Thursday, April 16, 2020 | 6:00 am – 7:00 am
Times are subject to change. A final schedule will be provided in the Exhibitor Service Kit. Installation of Exhibits must be carried out during the times listed. All crates and packing material must be unpacked and removed from the exhibit area by 7:30 am on Thursday April 16, 2020. These materials should be nested as quickly as possible. Storage stickers must mark all containers to be stored and returned at the close of the exhibits. Any exhibit that is not unpacked by this time will be put in storage and can be returned only after the exhibits close on the first day the exhibition hall is opened. Containers or skids without storage stickers will be considered refuse and will be disposed. No refuse, such as empty cartons, may be placed in the aisle after the exhibit area is swept the final time. Exhibitors are urged not to litter the floor of the booths and aisles after the final cleaning of the exhibit area. Crates, boxes and cartons may not be stored behind booth backgrounds. Nothing of value should be left in crates that are going to storage. After returning crates at the close of the show, the hotel will provide a bill-of-lading, shipping labels and clerical assistance in preparing the forms for outbound shipment.
No packing of equipment, literature or dismantling of exhibits will be permitted until the official closing time after the last break on the last day of exhibits. Exhibitors who pack up early may not receive their first booth choice at next year’s meeting. All exhibit material must be packed and ready for removal from the exhibit area by the close of the exhibit hall on Saturday, April 18, 2020. Exact dismantle times will be distributed via the Exhibitor Service Kit closer to the meeting.
The subletting, assignment or apportionment of the whole or any part of exhibit space is prohibited. No exhibitor may permit any other party to exhibit in the space assigned to them, advertise any goods other than those manufactured or handled by the contracting exhibitor, nor permit the solicitation of business by others within space assigned to them without written consent of exhibit management. No persons, firm or organization not having contracted with exhibit management for the occupancy of space in the exhibit hall will be permitted to display or demonstrate its products, processes or services, distribute advertising materials in the halls or corridors of the conference, or in any other way occupy or use the facilities for purposes inconsistent with these regulations.
Pre-meeting mailings increase booth traffic and exposure of your company’s products and services. To assist you in reaching this goal, one complimentary pre-registration list for The Meeting will be available. Additional uses may be purchased for $300 per use. The complete mailing list of pre-registrants will be available on or after April 1, 2020. Please note that the attendee pre-registration list does not include email addresses. In addition, a complimentary final attendee list will be available. In order to receive this list, exhibitors must submit their exhibitor evaluations which will be distributed onsite. The mailing lists are only available in electronic format. Exhibitors who choose to mail promotional materials to our pre-registration list and/or final post-show list must have their promotional item approved by Meeting Management. A sample of the piece you will be mailing must be the final draft. The text of all mailers is subject to approval by Meeting Management. Please remember that use of the meeting logo is not permitted on promotional materials. If you are ordering lists for multiple mailers, you must provide a sample mailer for each list you wish to obtain. Please contact the Exhibit Manager for further details. A signed copy of The Meeting mailing list agreement, found in the Exhibitor Service Kit, must accompany all mailing list requests, regardless if being used for informational purposes or a specific mailing. Mailing list requests will not be processed without this form. For more detailed information regarding these lists, please refer to the Exhibitor Service Kit.
Shipping information will be included in the Exhibitor Service Kit.
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. Exhibitors are urged to take a portal-to-portal rider available at a nominal cost on their own insurance policies protecting them against loss through theft, fire, damage, etc. As a courtesy to Exhibitors, security service for the exhibit area will be furnished by Exhibit Management during the hours as deemed necessary. 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.
Cancellation of Meeting/Expositions
It is mutually agreed that in the event of cancellation of The Meeting as a result of strikes, governmental regulations or other causes which would prevent its scheduled opening or continuance, this agreement will be terminated immediately, and Exhibit Management shall determine an equitable basis for the refund of such portion of the exhibit fees as possible, after due consideration of expenditures and commitments already made.
The names or titles of CME activities, symposia and other presentations or events associated with a CME activity are the property of Association & Meeting Solutions. Exhibitors and commercial supporters of those CME activities, symposia and other presentations or events shall not use the names or titles of those activities, symposia, presentations or events in promotional programs, campaigns or other efforts to induce attendance without written permission from Association & Meeting Solutions. In addition, no Exhibitor or commercial supporter shall reward any participant for attendance at a CME activity, symposium, presentation or event, including, but not limited to, gifts or prizes, either given directly or as part of a raffle or other similar contest. Association & Meeting Solutions reserves the right to restrict attendance at CME presentations to members of the target audience.
The Meeting reserves the right to determine what is acceptable publicity and advertising, and also reserve the right to restrict at any time any display or activity it deems inappropriate or undesirable. In the event of such restriction, The Meeting will assume no liability for any expenses incurred by the affected company. The restrictions outlined here also apply to advertisements in other media which refer to The Meeting. All product/service demonstrations, interviews, instructional activities and distribution of promotional literature within the hotel must be confined to the limits of the assigned exhibit space. No exhibitor shall use the name of The Meeting or any symbol or logo identified therewith, in any manner representing that the exhibitor or his products or services possess the approval or endorsement of The Meeting. Product literature, both printed and visual, must be designed in accordance with the professional nature of The Meeting.
Notice of Disability
In compliance with the Americans with Disabilities Act of 1990, The Meeting will make all reasonable efforts to accommodate persons with disabilities at its meeting. Please call Meeting Management with your requests.
The Meeting is a professional, scientific, educational meeting; please keep this in mind when planning your contest, drawing, raffle, etc. Exhibit Management must approve all contests, lotteries, drawings, raffles and games of chance. All requests must be submitted to Exhibit Management for review and approved 30 days in advance of the meeting. No unapproved items may be used as a “prize.”
Wireless Internet Access
Wireless Internet access will be available to exhibitors by the Sheraton New York Times Square Hotel. A password to access the Wi-Fi will be available onsite. However, if you require high-speed Internet, it is suggested that you order separate Internet access through the hotel specifically for your booth. A form will be provided in the Exhibitor Service Kit for ordering Internet access.
Exhibitor Functions/Hotel Space Request
The Meeting has strict policies that limit unofficial activities throughout the week. These unofficial activities include social events, meetings, focus groups and industry-supported symposia that are not planned or sponsored by The Meeting. Only exhibiting companies are eligible to host a third party event. Unofficial activities cannot be held during the official meeting hours, or during an official The Meeting event such as breakfast, lunch or evening symposia or workshops. This also includes official The Meeting receptions. Please contact the Exhibit Manager for specific times. Exhibitors are not permitted to book space directly through the hotel. All requests for space and special programs must be submitted in writing on the meeting space request form included in your Exhibitor Service Kit.
The purpose of the technical exhibits is to further the education of meeting attendees through product and service displays and demonstrations. Sales are permitted provided that the transactions are conducted in an appropriate and professional, business-like manner. The Meeting reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Sales, canvassing or distributing promotional materials outside the exhibitor’s own booth is not permitted. Solicitation of business except by exhibiting companies is prohibited.
No Solicitation Policy
The exhibit hall will be strictly policed to eliminate solicitation of exhibitors by other exhibitors and third parties. If you are approached, please report it to the Registration Desk immediately. Individuals who fail to observe The Meeting no solicitation policy will be removed from the exhibit hall and jeopardize the participation of the company they represent. Companies may only distribute promotional materials from their designated exhibit booth areas. Any distribution of promotional materials outside of your company’s exhibit booth will be a violation of the guidelines set forth by The Meeting and may subject your company to removal from the exhibit hall. This will be strictly enforced.
Disposal of Infectious Products
Exhibitors conducting wet labs must contact the hotel directly to determine the appropriate disposal method. This also pertains to exhibitors using any nature of sharp instruments.
Management of Space
Space at The Meeting is managed by The Meeting management. Upon completion and receipt of space request, all efforts will be made to accommodate applicants on a first-come, first-served basis. The assigned meeting room will be provided “empty,” and the exhibiting company will be responsible for expenses and arrangement of logistical support, equipment and services obtained directly from the facility.
Use of the Meeting Name/Logo
The name and logo of The Meeting are proprietary marks. Use of the meeting logo is expressly prohibited. Use of the meeting name, including materials mailed to The Meeting pre-registration list, must be submitted to Exhibit Management for review and approval; sample materials will be required in electronic and/or hard copy format before permission can be granted.
Use of Scientific Program Content
The Meeting is not a public event. Programs presented at the meeting are for the education of attendees as authorized by The Meeting. Any use of the program content, the name of a speaker and/or program title, or the name of The Meeting without written consent of Meeting Management is prohibited. For this purpose, “program content” includes, but is not limited to, oral presentations, audiovisual materials used by speakers and program handouts. This policy applies before, during and after the meeting.
Information displayed and/or presented at all sessions during
The Meeting is the property of The Meeting and/or the presenter. Information may not be recorded, photographed, copied, photocopied, transferred to electronic format, reproduced or distributed without the written permission of The Meeting.
The Meeting reserves the right to reconfigure the exhibit hall floor plan. The Meeting also reserves the right to relocate any exhibit at any time. If the affected exhibitor does not agree with the relocation and wishes to withdraw from the exhibition, all application fees will be refunded. The Meeting has the right to limit the number of exhibitors of similar products or services in order to ensure quality and a broad spectrum of products in limited exhibit space.
Exhibits must be staffed at all times during the meeting. Those firms that do not keep their area staffed and operating until the official closing time jeopardize their participation at future meetings.
Children’s Admission to the Exhibit Hall
Children (age of 18 years or less) are welcome in the exhibit hall during show hours, provided they are accompanied by a registered attendee and/or exhibitor at all times. No children (age 18 or less) are allowed in the exhibit hall during setup or dismantling. No strollers are allowed for safety reasons. The registered attendee and/or exhibitor who is responsible for the child assumes all responsibility for damages to any exhibits.
Amendments to Rules and Regulations
All matters and questions not covered by these regulations are at the discretion of The Meeting. The Meeting may amend these regulations at any time. All amendments shall be equally binding upon publication on all parties affected by them as the original rules and regulations.
Contract Submission of the official Application for Exhibit Space and receipt by the exhibitor of the specific exhibit space assignment letter constitutes a contract for the right to use the space allocated. Please note that the Prospectus rules and regulations governing the exhibit are part of the application of space. Any matters not specified in the Prospectus shall be resolved at the sole discretion of the Exhibit Manager.
The official show badge must be worn at all times by exhibitors and attendees in the exhibit hall and in the sessions. Anyone not wearing the proper badge will be asked to leave the hall by the security officers. Security/watchman service will be on duty at all times. As a courtesy to exhibitors, perimeter watchman service for the exhibit area will be furnished by The Meeting during the hours deemed necessary by The Meeting. The furnishing of service is in no case to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind.
If any exhibiting company fails to observe the policies outlined in this Prospectus, or engages in unfair or deceptive practices in connection with the exhibition, The Meeting reserves the right to terminate the exhibit onsite and may refuse assignment of space for future meetings.
Directional or promotional signs for events not planned or sponsored by The Meeting are not permitted. Hanging signs or banners are not permitted due to space constraints. The Meeting reserves the right, in its sole discretion, to limit participation of any organization or individual.