terms and
conditions

A1Scope and acceptance

This policy governs every sponsorship, exhibit booth, and attendee registration purchase for the Minnesota Transportation Conference 2027, including purchases made during the returning sponsor priority access period.

You acknowledge this policy at checkout. Completing a purchase constitutes acceptance of these terms by the purchasing organization.

This policy operates alongside the exhibitor and sponsor terms in Part B, which govern conduct, insurance, indemnification, and venue requirements. Both parts apply to exhibit booth and sponsorship purchases.

Where a separately negotiated and signed sponsorship agreement conflicts with this policy, the signed agreement controls as to that sponsor only.

A2Definitions

Sponsorship. A purchased sponsorship package at any published level: Bronze, Silver, Gold, Hospitality, Lounge, or Lanyard.

Named opportunity. A sponsorship carrying an exclusive or limited placement, including lanyard branding, lounge naming rights, hospitality and meal placements, and session room designations.

Exhibit booth. A purchased booth space in the MTC 2027 exhibit hall, in the Prime, General, or Value Zone.

Attendee registration. An individual full-conference or single-day registration.

Release. A written request from a purchasing organization asking ACEC Minnesota to return a purchased exhibit booth to inventory.

Resale. ACEC Minnesota's sale of a released booth to a different organization for MTC 2027.

Purchaser. The organization that completed the transaction. The individual who submitted the order acts on the organization's behalf.

A3General provisions

Submit all cancellation, release, substitution, and refund requests in writing to mtc@acecmn.org. ACEC Minnesota does not act on requests made by telephone, in conversation, or to individual staff members.

A request takes effect on the date ACEC Minnesota receives it, not the date you sent it. Every deadline in this policy expires at 5:00 p.m. Central Time on the stated date.

ACEC Minnesota issues approved refunds to the original payment method. ACEC Minnesota does not refund third-party payment processing fees, and deducts those fees from any refund where the processor does not return them.

Purchases belong to the organization rather than to the individual who placed the order. ACEC Minnesota corresponds with the purchasing contact of record and will redirect correspondence only on written request from that organization.

ACEC Minnesota applies this policy uniformly. If you believe ACEC Minnesota has misapplied it, you may request review under A12.

A4Sponsorships

This applies whether or not your organization sends anyone to the conference. ACEC Minnesota does not issue partial refunds when an organization reduces its sponsorship level after purchase.

You may upgrade to a higher available level at any time by paying the difference, subject to availability and to ACEC Minnesota's ability to still deliver the associated benefits. Benefits with production deadlines that have passed may not be available at the upgraded level.

Sponsorships are not transferable to another organization without written approval from ACEC Minnesota. ACEC Minnesota will withhold approval where the receiving organization does not meet the eligibility terms of the sponsorship.

Lanyard, Lounge, Hospitality, and Gold sponsorships carry limited or exclusive placements. Once purchased, ACEC Minnesota removes them from inventory. They are not refundable and not transferable.

ACEC Minnesota delivers sponsor benefits as published at the time of purchase. Where a benefit becomes unavailable through venue requirement, facility restriction, or program change, ACEC Minnesota will substitute a benefit of comparable value. Substitution does not entitle a sponsor to a refund or a partial refund.

Sponsor signage placement is subject to Saint Paul RiverCentre approval and to the venue's designated signage locations. ACEC Minnesota does not guarantee any specific physical placement.

A Silver sponsorship or above is required to purchase a Prime Zone exhibit booth. A sponsorship purchased to establish that eligibility remains non-refundable if the associated booth is later released. Releasing a booth does not release the sponsorship.

Sponsors are responsible for meeting ACEC Minnesota's published deadlines for logos, advertising artwork, and other sponsor-supplied materials. ACEC Minnesota issues no refund or credit for a benefit that cannot be delivered because the sponsor missed a materials deadline.

A5Exhibit booths

You may request to release a purchased exhibit booth by writing to mtc@acecmn.org on or before January 22, 2027.

ACEC Minnesota does not accept release requests after January 22, 2027. Booths released after that date, and booths abandoned without written notice, are not eligible for any refund.

Where an organization releases multiple booths, ACEC Minnesota refunds only the booths that resell. Partial resale of a released block produces a partial refund. ACEC Minnesota is not obligated to prioritize a released booth over other available inventory, and does not guarantee that any released booth will resell.

Each booth includes one full-conference attendee registration. When you release a booth, the included registration is forfeited unless you elect in writing to retain it at the published attendee registration rate.

ACEC Minnesota may reassign booth locations where required by facility requirements, safety requirements, fire marshal direction, venue management decisions, or changes to the exhibit floor plan. ACEC Minnesota will notify you and assign a comparable location. Reassignment does not entitle an exhibitor to a refund.

Exhibitors may not sublet, share, resell, or assign booth space to another organization without written approval from ACEC Minnesota. ACEC Minnesota may remove an unauthorized occupant from the exhibit hall and forfeit the booth without refund.

Prime Zone eligibility requires the organization to hold a Silver sponsorship or above through the conference. If an organization ceases to hold a qualifying sponsorship for any reason, ACEC Minnesota will offer it an available General or Value Zone booth at the published rate and refund the difference in booth price, or process the Prime booth as a release under this section.

An exhibitor that does not occupy its purchased booth forfeits the booth and any refund. ACEC Minnesota may reassign or repurpose unoccupied space after the exhibit hall opens.

Exhibitors are responsible for occupying their space during published move-in hours and remaining through the published close of the exhibit hall. ACEC Minnesota issues no refund or partial refund for a shortened exhibit presence.

ACEC Minnesota publishes the exhibit floor plan as a planning reference. Booth dimensions, aisle configuration, and adjacent inventory may change through move-in. Changes do not entitle an exhibitor to a refund.

A6Attendee registrations

Attendee registrations are refundable less 5% of the registration fee paid for written requests received on or before March 10, 2027. Registrations are non-refundable after that date.

Registrations are transferable to another individual within the same organization at no charge at any time, including on site. Send substitution requests to mtc@acecmn.org.

ACEC Minnesota issues no refund for a registered attendee who does not attend.

Registrations included with an exhibit booth purchase are governed by A5.

Where offered, single-day registrations, guest tickets, and social event tickets follow the same deadlines as full-conference registrations.

A7Payment terms

ACEC Minnesota confirms a sponsorship or exhibit booth when it receives payment, or when it receives a completed order under the invoice terms provided at purchase.

ACEC Minnesota may charge a service fee of 1.5% per month on balances remaining unpaid more than 30 days after the invoice date.

ACEC Minnesota may deny exhibit space, sponsor recognition, or attendee credentials to an organization carrying an unpaid balance at the start of the conference.

A8If ACEC Minnesota cancels, postpones, or changes the format

If ACEC Minnesota cancels MTC 2027, sponsorship and exhibit booth purchases convert to a credit applicable to sponsorship or exhibit purchases at the next Minnesota Transportation Conference. ACEC Minnesota refunds attendee registrations in full.

If ACEC Minnesota moves MTC 2027 to different dates, all purchases transfer to the rescheduled dates. An organization unable to participate on the rescheduled dates may request a credit toward the next conference by writing to mtc@acecmn.org within 30 days of the announced change.

If ACEC Minnesota changes the conference format or venue, purchases remain valid and ACEC Minnesota will provide benefits of comparable value. A format or venue change does not entitle a purchaser to a refund.

A change to program length, session count, exhibit hall hours, or social programming does not entitle a purchaser to a refund or partial refund, provided ACEC Minnesota holds the conference.

ACEC Minnesota is not responsible for travel, lodging, shipping, freight, booth construction, drayage, staffing, or any other cost you incur in connection with the conference.

A9Circumstances beyond ACEC Minnesota's control

ACEC Minnesota is not liable for failure to hold MTC 2027 as scheduled where the cause lies beyond its reasonable control, including fire, severe weather, acts of God, mob action, riot, war, civil commotion, act of civil authority, strike or labor dispute, utility or transportation failure, terrorism, epidemic or public health emergency, government order, damage to or interference with the venue, or termination of ACEC Minnesota's venue license by the venue operator.

A8 governs the treatment of purchases in these circumstances.

ACEC Minnesota's own venue license contains no reciprocal excuse for ACEC Minnesota. ACEC Minnesota therefore structures its remedies to purchasers as credits rather than refunds where the conference does not occur, so that a cancellation does not simultaneously impose venue liquidated damages and full purchaser refunds on the organization.

A10Chargebacks

A purchaser that initiates a payment card chargeback rather than following the request process in this policy forfeits eligibility for any refund or credit otherwise available under this policy.

ACEC Minnesota may recover from that organization any chargeback fee assessed to ACEC Minnesota, and may decline future sponsorship, exhibit, or registration purchases from that organization.

A11Removal and conduct

ACEC Minnesota may remove an individual or an organization from the conference for conduct that violates the exhibitor and sponsor terms, ACEC Minnesota's code of conduct, venue rules, or applicable law.

Removal on these grounds carries no refund of any sponsorship, booth, or registration purchase.

A12Exceptions and review

ACEC Minnesota may grant exceptions to this policy in individual circumstances. An exception granted to one organization sets no precedent and modifies this policy for no other purchaser.

The ACEC Minnesota Chief Executive Officer approves all exceptions and records the reason for each in writing.

You may request review of a policy determination by writing to mtc@acecmn.org within 15 days of the determination. The Chief Executive Officer decides all reviews.

A13Changes to this policy

ACEC Minnesota may revise this policy. The version in effect on the date of purchase governs that purchase. ACEC Minnesota retains prior versions and provides them on request.

A14Governing law

Minnesota law governs this policy. Venue for any dispute lies in Ramsey County, Minnesota.

B1Application

These terms apply to every organization that purchases an exhibit booth or sponsorship for MTC 2027, and to that organization's employees, agents, contractors, and representatives.

You acknowledge these terms at checkout. The cancellation and refund policy in Part A applies alongside this part and governs all money questions.

Saint Paul RiverCentre operates under management rules that bind ACEC Minnesota. Where a venue rule and these terms conflict, the venue rule controls.

B2Insurance

Each exhibitor and each sponsor occupying exhibit space shall procure and maintain, for the duration of its participation in MTC 2027, Commercial General Liability insurance from a carrier licensed in Minnesota, covering bodily injury, property damage, personal injury including death, and advertising liability, with limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate.

Each policy shall name the following as additional insureds:

• ACEC Minnesota
• Saint Paul RiverCentre Convention and Visitors Authority
• The Housing and Redevelopment Authority of the City of Saint Paul, Minnesota
• The City of Saint Paul, Minnesota, and its agencies, officers, and employees
• MHC Culinary Group, LLC, and its officers, directors, partners, affiliates, subsidiaries, and related entities
• Imperial Parking (U.S.), LLC, and its officers, directors, partners, affiliates, subsidiaries, and related entities
• Saint Paul Arena Company, LLC, and its officers, directors, partners, affiliates, subsidiaries, and related entities

Each certificate shall also evidence contractual liability coverage showing that the policy applies to the exhibitor's or sponsor's obligations under these terms.

Exhibitors and sponsors using their own labor shall also carry Workers' Compensation insurance meeting Minnesota statutory obligations, with Employer's Liability limits of at least $100,000 each accident, $500,000 disease policy limit, and $100,000 disease each employee.

B3Indemnification

Each exhibitor and sponsor shall indemnify, defend, and hold harmless ACEC Minnesota, Saint Paul Arena Company, the Saint Paul RiverCentre Convention and Visitors Authority, the Housing and Redevelopment Authority of the City of Saint Paul, and the City of Saint Paul, together with their agencies, officers, and employees, from all claims of any nature, including costs, expenses, and attorneys' fees, arising out of or resulting from:

• The exhibitor's or sponsor's work, conduct, management, use, or activity at the venue.
• Any act, error, or omission of the exhibitor or sponsor, or of its agents, employees, contractors, subcontractors, lower-tier contractors, guests, or any person it admits to the venue.

This indemnity does not extend to claims arising out of the sole and direct negligence of the indemnified party.

Nothing in these terms waives any limitation on municipal liability under Minnesota Statutes Section 466.01 et seq. or any common-law immunity.

B4Property and risk of loss

Neither ACEC Minnesota nor the venue assumes responsibility for property owned by, or placed at the venue by, an exhibitor or sponsor, or for the property of others in an exhibitor's or sponsor's care, custody, or control.

Exhibitors and sponsors waive claims of any kind against ACEC Minnesota and the venue for loss of or damage to that property, and are responsible for insuring it.

Exhibitors and sponsors assume liability for damage to venue real or personal property arising from their own fault or negligence, or that of their agents, employees, contractors, guests, or invitees. ACEC Minnesota will invoice the responsible organization for repair or restoration costs assessed by the venue, and payment is due within 15 days of invoice.

Exhibitors requiring dedicated security for high-value displays shall arrange it through ACEC Minnesota and pay the cost.

B5Food and beverage

Prohibited items include, without limitation:

• Delivered food of any kind, including pizza, sandwiches, fast food, and snacks, whether from a restaurant, a store, or a runner.
• Food or beverage served from an exhibit booth or a sponsor space that the venue caterer did not provide.
• Alcoholic beverages not served by the venue caterer.
• Coolers or ice chests containing food or beverage purchased outside the facility.
• Branded or private-labeled water bottles or other individual beverages intended for distribution to attendees.

An exhibitor or sponsor may distribute food or beverage samples only with prior written approval from the venue, obtained through ACEC Minnesota. Approved sampling requires:

• A valid Special Event Food Stand License issued by the Minnesota Department of Health.
• A copy of that license delivered to mtc@acecmn.org no later than March 2, 2027, which is 14 business days before move-in.
• Sample sizes of one ounce or less for food, and less than three ounces for non-alcoholic beverages.
• Items manufactured, processed, or distributed by the exhibiting or sponsoring organization. Samples may not be sold.

The venue treats a violation as a breach of ACEC Minnesota's license and assesses a service charge of at least 100% of the estimated cost of the product distributed, at the venue's current catering rates. ACEC Minnesota will pass any such charge through to the responsible exhibitor or sponsor in full, together with any related penalty.

B6Minnesota sales tax

Any exhibitor, sponsor, or other party making taxable sales at MTC 2027 shall register to collect Minnesota sales tax and applicable local taxes before the conference begins. The combined rate in Saint Paul is currently 9.875%.

Minnesota law requires ACEC Minnesota, as event operator, to obtain a completed Form ST-19, Operator's Certificate of Compliance, from every seller before renting space to that seller. The state may assess ACEC Minnesota a penalty of $100 per non-compliant seller per day of the event.

ACEC Minnesota may deny exhibit space to a seller that has not furnished Form ST-19, and will recover from that organization any penalty the state assesses against ACEC Minnesota as a result.

An exhibitor that displays products without selling them on site does not make taxable sales and does not need to file Form ST-19. Contact ACEC Minnesota if the distinction is unclear in your case.

B7Booth construction, signage, and the exhibit floor

Exhibitors and sponsors may not post signs, advertisements, bills, posters, or cards anywhere in the facility outside their own contracted booth space and the locations the venue designates. The venue may require removal of any signage it finds objectionable, and ACEC Minnesota will pass through any associated cost.

Sponsor recognition signage is produced and placed by ACEC Minnesota in venue-approved locations. ACEC Minnesota does not guarantee specific physical placement.

Booth structures shall conform to the published height, setback, and configuration rules in the MTC 2027 exhibitor kit, and to fire marshal direction on site.

Helium balloons require advance venue approval, obtained through ACEC Minnesota. Open flame is prohibited. Exhibitors may not operate motors or machinery, or use oils, burning fluids, camphene, kerosene, naphtha, or gasoline, without venue permission obtained through ACEC Minnesota.

All electrical, plumbing, gas, telephone, internet, compressed air, water, and carpentry work in the facility shall be performed by venue personnel at venue rates. Multiple plugs, twin sockets, and cube taps are prohibited and will be removed. Order utilities through the venue's service forms. Excessive electrical use may carry a surcharge.

IATSE holds jurisdiction over production, staging, props, audio-visual, presentation equipment, sound, lighting, and rigging. Exhibitors shall comply with existing union agreements when setting up equipment, exhibits, or scenery.

B8Music, trademarks, and licensed content

An exhibitor or sponsor that plays music, live or recorded, or presents other licensed content at MTC 2027 is responsible for all royalties, license fees, and performance-rights charges arising from that use, and shall indemnify ACEC Minnesota and the venue for any claim arising from it.

Exhibitors and sponsors assume all costs arising from their use of patented, trademarked, or copyrighted materials, equipment, devices, or processes.

B9Venue brand and promotion

Exhibitors and sponsors may not use the Saint Paul RiverCentre name, logo, image, or trademark in advertising or promotional material without express written venue approval, obtained through ACEC Minnesota.

You may state that you are exhibiting or sponsoring at MTC 2027 and may reference the conference name, dates, and city.

B10Venue product exclusivities

The venue holds exclusive rights over the selection, distribution, advertising, and promotion of certain designated products and brands within the facility. If you are planning an activation involving branded consumer products, beverages, or on-site distribution, clear it with ACEC Minnesota in advance. Infringement is a material breach of ACEC Minnesota's venue license, and ACEC Minnesota will pass through any resulting cost.

B11Move-in, move-out, and abandoned property

Exhibitors shall occupy their space during published move-in hours, remain through the published close of the exhibit hall, and remove all property by the published move-out deadline.

Property remaining in the facility after the move-out deadline may be removed at the exhibitor's expense. Neither ACEC Minnesota nor the venue is liable for damage to or loss of property removed under this section.

ACEC Minnesota may reassign or repurpose unoccupied booth space after the exhibit hall opens.

B12Accessibility

Exhibitors and sponsors are responsible for the accessibility of their own booth setup, displays, presentations, and materials under the Americans with Disabilities Act, including auxiliary aids and the configuration of their space.

B13Nondiscrimination

Exhibitors and sponsors shall not discriminate on the basis of race, color, creed, religion, sex, sexual or affectional orientation, national origin, ancestry, familial status, age, disability, marital status, or status with regard to public assistance, consistent with Chapter 183 of the Saint Paul Legislative Code.

B14Conduct and removal

ACEC Minnesota and the venue may remove any person from the facility for disruptive, unsafe, or objectionable conduct. Exhibitors and sponsors waive claims for damages arising from such removal.

Removal carries no refund. A11 governs.

B15Parking

ACEC Minnesota makes no guarantee as to the availability of public parking, parking rates, or parking policies around the venue. Public parking availability depends on other activity in the area.

B16Compliance with law

Exhibitors and sponsors shall comply with all applicable federal law, Minnesota law, and Saint Paul city ordinances, and with all requirements of the Saint Paul Police and Fire Departments, while participating in MTC 2027.

B17Changes to these terms

ACEC Minnesota may revise these terms. The version in effect on the date of purchase governs that purchase, except that changes required by the venue or by law take effect immediately.