Mid-Winter Conference Rules of Exhibit

You must complete the bottom of this form and submit for your registration to be complete.
Booth space is limited to vendors with products or services directly related to law enforcement and public safety. FPCA reserves the right to refuse participation based on eligibility requirements or for any other reason. Only one company per booth - no exceptions. Those found to be violating this rule will be asked to leave and will not be allowed access to the FPCA expo or future events.
Exhibitors and Conference Sponsors must submit the names of all representatives who will attend the conference via online registration. Name badges are required at all conference functions.
DOOR PRIZE DRAWINGS
Exhibitors and Sponsors are invited to donate an item to the Expo Hall Drawings. Ideas for door prizes or giveaways are products and/or services from your company, gift cards, or other items. Drawings will be conducted in the Expo Hall on Monday afternoon. Exhibitors and Sponsors should drop off their item(s) at the Conference Registration Desk no later than 11:00 a.m. Monday. Please make sure a business card and description is placed on the donated item(s).
DISPLAY INFORMATION
Booths include table draping, two chairs, a sign and booth rental. If you need electric or telecommunications or any equipment rentals please complete the Vendor Request Form that will be forwarded to you at a later date by our contractor, Goben Convention Services. Vehicles will be allowed on the exhibit floor at this location with the purchase of three booths and FPCA and Goben Convention Services approval. Call Goben Convention Services at 407-872-2223.

The Florida Police Chiefs Association does not permit or support ride and drive as part of the conference. Exhibitors may elect to schedule post-conference meetings with attendees for purposes of test driving.

Flying drones (with or without a tether) inside any area of the hotel is strictly prohibited.
DAMAGES
Any damage to the building through the carelessness of the exhibitor(s) must be paid for by the exhibitor. Exhibitors will be required to keep their booths neatly arranged and clean. Janitorial service is provided. Exhibitors agree to conform to all rules and fire regulations of the facility. No merchandise, inclusive of robots, may extend out of exhibit booth(s) into the aisles.
EXHIBIT MATERIALS
The Rosen Plaza Hotel has strict rules governing the hanging of signs on walls or ceilings. If you need to hang something, you MUST make arrangements with the Rosen Plaza Hotel before the conference.
EXHIBIT HOURS
The exhibit hall shall be strictly closed except for hours designated on the official program. Nothing shall be removed during the period of exhibit from the exhibitor’s space until the closing of the expo without FPCA approval. Exhibitors will be charged a fee of $500 for early breakdown and last booth choice at the next FPCA conference attended. The exhibit hall will be secured immediately after closing hours to protect the exhibits and merchandise. Please note, that neither the FPCA or the hotel will assume responsibility for stolen or lost property. After hours security will be provided by local law enforcement. We ask that you take personal items with you when leaving the Expo Hall.
RESPECT
Rude behavior and inappropriate actions towards FPCA and hotel staff, attendees, and/or law enforcement, and other sponsors/exhibitors at any time will not be tolerated. Reports or sightings of misconduct will be evaluated, and at FPCA’s discretion, those involved may be subject to immediate dismissal from the conference and will not be allowed to attend or exhibit at future FPCA conferences or events. No refunds will be provided. Complaints should be reported to the FPCA Executive Director.
LIABILITY
The exhibitor agrees to make no claims for any reason, including negligence, against the FPCA, the Rosen Plaza Hotel or their members, agents or employees for loss, theft, damage, or destruction of exhibit items; nor for any injury to exhibitors while in the exhibit building; not for any damage of any nature, including damage to his/her business by reason of failure to provide space for the exhibit or removal of the exhibit, not for failure to hold the exhibit as scheduled. Your conference registration indicates your agreement to comply with these rules and that you have the authorization to agree on behalf of named company.
AGREE TO COMPLY
Exhibitors and Sponsors should include in, or have a rider attached to, their insurance policies covering the period of time from the date of shipment of merchandise/display to the show through and including the return arrival date of the merchandise/display at the exhibitors’ home base. The Exhibitors and Sponsors understand neither the FPCA nor the Hotel maintains insurance covering their property and it is their sole responsibility to obtain such insurance.

Exhibitors and Conference Sponsors assume the entire responsibility and liability for losses, damages, and claims arising out of their activities on the hotel premises and will indemnify, defend, and hold harmless the FPCA, hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.

The exhibitor agrees to make no claims for any reason, including negligence, against the FPCA, the Rosen Plaza Hotel or their members, agents or employees for loss, theft, damage, or destruction of exhibit items; nor for any injury to exhibitors while in the exhibit building; not for any damage of any nature, including damage to his/her business by reason of failure to provide space for the exhibit or removal of the exhibit, not for failure to hold the exhibit as scheduled.

Exhibitors, Conference Sponsors and FPCA Business Members agree they will not share membership, or attendee lists with any other company or person not employed by their company; nor may they share with any subcontractors. These lists are the sole property of the Florida Police Chiefs Association, and they are only provided to registered exhibitors, sponsors and business members. They each recognize the distribution of FPCA’s membership or attendee lists are strictly monitored, the contents of the lists are a result of FPCA’s diligent work and efforts, and the lists have monetary value. Exhibitors, Conference Sponsors and Business Members agree to pay FPCA $500 in liquidated damages if they share the membership/attendee list with any other person or company not employed by the Exhibitor, Conference Sponsor or Business Member.

Exhibitor agrees to respect the event/conference agenda as published and not to host any private events with FPCA members, businesses or other attendees during scheduled events. All private events scheduled should be notified to the FPCA Executive Director by no later than five business days prior to event scheduled. Any violation of this provision may result in the cancellation of FPCA membership and the ability to participate in any future FPCA events for two years.
PHOTOGRAPHY
All conference photography will be conducted by the official photographer of the Florida Police Chiefs Association (FPCA). By participating as exhibitors and sponsors, you consent to the FPCA's use of all images - including those featuring your products and employees - in their communication and marketing materials for future conferences. If you wish to promote images of your company, please remember to tag us on social media: @FloridaPoliceChiefsAssociation on Facebook and @FloridaChiefs on X.
CANCELLATION
Notification of booth cancellation must be made via email (info@fpca.com) and received by December 5, 2025, to be refunded exhibitor fees less $250 cancellation fee. Cancellations made after this date will not receive a refund. In the event one or more of the FPCA conferences must be cancelled, postponed, or relocated on account of fire, strike, government regulations, casualties, acts of God, pandemic or other causes beyond the control of the FPCA, the exhibitor waives any and all claims for damages, losses, expenses and costs of any kind. Furthermore, if the conference is cancelled, the exhibitor agrees that the sole liability of the FPCA will be to refund the partnership fee related to the cancelled conference, not the entire 2026 partnership fee.
PAYMENT
In committing to be an exhibitor, the registrant agrees to pay for the exhibit space in full on or before the deadline of December 5, 2025. Any exhibitor that has not made payment in full by the deadline, will be canceled and released for sale without notice. Credit/purchasing cards or checks accepted (a 3% processing fee will be applied to credit card payments). Note: a deposit of $250 is required at the time of registration to reserve your booth. No exceptions.
AUTHORIZATION
I understand final booth assignments will be confirmed by December 5th. Please note, FPCA reserves the right to make booth assignments as needed to ensure the best overall conference experience.

By registering as a Partner/Sponsor/Exhibitor, all terms and conditions included in this document are acknowledged and accepted by the Partner/Sponsor/Exhibitor. No money collected will be returned or refunded if an exhibitor or sponsor violates any of these rules.

Your signature on this form indicates your agreement to comply with these rules and that you have the authorization to sign on behalf of named company.
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- AGREE
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Mid-Winter Conference Rules of Exhibit

Mid-Winter Conference Rules of Exhibit

DOOR PRIZE DRAWINGS

DISPLAY INFORMATION

DAMAGES

EXHIBIT MATERIALS

EXHIBIT HOURS

RESPECT

LIABILITY

AGREE TO COMPLY

PHOTOGRAPHY

CANCELLATION

PAYMENT

AUTHORIZATION