Sponsor and Exhibitor Terms and Conditions

By completing, submitting and paying for an exhibitor and/or sponsorship agreement, your company is agreeing to the following terms.

All representatives registered under an exhibitor and/or sponsor company is also agreeing to the general registration terms and conditions of this conference.

Full payment must be received 30 days from the date you registered as an exhibitor and/or a sponsor.

Use of logos: The CLHIA Claims and Anti-Fraud Conference will use supplied sponsor and exhibitor company logos in conference communications and marketing. Sponsor may use the CLHIA logo to advertise involvement in the event. Visit www.clhia.ca/brand to download the CLHIA logo and review our brand guidelines.

Audio visual: All conference sessions will use the preferred audio-visual supplier and technology tools selected to run the conference. In order to participate in the conference no other technology can be used without prior approval.  

Keynote remarks and presentations: For opportunities including remarks, all copy must be reviewed and approved by the conference committee by the deadline date communicated. Presentations must be submitted in advance for review and approve by the deadline date.  

Cancellations and Refunds: Sponsors or exhibitors may cancel their contract without penalty within forty-five (45) business days before the first day of the event. Cancellations received within this period will be eligible for a full refund, minus a $100 administration fee. Refunds will be issued by EFT and processed within ten (10) business days of the request being received. To cancel, send an email to events@clhia.ca.

Cancellation requests received after that date are non-refundable. Paid fees may not be transferred between events or carried forward to future years.

Cancellation of sponsorship add-ons will be automatic with the cancellation of a sponsorship agreement. Add-on refunds without penalty is seven (7) business days from the start of your contract. Add-ons cancelled within sixty (60) days before the first day of the event are eligible for a refund less a $100 administration fee Additional fees may apply if promotional and/or activation items have been secured to full-fill the add-on benefit.

Change of date or cancellation: The CLHIA reserves the right, at its sole discretion, to change the date or dates upon which the event is to be held and shall not be liable for damages or otherwise by reason of any such change. In addition, the CLHIA will not be liable for damages for failure to carry out the terms of this contract in whole or in part when such failure is caused directly or indirectly by or in consequence of pandemic, fire, storm, flood, war, rebellion, insurrection, riot, civil commotion, strike, or by any cause whatsoever beyond the control of the CLHIA, whether similar to or dissimilar from the causes enumerated herein. Notification of a change of date will be communicated to the sponsor or exhibitor company immediately and all sponsor and exhibitor entitlements will be carried forward. In the event of cancellation, the sponsor or exhibitor will be offered a new sponsorship opportunity, or a refund.

Registration list access: A list of registrants of those who have expressly given permission to be contacted by sponsors of this conference by opting in on the registration form, will be shared with Diamond, Platinum, and Gold sponsors only. The list will be sent two weeks ahead of the conference date. The sole purpose of the list is to understand who will be attending the event and to connect with registrants about topics related to this event only. It is not meant for marketing and/promotional communication after the event.

Registration badges: All badges will be clearly identifiable at the conference by type. All sponsor and exhibitors passes whether included or purchased include entry to the keynote and plenary sessions, breakout sessions, trade show floor, welcome reception, refreshments, social night, as well as complimentary access to PDFs of the presentations made available after the conference has concluded. Admission to every session, room, or meeting area is not guaranteed, as admission is subject to room capacity and other requirements and some sessions may be restricted to CLHIA Members only

Exhibitor badges are for exhibit staff who are assigned to work in the booth and include access to the conference and trade show. Please honour the intent of the exhibitor badge; individuals from exhibiting organizations who wish to attend the conference should purchase an individual attendee badge for the conference. For security reasons, badge swapping or sharing of access credentials is not permitted.