Policies | MCDC

Music City Dental Conference Terms of Use & Privacy Policy

Please see below for important legal information about using the Music City Dental Conference website.

All rights reserved. Tennessee Dental Association (TDA). All rights are reserved, and content may not be reproduced, downloaded, disseminated, or transferred, in any form or by any means unless specifically indicated otherwise or except with the prior written agreement of the Tennessee Dental Association or as indicated below. Members of the Tennessee Dental Association may download pages or other content for their own personal use on a single computer, but no part of such content may be otherwise or subsequently reproduced, downloaded, disseminated, or transferred, in any form or by any means, except with the prior written agreement of, and with express attribution to the Tennessee Dental Association.

General Legal Notice and Liability Disclaimer

The Tennessee Dental Association (TDA) makes available this website and the information and services contained herein in furtherance of TDA’s nonprofit and tax-exempt purposes. While the TDA makes every effort to present accurate and reliable information on this site, the TDA does not endorse, approve, or certify such information, nor does it guarantee the accuracy, completeness, efficacy, or timeliness of such information. Use of such information is voluntary, and reliance on it should only be undertaken after an independent review by qualified experts.

Reference herein to any specific commercial product, process, or service does not constitute or imply endorsement, recommendation, or favoring by the TDA (unless specifically indicated as such). At certain places on this site, live “links” to other websites can be accessed. Such external sites contain information created, published, maintained, or otherwise posted by institutions or organizations independent of the TDA. The TDA does not endorse, approve, certify, or control these external sites and does not guarantee the accuracy, completeness, efficacy, or timeliness of information located at such sites.

tndental.org and musiccitydentalconference.com are websites owned and operated by the Tennessee Dental Association (“TDA”). This Privacy Policy explains how the TDA and its subsidiaries, charities, and affiliate entities (including musiccitydentalconference.com) collect information about you through our websites and how this information is then used or disclosed. The TDA respects the privacy of our members and other users of our websites. You may contact us about this Privacy Policy via email to tda@tndental.org.

Collection of Information

The information collected via these websites is used to improve the content of tndental.org and musiccitydentalconference.org and to advance the TDA’s mission. For each visitor to these websites, the TDA web server automatically recognizes only the user’s domain name, but not the email address (where possible). The TDA collects the domain name and Internet Protocol (IP) address of visitors to tndental.org and musiccitydentalconference.com, aggregate information on what pages users access or visit, user-specific information on what pages users access or visit, and information volunteered by users, including from surveys, purchases, and/or registrations. The TDA also may collect the email addresses of those who submit requests for various electronic publications.

How Collected Information May Be Used

If you submit a request to receive an electronic publication or communication from the TDA or Music City Dental Conference, you will receive these publications or communications from the TDA or Music City Dental Conference until you elect to unsubscribe or otherwise notify the TDA or Music City Dental Conference that you wish to discontinue receiving said publications or communications. The TDA maintains a directory of dentists that may include information dentists submit via the tndental.org website. Some portions of this directory, containing information about TDA members, are publicly accessible on tndental.org for patients to use. This may include a link to a dental practice website which may contain an email address.

The TDA, its subsidiaries, charities, and affiliates (including musiccitydentalconference.com) may use or disclose an individual’s contact information and other information about you, such as your occupation, specialty, member status, graduation date, and dental school, to alert you to new information, products and services, events, and other opportunities. From time to time, we may also make your contact information and other information about you available to other organizations we believe to be reputable, such as companies whose products or services we think you might find interesting. If you register on tndental.org and musiccitydentalconference.com to attend an event, the TDA may provide an attendee list to other attendees and to entities that collaborate with the TDA on the event.

With respect to email addresses: We generally do not knowingly disclose an individual’s e-mail address without the individual’s express or implied consent outside the TDA, its service providers, subsidiaries, and affiliated entities (including musiccitydentalconference.com), TDA members, and national, state, and local dental societies. However, we may disclose your e-mail address in certain situations; for example, if you serve in a leadership capacity or if you provide your e-mail address in connection with an event or an attendee list.

The TDA and Music City Dental Conference may also occasionally hire other individuals and entities to provide services on their behalf, including but not limited to hosting of online resources, processing credit card transactions, packaging, order fulfillment, answering customer questions about products or services, consulting services, data modeling, printing, sending postal mail, and processing membership and event registration. We will provide those companies with the information they need to complete the service. Third parties may collect information such as your IP address that may indicate your online activities over time or across different websites when you use our websites.

Your Rights

To help the TDA and Music City Dental Conference keep their promise to respect your privacy, it is important when you wish to exercise your rights that you contact us via any of the means listed in the first section of this Privacy Policy.

If you do not want to receive e-mail, postal mail, telephone calls, or faxes from us in the future, or if you do not want us to share your contact information in the manner described above, please provide us with your exact name, e-mail and postal addresses, phone and fax numbers, and, if appropriate, TDA/ADA membership number. While the TDA will continue to share information we maintain about you with national and local dental societies, the TDA and Music City Dental Conference will do their best to be sure any other specific contact information you so identify is removed from any list we share with other organizations.

On request, we may provide you with access to information that you submitted via tndental.org and musiccitydentalconference.com, such as certain transaction information (e.g., dates on which you made purchases, amounts and types of purchases), communications that you have directed to our site (e.g., emails or user inquiries), and contact information (e.g., name, address, or phone number).

On request, we may also offer the ability to have inaccuracies corrected in contact information, financial information, unique identifiers, transaction information, and certain other data.

You may also contact us at tda@tndental.org if you believe your information is being used improperly.

Children’s Privacy

The TDA and Music City Dental Conference do not knowingly solicit data online from, or market online to children. If you are under 18 years of age, you may not purchase products or services from, and you should not provide information to, tndental.org and musiccitydentalconference.com without the involvement of a parent or guardian.

Security

The website company the TDA uses to host tndental.org and musiccitydentalconference.com uses industry-standard encryption technologies when transferring and receiving consumer data. When certain types of sensitive information such as financial or health information are exchanged or received, the TDA or Music City Dental Conference site redirects visitors to a secure server. The web host has appropriate security measures in place at its physical facility to protect against the loss, misuse, or alteration of information that we have collected from you at our site. When users choose to make payments via credit cards, we submit the information needed to obtain payment to the appropriate clearinghouses. We do not store or reuse this credit card information unless you have given your authorization for us to do so.

Changes, Comments, and Questions

If our information practices change at some time in the future, we will post the policy changes to our websites to notify you and allow you to opt out of new uses. The latest version of our Privacy Policy will always be available at tndental.org and musiccitydentalconference.com. If you are concerned about how your information may be used, please check back at our websites periodically. We welcome your comments or questions about our Privacy Policy and privacy practices. If you feel that this site is not following its stated policy, please let us know.

Code of Conduct

Music City Dental Conference 2025 Code of Conduct

The Tennessee Dental Association (TDA) is committed to providing a safe, professional, and courteous environment for all conference participants and TDA staff. All participants, including, but not limited to, attendees, speakers, exhibitors, sponsors, TDA staff members, TDA Board of Trustee members, service providers, and all others are expected to abide by this Code of Conduct. This code of conduct applies to all Music City Dental Conference (MCDC) related events. MCDC related events include social events and receptions, board meetings, committee meetings, membership meetings, and continuing education courses.

TDA has zero-tolerance for any form of discrimination or harassment, including but not limited to sexual harassment by participants or our staff at the MCDC. If you experience harassment or hear of any incidents of unacceptable behavior, the TDA asks you to inform Lisa Johnson at mcdc@tndental.org or 615-628-0208 so that appropriate action can be taken.

Unacceptable behavior is defined as:

Harassment, intimidation, or discrimination in any form.
Verbal abuse of any attendee, speaker, exhibitor, TDA staff member, service providers, or other conference guest.
- Examples of verbal abuse include, but are not limited to, verbal comments related to gender, sexual orientation, disability, physical appearance, body size, race, religion, national origin, inappropriate use of nudity and or sexual images in public space or in presentations or during live events, or threatening or stalking any attendee, speaker, exhibitor, TDA staff member, service provider, or other meeting guest.
Disruption of program offerings. All participants must comply with the instructions of moderators and TDA staff.
No attendee shall solicit or distribute business materials at the Music City Dental Conference onsite at the Renaissance Nashville Hotel, except for registered exhibitors operating within their physical booth space. Violation of this policy will result in expulsion from the conference with no tuition or booth refunds issued.
Recording of any type (video, audio, live streaming) is strictly prohibited during the Music City Dental Conference’s continuing education sessions. Violation of this policy will result in expulsion from the in-person conference with no tuition refunds issued.
The Renaissance Nashville Hotel has a smoke-free policy. No smoking is permitted in the conference venue, including the use of vaporizers and e-cigarettes.

TDA reserves the right to take any action deemed necessary and appropriate, including immediate removal from the conference without warning or refund, in response to any incident or unacceptable behavior, and TDA reserves the right to prohibit attendance at any future meetings or conferences.

Rules and regulations

Exhibitor Rules & Regulations 2025

Rules Governing Exhibits and Exhibitors are those of the Tennessee Dental Association (TDA). TDA management reserves the right to prohibit any exhibit or part of an exhibit for any reason it deems appropriate, including, but not limited to, a finding that the exhibit or part thereof is, in management’s opinion, not suitable or keeping with the character of the exhibition. Exhibitors should conduct themselves in a professional manner at all times while in the exhibit hall and adhere to the Music City Dental Conference Code of Conduct.

All exhibitors must follow local, state, and federal laws, including any executive orders.

Any complaints regarding infractions of the rules or regulations, or disputes between exhibitors, should be made to the TDA, and the TDA’s decision will be final. In the event of any restriction or eviction based on an infraction of rules or regulations or resulting from a dispute between exhibitors, the TDA is not obligated to refund any fees associated with the restricted or evicted exhibit.

RESTRICTIONS: Exhibitors shall not assign or apportion the whole or any part of their allotted spaces, or exhibit therein, or permit any other party to exhibit therein any other goods than those manufactured or handled by the exhibitor in the regular course of business. Nor shall exhibitors permit any person or firm not an exhibitor to solicit in their space without written permission from show management. Dental dealers or companies that resell products or services must be authorized resellers of the products and services they represent.

Two companies, whether or not they represent or distribute each other’s products, may not occupy one 6’ tabletop booth location.

Exhibitors shall not display noisy electrical devices, sound equipment, or other devices that interfere with other exhibits. Playing live or recorded music in an exhibit booth without prior approval is prohibited.

All business activities of the exhibitor must be confined to the booth space rented. No business activities are to be undertaken in any aisles, lobbies, or other areas of the Renaissance Nashville Hotel. All exhibit booths must be staffed throughout the posted show hours.

Conducting live clinical procedures on patients or live models is prohibited.

Since booths have been arranged for maximum exposure to visitors, exhibitors shall not place any equipment that interferes with the exposure of any other booth or impedes free use of the aisle. Displays shall not block the diagonal line-of-sight (above four feet) to the front of any contiguous booth.

From May 1 to May 3, 2025, exhibitors shall not advertise or solicit business outside their assigned booths, nor are they permitted space elsewhere in the Renaissance Nashville Hotel or adjacent hotels for the display of goods or providing continuing education opportunities without the consent of show management.

Video and photography of displays, staff, or features within the hall, other than an exhibitor’s own display and staff, is prohibited unless permission is granted by TDA management.

Under no circumstances shall the exhibitor have the authority to act on behalf of the TDA.

BOOTH SPECIFICATIONS: The MCDC Exhibit Hall offers tabletop exhibits. Each booth includes a standard 6-foot table, two chairs, and a small sign displaying the booth number and company name. The floor is carpeted, and electricity is available if ordered in advance.

Exhibit booths must remain in their original location, and only the provided chairs and 6-foot table may be used. Additional tables, including cocktail rounds provided for attendees, are not permitted for use by exhibitors.

EXHIBIT INSTALLATION AND HOURS: The exhibit hall will be available only to exhibitors for check-in and installation on Thursday, May 1st from 5 p.m. – 7 p.m. and on Friday, May 2nd from 6:30 a.m. – 7:30 a.m.

Thursday, May 1st
- Check-In & Installation from 5:00 p.m. – 7:00 p.m.
Friday, May 2nd
- Check-In & Installation from 6:30 a.m. – 7:30 a.m.
- Exhibit Hall Open to Attendees 7:30 a.m. – 5:30 p.m.
Saturday, May 3rd
- Exhibit Hall Open to Attendees 7:30 a.m. – 2:00 p.m.
- Breakdown and Move Out from 2:00 p.m. – 5:00 p.m.

Booths not occupied by 10:00 a.m. on Friday will be considered forfeited unless prior arrangements have been made with show management. Exhibitors shall not dismantle exhibits prior to the official show closing time. Companies that dismantle their booth(s) before the posted show closing time without consent of show management may forfeit priority placement for the following year’s show. All exhibits must be removed from the Renaissance Nashville Hotel by 7pm on Saturday.

REPRESENTATIVES: All representatives of exhibiting organizations must be registered two weeks in advance of the meeting. Exhibiting companies will be allowed two representatives in the exhibit area at any given time. All representatives must have a badge and wear it at all times. Badges will grant access to the exhibit hall floor only. For security purposes, no one will be admitted in the exhibit hall without a name badge. Representatives will be given badges when they check in upon arrival at the Meeting. Exhibit booths must have a representative present in the booth during all hours the exhibit hall is open. No individual will be issued a badge unless he/she is a representative of the company in which name the space is leased.

SALES WITH DELIVERY: Sales with delivery on the premises and sales for future delivery of products are permitted. A Tennessee Sales Tax Number is required by the state for making sales at the time of the show. For information concerning a sales tax number, contact the Tennessee Department of Revenue at 615-253-0600. Exhibitors shall be subject to eviction without refund if procedures are objectionable.

HOTEL STORAGE: Information and instructions will be emailed once booth assignments have been made. Shipments are to arrive no more than three (3) days before the event. Shipments received earlier than three days prior will be assessed a $25 per day storage fee. The hotel cannot accept C.O.D. shipments. The hotel charges per box/container for receiving, storage, handling and outbound shipping.

ELECTRICAL & OTHER CONVENTION NEEDS: Information and instructions to order electrical needs from the Renaissance Hotel will be emailed upon receiving acknowledgement on exhibit booth application. Electricity request orders will be made on a first come, first served basis. Please acknowledge on Exhibit Application if your company anticipates requiring electrical capabilities.

CERTIFICATE OF INSURANCE: Exhibitors are solely responsible for obtaining insurance as outlined below, and neither the TDA, the Renaissance Nashville Hotel, the City of Nashville, nor any other party has purchased insurance on exhibitors' behalf nor is under any obligation to do so.

The exhibitor agrees to obtain the appropriate insurance coverage for the duration of this event, including move-in and move-out days, and must be able to provide a certificate of insurance upon request of show management. Failure to request proof of insurance shall not relieve the exhibitor from its insurance obligations.

CANCELLATION/TERMINATION: No refund will be made for cancellations. In the event the exhibition must be cancelled, postponed, or relocated because of fire, strike, government regulations, casualties, acts of God or other causes beyond the reasonable control of the Association, the Exhibitor waives any and all claims for damages. The Exhibitor agrees that the sole liability of the Association will be to return each Exhibitor’s rental payment.

LIABILITY: It is understood and agreed that the Renaissance Nashville Hotel and the Tennessee Dental Association shall have no liability for injury to any person or for any loss of, or damage to, goods or property of exhibitors prior to, after, or during the time of the exhibit; and that the exhibitor expressly releases the Tennessee Dental Association and the Renaissance Nashville Hotel from every such liability and agrees to indemnify them against all claims for any such injury, loss or damage which may be caused, or contributed to, by the exhibitor.

Although perimeter guards will be on duty in the exhibit hall overnight, the TDA does not insure exhibitors for loss by theft or otherwise. The TDA is not responsible for loss or damage resulting from any cause in connection with transfer, installation, maintenance, or removal of exhibits, or management of the convention. Exhibitors wishing to insure their goods must do so at their own expense.

Exhibitors shall hold the TDA harmless from any claims resulting from the breach of the Exhibitor’s obligations hereunder and/or the Exhibitor’s negligence or breach of any legal or statutory duty or obligation. Neither the TDA nor the Renaissance Nashville Hotel is responsible for any loss or damage of merchandise or personal injury to any exhibitor, respective employees, or representatives at any time before, during, or after exhibit hours.

Please contact the TDA management at (615) 628-0208 or email at mcdc@tndental.org with any questions or concerns about the aforementioned regulations.