitor property or for shipping, storage, handling, or delivery failures, except to the extent liability cannot lawfully be disclaimed. Exhibitors are responsible for arranging appropriate security and safeguarding property within their assigned space.

13. Non-Endorsement and Use of Names, Logos, and Marks

Exhibiting at WRDE does not constitute endorsement by the Association of the Exhibitor, the Exhibitor's products or services, or any affiliation beyond the Exhibitor's participation in the Convention.

An Exhibitor may accurately state that it is an exhibitor at the 2027 WRDE but may not use the Association's or WRDE's name, logo, trademarks, or other branding in a manner that implies endorsement, sponsorship, certification, or approval without prior written permission. By submitting its company name, trade names, logos, and related promotional materials during registration, the Exhibitor grants the Association a non-exclusive, royalty-free license to use those materials solely to identify and promote the Exhibitor's participation in WRDE, including in directories, websites, emails, signage, schedules, and other Convention materials.

14. Enforcement, Removal, and Abandonment

The Association may refuse admission, suspend participation, close an exhibit, remove an Exhibitor or representative, or revoke credentials for nonpayment, material misrepresentation, failure to maintain required insurance, violation of these Rules and Regulations, unsafe or disruptive conduct, unauthorized solicitation, misuse of credentials, or conduct the Association reasonably determines is inconsistent with the professional character or orderly operation of WRDE.

If the Association exercises this authority due to an Exhibitor's act or omission, the Exhibitor remains responsible for all amounts due and is not entitled to a refund or credit. The Exhibitor waives claims against the Association arising solely from reasonable enforcement of these Rules and Regulations, except to the extent such waiver is prohibited by law.

15. Legal Compliance, Health, Safety, and Venue Requirements

Exhibitors must at all times comply with all applicable federal, state, local, municipal, industry, and professional laws, statutes, rules, codes, ordinances, regulations, standards, and guidelines. Nothing may be used as part of or in connection with an exhibit if it violates applicable law or a valid venue or Convention requirement.

The Association may establish or modify reasonable health, safety, security, credentialing, emergency, and facility requirements as necessary to comply with applicable law, governmental directives, venue requirements, insurance requirements, or changing event conditions. Exhibitors and their personnel must comply with requirements communicated by the Association or venue as a condition of participation. Failure to comply may result in removal without refund.

16. Indemnification

By submitting an application and contract for exhibit space (the "Application"), each Exhibitor agrees to indemnify, hold harmless, and, at the Association's option, defend or pay for an attorney selected by the Arizona Dental Association to defend the Association, its members, leaders, employees, affiliates, and subsidiaries from and against any and all claims, losses, liabilities, damages, demands, suits, actions, judgments, penalties, costs, and expenses (including reasonable attorneys' fees and costs) arising in, at, out of, or in any way connected with the Convention, the Exhibitor's conduct, or the Exhibitor's use of exhibit space by the Exhibitor or its officers, directors, employees, agents, representatives, invitees, or contractors.

Such indemnification is intended to apply to the fullest extent permitted by applicable law, including where a claim alleges negligence by an indemnified party, except to the extent indemnification is prohibited by law. This provision is incorporated into and forms part of the Application.

17. Limitation of Liability

To the fullest extent permitted by law, the Association will not be liable to the Exhibitor for indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost sales, lost leads, lost business opportunities, loss of goodwill, or unreimbursed travel, lodging, shipping, staffing, marketing, or other business expenses arising from or related to WRDE, the Exhibitor's participation, a change in booth location or floor plan, attendance levels, or an event modification.

To the fullest extent permitted by law, the Association's aggregate monetary liability to an Exhibitor arising out of or relating to the Exhibitor's Application, exhibit space, or participation in WRDE will not exceed the exhibit fees actually paid by that Exhibitor to the Association for the 2027 WRDE. This limitation does not apply to liability that cannot lawfully be limited or excluded.

18. Governing Law, Jurisdiction, and Arbitration

Any dispute between the parties will be governed by and interpreted in accordance with the laws of the State of Arizona, without regard to its conflict-of-laws principles. Maricopa County, Arizona will be the exclusive forum for any dispute between the parties, except where a dispute is submitted to arbitration under this Section.

At the Association's sole option, any dispute between the parties may be settled by binding and confidential arbitration administered by the American Arbitration Association in accordance with its then-current Commercial Arbitration Rules. The arbitration will take place in Maricopa County, Arizona. Judgment on an arbitration award may be entered in any court having jurisdiction.

19. Entire Agreement and Changes to Terms

No prior agreement, representation, promise, or understanding, oral or otherwise, of the parties or their representatives is valid or enforceable unless incorporated into the Application or these Rules and Regulations or stated in a separate written agreement signed by authorized representatives of both parties.

The Association may revise operational rules, schedules, floor plans, safety or security requirements, venue requirements, and similar event-administration provisions as reasonably necessary. Exhibitors should check westernregional.org for current operational information. Material changes to accepted exhibit fees, cancellation/refund obligations, indemnification, limitation of liability, or dispute-resolution provisions will not be applied retroactively to an accepted registration unless required by law, necessary to address a force majeure or safety condition, or agreed to in writing by the parties.

Any change requested by an Exhibitor must be in writing and signed by authorized representatives of both parties in order to be effective.

20. Interpretation, Severability, and Waiver

No rule of strict construction will be applied against either party solely because that party or its representative drafted or supplied any portion of this Agreement or another Convention document.

If any provision of this Agreement is determined to be invalid, illegal, or unenforceable, that provision will be enforced to the maximum extent permitted by law and the remaining provisions will remain in full force and effect.

The Association's failure or delay in enforcing any provision on one occasion does not waive that provision or the right to enforce it on a later occasion. A waiver is effective only if it is in writing and signed by an authorized representative of the Association.

21. Acceptance of Terms, Authority, and Electronic Signatures

Submission of an exhibit application or registration, payment of any exhibit fee or deposit, electronic acceptance of these terms, acceptance or use of assigned exhibit space, or participation in WRDE constitutes the Exhibitor's full acceptance of and agreement to comply with this Exhibitor Agreement, Rules and Regulations and applicable WRDE policies incorporated into it.

The individual submitting the Application, accepting these terms, or otherwise acting on behalf of an Exhibitor represents and warrants that the individual is authorized to enter into this Agreement and bind the Exhibitor to its terms.

The parties agree that this Agreement may be accepted or signed electronically and that electronic signatures, electronic acceptances, and copies of signatures will be given the same force and effect as original handwritten signatures to the extent permitted by applicable law.

By registering for the 2027 WRDE, the Exhibitor acknowledges that it has read, understands, and agrees to these terms.