American Society of Hematology

ASH Meeting on Hematologic Malignancies Exhibit Rules and Regulations

Exhibitor registration is now open for the 2017 Meeting on Hematologic Malignancies.

Download exhibitor application

Registration

  • Each exhibiting company will be allowed two complimentary meeting badges (A member from the Corporate Relations team will personally deliver your company’s badges at your exhibit table, which can be found in the exhibit hall). 
  • Exhibitor badges will only have the company name on them. The badges are interchangeable with booth staff, if necessary.
  • Exhibitors that are also providing educational support for the meeting will have badges that list the company name and level of support beneath it.  The number of provided badges is dependent on the amount of educational support.
  • At registration, each exhibitor should provide their business card to help us update the American Society of Hematology (ASH) contact list.
  • If an additional company representative attends to represent the exhibiting company, they will be required to pay the on-site, non-member $695 registration fee.
  •  ASH does not sell one-day only meeting registrations.
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Booth Information

Exhibit Booth Rate: $10,000

Booth includes:

  • Six-foot tabletop exhibit
  • Tier 3 Priority Points
  • Signage indicating company name

Premium Booth Rate: $12,000

Premium booths are in a prime location closer to the ASH booth.

ASH will provide one skirted six-foot table on site. Hotel staff will ensure that these tables are already in place when exhibit set-up begins.

If your exhibit booth requires power, please e-mail Janet Biddle at Janet.Biddle@spargoinc.com by September 1, 2017.

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Exhibit Location

ASH ensures all contributions are appropriately acknowledged. Exhibitor Priority Points are assigned according to the Priority Points Scale. For Meeting on Hematologic Malignancies specifically, your company will be assigned a ranking using points accumulated in 2015, 2016 and 2017*. The ranking determines exhibit booth placement.

For more information, please contact Thelma Barnett at tbarnett@hematology.org.

ASH retains the exclusive right to revise the Exhibit Hall floor plan(s) and/or relocate any assigned Exhibitors as determined solely by ASH.

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Attendance at Sessions

  • The complimentary meeting badges do allow exhibitors access to the meeting sessions. However, please keep the following in mind:
    • We ask that you not participate in the question-and-answer period at the end of each session.
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Promotion of Exhibitor

As a promotional benefit of exhibiting, ASH will provide the following:

  • Recognition on the ASH website
  • Company acknowledgment in meeting materials (Print recognition deadline is August 18, 2017)
  • Company acknowledgement on introduction slide in session room
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Exhibit Schedule

Thursday, September 7
12:00 noon - 5:00 p.m.Exhibitor Set-up
(Note: We will not have overnight security, so do not leave valuables in the exhibit hall)
Friday, September 8
7:00 a.m. - 7:45 a.m.Attendee Registration, Breakfast (provided) & Exhibits Open
10:00 a.m. - 10:30 a.m.Coffee Break
12:30 p.m. - 2:00 p.m.Lunch (provided) & Exhibits Open
4:00 p.m. - 4:30 p.m.Coffee Break
Saturday, September 9
7:00 a.m. - 7:30 a.m.Attendee Registration, Breakfast (provided) & Exhibits Open
9:45 a.m. - 10:15 a.m.Coffee Break
11:45 a.m. - 1:00 p.m.Lunch (provided) & Exhibits Open
2:30 p.m. - 3:00 p.m.Coffee Break
3:00 p.m.Begin Exhibitor Breakdown

IMPORTANT NOTE: It is important that all exhibitors stay at their booths during the exhibit hall hours. Please do not breakdown and leave your booth prior to Saturday at 3:00 p.m. Doing so may put your company at risk from being allowed to exhibit at future Meeting on Hematologic Malignancies meetings.

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Shipping

  • Each exhibitor will be responsible for paying the hotel handling charges associated with their inbound shipment before their boxes will be release to them. Exhibitors may go to the onsite FedEx office to pay these charges prior to move in, or will be able to work directly with a FedEx representative to provide payment in order to receive their boxes.
  • Each exhibitor should have a representative that will prepare shipment of materials at the close of the meeting. This process will begin at 3:00 p.m. on Saturday.
  • ASH staff will not provide packaging supplies.
  • The company representative(s) will be responsible for boxing all materials and providing payment for the shipping charges - either by shipping account member or credit card.
  • Any boxes shipped to the Fairmont Chicago Millennium Park should be addressed as follows:
    Guest Name
    Company Name
    C/O American Society of Hematology
    Fairmont Chicago, Millennium Park
    200 N Columbus Dr.
    Chicago, IL 60601
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Rules and Regulations

ASH is committed to providing the highest quality Meeting on Hematologic Malignancies meetings possible. The ASH policies for exhibitors are part of a contract between the exhibitor and ASH, and that submission of the application for exhibit space constitutes the exhibitor’s agreement to abide by these regulations. All booths must be manned at all times during the exhibition hours. Please ensure that all staff attending this meeting adheres to this requirement.

Booth Cancellation Policy

All exhibit booth cancellations must be submitted to ASH in writing to corporatesupport@hematology.org.

  • Any cancellations received in writing through May 1, 2017 will not incur a cancellation penalty and the exhibitor company will be issued a 100 percent refund of any monies received by ASH for said cancellation.
  • Any cancellations received in writing May 2, 2017, through July 3, 2017 will incur a 50 percent cancellation fee.
  • Any cancellations received in writing after July 3, 2017, will incur a 100 percent cancellation penalty and the host will be issued no refund of any monies received by ASH for cancellation.

Cancellation of  Meeting on Hematologic Malignancies
It is mutually agreed that in the event of cancellation of the Meeting on Hematologic Malignancies as a result of strikes, acts of God, war, terrorism, disaster, government regulations, or other causes that prevent its scheduled opening or continuance, this agreement will be terminated immediately. ASH shall determine an equitable basis for refund of a portion of the exhibit fee as possible, after due consideration of expenditures and commitments already made.

Conduct/Character of Exhibits
ASH is solely responsible for the selection and presentation of all educational program sessions and their content, including the selection of the topics, authors, speakers, moderators, and materials presented or distributed during educational sessions. No Exhibitor shall influence or seek to influence any decisions relating to the educational program or sessions. Exhibitor status is not required in order to provide commercial support for the educational sessions. Any such commercial support by an Exhibitor must be pursuant to a separate agreement, which shall specifically provide that the commercial supporter has no influence over the content of the educational program sessions or content, for which ASH remains solely responsible as set forth above. 

Character of the exhibits is subject to the approval of ASH. ASH reserves the right to curtail exhibits or parts thereof that do not reflect the character of the meeting. This reservation applies without limitation to persons, conduct, and articles of merchandise, printed materials, or any other items that affect the character of the exhibit. Exhibits are restricted to products and services related to hematology.

Promotional Activities
Small demonstrations and the distribution of literature or samples must be made within the immediate area around the tabletop exhibit. Interviews will not be allowed.

Exhibits and its representatives are prohibited from conducting any sales or promotional activities within the space used for educational sessions. All exhibits and promotional materials shall be confined to the exhibit space. Canvassing or distributing promotional materials outside the exhibit’s booth space is not permitted. No literature is to be distributed anywhere else within the hotel.

No meetings or social events that include meeting speakers or attendees are allowed during official meeting hours.

Distribution of Materials
Exhibitors are permitted to distribute promotional materials and other related items at their exhibit booths. All items distributed must be useful to the participants at the meeting and/or in the professional activities of the booth visitors. Items must be small in size and made available to all ASH attendees regardless of demographics, as long as supplies last. ASH reserves the right to discontinue the distribution of any items deemed inappropriate.

Food and Beverage
ASH prohibits the distribution of any food and/or beverages at exhibit booths as these will be provided by ASH within the exhibit space. Wrapped candy is permitted at the exhibit booths.

Security
Each venue room will be locked at night. This does not, however, guarantee or insure the exhibitor against loss. ASH is not liable for any of the exhibitors’ property. It is recommended that exhibitors not leave anything of value unattended at the tabletop exhibit.

Displaying of Investigational Products
According to the Healthcare Convention Exhibitors Association, to remain within the expectations and limitations of the Food and Drug Administration’s guidelines on Notices of Availability, any investigational product that is graphically depicted on a commercial exhibit should: 1) contain only objective statements about the product, 2) contain no claims of safety, effectiveness or reliability, 3) contain no comparative claims to other marketed products, 4) exists solely for the purpose of obtaining investigators, 5) be accompanied by directions for becoming an investigator and a list of responsibilities, and 6) contain a statement: “Caution-Investigational Device-Limited to Investigational Use” (or similar statement) in prominent size and placement. For more information, please contact the FDA.

Limitations and Liability
Exhibitors agree to protect, save, and keep the ASH and the occupied hotels forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, its employees or agents. The exhibitor also agrees to strictly comply with the applicable terms and conditions contained in the agreement between the ASH and the Meeting on Hematologic Malignancies venue. Further, the exhibitor shall at all times protect the ASH and the Meeting on Hematologic Malignancies venue against any and all loss, cost damage, liability, or expense which arises out of, from, or by reason of any act or omission of exhibitor, its employees, or agents.

Noise
Small demonstrations are allowed at the tabletop exhibits, but no microphones or sound systems will be allowed.

Amendment by ASH
ASH reserves the right to interpret, amend, and enforce these contract conditions and rules and regulations at any time. Written notice of any amendments or interpretations shall be given to all contracted exhibitors. All amendments that may be made shall be equally binding (upon publication) for all parties as if contained in the original regulation.

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