1. HCAM fees, and included benefits, are non-transferable and non-refundable and cannot be exchanged for cash or credit value. Engagement inclusions/benefits cannot be shared amongst multiple organizations. If an event is cancelled for any reason beyond HCAM’s control, HCAM will not be held liable for any expenses already incurred by the exhibitor, sponsor or partner.
   • Partnerships: All partnership sales are final and non-refundable.
   • Sponsorships: All sponsorship sales are final and non-refundable. If HCAM cancels the event for any reason, the sponsor will be offered other sponsorship opportunities. If it is deemed by both parties that no other viable sponsorship is available, the sponsorship will be refunded less any costs for merchandise purchased by HCAM that contains the logo of the sponsor (example, logo lanyards).
   • Exhibits: All exhibitor cancellation requests must be submitted in writing to HCAM. Exhibitor cancellations received on or before June 1, 2024 will be assessed a fee of half the cost of the contracted booth(s). After June 1, 2024, all exhibitor sales are final and any booth fees become non-refundable. All exhibitor cancellations include the forfeiture of all exhibitor badges.
2. It is important for HCAM to contact your organization throughout the year. If the individual responsible for maintaining your selection(s) changes, please notify Mary Gettel at marygettel@hcam.org as soon as possible. We want to stay in touch with you to maximize your partnership with us.
3. Associate Partners, Sponsors and Exhibitors may promote their engagement with HCAM, however, the use of HCAM logo and statements indicating HCAM endorses your organization are strictly prohibited.
4. Partnership with HCAM may be terminated at the discretion of the Health Care Association of Michigan for violations of the terms of this agreement as well as conduct considered unprofessional. HCAM reserves the right to determine what actions or behaviors are unprofessional and constitute reason to revoke partnership in the program. Refunds will not be issued if the partnership is terminated for these reasons.
5. Due to privacy laws, HCAM cannot provide attendee lists that include anything more than name, title and facility. Lists will include only the names of attendees who opt-in to having their name included on attendance lists.
6. In the interest of the success of the entire event, partners, sponsors and exhibitors agree not to extend invitations, call meetings, host events or otherwise encourage the absence of attendees or exhibitors during the official hours of the event including education sessions, exhibit show hours, and networking events. Exhibitors agree to abide by the installation and dismantle times set by HCAM and to have at least one person staffing their booth during all published exhibit hours. HCAM prohibits the sharing or subleasing of booth space. Two or more companies may not share the same space.
7. Online registration through Swoogo is the only method of registration available. Please whitelist (add to safe senders) the following email domains to ensure you receive confirmations and additional details via email: @hcam.org and @swoogo.com.
8. Upon registration, you will receive an email from marygettel@hcam.org confirming your registration. Please check your spam/junk folders and whitelist this email address to ensure you receive this email and future communications regarding the event.
9. Force Majeure Clause: HCAM conferences will be cancelled due to inclement weather or other acts of God (including, but not limited to, flood, fire, or natural disaster) only if the venue and/or location of the event is closed or provides notice to HCAM of its inability to hold the event, or if the government declares an emergency status is in effect for the location of the event. If an HCAM conference is cancelled due to inclement weather or other acts of God as set forth herein, every attempt will be made to reschedule the event and your registration fee will be applied to the rescheduled event date. Any travel expenses that may have been incurred cannot be refunded under any circumstances. If the HCAM event is held but weather conditions (whether forecasted or actualized) prohibit you from traveling, HCAM cannot refund your registration fee.

HCAM has zero-tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or our staff at our meetings. If you experience harassment or hear of any incidents of unacceptable behavior, HCAM asks that you inform either Melissa Samuel, President/CEO, melissasamuel@hcam.org or Mary Gettel, Director of Education, marygettel@hcam.org so that we can take the appropriate action.

Unacceptable Behavior is defined as:

• Harassment, intimidation, or discrimination in any form.
• Verbal abuse of anyone associated with our event. Examples include, but are not limited to, verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and/or sexual images in public spaces or in presentations, or threatening or stalking behaviors.
• Disruption of presentations during sessions, in the exhibit hall, or at other events organized by HCAM throughout the meeting. All participants must comply with the instructions of the moderator and any event staff.

Additional prohibited activities include:

• Participants should not copy or take screen shots of Q&A or any chat room activity that takes place in the virtual space.
• Participants are strictly prohibited from recording, distributing or otherwise publicizing sessions in any manner, unless prior approval is received in writing from both the association and the individual presenter. All materials are proprietary and protected.
• Sharing personal event registration sign on information with other individuals to attempt circumventing registration payment is prohibited.
• Participants are prohibited from accessing the program on two devices at the same time.
• All registrants must present a conference name badge to enter education sessions, earn credit, and/or participate in networking functions or meals.

HCAM reserves the right to block access to the event and/or prohibit attendance at any future meeting, virtual or in person, and seek legal action against violators where applicable.

• HCAM does not sell attendee lists or member lists.
• HCAM is aware that third-party vendors are contacting exhibitors and attendees about lead lists which purport to consist of attendee contact information. This is a SCAM. Please note that HCAM does not sell attendee lists to outside parties. These companies are NOT affiliated with or endorsed by HCAM. We continue to investigate these solicitations and apologize for the inconvenience.
• HCAM also does not endorse nor contract any third-party room reservation companies. All reservations will need to be made directly with the hotel. Any third party solicitation should be treated as a scam.

Exhibiting companies must request and obtain name badges for distribution only to the exhibiting company’s employees who will staff their booth during show hours. Name badges will include the name of the employee along with the name of the exhibiting company. No one will be allowed into the event without a name badge.

Exhibitor Badge Policy: Please note, only current employees of the exhibiting company may acquire a badge! All employees of an exhibiting company must be prepared during show hours to show proof of employment with a business card. The failure of an employee to demonstrate proof of employment with a business card will result in confiscation of the unauthorized name badge and immediate escorting of the non-employee individual off of the trade show floor. In addition, should it be discovered that a non-employee of an exhibiting company is wearing a name badge or that the exhibiting company obtained a name badge for a non-employee or participated in a scheme to obtain a name badge for a non-employee, the exhibiting company will be prohibited from exhibiting at the following year’s HCAM Annual Convention & Expo.

By registering for and/or attending any HCAM event, participants acknowledge and agree that data, video, photographs, and other image and voice recordings of the event, may be documented by HCAM or parties acting on the behalf of HCAM. The data, video, photographs, and other recordings may be used by HCAM in any media now known or later invented for any purpose related to HCAM’s mission, including educational, promotional, and awareness-related use. Registration to this virtual event includes technology that monitors participant activities throughout the event platform, such as session attendance to determine continuing education credit eligibility and virtual Expo visits. Participants give HCAM unlimited permission to use their name, likeness, image, statements and other information given to HCAM, whether through registration, interactions in the platform during the event, or otherwise, that may be necessary for HCAM to exercise its rightful use of data, video, photographs and other recordings. 

It is the established policy of the Health Care Association of Michigan to comply with all laws, including the antitrust laws. Because this event includes individuals representing entities that are or may be competitors, we restrict our communications to the discussion topics specifically addressed by HCAM in this event. In order to comply with this policy, please refrain from addressing any issues related to your respective companies’ competitively sensitive proprietary information, including (but not limited to) current or future pricing, rebates, margins, discounts, terms of sale or costs, strategic plans or initiatives, business plans, bidding situations, sales to specific customers, or in specific geographic areas. If you have any questions or concerns about this policy, please contact HCAM at melissasamuel@hcam.org.

Due to security and sales tax implications, no firm or organization sponsoring the HCAM Annual Convention or serving as an exhibitor is permitted to engage in direct sales (cash, check, or credit card) activity within the exhibit area or contracted conference space. As well, payment information for future orders is not permitted to be collected within the exhibit area or contracted conference space. 

No Suitcasing! 

HCAM has a zero-tolerance policy regarding suitcasing. “Suitcasing” is a parasitic business practice in which unethical companies or individuals will gain access to an event by obtaining an event credential or by attending an event with a registered participant without themselves registering, and then solicit business in the aisles or other public spaces (in person or virtually) used for the conference or otherwise conduct business at or in conjunction with the event.

While all registered event attendees are invited to the event space reserved for exhibitors, any registered attendee or non-registered person who is observed to be soliciting business in the aisles, other public spaces, or in another company’s booth will be asked to leave an event immediately without refund.

Suitcasing may also take the form of commercial activity conducted from a guest room hospitality suite, restaurant, or any other public place in proximity to or associated with an event. For the purposes of this policy, suitcasing violations that occur at venues other than the designated exhibitors’ space and at other events are prohibited. Our event team must be informed of any hospitality suites that are not reserved through us, and express consent must be received prior to the event.