Exhibit Fees, Terms, and Conditions
The exhibits at ATC are designed for the display and demonstration of products and/or services directly related to the practice and advancement of the science of transplantation. All products and services exhibited must be germane to the study and practice of transplantation and have appropriate governmental and agency approval, if applicable. ATC retains the sole authority to determine the eligibility of any company and/or its product. ATC reserves the right to refuse applications of organizations not meeting standard requirements or expectations. ATC reserves the right to curtail or to close exhibits, wholly or in part, that reflect unfavorably on the character and purpose of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.
Exhibit booth fees are listed below. Additional questions on fees can be directly to Melanie Ryan, firstname.lastname@example.org.
|Island||$40 per square foot|
*Proof of non-profit status must accompany completed application.
Terms & Conditions
Terms of Payment
Total booth fee is due with completed exhibit application. Applications can be submitted online here. Space will not be confirmed without the completed application and full payment. Checks should be made payable to ATC/American Transplant Congress and sent the the address below.
ATC/American Transplant Congress
Attn: Melanie Ryan
1120 Route 73, Suite 200
Mt. Laurel, NJ 08054
Assignment of Space
ATC has instituted a priority point system for space assignment. Booth location will be determined based on the following criteria: previous year’s booth size, marketing dollars spent, hotel rooms used within the housing block, EAC participation, and Society support. Management reserves the right to make any revisions necessary to the floor plan at any time. ATC reserves the right to relocate an exhibitor at any time with the understanding that if the exhibitor does not agree with such relocation to the extent that the exhibitor cannot participate in ATC, the deposit and/or full payment for exhibitor space will be fully refunded. Exhibitors wishing to avoid assignment of space adjacent to that of a particular competitor should note that on their application. Careful consideration will be given to such requests, but cannot be guaranteed.
Designated Tax Exempt/Non Profit Area
Exhibitors that are defined as tax-exempt/non-profit companies are eligible to receive the reduced booth price of $750 for a maximum of one 10x10 booth. Proof of tax- exempt/non-profit status must accompany completed application. Tax exempt/non-profit space assignment will be confined to a specific area on the floor plan. Tax-exempt/ non-profit exhibits do not have the option to choose booth space in other locations on the exhibit floor for this reduced rate. Tax-exempt/non-profit rental rates include: rental of one 10x10 booth space, side and back drape, and one ID sign. Subsequent booths requested are charged the regular booth price. Tax-exempt/non-profit exhibitors are required to provide carpeting and accessories for their space. If space is unavailable in the tax-exempt/non-profit area, space will not be available elsewhere unless the tax-exempt/non-profit company is willing to pay the full booth price listed above.
Cancellation or Downsizing of Booth Space
Cancellations or requests to downsize must be submitted to the ATC Exhibit Manager in writing. The date of receipt date of the exhibitor’s written notice of cancellation in the ATC Headquarters office will be the official cancellation date. If space is cancelled on or before March 13, 2020, ATC will retain 25% of the total booth cost. Any exhibitor who cancels space after March 13, 2020, will be responsible for the total booth cost. Refunds for cancellations are not available after March 13, 2020. If written notification of downsizing booth space is received on or before March 13, 2020, the exhibitor is responsible for 25% of the original exhibit space contract, plus the cost of the redefined exhibit space. No decreases in booth size or configuration will be made after March 13, 2020.
Failure to Occupy
Booth space not occupied by the exhibitor by 2:00 pm on Saturday, May 30, 2020, is forfeited without refund to the exhibitor, and the space may be resold or used by the ATC.
Cancellation of Exposition
It is mutually agreed that in the event of cancellation of ATC due to fire, strikes, governmental regulations, war, acts of God, terrorism, or causes that would prevent its scheduled opening or continuance, then and there upon this agreement will be terminated and the American Transplant Congress Joint Council shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible after due consideration of previous expenditures and commitments.
Food and Drug Administration (FDA) Market Clearance
All products exhibited must have fulfilled all applicable FDA regulations. Products that are not FDA approved for a particular use in humans or are not commercially available in the United States will be permitted to be displayed only when accompanied by appropriate signs that indicate FDA clearance status. The signs must be clearly and easily visible and placed near the product and on any graphics depicting the product. Display of investigational products is to remain within the expectations and limitations of the Food and Drug Administration’s Guidelines on Notices of Availability. Any investigational product graphically depicted on a commercial exhibit should:
- Contain only objective statements about the product.
- Contain no claims of safety, effectiveness, or reliability.
- Contain no comparative claims to other marketed products.
- Exist solely for the purpose of obtaining investigators.
- Be accompanied by directions for becoming an investigator and list of investigator responsibilities.
- Contain a statement on signage: “Caution: Investigational Product, Limited to Investigational Use” (or similar statement) in prominent size and placement.
It is the exhibitor’s responsibility to contact the FDA to ensure compliance with current FDA guidelines. Contact the FDA Office of Compliance regarding your responsibilities under the Federal Food Drug & Cosmetic Act.
ASTS as the ACCME accredited provider for ATC is 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 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.
Exhibitor Services Online Manual
Exhibitors will receive a link to access the services manual online on March 10, 2020. The online manual will include order forms for all services, including utility specifications and charges, audiovisual equipment, floral, booth furnishings, booth cleaning services, catering, and labor rates. Exhibitors are encouraged to place orders no later than two weeks before the opening of the meeting to take advantage of discounts and minimize delays during set-up. Be sure to consult each form for deadlines, as they may vary depending on the supplier. Special electrical requirements must be arranged directly with the Convention Center. All rates and specifications will appear in the Exhibitor Services Online Manual.
Every exhibit space should allow for the visibility of other spaces. The following rules for booth construction ensure that every exhibitor has reasonable site lines to the aisle. All exhibits must conform to the standards set by the Health Convention and Exhibitors Association, which are as follows: No obstructions in the front half of the booth above a height of 48-inches are permitted. The booth height of 8-feet, inclusive of company name and logo, may be maintained up to 50% of the distance from the back wall toward the front of the space. Ceiling heights in Exhibit Hall A and B of the Pennsylvania Convention Center are 30 feet. Hanging signs are allowed to be suspended from the ceiling of the exhibit hall as long as they adhere to the height restrictions of individual booth construction as outlined in the Exhibit Prospectus. All suspended signs from the ceiling must be confirmed and approved by ATC Exhibit Management. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. The reverse side of any wing panel extending from the back wall of a display must be draped in order to avoid raw exposure to a neighboring booth or aisle. To remedy instances of noncompliance, ATC Exhibit Management will have exposed areas draped at the exhibitor’s expense. No part of any equipment, or signs relating thereto, shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture, in any way to deface same, damage arising by failure to observe these rules shall be payable by the exhibitor.
An in-line booth is 10-feet wide, 10-feet deep, and 8-feet high.
A corner booth is 10-feet wide, 10-feet deep, and 8-feet high and is at the end of a row of in-line booths with access to two through aisles.
An island booth is 20-feet wide and 20-feet deep or larger. The island exhibitor receives the following benefits: a) waiver of the 8-foot height restriction; b) waiver of sidewall restrictions; and, c) increased visibility from all areas of the exhibit hall. Island booths MUST allow at least 40% show visibility on each side. Island height is restricted to 20 feet unless approved by ATC Exhibit Management. Scale drawings for 20x20 booths or larger are due to Exhibit Management by March 25, 2020. Drawings not in compliance with the 40% site rule will be rejected.
Please note the following rules apply to multilevel booths:
- A drawing from a US licensed structural engineer of a multi- level booth must be submitted to the ATC Exhibit Manager at least ninety (90) days in advance of the first move-in day (May 28, 2020) to allow sufficient time for any needed corrections.
- One (1) 2A10BC-type fire extinguisher must be on each level of the display, easily available, and unobstructed from view.
- All areas under multi-level booths must be equipped with a UL approved battery operated smoke detector attached to the ceiling or understructure.
- No ceilings are allowed on the top most level.
- If any deck is designed to hold over 10 people, a second staircase is required for emergency evacuations.
- All stairways must be at least three (3) feet in width and must be equipped with a handrail on at least one side.
Booth Furnishings and Decorations
ATC provides the pipe and drape, 8-foot high backdrop, 36-inch side rails, and a 2-line name sign. Booth carpeting is mandatory and is the responsibility of the exhibiting company. Additional signs for display purposes may be ordered from the official decorator. Order forms for the rental of furniture and other special materials will be included in the Exhibitor Services Online Manual.
Labor: Carpenters, Expo Workers, and Exhibitor Appointed Contractors
The official contractor will have available a staff of carpenters, decorators, and laborers during the periods of installation and dismantling. Please note that union regulations require that carpentry and labor involved in the installation and dismantling of exhibits must be done by accredited union labor. While every effort is made to minimize the exhibitor’s cost to install and exhibit on the show floor at the convention center, the practices of the nation’s building trades will be followed. This means that union labor must be used where applicable. To avoid any misunderstandings in advance or at the show on this specific point, contact show management by letter for additional clarification. Exhibitors shall employ only union labor, as made available by official contractors in the installation or dismantling of their exhibit and in its operation when required by union agreements. An exhibitor using an outside contractor for the above work must employ only union display companies and must notify Exhibit Management no later than 30 days prior to the meeting indemnifying the contractor(s), listing the supervisory personnel, and supplying evidence of adequate liability insurance coverage by original copy. Further details and regulations will be included in the Exhibitor Services Online Manual.
Storage of Crates and Boxes
Storage of crates and boxes can be arranged with Freeman, as outlined in the Exhibitor Services Online Manual. All cartons, crates, containers, packing materials, etc., that are necessary for re-packing, must be labeled with “empty” stickers, and they will be removed from the floor by Freeman. Crates and boxes cannot be stored behind booth displays. Proper identification tags will be available at the Freeman Service Desk.