Exhibit Hall Meeting Space Rental

ATC is committed to creating opportunities to increase exhibitor and attendee engagement.  In our commitment to enhance overall experiences, ATC has created exhibitor meeting spaces in the Exhibit Hall of the Pennyslvania Convention Center to allow better access to attendees.

We are offering the EXCLUSIVE opportunity for full-paying exhibit companies to host specific meetings over the course of the American Transplant Congress.*  

*Non-profit exhibit companies are not eligible for this opportunity.

For questions, please contact Melanie Ryan, mryan@atcmeeting.org


Permitted Meeting Types

ATC will be permitting the following types of meetings to be held by full paying exhibitors.  All space is held on a 24 hour basis and can be utlized during the hours indicated below. 

Offices/Staff Meetings
Meetings or exhibitor staff only.  Staff meetings should be closed to the public and may not include ATC attendees unless they are full time employees of the exhibiting company.  

Hospitality Suite    
Social gatherings sponsored and financially supported by industry for business purposes.  Educational activity of any kind is strictly prohibited.  

Meetings of 20 People or Less

Advisory Board Meetings

Small meetings, 20 people or fewer. Sponsored and financially supported by a full paying exhibitor.

Focus Groups

Small meeting, 20 people of fewer.  Meetings that target a specific group of attendees to obtain specific data, evaluate services or test new ideas.  Sponsored and financially supported by a full paying exhibitor.

Investigator Meetings

Small meetings, 20 people or fewer.  Investigator meetings are closed to the public and must focus on institutional review board or regulatory agency approved protocol and must review or conduct results of a specific study, current clinical trial or products.  Promotional meetings for data presentation or to launch a drug or study are prohibited.  Sponsored and financially supported by a full paying exhibitor.


Guidelines


All Exhibit Hall Meeting Space Rental must be approved by ATC and approval will be based on the regulations outlined below and listed here.

  • Meeting participants must be registered Congress attendees - no outside persons permitted.
  • Applications to be submitted and meeting space assigned in same method as exhibit booths based on floor plan.
  • Meeting times are shown below.
  • Eligibility is for full paying exhibitors only.
  • Catering must be ordered directly with ATC/Pennsylvania Convention Center caterer directly.
  • Audiovisual must be ordered through ATC designated AV provider, PSAV.
  • Furniture must be ordered through the ATC designated contractor, Freeman.

Meetings Times


All restricted times are reserved for ATC programs, meetings and functions.  ATC is protective of its attendees’ time, energy, and attention and strongly objects to third party initiatives scheduled outside of established guidelines.  

Saturday, May 30 5:30 pm - 7:30 pm
Sunday, May 31 - Tuesday, June 2

7:00 am - 8:30 am
10:30 am - 7:00 pm


Fees


Weekly Rental Early Pricing
by April 29
Late Pricing
after April 29
10 x 20 space $8,000 $10,000
20 x20 space $16,000 $20,000

Contact Melanie Ryan with any questions, mryan@atcmeeting.org


Apply Here


Exhibit Hall Meeting Space Application

 

All events are subject to these Terms & Conditions.


Terms and Conditions

Approval of Events

All events must fall within the stated guidelines on available times and activities allowed.  Exceptions will not be made. 

Cancellation Policy

Any exhibitor that cancels the Exhibit Hall Meeting Space Rental will forfeit a non-refundable rental fee paid to ATC. Cancellation of the event must be received in writing to Melanie Ryan; mryan@atcmeeting.org.

Fees & Payment

Exhibit Hall Meeting Space Rental fees are a non-refundable rental fee paid to ATC and include rental of the space only.  Room setup, food and beverage, audiovisual, and other costs must be arranged and paid for directly with Freeman, Pennsylvania Convention Center Catering, and PSAV.

Payments must be made via check within 5 business day of the official confirmation of space. Failure to remit payment may result in the forfeit of space. 


Marketing


Benefits Included in Rental

Onsite marketing activities for Exhibit Hall Meeting Space events are permitted in the following areas:

  • Sponsor’s exhibit booth
  • (1) 22" x 28" sign directly outside the meeting space build.

Pre-Congress Mailing List – Additional Fee

A mailing list* of all pre-registered attendees can be purchased for a one-time usage. This gives you a unique opportunity to get in front of attendees before the Congress begins either by sending a mailing piece or an email blast

*One-time use agreement must be signed and ATC must approve the marketing material in order to receive the list.  

Please see Content and Use of ATC Name and Logo.

Prohibited Marketing Activities

Promotion of the event is specifically forbidden in ATC designated convention centers or hotels. The following promotion is not permitted:

  • Hotel door drops
  • Distribution of invitations outside of exhibit booth
  • Signs outside of exhibit booth or exhibit staff holding outside of exhibit booth.

Such invitations and signage will be removed and destroyed.

Content and Use of the ATC Name & Logo

Any advertisements, promotions or invitations for affiliate events must bear the following statement: “This program is not affiliated with ATC.”  This statement must appear on the cover/front page of any copy using at least 12 pt. font size. 

The ATC logo or name may not be used in any promotions, advertisements, meeting materials or correspondence related to events.

Space Requests 

Payment must be submitted within 5 business days of each confirmed application in order to be officially considered confirmed and approved.  Exhibitors and/or meeting coordinators are not permitted to reserve meeting rooms directly through the convention center contracted by ATC.

Space Assignments

Space assignments will begin in mid-February 2020 and will be assigned on availability on a first come, first served basis, based on the date the application is received. Space assignments will be confirmed via email by ATC staff.

Upon confirmation, the organizer can contact the meeting facility and make further arrangements for any onsite needs. Menus will be provided by the facility. Presentation Services Audio Visual (PSAV) is the official audiovisual company for the American Transplant Congress and their services are available for your events.  All arrangements for audiovisual equipment and support, including billing, must be made directly with PSAV and not through ATC. Freeman is the official exhibit contractor company for the American Transplant Congress and their services are available to you.  All arrangements for room setup, equipment, and support, including billing, must be made directly with the caterer, PSAV, and Freeman and not through ATC.


Marketing