Sponsorship Rules and Regulations

View the Prospectus Here

 

2021 Virtual Sponsor Lounge - Rules and Regulations, Fees, Terms and Conditions

Rules and Regulations

ATC show management shall have full power in the interpretation and enforcement of all rules and regulations governing Virtual Connect sponsors.  All matters and questions not covered by the regulations shall be subject to the final judgment and decision of ATC.  The rules and regulations may be amended at any time by ATC and the amendments so made shall be binding upon the Virtual Connect sponsor equally with these rules and regulations, and shall become a part thereof, providing the sponsor 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 sponsor. 

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.

Virtual Lounge Conduct

ATC reserves the right to approve all virtual sponsor lounges and related activities.  ATC may require that a virtual sponsor lounge 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.  The sponsor of a questionable lounge or related activity must submit a description of the activity with the application for ATC approval.  All virtual sponsor lounge spaces be reviewed by ATC and every effort will be made to advise sponsors of any deviation of the rules and regulations at that time to allow for correction. Sponsors must make all corrections requested by ATC at their own expense or risk removal 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. 

Virtual Connect Code of Conduct 

All attendees, speakers, moderators, press, and companies participating in the ATC Virtual Connect are permitted to view other speaker’s and company’s information and presentations with the understanding to respect each other’s academic research.  Inappropriate and/or derogatory comments and interactions will not be tolerated.

It will be the discretion of ATC to remove any 2021 Virtual Connect participant’s and/or company sponsor information from the Virtual Connect Portal and not permit company to participate in ATC 2022 should this practice not be followed.

Celebrities

Celebrities (nationally known figures in the arts, sports, politics, etc.), including full-time employees and/or company spokespeople, are prohibited from staffing a sponsor’s virtual sponsor lounge and/or appearing at the sponsor’s affiliate event(s) or industry-supported satellite symposium. 

Virtual Lounge Giveaways

Giveaways to virtual sponsor lounge attendees within the lounge space are permitted if the value is under $10 US. Must be limited to one giveaway per person per day. Contests, lotteries, raffles, and games of chance are strictly prohibited as such activities reflect unfavorably on the character of the meeting. Sponsors may not register attendees for contests, lotteries, raffles, and games of chance that might be conducted during or after the meeting. 

Contractual Obligation

By submitting the official virtual sponsor lounge application, the sponsoring company agrees to abide by all rules and regulations outlined here.  The sponsoring 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 sponsoring company to disseminate the rules and regulations contained within this prospectus among its staff and affiliates. 

Sponsor Registration and Badges

Each sponsoring company of a virtual sponsor lounge will receive complimentary registration badges, the number of complimentary badges is determined by the level of lounge that is purchased. Additional badges can be purchased through the attendee online registration platform at the attendee price.

Online Collateral

All collateral displayed within the virtual sponsor lounge must comply with all guidelines and codes regarding the relationship between the pharmaceutical and medical device/equipment industry healthcare professionals.  All items to be viewed / downloaded must be useful to the participants at the meeting and/or in the professional activities of the virtual sponsor lounge visitor.  Distribution of descriptive product literature is permitted. 

All virtual sponsor lounges will be reviewed and approved by the ATC in advance of the meeting. 

No unapproved items may be posted.  Any sponsor found distributing materials that have not been officially accepted will be required to remove immediately. 

Market Research

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 sponsors a virtual sponsorship lounge 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 virtual lounge 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 virtual lounge assigned and activities must conform to all the procedures, rules and regulations published in this prospectus. 

Music Licensing

Neither ATC nor Freeman has obtained a music license authorizing the performance of either live or recorded music within the virtual platform meeting space. As a condition of ATC’s acceptance of the sponsor’s application, the virtual lounge sponsor hereby warrants and presents that not copyrighted music will not be performed, either live or recorded, in the virtual sponsor lounge space 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 a virtual sponsor lounge are the full responsibility of the sponsor.  The sponsor must make payment of the fees directly to the applicable copyright agency.  Should the sponsor violate the provision, the sponsor 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. 

Purpose of Virtual Lounges

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 virtual lounges, 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 virtual lounge sponsor 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 virtual lounge are an integral part of the educational program.  Therefore, the sole purpose for contracting virtual lounge 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. 

Satellite Symposia

ATC prohibits any company who is not an official virtual lounge sponsor of ATC to host a satellite symposium. 

Subletting of Space

No virtual lounge sponsors may permit any other party to present in their space any collateral other than material referencing those manufactured or handled by the contracting virtual lounge sponsor, or permit the solicitation of business by others within their space. 

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 ATC, 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.

ATC will not provide individual presentations for downloadable purposes before, during or after the live virtual event.

Violations

Violation of any of these rules, regulations, and guidelines on the part of the virtual lounge sponsor, 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 remove access to the virtual lounge space occupied by sponsor and may remove access to all persons affiliated with the sponsor.  In the event of a violation, ATC reserves the right to refuse exhibit / virtual lounge privileges for the following year.  Sponsoring 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 sponsoring company.

Fees, Terms and Conditions

Virtual Sponsor Lounge Eligibility

The virtual sponsor lounges at ATC Virtual Connect 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 posted within the lounge 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 lounges, wholly or in part, that reflect unfavorably on the character and purpose of the meeting.

Virtual Sponsor Lounge Pricing – Please refer to the prospectus for full details of what is included
Premium *limited to 6 sponsors $50,000
Upgraded $25,000
Basic $10,000
Non-Profit* $1,000

*Proof of non-profit status must accompany completed application.

Terms of Payment

Total virtual sponsor lounge fee is due with completed sponsorship application. Applications can be submitted online here. Virtual sponsor lounges will not be confirmed without the completed application and full payment. Checks should be made payable to ATC/American Transplant Congress.  All fees $10,000 and over MUST be paid via check, credit card will not be accepted.

Designated Tax Exempt/Non-Profit Lounges

Sponsors that are defined as tax-exempt/non-profit companies are eligible to receive the reduced booth price of $1,000 for a basic virtual sponsor lounge. Proof of tax- exempt/non-profit status must accompany completed application. Tax-exempt/non-profit rental rates include one basic virtual lounge. Subsequent lounge features / upgrades are charged the regular virtual lounge price.

Cancellation of Virtual Sponsor Lounge Space

Cancellations or requests to must be submitted to the ATC Exhibit Manager in writing. The date of receipt date of the virtual sponsor lounge written notice of cancellation in the ATC Headquarters office will be the official cancellation date. If virtual sponsor lounge is cancelled on or before April 2, 2021, ATC will retain 25% of the total sponsorship cost. Any sponsor who cancels their virtual sponsor lounge after April 2, 2021, will be responsible for the total sponsorship cost. Refunds for cancellations are not available after April 2, 2021. No cancellations will be made after April 2, 2021.

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 virtual lounge fees as is possible after due consideration of previous expenditures and commitments.

Food and Drug Administration (FDA) Market Clearance

All products exhibited in the virtual sponsor lounge 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 language that indicate FDA clearance status. The language must be clearly and easily visible in the posted collateral. 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 in a virtual sponsor lounge 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 sponsor’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 virtual sponsor lounge materials, attire, professionalism, and any audio equipment volume. Violation of any rules may lead to immediate shutdown of the virtual sponsor lounge or barring from participation in future meetings. Granting of CME credit, in any category, from a virtual sponsor lounge is prohibited.