2026 NPA Update:

Exhibitor and Sponsor Rules, Regulations, and FAQs

The contact listed on the application — or person designated, if different — shall be the official representative of the exhibitor and shall have the authority to certify representatives and act on behalf of the exhibitor in all negotiations. The contract and related future mailings will be addressed to the contact listed (or designee indicated on registration form if different).

Exhibitors and sponsors may not use the conference name, logo, or branding in promotional materials without prior written consent from the event organizers.

Exhibitors are encouraged to insure their sessions, exhibits, merchandise, and display materials against theft, fire, etc., at their own expense. It is suggested by the NPA at the exhibitor contact the exhibitor’s insurance broker and obtain all-risk insurance covering exhibit property while absent from home premises for exhibit purposes, or a rider to the exhibitor’s existing policy covering exhibit property. The NPA shall not be responsible or liable for any injury, loss, or damage to any property or person brought in by the exhibitor or otherwise located in the exhibit premises.

The exhibit room will be locked after exhibit hours by Paris Las Vegas Hotel and Casino and overnight security is provided by NPA. Notwithstanding this, the exhibitor hereby releases the NPA from any and all liability, loss, damage, or expense by reason of any injury or injuries sustained by any persons or property or loss of property or income that might be derived from occurring in or about the exhibit premises or entrances thereto or exits there from. The NPA shall not be responsible or liable for any injury, loss, or damage to any property or person brought in by the exhibitor or otherwise located in the exhibit premises.

Beware of fraudulent companies or individuals offering hotel reservations at discounted rates while falsely claiming affiliation with NPA Update Conference event management. These deceptive offers can lead to hidden fees, lost deposits, or invalid reservations upon arrival. If you encounter unauthorized solicitations, promptly report them to Katie Regal at conferencemanager@nvpsychiatry.org. The Nevada Psychiatric Association does not endorse any third-party housing providers, and legitimate communications regarding lodging should come exclusively from NPA reminder emails or confirmation emails from Paris or Horseshoe hotels. Bookings made outside the official host block are done at your own risk.

If for any cause beyond the control of the NPA — such as, but not limited to, the destruction of the exhibit facilities by an act of God, the public enemy, authority of the law, governmental action, fire, or other force majeure — the NPA is unable to comply with the terms of this contract and deliver the space allotted hereunder, this contract shall be considered terminated and any payments made hereunder by the exhibitor shall be refunded to the exhibitor, less expenses incurred by the NPA to the date of the termination allowable to the exhibitor after proration thereof among all exhibitors.

Exhibitor fees must be paid in full by February 1, 2026. Failure to make payment by the deadline may result in forfeiture of exhibitor space.

Upon approval of reservation, all exhibiting organizations cancelling or downsizing exhibit space will be charged a processing fee equal to 10% of the total cost, in addition to cancellation fees if applicable (see below). Exhibitors are liable for unpaid booth fees if cancellations, reductions or changes occur prior to receipt of payment. No refunds will be issued for exhibit space cancellations received after December 6, 2024. There is no cut-off date to booth sales if space is available. Exhibitor cancellation requests, including booth reductions and changes to configurations, must be received in writing at conferencemanager@nvpsychiatry.org. The refund policy is: If the exhibitor notifies the NPA of the exhibitor’s intent to repudiate or cancel the contract after acceptance but prior to October 4, 2024, the NPA will give to the exhibitor a full refund of monies received, less a 10% of the total cost as cancellation fee. If the exhibitor gives written notice of repudiation or cancellation of the contract between October 5, 2024 and December 8, 2024, the exhibitor shall be responsible for payment of 50% of the total cost of the booth space contracted, plus a 10% of the total cost as a cancellation fee. No refunds will be made for cancellations accepted after December 6, 2024.

Booth reservations and advertising opportunities are assigned on a first-come, first-served basis, with no right of refusal. However, Innovation Theaters receive priority access to preferred timeslots, based on their total investment at the previous annual conference.

To avoid conflicts with the NPA Update, exhibitors and sponsors must obtain a signed agreement/approval from NPA management before hosting any independent events for attendees. These events are considered customized sponsorship opportunities and require approval and a fee. The number of events available is limited. Please contact the NPA Conference coordinator regarding required preapproval of ancillary events, including the date, location and RSVP information for your event. Please note that ancillary events may not conflict with any conference educational sessions, exhibit hours, or luncheons. Scheduling, including time for attendees to travel to your event, must at least 30 minutes after any conference activity

Companies, supporters, and their agencies are required to uphold the privacy of NPA Psychopharmacology Update attendees as a fundamental responsibility. Attendees maintain the right to decline scanning, and in such cases, companies, supporters, and their agencies are prohibited from initiating contact. Additionally, attendee lists must not be shared with third parties, except for designated affiliates, alliance companies, and authorized agents or representatives. Captured attendee leads may be used only once, and no portion of the list may be copied, extracted, or reproduced in any form. At no time shall companies allow NPA Psychopharmacology Update attendee information to be transferred to unauthorized entities. Any misuse or unauthorized distribution of attendee data constitutes a material breach of contract.

American Tradeshow Services (ATS) serves as the official lead retrieval partner for the NPA Psychopharmacology Update. Exhibitors must place lead retrieval device orders directly through ATS. Within seven days after the event, ATS will deliver lead reports containing attendee details for those who opt to be scanned, including name, credentials, contact information, company, specialty, mailing address, and National Provider Identifier number. Exhibitors may only scan attendees who have explicitly consented to share their information and should implement a touchless badge scanning process to ensure a seamless experience.

NPA will provide exhibitors and sponsors with pre- and post-conference attendee lists containing only first name, last name, degree, city, and state upon request. Be cautious of unauthorized solicitations offering to sell attendee lists for NPA Psychopharmacology Update conferences—these are scams. If approached by any third-party vendor attempting to sell an attendee list, please report the incident to Katie Regal at conferencemanager@nvpsychiatry.org. NPA will take appropriate action and work to prevent repeat offenders.

Only companies that have paid for exhibit space may display materials or signage. Canvassing and soliciting business for other conferences is strictly prohibited. NPA encourages reporting of any violations of this policy. All promotional activities, including signage, flyers, literature distribution, giveaways, and entertainment, must be conducted within the immediate vicinity of the contracted exhibit table.

The Association shall have the sole authority to interpret and enforce all terms and conditions governing exhibitors and this exhibition. Any and all matters not specifically covered herein are subject to decision by the Association. These terms and conditions may be amended at any time by the Association upon written notice to all exhibitors. This contract shall be interpreted under the laws of the United States and the State of Nevada. Any disputes regarding this contract shall be exclusively resolved in the state or federal courts located in Nevada. The exhibitor expressly agrees to be bound by the terms and conditions set forth herein and by any amendments thereto adopted by the Association from time to time.

Sponsorships include a designated number of staff badges: • 10’ x 10’ exhibit booth – 2 staff badges • 10’ x 20’ exhibit booth – 4 staff badges • 20’ x 20’ exhibit booth – 8 staff badges • Innovation Theater – 10 staff badges Additional exhibitor/sponsor badges may be purchased for $300 each. Exhibitor badges for pre-registered staff will be available at the exhibitor registration area in the Burgundy Room (across from the Paris Ballroom). These badges allow access to the exhibit area, industry sessions, and lecture hall but do not qualify as full conference registration and do not grant CME credits. For full conference registrations, exhibitors must register separately at www.npaupdate.org. Exhibitors are required to wear badges at all times, including setup, exhibit hours, and dismantling. Booth personnel must be registered by January 23, 2026. Late registrations may be subject to a $25 service fee.

Exhibitors and sponsors of NPA Update have the opportunity to reserve private conference rooms at the Paris Las Vegas Convention Center for meetings. These rooms are available in limited quantities and will be allocated on a first-come, first-served basis. The space can be used for staff or team meetings as well as one-on-one attendee discussions. Room rental fees starting at $3,000 will be charged for each 24-hour period.

Posters provide an opportunity for mental health professionals to explore new and relevant clinical knowledge. These sessions allow authors to share their research while attendees gain valuable insights. NPA’s official Poster Session is scheduled for Thursday evening during the Welcome Reception. Submission deadlines for posters are typically set for early January. Detailed presentation guidelines and submission information can be found at NPA Poster Presentation Info (https://www.npaupdate.org/sponsor-info/posters).

Innovation Theater timeslots are reserved first for the previous year’s sponsors, based on their total advertising investment. After the right of first refusal period ends, any remaining slots will become available to the public. All timeslots designated by NPA are pre-approved and cannot be altered by the sponsor. The schedule is subject to change, and sponsors will be notified of any adjustments. NPA retains the authority to approve all agreements and may restrict products or services deemed inappropriate.

• Exclusive 1-hour timeslot to present to conference attendees • Meals provided by NPA for breakfast and lunch sessions • Virtual Live Stream with Interactive Q&A • Private ballroom and non-competing session • Complementary scanning units (3) • A/V equipment package and show technician • Inclusion in conference program, daily agenda reminder, “Know Before You Go” email, and onsite signage. • Innovation theater staff badges (10) • Simulcast access (6) • One mobile push notification

• Content development • Door monitors and staff • Presenter related costs • Design, development, production, and shipment of promotional materials and signage.

Innovation Theaters will take place in the Champagne Ballroom at the Paris Las Vegas Convention area, conveniently located across from the Exhibit Hall. The room will be arranged in 34 crescent rounds of 8, providing seating for 272 attendees. However, the final number of seats and tables may adjust based on actual registration figures. Any modifications will be communicated to sponsors in advance.

NPA does not offer pre-registration for attendees. Industry sessions are accessible to all NPA Psychopharmacology Update participants on a first-come, first-seated basis. Exhibitors must ensure accommodations for attendees who wish to attend without participating in meals or badge scanning.

NPA will provide up to three session scanning units onsite for exhibitors to track attendee participation. However, staffing for scanning will not be provided, so exhibitors should plan accordingly. Lead reports will include details for attendees who choose to be scanned, including name, credentials, contact information, company, specialty, mailing address, and National Provider Identifier number. Sponsors must ensure that attendees have explicitly consented before scanning their badges.

Breakfast and lunch presentations will feature conference meals provided by NPA through attendee registration fees, making them exempt from reporting under the Open Payments (Sunshine Act) program. However, dinner presentations will have meals funded by the sponsor and must be reported accordingly. To enhance participation, private buffets will be strategically placed near the Champagne Ballroom entrance.

One of the following statements should appear prominently on all handout materials or any printed materials distributed for an industry session: For NPA Provided Meals, Please Use: [Meal type: Breakfast or Lunch] provided by NPA. Example: “Breakfast provided by NPA” For Sponsor Provided Meals, Please Use: [Meal type: Dinner] provided by [sponsor]. Example: “Dinner provided by [Sponsor]” Promotional materials and signage does not need to be approved by NPA prior to release and distribution.

Industry sessions are classified as promotional activities and must adhere to all applicable FDA regulations, along with established industry standards and codes. Continuing education credit will not be provided for these sessions. All promotional materials should feature the following disclaimer prominently: “The content of this [Industry session, Disease State, or Medical Affairs event] and the views expressed therein are those of the presenting entity and not of NPA. This session is not part of the scientific program and does not provide CME credit.” Promotional materials and signage does not need to be approved by NPA prior to release and distribution.

NPA relies on historical data to estimate attendance figures, but participation in non-CME Innovation Theaters is not guaranteed. NPA does not assume responsibility for audience turnout at these sessions, and refunds will not be issued for events with lower-than-anticipated attendance. To maximize engagement, sponsors are strongly encouraged to explore marketing and promotional opportunities, which can be found in the exhibitor prospectus.

The official tech schedule is subject to change based on union labor requirements and break times. However, Innovation Theater tech rehearsals are typically scheduled 60–90 minutes before the designated presentation time. Access to the Champagne Ballroom for setup varies by event type: Breakfast events may begin setup at 5:30 AM, Lunch events at 9:30 AM, and Dinner events at 3:30 PM. Any necessary schedule adjustments will be communicated to sponsors in advance.

If additional rehearsal space is required, please contact Katie Regal at conferencemanager@nvpsychiatry.org to coordinate. Additional fees may apply.

Faculty members at NPA Psychopharmacology Update are permitted to present in industry sessions; however, they cannot discuss the same therapeutic area or disease state on the CME stage on the same day unless prior written approval is received from NPA. Industry presenters are restricted to speaking in a maximum of two Innovation Theaters throughout the event. The sponsoring organization is fully responsible for covering all presenter-related expenses, including flights, honorarium, accommodations, and conference registration.

NPA recommends displaying at least three and allows up to six professionally printed signs. These signs may be placed in the convention center hallway beginning 24 hours before the scheduled event start time. NPA management will remove signage for sessions that have already concluded. Signage must not obstruct or interfere with other groups’ displays. If a sign is deemed out of compliance, NPA reserves the right to relocate it immediately without notice. Industry personnel are prohibited from moving or tampering with signage that is not their own, as this would constitute a violation of NPA Psychopharmacology Update exhibitor conduct. All signage must be self-supported, or exhibitors must provide their own easels. There are no required language guidelines, and signs do not need NPA approval before printing.

All Innovation Theaters will be featured in the printed conference program, onsite signage, and daily email agenda announcements to boost participant engagement. Those opting for virtual simulcast participation will also be included in the conference mobile app and virtual platform agenda. Any information submitted after the deadline is not guaranteed to appear in printed materials. To maximize engagement, sponsors are strongly encouraged to explore marketing and promotional opportunities, which can be found in the exhibitor prospectus.

Sponsors are responsible for the shipment of session materials and any associated costs. It is generally recommended that materials be shipped directly to the hotel to ensure timely arrival. However, if sponsors determine that including the materials with the Freeman exhibit booth shipment will result in delivery before the scheduled presentation setup time, they may choose that option instead. Paris Las Vegas allows both guests and non-guests to ship industry session materials directly to the hotel, with all onsite handling fees being the shipper’s responsibility. Shipments should be addressed as follows: Recipient’s Name (GUEST) Guest’s Arrival Date NPA Psychopharmacology Update c/o Paris Hotel Las Vegas 3655 Las Vegas Blvd. South Las Vegas, NV 89109 Box __ of __ All parcels incur a receiving charge based on weight (fees are subject to change) and storage fees may apply for items arriving more than three days before the group’s or individual’s arrival date. To confirm the arrival of your packages and schedule delivery to the industry session room, contact the Paris Las Vegas Package Room at 702-946-3736. To locate your shipment onsite, be sure to have your tracking number and carrier details ready.

Exhibitors at Nevada Psychiatric Association and University of Nevada School of Medicine sponsored educational activities are expected to abide by Accreditation Council for Continuing Medical Education’s (CME) Standards for Commercial Support. Exhibitors may not influence planning or interfere with the presentation of CME activities. Exhibit placement will not be a consideration of support for the CME Activity. No commercial promotional materials shall be displayed or distributed in the same room immediately before, during or immediately after an educational activity certified for credit. Representatives of commercial supporters may attend an educational activity when registered through regular channels, but may not engage in sales activities while in the room where the educational activity takes place.

All participating companies will receive an Exhibitor Services Manual, outlining key details for booth setup and logistics. Any services not included in the standard booth package—such as additional furniture, internet, electrical service, storage, or installation/dismantling—can be coordinated through the exhibit services contractor, currently Freeman. The Exhibitor Kit is typically released in November, ahead of the event, to assist exhibitors with planning and preparation.

Space will be assigned according to the date the contract and payment are received, availability of the requested area, amount of space requested, special needs, and compatibility of exhibitors’ products. NPA reserves the right to assign space other than the choice requested, if necessary, and to rearrange the floor plan and/or relocate any exhibits. A booth rental is required to host a Product Theater or other event that involves NPA Update attendees.

Refunds will not be issued for partial cancellations or reductions in event size or scope. Exhibitors who cancel or decrease the size of their booth or sponsorship will not be eligible for any refund.

All exhibited products and services must directly relate to the field of psychiatry, mental health, behavioral health, addiction treatment, or primary care. NPA retains the authority to decline contracts or deny exhibitor participation if standards are not met or if offerings compete with NPA. Additionally, NPA reserves the right to modify or remove exhibits, in whole or in part, that do not align with the event’s professional standards. This includes displays, promotional materials, giveaways, and exhibitor conduct. No refunds or compensation will be provided for decisions regarding refusal, restriction, or removal. Any exhibitors who misrepresent themselves on their application or whose products do not align with the district branch’s mission will be asked to leave the exhibit hall without a refund.

The exhibit hall will be located on the ground floor of the Paris Las Vegas in the Convention Center Area. Concorde Ballroom A, B, & C. All breaks and the Welcome Reception will be hosted in the exhibit hall to generate traffic for exhibitors.

During Exhibit Hall hours, booth staff must remain within the confines of their designated booth and cannot congregate in the aisles or enter the aisles to solicit attendees. All sales activities must be compliant with the FDA and OIG. There is no restriction on selling on the exhibit floor, provided that sales transactions may be conducted only within the exhibitor’s own booth. However, exhibitors are responsible to the Internal Revenue Service for the collection and submission of the applicable state and local sales taxes for sales that occur on the exhibit floor. Exhibitors may not serve or dispense food or beverages of any type from their booths or in the exhibit area without consent of the NPA and the event facilities. Helium balloons are not allowed in the exhibit or meeting areas. Exhibitor personnel are required to maintain professional conduct throughout the NPA Psychopharmacology Update. The NPA reserves the right to restrict the operation of, or evict completely, any exhibit which, in the sole opinion of the NPA, detracts from the general character of the exhibition hall or conference as a whole. This applies to displays, literature, advertising novelties, souvenirs, conduct of persons, etc.

Any exhibit space that remains unoccupied at the start of the exhibition may be reassigned by NPA to another exhibitor or used for another purpose. No refunds will be issued for rental fees already paid.

Exhibitors may not sublet, assign, or share any portion of their designated space unless they have received prior written approval from NPA.

Booths must remain staffed at all times during open exhibit hours. Exhibitors who fail to comply with this requirement may risk losing eligibility to participate in future NPA conferences.

Booths must not obstruct attendees’ visibility of neighboring exhibits from any angle. Activities that result in crowding in aisles or disrupt the flow of traffic are prohibited. Exhibitors may not attach anything to pillars, walls, ceilings, or windows. Additionally, scanning attendees in aisles or interfering with normal traffic flow within the Exhibit Hall is not permitted.

Audiovisual and other sound and attention-getting devices and effects will be permitted only in those locations and in such intensity as in the sole opinion of the NPA does not interfere with the activities of neighboring exhibitors. Operation of equipment being demonstrated may not create noise levels objectionable to neighboring exhibitors.

The exhibitor represents and warrants that it shall comply with all copyright restrictions applicable to exhibitors, including, but not limited to, any music performance agreement between the NPA and ASCAP or BMI. The exhibitor further represents and warrants that it shall obtain any additional license or grant of authority required of exhibitors under the copyright laws and present the NPA with a copy of such license or grant no less than 30 days prior to the start of the conference.

The exhibitor agrees not to use any displays that the NPA determines, in its absolute discretion, will unreasonably endanger the person or property of the attendees or of the exhibitors, are in bad taste, are liable to discredit or subject the NPA to criticism or legal liability, are inconsistent with the stated purposes of the NPA and the interest and welfare of its members, or violate the booth regulations or any other provision of this contract. In the event that the NPA determines at any time that any exhibit may or does violate this contract and the exhibitor is unable or unwilling to cure or correct the violation, the NPA may terminate this agreement immediately and forbid erection of the exhibit or may remove or cause the exhibit to be removed at the exhibitor’s expense, and the exhibitor hereby waives any claim for refund of the exhibit booth or other damages arising out of such termination, exhibit removal, or both. Any exhibitor who is uncertain as to whether an exhibit is in compliance with all applicable regulations and requirements should contact the NPA.

Exhibitors may offer giveaways and raffles as promotional tools to increase booth engagement. However, public announcements of winners are not allowed.

All breaks and the Welcome Reception will be hosted in the exhibit hall to generate traffic for exhibitors. To encourage greater booth engagement, NPA allows exhibitors to offer refreshments and snacks. All food and beverages must be ordered through the hotel’s catering service, following their established policies. Exhibitors are required to notify NPA and obtain approval for any refreshment distribution.

Overnight security will be provided for the Exhibit Hall after set-up until the displays are removed. Although security will be provided overnight, it is always the exhibitor’s responsibility to ensure the security of his/her exhibit and its contents.

Children under the age of 18 are not permitted in the conference area. Authorized guests can obtain an exhibitor badge for $200 ahead of time or at Conference Registration to access the Exhibit Hall.

Information on shipping methods and rates will be sent to each exhibitor following registration. The exhibitor will ship, at his or her own risk and expense, all articles to be exhibited. The exhibit services contractor will provide storage for incoming freight, and delivery to the booth, and will work with exhibitors to arrange outbound shipping after the conference. The exhibitor expressly agrees that any exhibit material remaining in the exhibit hall after the contracted move out time has terminated or any damaged exhibits left behind may be removed and disposed of at the expense of the exhibitor and without liability to the NPA or the hotel.

Any space not occupied at the Paris Las Vegas Hotel Convention Center by 9:45am on the first Thursday of the event, shall be forfeited by the exhibitor, and space may be resold, reassigned, or used by the NPA without refund, unless a request for delayed occupancy has received prior approval from the NPA.

Except as otherwise provided, the NPA will not endorse, support, or be liable for the claims made by the exhibitors as to the qualities or merits of their products or services, and no advertising or mention will indicate, claim, or suggest such endorsement or support. All handouts must be distributed within the exhibit booth.

One (1) copy of the conference program/ exhibits directory will be available to each exhibiting company at the exhibitors’ registration area. Exhibitor shall send to the NPA all production ready artwork that is to be included in the conference program on or before January 3, 2025 Exhibitors making changes after that date will be subject to charges as follows: January 4-12: Increase by 25%; January 13-18: Increase by 50%; No submissions will be accepted after January 19, 2025. The Association will send a graphic proof to exhibitor 5 - 7 business days after receipt of production artwork and by sample pdf. Exhibitor shall provide approval or revisions to the Association within 48 hours after receipt. Exhibitor that apply after January 19, 2025 will not have their information included in the printed conference program exhibitor directory.