Healthcare Exhibitor Agreement

HEALTHCARE EXHIBITOR AGREEMENT

Parties and Event

This Healthcare Exhibitor Agreement (the Agreement) is entered into by and between Organizer Name: with address: (Organizer) and Exhibitor Company: with address: (Exhibitor).

Event Name: | Event Dates: | Venue:

Exhibitor Contact & Emergency Information

Exhibit Space & Services

Assigned Booth Number: | Booth Size: | Location Preference:

Fees, Payment & Cancellation

Balance Due Date: (payments received after this date are subject to late fees and forfeiture of space)

Cancellation by Exhibitor: Exhibitor may cancel by written notice to Organizer. Cancellations received on or before will be subject to a cancellation fee of . Cancellations after the balance due date or within 30 days of the Event may forfeit all payments.

Insurance, Indemnity & Liability

Insurance: Exhibitor shall, at its own expense, procure and maintain commercial general liability insurance and professional liability (when applicable) with limits no less than . Certificate of insurance naming Organizer as additional insured must be furnished to Organizer no later than . Insurance Provider: Policy No.:

Indemnification: Exhibitor shall indemnify, defend and hold harmless Organizer, its officers, directors, employees, agents and contractors (Indemnitees) from and against any and all claims, demands, losses, liabilities, damages and expenses, including reasonable attorneys’ fees and costs, arising out of or in connection with Exhibitor’s participation in the Event, except to the extent caused by Organizer’s gross negligence or willful misconduct. Exhibitor’s indemnity obligations include claims related to personal injury, property damage, intellectual property infringement, and regulatory violations.

Healthcare Compliance; HIPAA & PHI

Exhibitor represents and warrants that it will comply with all applicable federal and state healthcare laws, including privacy and data protection laws applicable to protected health information (PHI). Exhibitor shall not access, request, collect or use any PHI from patients or attendees unless specifically authorized in writing by the individual and only to the minimum extent necessary for the permitted purpose. Exhibitor shall implement appropriate administrative, physical and technical safeguards to protect PHI.

Business Associate: If Exhibitor will create, receive, maintain or transmit PHI on behalf of Organizer or any covered entity, Exhibitor must: (a) notify Organizer immediately; (b) execute a separate Business Associate Agreement prior to any access to PHI; and (c) provide proof of HIPAA-compliant policies and training upon request.

Will Exhibitor interact with patients, provide clinical services, or collect patient health information onsite? Yes No

Date of Birth: | Professional License No.:

Will Exhibitor collect PHI or sensitive health data from attendees? Yes No

Booth Construction, Safety & Services

All booth construction, display materials and signage must comply with venue rules and applicable fire, safety and accessibility codes. Exhibitor shall ensure that all electrical, medical devices and demonstration equipment are certified, inspected and used in a manner that does not create a hazard. Exhibitor is solely responsible for securing any required permits and complying with professional licensing when providing clinical demonstrations.

Fire Safety & Hazardous Materials: Use or display of any hazardous materials, pharmaceuticals, controlled substances, radioactive materials, or unapproved medical devices is strictly prohibited unless expressly authorized in writing by Organizer and venue. Exhibitor acknowledges that violations may result in immediate removal and forfeiture of fees.

Privacy, Confidentiality & Recording

Exhibitor shall not record, photograph, transmit or otherwise capture patient care, clinical procedures or identifiable patient information without prior written consent from the individual and Organizer. Exhibitor shall not disclose confidential information obtained from Organizer nor use Organizer’s marks, logos or trade names without prior written authorization. Unauthorized recordings or disclosures may result in immediate termination of this Agreement.

Force Majeure; Termination; Governing Law

Force Majeure: Organizer shall not be liable for failure to perform obligations due to causes beyond its reasonable control, including but not limited to acts of God, public health emergencies, governmental actions, labor disputes, fire, flood or acts of war. In such event, Organizer may postpone, relocate or cancel the Event and will provide Exhibitor with options including refund or credit in Organizer’s discretion subject to any third-party costs.

Termination: Organizer may terminate this Agreement for breach by Exhibitor, including nonpayment, unlawful conduct, safety violations or failure to comply with healthcare regulations. Upon termination, Exhibitor forfeits fees as specified and shall immediately vacate the premises.

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state where the Event is held, without regard to conflict of law rules. Venue for any dispute shall be the state or federal courts located in the county of the Event venue, and the parties submit to personal jurisdiction of such courts.

Miscellaneous

Entire Agreement; Amendment: This Agreement constitutes the entire agreement between the parties and supersedes all prior communications. Any amendment must be in writing and signed by authorized representatives of both parties.

Severability: If any provision is held invalid or unenforceable, the remaining provisions shall continue in full force and effect.

Acknowledgment & Certification

By signing below, Exhibitor certifies that the information provided in this Agreement is true and accurate, that Exhibitor has read and agrees to comply with all terms and conditions set forth herein, and that Exhibitor will comply with all applicable healthcare laws and data protection requirements.

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