Exhibiting & Advertising Application and Contract 30th ANNUAL OCD CONFERENCE | JULY 10–13, 2025| CHICAGO, IL

Acceptance of Application for Exhibit Space and Review of Activities: The International OCD Foundation (IOCDF) reserves the right to accept or refuse the Application and Contract for Exhibit Space for any exhibitor and, once an exhibit is on the floor, to require its modification or removal, whenever the IOCDF considers such exhibit to be detrimental to its mission, professional, or ethical interests or originates from any organization whose displayed products do not meet the professional standards of the IOCDF. The IOCDF may review the exhibit floor activities of exhibitors at any time. The IOCDF reserves the right to decline or prohibit any exhibit, or part of any exhibit, or prohibit or restrict any activity or conduct within the exhibit area that, in its opinion, is not appropriate or would cause the IOCDF to violate its contract with the Conference hotel (Chicago Marriott Marquis). In the event of such restriction or eviction, the IOCDF is not liable for any refund to the exhibitor. Exhibitors shall not assign or sublet the space purchased, or permit any other party to exhibit therein.

Payment: All exhibiting and/or advertising invoices must have been paid in full to the IOCDF within 30 days of the invoice issue date and no later than the application deadline of Monday, May 5, 2025. If an exhibitor fails to pay the IOCDF for the full amount of the exhibit booth by whichever date comes first, the booth space may be released to another waiting party.

Cancellations: The IOCDF must receive written requests for cancellations of exhibit space by Monday, May 5, 2025 to be refunded in full. Any cancellations made after this date are NON-REFUNDABLE and NON-TRANSFERABLE. If the Annual OCD Conference must be cancelled due to an emergency, exhibitors may either request a full refund or transfer their exhibit payment to an exhibiting opportunity at a comparable event in 2026 fiscal year.

Fire and Safety Regulations: All local regulations will be strictly enforced, and the exhibitor assumes all responsibility for compliance with such regulations. If an exhibit booth violates any local or hotel fire and safety regulations, IOCDF and hotel staff will work with the exhibitor to fix the issue at hand.

Installing & Dismantling Exhibits: Exhibitors agree to install and dismantle exhibit booths only within the installation and dismantling times designated by the IOCDF. Exhibit installation will take place Thursday, July 10, 2025 between the hours of 2:00pm–6:00pm in the Great Lake DEFG Ballroom at the Chicago Marriott Marquis. If the exhibit space is not occupied by 8:00am on Friday, July 11, 2025, the IOCDF will consider it to be cancelled by the exhibitor and will assume the right to use such space as deemed appropriate. If an exhibitor will be arriving late, the IOCDF must be given prior written notice at least two weeks in advance of the Conference. Exhibits must be dismantled between the hours of 11:30am–1:00pm on Sunday, July, 13, 2025. Early exhibit dismantling is disruptive and unfair to neighboring exhibitors and to paid attendees. If an exhibitor needs to dismantle early before 11:30am on Sunday, July 13, 2025, the IOCDF must be given prior written notice at least two weeks in advance of the Conference. Any materials left behind and unclaimed after 1:00pm on July 13, 2025 will be thrown away. Exhibitors are responsible for the dismantling of their areas and the management of any remaining materials.

Shipping of Booth Materials: The shipment of all exhibit booth materials will be handled by Freeman, the official exhibitor services company for the 30th Annual OCD Conference. The IOCDF is not responsible for any items shipped independently or through another shipping provider. Instructions about shipping will be provided within the online Exhibitor Portal, which exhibitors will receive access to once payment has been received.

Security of Exhibit Booth Materials: 

Use of Exhibit Floor Plan: The exhibit floor plan and exhibitor list are the property of the IOCDF. Use or publication for any purpose without the IOCDF’s written consent is prohibited.

Booth Equipment: All exhibit packages include one (1) six-foot draped table, two (2) chairs, and one (1) waste basket. Exhibitors may rent additional furniture or materials through Freeman, the IOCDF’s contracted exhibiting company. Information regarding rentals will be made available in the online Exhibitor Portal.

Electrical Power: All electrical power requests must go through Edlen and come at an additional cost. Power purchase forms will be available in the online Exhibitor kit, which all confirmed exhibitors will gain access to once payment is received. More detailed information and instructions regarding power capabilities and requests will be posted on the online ordering system.

Booth Assignment: Exhibitor applications are accepted on a rolling basis. Exhibitors will be asked to offer 1st, 2nd, and 3rd choice booth placement in the order their contract is signed, with the exception of Conference sponsors who have priority placement. Please note that the IOCDF reserves the right to adjust the Exhibit Hall floor plan or organizations’ booth assignments in the unlikely event that such changes become necessary.

Please note: Conference Sponsors will get priority booth choice placement.

Defacing Property: No part of an exhibit, or signs relating thereto, may be taped, nailed, tacked, stapled, pasted, or otherwise fastened to walls, doors, ceilings, painted surfaces, or columns in the hotel. The use of adhesive-backed decals or similar items also is prohibited. Damages to the Exhibit Hall resulting from failure to observe these rules will be billed to the exhibitor.

Booth Support Passes: Each exhibit booth includes one (1) complimentary Booth Support Pass for marketing personnel manning the booth throughout the weekend. IOCDF Institutional Members received two (2) complimentary Booth Support Passes with their booth purchase. An additional Booth Support Pass may be purchased for $200 for personnel manning the booth. If for some reason your Exhibit Booth requires more than two (2) staff manning the booth, please contact conference@iocdf.org. Please note: The Booth Support Passes are intended for booth personnel manning the exhibit booth throughout the Conference, both during sessions and breaks. Therefore, those staff utilizing the Booth Support Passes are not eligible to receive CE/CME credits. If an exhibiting organization has staff members who are mental health professionals interested in attending one or more days of the Conference and earning CE/CME credit, they must register at the Professional level at iocdf.org/ocdcon when registration opens in March 2025.

Exhibit Booth Staffing: Exhibit booths should be staffed by at least one staff member during Exhibit Hall peak traffic times, including breakfast, breaks, and the Researcher and Exhibitor Meet & Greet. It is highly recommended that a staff member is at the exhibit booth during all other exhibit hours, but it is not required. The IOCDF is not responsible for the loss or theft of items from exhibit booths in the exhibit area at any time, whether the exhibit booth is staffed or unstaffed.

Room Reservations: Exhibitors are responsible for making their own hotel reservations. Hotel reservations should be made directly with the Conference hotel, the Chicago Marriott Marquis. The IOCDF has secured a discounted rate of $226/night (plus taxes and fees) at the Conference hotel for all attendees and exhibitors. Access to the discounted hotel room block will be granted via the online Exhibitor Kit once exhibit booth payment is received beginning when the block opens in late March 2025. If reserving over the phone, make sure to reference the “International OCD Foundation” when booking your room in order to receive this special discounted rate.

Direct Sales: The IOCDF must approve all items an exhibitor wishes to sell at their Exhibit Booth during the Annual OCD Conference. IOCDF reserves the right to decline or prohibit the sale of any products by an exhibitor that, in its opinion, is not appropriate or would cause the IOCDF to be in violation of its contract with the Conference hotel (Chicago Marriott Marquis). To get a product approved for sale, email the IOCDF Events Department at conference@iocdf.org. See below for restrictions on Contests, Lotteries, and Raffles.

Contests, Lotteries, and Raffles: If an exhibitor wishes to hold a contest of any kind at its exhibit booth during exhibit hours, written details of the contest, lottery, or raffle must be submitted to the IOCDF no later than Monday, May 5, 2025 detailing the proposed action and compliance with state and local laws. Written approval by the IOCDF is necessary. Failure to receive written approval could result in expulsion from the Conference.

Food: Food from outside the hotel (aside from wrapped candy for giveaways) is not allowed at the exhibit tables. Exhibitors are encouraged to eat breakfast, provided by the IOCDF for attendees and exhibitors in the Exhibit Hall, and lunch and dinner should be consumed in hotel guest rooms or nearby restaurants/cafes.

Research Collection Policy: All exhibitors planning on conducting any research or data collection at their exhibit booth must receive permission in writing from the IOCDF. Please email the IOCDF Events Department at conference@iocdf.org to request permission and sign the Research Data Collection Policy Contract. Any exhibitor found to be conducting research without prior approval will be expelled from the Conference.

Security: Neither the hotel nor the IOCDF will provide security personnel in the Exhibit Hall during move-in, set-up, breakdown, and exhibit hours. Exhibitors will be responsible for securing items displayed in the Exhibit Hall. Exhibitors hereby expressly assume responsibility for injury or damage to persons, property, or things occurring within the exhibit space assigned to each exhibitor in accordance with the terms of this contract.

Cleaning: All booth areas and furnishings are provided in a clean and orderly state on the first day of setup for your area of the Exhibit Hall. However, the exhibitor is responsible for any cleaning services required between the initial booth materials delivery and the Exhibit Hall opening.

General: All matters and questions not covered by these terms and conditions are subject to the decision and discretion of the IOCDF.

Advertiser Agreement: All advertisers at the 30th Annual OCD Conference must agree to the following terms and conditions.

The Advertising Organization hereby agrees to provide financial support for the 30th Annual OCD Conference, being held at the Chicago Marriott Marquis, July 10-13, 2025. As a Conference advertiser, the organization agrees to submit payment and provide artwork for digital and print media in a timely manner and no later than the deadline of Monday, May 5, 2025. The International OCD Foundation (IOCDF) reserves the right to accept or refuse the Application and Contract for Advertising and the IOCDF reserves the right to terminate this agreement if it considers such advertising artwork to be detrimental to its mission, professional or ethical interests, or originates from any organization whose displayed products do not meet the professional standards of the IOCDF. Publication of an advertisement does not constitute endorsement or approval of a book, publication, point of view, standards of service, or opinion presented therein, by the IOCDF, and the IOCDF reserves the right to add the word “advertisement” to advertising copy.

Payment: Advertising invoices must be paid in full to the IOCDF within 30 days of the invoice issue date or by the application deadline of Monday, May 5, 2025, whichever comes first. If an advertiser fails to pay the IOCDF for the full amount of the advertisement by this date, the ad space may be released to another waiting party.

Artwork Deadline: Advertising spaces are reserved on a rolling basis, and the final deadline for reserving and submitting all advertising artwork is Monday, May 5, 2025.

Cancellations: For Program Guide and Tote Bag advertisements, the IOCDF must receive a written request for cancellations of an advertisement by Monday, May 5, 2025 in order to be refunded in full. Any cancellations made after this date are NON-REFUNDABLE and NON-TRANSFERABLE. Advertisements on the Conference website and Conference Mobile App are NON-REFUNDABLE and NON-TRANSFERABLE.

Program Guide Ad Requirements: The IOCDF requires all advertising artwork to be in the form of high-resolution (300dpi or higher) electronic files. The preferred format is Press Quality PDF at actual size, with visible trim lines and bleeds. Also accepted: *.JPEG, or *.TIFF files. All ads for the Program Guide should be full color (CMYK) or black and white (grayscale). Do NOT use Microsoft Word, PowerPoint, Publisher, or Excel for ads. We will charge a conversion fee of $100 for any ad that needs to be converted into a print-ready file. Paper ads will NOT be accepted.

Conference Website Ad Requirements: 

Mobile App Ads Requirements: Video advertisements on the Mobile App must be sent via a YouTube, Wistia, or Vimeo URL along with the advertising organization’s high-resolution logo image file. Image advertisements on the Mobile App must be 1776 x 1224 pixels and accompanied by the advertiser’s desired URL with an applicable UTM tracking code.

Endorsement: The IOCDF does not endorse companies or products. Advertisement revenue directly supports our not-for-profit mission to ensure that no one affected by OCD and related disorders suffers alone. Advertisements inclusion in the Conference materials does not imply endorsement from the IOCDF and represents goods for service.