Vision 2025 FirstNet Users Summit Contract Terms & Conditions

1. CONTRACT FOR SPACE

This agreement will serve as a contract (“Contract”) between the applicant (“Exhibitor”) and the Public Safety Broadband Technology Association (“PSBTA”). This application for an exhibit space (“Exhibit”), the formal notice of space assignment by the PSBTA, and full payment of rental charges for the Exhibit together constitute the totality of the Contract for the right of the Exhibitor to exhibit at Vision 2025 FirstNet Users Summit (the “Event”). The Event is conducted under the direction of the PSBTA.

2. ACCEPTANCE

2.1 PSBTA reserves the right to unilaterally determine the eligibility of any company or product for inclusion as an Exhibitor or participant in the Event.

2.2 Acceptance of this Contract by PSBTA should in no way be construed as, and does not constitute or represent, an endorsement, evaluation, review, approval, or recommendation of any kind by PSBTA of either the Exhibitor or its products or services.

2.3 The Exhibitor represents that any goods, services, or other products displayed, described, or otherwise presented at the Exhibit comply with all applicable federal, state and local laws, ordinances, and regulations.

2.4 The Exhibitor understand that their Exhibit and information provided to attendees at the Event will support the promotion of the FirstNet ecosystem and agree not to promote other wireless carriers.

2.5 The Exhibitor will be entitled to a full refund if their application in declined within 30 days of applying.

3. PAYMENT OF EXHIBIT SPACE CHARGES

PSBTA has a Net 30-day payment policy. Full payment is required to guarantee all Exhibit space reservations. Acceptable forms of payment include VISA, Mastercard, AMEX, or check if an invoice is required.

4. TERM AND TERMINATION

4.1 Term

The term of the Contract shall begin upon acceptance by the PSBTA and end on September 11, 2025. The Exhibitor will be responsible for all fees commensurate with those listed in Appendix A.

4.2 Termination

4.2.1 Exhibitor

If an Exhibitor wants to terminate the Contract, cancellation requests must be received in writing (Email is acceptable). If cancellation is received prior to June 24, 2025, 50% of the total exhibit fee may be returned. If the cancellation request is received after June 24, 2025, the Exhibitor shall pay a cancellation fee equal to the terms of the Contract. All payments made to the PSBTA under the Contract for Exhibit space after June 24, 2025, are not eligible for return of funds

4.2.2 The PSBTA

Should the PSBTA elect to terminate the Contract for any reason prior to August 25, 2025, including by not limited to breach of contract, conflict of interest, or other egregious action committed by or on behalf of the Exhibitor, the PSBTA will return all funds. Any cancellation after August 25, 202,5 by the PSBTA, any return of funds shall be at the discretion of the PSBTA.

5. ASSIGNMENT OF SPACE (If Applicable)

5.1 PSBTA will assign Exhibit space based on availability and in accordance with the Exhibitor’s requests whenever possible. If the Exhibitor’s choice is not available, PSBTA will assign the location deemed in the best interest of the Event.

5.2 The Exhibitor must take possession of its assigned Exhibit space by 1630 hours, September 8, 2025. Exhibitor space will open for set up at 0800 hours on September 8, 2025

5.3 Break down of the Exhibit space shall be between 1815 hours and 2300 hours, September 10, 2025, ONLY. No early breakdown is permitted.

6. GENERAL SERVICE CONTRACTOR

PSBTA will assign a General Service Contractor for the event. Each registered Exhibitor will be emailed an exhibitor service kit which will provide complete instructions, shipping information, and cost of available services and facility guidelines.

7. USE OF SPACE

7.1 PSBTA reserves the right to decline any display or Exhibitor, which, in the opinion of PSBTA, is not suitable and in keeping with the character of the Event.

7.2 Sub-licensing/Booth sharing will not be permitted with another exhibitor unless one is a subsidiary of the other, and the PSBTA has approved the arrangement.

7.3 Exhibits must solely be used for the purpose of promoting the Exhibitor’s products or services and shall not be used for other business purposes. Rulings of PSBTA in its sole discretion shall in all instances be final with regard to use of any Exhibit space.

7.4 All displays, demonstrations, sales activities, etc., must be contained within the reserved Exhibit space. Exhibitors may not impede traffic through the aisles.

8. EXHIBIT BOOTH DESCRIPTION

Each booth comes with an 8-foot high back drape and 36-inch high side drape dividers. Booth dimensions are 10 feet by 10 feet, unless otherwise specified. The booth will also include: one (1) 6’ long x 30” high draped table, two (2) chairs, one (1) Wastebasket, and company sign.

Booth Sponsor details are found in APPENDIX A.

9. EXHIBITS MUST BE OPEN AND STAFFED

Exhibits must be open and staffed for all scheduled Event hours. Failure to comply with this policy will result in forfeiture of booth space without refund due.

10. EXHIBITOR REGISTRATION

Exhibitors are allocated exhibitor badges per their sponsorship level found in APPENDIX A. Badges MUST be used by company employees only. Exhibitors may purchase additional Exhibitor badges, available online.

11. EXHIBITOR RESPONSIBILITY & CONTRACT DELIVERABLES

Should the Exhibitor enter into a Contract with the PSBTA, it is the sole responsibility of the Exhibitor to provide content for deliverables in a timely manner. Should the Exhibitor fail to supply the content for the material deadline specified in the Sponsorship Agreement or through prior arrangements agreed upon by PSBTA and the Exhibitor, the PSBTA is relieved of all liability and the terms of the agreement shall be considered met with no eligibility for a refund.

The terms of this Contract are considered confidential between the PSBTA and the Exhibitor. By agreeing to the terms and conditions, the Exhibitor confirms the details of the sponsorship will not be disclosed to third parties, outside of the information made available on the event site. Should the Exhibitor disclose the confidential terms of the Contract to a third party, this is considered a forfeiture of Exhibit and Sponsorship fees paid and participation is dismissed from the event and potentially from future events.

The deliverables associated with the respective levels of sponsorship are found in APPENDIX A.

12. LIABILITY

PSBTA shall not be responsible for any loss, damage, injury, or theft that may occur to the Exhibitor or to the Exhibitor’s employees or property from any cause whatsoever, prior, during, or subsequent to the Term of this Contract. The Exhibitor, expressly releases PSBTA and the Exhibit facility as noted in the contract from, and agrees to, indemnify same against any and all claims for such loss, damage, or injury for the Term of the Contract.

13. SECURITY

PSBTA will NOT provide onsite security services during the event. The Exhibit Hall will be locked overnight. Exhibit space in hallways is not secured overnight.

14. INSURANCE

Exhibitor may incur in connection with the Exhibitor’s participation or presence at the event, including, risks of theft, loss, harm, or injury to the person (including death), property, business, or profits of the Exhibitor, whether caused by negligence, intentional act, accident, Act of God, or otherwise. The Exhibitor shall carry no less than One Million Dollars ($1,000,000.00) of comprehensive general liability insurance. The Exhibitor’s policy should name PSBTA and the event facility (Westin Indianapolis) as additional insureds.

By executing this contract, the Exhibitor represents and warrants that it has all such insurance in effect and that it shall maintain all such insurance through the Exhibitor’s occupancy of the Exhibit space and the event facility. If requested by PSBTA, the Exhibitor shall provide a certificate of insurance evidencing the required coverage.

15. FIRE REGULATIONS

All decorations must be flameproof and must stand a fire test as prescribed by applicable fire ordinances.

16. FORCE MAJEURE

In the event the exposition facility or any part of the Exhibit area thereof is unavailable, whether for the entire event, or a portion of the event, as a result of any act of God or a public enemy or terrorist, act of any military, civil or regulatory authority, change in any law or regulation, fire, flood, earthquake, storm or other like event, disruption or outage of communications, power or other utility, labor problem, unavailability of supplies, or any other cause or agency over which PSBTA has no control; or should PSBTA decide that because of any such cause it is necessary to cancel, postpone or re-site the Event, or reduce the installation time, Event time, or move-out time; PSBTA shall not be liable to indemnify or reimburse the Exhibitor in respect of any damage or loss, direct or indirect, arising as a result thereof.

17. AMENDMENTS

Any and all matters not specifically covered by the preceding rules and regulations or contained in the Exhibitor Service kit, shall be subject to the decision of PSBTA. PSBTA shall have the full power to interpret, amend and enforce these rules and regulations, provided any
amendments, when made, are brought to the notice of Exhibitors. Each Exhibitor, for itself and its employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with the preceding sentence.

18. VIOLATION OF ANY OF THE ABOVE TERMS AND CONDITIONS shall invoke all remedies at the discretion of PSBTA, including, but not limited to closure of the Exhibit space and the penalty of not exhibiting/ participating in future shows.

19. Confidentiality

The terms of this Contract are considered confidential between the PSBTA and the Exhibitor. By agreeing to the terms and conditions, the Exhibitor confirms the details of the sponsorship will not be disclosed to third parties, outside of the information made available on the event site. Should the Exhibitor disclose the confidential terms of the Contract to a third party, this is considered a forfeiture of Exhibit and Sponsorship fees paid and participation is dismissed from the event and potentially from future events.

 

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APPENDIX A

SPONSOR DELIVERABLES

1. Diamond – $30,000

1.1. One 10’x20′ Premium Booth selection on the exhibit floor
1.2. Branded as Diamond Level premium
1.3. Free booth electricity
1.4. 10 attendee registrations
1.5. Promotional social media package & email campaign x 6 on PSBTA & ATFN

1.5.1 Posted 6 weeks leading up to the event, every week (duration of 6 weeks)
1.5.1.1 ATFN

a) 728×90 Banner (rotating with others)
b) One 1200 word sponsored content piece in ATFN newsletter

1.5.1.2 PSBTA Marketing (extends into the month of event)

a) Social Media posts
i. Per PSBTA marketing schedule
b) Webpage feature opportunities
ii. Per PSBTA marketing schedule
c) Audio clip/video
i. 2 clips, up to 25 seconds each

1.6. Personalized PDF with sponsor logo & PSBTA event information for Sponsor to share independently (Branded marketing)
1.7. Logo and biography featured in conference documentation and website
1.8. Logo featured before opening plenary
1.9. Private room for client engagements, 2 hours per day
1.10. Diamond designated area in the hallway (display logo, swag, materials – staffed or unstaffed by sponsor
1.11. Ability to set up approved banner display outside of Exhibitor Hall and other location in the conference area
1.12. One (1) speaking opportunity during the PSBTA Educational Program (One 50-minute session)
1.13. One 15-minute breakout session on Missions Innovations Track
1.14. One (1) speaking engagement, introduction to a plenary session relevant to the industry partner on the second day of the education program. MAX 5 minutes
1.15. One (1) Sponsor branded 5×7 insert in the PSBTA attendee bag
1.16. Full list of attendees provided after the event

2. Platinum – $20,000

2.1. One 10’x10′ Premium Booth selection on the exhibit floor
2.2. Branded as Platinum Level premium
2.3. Free booth electricity
2.4. 8 attendee registrations
2.5. Promotional social media package & email campaign x 4 on PSBTA & ATFN

2.5.1 Posted 4 leading up to the event weeks (duration of 4 weeks)

2.5.1.1. ATFN

a) 728×90 Banner (rotating with others)
b) One 600 word sponsored content piece in ATFN newsletter

2.5.1.2 PSBTA Marketing (extends into the month of event)

a) Social Media posts
i. Per PSBTA marketing schedule
b) Webpage feature opportunities
i. Per PSBTA marketing schedule
c) Audio/video clip, one (1)
i. Up to 25 seconds

2.6. Personalized PDF with sponsor logo & PSBTA event information for Sponsor to share independently (Branded marketing)
2.7. One 15-minute breakout session on Missions Innovations Track
2.8. One (1) speaking engagement, introduction to a plenary session relevant to the industry partner on the second day of the education program. MAX 5 minutes
2.9. Private client meeting room as available
2.10. Logo and biography featured in conference documentation and website
2.11. Logo featured before opening plenary
2.12. One (1) Sponsor branded 5×7 insert in the PSBTA attendee bag
2.13. Full list of attendees provided after the event

3. Gold – $12,000

3.1. One 10’x10′ Premium Booth selection on the exhibit floor
3.2. Branded as Gold Level premium
3.3. Free booth electricity
3.4. 5 attendee registrations
3.5. Promotional social media package & email campaign x 3 on PSBTA & ATFN

3.5.1. Posted 3 weeks leading up to the event (duration of 3 weeks)

3.5.1.1. ATFN

a) 300×250 Banner ad (rotating with others)

3.5.1.2. PSBTA Marketing (extends into month of event)

a) Social Media posts
i. Per PSBTA marketing schedule
b) Webpage feature opportunities
ii. Per PSBTA marketing schedule

3.6. Personalized PDF with sponsor logo & PSBTA event information for Sponsor to share independently (Branded marketing)
3.7. One (1) speaking engagement, introduction to a plenary session relevant to the industry partner on the second day of the education program. MAX 5 minutes
3.8. Logo and biography featured in conference documentation and website
3.9. Logo featured before opening plenary
3.10. One (1) Sponsor branded 5×7 insert in the PSBTA attendee bag
3.11. Full list of attendees provided after the event

4. Silver – $7,500

4.1. One 10’x10′ Premium Booth selection on the exhibit floor
4.2. Branded as Silver Level premium
4.3. Free booth electricity
4.4. 3 attendee registrations
4.5. Promotional social media package & email campaign x 2 on PSBTA & ATFN
4.6. Posted 2 weeks leading up to the event (duration of 2 weeks)

4.6.1. ATFN

a) 300×250 Banner ad (rotating with others)

4.6.2. PSBTA Marketing (extends into month of event)

a) Social Media posts
i. Per PSBTA marketing schedule
b) Webpage feature opportunities
ii. Per PSBTA marketing schedule

4.7. Personalized PDF with sponsor logo & PSBTA event information for Sponsor to share independently (Branded marketing)
4.8. Logo and biography featured in conference documentation and website
4.9. Logo featured before opening plenary
4.10. One (1) Sponsor branded 5×7 insert in the PSBTA attendee bag
4.11. Full list of attendees provided after the event

BOOTH SPONSORS

1. Standard Booth Sponsor $2,500

1.1. 10’ x 10’ Space Booth selection Inside the Exhibit Hall. First come, first serve.
1.2. 10’ Back Drape
1.3. 3’ Side Panels
1.4. 72″ x 30” Skirted Table
1.5. Two (2) Chairs
1.6. Wastebasket
1.7. Booth Identification Sign
1.8. Two (2) Exhibitor Badges
1.9. Recognition in Onsite Conference Program
1.10. Listing in Pre-Conference Exhibitor List Email to Attendees

2. Table Sponsor $2,000

2.1. Table Selection in the Grand Hallway. First come, first serve.
2.2. 72″ x 30” Skirted Table
2.3. Two (2) Chairs
2.4. Wastebasket
2.5. Booth Identification Sign
2.6. Two (2) Exhibitor Badges