OHIMA 2025 Trade Show - Exhibitor Terms

Updated: March 2024

By reserving and paying for a booth, you agree to the exhibitor terms outlined here.

Exhibitor shall be liable for the total payment due, whether or not exhibitor actually participates in the event or uses the full space or number of booths to which it is committed. Booth refunds can be requested through December 31, 2024. No refunds of any kind will be made for vendor withdrawal after December 31, 2024.

Booth selection is reserved when full payment is received. OHIMA in its sole discretion reserves the right to add, alter, or delete the layout of the floorplan at any time. OHIMA has the right to postpone, shorten, or cancel the event. If the event is canceled, the agreement will be terminated with no liability to organizer except that organizer shall be obligated to refund booth fees paid by exhibitor.

Liability. The venue and OHIMA will take reasonable precautions to protect against loss or damage; however, the parties named herein shall not be held liable for any loss, damage, inconvenience, injury or theft that may occur to the exhibitor, exhibitor’s employee or exhibitor’s property. Exhibitors are encouraged to safeguard their property at all times. 

Force majeure. No party shall be liable or responsible to the other party, or be deemed to have defaulted under or breached this agreement, for any failure or delay in fulfilling or performing any term of this agreement, when and to the extent such failure or delay is caused by or results from acts beyond the impacted party's reasonable control, including, without limitation, the following force majeure events: (a) acts of god; (b) flood, fire, earthquake, other potential disaster(s) or catastrophe(s), such as epidemics, or explosion; (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (d) government order, law, or actions; (e) embargoes or blockades in effect on or after the date of this agreement; (f) national or regional emergency; (g) strikes, labor stoppages or slowdowns, or other industrial disturbances; (h) telecommunication breakdowns, power outages or shortages, lack of warehouse or storage space, inadequate transportation services, or inability or delay in obtaining supplies of adequate or suitable materials; (i) other similar events beyond the reasonable control of the impacted party.

In no event shall OHIMA or venue or any of their officers, directors, employees, agents, contractors, representatives, affiliates and assignees be liable for consequential, indirect, incidental, special, exemplary, punitive or enhanced damages, lost profits or revenues or diminution in value, arising out of, or relating to, and/or in connection with their acts or omissions or any breach of this agreement, regardless of (a) whether such damages were foreseeable, (b) whether or not organizer or the venue was advised of the possibility of such damages and (c) the legal or equitable theory (contract, tort or otherwise) upon which the claim is based. In no event shall OHIMA's aggregate liability arising out of or related to this agreement, whether arising out of or related to breach of contract, tort (including negligence) or otherwise, exceed the total of the amounts paid to organizer pursuant to this agreement. Claims arising under or in connection with this agreement must be made in writing within thirty days after the last day of the event, and failure to give such notice shall constitute a waiver of any claims.

OHIMA is a component state association of the American Health Information Management Association (AHIMA). OHIMA is an independent legal entity and not a partner or agent of AHIMA. AHIMA does not review or control, and is not responsible for, any obligation OHIMA may incur or any liability to which OHIMA may be subject.