Show Policies and Guidelines

The Academy Expo is open to exhibitors whose products, programs, and services are of interest to food and nutrition practitioners attending the Academy’s Food & Nutrition Conference & Expo. The Academy reserves the right to decline applications for exhibit space from companies whose products, programs, or services do not meet the criteria set forth in the Exhibitor Rules and Regulations. Acceptance of an application for exhibit space does not in any way indicate the Academy’s approval or endorsement of an exhibitor’s programs, products or services.

• Requests for refunds or exhibitor cancellations must be submitted in writing.
• Registration refunds must be postmarked at least 30 days before the event and may be subject to a processing fee; requests postmarked after this date will not be accepted.
• Refunds for Academy-sponsored events may not be granted and will be considered as donations to the Foundation.

Exhibit Booth Cancellation Policy

Any request to cancel or downsize exhibit booth space must be made in writing to Show Management at kburke@eatright.org.

• If space is cancelled or downgraded by an Exhibitor before January 15, 2018, a refund will be issued for the amount paid minus the 10% reservation fee based on the total boot cost of the space rented.
• If an Exhibitor cancels or downgrades their booth between January 15 and May 1, 2018, a refund will be issued for the amount paid minus the 50% deposit for the total cost of booth space rented. In the event that an Exhibitor cancels their booth space, but has not paid the amount owed at the time of cancellation, the owed payment becomes a cancellation payment and is due to the Academy within 30 days of cancellation.
• No refunds will be given if a company cancels after May 1, 2018. No exceptions will be made.
• A reduction of the number or size of booths reserved is regarded as a cancellation and the rules of cancellation apply. Deposits received on the cancelled booths will not be applied to the remaining balance of other booths held.
• Any space not occupied by 6 p.m. on Saturday, October 20, 2018 for which no special arrangements have been made, may be reassigned by the Academy without refund.

1. Expo Attendance: Nursing infants 12 months and under will be allowed in the exhibit hall during show hours only, and must be carried in arms or front baby carrier* at all times by a registered FNCE^® attendee. Everyone not eligible to be an Academy member or ages 16 and older must be registered as a guest for the conference, wear the official badge and be accompanied by an adult for admission.
2. Education Sessions: To provide all FNCE^® attendees an optimal learning environment, children under the age of 16 are not permitted in the education sessions. Exceptions to this rule will be made for nursing mothers and their infants 12 months and younger only. Guests are not allowed in the educational sessions.
3. Exhibitors: Exhibitor booth staff must be registered as such and be 18 years of age or older. The nursing infant rule does not apply to exhibitors. No child under the age of 18 may be in an exhibit booth during set-up, tear-down or show hours. Anyone in violation of these rules will have their booth closed and will not be provided a refund.
4. Strollers and rolling carts are not allowed in the exhibit hall.
5. Childcare is not available at the Convention Center; however, your hotel concierge may be able to assist you.

*A front baby carrier is a carrier where the baby is affixed to the front of the parent’s chest, and he or she still has use of one or both hands to go about business. Some of these can be affixed with buckles and clasps, where others are cloth.

Circulars or other promotional material may only be distributed from an Exhibitor’s assigned booth space.

All speakers and presenters are required to abide by the Academy Commercialism Policy, which prohibits commercial or promotional messages in the context of educational sessions.

In order to best meet the photography requests of FNCE^® Exhibitors, Attendees and Press, the Academy has developed policies to maintain a professional and educational conference environment:

• No Photography or Video capture in Educational Sessions: The Academy hires a professional photographer to capture the excitement of the Food & Nutrition Conference & Expo^™ (FNCE^®) educational sessions, Expo Hall and other activities. Due to the distraction of the speakers, we request that you do not take personal photographs during educational sessions. All FNCE^® Attendees submit a photography waiver as part of the registration process, which gives permission to the Academy (and all other media) to use their likeness.
• Authorized Press: Working members of the press are required to check in at the Press Room, receive an authorized press badge and be escorted by an Academy staff person in order to photograph and/or videotape at FNCE^®. Exhibitors who do not want the press to photograph or videotape their booth should inform the Press Room staff onsite, and place visible signage in their booth space.
• Photography/Videography on Expo Floor: We encourage FNCE^® Exhibitors and Attendees alike to share in the excitement of the event, and in doing so, allow pictures to be taken in the Expo Hall. The Academy asks that Exhibitors who wish to take pictures do so in their booth only. If you are participating in traffic building games for Attendees that will be posted on social media channels, please have signage visible to Attendees in your booth stating how and where these pictures are to be posted. In turn, we request Attendees ask permission of Exhibitors before taking photos/videos of their booth, unless there is a sign denoting otherwise. If an Exhibitor requests someone to refrain from taking pictures, and that person continues to do so, Show Management should be notified immediately.

We ask that everyone uphold a professional and respectful environment when taking photographs. If you have any questions related to the Academy’s photography policies, please contact Katie Burke at kburke@eatright.org for details and restrictions.

You also can join in discussions with Academy of Nutrition and Dietetics (Academy) members on our Facebook page and Twitter pages.

The Academy has established some guidelines to best use all of our social platforms. Please review these guidelines to ensure you are leveraging your company and enhancing your brand messaging through these channels in a way that does not conflict with the Academy’s policies.