ASSIGNMENT OF SPACE
EXHIBIT RULES AND REGULATIONS
Priority for space assignment will be based on the date on which applications are received. Applications for exhibit space must be made on the Official Application form. Tentative reservations may be made by phone and will be held for ten working days. Within this time period, the application and required booth space fees must be forwarded to NASPGHAN or tentative space will be released. No space will be assigned until both an application and payment have been received.
Exhibitors wishing to avoid assignment of space adjacent to that of a particular competitor should indicate this on their application. Careful consideration will be given to all such requests, but
relocation cannot be guaranteed. In the event of conflicts regarding space requests or conditions beyond the control of the exhibit management, NASPGHAN reserves the right to revise, relocate,
or reassign exhibit booths at any time for the overall benefit of the meeting. A revised floor plan will be provided upon request.
Cancellations must be submitted to NASPGHAN in writing. The date on which the exhibitor’s written notice of cancellation is received in the NASPGHAN office will be the official cancellation date. If space is canceled on or before August 4, 2023 a $250 processing fee will be retained. Exhibitors canceling after August 12, 2022 will be responsible for the entire fee. No refunds for cancellations after August 4, 2023.
FAILURE TO OCCUPY BOOTH SPACE
Exhibitors not occupying booth space by 4:00pm on Thursday, October 5, 2023, will be responsible for the total booth cost. No refunds for cancellations. This space may be resold or used by NASPGHAN.
BOOTH SPACE FEES
10’ x 10’ In-line Booth . . . . . . ..$2,500
10’ x 10’ Corner Booth . . . . . . .$3,000
20’ x 20’ Island Booth . . . . . . $17,000
Exhibitor agrees to enclose with their application along with the appropriate booth fee, made payable to NASPGHAN, and forward to:
714 North Bethlehem Pike, Suite 300
Ambler, PA 19002
All payments must be made by August 4, 2023.
Exhibitors who are not paid in full will not be permitted to set up their booths and NASPGHAN has the right to resell the space. All checks must be made out in U.S. dollars drawn on a U.S. bank. Visa, MasterCard and American Express are accepted methods of payment.
NASPGHAN shall have discretion in the interpretation and enforcement of all rules and regulations governing exhibitors. All matters and questions not covered by these regulations are also
at the discretion of NASPGHAN. These rules and regulations may be amended at any time by NASPGHAN, and all amendments, upon notification, shall be equally binding on all parties affected by them. Notifications may be made verbally or in writing before or during the NASPGHAN Meeting, and may be given to any authorized agent, designee or representatives of the exhibitor. All rules and regulations are enforced without exception. By submitting the official Exhibit Space application, the exhibiting company agrees to abide by all rules and regulations outlined in this prospectus. The exhibiting company will be held responsible for the activities of its company representatives, international affiliates, co -marketing partners, third-party contractors, contracted public relations and marketing firms and/or any agency appointed on its behalf. It is the responsibility of the exhibiting company to disseminate the rules and regulations contained within this prospectus among its staff and affiliates.
ADMISSION TO EXHIBIT HALL
All participants affiliated with the exhibits must be registered. The participant must be employed by the exhibitor or have a direct business affiliation. Exhibitor badges must be worn at al l times in the exhibit area, and will be required to gain access to the exhibit hall. Badges may not be supplemented with business cards, ribbons, company logos. The number of badges issued to each exhibitor may be limited by the Society. Badges will not be mailed in advance and must be picked up on-site at the Exhibitor Registration Desk during the following hours:
Wednesday, October 4. . . . . . . . . . . . . . . . . . . . . . . . . . . .1:00pm–5:00pm
Thursday, October 5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8:00am–7:00pm
Friday, October 6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9:30am–2:30pm
Saturday, October 7. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9:30am–2:00pm
AMERICANS WITH DISABILITIES ACT
In compliance with the Americans with Disabilities Act of 1990, NASPGHAN will make all reasonable efforts to accommodate persons with disabilities. Contact NASPGHAN to make any necessary
arrangements. Each exhibitor is responsible for compliance within their assigned space, ensuring access to their booth.
BOOTH/EXHIBITOR CHARACTER & CONDUCT
NASPGHAN holds the exhibitor responsible for the management of his agents or designees. Exhibitors should insure that their exhibits are properly staffed at all times during official exhibit hours. NASPGHAN reserves the right to expel or refuse admittance to any representative whose conduct is, in NASPGHAN’s opinion, not in keeping with the character of the NASPGHAN Meeting. All exhibits must conform to the standards set by the Healthcare Convention and Exhibitors Association, which include the following:
Canvassing or distributing advertising material outside the
exhibitors’ own booth is not permitted. Solicitation of business or conferences in the interest of business, except by exhibiting firms is prohibited.
Contests, lotteries, raffles and games of chance are strictly prohibited, as such activities reflect unfavorably on the character of the meeting. Exhibitors may not register attendees for contests,
lotteries, raffle and games of chance that might be conducted during or after the meeting.
DISTRIBUTION OF GIVEAWAYS/HANDOUTS
With the exception of descriptive company/product literature, all handouts and giveaways must be approved by NASPGHAN prior to the meeting. All items to be distributed must be useful to the
participants at the meeting and/or in the professional activities of the booth visitor. As a general rule, note pads, pens and pencils are permitted. No bags or lanyards of any kind may be distributed.
Non-professional products or services cannot be shown or given away and exhibitors are expected to adhere to the professional nature of the event with respect to displays, literature, advertising, novelties, souvenirs, etc. Prizes, lotteries, raffles and games of chance are strictly prohibited. Only those items that utilize the name of the organization, company or meeting theme will be permitted upon approval of NASPGHAN. No unapproved items may be distributed. Any exhibitor found distributing materials that have not been officially accepted will be required to cease distribution immediately.
All materials used in the exhibit area must be flameproof and fire resistant in order to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters. Crepe paper, corrugated paper, flameproof or otherwise, will not be permitted. Display racks, signs, spotlights and special equipment must be approved before use, and all displays are subject to inspection by the Fire Prevention Bureau. Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. All aisles and exhibits must be kept clear at all times, and fire stations and fire extinguisher equipment are not to be covered or obstructed.
FOOD AND DRUG ADMINISTRATION (FDA) MARKET CLEARANCE
All products exhibited must have fulfilled all applicable FDA regulations. It is the exhibitor’s responsibility to contact the FDA to ensure compliance with the current FDA guidelines. Contact the FDA Office of Compliance regarding your responsibilities under the Federal Food, Drug and Cosmetic Act.
Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense. Each exhibiting company is responsible for obtaining insurance liability and fire/theft in such amounts as deemed appropriate to comply with its obligations hereunder and or its own protection.
Exhibitor agrees to protect, save, and keep NASPGHAN, Freeman, and the occupied Hotel/Hall forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, his employees or agents, as well as to strictly comply with the applicable terms and conditions contained in the agreement between NASPGHAN and the occupied Hotel/Hall regarding the exhibition premises; and further, exhibitor shall at all times protect, indemnify, save and keep harmless NASPGHAN, Freeman and the occupied Hotel/Hall against and from any and all loss, cost, damage, liability, or expense which arises out of or from, or by any reason of any act or omission of exhibitor, his employees or agents.
The NASPGHAN Meeting is organized to maximize attendees’ participation in NASPGHAN scientific programs and exhibits. Affiliate/Exhibitor events may not be held during any official
NASPGHAN scientific programming or exhibit hours.
REGISTRATION FOR SCIENTIFIC SESSIONS
Exhibitor registration includes entrance into the exhibit hall during exhibit hours. If you wish to attend any of the scientific sessions of the Postgraduate Course, Single Topic Symposium
and/or the Annual Meeting, you must register separately as a meeting attendee. This can be done via the NASPGHAN website or on-site at the registration desk.
As a courtesy to exhibitors, watchman service for the exhibit area will be furnished during the hours deemed necessary by NASPGHAN. The safekeeping of the exhibitor’s property shall
remain the responsibility of the exhibitor. The furnishing of such a service is in no case to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind.
Signs, banners, posters, or fliers advertising a booth, symposium, or any event or activity sponsored by the exhibitor may not be posted or displayed at any location inside or outside the exhibit hall other than the exhibitor’s booth.
The subletting, assignment, or appointment of the whole or any part of space by any exhibitor is prohibited. No exhibitors may permit any other party to exhibit in their space any goods other than those manufactured or handled by the contracting exhibitor, or permit the solicitation of business by others within their space.
USE OF THE NASPGHAN NAME & LOGO
The name, logo and acronym of the North American Society for Pediatric Gastroenterology, Hepatology and Nutrition are the exclusive property of and are trademarked by NASPGHAN. They may not be used in any way, for any purpose or at any time without the express written permission of NASPGHAN.
FOLLOWING HEALTH & SAFETY GUIDELINES
All exhibit personnel are expected to follow all health and safety guidelines related to the pandemic at the time of the in person event.
These may include, but are not limited to:
Proof of Vaccination
Masking in all public areas of the event
Social distancing when talking to attendees
Staying within your booth space during open exhibit hall hours
As this situation is ever evolving, we will provide updated rules closer to the event date. Freeman has provided their safety precautions for exhibitors here: https://www.freeman.com/event-services/safety/