2022 PulseCheck Sponsor & Exhibitor Rules and Regulations

PulseCheck is sponsored by the New York State Volunteer Ambulance and Rescue Association (NYSVARA).

By registering and paying for an exhibit, the exhibitor or sponsor certifies they have read the rules and regulations, understand the rules and regulations and will abide by the rules and regulations.

  1. PAYMENT. Full payment is required to be assigned an exhibit space or sponsor level/opportunity. All exhibit spaces or sponsorships must be paid in full by August 15, 2022. Applications will not be processed, or exhibit space or sponsorships not assigned without a completed registration AND the required payment.
  2. CANCELLATION OF CONTRACT. Any cancellations, in whole or in part, must be received in writing by PulseCheck Management by August 15, 2022. Any company canceling or changing their contracted exhibit space, in whole or in part, prior to August 15, 2022, will forfeit 50% of their payment. No refund or transfer of funds will be made for any company canceling, in whole or in part, after August 15, 2022.
  3. ELIGIBLE EXHIBITS. PulseCheck Management reserves the right to determine eligibility of any company or product to participate at PulseCheck. PulseCheck Management can refuse rental of exhibit space to any company whose display of goods or services is not, in the opinion of Show Management, compatible with the educational character and objectives of PulseCheck.
  4. ALLOCATION OF SPACE AND ASSIGNMENT. PulseCheck reserves the right to make the final determination of all space assignments in the best interest of PulseCheck. And requests by exhibitors should be made at the time of reservation/payment.
  5. SUBLETTING OF EXHIBIT SPACE. Exhibitors may not assign, sublet, or share their exhibit space with another business or firm unless approval has been obtained in writing from PulseCheck Management.
  6. LIABILITY. Neither NYSVRA nor its members, PulseCheck Management nor the representatives and employees thereof, venue, nor its representatives and employees will be responsible for injury, loss or damage that may occur to the sponsor/exhibitor or to the sponsor/exhibitor’s employees or property from any cause whatsoever, prior, during or after the period covered by the sponsor/exhibitor’s contract. It is agreed by the parties that the nature of the facilities available, the presence and circulation of large numbers of people, the difficulty of effective supervision over the protection of large numbers of removable articles in numerous exhibits, and various other factors make it reasonable that each exhibitor shall assume their own risk of any injury, loss or damage, and the exhibitor, by signing this contract, hereby assumes such risk and expressly releases the organizations and individuals referred to above from any and all claims for any such loss, damage or injury. Protection against unauthorized removal of property from the exhibit space occupied by the exhibitor shall be the exhibitor’s responsibility.
  7. EXHIBITOR INSURANCE. The exhibitor shall, at its sole cost and expense, procure and maintain through the term of this contract, comprehensive general liability insurance against claims for bodily injury or death and property damage occurring in or upon or resulting from the premises leased. Such insurance shall include contractual liability and product liability coverage, with combined single limits of liability of not less than $1,000,000. Workers' Compensation and Occupational Disease insurance shall be in full compliance with all federal and state laws, covering all of exhibitor’s employees engaged in the performance of any work for exhibitor. All property of the exhibitor is understood to remain under its custody and control in transit to and from the grounds.
  8. DISABILITY PROVISIONS. Exhibitor shall have sole responsibility for ensuring that their exhibit is in full compliance with the Americans with Disabilities Act and any regulations implemented by that Act.
  9. DAMAGE TO PROPERTY. The exhibitor is liable for any damage caused to grounds, structure floors, walls or components, or to standard exhibit space equipment, or to another exhibitor’s property. The exhibitor may not apply paint, lacquer, adhesives, stickers, or other coating to standard exhibit space equipment.
  10. ADMITTANCE DURING NON-SHOW HOURS. Exhibitor personnel will not be permitted to enter the exhibit area earlier than two hours before the scheduled opening time each day and will not be permitted to remain on the exhibit floor after the official closing of the show each evening. Exhibitors that require additional time may be allowed to remain after show hours for a period at the discretion of PulseCheck Management.
  11. INSTALLATION AND DISMANTLING PERSONNEL. Each exhibitor may provide their own exhibit furnishings and may specify their own independent contractor for the installation and dismantling of the exhibit. The exhibitor is responsible for ensuring that any exhibitor appointed contractors supply, upon request, a valid Certificate of Insurance naming NYSVARA, PulseCheck and the venue as additional insured, with a minimum of $1,000,000 liability coverage, including property damage.
  12. CONFLICTING EVENTS DURING SHOW HOURS. The sponsor/exhibitor agrees not to extend invitations, call meetings, host hospitality events or otherwise encourage the absence of industry professionals from the exhibit hall, meeting rooms, educational seminars, etc. during the hours of all education and PulseCheck activities.
  13. DISMANTLING. Exhibitor displays must not be dismantled or packed in preparation for removal prior to the official closing time of PulseCheck exhibit hours. Any exhibitor dismantling prior to the official closing time will not be allowed to participate in future events. Every exhibit space must be fully staffed and operational during the entire PulseCheck exhibit hall hours.
  14. BADGES. All sponsor/exhibitors must present an exhibitor badge to enter the exhibit areas. Each person issued an exhibitor badge must be employed by the exhibiting company or be a sales representative for that company and must be covered under the exhibiting company’s insurance policy
  15. CHARACTER OF EXHIBITS. The general rule of the exhibit floor is “be a good neighbor.” No exhibits will be permitted that interfere with the use of other exhibits or impede access to them or impede the free use of the aisle. Exhibit space personnel, including demonstrators, hostesses and models, are required to confine their activities within the company's exhibit space. Apart from the specific display space for which an exhibiting company has contracted with PulseCheck Management, no part of the grounds may be used by any organization other than Show Management for display purposes of any kind or nature. Within the public conference center property, exhibitor brand or company logos, signs, and trademark displays will be limited to the official exhibit area only.
    1. Attire. Representatives should be conservatively attired to maintain the professional and business-like climate of the PulseCheck Conference.
    2. Sound. Videos or movies relating to exhibitor’s equipment will be permitted, provided projection equipment and screen are located on the rear one-third of the exhibit space, and all viewers must stand or sit within the exhibit space. If amplified sound is used, it must be regulated so as not to be offensive to surrounding areas. Visual aids, tape recording devices, loudspeakers, and similar mechanical noisemaking devices shall not unduly interfere with, or be disconcerting to, other exhibitors.
    3. Lighting. Blinking, flashing, rotating, or strobe lights cannot be continuously running. Lights of this kind may be used for short periods of time, when being demonstrated by a company representative.
    4. Exhibit Space Exteriors. The exterior of any display cabinet or structure facing a side aisle or adjacent exhibitor’s exhibit space must be suitably decorated at the exhibitor’s expense.
    5. Noise, Odors, Distractions. Exhibitors will not use noise, lighting, or other distractions judged by PulseCheck Management to be offensive to others. Exhibits producing objectionable odors will not be allowed.
    6. Display Heights. Height of signage, product, etc. must not exceed a height of eight (8) feet from the floor.
    7. Positioning of Display Items. Exhibitor display, merchandise, and activities must remain within the confines of the designated space. Materials cannot flow into aisles or another exhibitor’s space.
  16. RELOCATION OF EXHIBITS. Show Management reserves the right to alter the location of exhibit spaces, at its sole discretion, in the best interest of the conference.
  17. FIRE REGULATIONS. Fire regulations require that all display materials be fire resistant or treated with a flame-retardant solution to meet requirements of the standard flame test as provided on the grounds for fire prevention. Electrical signs and equipment must be wired to meet the specifications of Underwriters Laboratories. No storage of any kind is allowed behind the back drapes or in the exhibit space. The official service contractor will store all cartons, crates, containers, and packaging materials, should this be required. Up to one day’s supply of operational materials may be stored within the exhibit space. All aisles, corridors, exit areas and exit stairways must be always maintained at their required width when the exhibition hall is open. No obstructions such as chairs, tables, displays or other materials will be allowed to protrude into the aisles. Each exhibitor is charged with knowledge of all laws, ordinances and regulations pertaining to health, fire prevention and public safety. Compliance with such laws is mandatory for all exhibitors and the sole responsibility is that of the exhibitor.
  18. PHOTOGRAPHY. NYSVARA and PulseCheck Management or their approved designees reserve the right to photograph sponsors/exhibits and may use such photos at their discretion without restriction or expectation of compensation for the exhibitor.
  19. Depending on the individual sponsorship or exhibitor package PulseCheck and NYSVARA agree to further promote the sponsor/exhibitor in the following ways: * Please note that these activities require input from the sponsor and exhibitor for NYSVARA and PulseCheck to fulfill their offering. Should the sponsor/exhibitor not provide input and/or required materials to NYYSVARA and PulseCheck as requested, NYSVARA and PulseCheck cannot be held responsible for fulfilling these offerings.
    1. Logo inclusion – Depending on the individual sponsorship or exhibitor package, NYSVARA and PulseCheck agree to display names and logos within many promotional campaigns. It is the requirement of the exhibitor or sponsor to provide such logo on a WHITE or TRANSPARENT background in at least one of the following formats by 9/1/22 without exception.
      • Vector File format – Full Color (.ai or .eps file format)
      • High Resolution JPEG – Full Color (.jpg or .jpeg format, file pixel dimensions at least 1200px in every dimension.)
      • PNG – Full Color (,png file format.)

      Logos received prior maybe used in promotions prior to 9/1/22

    2. Video Promotion – Depending on the individual sponsorship or exhibitor package, NYSVARA and PulseCheck agree to insert 30 second video “commercials” throughout the event. These videos shall be provided by the sponsor or exhibitor to PulseCheck in a high-definition resolution in a MP4 file format. Depending on the sponsorship level, production of this video may be included. For those sponsor levels without production included the sponsor or exhibitor is responsible for their production costs. Should a sponsor or exhibitor need assistance producing a video, our recommended production team is Grey Goose Graphics. (607) 743-3509 – www.GreyGooseGraphics.com In the event the sponsor/exhibitor fails to submit a video, PulseCheck may fill the advertising void at their discretion including but not limited to substitution of another sponsor/exhibitor’s video, filling the space with a video representing the sponsor/exhibitor, using the spot to promote NYSVARA, etc. All videos must be received by 9/1/22 without exception.
    3. Email Marketing Campaigns - Depending on the individual sponsorship or exhibitor package, NYSVARA and PulseCheck agree to insert your logo, name and recognize support of the conference in email promotions. Certain sponsorship packages also allow for a dedicated email marketing promotion to be sent to those on the NYSVARA email lists on behalf of the sponsor. To take advantage of these opportunities the sponsor may contact PulseCheck Management immediately following payment of their sponsorship, but must contact PulseCheck Management no later than November 1, 2022, to define and schedule these campaigns which must be completed by 12/15/2022.
    4. Social Media Campaigns - Depending on the individual sponsorship or exhibitor package, NYSVARA and PulseCheck agree to insert your logo, name and recognize support of the conference in social media promotions leading up to the conference. Should the sponsor/exhibitor, whish to participate in the crafting of these promotions they must contact PulseCheck Management no later than August 15, 2022.
  20. AMENDMENT OF RULES. Conference Management reserves the right to make changes, amendments, and additions to these rules at any time, and all changes, amendments and additions so made shall be binding on the exhibitor with the provision that all sponsor/exhibitors will be advised of any such changes. Any matters not specifically covered herein are subject to decision by PulseCheck Management