The Midwest Foot & Ankle Conference
March 26-29, 2026 | Chicago Marriott Downtown Magnificent Mile
540 N Michigan Avenue, Chicago, IL 60611
themidwestfac.org | exhibits@themidwestfac.org | 312-201-6771
Please review these rules and regulations carefully as they may have changed. Checking the box on the application binds you and your company to this contract and the terms expressed herein.
BOOTH SPACE
Exhibit space is selected on a first-come, first-served basis and will not be reserved until completed applications and required payments are received by The Midwest Foot and Ankle Conference. Booths vary in size, ranging from 10’x16‘ to tabletop displays. All display material is restricted to a maximum height of 36″ except for the back wall of the display, which is limited to 8′ in height and ½ the length of the booth in depth for 8’x10′, 10’x10’, and 10’x16‘ booths. Each booth requires NAME BADGE admission to the exhibit area by official Conference badge only, which must be worn at all times when in the exhibit area. Badges are only assigned to employees of an exhibiting company. Additional badges may be purchased upon registration.
PRODUCTS/SERVICES EXHIBITED
Products or services exhibited (or referred to) must be those related to the interests and educational values of The Midwest Foot and Ankle Conference and commonly manufactured or supplied by the exhibitor. Exhibitors may only exhibit products/services approved by The Midwest Foot and Ankle Conference. The Midwest Foot and Ankle Conference may refuse to accept the application of any company or person whose display of goods or services is not compatible, in the sole opinion of The Midwest Foot and Ankle Conference, with the general character and objectives of The Midwest Foot and Ankle Conference.
TERMS OF PAYMENT
Payment Terms: Payment for exhibit booth space is due in full at the time of reservation. Booth reservations are not confirmed until full payment is received. Cancelation and Refund Policy: Cancellations received on or before February 27, 2026, will be eligible for a refund less a $500 administrative fee. No refunds will be issued for cancellations received after February 27, 2026. All payments made after this date are deemed fully earned and non-refundable as liquidated damages for administrative and logistical costs incurred. If the exhibitor fails to occupy the exhibit space by 7:00 pm CT on March 25, 2026, or withdraws from the event for any reason, the Conference reserves the right to reassign the space without refund. Chargeback Waiver and Dispute Resolution: By submitting an exhibitor application and submitting payment, the exhibitor expressly waives the right to initiate any chargeback or payment dispute through their credit card provider or financial institution for payments made under this agreement. All payment disputes must be submitted in writing to The Midwest Foot & Ankle Conference for resolution. No dispute or chargeback will be accepted without written agreement from both parties. The exhibitor agrees that chargebacks not authorized by the Conference may be pursued for collection, legal fees, and damages incurred as a result of the unauthorized action. Acknowledgement: By submitting payment and the exhibitor application, the exhibitor acknowledges and agrees to these terms and affirms that they understand their payment is final, subject to the terms above, and that they will not initiate any unauthorized payment disputes.
CANCELLATION
In the event that the Conference shall not be held for any reason whatsoever, then and thereupon, the contract for exhibit space shall be terminated. In such case, the exhibitor shall waive all damages and claims for damages and agrees that the sole liability of the Midwest Foot and Ankle Conference will be to return to exhibitors their space payment on a pro-rata basis after deduction of all Conference costs and expenses incurred by the Midwest Foot and Ankle Conference through the date of cancellation, an administrative fee, non-refundable fees, and overhead charges.
SUBLETTING AND USE OF SPACE
Exhibitors shall not assign or sublet any space allotted to them and shall not advertise or display goods other than those manufactured or sold by them in the regular course of their business. No person, firm or organization that has not contracted with The Midwest Foot and Ankle Conference for occupancy of exhibit space will be permitted to display or demonstrate any products, processes or services, solicit orders, wear exhibitor identification badges, or distribute advertising or other materials at the Conference. Any infringement of this regulation will result in prompt removal of the offending person(s). The Midwest Foot and Ankle Conference does not in any manner endorse any of the products or services related to the exhibits which have been accepted for display during the Conference.
EMPTY CONTAINER STORAGE
All empty containers, cartons, fiber cases and skids MUST be placed in empty storage with Valley Expo Displays or stored in an offsite location no later than 8:00 am the morning of show open. There is zero tolerance for Exhibitors storing these items behind the drapes or underneath tables. The Chicago Fire Marshal will conduct a thorough walk-through several times to ensure compliance with these regulations.
BADGES
Admission to the exhibit area will be by official Conference badge only, which must be worn at all times when in the exhibit area. Exhibiting companies will be limited to allotment provided with booth or sponsor packages purchased. Badges are only assigned to employees of an exhibiting company. Guests of exhibiting companies must be approved by the Midwest Foot and Ankle Conference and purchase exhibit hall-only passes. Badges are non-transferable.
HOTEL RESERVATIONS
To secure the amount of meeting and exhibit space required to hold our conference, The Midwest Foot and Ankle Conference must guarantee our exhibitors and attendees will occupy hotel rooms at the Chicago Marriott Downtown Magnificent Mile. If we do not meet or exceed this guarantee, we incur financial penalties that will increase the cost for exhibitors and attendees. It is REQUIRED that all exhibitors stay within the official room block to ensure we meet our commitment. Exhibitors in violation are subject to a fee and loss of priority points.
EXHIBIT SPACE ACTIVITIES
Business activities, circulars and advertising material of the exhibitor shall only be conducted and/or distributed within the exhibit space assigned to the exhibitor. Exhibitors are prohibited from conducting any activities on the outside grounds, parking area, or elsewhere inside of the Chicago Marriott Downtown Magnificent Mile without prior consent. Exhibitors are required to keep the assigned exhibit space in good order at all times. Exhibitors may not place anything in the aisles during open hours. Promotional activities considered objectionable and not in the best interest of The Midwest Foot and Ankle Conference and its purpose of education will be expressly prohibited. All unusual or atypical promotional activities, in The Midwest Foot and Ankle Conference‘s sole discretion, must be approved in writing by The Midwest Foot and Ankle Conference no later than sixty (60) days prior to the opening of the Conference.
EXHIBITOR/SALES ACTIVITIES
Exhibitors/Sponsors will not host any onsite or offsite activities that interfere with scheduled MFAC educational programming or events during the March 26-29, 2026 conference dates. All exhibitor/sponsor activities scheduled outside of The Midwest programming or events that include any of The Midwest attendees must be approved through The Midwest Foot and Ankle Conference to ensure no conflicts with The Midwest programming or events. Violation of this may result in the exhibitor being unable to return and participate in future conferences.
FOOD & BEVERAGE
Only food and beverage purchased from the host hotel may be served on hotel property. The Hotel reserves the right to cease service of alcoholic beverages in the event that persons under the state mandated age limit are present at the function and attempt to receive service of alcoholic beverages. Hotel further reserves the right to deny alcoholic beverage service to guests who appear to be intoxicated.
SOUND & AUDIOVISUALS
Audiovisual and other sound and attention-getting devices are permitted only in such intensity as, at the sole discretion of The Midwest Foot and Ankle Conference, does not interfere with the activities of other exhibitors. Videos purely for entertainment, without educational or informational value, will not be permitted. The Midwest Foot and Ankle Conference reserves the right to restrict any or all audio and/or visual exhibits that may be objectionable or to order the removal of any or all portions of an exhibit space that The Midwest Foot and Ankle Conference deems is detrimental to or distracts from the common order of the exhibit hall.
USE OF DIAGNOSTIC IMAGING EQUIPMENT
In compliance with the recommendation of the U.S. Department of Health and Human Services, exhibitors shall not demonstrate diagnostic imaging equipment using either ionizing or non-ionizing radiation (including diagnostic ultrasound). In addition, demonstrations of activated therapeutic lasers are prohibited.
FDA REGULATIONS
Exhibitors will comply with all applicable Food and Drug Administration (FDA) regulations, including, without limitation, FDA restrictions on the promotion of investigational and pre-approved drugs and devices and the FDA prohibition on promoting approved drugs and devices for unapproved uses. Any product not FDA-approved for a particular use or not commercially available in the US may be exhibited only if accompanied by easily visible signs indicating the status of the product.
CONTRACTOR SERVICES
The Midwest Foot and Ankle Conference has selected Valley Expo Displays as its Official Service Contractor to provide services in the exhibit area. Complete information, instructions, and schedule of prices regarding shipping, drayage, labor for installing and dismantling, furniture, etc., will be included in the Exhibitor Services Kit available from Valley Expo Displays after spaces have been confirmed. Valley Expo Displays is the official hotel provider of cleaning services. All exhibitors using the services of an outside contractor must provide the following information to The Midwest Foot and Ankle Conference no less than thirty (30) days before the start of the exhibit: name and address of contractor, name(s) of supervisors in attendance, name(s) and/or number of regular employees in attendance, certificate of liability and worker’s compensation insurance, written statement that such contractor will comply with all rules and regulations of the Conference including observance of local labor rules and regulations and assurance that the nonofficial contractors will be responsible to Valley Expo Displays regarding move-in and move-out scheduling. Labor other than permanent employees of the exhibitor must be furnished through Valley Expo Displays.
SHIPPING INSTRUCTIONS
All exhibit material and equipment must be consigned to Valley Expo Displays. Please review the Valley Expo Displays Exhibitor Services Kit for instructions on shipping materials.
BOOTH AND SIGN INFORMATION
All booth draperies are fireproofed and conform to the fire regulations of the City of Chicago. Drapery back walls are 8 feet in height and side dividers are 3 feet high. Booth dimensions are 8’x10′, 10’x10’ or 10’x16’. An identification sign 7″ x 44″in dimension will be provided with each exhibit space.
FURNISHINGS AND EQUIPMENT
Exhibit space is equipped with pipe and draping, a 6-foot skirted – 30-inch-high table; 2 plastic side chairs; a wastebasket, a 17” x 11” sign (the facility is already carpeted, no additional carpeting will be provided). To enhance the appearance of your booth, carpeting and additional furnishings may be rented from Valley Expo Displays. Additional furniture and equipment may be rented from Valley Expo Displays, 4950 American Road, Rockford, IL 61109, (877) 332–4292. Order forms will be included with your Exhibitor Service Packet. Additional electrical services can be rented from Valley Expo Displays, via the exhibitor services kit. All electrical equipment must conform to the City of Chicago electrical code and must be approved by the Underwriters Laboratory (U.L.) or another recognized laboratory. Further specifications are available from Valley Expo Displays.
FLAMMABLE MATERIALS
Combustible or flammable decorations such as crepe paper, tissue paper, cardboard, corrugated paper, etc., shall not be used in the exhibit area. Helium balloons of any size and/or description are expressly forbidden. All packing containers, excelsior, wrapping paper, etc., are to be removed from the floor and must not be stored under tables or behind displays. Exhibitors represent and warrant that they shall comply with all national, state, and local fire regulations and accept full responsibility for such compliance.
SECURITY
The Midwest Foot and Ankle Conference provides security guard service during exhibit hours to restrict access to meeting registrants displaying valid name badges. Although security personnel may be on-site during exhibit hours, The Midwest Foot and Ankle Conference, Chicago Marriott Downtown Magnificent Mile, and Valley Expo Displays shall have no liability whatsoever for theft, loss, or damage to property belonging to exhibitors, their agents, employees, business invitees, visitors, or guests.
LIABILITY
Exhibitor shall be fully responsible to pay for any and all damages to property owned by Chicago Marriott Downtown Magnificent Mile, its owners or managers that result from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify, and hold harmless Chicago Marriott Downtown Magnificent Mile, The Midwest Foot and Ankle Conference, and their owners, managers, officers or directors, agents, employees, subsidiaries, and affiliates from any damages or charges resulting from Exhibitor’s use of the property. Exhibitor’s liability includes all losses, costs, damages, or expenses arising from or out of or because of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, the Hotel or any part thereof.
INSURANCE
All property of the exhibitor is understood to remain under its custody and control in transit to and from and within the confines of the exhibit area. The Midwest Foot and Ankle Conference and the Chicago Marriott Downtown Magnificent Mile do not provide insurance covering exhibitor’s property, and exhibitor expressly waives and releases any claim or demand it may have against them by reason of any damage to or loss of property of the exhibitor. The exhibitor shall carry comprehensive general liability coverage, including premises, operations, and contractual liability coverage of at least $500,000 for personal injury liability, $1,000,000 for personal damage liability, and statutory workmen’s compensation with employer’s liability with a limit of at least $100,000. Certificates of insurance must be furnished to The Midwest Foot and Ankle Conference with final booth payment. The Midwest Foot and Ankle Conference and the Chicago Marriott Downtown Magnificent Mile shall be listed as additional insured on the certificate of insurance. Address for MFAC: 332 S. Michigan Ave, Suite 121-5468, Chicago, IL, 60604.
NEED INSURANCE? Purchase a certificate of insurance here.
AMERICANS WITH DISABILITIES ACT
The exhibitor represents and warrants i) that its exhibit will be accessible to the full extent required by law; ii) that its exhibit will comply with the Americans with Disabilities Act (“ADA”) and with any regulations implemented by that Act; and iii) that it shall indemnify and hold the Midwest Foot and Ankle Conference harmless from and against any and all claims and expenses, including attorneys’ fees and litigation expenses, that may be incurred by or asserted against the Midwest Foot and Ankle Conference, its officers, directors, members, agents or employees on the basis of exhibitor’s breach of this paragraph or non-compliance with any of the provisions of the ADA.
ENTERTAINMENT
The exhibitor agrees not to sponsor group functions such as luncheons, receptions, speeches or other activities during periods when exhibits, meetings or regular conference events are scheduled that would in any way interfere with attendance at regular activities or induce visitors away from the exhibition or sessions. THE EXHIBITOR MUST CLEAR WITH MFAC STAFF ANY INTENDED GROUP FUNCTIONS INTELLECTUAL PROPERTY Exhibitor shall obtain any and all licenses or grants of authority required under the copyright laws, including, but not limited to, those relating to the performance of music, whether live or recorded. Copies of such licenses and grants will be furnished to the Midwest Foot and Ankle Conference no less than thirty (30) days prior to the start of the Conference. In addition, exhibitor represents and warrants that it shall not display any product or related materials or take any action that infringes on the intellectual property rights of others, including, without limitation, copyright, patent, or trademark rights.
INTELLECTUAL PROPERTY
Exhibitor shall obtain any and all licenses or grants of authority required under the copyright laws, including, but not limited to, those relating to the performance of music, whether live or recorded. Copies of such licenses and grants will be furnished to The Midwest Foot and Ankle Conference no less than thirty (30) days prior to the start of the Conference. In addition, exhibitor represents and warrants that it shall not display any product or related materials or take any action that infringes on the intellectual property rights of others, including, without limitation, copyright, patent, or trademark rights.
PHOTOGRAPHY/MULTIMEDIA DISCLAIMER
The Midwest Foot and Ankle Conference (MFAC) reserves the right to use any photograph/videography or other, similar reproductions or recordings taken during the Midwest Foot and Ankle Conference or at any event sponsored by the Midwest Foot and Ankle Conference. The Midwest reserves the right to use any photograph/videography without the written permission of those included within the photograph. Photographs may be used in publications or other forms of media produced, used, or contracted by The Midwest. This includes, but is not limited to: magazines, web sites, social media, blog, presentations and other marketing materials. The Midwest Foot and Ankle Conference reserves the right to utilize photographs taken during the Conference at their discretion, without the expressed written consent of the original owner. Any person attending The Midwest Foot and Ankle Conference who does not wish to have their image recorded for distribution should make their wishes known to the photographer and/or the event organizers. Any person or organization not affiliated with the MFAC may not use, copy, alter or modify The Midwest photographs, graphics, videography or other, similar reproductions or recordings without the advance written permission of the MFAC.
OTHER REGULATIONS
The Midwest Foot and Ankle Conference shall have the sole authority to interpret and enforce all rules and regulations governing exhibitors and the Conference. Any and all matters not specifically covered herein are subject to decision by The Midwest Foot and Ankle Conference. These rules and regulations may be amended at any time by the Midwest Foot and Ankle Conference upon written notice to all exhibitors. Each exhibitor expressly agrees to be bound by the rules and regulations set forth herein and by any amendments thereto adopted by The Midwest Foot and Ankle Conference from time to time. Any exhibitor or exhibitor representative who, in the opinion of The Midwest Foot and Ankle Conference, conducts itself unethically may immediately be dismissed from the Conference without refund or other appeal.
VIOLATION OF RULES
Any violation of these Rules and Regulations by exhibitor may, at The Midwest Foot and Ankle Conference‘s discretion, result in denial of access to the exhibit area, denial of exhibit space installation, closing or removal of the exhibitor’s exhibit space, loss of Exhibitor Rewards and/or prohibition on future participation in Conferences. In the event exhibitor violates the Rules and Regulations and is prohibited from continued use of the exhibit space, exhibitor’s exhibit space fee, or any portion of it, is nonrefundable.
APPLICABLE LAWS
This contract shall be governed by the laws of the State of Illinois. Exhibitor shall abide by these Rules and Regulations, as well as any rules and regulations of the Chicago Marriott Downtown Magnificent Mile, the policies of Valley Expo Displays, including, without limitation, the terms and conditions set forth in its Exhibitor’s Manual, and all applicable local, state, federal or other laws, rules and regulations.
SEVERABILITY
Should any part of this contract be found by a court of law to be void, unconstitutional, or unenforceable, the remaining provisions shall remain in full force and effect