e-Health26 Terms and Conditions for Sponsors and Exhibitors
Full payment must be received 30 days after contract signing. All invoices must be paid by May 15, 2026.
- Use of logos – e-Health Conference and Tradeshow (e-Health) will use supplied sponsor logo in conference communications and marketing. Sponsor may use e-Health logo to advertise involvement in the event; for questions contact communications@e-healthconference.com.
- Audiovisual – All e-Health sessions are presented using the conference platform and/or in-person audio-visual supplier and tools chosen by the conference hosts. No other technology may be used during this conference for presentation and audiovisual needs. By agreeing to these terms, sponsor acknowledges that only e-Health-preferred audio-visual suppliers and tools may be used for the conference.
- Plenary abstracts and speaker proposals – Plenary abstracts and speaker proposals must be submitted to speakers@e-healthconference.com for approval by November 30, 2025. Presentations (if applicable) must be submitted to speakers@e-healthconference.com by May 15, 2026. Proposed speakers must be registered by March 31, 2026.
- P3 Showcase and Symposia speakers – P3 Showcase and Symposia speaker and session details must be submitted to speakers@e-healthconference.com for approval by March 6, 2026. e-Health reserves the right to cancel the sponsored session without refund if details are not submitted before March 6, 2026. Sponsored presentations (if applicable) must be submitted to speakers@e-healthconference.com for approval by May 15, 2026. Proposed speakers must be registered by March 31, 2026.
- Sponsorship and exhibitor cancellations – A non-refundable deposit of $5,000 + tax must be submitted once an agreement has been signed in order to hold your selected items and/or booth. All sponsorships are non-refundable as of December 31, 2025. Sponsorship cancellation requests must be submitted to info@e-healthconference.com by March 6, 2026 to ensure removal from the conference program and promotional materials (e-Health26 sponsors will be included in conference promotions from the date of purchase through June 2026). Exhibitor booth selection is final: once an exhibitor booth has been confirmed, the selection
is considered final and cannot be changed. e-Health is not responsible for booth selections made by exhibitors. - Exhibitor insurance requirement – Exhibitors are responsible for the placement and cost of insurance related to their participation in the show. Exhibitors must carry $5 million in liability insurance. The exhibitor must obtain and submit to show management a certificate of insurance proving compliance no later than 30 days prior to the event.
- Ancillary Events – Ancillary events presented by sponsors, partners, or attendees are not permitted during scheduled e-Health programming. Refer to the conference program for confirmation.
- Conference change of date or cancellation – e-Health reserves the right, at its sole discretion, to change the date or dates upon which the event is to be held and shall not be liable in damages or otherwise by reason of any such change. In addition, e-Health will not be liable for damages for failure to carry out the terms of this contract in whole or in part when such failure is caused directly or indirectly by or in consequence of pandemic, fire, storm, flood, war, rebellion, insurrection, riot, civil commotion, strike, or by any cause whatsoever beyond the control of e-Health Conference and Tradeshow, whether similar to or different from the causes enumerated herein. Notification of a change of date will be communicated to the sponsor immediately and all sponsor entitlements will be carried forward. In the event of cancellation, the sponsor will be offered a new sponsorship opportunity or a refund.
- Delegate list access – Two lists of registered delegates (who have expressly given permission to be contacted by sponsors of e-Health26 by opting in at registration) will be shared with Diamond, Platinum, and Gold sponsors. The first list will be sent two weeks ahead of the conference date. The second list will be sent on the final day of the conference to capture the maximum number of registered delegates.
- Delegate badges – All badges will be clearly identified at the conference to show that the individual is an attendee, speaker, sponsor, emerging professional, student, patient, or exhibitor. Attendee, speaker, sponsor, emerging professional, student, and patient badges include entry to the Plenary and plenary sessions, general education sessions, trade show floor, welcome reception, refreshments, and social night, as well as complimentary access to the e-Health Virtual Library to access slides or recordings of select presentations after the conference has concluded. Admission to every session, room, or meeting area is not guaranteed, as admission is subject to capacity and other requirements. Exhibitor badges are for exhibit staff who are assigned to work in the booth and include access to the conference and tradeshow. Please honour the intent of the exhibitor badge; individuals from exhibiting organizations who wish to attend the conference and are not assigned to staff the trade show booth should purchase an individual attendee badge for the conference. For security reasons, badge swapping or sharing of access credentials is not permitted. Anyone found wearing a badge that does not match that person’s identification or using another person’s access credentials to attend the conference will be evicted from the conference venue without a refund, and that person’s registration will be cancelled. A government-issued photo ID will be required to pick up your badge on-site.
