The following rules and regulations 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.
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 floor plan.
Exhibitors may not let, sublet or transfer the exhibit privilege or space in whole or in part without the express written consent of the Exhibit Manager.
All representatives of exhibiting firms must register and wear the official exhibitor's badge for admission to and while in the exhibit hall. Company badges will not be accepted in lieu of the official badge. Five badges per 8 X 10 booth (or equivalent) shall be issued at no charge for pre-registration only. A $100 per person fee will be charged for all representatives registered over this number or those who register on-site. Badges will show the representative's name and company. No booth staff may use a Guest Badge to enter the hall.
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.
Exhibit booths must be staffed at all times during the hours the exhibit hall is open.
Dismantling or removing an 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.
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:
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
FDA Division of Small Manufacturer's Assistance
1901 Chapman Avenue
Rockville, MD 20852
301-443-6597
1-800-634-2041
If this division of the FDA cannot help you, a representative will forward you to the appropriate division.
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 by October 18, 2002. Only such activities which, in the discretion of the Society, are in keeping with the professional deportment of the Technical Exhibits will be permitted.
The distribution of food and/or drink is expressly prohibited.
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.
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 no later than October 18, 2002. 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.
The use of the name, insignia, logo, logotype or other identifying marks of the American Society of Regional Anesthesia and Pain Medicine may not be used in signs, advertising or promotions in any media or on descriptive product literature without express written permission of ASRA. The only exception is that exhibitors may reference the Annual Meeting (with date and place) of the ASRA on their materials associated with the Annual 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 ASRA Annual Meeting cannot be used in advertisements or promotional activities by the exhibitor. By allowing the exhibitor to participate at the Annual Meeting of the Society, the ASRA 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.
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.
During the time the Society 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 American Society of Regional Anesthesia and Pain Medicine is the sole sponsor of its Annual Meeting, it is the only organization authorized to designate CME credit for educational activities conducted during the ASRA Annual Meeting.
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 monies 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 schedule).
The exhibitor agrees to indemnify and hold the Society, its official contractors, and the Pointe Hilton Squaw Peak, 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 Pointe Hilton Squaw Peak 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.
Exhibitors will be held responsible for any damage done to the exhibit hall by them, their employees or agents. No nails, tacks or screws may be driven into the floor, wall or woodwork of the building.
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.
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 Exhibit Manager may, in his sole discretion, require that the demonstration be limited or cancelled.
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 ASRA 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 (FDA COMPLIANCE SECTION).