Exhibitor & Sponsor Rules and Regulations 

The following Rules and Regulations apply to all exhibitors and sponsors participating in the American Association of Sexuality Educators, Counselors and Therapists (AASECT) Annual Conference (“Conference”).  Set up in the exhibit hall signifies acknowledgement and acceptance of these terms.

1. Eligibility & Approval

AASECT reserves the right to determine the eligibility of any organization, product, or service to exhibit or sponsor at the Conference. Exhibitors and sponsors must align with AASECT’s mission, professional Code of Conduct, and values.

AASECT may deny or revoke participation privileges for any organization failing to meet professional standards or who violates these rules and AASECT’s Professional Conduct Guidelines.

 

2. Booth Assignments

Booth assignments will be assigned by AASECT with consideration given to creating the best overall exhibitor and attendee experience.  Premium booth spaces are determined by package purchase price, and on a first-come first-served basis.

AASECT reserves the right to rearrange or reassign exhibit space as needed for logistical or programmatic reasons.

AASECT does not typically relocate assigned exhibit space. In those rare instances where relocation is necessary, exhibitors will be notified and provided with an explanation.

 

3. Exhibit Installation & Dismantling

Exhibitors must adhere to the setup and teardown schedules provided by AASECT.

Exhibits must remain intact throughout the published exhibit hours. Early dismantling is not permitted without prior written approval from AASECT.

 

4. Display Guidelines

  • Exhibits must stay within the assigned booth space.
  • Decorations and displays must comply with facility safety regulations.
  • Audio-visual sound levels must be kept at a reasonable volume so as not to disturb neighboring booths.

 

5. Professional Conduct & Sales Practices

AASECT expects all exhibitors and sponsors to engage conference attendees in a professional, respectful, and ethical manner befitting AASECT’s mission and standards.

Prohibition of Aggressive Sales Tactics 

AASECT maintains a zero-tolerance policy for aggressive or intrusive sales behavior. This includes but is not limited to:

  • Hard-selling, high-pressure persuasion, or repeatedly approaching attendees after they have declined engagement.
  • Blocking pathways or physically positioning staff in ways that impede attendee movement.
  • Following attendees around the exhibit area or conference venue to solicit sales.
  • Using manipulative, coercive, or shaming language to prompt purchases or sign-ups.

If AASECT staff receive complaints or observe such conduct, the exhibitor or sponsor may be required to modify behavior immediately. Repeated or severe violations may result in removal from the exhibit hall without refund and exclusion from future events.

 

6. Staffing & Conduct Requirements

Exhibitor booths must be staffed during all exhibit hours.

All Exhibitor booth attendees/staff must wear conference-issued identification.

Exhibitor personnel are expected to maintain professionalism, courtesy, and ethical behavior at all times.

Children under 18 are not permitted behind booths or in exhibit areas.  This program is designed for mature audiences, and minors under the age of 18 are not permitted to attend.

 

7. Restrictions on Products & Activities

AASECT reserves the right to restrict or remove products, materials, or displays considered inappropriate, unsafe, or misaligned with AASECT’s professional standards.

Demonstrations involving noise, scent, or interactive elements must be pre-approved.

 

8. Compliance with Laws & Venue Policies

All exhibitors and sponsors must comply with federal, state, and local laws, as well as all venue regulations. This includes fire safety codes, insurance requirements, and accessibility regulations.

 

9. Liability & Insurance

We strongly encourage all exhibitors to consider purchasing comprehensive exhibitor insurance for their participation in our trade show.  This coverage can provide valuable protection against unforeseen circumstances, potential liability claims, and property damage. Exhibitor insurance offers peace of mind, allowing you to focus on showcasing your products and services without worrying about unexpected risks. It’s a smart investment that can safeguard your business interests and enhance your overall trade show experience.

 

10. Cancellation Policy

Cancellations must be submitted in writing to AASECT to aasect@conference.org. Written notice of cancellation must be received by May 3, 2026, to be eligible for a full refund. After May 3, 2026, refunds will not be granted.

No refunds will be issued for no-shows or for removal from the exhibit hall due to rule violations.

 

11. Amendments

AASECT reserves the right to modify these Rules and Regulations at any time to ensure the safety, integrity, and success of the Conference.