Exhibitors

Floor plan coming soon. Although the floor plan is subject to change from the initial design, exhibitors can list their preferred location(s) based on the preliminary floor plan. These preferences are not guaranteed. As applications are received, booth space will be assigned by the Exhibit Manager based on 1) prior history of exhibits at Society seminars, 2) number of booths requested, and 3) date of Application for Exhibit Space. Exhibitors will be notified via email of their booth assignment(s) once they are determined. NCMS will make every effort not to place vendors with similar products directly next to one another, but this is not guaranteed.

Vendors are prohibited from selling and/or advertising their products and services at the seminar other than during established exhibit hours inside the exhibit hall unless the exhibitor is also a seminar sponsor. Sponsors are required to adhere to the sponsorship guidelines as defined by the NCMS Seminar Committee.

 All exhibit booth staff is required to register for the seminar and a special link will be sent March 2026.  Registration is limited to four staff members per 10×10 booth space.

Sponsors and exhibitors are expected to coordinate their event schedules with the organizers of the seminar to ensure that there are no scheduling conflicts with events. NCMS will provide sponsors and exhibitors with a schedule of events in advance. Sponsors and exhibitors must avoid scheduling any event or activity that directly overlaps with the NCMS Seminar. Sponsors and exhibitors are expected to schedule their events before or after core events to allow attendees to fully participate in both.

The full exhibit fee is required with this application in order to reserve exhibit space. If payment is being made by check, exhibit space will not be reserved until the check is received for payment in full. If the event is cancelled by NCMS, all fees paid will be refunded to the exhibitor. If an exhibitor cancels on or before April 8, 2026, NCMS will refund all fees paid, less a 10% cancellation fee. Exhibit fees are nonrefundable after April 8, 2026. All notices of cancellation must be received by NCMS in writing via email.

Sharing of booth space by two or more companies is strictly prohibited. Each company must complete its own application for exhibit space and reserve its own space. Failure to comply will result in forfeiture of monies paid and reserved booth space.

Freeman Exhibit Services will provide exhibitors with clear directions on the procedures for shipment of freight, whether it is shipped directly to the show site or to their warehouse. Important: If you are shipping directly to the show site, please confirm the requirements with them in advance, or your freight may be refused at the hotel and returned to you. Details to follow. 

Sponsors and exhibitors are prohibited from using the attendee list to promote, organize, or host non-event related activities or events. Non-event related activities may include but are not limited to event invitations, sales promotions, unsolicited marketing, etc.

Sponsors and exhibitors are prohibited from using the seminar logo for any purposes that are not directly related to the seminar. This includes, but is not limited to, using the seminar logo for personal or third-party events, promotions, or marketing campaigns.