Exhibitor Agreement & Regulations

SCC79 Exhibitor Agreement, Rules & Regulations
December 15-17, 2025 – Sheraton NY Times Square, New York, NY

CONTRACT FOR SPACE:

The receipt by the Society of Cosmetic Chemists (hereinafter referred to as “SCC”) of this signed Agreement will constitute a binding contract for the right to use the space allocated. 

ELIGIBILITY TO EXHIBIT:

The content of materials displayed in any SCC Showcase exhibit space must contribute to education and research in the cosmetics and personal care industry, the professional development of our attendees, or provide information on ancillary services. SCC reserves the right to refuse any application for exhibit space or curtail or cancel any exhibit that, in the sole judgment of the SCC, is not consistent with the mission of the Society or the purpose of the meeting. 

SPACE ASSIGNMENT:

Exhibition space is assigned on an as-available basis.  SCC will attempt to assign requested space; however, SCC reserves the right to alter Exhibitor’s assigned location at any time, in its sole discretion, if deemed in the best interests of the Showcase or as required by any governing authority. SCC will communicate with Exhibitor as soon as practicable if relocation is necessary.

EXHIBITION FEES & PAYMENT:

With the exception of certain pre-sale offers or other special arrangements offered at the sole discretion of SCC, payment in full is due at the time of booth reservation.  Payment must be made online via credit card in the exhibitor portal or via ACH/wire payment to SCC (contact finance@scconline.org for details).

EXHIBITOR REGISTRATIONS: 

Included with each exhibit type are two (2) Full Access registration badges.  Additional registrations may be purchased by Exhibitor at then-current prices. All Exhibit personnel must be registered for the event by 11/15/25.

EXHIBIT PERSONNEL/BADGES:  

Badges must be worn at all times for event access and may be picked up at the on-site registration desk. SCC shall have sole discretion determining admission policies at all times.  Badge swapping or loaning is strictly prohibited.  For any lost, forgotten, stolen, or misplaced badge, at $250 reprint fee will be assessed on-site and payable immediately.

INSTALLATION & DISMANTLE OF EXHIBITS:  

Exhibit installation is scheduled for 2:00-4:00pm ET on Monday, December 15, 2025.  No Exhibitor will be allowed to set up their display after 4:00 pm without prior approval of SCC. Dismantle is scheduled for 2:30-3:30pm on Wednesday, December 17, 2025; exhibits not removed by that date and time shall be deemed abandoned and disposed of.  Times are subject to change.

FAILURE TO OCCUPY SPACE:

Any space not occupied by 8:00 a.m. on Tuesday, December 16, 2025, shall be deemed forfeited by Exhibitor and no refund shall be granted. SCC may reassign such space, at its discretion, without any further obligation to Exhibitor.

DISPLAYS:  
Space is generally a total of 8’ wide and 4.5’ deep. Furnishings provided are based on exhibit type purchased.  Displays, banners, or signs must be confined to the Exhibitor’s contracted space have a maximum height of 84”.  Displays must be contained within the contracted space in such a way that they do not interfere with other Exhibitor displays, the ability of attendees to traverse the show floor, or create any hazard to the public in the sole discretion of SCC.

EXHIBIT SPACE RESTRICTIONS:  

If Exhibitor experiences mechanical or operational issues with their purchased exhibit, Exhibitor shall promptly notify SCC and, at SCC’s sole discretion, different space may be assigned. Exhibitor may not move to any other space without prior SCC approval.  Exhibitor may not assign or sublet rented space. 

SHIPPING, RECEIVING & STORAGE: 

Information on shipping, receiving, storage, and associated fees will be outlined in the SCC79 Pre-Show Exhibitor Information provided in November 2025. 

INDEMNIFICATION AND WAIVER:  

Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage, including that by fire or theft, to exhibitor’s displays, equipment, and other property brought upon the premises of the Sheraton NY Times Square.  Exhibitor shall indemnify and hold harmless the Sheraton NY Times Square, Freeman Co., Encore, Community Brands/Expo Logic, Dyventive, Rich Schmitt Photography, and/or SCC, and their agents, servants, employees, officers, directors, staff, and members.  Each Exhibitor, by signing the Agreement, expressly understands that they release SCC from, and agrees to indemnify and hold harmless SCC against any and all claims for such loss, injury, or damage. If SCC shall be held liable for any event which might result from a particular Exhibitor’s action or failure to act, such Exhibitor shall reimburse and hold harmless SCC against any liability resulting therefrom. 

INSURANCE:  

Exhibitor must have a commercial general liability policy of not less than $2 million (US) dollars naming SCC as an additional insured. Certificates of insurance must be furnished by Exhibitor if requested by SCC. Failure by SCC to request proof of insurance will not relieve Exhibitor from carrying proper coverage. Exhibitor understands that neither SCC nor any of its contractors maintains insurance covering Exhibitor’s property and it is the sole responsibility of Exhibitor to obtain such insurance. 

SECURITY:  

Security personnel are contracted by SCC to manage controlled access to the entirety of event space, when possible.  Exhibitor acknowledges that in no case will SCC be responsible for theft, loss, or damage to Exhibitor’s product or booth. The presence of such contracted security is in no case to be interpreted by Exhibitor as guaranteeing them against loss or theft of any kind. 

REFUND & CANCELLATION POLICY:  

All exhibit cancellation refund requests must be made in writing to finance@scconline.org.  Pre-sale deposits and partial payments are non-refundable and forfeited in full in the case of non-payment of any balance due.  If paid in full and eligible per the terms below, refund shall be credited back to the original form of payment within thirty (30) days of receipt of the written request.   For booths where payment in full has been made and the written cancellation request received, the following shall apply:

• On or before 8/31/2025: Exhibitor will receive a refund of amount paid, less a 30% administrative fee. 
• Between 9/1/2025 and 10/31/2025: Exhibitor will receive a refund of amount paid, less a 50% administrative fee. 
• On or after 11/1/2025: No refunds will be given for cancellations. NO EXCEPTIONS.

VIOLATIONS OF RULES & REGULATIONS:  

SCC reserves the right to ban or eject from the Showcase and/or entire event any Exhibitor who does not follow these rules & regulations, and Exhibitor shall forfeit all payments for exhibit space and any other fees incurred.