Event Policy
EVENT POLICY
All members, participants, sponsors, employees, and staff engaged in ATCA activities or representing ATCA are expected to comply with the ATCA Code of Conduct.
Event registrations/tickets may be cancelled and fully refunded 30 days out from the event start date. Cancellations received between 30 and 15 days out from the start date may be cancelled for a 50% refund. Cancellations within 15 days are not allowed and will not be refunded.
Registrations/tickets can be transferred between members at any time until the start of the event. However, if transferring a member registration to a nonmember, the difference between the prices must be paid.
Payment Terms
A sponsorship is not considered confirmed until ATCA has received both a completed sponsorship registration and full payment. Sponsorship benefits will not be provided until payment has been received in full.
All sponsorship payments must be made directly to ATCA. Payment is due upon receipt of an invoice unless alternative payment arrangements have been approved in writing prior to submission of the sponsorship registration.
Cancellation Policy
All sponsorships are non-refundable. Cancellation requests must be submitted in writing and become effective upon receipt by ATCA.
Written cancellation requests should be emailed to registration@atca.org.
Eligibility
Sponsorship opportunities are available to organizations whose products or services align with the interests of event attendees, as determined solely by ATCA. All sponsorships and related marketing campaigns are subject to ATCA approval. Sponsorship benefits and recognition are provided only to the organization identified in the sponsorship registration.
Sponsorship Placement
Sponsor recognition, advertisements, and other promotional benefits are assigned based on sponsorship level and the date the completed sponsorship registration is received. ATCA reserves the right to modify placements when necessary.
Artwork Submission
Artwork submission deadlines are provided in the sponsorship confirmation email and posted on the event website. Failure to meet submission deadlines or provide artwork in the required format may result in the forfeiture of associated sponsorship benefits.
Sponsorship Benefits
Sponsorship fees include only the benefits specifically outlined in the applicable Sponsorship Opportunities document and confirmed through the sponsorship registration, unless otherwise stated.
Force Majeure
ATCA shall not be liable for any delay, modification, or cancellation of an event resulting from circumstances beyond its reasonable control, including but not limited to natural disasters, government actions or shutdowns, acts of terrorism, labor disputes, public health emergencies, or technology failures. No refunds or credits will be issued due to such circumstances.
Exclusivity
Exclusive sponsorship opportunities are offered solely at ATCA's discretion and apply only to the specific sponsorship rights expressly identified in a fully executed sponsorship agreement.
Photography & Media
By submitting a sponsorship registration, the sponsor grants ATCA permission to photograph, record, and use the sponsor's name, logo, trademarks, and participation in event-related promotional, educational, and archival materials without additional compensation.
Sponsor Conduct
Sponsors are expected to conduct all activities in a professional manner that does not interfere with the event or disrupt attendees, exhibitors, or other sponsors. ATCA reserves the right to restrict or terminate any sponsorship activity that it determines, in its sole discretion, to be disruptive, unsafe, or inconsistent with event policies. All sponsors are required to comply with the ATCA Code of Conduct.
Dispute Resolution
Any dispute arising from or relating to this Policy shall be resolved through binding arbitration in Alexandria, Virginia, in accordance with the rules of the American Arbitration Association. This Policy shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia.
Acceptance of Terms
Submission of a sponsorship registration constitutes the sponsor's acknowledgment and acceptance of this Policy. The agreement becomes binding upon acceptance by ATCA.
Schedule & Booth Setup
ATCA reserves the right to adjust the exhibition schedule as needed. Exhibits must be fully installed by the published move-in deadline. Exhibitors arriving after the deadline without prior approval may forfeit their booth assignment without refund. Early dismantling of exhibits is not permitted unless approved in writing by ATCA.
Booth Assignments
Booth assignments are made according to the placement criteria published on the event website. Assignments are confirmed only after ATCA has received a completed Exhibitor Application and full payment.
Payment Terms
All exhibitor payments must be made directly to ATCA. Payment is due within 30 days of the invoice date unless alternative arrangements have been approved in writing before submission of the Exhibitor Application.
Invoices that remain unpaid 15 days after the due date will incur a late fee of 1.5% of the outstanding balance, with additional late fees applied every 30 days until paid in full.
Exhibitors with outstanding balances will not be permitted to access the exhibit hall or set up their booths until payment has been received.
Cancellations & Booth Reductions
Requests to cancel or reduce booth space must be submitted in writing and acknowledged by ATCA. Applicable cancellation deadlines and refund eligibility are available on the event website.
Please submit written requests via email to registration@atca.org.
Meeting Space
Hospitality suites and meeting rooms are available only to confirmed exhibitors and sponsors. Requests must be submitted in writing, and all meetings must be scheduled so they do not conflict with official ATCA programming.
Exhibitor Sponsorships
Exhibitor sponsorship opportunities apply only to exhibit hall assets, such as column wraps, attendee lounges, and other designated exhibit hall features.
Booth Specifications
The minimum booth size is 10' × 10', and multiple booths may be combined to create a larger exhibit space.
Exhibitors are responsible for ordering booth furnishings, carpeting, electrical service, internet, and any additional services needed for their display. Materials may not be attached to walls, floors, ceilings, or other venue structures. ATCA follows IAEE display guidelines and does not permit full cubic booths.
Aircraft & Vehicle Displays
Aircraft, vehicles, or other displays exceeding 8 feet in height require prior written approval from ATCA and must comply with all applicable venue safety requirements.
Staff Registration
All booth personnel must be registered conference attendees. Staff who are not registered before arriving onsite will be required to complete registration before accessing the exhibit hall.
Exhibitor Eligibility
ATCA reserves the right to reject or discontinue any exhibit that it determines is not appropriate for the event. Booth space may not be shared, sublet, or used to promote non-exhibiting organizations without prior written approval.
Onsite Contact
Each exhibitor must designate an onsite representative who will serve as the primary contact during move-in, exhibit hours, and move-out.
Booth Conduct
To ensure a positive experience for all attendees and exhibitors, activities and displays must remain within the assigned booth space and must not block aisles or interfere with neighboring exhibits.
The following activities are prohibited and may result in removal from the exhibit hall:
- Subletting or sharing booth space without approval
- Soliciting attendees outside your assigned booth
- Excessive noise, lighting, or other disruptions
- Altering or covering official event badges
- Early booth dismantling without written ATCA approval
- Badge sharing or misuse
- Displays, entertainment, or conduct deemed inappropriate or offensive by ATCA
Compliance
Exhibitors are responsible for complying with all applicable federal, state, and local laws, including Americans with Disabilities Act (ADA) requirements. Booths should be designed to provide an accessible experience for all attendees.
Giveaways
Promotional items and giveaways should be professional, appropriate for the audience, and have a value not to exceed the Federal Government ethics guidelines. Prize drawings and raffles are permitted.
Food & Beverage
Food and beverage service within the exhibit hall must be arranged through the venue's exclusive catering provider. Alcohol service must comply with venue policies and receive prior approval from ATCA.
Photography & Media
ATCA may photograph, record, or otherwise capture activities within the exhibit hall and reserves the right to use this content for promotional, educational, and archival purposes.
Liability & Insurance
Exhibitors are required to maintain general liability insurance and name ATCA as an additional insured. Proof of insurance must be submitted by the published deadline.
ATCA is not responsible for the loss of or damage to exhibitor property or materials at any time during the event.
Warranty Disclaimer
ATCA makes no warranties, express or implied, including any warranties of merchantability or fitness for a particular purpose, and shall not be liable for any indirect, incidental, or consequential damages.
Force Majeure
ATCA shall not be responsible for delays, changes, or cancellation of the event due to circumstances beyond its reasonable control, including but not limited to natural disasters, government actions, labor disputes, public health emergencies, or technology failures. No refunds or credits will be issued under these circumstances.
Entire Agreement
This Policy, together with the Exhibitor Prospectus, Service Manual, and applicable IAEE Guidelines, constitute the complete agreement between ATCA and the exhibitor. Any modifications must be made in writing. ATCA reserves the right to update event policies as necessary.
Exhibitor Conduct
Exhibitors are expected to conduct themselves professionally and in a manner that contributes to a safe and welcoming environment for all participants. ATCA reserves the right to restrict or remove any exhibitor whose conduct violates this Event Policy or the ATCA Code of Conduct.
Dispute Resolution
Any dispute arising from this Policy shall be resolved through binding arbitration in Alexandria, Virginia, in accordance with the rules of the American Arbitration Association. This Policy shall be governed by the laws of the Commonwealth of Virginia.
Acceptance of Terms
By submitting an Exhibitor Application, the exhibitor acknowledges that they have read and agree to this Event Policy. The agreement becomes binding upon acceptance by ATCA.