Payment Policy for Sponsors and Exhibitors
All sponsorships and exhibit tables must be paid in full by 7:00 a.m. on Monday, September 28, 2026. Sponsor and exhibitor representatives will not be admitted to the conference until payment has been received.

Submitting the registration form constitutes a binding agreement.

Cancellation and Refund Policy for Sponsors, Exhibitors, and Advertisers
Sponsorships, exhibit spaces, and advertisements are non-cancelable and nonrefundable once the registration form has been submitted. Submitting the registration form constitutes a binding agreement.

If the MSSCA Conference is canceled due to a force majeure event, MSSCA will issue a refund.

Sponsor and Exhibitor Conduct

• Sponsors and exhibitors must conduct business within their assigned exhibit space unless they are sponsoring an approved meal or conference function.
• Sponsor and exhibitor activities must not interfere with conference sessions or attendee learning.
• Sponsor and exhibitor activities must not interfere with another sponsor’s or exhibitor’s ability to conduct business.
• Sponsor and exhibitor name badges may not be transferred or exchanged between individuals.
• Included meals will be served to sponsors and exhibitors at their exhibit tables.

Exhibit Display Policies

• Exhibit displays must remain within the assigned exhibit space.
• Tabletop displays are permitted.
• Freestanding floor banners may be permitted depending on the table location and available space. Displays may not interfere with neighboring exhibits, impede traffic or accessibility, or block emergency exits or safety equipment.
• Exhibitors may distribute literature, promotional items, giveaways, and raffle prizes from their assigned exhibit spaces.
• Exhibitors may conduct sales and promotional activities provided those activities comply with the Suitcasing and Outboarding Policy and all other conference policies.
• Exhibits must be completely set up before exhibit hours begin on Monday, September 28, 2026.
• Exhibits must remain set up and staffed during all posted exhibit hours. Exhibitors may not dismantle or remove their displays before the conclusion of the final posted exhibit period.
• Exhibit setup times, exhibit hours, and other logistical information will be posted on the MSSCA Exhibitor Information Page.

Suitcasing and Outboarding Policy
MSSCA is committed to providing a positive and productive experience for attendees, sponsors, and exhibitors. To protect the investment of registered sponsors and exhibitors, suitcasing and outboarding are prohibited at all MSSCA events.

What Is Suitcasing?
Suitcasing is the act of attending an event to market, promote, sell, or solicit business without purchasing an exhibit table or sponsorship. This practice unfairly competes with registered sponsors and exhibitors by diverting leads and business opportunities.
Suitcasing may occur in the exhibit area or elsewhere during the conference, including hotel guest rooms, hospitality suites, restaurants, clubs, or other public spaces.

Examples include:

• Selling or promoting products or services in the exhibit area without registering as an exhibitor
• Placing marketing materials on tables, counters, or within another organization’s exhibit space
• Promoting outside events, organizations, products, or conferences
• Sharing an exhibit space with a company or individual that is not registered with MSSCA

What Is Outboarding?
Outboarding occurs when an individual or organization hosts an unauthorized event, meeting, demonstration, presentation, or gathering at or near an MSSCA event without prior approval from MSSCA. This includes activities held at the conference venue, another hotel, a restaurant, a nearby property, or a private business.
Outboarding is prohibited for all participants, including registered sponsors and exhibitors.

Examples include:

• Offering an educational or promotional session without MSSCA’s approval
• Inviting conference attendees to a hospitality suite for a product demonstration
• Hosting any event or gathering intended for MSSCA attendees without prior approval from MSSCA

Conflicts of Interest Policy
MSSCA reserves the right to cancel an exhibitor or sponsor registration if MSSCA determines that the organization’s products, services, activities, or mission conflict with the association’s mission or interests.

If MSSCA cancels a registration for this reason, MSSCA will refund the amount paid, less a $50 cancellation fee.
Organizations that are unsure whether they meet these requirements should contact erin@magnoliastateschoolcounselor.org before registering.

Liability Policy
Sponsors and exhibitors agree not to hold MSSCA, the Sheraton Flowood The Refuge Hotel & Conference Center, or conference contractors responsible for the loss, theft, damage, or destruction of property or for injuries sustained by sponsors, exhibitors, their employees, representatives, or guests.

Sponsors and exhibitors further agree not to make a claim for damages resulting from the failure to provide exhibit space, the removal or relocation of an exhibit, or the failure to hold the conference as scheduled.

Unoccupied Exhibit Space Policy
If a rented exhibit space remains unoccupied on the conference’s opening day or is forfeited because of nonpayment, MSSCA reserves the right to reassign or rent the space to another exhibitor without refund.

Fire, Safety, and Health Policy
Sponsors and exhibitors accept full responsibility for complying with all applicable venue, local, city, and state fire, safety, and health requirements.

Property Damage Policy
Sponsors and exhibitors are responsible for any damage they or their representatives cause to the floors, walls, columns, tables, chairs, equipment, or other property belonging to the Sheraton Flowood The Refuge Hotel & Conference Center.

Sponsors and exhibitors are also responsible for any damage they cause to another sponsor’s or exhibitor’s property.