Rules & Regulations

Application

1. The Commercial Exhibit is intended for commercial enterprises – e.g., industry, governmental, for profit and not-for-profit. The University Exhibit is exclusively dedicated to universities and their students, not commercial enterprises.
2. Application for exhibit space must be made online only. No early or temporary holds or applications will be accepted.
3. Exhibit space application must be made by the company intending to use the space. An authorized representative of the company must complete the online application; submission indicates the organization agrees to comply with all rules and regulations of the show.
4. If different divisions/branches of an organization would like to request separate booth spaces, each division must complete the online application. Show Management reserves the right to limit the number of divisions accommodated.
1. Credits may be transferred one time only between affiliated companies that share a parent organization.
2. The transfer must be formally requested in writing and approved by Show Management.
3. Once transferred, credits are permanently assigned to the receiving company and cannot be transferred back.
4. The new company must retain the credits for a minimum of five years before it becomes eligible to request a future transfer to another related company.
5. No credits may be split or shared between multiple companies.
6. If a company relinquishes its credits through transfer, and later wishes to exhibit again under a different name, it will start as a new applicant with zero credits.
5. Mergers, Acquisitions, and Company Name Changes
1. Credits are granted to the company listed on the Exhibit Application Form.
2. If a company is merged with or acquired by another, the resulting company may choose to retain the highest credit total from one of the involved companies.
3. Credits may not be combined or split between multiple companies.
4. If a merger or acquisition occurs after booth assignments, the resulting company may retain only one booth space. Any additional booth(s) must be forfeited. No refund will be issued if cancellation occurs after the posted deadline.
5. Companies undergoing a name change due to rebranding or structural change must have an authorized representative of the company notify Show Management in writing. If notification is not received, credits may not be applied correctly, affecting acceptance or booth placement.
6. All structural or ownership changes must be submitted by an authorized representative of the company in writing and may require supporting documentation.
7. Show Management reserves the right to make case-by-case determinations to ensure fairness in the credit system.
6. Under no circumstances can any one company or division have more than a quad booth.
7. Company Name Change: Companies with a name change due to a merger or re-branding, must alert show management of the new name and credits will be transferred to the new company name. If notification has not been received credits may not be applied; affecting acceptance and/or booth selection.
8. Company Divisions: Companies (or divisions) belonging to a parent company participating at the Conference cannot apply for exhibit space under the parent company’s credits unless they are participating under the parent company name. If the company (or division) chooses to exhibit on its own, it must earn and use its own credits to reserve space.
9. Show Management reserves the right to make decisions deemed to be in the best interest of the Conference. All decisions made by Show Management regarding booth space eligibility are final.

Show

1. Exhibitors may not resell, sublet, or share booth space with any other company.
2. Exhibitors and booth staff must check-in at Registration, located in the Salt Palace lobby, Saturday between 9:00 AM-6:00 PM or Sunday between 7:00 AM–6:00 PM. Badges are required to access the show floor.
3. Exhibits must be completely set by 6:00 PM on Sunday. Any organization not in compliance is subject to a deduction of three credits.
4. Exhibits must be completely set and remain set and staffed throughout the posted exhibit hours. A deduction of three credits per exhibit will be applied to any organization breaking down their exhibit before 5:00 PM on the last day of the Conference.
5. An organization will lose three credits for any violation of the Show Rules and Regulations that cannot be remedied on-site. SmallSat reserves the right to determine what constitutes a non-remediable or serious violation, and to apply credit penalties accordingly. Examples include, but are not limited to:
1. Late set-up or early tear-down of an exhibit
2. Violation of height and space restrictions
6. All exhibitors and their staff are expected to act professionally and respectfully toward attendees, fellow exhibitors, conference staff, volunteers, and venue personnel. By applying to exhibit, you agree to uphold these expectations.
1. Rude, aggressive, or inappropriate behavior may result in a loss of credits, removal from the event, or ineligibility for future exhibiting opportunities.
2. This includes harassment, mistreatment of staff or vendors, or refusal to comply with show policies.
3. Show Management reserves the right to determine what constitutes misconduct and take any action deemed necessary.
7. Exhibiting organizations will be issued a quantity of complimentary Full Access passes based on booth type.
1. The complimentary Full Access passes are exclusively intended for employees actively working within the booth. These registrations are not to be offered to anyone outside of your organization.
2. Exhibitor name badges will be assigned to specific individuals and may not be transferred at any time.
3. Permanent substitutions may be made by the designated company representative only. Badges will be printed with the exhibiting organization’s name.
8. Cancellations of exhibit space will be refunded less a $250 cancellation fee. To receive refund (less the cancellation fee), exhibit managers must notify Show Management in writing by May 31, 2026. Thereafter, no refunds provided for cancelled reservations. In the event of show cancellation at any time, Show Management liability is limited to a refund of exhibitor registration fees only.
9. If an exhibiting company has not paid for their space by the payment deadline, Show Management reserves the right to cancel their application and reassign the space.
10. Exhibits must adhere to display specifications as detailed in the exhibitor kit, comply with ADA (American Disabilities Act) requirements, and maintain tasteful displays. Show Management reserves the right to require adjustments to exhibit materials to ensure display compliance.
11. Signage can be hung from the ceiling (30 feet high) and must be arranged through Modern Expo. However, no materials may be hung from the pipe and drape. Additionally, no signage, banners, or other materials are permitted outside of your exhibit booth area. Booth height (pipe and drape) is set at eight feet. Customized booth designs, signage, and backdrops may extend up to twelve feet in the designated booth area. More details can be found in the exhibitor kit. Flooring is required and can either be brought in or purchased through Modern Expo.
12. Exhibits must comply with all fire laws, electrical codes, and all other rules, regulations, codes, statutes, or ordinances with respect to installation, conduct, and disassembly of exhibits. Exhibitors shall comply with all requests of the officials of the Conference facility and Show Management with respect to the installation, conduct, and disassembly of exhibits.
13. Exhibitors may not distribute, duplicate, sell, or otherwise misuse Conference participant lists provided to them.
14. Food and beverages, including alcohol, must be purchased through the Salt Palace’s exclusive caterer, Sodexo Live! This applies to all exhibit booths, side meetings, and private events held on conference grounds.
    1. Outside food or beverage is not permitted and will result in a displacement fee, charged directly by the Salt Palace.
    2. Per Utah State Law, all alcohol service requires a licensed bartender, arranged and paid for by the sponsoring organization.
    3. Organizations with unpaid displacement fees or catering violations may be barred from exhibiting in future years until all outstanding balances are resolved.
    Exception: Individually packaged, small-scale hospitality items (e.g. mints, wrapped candy, branded giveaways, or similar items placed on exhibit tables) are permitted. These items must not resemble or replace catered service.
15. Gifts and giveaways must be professional in nature. Show Management reserves the right to review giveaways and stop distribution of distasteful items.
16. It is the responsibility of the exhibiting organization to ensure display items and written materials are approved for public release and not controlled under ITAR or any other export control laws (applicable only to US-based organizations).
17. Organizations exhibiting at the Small Satellite Conference hereby agree to indemnify, protect, defend, and hold harmless the Salt Palace Convention Center, Utah State University, and Space Dynamics Laboratory and its trustees, officers and agents, employees and students from any and all liability including claims, demands, losses, costs, damages and expenses of every kind and description (including death) or damage to persons or property, including but not resulting, directly or indirectly, from any act or omission of the exhibitor, its agents or employees or on accounts of injuries, death or property damage arising out of activities of the exhibitor as authorized by this agreement, or arising out of its use of exhibitor services and facilities with the American Disabilities Act.
18. In accordance with the terms, conditions, and regulations governing exhibits, by checking the agreement box on the online registration form, each organization agrees to abide by the rules and regulations as stated above or as specifically designated by Show Management. Once accepted and space confirmed by Show Management, the registration form becomes a contract. Failure to abide by show rules and regulations will result in forfeiture of all monies paid under terms of this agreement.
19. Show Management reserves the right to take action deemed to be in the best interest of the Conference. This includes, but is not limited to, making changes to the exhibit layout, adjustments to location assignment, show schedule, and Conference-related activities.
20. Show Management reserves the right to cancel any exhibit space at any time for misrepresentation of products displayed or for noncompliance with any of the rules and regulations.

Liability Insurance Requirements

1. Exhibitor shall, at its own expense, secure and deliver to the Conference prior to entering the Salt Palace Convention Center and shall keep in force at all times during the term of this Agreement:
   1. A commercial general liability insurance policy in form acceptable to Space Dynamics Laboratory, including public liability for bodily injury and death and property damage, covering its activities hereunder, in an amount not less than One Million Dollars ($1,000,000) for bodily injury and One Million Dollars ($1,000,000) for property damage, including blanket contractual liability, independent contractors, and products and completed operations. The foregoing general liability insurance policy shall not contain exclusions from coverage relating to participants liability. Exhibitor shall also maintain follow form Umbrella/Excess liability insurance with a limit of at least Two Million Dollars ($2,000,000).
   2. Commercial automotive liability coverage, including coverage for bodily injury and property damage, in a form acceptable to Space Dynamics Laboratory covering all vehicles operated by Exhibitor, its officers, directors, agents and employees in connection with its activities hereunder, with a combined single limit of not less than One Million Dollars ($1,000,000) (including of hired and non-owned coverage); and
   3. Property damage or loss for full insurable value of Exhibitor 's (and its agents' and contractors') property and equipment to be brought into or located in the Facility; and applicable workers compensation insurance for Exhibitor's employees, as required by applicable law, including employers’ liability coverage of at least One Million Dollars ($1,000,000).
2. The following shall apply to the insurance policies described in clauses i), ii), and iii) above: Space Dynamics Laboratory, SMG, Salt Lake County, and ASM Global Parent, Inc., ("ASM") shall each be named as additional insureds thereunder. Prior to June 17, 2026, Exhibitor shall deliver to the Conference certificates of insurance evidencing the existence thereof, all in such form as Space Dynamics Laboratory may reasonably require. Each such policy or certificate shall contain a valid provision or endorsement stating, "This policy will not be canceled or materially changed or altered without first giving thirty (30) days' written notice thereof to Space Dynamics Laboratory.” If any of the insurance policies covered by the foregoing certificates of insurance will expire prior to or during the time of the Small Satellite Conference, Exhibitor shall deliver to the Conference at least ten days prior to such expiration a certificate of insurance evidencing the renewal of such policy or policies. The coverage and limits provided under such policies shall be occurrence-based, not claims made.
3. Exhibitor hereby acknowledges that the coverage limits contained in any policy, whether such limits are per occurrence or in the aggregate, shall in no way limit the liabilities or obligations of Exhibitor under this Agreement, including, without limitation, Exhibitor's indemnification obligations below.
4. The terms of all insurance policies referred to in this Section shall preclude subrogation claims against Space Dynamics Laboratory, SMG, Salt Lake County, and ASM and their respective officers, directors, employees, and agents.
5. The failure of the Exhibitor to provide insurance in accordance with this Section shall be a breach of this Agreement and shall, notwithstanding any cure period set forth below, preclude Exhibitor from entering and using the Facility.

Space Dynamics Laboratory 416 E Innovation Avenue North Logan, UT 84341

Salt Lake County 2001 S State St Salt Lake City, UT 84114-4575

SMG, a Pennsylvania general partnership 300 Four Falls Corporate Center 300 Conshohocken State Road West Conshohocken, PA 19428