By signing this application for exhibition, the exhibiting company agrees to abide by all rules and regulations stated in this compendium. The signer of this contract also agrees to share the rules and regulations with the representative(s) who will be staffing their exhibit space in the city of exposition. All rules and regulations will be enforced without exception.
Each company exhibiting has only a terminable license to exhibit. If an exhibitor fails to comply with any rule herein or any directive issued by the American Rheumatology Network (ARN) staff, this license to exhibit can be terminated and the exhibit closed without notice. All interpretations of the rules and regulations and all matters and questions not specifically covered in this compendium are subject to the decision of ARN.
Only employees of the exhibiting company or individuals from temporary personnel companies (models/temps) working the exhibit for the exhibiting company will be issued badges. Exhibit booths must be manned at all times while the exhibit hall is open.
Admission to Exhibit Hall
ARN will permit exhibitors with badges to enter the exhibit hall during scheduled exhibit set up hours, during all scheduled hours of exhibition and during the scheduled exhibit tear down hours. If further access is required, special permission must be secured from ARN. No one under the age of 18 is allowed admission to the exhibit hall at any time.
Exhibitors will be allowed badges based on their exhibit level. There will be an additional charge for each additional badge over and above those included in their exhibit level. No trading of badges with other representatives or attendees is allowed. Each representative must wear the official ARN Summit Exhibitor Badge at all times while attending ARN functions.
Conduct in the Exhibit Hall
1. All demonstrations, interviews or instructional activities must be confined to the limits of the exhibit booth. Space requested must be large enough to accommodate any activity conducted in conjunction with the actual product demonstration as well as the participants in or spectators of the activity.
2. Exhibits must be arranged so as to not obstruct the view or otherwise interfere with the displays of other exhibitors. ARN values the participation of each exhibiting company and wants to ensure fair exposure in the exhibit hall.
3. ARN reserves the right to direct revisions at the exhibitor’s expense of any company that does not abide by the rules and regulations.
4. No exhibitor may sublet, assign, or share any part of its allocated space without the written consent of ARN.
5. No promotional signs or decorations will be permitted in aisles, passageways, overhead spaces, public meeting rooms and other meeting facilities.
6. Exhibitors shall comply with all applicable statutes, or finances, regulations, rules, and requirements relating to health, fire, safety, and use of the premises.
7. Exhibitors shall assume all responsibility for its exhibit personnel, employees, contractors, servants, and agents.
8. Booths must be kept clean. Debris will not be allowed to collect on the floor or display area of the booth.
9. Distribution of pamphlets, brochures or any advertising matter must be confined to the exhibitor’s space.
10. The primary rule of booth conduct and product display is to show consideration and courtesy to attendees and other exhibitors
11. Smoking is not permitted.
All construction material must conform to standard safety practices. Table and back wall drapes supplied by the official convention service contractor will be, and those supplied by the exhibitor, together with textile or paper displays and decorations, must be flame retardant. Displays are subject to inspection and approval for safety by the city of exposition. Volatile, explosive or other dangerous material or any substance prohibited by law or insurance carriers is not permitted on the premises.
• Any medical device or pharmaceutical or other type of medical product exhibited must comply with all applicable FDA regulations for presentation to U.S. attendees. Any medical device, pharmaceutical or other type of medical product still under clinical investigation that is graphically depicted on a commercial exhibit must:
• Be prominently labeled as still being under clinical investigation
• Contain only objective statements about the product
• Contain no claims on 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 a list of investigator responsibilities.
• Contain the statement: “Caution – Investigational Products- limited to investigators’ investigational use” or a similar statement of prominent size and placement. Furthermore, if the product is not licensed or approved by the FDA for use in urological procedures, that fact must be properly disclosed following FDA guidelines.
Additional information regarding FDA regulations may be obtained directly from the FDA (www.fda.gov). Additional constraints may apply. It is important that exhibitors comply with and remain updated on FDA guidelines for exhibit and promotions to U.S. physicians and health care professionals.
Cash Product (Retail) Sales
Prior written approval from ARN must be obtained before any cash sales transactions are permitted. Exhibitors accepting cash for wares are responsible for all appropriate local licenses and permits and the submission of sales report and sales taxes to the City of the exposition.
Distribution of Pharmaceutical Products
Any and all sales, dispensing and/or delivery of pharmaceutical products of any kind are strictly prohibited.
All gifts, giveaways and contest items are subject to approval by ARN. The ARN follows the Council of Medical Specialty Societies “Code for Interactions with companies” regarding exhibitor giveaways. The Code states that Societies will only permit exhibitor giveaways that are educational and modest in values”. The full text and document can be viewed at www.cmss.org under “Revised Code for Interaction with Companies.” Contest drawings must be open to all attendees and be conducted in a professional manner. Distribution of approved items or the conduct of the contest must not create a nuisance or cause interference with adjoining exhibits. Exhibitors must obtain advance written approval from ARN to serve food and beverages from their booth.
1. No person, firm or organization that has not contracted with management for the occupancy of space in the exhibit will be permitted to display or demonstrate any products, processes or services to solicit orders. In addition, that organization may not wear any identification other than that of the contracting exhibitor or distribute advertising materials at the exhibit. Any infringement from this regulation will result in prompt removal of the offending person from the hall. Exhibitors may not enter the booths of other exhibitors without invitation. Exhibitors must remain within their own space while distributing literature, product samples or other materials; the aisles may not be used for these purposes.
2. Use of noisemakers and presentations that may not be judged in good taste, lacking in dignity or not in keeping with the purpose of the exposition are prohibited.
3. Use of sound motion pictures and tape recorders will be permitted, where appropriate to the display, provided sound is maintained at a “conversation level.” ARN reserves the right to restrict an exhibitor’s use of sound and other devices, which may interfere with the best interest of the exhibit as a whole.
4. ARN reserves the right to prohibit and require immediate cessation of any activity or distribution of materials it deems inappropriate.
5. Complaints of any violation of rules and regulations are to be made promptly to ARN and exhibitors and their personnel agree to abide by the decision and ruling of ARN.
The exhibit hall may or may not be carpeted. Please refer to the exhibitor service kit to see if the exhibit hall is carpeted. Exhibitors must rent booth carpet for their exhibit space if the hall is not carpeted.
Nothing shall be tacked, nailed, screwed, taped, stapled, or otherwise attached to columns, walls, floors, doors or other parts of the building or furniture. Any damage incurred will be charged to the exhibiting company. Also, exhibitors may not tamper with anything in connection there with necessary or proper for the protection of the building, equipment, or furniture.
Failure to Occupy Space
Exhibitors must inform ARN in writing of booth cancellations. In the event a company has not arrived when the posted exhibit hours begin, ARN reserves the right to use that space as it sees fit with no obligation of a refund. If exhibit material has been delivered to the booth but has not been assembled, ARN reserves the right to remove the material and place it in storage or direct the general service contractor to install the exhibit at the exhibiting company’s expense. Exhibitors will not be allowed to assemble or install any exhibit material once the hall has opened. Any remaining installation or assembly must be delayed until after the hall has closed for the day.
All exhibitors and their contractors must have insurance to protect themselves against bodily injury and property damage claims arising from the Exhibitors participation in this Summit. Exhibitors and their agents agree to protect, indemnify, defend, and hold harmless the exposition venue and ARN, its employees and agents against all claims, liability, injuries and damages to persons or property, governmental charges or fines and attorney’s fees arising out of fines and attorney’s fees arising out of or caused by negligence or wrongful acts of the exhibitor or his agents, servants or employees. Exhibitor acknowledges responsibility for obtaining adequate insurance coverage against property loss or damage and against liability for personal injury.
Should the premises in which the exposition is to be held, in the sole judgment of ARN, become unfit for occupancy, or should the exposition be materially interfered with by any reason of action of the elements, strike, picketing, boycott, embargo, injunction, war, riot, emergency declared by a governmental agency or any other circumstances beyond the control of ARN, the Agreement for Exhibit Space may be terminated by ARN. ARN will not incur any liability for damages sustained by exhibitor as a result of such a termination, and the exhibitor hereby expressly waives such liability for damages sustained by exhibitor and releases ARN of and from all claims and damages. Exhibitor agrees that ARN shall have no obligation in the event of termination hereunder except to refund the exhibitors prorated share of the aggregate amount received by ARN (as rental for exhibit space for said exhibit) after deducting all costs and expenses in connection with such exhibit, including a reasonable reserve for claims, such deductions being hereby specifically agreed to by exhibitor.
Music, photographs, and other copyrighted material
Each exhibiting company is responsible for obtaining all necessary licenses and permits to use music, photographs or other copyrighted material in exhibitor’s booth or display.
Security Guards may not be on duty at this Summit, so exhibitors are ultimately responsible for safeguarding their material and equipment against theft. Any items or equipment left overnight in the exhibit hall is done so at your own risk. ARN is not responsible for any loss or damage to exhibitor property. Exhibitors may not provide separate security guards for their own purposes within the exhibit area unless permission is requested and approved in writing by ARN.
Exhibitor Sponsored Functions
Exhibitors must notify ARN of all exhibitor sponsored functions. Exhibitor functions may not be held concurrent with official ARN scientific or social functions. Please email the Industry Relations Team to discuss scheduling your event.
Americans with Disabilities Act (ADA) Compliance
Each exhibiting company is responsible for compliance with the ADA in their exhibit. The International Association of exhibitions and Events (IAEE) publishes a guide with instructions for ADA compliant booths. Contact the IAEE for more information at 972-458-8002 or by visiting https://www.iaee.com/about/contact-us/. Failure to comply with the ADA is a serious matter and can involve litigation and/or fines.