Terms and Conditions Download
Event Management & Venue Rules
The Event is organized and managed by NHA. NHA may interpret, amend, and enforce these Terms to support a safe, fair, and professional marketplace. Exhibitors must comply with all policies of the Phoenix Convention Center and with all applicable laws and regulations. NHA will provide notice of material amendments in a commercially reasonable manner.
Dates, Location & Schedule
Event venue: Phoenix Convention Center, Phoenix, Arizona. Target schedule (subject to change with written notice):
- Installation: Tuesday, September 22, 2026, 8:00 a.m.–5:00 p.m.; booth inspections 3:00–4:00 p.m.
- Exhibit Hours: Wednesday, September 23, 2026, 10:00 a.m.–5:30 p.m.; Thursday, September 24, 2026, 10:30 a.m.–5:30 p.m.
- Dismantle: Thursday, September 24, 2026, 5:30–10:30 p.m.; Friday, September 25, 2026, 8:00 a.m.–12:00 p.m. Exhibitors must plan travel accordingly. Schedule updates will be provided in writing.
Space Selection & Floor Plan
Initial selection follows a priority points process based on a combination of NHA membership, total spend (inclusive of membership, sponsorship during the fiscal year), Clean Currents exhibitor tenure, and size of exhibit space, followed by first-come, first-served. The floor plan and specific locations may change to optimize traffic flow and safety. NHA may assign, reassign, or adjust space as needed.
Rates & Payments
Standard inline 10’×10′: $5,625; NHA Member inline 10’×10′: $4,075; add $200 per corner. A 50% deposit is due by April 15, 2026; the balance is due by July 15, 2026. Payments are accepted via bank transfer, wire transfer, credit card, or USD check payable to “National Hydropower Association.” Exhibitor is responsible for its banking fees. Failure to pay when due may result in the release of space and assessment of liquidated damages as set forth below.
Cancellations & Reductions (Exhibitor)
Cancellations or downsizes must be submitted in writing. Refunds for full cancellations:
- By April 15, 2026: 100% refund.
- After April 15, 2026, and on/before July 15, 2026: 50% of the contracted booth fee refunded.
- After July 15, 2026: no refund (100% liquidated damages). For downsizes, the applicable cancellation charge applies to space removed; complimentary registrations adjust to the final size. In exceptional circumstances (e.g., natural disasters, serious medical emergencies), NHA may, at its sole discretion, review a written waiver request.
Event Cancellation, Postponement, or Relocation (Organizer)
If NHA cancels the Event, Exhibitor’s sole and exclusive remedy is a refund of exhibit rental fees actually paid. If NHA postpones or relocates the Event, Exhibitor may request a refund of exhibit rental fees; such refund is the limit of NHA’s liability. In each case, NHA will have no liability for Exhibitor’s incidental or consequential costs (e.g., travel, shipping, build, or promotional expenses).
Installation, Operation & Dismantle
NHA sets installation and dismantle windows and may arrange build at Exhibitor’s expense if installation has not begun by 5:00 p.m., Tuesday, September 22, 2026. No part of a display may be installed or removed during open exhibit hours. All exhibits must remain intact until close of the Event. Materials must be removed by 12:00 p.m., Friday, September 25, 2026; uncollected freight may be reconsigned at Exhibitor’s expense via the official drayage contractor.
Children & Access Control
No one under 18 is permitted on the exhibit floor during installation and dismantle. Badges must be worn at all times in exhibit areas.
Contractor & Drayage Services
NHA will designate official contractors. Shipping, material handling, labor, electrical, furnishings, and other services are detailed in the Exhibitor Services Manual. Advance freight must be consigned per manual instructions. The venue and NHA are not responsible for loss or damage in transit or storage.
Booth Design & Display Rules
NHA follows IAEE Display Rules & Regulations. End-cap booths are not permitted. Linear booth height is limited to 8 ft in the rear 5 ft of the space; remaining frontage to aisle is limited to 4 ft in height, except as allowed for multi-booth configurations per IAEE rules. Island booths (20’×20’ min) may use the cubic content up to 20 ft in height; hanging signs must not exceed 20 ft to top and must remain within booth boundaries. Exhibitors are responsible for verifying on-site conditions (e.g., columns, utilities).
Use of Space; Subleasing; Conduct
All activity must occur within the contracted exhibit space. Exhibits must be conducted in a professional manner consistent with the Event’s educational purpose. NHA may restrict products, services, or conduct deemed inappropriate, unsafe, or competitive with NHA’s own offerings (including education or events) at NHA’s discretion.
Sales, Marketing & Off-Floor Promotion
Retail/over-the-counter sales and delivery are prohibited; order-taking for future delivery is permitted. Giveaways and prize drawings are allowed subject to applicable laws and good taste. Use of NHA or venue names, logos, or marks requires prior written approval. Unauthorized promotion outside the booth (e.g., parking lots, lobbies, hotel spaces) is prohibited without written approval.
Hospitality & Functions
Hospitality events, focus groups, tours, or meetings involving Event attendees during official Event hours require prior written approval and may not conflict with NHA programming. If exhibit space is canceled, NHA may request the venue to cancel related room blocks or function space booked under Exhibitor’s name; Exhibitor remains liable for hotel charges.
Canvassing & Solicitation
Non-exhibiting companies may not canvass or distribute materials in the exhibit area and may be removed. Solicitation of exhibitors (e.g., for advertising or competing events) requires NHA’s written permission.
Safety, Security & Prohibited Items
Exhibitor is responsible for compliance with all fire, safety, and health codes. Weapons of any type—functional or replica—are prohibited. NHA may implement reasonable security measures but makes no warranty of security. Exhibitor must safeguard its own property at all times.
Labor Rules & Freight Storage
Where required, Exhibitor will use union labor per local rules and contractor guidance. Onsite labor can be ordered via the official contractor. Empty crates and packing materials must be tagged and stored per contractor instructions; NHA is not responsible for their loss or damage.
Insurance
Before move-in, Exhibitor must maintain and provide proof of: (a) Workers’ compensation as required by Arizona law; (b) Commercial General Liability of at least US$1,000,000 per occurrence for bodily injury and property damage, including products/completed operations and contractual liability, covering the period from at least September 21, 2026 through close of move-out; and (c) Property insurance sufficient to cover Exhibitor’s own property. Certificates must name as additional insureds: National Hydropower Association; SB Expos & Events; City of Phoenix; and Phoenix Convention Center.
Indemnification
Exhibitor will defend, indemnify, and hold harmless NHA, its officers, directors, employees, contractors, agents, and the venue and its owner/operator from and against any third-party claims, losses, liabilities, damages, costs, and expenses (including reasonable attorneys’ fees) arising out of Exhibitor’s occupancy or use of the venue, its products or services, or the acts or omissions of Exhibitor or its employees, contractors, or invitees.
Limitation of Liability
To the maximum extent permitted by law, NHA will not be liable for lost profits, loss of business, incidental, special, exemplary, indirect, or consequential damages. NHA’s aggregate liability relating to the Event will not exceed the exhibit rental fees actually paid by Exhibitor to NHA for Clean Currents 2026. The foregoing limitations apply regardless of theory of liability and even if advised of the possibility of such damages.
Force Majeure
NHA will not be liable for any delay or failure to perform due to events beyond its reasonable control, including acts of God, weather, fire, flood, earthquake, labor disputes, civil disturbances, war, terrorism, public health emergencies, governmental orders, or utility interruptions. If a force majeure event materially impacts the Event, NHA may modify the Event (including dates/hours), relocate, postpone, or cancel, and the remedies in Section 6 will apply.
Intellectual Property & Photography
Exhibitor warrants it owns or has rights to display all materials and will not infringe any third-party IP. Venue or NHA marks may not be used without written permission. During exhibit hours, NHA’s official photographer/videographer may capture images or video from public aisles; Exhibitor will not unreasonably withhold permission for such exterior shots. Exhibitor controls recording within its booth and may deny competitor access. No cameras are permitted during setup, dismantle, or non-exhibit hours except by NHA and the official contractor.
Data & Privacy
Exhibitor will comply with applicable data protection laws when collecting personal information (e.g., via lead retrieval). Exhibitor must provide its own privacy disclosures and obtain any required consents.
Compliance & Code of Conduct
Exhibitor must comply with all applicable laws and regulations, including anti-bribery/anti-corruption, trade controls, and health and safety rules. Harassment or discrimination of any kind is prohibited. NHA may remove any person violating this policy without refund.
Remedies for Violations
If Exhibitor violates these Terms, NHA may, without refund, (i) close or dismantle the exhibit at Exhibitor’s expense; (ii) revoke badges; and/or (iii) deny future exhibiting privileges. These remedies are cumulative and in addition to other rights at law or in equity.
Governing Law & Dispute Resolution
These Terms are governed by the laws of the State of Arizona, without regard to its conflict of laws principles. The parties will negotiate in good faith to resolve disputes. Any unresolved dispute will be brought exclusively in the state or federal courts located in Maricopa County, Arizona, and the parties consent to personal jurisdiction and venue there. Each party waives any right to a jury trial to the extent permitted by law.
Entire Agreement; Order of Precedence; Severability
These Terms, together with the Exhibitor Services Manual, form the entire agreement regarding the subject matter and supersede prior discussions. In the event of conflict, these Terms control, then the Exhibitor Services Manual, then the website: www.cleancurrents.org. If any provision is unenforceable, it will be modified to the minimum extent necessary to be enforceable, and the remainder will continue in effect.