This policy outlines the exhibit booth selection and assignment process for the SDMS Annual Conference. Booth space is allocated through a First Right of Refusal process for prior-year sponsors, followed by fulfillment of qualifying trade or barter agreements, and then general exhibit sales.
First Right of Refusal - Prior Year Sponsors
- Beginning in January, SDMS staff will extend a First Right of Refusal opportunity to companies that sponsored the previous year’s SDMS Annual Conference. SDMS staff will define and communicate the First Right of Refusal response window each year.
- Sponsors who choose to re-commit and execute the required agreement may select their exhibit booth location in advance of sponsorship, advertising, and exhibit sales opening to the public.
- Booth selection will be handled on a first-come, first-served basis, based on the order in which sponsors confirm their re-commitment within the designated First Right of Refusal period.
- If a prior-year sponsor declines or does not respond by the stated deadline, their First Right of Refusal and advanced booth selection opportunities will be forfeited.
- If a company is assigned a booth during the First Right of Refusal process and fails to execute the agreement or remit payment within the stated timeframe, or later reduces or cancels its commitment, SDMS reserves the right to release or reassign the booth space at its sole discretion.
Trade/Barter Agreements
SDMS may have trade or barter agreements in place that include exhibit booth space as part of the agreement.
- Booth placement associated with trade or barter agreements will be determined by SDMS based on agreement value, deliverables, and event layout considerations.
- These agreements may supersede the standard booth selection process.
General Exhibit Sales
After completion of the First Right of Refusal process and fulfillment of any trade or barter agreement obligations, remaining exhibit booth space will be made available through general exhibit sales.
- Sales will open publicly following the conclusion of the First Right of Refusal period on a date determined by the SDMS.
- Booths will be sold on a first-come, first-served basis within the SDMS Exhibitor Management System (EMS), based on completed purchase and payment terms.
- Selection will be based on availability at the time of purchase.