Exhibit Rules

Application and Eligibility

Application for booth space must be made online via the CDS website and contain the information as requested and be executed by an individual who has authority to act for the applicant. This exhibition is designed for a virtual display and demonstration of products and services relating to the practice of dentistry and the professional and commercial education of those individual attending the 2021 Midwinter Meeting.  

Each applicant acknowledges and agrees that the CDS will not be responsible for any damages, losses, costs, expenses, or contractual liabilities incurred by the applicant prior to receipt of the final notice of acceptance or denial of exhibit space.  The CDS’s maximum liability will not, in any case, exceed the applicant’s rental payment made to the Chicago Dental Society.

CDS shall determine the eligibility of any company, product, or service. CDS may reject the application of any company whose display of goods or services is not compatible, in the sole opinion of the CDS, with the educational character and objectives of the exhibition. In the event an application is not accepted, any paid space fees will be returned.

Payment Procedures

Booth payments are payable by check or credit card in USD funds only.

Applications will not be processed, or space assigned without submitting the completed application and payment in full. 

Cancellation and Refund Policy

All cancellations must be submitted in writing.

Cancellations not submitted in writing will not be honored.

A 50% penalty of the cost of the total booth space contracted will be imposed with a written cancellation received by December 31, 2020. 

No refunds will be made or cancellations accepted on or after this date.

Assignment of Virtual Booth Space

Space will be assigned on by basis of seniority and/or according to the date on which the contract and payment are received.

Exhibition Personnel Registration

Exhibitor personnel registration begins November 2 and Each exhibiting company will receive complimentary booth personnel badges based on the virtual booth package selected.

Your password will be issued on November.

Each booth personnel registered will have access to the live video and text chat, and email communication.

  • Standard booth includes eight (8) booth staff
  • Enhanced booth includes 12 booth staff
  • Premium booth includes 16 booth staff
  • Platinum booth includes 30 booth staff

Exhibitors can sign up to attend lectures.  Each lecture is priced at $50.  CDS is offering lecture packages which will allow for 9 lectures to be viewed live and the balance available on demand.  The package pricing is:

  • November/December: $145 per person
  • January/February/March: $169 per person

There will be 118 live courses over the three-day meeting.  Each course runs 90 minutes in length.  The course schedule is:

  • Thursday – Saturday
  • 8 – 9:30 a.m.
  • 11 a.m. – 12:30 p.m.
  • 2– 3:30 p.m.

    Exhibitor Code of Conduct

    All exhibits submitted for display at the Midwinter Meeting are subject to review.

    Exhibition is restricted to companies that are in good financial standing with CDS.

    CDS is under no obligation to extend application privileges to any company regardless of whether or not said company has exhibited previously

    All products and services exhibited must be germane to, effective and useful in the practice of dentistry.

    Products that fall under FDA guidelines must have FDA certification to exhibit.

    An exhibitor may not display and product or advertisement for any product that infringes on the registered trademark, copyright, or patent of another company.

    Exhibits must not be deceptive or misleading

    Alcoholic beverages and tobacco products are not eligible for exhibition. Non-nutritive sweeteners, special purpose foods or dietary supplements are eligible only when product statements of properties, performance, nutrient values, and beneficial results are such that they can be verified by adequate data available in well-accepted literature.  Books and electronic media related to the practice of dentistry or of interest to dentists and their families are eligible for exhibition

    Promotions that simulate editorial content must be clearly identified as advertising.  And, the word advertising must be prominently displayed.

    The advertisement/display of goods or services other than those manufactured, distributed, or sold by the exhibitor in the regular course of business and identified in the exhibitor contract is prohibited.

    An exhibitor may not assign, sublet, or apportion all or any part of the contract booth, nor may an exhibitor permit the display, promotion, sales or marketing of non-exhibitor products and services. An exhibitor shall not place any name signs or logos in any part of the virtual booth.

    Interviews, demonstration, and distribution of literature or samples must be made within the virtual booth area assigned to the exhibitor.  Canvassing or distributing of advertising outside the exhibitor’s own virtual space will not be permitted.

    Exhibitors are allowed to sell items provided that sales transactions be conducted only within the proximity of the exhibitor’s own virtual booth.

    Virtual events sponsored by the exhibitors must receive prior written approval of the CDS.  No entertainment may be scheduled to conflict with the CDS official program hours, activity hours or virtual exhibit hours.

    Exhibitors may not conduct research or surveys or publish any information gathered at the CDS virtual Midwinter Meeting without prior written consent from the CDS.

    Rules and Regulations

    Activities Outside of Booth Space

    Exhibitors may only engage with attendees in the virtual exhibit hall.  Exhibitors may promote their products by sponsoring a session in the Corporate Learning Center or in the New Product Demonstration or New Product Showcase forum.  (See sponsorship section for further details)

    Sales By Non-Exhibiting Companies

    Solicitation by non-exhibitors is prohibited. Firms and representatives not assigned exhibit space are prohibited from soliciting business in the virtual platform.  Violators of this prohibition will be banned from the platform.<

    Exhibitor-Sponsored Contests

    Exhibitors who want to sponsor any type of contest, raffle or drawing for prizes must obtain approval from the CDS. The exhibitor musty comply with the following rules:

  • The exhibitor must comply with all local, state, and federal laws (Illinois) that apply to such raffles, contests, or drawings.
  • Contest, raffle or drawing rules must be posted at the booth.
  • Contest, raffle, or drawing must allow all attendees (*excluding exhibitors) to be able to enter.
  • Within the rules of eligibility, date and time of drawing, contest or raffle, and words of "no purchase necessary to enter," in prominent print and how winners will be notified, etc.
  • Exhibitor must provide the names of the winners to CDS.
  • Cancellation

    The CDS reserves the right at its sole discretion to cancel any exhibit application or agreement at any time if the applicant has violated, or the CDS reasonably believes that the applicant will violate, any of these exhibit rules and regulations or has engaged in or is engaging in any activity that reflects negatively on the CDS’s image, goodwill, reputation or acceptance by its members or the public.  The CDS will not be liable for special, consequential or incidental damages, loss or expense, directly or indirectly arising from, or in connection with, the cancellation of this exhibit notwithstanding notice to the CDS of the possibility of such damages, loss or expense.  The CDS’s maximum liability will not be any case exceed the rental payment made to the CDS by the exhibitor.

    Indemnification & Insurance

    By submitting an Application and Contract for Virtual Exhibit Space, Exhibitors agrees to indemnify, hold harmless and defend the Chicago Dental Society, CadmiumCD, Advanced Tradeshow Technology, and Freeman and each of their affiliates and subsidiaries, and each of their directors, members, officers, agents, employees, and representatives (each an “Indemnified Party”), from all claims, losses, liabilities, damages, actions, judgments, penalties, costs and expenses (including attorney fees and costs) arising in, at, out of or in connection with the Exhibitor’s virtual exhibit or the design, maintenance, conduct, use, or operation of such exhibit or any part thereof, by Exhibitor of its officers, directors, employees, agents, representatives, invitees, agents or contractors.  Such indemnification shall be effective regardless of any claim of negligence on the part of any Indemnified Party.  This provision shall be construed to be incorporated into the Application.

    Each party agrees to indemnify and hold harmless the other, its agents, and employees from and against all claims, liabilities, and expenses, including reasonable attorneys’ fees, arising from acts, omissions, or breach of this Agreement by the party or its agents or employees.  The parties shall each maintain appropriate and sufficient insurance to cover their obligations under this Agreement.

    By submitting an application and contract for exhibit space (application), exhibitor agrees that any disputes arising or relating to exhibitor’s exhibition or application to exhibit at the CDS Midwinter Meeting 2021 will be governed by and construed in accordance with the laws of the State of Illinois without giving effect to any conflict of law provisions thereof.  All claims, actions, proceedings, and disputes arising out of the application, these rules and regulations or CDS exhibiting standards shall be commenced exclusively in the federal and/or state courts sitting in Cook County, Illinois and all parities consent to personal jurisdiction in Illinois.