Rules & Regulations
Application
- 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.
- Application for exhibit space must be made online only. No early or temporary holds or applications will be accepted.
- 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.
- Exhibit registration is limited to a maximum of one exhibit space (tabletop, single, double, quad) per organization, per year.
- If different divisions/branches of an organization would like to request separate booth spaces, each division must complete the online application form. Show Management reserves the right to limit the number of divisions accommodated.
- Mergers: Credits are granted to the company name listed on the Exhibit Application Form. If a company then merges or is acquired, the resulting company may choose to use the highest credits of any of the previous companies. Credits will not be combined from merged companies. If a merger takes place after booth assignments have been made, the new merged company can only retain one assigned exhibit space and must forfeit the other assigned space. If this takes place after the exhibit cancellation date there will be no refund.
- Under no circumstances can any one company or division have more than a quad booth.
- 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.
- 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.
- 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.
Exhibits
- Exhibitors may not resell, sublet, or share booth space with any other company without the express permission of Show Management. Management reserves the right to require special liability agreements from proposed consortiums prior to accepting booth registration.
- 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.
- Exhibits must be set by 9:00 AM the first day of the exhibit show. Any organization not in compliance is subject to a deduction of three credits.
- 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 6:00 PM on the last day of the Conference.
- An organization will lose three credits for any violation of the Show Rules and Regulations that cannot be remedied on-site. Examples include, but are not limited to:
- Late set-up or early tear-down of an exhibit
- Violation of height and space restrictions
- Subletting an exhibit space
- Exhibiting organizations will be issued a quantity of complimentary Full Access passes based on booth type.
- 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.
- Exhibitor name badges will be assigned to specific individuals and may not be transferred at any time.
- Permanent substitutions may be made by the designated company representative only. Badges will be printed with the exhibiting organization’s name.
- 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 30, 2025. 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.
- 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.
- 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.
- 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, 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.
- 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.
- Conference Management strongly encourages exhibitors to secure, at their own expense, appropriate liability/loss insurance and provide reasonable security for equipment and displays. The Conference and/or its affiliates 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 show.
- Exhibitors may not distribute, duplicate, sell, or otherwise misuse Conference participant lists provided to them.
- 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.
- Gifts and giveaways must be professional in nature. Show Management reserves the right to review giveaways and stop distribution of distasteful items.
- 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).
- 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.
- 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.
- Use of the SmallSat Logos. The Exhibitor acknowledges and agrees that the “Small Satellite Conference” names, and the logos, and trademarks of are the exclusive property of the Small Satellite Conference and cannot be used by the Applicant, except to the extent expressly provided for in a separate written agreement with the Small Satellite Conference. Nothing contained in the Contract grants the Applicant any right to use the Small Satellite Conference name, logos or trademarks including, without limitation, in connection with the Exhibitor’s participation in the Conference. The Small Satellite Conference reserves all rights not expressly granted herein.
- Exhibiting Companies must obtain and maintain in full force and effect throughout the performance of the Contract, at its sole cost and expense, general liability and fire insurance coverage with a limit of at least $1,000,000 (combined single limit). Prior to the start of the Conference, the Applicant will furnish to Conference Management a certificate of insurance evidencing that the above insurance is in effect and naming Space Dynamics Laboratory and the Salt Palace Convention Center as additional insureds.
- 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, or arising as the result of any noncompliance with the American Disabilities Act.
- 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.
- 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.