Exhibitor Rules and Regulations

ASSIGNMENT OF EXHIBIT SPACE. Space assignment is done on a priority system based upon a firm’s total support of the Endocrine Society (“Society”) activities, including:

• Contributions, sponsorships, or other forms of support for Society programs and events
• Total amount of exhibit space purchased
• Advertising in the Society’s publication

Priority Point assignments will start after the priority point deadline of November 5, 2021. Any applications received after the priority point deadline will be assigned on first come, first served basis. The Society reserves the right to relocate space selected by the exhibitor. Relocations will be made only if deemed necessary and upon notification to the exhibitor by Exhibit Management.

BOOTH INFORMATION. Exhibitors will be notified of any infractions of the exhibit rules. In the event the exhibitor is not present, the decorator, with the approval of Exhibit Management, will provide required draping and submit charges to the exhibitor.

Linear Booths: All exhibit backgrounds must conform to the standards set by the Healthcare Convention and Exhibitors Association which are as follows: backgrounds are limited to 8 feet in height and must not protrude from the back wall more than 50 percent (50%); no exhibit construction will be permitted to exceed 48 inches except in the back one-half of the booth as noted above within 10 linear feet of an adjoining exhibit.

Island Exhibits: Island exhibits are defined as: any group of booths made up of four (4) or more boot hs with aisles on all four (4) sides or two (2) or more neighboring booths facing two (2) or more booths across an aisle (aisle between may be carpeted). Island exhibits with aisles on all four (4) sides may not block the view of surrounding boot hs and should provide adequate see-through areas and entrances for easy flow of traffic. The height limitations for exhibit components banners is 16 feet. The top of the hanging banner may not be higher than 24’ from the floor.

CANCELLATION/REDUCTION POLICY. Notice of intent to cancel or downsize must be sent to Exhibit Management in writing. Twenty-five percent (25%) of the total booth fee will be retained when a cancellation or reduction notice is received on or before February 25, 2022. Fifty percent (50%) of the total cost of exhibit space under contract will be retained by the Society when notice of intent to cancel or downsize is received between February 25, 2022, and March 25, 2022. No refund or deposit will be issued when notice of intent to cancel or downsize is received after March 25, 2022. Non-notification of cancellation or reduction does not eliminate financial responsibility of balance due when cancelling or reducing space.

CANCELLATION OF EXPOSITION. It is mutually agreed that in the event of cancellation of the Annual Meeting & Expo as a result of strikes, governmental regulations or other causes that would prevent its scheduled opening or continuance, this agreement will be terminated immediately, and the Society shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made.

CONFIRMATION/BILLING. Each exhibiting company will receive a confirmation letter and invoice. The confirmation letter will contain general information about the exhibition and, most importantly, your assigned booth number. The invoice will specify the total cost of the contracted space, deposit received, and the balance due. Payment is due upon receipt of the invoice.

COST OF EXHIBIT SPACE. All exhibit rates and suggested positioning are listed on the application. The price of exhibit space includes, in addition to the space itself for the entire exhibit period, draping for the sides and back wall, a standard booth sign showing the firm name and booth number, janitorial service for the aisles of the exhibit area, 24-hour perimeter security of the exhibit area, and an exhibitors’ listing in the Meeting Program. Booth carpeting at the exhibitor’s expense is required.

DISMANTLING OF EXHIBITS. Dismantling begins at 4:00 pm on June 13, 2022. No packing of equipment, literature, etc., or dismantling of exhibits will be permitted until the official closing time. Violators are subject to exclusion from exhibiting at future meetings.

DRAWINGS AND GIVEAWAYS. Giveaways and drawings must be professional and reflect the objectives of the Annual Meeting & Expo and follow the PhRMA, AdvaMed Code of Ethics, AMA, and Ethical MedTech guidelines. Exhibitors must complete the Giveaway/Booth Activities form in the Exhibitor Service Kit.

ELIGIBILITY. The exhibit is intended for firms who wish to display scientific equipment, services, and educational resources related to the interests of clinical and research endocrinologists. New exhibitors will be vetted according to the above intent. The Society reserves the right to require the immediate withdrawal of an exhibit if it conflicts with the purposes of the Society. The display of items unrelated to the scientific interest of the Society will not be permitted.

EXHIBIT DECORATION AND DRAYAGE. Freeman is the official decorator. The Exhibitor Service Manual contains order forms, furniture rental prices, union labor rates, special services, electrical work, additional signs, cleaning, floral, photography, etc. Information concerning warehouse shipping and handling of exhibit materials will be emailed to each exhibiting company approximately sixty (60) days prior to the meeting.

FDA GUIDELINES. Exhibitors are responsible for adhering to all established Food and Drug Administration guidelines for exhibiting products that are FDA approved and those that may be pending FDA approval. The Society assumes no responsibility to obtain FDA approval.

FOOD AND BEVERAGE GUIDELINES. All companies must follow the Georgia World Congress Center policies and adhere to the Food and Beverage Guidelines outlined in the Exhibitor Service Kit. No food or beverage may be served in the Exhibit Hall without the prior approval of Exhibit Management. Alcoholic beverages may not be distributed in the Exhibit Hall.

MUSIC LICENSING. The Society does not obtain ASCAP or BMI licensing that will allow the use of copyrighted, recorded music in your booth. Exhibitors interested in playing copyrighted, recorded music in their booth must notify the Society in writing and obtain the proper licensing from BMI or ASCAP. The Society will not permit said activity without obtaining the proper licensing. Each exhibitor is responsible for its own actions if proper licensing is not arranged prior to playing copyrighted, recorded music in the booth. If an exhibitor playing copyrighted music cannot produce the proper documents, the Society has no choice but to request that the music be turned off.

NOTICE OF DISABILITY. In compliance with the Americans with Disabilities Act of 1990, The Society will make all reasonable efforts to accommodate persons with disabilities at its Annual Meeting & Expo.

PAYMENT TERMS. Listed on the front of this application.

SECURITY. Perimeter security guard service will be provided on an around-the-clock basis beginning with the first day of move-in and continuing until the exhibit hall is vacated. However, the Society is not responsible for any loss or damage to exhibitor property. Exhibitors wishing to hire additional security may do so by filling out and returning the form provided in the Exhibitor Service Kit.

Insurance and Liability. If you plan to use an Exhibitor Appointed Contractor (EAC) to supervise the setup and dismantling of your exhibit, a certificate of insurance must be sent to Exhibit Management by April 29, 2022.

Each non-official contractor or exhibitor who will self-install an exhibit must supply Exhibit Management with a current comprehensive public liability certificate of insurance with combined single limits of $1 million bodily injury and property damage and/or $1 million general aggregate with a $1 million per occurrence limit, naming as additionally insured the Society; A. Fassano & Company; the Convention Facility; Freeman; and the members, officers, directors, agents, and employees of each of these entities. Certificates and forms can be found in the Exhibitor Service Kit and should be emailed to Exhibit Management.

Each party will be liable for negligent or intentional acts and omissions of its employees and other authorized representatives. The exhibitor agrees to indemnify and hold harmless the Society, Exhibit Management, and the Convention Center from and against any and all liability for all costs, losses, and damages, including reasonable court fees and court costs due to claims arising from personal injury and property damage, or loss resulting from use of exhibit space.

SURVEYS/QUESTIONNAIRES. Exhibitors may conduct market research by asking attendees to respond to surveys and questionnaires as long as the process is conducted in good taste. No harassing, hawking, or creating a disturbance will be allowed. The survey must be conducted from within the exhibit booth and must not disturb neighboring exhibitors. Canvassing will not be permitted in the aisles.

USE OF EXHIBIT SPACE. Exhibit Management reserves the right to approve the character of the display and to prohibit any display which, because of noise or other objectionable features, detracts from the general character of the exhibit. No exhibitor shall assign, sublet, or divide any part of the space without the knowledge, and consent of Exhibit Management. All exhibitors must wear the Society exhibitor badges registered under the name of the exhibiting company.

Event Information

June 11-14, 2022
Georgia World Congress Center
Atlanta, GA

Important Dates

June 19, 2022

• Standard non-member registrant access to the virtual platform concludes

June 30, 2022

• Standard member registrant access to the virtual platform concludes

August 14, 2022

• Standard registration credit claim expiration deadline

December 31, 2022

• Premium member and non-member access to the virtual platform concludes
• Premium registration credit claim expiration deadline