The 2025 Rules and Regulations will govern all the exhibits at the 2025 MDA Annual Convention presented by the Maine Dental Association (MDA). The MDA encourages individuals to thoroughly read the rules and regulations for 2025 as adaptations have been made from past years. The Annual Convention will take place at the Harborside Hotel, Spa & Marina in Bar Harbor, Maine. By signing the application/contract, you (the “Exhibitor”) acknowledge you have read, understand and agree to comply with these Rules and Regulations.
Character of Exhibits
The Maine Dental Association reserves the right to decline or prohibit any exhibit which, in its judgment, is not suitable to or is not keeping with the character of the exhibition. This provision is all-inclusive and concerns persons, things, conduct, printed materials, and souvenirs.
Exhibitor Space Limitations
** 6 ft x 2 ft providing 12 square feet of display space. Two chairs are allotted per table. The exhibit hall is carpeted. Space restrictions prohibit additional chairs. Exhibit space is not conducive for exhibitors to use large floor banners. Standard floor banners 63” x 23” will fit in limited spots, and may not always be available. Please plan your set up to be predominately table top. Tabletop banners are encouraged. Be creative and fun with your tabletop space. No signs shall be posted, nailed, or otherwise attached to any pillars, walls, doors, floors, etc. No interference with other exhibitors’ tables or space is permitted.
^The two day option of Friday & Saturday is limited to 22 exhibitors and available on a first come first serve basis with a completed online application. Email notices will not be accepted. Exhibitors who choose two days will automatically be placed in the McMurtry Meeting Room regardless of PBP status.
Insurance
All exhibiting companies agree to indemnify the MDA and Harborside Hotel, Spa, and Marina against any claims for injury, loss, or damage that may occur to the exhibitor or his/her property from any cause whatsoever. Exhibitors must provide insurance certificates by May 1, 2025, carrying and maintaining a minimum of $1 million insurance coverage providing general liability coverage, coverage against damage to persons and property, and hazard insurance, insuring the exhibitor’s property and its exhibit space. All insurance shall name as additional insured the Maine Dental Association and Harborside Hotel, Spa and Marina. No exhibitor will be permitted to set up without a certificate of insurance.
Non-Endorsement
The exhibiting of products or services at the Annual Convention does not constitute endorsement by MDA.
Exhibitor Set-Up
Set-up can occur on Thursday, June 12, 2025 between 4:00-6:00pm or Friday, June 13, 2025 anytime between 8:30am and before 10:00am. Exceptions must be approved in writing by Angie Bellefleur prior to the event.
Exhibitor Take-Down
Exhibitors who only attend on Friday, June 13, 2025 are required to break after the afternoon break. Those that are attending both days can remain set-up and break down on Saturday, June 14, 2025 by 3:30pm.
Products to be Mailed
If you need to mail products and/or equipment ahead, please mail to Bar Harbor Club, 111 West Street, Bar Harbor, ME 04609. Be sure to mark the package for the Maine Dental Association Annual Convention. Items may NOT arrive earlier than seven days in advance.In addition, items MUST be picked up one (1) business day after the event ends.
Floor Plan/Exhibitor Assignment of Space
Exhibitor space assignment is based on number of days committed and PBP status, in that order. The MDA retains full discretion of exhibitor placement.
Payment
Payment is required in full at the time of submission unless specifically requested to be invoiced (select “manual payment” at checkout). Payment must occur within 45 business days of submission. Payment can be made online or by check.
Refunds
Cancellations must be made in writing and received by MDA on or before March 1st to receive a full refund. Cancellations received between March 2, 2025 and April 30, 2025 will receive a 50% refund. No refunds will be granted after April 30, 2025.
Hotel Reservations
The MDA is not responsible for exhibitor or sponsors hotel reservations. There will be a room block at a discounted rate. Please note that rooms are reserved quickly and often are sold out. The MDA will notify exhibitors and sponsors of the opening of the room block in April 2025.
Parking
The MDA encourages all exhibitors, sponsors, and their guests to plan accordingly as parking may be limited. Please visit our website under FAQ for additional details.
Consent to Photography
A photographer will be present at the event, taking photos for the MDA to use in future flyers, brochures, social media posts, and on the website.
Definition:
Preferred Business Partner (PBP)
A partner that has been reviewed by the MDA Board, has joined into an annual agreement, and is in good standing for the 2025 agreement year.
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