Event Information & Guidelines

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Booth Design Regulations Freeman Quick Facts

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Important Event Related Information

What is included in your booth?	Each booth will include: 8' high black back drape and 3' high black side dividers. Booths less than 300 sq. ft will receive an identification sign, displaying company name and booth number. Carpeting is existing hotel carpet.
No Visitors Under 18	No one under the age of 18 will be allowed in the Exhibit Hall & Conference during the event. This rule applies to both visitors and exhibitors. There will be no exceptions!
Exhibit Hall Hours	• Thursday, February 20, 2025 5:00 PM -7:00 PM • Friday, February 21, 2025 9:30 AM - 5:00 PM • Saturday, February 22, 2025 9:30 AM - 4:00 PM
No Early Break Down	All stands must be staffed during all exhibit hall hours. Exhibitors are NOT allowed to break down or remove any part of their exhibit, equipment, display material or merchandise from the exhibit hall before the official close of the event at 4:00PM Saturday, February 22. Please review the Event Schedule and plan accordingly when booking travel for the event.
Booth Design Regulations	Booth Design regulations vary depending on the booth type. Review the exhibit display regulations. Additionally, you should have received guidelines specific to your booth type with your confirmation letter. All exhibiting companies in Island or Peninsula booths must obtain written approval for their booth designs.
Custom Booths	Exhibit displays must arrive pre-finished and ready to be assembled. No painting or additional carpentry will be allowed inside the halls. At the close of the event, all exhibit displays must be removed from the halls at the expense of the exhibitor.
Booth Cleaning / Porter Service	Booth cleaning & trash removal/porter service must be ordered separately through the New York Hilton Midtown. You may do so through the New York Hilton Midtown’s online ordering portal.
Dismantling	Exhibitors are not allowed to begin dismantling their exhibits, in part or whole, before the close of the event on Saturday, February 22 at 4:00 pm.
Exhibit Design	Carefully design your exhibit display to attract buyers. Use colors that compliment event drapery and carpets. Well-designed graphics and display items will attract visitors initially; however, your exhibit personnel must keep their attention to make the sale.
Floor Covering	The Exhibit Area is carpeted. Consequently, exhibitors are not required to provide floor covering for your booth. Exhibitors wishing to enhance the appearance of their booth may bring their own carpet or order rental carpet through Freeman.
Operating Your Exhibit & Sound Limitations	All activities must be contained within the exhibit area described in your application for exhibit space. No selling or promoting will be allowed in the aisles, other exhibitor booths, entrance/exits, or other public areas. Promotion of other events is strictly prohibited. Attendees viewing video monitors must be within your exhibit space, not crowded in the aisles. Music may not exceed background audio level. All speakers must be facing into the exhibitor’s booth and not away from the booth. Loudspeakers and carnival tactics will not be allowed. Please be a considerate neighbor. Event Management reserves the right to shut down any receptions, presentations, or other activities which are deemed obstructive or prohibitive for neighboring booths to be able to conduct business.

Guidelines

Children	Children under the age of 18 are NOT allowed in any areas of the Event & Symposium, including Exhibit Hall, Conference Area, and during Move In & Move Out. There will be no exceptions.
Eligibility of Exhibit Space	Event Management reserves the right to determine eligibility of all exhibit space applicants and individual products to be exhibited. Applications to exhibit, and proposed exhibits, will be accepted or rejected based on certain criteria, including, but not limited to, the products’ or services’ professional or educational benefits to the attendees; the products’ or services’ consistency with the mission and goals of Integrative Healthcare Symposium; past history of exhibiting at the event; sponsorship level, if any; and space constraints in the exhibit areas. Submitting the exhibit application does not guarantee a place in the Exhibit Hall.
Event Colors	Integrative Healthcare Symposium will be decorated with black drape. Changes in drape patterns or colors are not allowed without consent from Event Management.
Exhibitor Evaluation	All exhibitors will receive an Integrative Healthcare Symposium evaluation the week following the event. Your cooperation in completing and returning this survey will help us to improve the event and will serve as an information link between exhibitors and Management.
Food Sampling Application Form	Any food and/or beverage sample must be the product of the exhibiting company. Anyone sampling food must follow, sign and submit the Food Sample Guidelines and Hold Harmless Agreement to the Hilton Midtown. Please read and follow all Food Sample Guidelines laid out by the venue.
Liquor	The Catering Service of the New York Hilton Midtown is the holder of the alcohol licensing. All alcoholic beverages must be purchased from the licensee. Bringing alcoholic beverages into the building is strictly prohibited.
Give-Aways & Lotteries	Exhibitors may sponsor raffles, giveaways, and lotteries within the area defined as their booth space. For specific information and details, contact Ihara Dutra at idutra@divcom.com
Hand Carry Policy	Exhibitors may hand carry their items into and out of the facility using the entrance on 54th Street. Hand carried freight is defined as one item that can be easily carried by an individual exhibitor, without the need for dollies, or other mechanized equipment. Bellmen at the Hilton Midtown may assist exhibitors for a fee. No parking or unloading is allowed at the entrance of the facility; and the use of passenger elevators for movement of freight is not allowed. All packages are subject to inspection by facility personnel.
Helium Balloons / Adhesive Materials / Popcorn	Event Management does not allow helium balloons to be used or distributed from your stand. Additionally, all exhibitors are strictly prohibited from using any adhesive materials such as stickers, tape, or bumper stickers to adhere anything to the walls, floor, or structure of the facility. The use of glitter, popcorn, confetti, sand, or simulated snow types of material is NOT permitted. Any costs incurred by Event Management for the removal of these items will be charged to the exhibiting company.
Liability Insurance	Exhibitors are encouraged to carry their own general liability insurance as well as any additional property or theft insurance they deem appropriate, but are no longer required to provide to Event Management evidence of that insurance or name Diversified Communications as an additional insured on the exhibitor’s policy. As has always been the case, exhibitors remain exclusively responsible for theft or damage to their personal property and are advised to secure their valuables at all times.
Maintaining Professionalism	Event Management reserves the right to prohibit or remove any exhibit which, in its sole discretion, detracts from the general character of the exhibition as a whole or consists of products or services inconsistent with the purpose of the exhibition. The right to prohibit includes persons (dressed in a sexually suggestive or offensive manner), things, conduct, printed matter, or anything of a character which the organizers, in their sole discretion, determine objectionable. In the event of such prohibition or removal, the organizers shall not be liable for any damages, including refunds or other exhibit expenses.
Music, Photographs and Copyrighted Material	Each exhibitor is responsible for obtaining all necessary licenses and permits to use recorded music, photographs, and other copyrighted material in exhibitor’s booth or display. No exhibitor will be permitted to play, broadcast, or have performed any recorded music or use any other copyrighted material, such as photographs or other artistic works, without first presenting proof satisfactory to Event Management that the exhibitor has, or does not need, a license to use such recorded music or copyrighted material. Event Management reserves the right to remove or prohibit from the exhibit hall all or any part of any booth or display which incorporates recorded music, photographs, or other copyrighted material and for which the exhibitor fails to produce proof that the exhibitor holds all required licenses. The exhibitor shall remain liable for and shall indemnify, defend, and hold Event Management, its directors, officers, agents, and employees harmless from all loss, costs, claims, causes of action, suits, damages, liability, expenses, and costs, including reasonable attorney’s fees, arising from or out of any violation or infringement (or claimed violation or infringement) by exhibitor, exhibitor’s agents, or employees of any patent, copyright, or trade secret rights or privileges.
Photography / Video Equipment	Photography and/or video recording anywhere within the exhibit hall and Conference area is strictly prohibited without the express written permission and supervision of Event Management. Photographing and/or video recording of the exhibitor’s own booth may be permitted with prior approval from Event Management.
Smoking	The New York Hilton Midtown is a non-smoking facility which includes vaping & electronic cigarettes.
Solicitation by Non-Exhibiting Companies	For the protection of Integrative Healthcare Symposium exhibitors, only those companies whose application for Exhibit Space has been approved by Event Management will be allowed to present and sell their products. If a representative from a non-exhibiting company is seen soliciting business on the exhibit floor, please request a business card from that person and give it to a Event Management representative. We will take the necessary steps to curtail this activity.
Security	24 hours security will be maintained in the exposition area from the initial move-in period until the last piece of freight is removed. However, exhibitors are reminded that they are responsible for the protection of their own product and exhibit materials. All exhibitors must be badged starting at 5:00pm on Thursday, February 20th. Everyone must always wear a badge during the Conference and Exposition. Exhibitors are responsible for ordering badges for their workers and staff.
Tax Information	The New York Department of Taxation requires all exhibitors who sell merchandise from the Exhibit Hall or who take orders on either a wholesale or retail basis, must have a valid Tax Identification Number. For more information regarding taxes in New York state: New York State Department of Tax and Finance: http://www.tax.ny.gov/. Telephone assistance is available from 8:00 am to 5:00 pm, Monday - Friday. General Tax Information: For information or answers to your New York State tax questions, call: 518.485.6027 Sales Tax Information Center: For information or forms call toll free: 518.485.2889

Questions?

Please feel free to e-mail us at customerservice@divcom.com, use the chat feature below, or call +1-207-842-5508. We look forward to working with you in preparation for a successful event!

Important Information

Recently Integrative Health Symposium has been the target of groups that offer a variety of fraudulent services. This includes but is not limited to fraudulent travel, advertising, and data services. Many of our customers have reported that these groups who are not our official vendors fail to deliver on their promises to provide hotel reservations, advertising, or accurate data, then refuse to grant refunds. Some of these groups engage in illegal phishing practices or embed malware in their messages that could (if clicked) infect/hack your company’s systems. We strongly advise that you do not click on any links from e-mails or groups that look suspicious and always check our Official Vendor List before contracting with anyone. If you suspect that you have been contacted by a fraudulent vendor or have any questions, please contact us at customerservice@divcom.com. Please note that Integrative Healthcare Symposium and its official vendors DO NOT sell attendee lists under any circumstance. Companies or groups offering such lists are not affiliated with Integrative Healthcare Symposium in any way and cannot possibly have accurate attendee data. Buyers should beware!