Rules & Regulations

Exhibiting

1. Exhibitors may not resell, sublet, or share booth space with any other company without the express permission of SDL. SDL reserves the right to require special liability agreements from proposed consortiums prior to accepting booth registration.
2. Exhibitors must check in at Conference headquarters, located in the Salt Palace lobby, on the Sunday before the exhibit opens, between 7:00 AM – 7:00 PM.
3. Exhibits must be set up by 9:00 AM the first day of the Conference.
4. Exhibits must be completely set and remain set and staffed throughout the posted exhibit hours.
5. 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 organization representative only. Badges will be printed with the exhibiting organization’s name.
6. Cancellations of exhibit space will be refunded less a $250 cancellation fee. To receive refund (less the cancellation fee), exhibit managers must notify the Conference in writing by May 30, 2025. Thereafter, no refunds will be provided for cancelled reservations. In the event of Conference cancellation at any time, SDL liability is limited to a refund of exhibitor registration fees only.
7. If an exhibiting organization has not paid for their space by the payment deadline, SDL reserves the right to cancel their application and reassign the space.
8. Exhibits must adhere to display specifications as detailed in the exhibitor kit, comply with ADA (American Disabilities Act) requirements, and maintain tasteful displays. SDL reserves the right to require adjustments to exhibit materials to ensure display compliance.
9. 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, banners, signage, fliers or other advertising materials are not allowed outside your exhibit booth or in any public areas including the hallways, Ballrooms, exhibit halls, lunch areas, lounges, break areas, social event venues and other exhibit booths. Any materials placed in Conference venues will be removed and disposed of. Booth height (pipe and drape) is set at eight feet. Customized booth designs, signange, and backdrops may extend up to twelve feet in the designated booth area for a single booth or a double booth. For a quad booth, the maximum height is 20 feet. More details can be found in the exhibitor kit. Flooring is required and can either be brought in or purchased through Modern Expo.
10. 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 Salt Palace and the Conference with respect to the installation, conduct, and disassembly of exhibits.
11. SDL strongly encourages exhibitors to secure, at their own expense, appropriate liability/loss insurance and provide reasonable security for equipment and displays. SDL, its affiliates and/or the Salt Palace will not be responsible for loss, theft, or damage to exhibitor-supplied equipment during any part of the exhibition. Security will be on-site throughout the Conference.
12. Exhibitors may not distribute, duplicate, sell, or otherwise misuse Conference participant lists provided to them.
13. Food and Beverages, including alcohol, may be purchased for an exhibit, side meeting, or private meeting, through the Salt Palace’s sole catering provider, Sodexo Live!. According to Utah State Law all bar services require a bartender at the expense of the organization ordering the alcohol.
14. Gifts and giveaways must be professional in nature. SDL reserves the right to review giveaways and stop distribution of distasteful items.
15. 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).
16. SDL 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.
17. Union labor is employed at the Salt Palace Convention Center; however, the use of union labor is not mandated by the facility. Exhibitors may continue to engage third-party contractors for services, as previously permitted. Modern Exposition Services will also provide labor, material handling, freight, custom booth construction, and other related services. Detailed rates for these services will be available in the Modern Exposition Service Kit.
18. Use of Small Satellite Conference logos and trademarks - The Exhibitor acknowledges that the "Small Satellite Conference" name, logos, and trademarks are the exclusive property of SDL. These may only be used with prior written permission and solely in connection with the Exhibitor's participation in the conference. This contract does not automatically grant the Exhibitor the right to use the Small Satellite Conference name, logos, or trademarks. All usage must align with the purposes of the conference, and any unauthorized use is prohibited. SDL reserves all rights not expressly granted.
19. Organizations exhibiting at the Small Satellite Conference hereby agree to indemnify, protect, defend, and hold harmless the Salt Lake County, 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, or arising as the result of any noncompliance with the American Disabilities Act.
20. 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 SDL. Once accepted and space confirmed by the Conference, the registration form becomes a contract. Failure to abide by Conference rules and regulations will result in forfeiture of all monies paid under terms of this agreement.
21. SDL reserves the right to take action deemed to be in the best interest of SDL. This includes, but is not limited to, making changes to the exhibit layout, adjustments to location assignment, Conference schedule, and Conference-related activities.

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 10, 2025, 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 39^th Annual 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

Credits

1. The Small Satellite credit system is explained in-depth here.
2. Mergers: Credits are granted to the organization’s name listed on the Exhibit Application Form. If an organization then merges or is acquired, the resulting organization may choose to use the highest credits of any of the previous organizations. Credits will not be combined from merged organizations. If a merger takes place after booth assignments have been made, the new merged organization can only retain one assigned exhibit space and must forfeit the other assigned space. There will be no refund if loss of credits due to a merger takes place after the exhibit cancellation date.
3. Organization Name Changes: Organizations with a name change due to a merger or re-branding, must alert the Conference of the new name and credits will be transferred to the new organization’s name. If notification has not been received, credits may not be applied; affecting acceptance and/or booth selection.
4. Organization Divisions: Organizations (or divisions) belonging to a parent organization participating at the conference cannot apply for exhibit space under the parent organization’s credits unless they are participating under the parent organization’s name. If the organization (or division) chooses to exhibit on its own, it must earn and use its own credits to reserve space.
5. An organization will lose three credits for any violation of the Conference Rules and Regulations that cannot be remedied on-site. Examples include, but are not limited to:
1. Late set-up or early tear-down of an exhibit.  Set-up is considered late if completed after 9:00 AM the first day of the conference.  Teardown is considered early if started prior to 5:00PM on the last day of the conference.
2. Violation of height and space restrictions
3. Subletting an exhibit space
6. Under no circumstances can any one company or division have more than a quad-size booth.
7. SDL reserves the right to make decisions deemed to be in the best interest of the conference. All decisions made by SDL regarding booth space eligibility are final.