Exhibitor Prospectus

The Exhibitor Prospectus is your invitation to join us at this exciting annual event.  A Schedule, Floorplan and Rules and Regulations for Exhibitors is also included.

Download the Exhibitor Prospectus

Exhibitor Contract

The Exhibitor Contract is for those that don’t want to take advantage of our online registration.  The completed contract may be faxed, emailed or mailed.  Exhibit booths are assigned on a first-come, first-served basis.

Download the Exhibitor Contract

Exhibitor Services

Northeast Decorating (NED) is the Exhibits Services Provider for the Central New York Dental Conference. Contracted Exhibitors will be emailed an Exhibitor Services Packet which includes: Booth Package Description, Equipment Order Form, Drayage/Freight Service Order Form, and Advance Warehouse Shipping Labels.

Booth Package Description

Equipment Order Form

Drayage Freight Services Order Form 

Advance Warehouse Shipping Labels

Facility Information

One standard 110 v/15 amp electrical outlet, and carpeting are included in your booth package.  Should you need a 208v/20amp hookup it must be ordered online and in advance from the Oncenter Convention Center using the link below.  Orders must be received by August 31, 2024.

Order Enhanced Electrical from the ONCENTER

WiFi

WiFi during the conference is free to vendors and easy to access.  The passcode will be provided in your on-site informational packet.  The packet is placed at your booth on Thursday afternoon.

Rules and Regulations for Exhibitors

ASSIGNMENT OF SPACE
Exhibitors participate by invitation only and must do so by choosing and contracting for space on the CNYDC website, www.cnydc.org. The FDDS reserves the right to alter the location of Exhibitors or of booths as shown on the official floor plan, if deemed advisable and in the best interests of the conference. The FDDS also reserves the right to limit the number of Exhibitors of any particular product or service to obtain best balance of Exhibitors.

CONTRACT FOR SPACE
In the interest of fairness, space is reserved and contracted for on a first come, first served basis. Space not fully paid by August 13, 2024 will be forfeited and the FDDS will have the right to assign the Exhibitor’s space to any third party or use for such purposes as it may deem necessary, all without notice and without further liability to the Exhibitor.

CANCELLATION POLICY
No refunds will be made after August 13, 2024.  Refund requests must be submitted in writing to FDDS and received by August 13, 2024.  In the event that the Exhibition must be cancelled, postponed or relocated due to fire, strike, government regulations, casualties, or other causes beyond the control of the FDDS, the Exhibitor waives any damages and claim for damages.

ARRANGEMENT OF EXHIBITS
Exhibit space will be provided with black 8’ high backdrop draping, black 3’ high side rail draping, 8’ x 24” black vinyl topped and skirted table, 2 chairs, wastebasket, sign, free WiFi, and 110 Volt/15 Amp outlet. Additional increased power, outlets, or equipment may be obtained if ordered in advance. A complete Exhibitor Kit will be mailed 4-6 weeks prior to the conference.

EXHIBIT SET-UP
The exhibit hall will be available for set-up on Thursday, September 12th from 12:00 – 4:00 pm.  All exhibits must be set-up and ready for the opening of the Marketplace at 5:00 pm on Thursday, and 8:00 am on Friday.

EXHIBIT DISMANTLE
Exhibits may be dismantled on Friday, September 13th after 2:00 pm. Dismantling before this time is not allowed.

SHIPPING INSTRUCTIONS
Exhibit storage and drayage will be handled by Northeast Decorating & Exhibit Services, 3360 Milton Ave, Syracuse, NY 13219. Tel (315) 471-9989 and Fax (315) 471-0237.

LIABILITY
The Fifth District Dental Society and the ONCENTER will have no liability for injury to any person for any loss of, or damage to, goods or property of Exhibitors prior to or during the Central New York Dental Conference.

INSURANCE
Exhibitors may carry insurance on their exhibits at their own expense. The Exhibitor is urged to carry and maintain such insurance coverage as may be required for full protection against all risks assumed or incurred during this conference.

REGISTRATION
Each person attending the Exhibition will be required to register and wear a name badge. Exhibitors will be registered as noted on the original contract.

CONDUCT OF EXHIBITORS
Exhibitors may not give out guest passes. There can be no events going on during the same hour of the meetings. However, Exhibitors may award a prize or prizes based on a chance drawing, provided no purchase is required for participation.

SOLICITATION BY NON-EXHIBITORS
Firms and representatives of firms not assigned exhibit space are prohibited from soliciting business in any form in the Exhibition area.

For more information contact Kathie Bowers, Exhibit Coordinator, tel 315-434-9161, fax 315-437-6013, or kbowers@5dds.org.