Rules & Regulations

BOOTH PLACEMENT

Premium Convention Exhibitors may select their own booth location. Selections are subject to availability and will be made upon registration and cannot be changed. If a Standard Convention Exhibit is purchased, HCUA staff will assign the booth by August 26, 2022 taking into account requests to not be placed by specific competing vendors. The Heartland Credit Union Association (HCUA) reserves the right to reassign booth space as necessary.

FEES AND PAYMENT

Exhibitor fees are $2,500 for a Standard Convention Exhibit and $5,000 for a Premium Convention Exhibit, if registered on or before July 1, 2022. Fees increase $500/$1000 for registrations between July 1 - August 19, 2022. To secure a booth, payment must be made online and received by HCUA. Additional fees apply for additional participants, hi-speed internet, shipping, additional furniture and electricity.

EXHIBIT HALL SPACE AND BENEFITS

Included in the exhibitor fee is an 10’x10’ booth area, Navy blue carpet, 8’ high Royal Blue and Silver back drape, one 6’ black skirted table (about 30-in height) with two (2) chairs, wastebasket, and identification sign. Exhibits shall be arranged to fit within individual booth spaces. Exhibits are restricted from obstructing the general view of neighboring exhibits. Two exhibitor badges are included in the exhibitor fee. Additional badges can be purchased for a 3rd or 4th representative for $500 each.

EXPO SERVICES

Viper Tradeshow Services is the new official service contractor for the Heartland Credit Union Association Annual Meeting, providing exhibit display rental, furniture rental, enhanced custom furniture rental, carpet/vinyl flooring rental, graphics, plants & floral, cleaning services, display labor services, in-booth forklift services, material handling, and transportation. Viper Tradeshow Services will email registered exhibitors with online account information to place orders. For specific questions on how we can help you create the best tradeshow experience regarding your booth space, please contact Lesa Davis at Viper Tradeshow Services.  

View Viper Exhibitor Kit

3517 Enterprise Drive Suite D 
Kansas City, MO 64129 
Phone: 816.541.8025 
[email protected]  

ELECTRICITY

Booth electrical and/or dedicated internet connection needs must be coordinated and paid through Encore at the Sheraton Crown Center. Deadline September 2. Order form is on the final page of the Viper Exhibitor Kit.

SHIPPING

Shipping arrangements to and from the exhibit hall are the responsibility of the Exhibitor. Viper Transportation is the Official Carrier for this show. Fees, arrangements and details can be found in the Viper Exhibitor Kit. The first date of advanced warehouse receiving is August 17. Viper charges late to warehouse fee after 4 p.m. September 9. The last day of receiving is September 12. Shipments that would arrive after September 12 must be shipped directly to the Sheraton hotel. The Sheraton hotel discourages packages shipped directly to the Hotel, however fees and instructions can be found at here

BOOTH CANCELLATIONS AND REFUNDS

Exhibitors shall notify HCUA in writing if cancellation is necessary. No refunds will be made for cancellations. 

BOOTH DISMANTLING

Exhibitors may not pack, tear down, or remove any portion of their exhibit prior to the official closing time of the Exhibit Hall, which is 12:15 PM (CT) on Friday, September 16, 2022. Any exhibitor HCUA determines to have packed, removed or dismantled any portion of their exhibit prior to 12:15 PM (CT) on Friday, September 16, 2022 will be charged an early dismantle fee of $500. Failure to pay the assessed fee will result in losing their opportunity to exhibit the following year. Exhibitors should be clear of the exhibit space by 2:00 PM (CT) on Friday, September 16, 2022.

EXHIBITOR GIVEAWAYS

Booth prizes must be drawn by each Exhibitor on September 16, 2022 at 12:00 PM (CT) during lunch with Exhibitors. HCUA will assist Exhibitors in announcing winners. It is each Exhibitor’s responsibility to ensure their prize winner receives their prize. This may mean the Exhibitor is responsible for shipping or hand delivering the prize to the winner on a later date, but that also offers another opportunity to gain business or manage existing business.

USE OF SPACE

Exhibitors are restricted from assigning or subletting exhibit space to another company or individual, and from displaying or advertising products or services other than those described on the contract to exhibit.

RESTRICTIONS

HCUA reserves the right to restrict exhibits deemed to be objectionable due to noise, glaring or flashing lights, odors, method of operation or any other reason, and to prohibit or evict any exhibit which may detract from other exhibits. In the event of such restriction or eviction, HCUA is not obligated to refund any fees associated with the objectionable exhibit. Demonstrations and observers are limited to the area of individual booth space and are restricted from blocking aisles or neighboring exhibits.

OTHER ACTIVITIES

Exhibitors are restricted from sponsoring or conducting any outside activities (including but not limited to, receptions, seminars, symposiums and hospitality suites) which conflict with the official programs of the HCUA Convention & Annual Meeting without prior written approval from HCUA.

COMPLIANCE

Exhibitors assume all responsibility for compliance with applicable ordinances, regulation and codes of authorized local, state and federal governing bodies. Federal, state and city laws must be strictly observed.

LIABILITY

To the full extent permitted by law, each exhibitor, in consideration of being granted space to exhibit, agrees to defend, protect, indemnify and hold harmless HCUA as a result of or in connection with loss or damage to the property, or personal injury or death, arising from or caused by the negligence or wrongful acts of the exhibitor or its agents or employees or anyone in any way associated with such exhibit.

Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save Hotel, its owners, its operator, Marriott International, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney's fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of Hotel and its employees and agents.

CONVENTION CANCELLATION/TERMINATION

In the event that the exhibition facilities become unfit or unavailable for occupancy, or are the subject to interference such as picketing, strike, fire or any other occurrence beyond the control of HCUA, HCUA may cancel or terminate the exhibition. In the event of such cancellation or termination, the exhibitor waives all claims against HCUA for damages or expenses and agrees to accept in complete settlement and discharge of all claims the exhibitor’s pro-rata share of the total amount paid by all exhibitors less all costs and expenses in connection therewith.

MANAGEMENT

HCUA reserves the right to interpret, amend and enforce these rules and regulations as it deems necessary to ensure the success of the convention. 

Code of conduct

The Heartland Credit Union Association and its affiliates (collectively “HCUA”) believes unity and cooperation are critical to the success of our industry. To encourage collaboration, creativity, innovation, and idea sharing, we are committed to a welcoming and respectful environment for all participants who attend HCUA meetings, conferences, and events regardless of gender, race, ethnicity, religion, sexual orientation, disability, veteran status, physical appearance or career level.

This Code of Conduct describes expectations of behavior and applies to all participants and staff at HCUA events, including attendees, guests, employees, exhibitors, speakers, sponsors, and volunteers. This Code of Conduct applies to all components of HCUA and events, including those sponsored by external organizations held in conjunction with HCUA events whether in private or public facilities, or in online environments.


Expected and required conduct 

  • Accept responsibility and ownership for your own conduct.
  • Treat all attendees with respect and consideration, valuing a diversity of views, ideas and opinions.
  • Avoid personal attacks directed toward other participants, HCUA staff, suppliers/vendors and venue staff.
  • Be mindful of your surroundings and of your fellow participants. Alert available HCUA staff if you notice a dangerous situation, someone in distress or inappropriate conduct.
  • Respect the rules and policies of the event organizer venue.
  • If the event involves alcoholic beverages, consumption will be done responsibly.

Unacceptable participant behavior

  • Harassment, bullying, discrimination in any form, or sexual harassment, including unwanted touching, hugging, or sexual advances of any kind.
  • Posting or threatening to post another person’s personally identifying information.
  • Using an illegal substance.
  • Threatening, stalking, or physically or verbally abusing any attendee, speaker, volunteer, exhibitor, HCUA staff, venue staff, service provider, or other event guest.
  • Any boisterous, lewd or offensive behavior or language, including sexually explicit or offensive language or conduct, profanity, obscene gestures, or racial, religious or ethnic slurs.
  • Inappropriate use of nudity or sexual images in public spaces or in presentations,
  • Wearing clothing that is not suitable for a professional work environment, that is provocative, inappropriate or otherwise potentially offensive.
  • Encouraging other participants to engage in any of the above unacceptable behavior. 

Termination and consequences of unacceptable behavior 

  • Anyone requested to cease unacceptable behavior is expected to comply immediately.
  • HCUA staff, their designee or security may take any necessary and appropriate action to terminate the unacceptable behavior, including immediate removal of the participant from the event without warning or refund.
  • HCUA may prohibit attendance at any future event. This includes prohibiting entire organizations from attendance at future events.

Reporting unacceptable behavior 

  • If you are subjected to unacceptable behavior, have witnessed unacceptable behavior, or see a dangerous situation or someone in distress, please immediately notify available HCUA staff or security, or local law enforcement if applicable. Notification can be done in-person. You can also email your concern to:
  • Anyone experiencing or witnessing behavior that constitutes an immediate or serious threat to public safety should contact 911. If possible, also alert venue staff and HCUA staff.