Exhibit Rules & Regulations
ATC show 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. There 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 ATC, and may be given to any authorized agent or representatives of the exhibitor.
American with Disabilities Act
In compliance with the Americans with Disabilities Act of 1990, ATC will make all reasonable efforts to accommodate persons with disabilities. Please contact the Exhibit Manager to make arrangements. Each exhibitor is responsible for compliance within their assigned space ensuring access to their booth.
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 interpreted by ATC. An exhibitor of a questionable exhibit or related activity must submit a description of the exhibit or activity with the exhibit application for ATC approval. The exhibit hall will be inspected during installation hours. Every effort will be made to advise exhibitors of any deviation from exhibit rules at that time. Exhibitors must make all corrections requested by ATC at their own expense or risk removal from the exhibition without notice and without obligation on the part of ATC for any refund. ATC reserves the right to expel or refuse admittance to any representative whose conduct is, in its opinion, not in keeping with the character and/or spirit of the Congress.
Exhibit personnel may not enter another exhibitor’s booth without obtaining permission. 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 (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 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:
Canvassing or distributing advertising materials outside the exhibitor’s own booth is not permitted. Solicitation of business, except by exhibiting firms, is prohibited.
Contests, lotteries, raffles, and games of chance are strictly prohibited as such activities reflect unfavorably on the character of the meeting. Exhibitors may not register attendees for contests, lotteries, raffles, and games of chance that might be conducted during or after the meeting.
Character of the exhibits is subject to the approval of the ATC Exhibit Management. The right is reserved to refuse applications of concern not meeting standards required or expected, as well as the right to curtail exhibits or parts thereof which reflect unfavorably on the character of the meeting. Non-professional products or services are not permitted to be displayed. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.
Children’s Admission to the Exhibit Hall
Children are admitted in the 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. Children are not permitted in the exhibit hall during installation and dismantling of exhibits. To maintain a safe environment, strollers are prohibited.
By submitting the official Exhibit Space Application, the exhibiting company agrees to abide by all rules and regulations outlined in this Prospectus. 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 among its staff and affiliates.
Delivery and Shipment of Materials
Exhibitors agree to ship and store their material at their own risk and expenses. Arrangements have been made with Freeman 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 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 Services Online Manual.
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.
Exhibit Personnel Registration and Badges
In our commitment to bring you the latest and most convenient methods available for registering your booth personnel, we would like to invite you to register utilizing our Online Exhibitor Registration System. Registering your booth personnel online allows you the flexibility to register your staff at your convenience, and make edits and changes as needed. You 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 the exhibiting company or has a direct business affiliation. The exhibit badge allows access to the exhibit hall only. If an exhibitor plans to attendee any of the scientific sessions, they must register separately 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 per person. Badges will not be mailed in advance and must be picked up on site at the Exhibitor Registration counter.
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.
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 Exhibit 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 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 or additional fees may apply. 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 March 30, 2018 and approval will be confirmed in advance of the meeting.
No unapproved items may be distributed. Any exhibitor found distributing materials that have not been officially accepted will be required to cease distribution immediately. Giveaway Approval Forms will be included in the Exhibitor Services Online Manual and must be returned back to the Exhibit Manager by the date indicated on the form.
Exhibitors who plan to use service contractors other than those appointed by show management must notify ATC in writing on or before March 30, 2018 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 to ATC no later than March 30, 2018.
- Register all employees and temporary help at the Exhibitor Registration Desk.
Each exhibiting company is responsible for obtaining insurance (Liability and Fire/Theft) in such amounts deemed appropriate to comply with its obligations hereunder and for its own protection. Certificates of liability insurance must be submitted to the Exhibit Manager by March 30, 2018. 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.
Each exhibitor agrees to protect, save and keep the American Transplant Congress (ATC), American Society of Transplant Surgeons (ASTS), American Society of Transplantation (AST), Freeman and the Washington State Convention Center forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, his employees or agents as well as to strictly comply with the application terms and conditions as contained in the agreement between the ATC, ASTS, AST, Freeman and the Washington State Convention Center regarding the exhibition premises; and further, the exhibitor shall at all times protect, indemnify, save, and keep harmless the ATC, ASTS, AST, Freeman and the Washington State Convention Center 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, his employees or agents.
Market research cannot be conducted under the manufacturer’s name for any product that is pending governmental approval; however, it 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 the 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 published in this prospectus.
Neither ATC nor Exhibit Management has obtained a music license authorizing the performance of either live or recorded music on the meeting’s premises. As a condition of exhibit management’s acceptance of the exhibitor’s application, exhibitor hereby warrants and presents that not copyrighted music will be performed, either live or recorded, at the direction of the exhibitor floor or in company leased rooms during the meeting dates unless the exhibitor has obtained written permission from the copyright owner for 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 violate the provision, the exhibitor agrees to indemnify, save, hold harmless, defend and bear all expenses as they are incurred by ATC and its respective directors, officers, agents, employees, and each of them, from and against any and all claims, costs, and expenses (including legal fees and expenses), demands, actions, and liabilities of every kind and character whatsoever with respect to the unauthorized use of copyrighted music.
Exhibitors are not permitted to bring in their own photographer. Only the official photographer may take photographs in the Exhibit Hall. Details about the official photographer will be included in the Exhibitor Services Online Manual.
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 no allowed in the Press Room. ATC does not make available any list of press attendees or their affiliations.
Purpose of Exhibits
ATC is sponsored by the American Society of Transplant Surgeons and American Society of Transplantation, both nonprofit scientific and educational associations. The purpose of the exhibits, an integral part of the Meeting’s educational activity, is to complement the scientific and clinical sessions by enabling attendees to evaluate the latest development in products that are presented for use by transplant physicians and surgeons. Each exhibitor is responsible for making sure that all attending personnel are aware of these provisions.
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. In accordance with Internal Revenue Service regulations, the selling of any products or services during the Congress is strictly prohibited. Order taking is accepted provided there is no financial transaction.
ATC prohibits any company who is not an official exhibitor of ATC to host a satellite symposium.
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.
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. No signs will be permitted to advertise affiliate events in any public space in the hotel outside their booths. 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.
No smoking is permitted within the exhibit hall or convention center at any time, including installation, exhibit hours, and dismantling.
Exhibitors may not use audible electronic, mechanical apparatus, or open audio systems that may be heard outside the exhibitor’s assigned space or may interfere or prove objectionable to attendees or other exhibitors. The Exhibit Manager reserves the right to require exhibitors to discontinue any activity that causes the annoyance or interference of others.
Staffing of Exhibits
Exhibits 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 their space until Tuesday, June 5, 2018 at 7:00 pm. This could result in denial of next year’s exhibit application for the exhibitor.
Subletting of Space
The subletting, assignment, or apportionment of the whole or any part of space by an exhibitor is prohibited. No exhibitors may permit any other party to exhibit in their space any good other than those manufactured or handled by the contracting exhibitor, or permit the solicitation of business by others within their 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, 2018, shall revert to the ATC to be occupied in any manner and for such purposes as ATC may see fit. If any exhibit has not begun to set-up by 2:00 pm on Saturday, June 2, 2018, ATC Management may, but shall not be obligated to, order the exhibit erected at the expense of the exhibitor. Neither ATC Management nor Freeman 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 written permission of the ASTS or 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 written permission of ATC and the presenter. Any use of the program content that includes, but is not limited to, oral presentations, audiovisual materials used by speakers, and program handouts without the written consent of ATC is prohibited.
Complete information on utilities will be available in the Exhibitor Services Online Manual.
Violation of any of these rules, regulations, and guidelines on the part of the exhibitor, his employees or agents, shall cancel the right to occupy space and will forfeit to ATC all money that may have been paid. Upon evidence of violation, management may re-enter and take possession of the space occupied by the exhibitor and may remove all persons and goods at the expense of the 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 the following year. 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.