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SCA Exhibitor Guidelines and Regulations For Exhibitors and Commercial Supporters
The rules and regulations in this section have been designed for the benefit of all exhibitors. The society requests the full cooperation of the exhibitor in their observance. Please be sure that your promotional department or anyone else involved in the arrangements for your exhibit has a copy of these rules and regulations. It is the responsibility of the exhibitor to see that all booth staff are aware of and adhere to these rules and conduct themselves in a professional manner throughout the meeting.
Application Procedures and Booth Space
Assignment
The SCA reserves the right to make exhibit space assignments using its discretion, and to refuse space to any company whose products or services, in the judgment of the society, do not meet the educational, scientific or practice needs of our members and meeting registrants. Newer exhibitors should be aware that prime space is typically assigned to companies which have a longer exhibit history. The society reserves the right to place reasonable limitations on the number of booths to be rented to any exhibiting firm. This limitation will be determined by the relation of total applications to the number of booths shown on the floorplan. Please remember that special requests to be away from other companies may adversely affect your chances of getting one of your booth choices.
Exhibit Regulations
By applying for exhibit space, a company agrees to adhere to all conditions and regulations outlined in this section. The first regulation violated will result in delivery of a written warning notice to the exhibitor's booth. If the first violation is not corrected or if a second violation occurs, this will result in the company being removed from the exhibit floor without refund of the booth fee, and potentially losing eligibility to exhibit at future annual meetings.
Subletting of Booth Space Exhibitors may not let, sublet or transfer the exhibit privilege or space in whole or in part without the express written consent of the SCA Manager, Corporate & Educational Support.
Applications submitted without a deposit will not be processed until accompanied by the appropriate payment. The SCA Tax ID #72-0863580. Payment may be made by VISA, MasterCard, American Express, or check payable to SCA. Completed applications with deposits should be mailed or faxed to:
Matt
Van Wie Society Headquarters 2209 Dickens Rd. Richmond, VA 23230 Phone: (804) 565-6310 Fax: (804) 282-0090 email: mattv@societyhq.com
Full Payment The balance of the booth fee is due on or before the posted deadline. If the balance is not received by the due date, the booth space may be cancelled and reassigned without notification, or refund of deposit. No company may exhibit unless full payment for booth space has been received. Final payment should be sent to the address listed above.
Cancellation or Reduction
of Space
All cancellations or reductions in space must be sent in writing on company letterhead to Matt Van Wie at the society's office. No refunds are provided for cancellations after December 8 of the year prior to the Meeting. Refunds on or before December 8 will be returned to the company cancelling their participation (less $100 processing fee).
Cancellation initiated by / or as a result of the Society's actions If the society fails or is unable to fulfill its obligations in providing the opportunity to hold exhibits at the Annual Meeting, the society agrees to promptly return the exhibitor all funds paid. If this occurs, any agreements made shall be cancelled by mutual consent and the society shall be relieved from all responsibility. Space assigned to an exhibitor by the Society will not be released unless the Society is notified on a timely basis in accordance with Society rules. This notice shall be in writing on company letterhead and shall state that the exhibitor wishes to cancel or reduce its assigned space (See cancellation deadlines on agreement form).
The society, exhibit facility, hotel and any of their officers, agents or employees, shall not be liable for any act or omission of guards hired to patrol the Exhibit Hall for any damage or injury caused to an exhibitor or the exhibitor's property occasioned by the condition of the premises or its mechanical systems; loss by theft, mysterious disappearance or damage by fire, accident, or any other cause; or any other act or omission of the society or the hotel and their officers, agents, and employees; or any damage or injury arising from any act, omission or negligence of the Society or the hotel or their officer, agents or employees.
Insurance Insurance protection will not be afforded to the exhibitor either by the society or the facility or hotel. Exhibitors shall carry their own insurance to cover exhibit material against damage and loss, and public liability insurance of at least $1 million per occurrence and $1 million aggregate, against injury to the person and property of others. Certificates of Insurance must be furnished to the Society prior to the opening of exhibits.
Registration A company may register the approved number of personnel for each meeting. Representatives registering on-site will be required to show proof of affiliation (business card) with the exhibiting company and pay a registration fee of $100. Replacement of lost badges will be issued for $20 each. Badges are not transferable. Each representative of an exhibiting company must wear the official exhibitors badge for admission to and while in the exhibit hall. Company badges will not be accepted in lieu of the official badge. Substituting the official badge with business cards, ribbons or company logo types is not permitted. Exhibitor badges may be made out only in the name of the company shown on the application for exhibit space. The exhibitor's badge allows admittance to the exhibit hall and on a space available basis to the general sessions. Exhibitors are not permitted to attend paid workshops.
Badge Distribution All badges for representatives who are registered in advance will be distributed on-site at the Exhibitor Registration Desk. A pre-registered representative of the company may sign for any or all badges for that company.
Guest Badges Every effort will be made to assure that only properly identified and authorized registrants enter the exhibit hall. Technical exhibitors' guest badges are designed to allow access to the exhibit floor to individuals whom an exhibitor has a legitimate need to have present. These individuals may be:
• VIP's
from a parent company
Guest badges will not be issued to physicians or allied health individuals who should be registered through the Society's registration process for educational sessions and exhibit viewing. Badges should not be used as a form of registration for personnel working in the booth. The exhibiting company is responsible for the actions of the guest. Misuse of the exhibitor guest badge system may result in the expulsion of the exhibitor and guest from the exhibit hall.
Registration No individual who has been denied the privilege of registration in his/her own right shall be permitted to register as a representative of an Exhibitor. Only a medical doctor who is a full-time employee of the exhibiting company may register as an Exhibitor. Other physicians must register as participants and pay fees as required.
Staffing of Booth Exhibit booths must be staffed at all times during the hours the exhibit hall is open.
Vendor "Walk-Through" Badges
Individuals who want to view the exhibit floor but are not affiliated with an exhibiting company may register for $100 for each day.
Orientation Meetings Companies who wish to hold orientation meetings within the confines of their booths may do so prior to the opening of the exhibit hall on any given day. Exhibitors must notify SCA of a scheduled meeting, so arrangements can be made to allow the exhibitor's staff to have access to the exhibit hall. Please do not arrange meetings with physicians or individuals other than your booth personnel as they will not be able to get into the hall prior to the official opening of the exhibit hall. Exhibit personnel must wear their badges in order to enter the hall for these meetings.
Booth Visitation Policy Exhibit personnel may not enter another exhibitor's booth without obtaining permission.
Use of Photography and Video Recorders Exhibitors are not permitted to photograph or videotape any booth other than that of the company they represent. Security arrangements for such activities must be made in advance at the exhibitor's expense. Only the official meeting photographer and the SCA Exhibit Management staff are allowed to photograph in the exhibit hall. Order forms for this service will be provided in the Exhibitors' Service Kit.
Media-Related Activity All public relations, press and media-related activity related to an exhibit or an exhibitor must be approved and processed through the SCA office. Exhibitors are responsible for notifying their advertising and public relations staff of this requirement.
Admission to Scientific Sessions and Workshops Unless the room is overcrowded, booth personnel may attend SCA scientific sessions which do not require a ticket by showing their badge to the monitor at the entrance to the meeting room. Exhibitors may not attend Workshops unless prior approval is provided by SCA.
Annual Meeting Syllabus Allotment The Annual Meeting Syllabus will include a listing of exhibiting companies including a product description. This information will be taken from the product service information supplied by the exhibiting company, if received by the deadline (See exhibitor checklist). If this information is not provided on time, the company will not be listed in the product/service listing of the Syllabus. Syllabi will be given to each exhibitor based on a formula of one Syllabus per 10 X 10 booth space. The Syllabi will be available for pick up at the Exhibitor Registration Desk and one representative from each company may sign for the entire allotment. If additional Syllabi are needed, they may be purchased at the registration desk on the last day of the exhibits.
Exhibit Construction and General
Regulations
All exhibits must be designed to be in compliance with the
Americans with Disabilities Act of 1992. Any orders for electrical lines, telecommunications lines and basic exhibitor services and rentals are also the responsibility of the exhibitor, and must be ordered directly from the general contractor or the official vendors listed in the show kit at the exhibitor's expense.
Booth Size The SCA CPB and CPB meetings provide each exhibitor with one (1) complimentary 6' draped table and two (2) chairs.
The SCA Annual Meeting & Workshops provides either linear booths or island booths depending on the exhibitors contract. All linear booths are 10 feet deep and 10 feet wide (10' x 10'), and consist of 8' high backdrape and 36" high side dividers mounted on aluminum tubular frames. Signs, decorations and equipment may not rise above the 8' backwall height. Solid construction in excess of 36" high must be a minimum of 5' back from the aisle. An identification sign (7" x 44") showing company name and booth number will be provided at no charge. An island exhibit is an open area of exhibit space with aisles on all four sides. Accessibility from all four aisles is required. Island exhibits may extend to all outer edges of the booth space, but the design of the booth must allow for see-through visibility as not to obstruct substantially the view of, or otherwise interfere with, the displays of other exhibitors.
Fire Prevention Regulations A. Display coverings, drapery, carpet, carpet padding and
decorative materials must be flame resistant or sprayed with flame-retardant.
Requirements for Hanging Signs Exhibit booth signs, banners, booth ceilings or canopies, lighting grids or other exhibit-related equipment should be free standing and floor supported where possible. Hanging signs must be requested by the exhibitor to the general contractor and will be granted only if the facility is able to support such structures.
Dismantling of Exhibits Dismantling or removing exhibit or materials, including packing literature or products, before the official closing of the exhibit hall is prohibited. Companies in violation of this rule may not be permitted to exhibit at future Annual Meetings.
Products on Display/FDA Approval
All products which are not FDA approved for a particular use in humans or which are not commercially available in the U.S. will be permitted to be exhibited only when accompanied by the appropriate signs that indicate their FDA clearance status. The following are signs which should be displayed:
• This Device is not cleared by the FDA for distribution in
the United States.
The signs must be easily visible and placed near the devices themselves and on any graphics depicting the device. The exhibitors shall have available at the booth a letter from the FDA which describes the allowable use status of the product or products. Exhibitors are cautioned about the FDA's prohibition on promoting cleared for marketing devices for unapproved uses. Requests for information and guidance should be directed to:
Office of Training and Assistance
If this division of the FDA cannot help you, a representative will forward you to the appropriate division.
Contests and Drawings
Prize contests, drawings, raffles or lotteries of any description, must be approved by the society prior to the meeting. Drawings which may me considered disruptive to other exhibitors will not be allowed.
Booth Activities The exhibitor is permitted to demonstrate equipment and to make informational presentations regarding products or services in the exhibitor's booth. However, other attention-getting devices in the form of entertainment or amusement must be approved by the Society. The distribution of food and/or drink must be pre-approved by the society, and must also follow the following guidelines: 1) Candy or commercially available packaged items must be contained in its original commercial packaging 2) Distribution of open food or beverage must be ordered by the exhibitor THROUGH the facility's catering department and not through any outside source. (The facility's insurance will not cover any outside food or beverage or the problems that may result.)
Disruptive Exhibits Equipment may not be demonstrated or machinery utilized in such a way so as to give off noxious odors, fumes, dust or other materials which the Exhibit Manager determines to be disruptive to the exhibits in general or neighboring exhibit space. Noisy exhibits will be prohibited. Microphones and other sound amplification may be utilized in the exhibits, but must not disrupt other exhibitors. Further, the exhibitor is responsible for any and all fees which may be due for the use of copyrighted music used in audio presentations.
Giveaways The Society reserves the right to restrict activities or products in any exhibit that it, in its sole discretion, considers undesirable. This restriction may include but is not limited to activities, articles, printed matter, shopping bags, or anything deemed objectionable to the exhibits as a whole. Exhibitors planning to distribute items free of charge must request approval to do so in writing prior to the meeting. Approval will be given to items routinely produced for sale by the exhibiting company for medical purposes or items that can be used during the meeting or in the professional activities of the booth visitor. Samples of giveaways sent to the society for review will not be returned. Advertising materials cannot be distributed outside the exhibitor's booth.
Use of the Society's Name,
Insignia or Logo-type
The use of the name, insignia, logo, logotype or other identifying marks of the Society of Cardiovascular Anesthesiologists may not be used in signs, advertising or promotions in any media or on descriptive product literature without express written permission of SCA. The only exception is that exhibitors may reference the Annual Meeting (with date and place) of the SCA on their materials associated with the meeting. Exhibitors may not use the society's name in advertising for meetings that are sponsored by another organization or at other meetings sponsored by the society. In addition, the fact that an exhibitor or its goods or services are or were exhibited at the SCA meeting cannot be used in advertisements or promotional activities by the exhibitor. By allowing the exhibitor to participate at the meeting, the SCA does not endorse, either expressly or by implication, the exhibitor or its goods or services. To prevent misunderstandings, promotional copy for exhibitor meetings or functions may not be phrased "in conjunction with the society" or use similar language.
Selling and Order-Taking The technical exhibits are intended primarily for informational and educational purposes through product service and displays and demonstrations. Sales are permitted, provided that transactions are conducted in an appropriate professional and business-like manner. The Society reserves the right to restrict sales activities that it deems inappropriate or unprofessional.
Educational Demonstrations and CME Credit During the time the society's educational programs and scientific papers are in session, exhibitors shall not conduct hands-on demonstrations, lectures or other presentations except in the booth space allocated to them. Exhibitors who present hands-on demonstrations must agree to comply with the society's current policies regarding hands-on courses. In addition, exhibitors who conduct hands-on, surgical skills programs off-site when society educational program and scientific papers are not being presented must agree to notify the society of these programs and comply with the society's current policies regarding hands-on, surgical skills courses. Since the Society of Cardiovascular Anesthesiologists is the sole sponsor of its meeting, it is the only organization authorized to designate CME credit for educational activities conducted during the meeting.
Termination or Modification of Display Privileges at Any Time The Society of Cardiovascular Anesthesiologists reserves the right to terminate or modify the exhibitor's display privileges at any time for a breach of any of these terms, rules and regulations. The SCA will be the sole interpreter if a breach has occurred. Such termination or modification may occur during the Annual Meeting, at which time the exhibitor must agree to close the exhibit upon receipt of a notice of termination and to remove or modify the exhibit from the exhibition hall as soon as possible without disruption of the meeting. Such removal shall be done under the direction of the Society's Manager of Corporate & Educational Support or authorized representative. Expulsion or modification of an exhibit under this rule shall not give rise to any claim, and there shall be no refund of the fees paid by such exhibitor.
Interpretation of Rules
Breaches or infractions of these terms, rules and regulations by an exhibitor in any year may be considered by the Society of Cardiovascular Anesthesiologists in determining whether to accept an application for exhibition space in any subsequent year. In addition, infractions of the spirit of the rules by exhibitors or potential exhibitors at any time may be considered in determining whether to accept an application from such person or company seeking to exhibit at a society meeting.
Indemnity The exhibitor agrees to indemnify and hold the society, its official contractors, and the hotel, and their respective employees, representatives, agents, successors and assigns, harmless against any and all damages, claims, judgments, losses, costs and expenses (including attorneys' fees) that may at any time be incurred, suffered, sustained by or imposed upon the society and/or the hotel or their respective employees, representatives, agents, successors or assigns by reason of any action which may result because of or after acceptance of this application or the providing of exhibit space. This indemnification and hold harmless agreement includes but is not limited to any and all claims, damages, losses or expenses attributable to personal or bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of such property.
Damage to Exhibit Hall Exhibitors will be held responsible for any damage done to the facility or hotel by them, their employees or agents. No nails, tacks, harmful tape, velcro or screws may be used on the floor, wall or woodwork of the building.
Use of Certain Property The exhibitor will assume all costs arising from the use of patented, trademarked, franchised or copyrighted music, materials, devices, processes or dramatic rights used on or incorporated in the exhibitor's booth.
Fire Ordinances Local fire codes and ordinances require that the aisles be clear at all times. Demonstration areas shall not be placed on the aisle line of an exhibit. Sufficient space within an exhibit area must be left to absorb the crowd. Should spectators interfere with the normal traffic flow in the aisle or interfere with other exhibits, the SCA Manager of Corporate & Educational Support may, in his sole discretion, require that the demonstration be limited or cancelled.
Compliance with Local Ordinances Licenses and permits required by local statute, ordinance or regulation (if any) are to be obtained and paid for by the exhibitor. Each exhibitor will be individually responsible for compliance with local health, fire, and safety ordinances and regulations. The SCA has no further responsibility to notify the exhibitors that this compliance is required. All products or services exhibited must comply with all state and local regulations, and with all current FDA regulation for such products and services as highlighting in section (See FDA Compliance Section).
Installation and Dismantle Labor
The SCA official general service contractor has jurisdiction over show floor labor. All official contractors are listed as independent contractors and not agents, employees or representatives of the society. All services or materials supplied by such contractors on order of the exhibitor will be billed directly by the contractor to the exhibitor. Subject to the general rules and other regulations as contained in this section, the society has not reserved the right to control or direct the activities or manner of performance of the official contractors. Therefore, the society does not assume any liability or responsibility for any act done or performed by such official contractors. It shall be the responsibility of each exhibitor to ascertain the quality and adequacy of the insurance maintained by each of the independent contractors.
Installation and Dismantle schedule: All crated displays must be set up or in the process of being set up according to the official schedule. Otherwise they will be ordered set up by show management and all applicable charges applied to the exhibitor of record. Throughout installation, all crates must be labeled for storage as soon as they are empty. All crates and boxes must be removed from the exhibit floor by the posted schedule. Installation of exhibits must take place during the scheduled times. Permission to work outside of the established scheduled installation hours must be obtained in writing from the Manager of Corporate & Educational Support.
Dismantle of Exhibits Dismantle of exhibits must be completed by the official deadline. Dismantling an exhibit or packing of equipment or literature prior to the posted time is not permitted unless prior approval is given by SCA. Any company violating this regulation will not be permitted to participate in future SCA meetings. To avoid damage to equipment or display materials, exhibitors should remain with the equipment until crates are returned and all materials are packed. All crates must be packed and labeled for outbound shipment by the officially posted schedule.
Work Passes for Independent Labor Unregistered exhibitor personnel and exhibitor-appointed contractors who wish access to the exhibit floor during installation and dismantling hours will be required to show proof of affiliation with the exhibiting company or exhibitor-appointed contractor to receive a work pass. Work passes will be available at the exhibitor registration desk during set up hours. Work passes are not valid during show hours without special permission.
General questions regarding any services provided by the general contractor or hotel (rental, furnishings, material handling, drayage, labor, special signage, carpet, decorating, and cleaning) should be directed to the contractor or hotel. The official contractor is responsible for maintaining all in and out traffic schedules at the show site and handling the move-in and move-out of all exhibitors' materials and equipment. The contractor or hotel maintains control and has priority at the loading areas at all times. All shipments must be arranged through the contractor or hotel or with their permission. Complete details, schedules and shipping instructions will be included in the Exhibitors' Service Kit.
Exhibitors' Service Kit
An Exhibitors' Service Kit containing complete show information and order forms for all show services will be available on this website and/or sent to all exhibiting companies prior to the meeting. All forms should be completed and mailed in advance to ensure adequate labor and equipment, etc. for a smooth set-up. Please note that discounts apply to many orders received prior to the meeting. An exhibitor may use the services of an outside independent contractor only for the installation and dismantling of the exhibit. All other services must be secured through the official contractor. All mechanical equipment for display installation and dismantling such as forklifts, highlifts, etc. must also be obtained through the official contractor or hotel.
Exhibitor Appointed Contractors If an exhibitor is planning to use an outside contractor the society must receive written notification from the exhibiting company of the name, address and telephone number of its appointed outside contractor, and the name of the outside contractor's supervisor who will be responsible for on-site work in the exhibit area. The above notification must be received no later than 1 week prior to the meeting. If this notification is not received by this date or if documentation is incomplete, the exhibitor must use the official service contractor, GES, for set-up and dismantling labor. Exhibitors using the services of an independent contractor are responsible for ensuring that their contractor sends a certificate of insurance for receipt by the society prior to the meeting. Independent contractors who do not send a certificate of insurance will not be allowed access to the exhibit floor. The certificate of insurance must provide a minimum of $1,000,000 public liability coverage.
Security The society will not be held responsible for any loss, damage or theft of exhibitor property in the exhibit hall. If security is hired by the society to protect the exhibit hall, independent guards will be engaged to provide protection for the overall exhibit area at move-in, between exhibit hours, and move-out, but not for any particular exhibit. The society, however, will not be held responsible for the loss of any material in the exhibit area and urges the exhibitor to exercise precautions to discourage loss.
Models Product and service demonstrations may be conducted by professional presenters or models; however, demonstrations are to be straight forward and professional in nature avoiding the use of inappropriate gimmicks and will not include any invasive procedures. Exhibitors ordering models or other temporary help to assist in the booth must make arrangement to meet these individuals at the Exhibitor Registration Desk to have the appropriate badge made. Temporary help will not be permitted past the guards at the exhibit hall entrance until they have the proper badge. The use of children as models is prohibited unless the society provides prior permission. The Society expects exhibitors to use prudent judgment when models are used in an exhibit. Attire of models shall be consistent with the professional atmosphere of the SCA meeting. Appropriate cover-up apparel should be worn by models when on break.
Reservation of Right to Make Changes
Any matters not specifically covered herein are subject to decision by the SCA Board of Directors. The Society reserves the right to make such changes, amendments and additions to these rules as it considers advisable for the proper conduct of the exhibit.
For more exhibitor, sponsorship & symposia information please contact: SCA Attn: Matt Van Wie Manager, Corporate & Educational Support 2209 Dickens Road
Richmond, VA 23230 Email: mattv@societyhq.com
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