These terms and conditions form an agreement between the State Urban Search and Rescue Alliance, Inc. and its affiliates ("management") and the exhibitor identified on the exhibitor space application ("exhibitor"). Exhibitors and the State Urban Search and Rescue Alliance, Inc. is further bound by the laws of the United States and SUSAR’s policies at the time of the event. If there are any conflicts between these terms and conditions and SUSAR policies, SUSAR policy as adopted shall take precedent.

Payment

A non-refundable deposit of $1,000 or 25% of the booth space fee (whichever is greater) is due within 30 days of order. Final payment is due within 30 days of order execution (October 10, 2026), or space will be released.

Payment Failure

Full payment is due by the first day of the conference. Unpaid balances incur a 10% management cost, plus an additional 10% for each 30 days of non-payment. Non-payment after 6 months results in legal action governed by Florida law, and suspension of conference attendance for the exhibitor and its known principal members until the balance is rectified.

Eligible Exhibits

Management reserves the right to determine the eligibility of any company or product, reject any application, limit space assigned to any company, and stop the showing or sale of questionable products that would negatively impact the show or SUSAR's reputation.

Limitation of Exhibits

Management may stop or remove any exhibitor or representative whose conduct is objectionable, detracts from the dignity of the event, or is unethical to SUSAR's business purpose, and may refuse admittance until all dues and fees are paid in full. No exhibitor shall hold a social event to which buyers are invited, or entice buyers off the show floor, during official conference hours.

Limitation of Liability

Exhibitor participates at its own risk and agrees to make no claim against SUSAR Alliance or the host city/state for loss, theft, damage, destruction of goods, or injury, whether occurring during the show, set-up, or tear-down. Exhibitor should safeguard its products and displays at all times, and agrees to indemnify and hold harmless SUSAR Alliance, the host city, and their employees against all claims, losses, damages, or expenses (including reasonable attorneys' fees) arising from exhibitor's participation, acts, omissions, negligence, or breach of these terms.

Cancellation or Withdrawal

Cancellations must be in writing. If received more than 90 days before opening, monies paid are refunded less a cancellation fee of 25% of the total booth contract or $200, whichever is greater. No refunds for cancellations less than 30 days before opening. Cancelled space may only be reassigned by SUSAR management and may not be sublet.

Exhibit Restrictions

No exhibit is admitted until space is paid in full. Exhibits may not be dismantled before the show closes and must be properly staffed during show hours. Exhibitors are liable for damage to the building or other exhibitors' property. Acceptance of an exhibitor does not constitute SUSAR endorsement. Displays not set up by the required time may be reallocated. Exhibitor presence in exhibit space is limited to show hours, and no social events may be held in the exhibit hall without advance approval.

Professional Courtesy

All vendors shall treat one another with respect and courtesy. Defamation of product, character, or personnel — even in a "joking" manner — will not be tolerated. This notice serves as the warning; violators will be excused from exhibiting without refund.

Boundaries

All parts of exhibits must remain within the assigned space; aisles are under management control. Standard booths are limited to 8-ft background drapes and 33-inch side drapes. Maximum exhibit height is 8 ft, extending no more than one-half the booth depth from the back wall; the front half may not exceed 33 inches except for product height. Exceptions require written consent from a SUSAR representative.

General Show Policies

Noisy or offensive exhibits are prohibited. Literature and sample distribution must relate to the exhibit and stay within the exhibitor's space. Food or beverage distribution requires management approval. Space may not be assigned or sublet without SUSAR approval. Exhibitors must comply with all local laws and ordinances, and may not display signs that are not professionally prepared or that detract from the show's appearance. Management controls all admission policies.

Termination of Show

If the premises become unfit for occupancy or the show is materially interfered with by strike, embargo, injunction, act of war, act of God, or any other event beyond management's control, SUSAR Alliance may terminate this agreement, and exhibitor waives all claims for damages.

Relocation of Exhibits

Management reserves the right to alter the floor plan, reassign locations, and amend these rules as necessary for the good of the show. Exhibitors receive reasonable notice of changes, except changes required by health, safety, or welfare concerns.

Show Services

Booth space includes a 6′ table and 2 chairs. Wi-Fi, internet, and electrical connections are provided at no charge. Exhibitor is responsible for all costs payable to SUSAR Alliance that it incurs; SUSAR is not responsible for services provided by independent contractors. Management may finish or decorate unfinished partitions, walls, or sign backs visible to the public.

Collection Policy

Exhibitor agrees to pay all costs incurred by SUSAR Alliance to collect any unpaid fees or dues, whether owed before the conference opens or under these terms.

Insurance

Proof of liability insurance (certificate holder: SUSAR Alliance) must be provided within 60 days of agreeing to the vendor contract. Exhibitor shall maintain adequate insurance limits as determined by management, including general liability and workers' compensation coverage for all employees and agents serving the exhibitor during the conference.

Photography

All photographic rights are reserved to management; photography within the exhibition is carried out by official photographers. Management may use all conference images, including images of exhibitor booths and products. Exhibitors may not use conference photographs without prior written consent.

Directory & Official Listings

SUSAR Alliance has no liability for errors or omissions in conference listings, the official directory, or other marketing materials produced at its expense. All reasonable efforts will be made to ensure accuracy, and no information will be intentionally omitted or manipulated.

Leads List

Registered exhibitors/vendors in good standing will be provided with a Leads List after the show.

Vendor Guide

If requested, vendors shall provide a one-page informational sheet for inclusion in a digital Vendor Guide delivered to attendees via QR code or similar mechanism, reducing solid waste and streamlining information exchange.