June
2 - 6
Additional Rules & Regulations
ATC management shall have full power in the interpretation and enforcement of all rules and regulations governing exhibitors. All matters and questions not covered by the regulations shall be subject to the final judgment and decision of ATC. These rules and regulations may be amended at any time by ATC and the amendments so made shall be binding upon the exhibitor equally with these rules and regulations, and shall become a part thereof, providing the exhibitor is notified of the amendments. Notice may be verbal or in writing, before or during the Congress, and may be given to any authorized agent or representatives of the exhibitor.
Accreditation Council for Continuing Medical Education
The ASTS is accredited by the Accreditation Council for Continuing Medical Education and therefore are subject to all rules and regulations including adherence to FDA imposed rules and regulations on displayed products, including disclosure of current FDA status by appropriate labeling of all displayed products. ATC/ASTS/AST reserves the right to determine what is appropriate as it pertains to exhibit materials, attire, professionalism, and any audio equipment volume. Violation of any rules may lead to immediate shutdown of the exhibitor’s booth or barring from participation in future meetings. Granting of CME credit, in any category, from an exhibit booth is prohibited.
Americans with Disabilities Act
In compliance with the Americans with Disabilities Act of 1990 (“the ADA”), ATC will make reasonable efforts required thereunder to accommodate persons with disabilities. Please contact the Exhibit Manager to make ATC management aware of any need for an accommodation. Each exhibitor is responsible for compliance with the ADA within its assigned exhibit space, including without limitation the provision of access to the exhibit booth.
Booth Conduct
ATC reserves the right to approve all exhibits and related activities. ATC may require that an exhibit be curtailed if it does not meet the standards required or expected, if it reflects against the character of ATC, or if it exceeds the bounds of good taste as determined by ATC in its sole discretion. All exhibitors must identify all products to be exhibited on the exhibit application. The exhibit hall will be inspected during installation hours, at which time every effort will be made to advise exhibitors of any violation of exhibit rules. Exhibitors must make all corrections requested by ATC at their own expense or risk removal from the exhibition without further notice and without obligation on the part of ATC to provide any refund. ATC reserves the right to expel or refuse admittance to any representative whose conduct is, in ATC’s sole opinion, not in keeping with the character and/or spirit of the Congress.
Exhibitor personnel may not enter another exhibitor’s booth without obtaining prior permission from such other exhibitor to do so. Lingering in the aisles surrounding another exhibitor’s booth for the purpose of obtaining product information or distracting other booth personnel is strictly prohibited. ATC does not in any manner endorse any of the products or services related to the exhibits that have been accepted for display during the Congress.
Celebrities
Celebrities (nationally known figures in the arts, sports, politics, etc.), including full-time employees and/or company spokespeople, are prohibited from staffing an exhibitor’s booth and/or appearing at the exhibitor’s affiliate event(s) or at industry-supported satellite symposium.
Character of Exhibits
All exhibits must conform to the standards set by the Health Convention and Exhibitors Association, which include the following:
1. Canvassing or distributing advertising materials outside the exhibitor’s own booth is not permitted. Solicitation of business, except by exhibiting firms, is prohibited.
2. Contests, lotteries, raffles, and games of chance are strictly prohibited as such activities reflect unfavorably on the character of the congress. Exhibitors may not register attendees for contests, lotteries, raffles and games of chance that might be conducted during or after the Congress.
3. The character of the exhibits is subject to the approval of the ATC Exhibit Management. ATC reserves the right to refuse applications of companies or with respect to products or services not meeting Congress standards, as well as the right to curtail exhibits or parts thereof which reflect unfavorably on the character of the Congress.
Children's Admission to the Exhibit Hall
Children may be admitted in the exhibit hall during show days only when accompanied by a registered attendee or exhibitor. The accompanying person must remain with the child at all times during their visit, is responsible for the child, and assumes all liability for damage to exhibits and equipment and injury to the child. Children are not permitted in the exhibit hall during installation and dismantling of exhibits. To maintain a safe environment, strollers are prohibited in the exhibit hall at all times.
Competitive Events
Exhibitors agree not to schedule events with Congress attendees during times when Congress events are in progress.
Computers
All full-time, regular employees of customers and exhibitors shall be permitted to connect their personal computers (desktop and laptop), computer components and peripherals with no limitation.
Contractual Obligation
By submitting the official Exhibit Space Application, the exhibiting company agrees to abide by all rules and regulations applicable to the Congress. The exhibiting company will be held responsible for the activities of its company representatives, international affiliates, co-marketing partners, third-party contractors, contracted public relations and marketing firms and/or any agency appointed on its behalf. It is the responsibility of the exhibiting company to disseminate the Rules and Regulations contained within this Prospectus to its staff and affiliates.
Delivery and Shipment of Materials
Exhibitors agree to ship and store their material at their own risk and expense. Arrangements have been made with the Congress service contractor to receive and store all shipments for ATC up to 30 days prior to exhibitor move-in and to deliver all shipments to the appropriate booths on set-up days. All shipments must be labeled and consigned, including with company name and booth number. Shipments must have all transportation charges PREPAID (shipments sent collect will not be accepted). Complete shipping information will be available in the Exhibitor Service Online Manual. Shipping materials will not be returned to exhibit booths before the official close of the Congress.
Exhibit Hall Access
Exhibitor personnel will be permitted on the exhibit floor one hour prior to opening and may remain one-half hour after closing on each day.
Exhibit Personnel Registration and Badges
Exhibitors are invited to register utilizing the ATC Online Exhibitor Registration System. Registering exhibit booth personnel online allows exhibitors the flexibility to register staff at the exhibitor’s convenience, and to make edits and changes as needed. Exhibitors will receive further information on this system in the Exhibitor Online Services Manual. All participants affiliated with exhibits must register. Each person registered as an exhibitor must be employed by or has a direct business affiliation with the exhibiting company. The exhibit badge allows access to the exhibit hall only. Attendance at any of the scientific sessions requires separate registration using the ATC registration brochure or online at the ATC website: www.atcmeeting.org. Each person will be issued an exhibitor’s badge.
Each exhibiting company receives two complimentary registrations for each 100 square feet of exhibit space reserved. Additional exhibitor badges are $50.00 per person. Badges will not be mailed in advance and must be picked up on site at the Exhibitor Registration counter during the following hours:
Thursday, May 31 8:00 am - 5:00 pm
Friday, June 1 8:00 am - 7:00 pm
Saturday, June 2 9:00 am - 4:00 pm
Sunday, June 3 9:00 am - 4:00 pm
Monday, June 4 9:00 am - 2:00 pm
Exhibitor badges must be worn at all times in the exhibit area. Representatives without a badge will not be admitted to the exhibit hall. Badges may not be supplemented with business cards, ribbons (other than those supplied by ATC), or company logos.
Exhibitor Services Online Manual
A link to access the Exhibitor Services Online Manual containing complete show information and order forms for all show services will be sent to each exhibiting company on or about February 29, 2012. All forms should be completed in advance of the Congress to ensure that adequate labor, equipment, etc. is available for a smooth set up. Forms will be included for the following services: labor, material handling, electricity, furniture rental, signs, rental displays, photography, utilities, audio visual, computer, telephone, florist, cleaning, and lead retrieval.
Fire Regulations
All materials used in the exhibit area must be flameproof and fire resistant in order to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters. Crepe paper, corrugated paper, flameproof or otherwise, is not permitted. Display racks, signs, spotlights, and special equipment must be approved before use, and all displays are subject to inspection by the Fire Prevention Bureau. Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. All aisles and exhibits must be kept clear at all times, and fire stations and fire extinguisher equipment are not to be covered or obstructed. Enclosed areas in a booth need to be equipped with a UL approved battery-operated smoke detector and a 2A10BC Fire Extinguisher.
Food & Beverage Products
With prior approval from the Exhibits Manager, food and beverage services are permitted at the exhibitor’s booth except during official, sponsored food functions in the exhibit hall. All food service must be coordinated through the convention center caterer. Food preparation and cooking are prohibited in the exhibit hall.
Handouts and Giveaways
All giveaway items must comply with all guidelines and codes regarding the relationship between the pharmaceutical and medical device/equipment industry and healthcare professionals. All items to be distributed must be useful to the participants at the meeting and/or in the professional activities of the booth visitor. Distribution of descriptive product literature is permitted.
Food and beverages may be distributed but must be purchased through the convention center caterer. Other items may be distributed from the booth with written approval by the Exhibit Manager. All requests must be submitted to ATC for review by April 5, 2012, and approval must be confirmed in advance of the meeting. No unapproved items may be distributed. Any exhibitor found distributing materials that have not been officially approved will be required to cease distribution immediately and may be excluded from the exhibit hall. Giveaway Approval Forms will be included in the Exhibitor Services Online Manual and must be faxed back to the Exhibit Manager by the date indicated on the form.
Independent Contractors
Exhibitors who plan to use service contractors other than those appointed by show management must notify ATC in writing on or before April 5, 2012, using the Exhibitor Appointed Contractor Form in the Exhibitor Services Online Manual. Independent contractors must abide by the following:
• Perform all services in a timely and professional manner, in accordance with ATC established deadlines.
• Not engage in solicitation of business on the exhibit floor for present and/or future conventions.
• Provide a Certificate of Insurance, in an amount specified by ATC, to ATC no later than April 5, 2012.
• Register all employees and temporary help at the Exhibitor Registration Desk.
Indemnification
Each exhibitor agrees to protect, save and keep ATC, ASTS, AST, the congress service contractor and the convention center hosting the Congress forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, its employees or agents, as well as to strictly comply with the applicable terms and conditions of any agreements between ATC, ASTS, AST, the Congress service contractor and the convention center regarding the exhibition premises; and further, the exhibitor shall at all times protect, indemnify, save and keep harmless ATC, ASTS, AST, the Congress service contractor and the convention center hosting the Congress against and from any and all loss, cost, damage, liability, or expense that arises out of or from, or by any reason of any act or omission of the exhibitor, its employees or agents.
Insurance
Each exhibiting company must obtain insurance with such coverage and in such amounts specified by ATC. Certificates of insurance must be submitted to the Exhibits Manager by April 5, 2012. Exhibitor appointed contractors also are required to submit certificates of liability insurance. Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense.
Liability
Neither ATC, the American Society of Transplant Surgeons, the American Society of Transplantation, any of their officers, directors, employees or agents, nor the owners, employees or representatives of the convention center hosting the congress will be responsible for any injury, loss or damage that may occur to the exhibitor or to the exhibitor’s employees or property prior to, during or subsequent to the period covered by the exhibit space contract. The exhibitor expressly releases ATC, ASTS and AST from any liability for damage or injury suffered by the exhibitor or its employees or agents. While ATC may have designated certain official contractors to perform certain services in connection with the Congress, ATC assumes no responsibility or liability for any of the services performed or products provided by such contractors. Anyone visiting, viewing or otherwise participating in the exhibitor’s exhibit is deemed to be the invitee of the exhibitor, not the invitee of ATC.
Market Research
Market research may not be conducted under a manufacturer’s name for any product that is pending governmental approval; however, such research may be conducted under the auspices of a market research firm. Market research companies are welcome to exhibit provided they submit a letter of authorization from the sponsoring company which must also be an exhibitor at ATC. The name of the sponsoring company will be kept confidential. ATC retains the right to determine the relevance of and deny exhibiting privileges to market research companies. The sponsoring company is responsible for the conduct of any exhibiting market research firm. Research must be conducted within the confines of the booth assigned, and activities must conform to all the procedures, rules and regulations applicable to the Congress.
Music Licensing
Neither ATC nor exhibit management has obtained a music license authorizing the performance of either live or recorded music on the Congress’s premises. As a condition of exhibit management’s acceptance of the exhibitor’s application, exhibitor hereby warrants and represents that no copyrighted music will be performed, either live or recorded, at the direction of the exhibitor either on the exhibit floor or in companyleased rooms during the meeting dates unless the exhibitor has obtained written permission from the copyright owner for such use and provided a copy of such written permission to ATC prior to any such use.
All copyright fees applicable to music or entertainment used as part of an exhibit are the full responsibility of the exhibitor. The exhibitor must make payment of the fees directly to the applicable copyright agency. Should the exhibitor engage in copyright infringement, the exhibitor agrees to indemnify, save, hold harmless and defend ATC and its respective directors, officers, agents, employees, and each of them, from and against any and all claims, costs and expenses (including advancement of legal fees and expenses as they are incurred), demands, actions, and liabilities of every kind and character whatsoever with respect to the unauthorized use of copyrighted music.
Pets
No pets, except those needed for disability reasons, shall be permitted on the exhibit floor.
Photography
No photographs may be taken in the exhibit hall at any time. Only the official photographer of the Congress, as designated by ATC, may take photographs in the exhibit hall. Details about the official photographer will be included in the Exhibitor Services Online Manual. Exhibitors hereby give their permission for likenesses of their personnel to be included in photographs taken by the official Congress photographer for purposes of promotion of the Congress and future Congresses.
Premises
Exhibit booth space is made available to each exhibitor on an “as is” basis, and ATC shall not be liable for any pre-existing condition of such premises or for conditions arising during the period of the exhibit space contract. Upon conclusion of the Congress, Exhibitors shall return the exhibit booth to the same condition as that in which it existed at the beginning of the exhibit space contract.
Press Conferences
ATC holds several press conferences during the Congress. The press conference room is available at all other times for the use of the press and industry representatives.
Press Room
Use of the press room is limited to the media representatives with press passes and to Congress attendees granting interviews or otherwise engaged in ATC publicity. Industry representatives are not allowed in the Press Room. ATC does not make available any list of press attendees or their affiliations.
Program Book Distribution/Registration Bags
Each exhibiting company will be entitled to one (1) copy of the ATC scientific program book and one mini program for every 100 square feet of exhibit space up to a maximum of four (4) copies. These books will be available at the Exhibitor Registration Counter. Registration bags are only available to registered attendees who have paid the attendee fee.
Sales and/or Solicitation of Orders
ATC is designed specifically to educate registrants at the Congress. The exhibits are an integral part of the educational program. Therefore, the sole purpose for contracting exhibit space is to display and/or demonstrate products and/or services. The selling of any products or services during the Congress is strictly prohibited. Order taking is acceptable, provided there is no financial transaction.
Security
As a courtesy to exhibitors, watchman service for the exhibit area will be furnished during the hours as deemed necessary by ATC, but the safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor. The furnishing of such service is in no case to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind. ATC shall not be liable for damage or loss to any exhibitor’s property through theft, fire, accident or any other cause, whether the result of negligence or otherwise.
Signs/or Promotion for Exhibitor-Related Events
Signs, banners, posters, or flyers advertising a booth may not be posted or displayed at any location inside or outside the convention center other than the exhibitor’s booth. Exhibitors sponsoring a non-approved event are limited to the use of signage to their exhibit space for any purpose. Signs advertising affiliated events in any public space outside an exhibit booth are not permitted; this includes signs and/or exhibitor staff holding signage or directing attendees to transportation. Such signage will be removed and destroyed. Additionally, door drops or other on-site promotion of any event is strictly prohibited.
Smoking
No smoking is permitted within the exhibit hall or convention center at any time, including during installation, exhibit hours and dismantling.
Soliciting
Soliciting or canvassing of any kind or distribution of materials in the exhibit areas, registration areas, convention center or hotel public areas or meeting rooms by non-exhibiting companies is strictly prohibited. Any person doing so will be asked to leave the congress. Exhibiting companies may only solicit, canvas or distribute materials in their exhibit space. No exhibits or displays are permitted in guest rooms, meeting rooms, hotel corridors or other off-site facilities during the Congress unless approved by ATC.
Sound Restriction
Exhibitors may not use audible electronic, mechanical apparatus or open audio systems that may be heard outside the exhibitor’s assigned exhibit space or that may interfere or prove objectionable to attendees or other exhibitors. The Exhibits Manager reserves the right to require exhibitors to discontinue any activity that causes such annoyance or interference.
Staffing of Exhibits
Exhibit booths must be staffed at all times during exhibit hours. The ATC requests strict adherence to the opening and closing hours. It is imperative that no exhibitor begins dismantling, packing or teardown of its space until the exhibit floor is officially closed. Failure to adhereto this requirement may result in denial of future exhibit applications.
Subletting of Space
The subletting, assignment, or apportionment of the whole or any part of space by any exhibitor is prohibited. Exhibitors may not permit any other party to exhibit in their space and may not exhibit any goods other than those manufactured or handled by the contracting exhibitor, nor may exhibitors permit the solicitation of business by others within their exhibit space.
Unoccupied Space
Space not claimed and occupied, or for which no special arrangements have been made in writing to ATC prior to 2:00 pm on Saturday, June 2, 2012, shall revert to the ATC to be occupied in any manner and for such purposes as ATC may see fit. If an exhibit has not begun to be set up by such time, the ATC may, but shall not be obligated to, order the exhibit erected at the expense of the exhibitor. Neither ATC nor the exhibit services contractor shall be responsible for any injury to person or damage to property incurred.
Use of ATC, ASTS or AST Names, Logos and/or Acronyms
The names, logos and acronyms of the American Transplant Congress, American Society of Transplant Surgeons and/or the American Society of Transplantation are proprietary marks. Use of the names in any fashion, by any entity, for any purpose, is expressly prohibited without the prior written permission of the ASTS and the AST.
Use of ATC Scientific Program Content
Information presented during ATC is the property of the ASTS, AST and the presenter. Information may not be recorded, photographed, copied, photocopied, transferred to electronic format, reproduced or distributed without the prior written permission of ATC and the presenter. Any use of the program content which includes, but is not limited to, oral presentations, audiovisual materials used by speakers and program handouts without the written consent of ATC is prohibited.
Utilities
Complete information on utilities will be available in the Exhibitor Services Online Manual.
Violations
Any material violation of any of these rules, regulations and guidelines by the exhibitor, its employees or agents, shall entitle ATC to cancel this contract, remove the exhibitor, its personnel and its materials from the exhibit floor at the exhibitor’s expense, and retain as liquidated damages any exhibit fee paid by exhibitor. The exhibitor shall pay all expenses and damages that ATC may incur thereby. In the event of a violation, ATC reserves the right to refuse exhibit privileges for future years. Exhibiting companies participating in ATC are responsible for communicating the rules, regulations and guidelines of ATC to their agents, employees, contractors, and anyone connected with or authorized by the exhibiting company.
Amendments
ATC shall have the full power and authority to make such amendments to these Rules and Regulations as it deems necessary and in the best interest of the Congress. Notice of any such amendments shall be provided to exhibitors, but receipt of such notice shall not be necessary for such amendments to become effective.