Exhibitor Terms and Conditions

The 61st Annual Training Seminar is sponsored by NCMS (hereinafter referred to as the “Society”) and is offering booth space to security-related companies (hereinafter referred to as “Exhibitor”) at the Gaylord Palms Resort and Convention Center, Kissimmee, FL for the period of June 9-11, 2025, for the exhibition of the products or services designated and for no other purpose, subject to the conditions, rules, regulations, and requirements hereinafter set forth. This contract is subject to all terms and conditions of the lease agreement between the Society and the Gaylord Palms Resort & Convention Center, Kissimmee, FL.

Booth space will be assigned at the discretion of the Society in accordance with the stated priority of preferences in consideration of the following criteria: 1) prior history of exhibiting at NCMS Seminars, 2) number of booths requested, and 3) date of Application for Exhibit Space.

A proposed floor plan, exhibit hours, staff registration, and other information will be available at ncms-seminar.org. Dimensions and locations of each booth are believed to be accurate but only warranted to be approximate. Booths will be assigned only to the company that signs this application. No subsidiaries, distributors, manufacturers, etc., will be permitted to share, advertise, distribute literature or in any way occupy any booth or part of any booth assigned to that Exhibitor.

Full Payment is due with submission of the Application for Exhibit Space, and space will not be held until full payment is received. Payment is refundable for cancellations received on or before April 9, 2025, minus a $100 cancellation fee or if NCMS cancels this event or is otherwise unable to accommodate Exhibitor request for booth space. Cancellation of your booth(s) after April 9, 2025, or failure to occupy your space by Monday, June 9, 2025, shall result in forfeiture of your payment to NCMS. Cancellations must be in writing and emailed to Sue Morris at sue@mmco1.com.

All financial obligations to the Society and to its official agents must be paid in full before this Application for Exhibit Space will be accepted.

If any Exhibitor fails to pay, when due, any sum required under the terms of this application, or if any Exhibitor shall fail to comply with any other term or condition of the application, the Society reserves the right to refuse to process this application any further. Any money therefore paid by the Exhibitor to the Society may be retained by the Society. The Society shall have the right to make such rules and regulations in connection with the Exhibition as it may deem proper and may amend them at any time, and the Society shall have the full power in the manner of interpretation and enforcement thereof. The Exhibitor agrees to abide by said rules and regulations in the event this application is accepted and a contract is entered into.

NOTE: This document is for information purposes only. The Application for Exhibit Space will constitute a contract between the Society and the Exhibitor at such time as it is accepted and executed by the Society. Once a contract is entered into, the Society may permit oral modifications to this contract which seek to enlarge the amount of booth space contracted for. Any such oral modification to the original application will be accepted and considered binding on both the exhibitor and on the Society only if and when payment for the additional space is received and processed by the Society.

NOTE: The Society shall not be liable to any extent for any actual, potential, or assumed loss of profits or revenues or for any collateral costs that may result from loss or damage of Exhibitor’s materials.

Sponsor/Exhibitor Event Scheduling Policy

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. The host event organizers 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.

Attendee List Usage Policy

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.

Seminar Logo Usage Policy

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. Sponsors and exhibitors found in violation of this policies may face penalties, including but not limited using the Seminar logo for personal or third-party events, promotions, or marketing campaigns.