2008 Symposia and Meetings Exhibits

You are invited to participate in the many exhibit opportunities available at ASPS symposia and meetings.

As an exhibitor, you are a key component of the educational experience. Exhibiting provides the opportunity to display your products and services to a selective, curious and attentive audience. Don’t delay your decision - involve ASPS in your marketing plans by exhibiting at several of these premier symposia.

Mail the Exhibitor Application/Contract  with full payment today to reserve the best exhibit space. Space is available on a first-come, first-served basis and is limited.

General Information/Rules and Regulations

Exhibitors at Symposia Receive | Exhibit Space | Food and Drug Administration Regulations | Liability | Space Assignment | Corporate Support | Hospitality or Other Exhibitor Functions | Communications

Exhibitors at symposia receive:

• One (1) six foot draped table and two chairs in the exhibit area
  
• Admittance to all attendee food functions taking place during the meeting
  
• Company name and address included in the Exhibitor Listing if payment is received 21 days prior to the meeting dates
  
• A listing (name and address) of all symposium attendees in registration packet for follow-up after the meeting
  
• Entrance into scientific sessions (to observe) if space permits

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Exhibit Space

• Exhibit tables at symposia are in close proximity to the General Session. Continental breakfasts, breaks, and when space permits, lunch, will take place in exhibit area.
• Displays are limited to tabletops ONLY. All exhibit displays, literature, video and audio equipment, etc. must be contained upon allotted table space.
  
  Exhibitors wishing to display equipment, such as microscopes or lasers, which cannot be displayed on a tabletop, will be able to receive a 3’ table in lieu of a 6’. This and other tabletop requirements, such as electrical needs or phone lines, will be handled on the Exhibitor Badge Registration Form included in your confirmation packet.
  
  Any additional requirements (such as extension cords, Internet connection, etc.) may result in an additional charge.
• Exhibit space will be pre-assigned in the order in which paid reservations are received. Space will not be held until payment and application are received.
• Two exhibitor badges are complimentary with each tabletop space. There will be a fee of $500 for each additional representative depending on the length of the symposia, with four representatives being the maximum number allowed per table. Please refer to the Exhibitor Badge/Requirements Form for the fee.
• Sales of, and order placement for, merchandise or services are permitted in the exhibit area, provided all transactions are conducted in a manner consistent with the professional nature of the meeting.
  
  Any products for sale must be the exhibitor’s own merchandise, relate to the exhibitor’s professional interest, and must represent the same products offered for sale at wholesale or retail.
  
  It is the responsibility of each exhibitor that sells merchandise or services in the exhibit area, regardless of whether the exhibitor delivers such merchandise or services on-site or accepts an order for the future delivery of same, to have all licenses, permits, and/or registrations as required by the city, municipality, and/or state in which the exhibit area is located.
  
  Exhibitor is responsible for the collection and remittance of all sales, use or other applicable taxes.
• Exhibits not adhering to these requirements will be dismantled on-site with no refund.
• Refunds will be made if notification of cancellation is received in writing 45 days prior to the meeting date.
  
  All refunds will be less a $200 handling fee.
  
  No refunds will be made for cancellations made less than 45 days prior to the symposium.

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Food and Drug Administration (FDA) Regulations

Exhibitors are expected to abide by all applicable FDA regulations. Exhibitors shall have available at their table a letter from the FDA which describes the allowable use status of the product.

Exhibitors are reminded of FDA restrictions on the promotion of investigational and pre-approval drugs and devices, and the prohibition on promoting approved drugs and devices for unapproved uses.

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 status.

The signs must be easily visible and placed near the product and on any graphics depicting the product. The following are signs that should be displayed:

• Device/product is not for distribution in the United States
  
• Device/product is limited by Federal Law for investigational use
  
• Cleared for marketing when intended for _______________ (type of use) only

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Liability

The exhibitor assumes full responsibility for losses and damages to the exhibitor’s displays, equipment and other property brought upon the premises of the meeting.

Neither ASPS, other sponsors nor the meeting facility guarantees or insures the exhibitor against loss or damage of any type.

Exhibitor is required to maintain sufficient liability insurance covering all losses, damages and claims arising out of the exhibit, including claims against

ASPS and the meeting facility and shall indemnify and hold such parties harmless from any losses, damages and claims.

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Space Assignment

Placement of each exhibitor in the exhibit area will be pre-assigned based on when exhibit space payment is received. Exhibit tables will not be assigned numbers, however, will be labeled with company name prior to exhibitor set-up.

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Corporate Support

The ASPS seeks exhibiting companies to support certain events and publications in order to reduce the cost of conducting educational symposia. Corporate supporters also receive increased exposure during the meeting.

For information on corporate support opportunities, contact our Director of Corporate Relations at 847-228-3358.

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Hospitality or Other Exhibitor Functions

ASPS reserves the right to control all exhibitor activities that take place outside an exhibitor’s allotted exhibit space during the meeting dates.

Exhibitors may not schedule hospitality suites, educational, entertainment or social functions to conflict with ASPS programs or other activity times. All functions must be approved by ASPS in writing.

For further information regarding any exhibitor function taking place outside an exhibitor’s allotted exhibit space, contact the Senior Exhibits Coordinator at 847-228-3396.

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Communications

Registered exhibitors will receive additional meeting information including Exhibitor Badge Registration Form, hotel and shipping information, and exhibit set-up and dismantle times approximately 30 days prior to the meeting dates.

Application/Contract for Exhibit Space 

For More Information Contact:

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