Kansas School Nurse Conference

Additional Sponsor Information

Terms & Conditions

By participating as an exhibitor in the KSN Conference, you, your company/association, and your representatives agree to the following terms and conditions. These terms and conditions will be strictly enforced and violators may be asked to leave the exhibition area and may impair their exhibit opportunities at future KSN Conferences.

Complimentary Registrations

If your sponsorship level includes one or more complimentary registrations, please contact the WSU Conference Office after registration to receive the complimentary registration promotional code. Sponsorship must be paid in order for code to be received.

Exhibitor Details
Vendors have the option to exhibit one or both days. Rates are the same whether you stay one or both days. Exhibitors may not bring their own tables or chairs. There are no physical dividers between spaces. The area is carpeted and limited electrical outlets are available. Please contact the hotel directly for electrical needs. Breakfast and lunch are not included in the exhibit registration fee, but optional meal tickets are available.

Meal Options
The exhibit fee includes beverages at breaks, but does not include meals. The Harvest Cafe is located at the Hyatt and serves breakfast, lunch, and dinner. Exhibitors also have the option to purchase meal tickets for the conference.

Booth Assignment 
The KSN Conference organizers reserve the right to exercise their sole discretion in the assignment of booth space and the acceptance or refusal of requests to exhibit for any reason, with or without cause. While every effort is made to accommodate the special needs and requests of exhibitors, the final assignments of booth space and their location will be determined by the conference facilitator. Exhibitors may not rearrange table placement without the permission of the conference facilitator.

Labor, Electrical, Internet, Telephone, and Food Services
Labor, electrical, telephone, internet access (analog or T1), and food services will be provided by the Hyatt Regency Hotel for an additional charge. Arrangements need to be made directly with the Hyatt. The exhibitor is responsible for paying any and all cost associated with these additional services provided by the hotel. Pricing is available by contacting the hotel’s Event Services Department directly at (316) 613-6277.

Set-up Information
Fire regulations require exhibitors to keep displays, products, signage, and any other materials within their booth limitations. If any of these items are found to be in aisle space, the exhibitor is liable for municipal fines and may be asked to dismantle their exhibit and leave. Exhibitors may not bring in additional tables. Additional tables are available with advance registration for $50 each.

Hyatt Regency Wichita - Shipping & Receiving
If you register as a bag insert exhibitor, do not ship your materials directly to the Hyatt. You will ship your materials to the WSU Conference Office (see shipping information above).

For shipments of display units and materials to the Hyatt, please refer to the following:

Additional charges for items over 200 lbs. The Hyatt Regency Wichita will not accept palletized items or items in excess of 200 lbs. without prior notification.

The charge for guests shipping from the Hyatt with their own account is the standard FedEx or UPS rate plus the above handling charges. Handling charges are subject to change without notice.

Items are stored complimentary for 48 hours prior to and following the function. If items arrive earlier than or remain later than 48 hours, a storage fee of $5.00/box/day or $50.00/pallet/day will be incurred.

Suggestions for Shipping to Hyatt
On the label or air bill, please include your telephone number. In the event of a problem, this will help the Hyatt staff contact you. All packages should include the following information with the address:
The guest or exhibitor’s name proceeded by Guest or Exhibitor
The group, convention, or company name (all that apply)
The arrival date (if not a hotel guest, the pick-up date)

Send packages to:
Kansas School Nurse Conference
C/O Hyatt Regency Wichita
400 West Waterman
Wichita, KS 67202

If you have any questions, please contact the Security Department at (316) 613-6255.

Amendments 
The exhibitor agrees that the KSN Conference organizers have the right to make rules, regulations, or changes in arrangements as necessary, and to amend from time to time. The conference facilitator has the final determination and will enforce all rules, regulations, and conditions.

Liability
Exhibitor assumes responsibility and hereby agrees to protect, indemnify, defend and save the KSN Conference organizers and agents harmless against all claims, losses, and damages to persons or property, governmental charges or fines, and attorney fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy, or use of the exhibition premises or a part thereof.

Endorsements
Having an exhibitor relationship with the KSN Conference does not indicate that the KSN Conference endorses the product of said exhibitor.