The New York State Department of Health, Division of State Emergency Medical Services offers the annual “Vital Signs Conference” to provide continuing education to prehospital care providers.

Exhibitor Space

Booth locations will be assigned based on the following:

• Timely reciept of completed application and payment
• Exhibitor requests
• Availability of space in the exhibit hall
• Best interest of the conference

Please be aware that purchasing a booth does not include registration for exhibitors to the conference itself.  If an exhibitor also wishes to attend Vital Signs Conference classes must register for the conference separately.

All draped booth spaces will be set up before exhibitor arrival and a booth sign with the company name will be provided.  We cannot guarantee signs for those companies registering after October 20, 2026.

Please be aware that facility lighting may not illuminate all areas evenly and effectively for the Exhibition.  Management will not assume responsibility for providing additional lighting.  The Exhibitor may order additional lighting through decorator if Exhibitor deems it necessary or appropriate.  Management will not assume responsibility for the temperature levels of the exhibit hall during the setup, show or tear-down periods.

Subcontracting

Subcontracting of booth space, the substitution of exhibitors or the exhibition or advertisement of goods other than those manufactured or sold by the contracted company will not be permitted and will result in the removal of all involved parties from the exhibit hall and barred from exhibiting at future Vital Signs EMS Conference.

Staffing

Exhibitors will be responsible for providing adequate staffing of the booth for the contact hours of the Conference.  For the first booth rented, exhibitors will receive 4 identification badges.  For each additional booth purchased, an exhibitor will be issued 2 additional badges.

Please be aware that the exhibitor identification badges are not admission to the main conference courses. If an exhibitor also wishes to attend Vital Signs Conference classes to gain CME they must register for the conference separately.

Please note that exhibit hours extend until 1:30 p.m. Saturday, November 14, 2026.  Vendors should remain on-site and open for business until that time. Vendors discovered breaking down before this time or violating this policy will forfeit their priority status for booth selection in 2027 and a $500 fee will be applied to your credit card.

Cancellation Policy

If your company is unable to attend and wishes a refund, the NYS DOH, Division of State EMS must receive a written notice of cancellation on or before October 20, 2026.  HRI will charge a 25% cancellation fee.  No refunds will be granted after October 20, 2026.

Hazards

No live animals, smoke machines, open flames, flammable liquids, or other safety hazards will be permitted in the exhibit area. Strobe lights should be kept to a minimum.

Solicitation or Collections

No solicitations or collections in the exhibit area or conference facility, whether for charity or otherwise, shall be made, attempted, or allowed unless previously authorized by Vital Signs Staff.

Liability

An exhibitor's property and merchandise are shown at their own risk and hazard.  Neither the Department of Health nor Health Research, Inc. (HRI) will assume any responsibility for any losses incurred due to accident, fire, theft, flood, lightening, or Act of God beyond the control of the Department.  Each exhibitor will assume full liability and will not hold the Department of Health or HRI responsible for any claims arising from any act or omission by the exhibitors, their employees, or agents.

Vital Signs Logo Use

NYS Division of State EMS will not permit use of its logo or use of any of the following phrases or combination of phrases on any item sold or displayed:  "New York State's Emergency Medical Service,” “People Who Care,” “NYS EMS,” “New York EMS Conference” or "Vital Signs EMS Conference 2026" without prior written approval of the Department.  Vendors can reference the date and location (city) of Vital Signs, but it must not appear that the NYS Division of State EMS in any way recognizes or authorizes such item as an officially sanctioned “conference” or “state” item.  Any questions on this policy should be directed to the NYS EMS Office prior to Vital Signs Conference.

The display or sale of any items in conflict with this policy will result in the immediate removal of such items.  The continued display or sale will result in the removal of vendor and potential removal from attendance at future Vital Signs Conferences.

Security

The NYS Division of State EMS will provide security in the exhibit area during the duration of the conference. The vendor area will be locked with no admittance on Thursday from 7:00 p.m. until 10:00 a.m. on Friday morning and again from 4:00 p.m. on Friday until 8:30 a.m. Saturday.  Please plan to cover tables with sheets or tarps and to secure small items for safe keeping during this time. 

Exhibitor Load In

All exhibitors will need to check in with one of the dockmasters prior to unloading any equipment.  To save time, please know your booth number prior to arrival.  There will be specific entrances for exhibitor load in of hand carried items & one entrance for ambulances – you will receive information on load in locations in the Exhibitor Welcome Packet.

Exhibitors must complete load in 30 minutes prior to the Thursday night Exhibit Hall Social. If an exhibitor does not have their booth set up by that time, they must contact Vital Signs Conference staff for an alternative load in time that does not disrupt exhibit hall activities.

​​​​​​​The NYS DOH Division of State EMS reserves the right to:

• reject any application without prejudice, in the best interest of the conference.
  
• reject, prohibit, or remove any exhibit in whole or in part, or any exhibitor or its representatives, with or without giving cause.  If cause is not given, liability will not exceed the return to the exhibitor of the amount of rental unearned at the time of the removal.  If an exhibit or an exhibitor is removed for violation of these rules or for any other stated reasons, no return of rental shall be made.
  
• modify the Exhibit Rules.  If there is a change, exhibitors will be notified in writing.
  
• prohibit or limit the sale of items that the Department, at our sole discretion, feels could be interpreted as degrading to the image of EMS providers.  Any item (clothing or otherwise) sexual in nature will not be allowed.  Should you wish to exhibit clothing, the exhibitor must submit, to the Division of State EMS, a description of the clothing product(s) and type(s) to be sold or displayed, including the complete wording and reproductions of any images, pictures, drawings, or other artwork.  The NYS DOH, Division of State EMS will review and approve items that enhance the educational focus of the conference.
• cancel the conference.  If the conference is canceled by the NYS DOH, Division of State EMS, exhibitor fees will be returned.