American Society of Hematology

Exhibit at the ASH Meeting on Lymphoma Biology

Why Exhibit at the 2018 ASH Meeting on Lymphoma Biology?

Exhibitors have cited the intimate meeting size as a key element that encourages meaningful interaction between attendees and exhibiting companies. The target audience for this meeting includes laboratory-based scientists, translational investigators, pharmaceutical scientists, and others interested in lymphoma science. Exhibitors will have ample time to make contact with attendees over the course of this meeting.

Exhibitor application

Registration

Each exhibiting company will be allowed two complimentary meeting badges. If an additional company representative attends to represent the exhibiting company, he/she will be required to pay the on-site, non-member registration fee of $1,000.

  • 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.
  • At registration, each exhibitor should provide their business card to help us update our regional contact list.
  • ASH does not sell one-day only meeting registrations.

A member of the ASH Corporate Relations team will personally deliver your company’s badges to your exhibit table in the exhibit hall.

back to top

Attendance at Sessions

The complimentary meeting badges allow exhibitors access to the meeting sessions. However, we ask that exhibitors not participate in the question-and-answer period at the end of each session.back to top

Exhibit Schedule

Thursday, August 2

11:00 a.m. – 2:00 p.m.Exhibitor Setup
Note: We will not have overnight security, so do not leave valuables in the exhibit hall.
6:05 p.m. – 8:00 p.m.Welcome Reception and Exhibits

Friday, August 3

7:00 a.m. – 8:00 a.m.Attendee Registration, Breakfast (provided), and Exhibits Open
10:00 a.m. – 10:15 a.m.Coffee Break
12:15 p.m. – 1:15 p.m.Lunch (provided) and Exhibits Open

Saturday, August 4

7:00 a.m. - 8:00 a.m.Attendee Registration, Breakfast (provided), and Exhibits Open
9:45 a.m. – 10:15 a.m.Coffee Break
12:00 noon – 1:00 p.m.Lunch (provided) and Exhibits Open
3:15 p.m. – 3:45 p.m.Coffee Break

Sunday, August 5

7:00 a.m. - 10:15 a.m.Attendee Registration, Breakfast (provided), and Exhibits Open
10:00 a.m. – 10:20 a.m.Coffee Break
11:00 a.m.Begin Exhibitor Breakdown

Please note: It is important that all exhibitors stay at their booths during the exhibit hall hours. Please do not break down and leave your booth prior to Sunday at 11:00 a.m. Doing so may put your company at risk from being allowed to exhibit at future ASH Meetings on Lymphoma Biology.

back to top

Shipping

  • Each exhibitor will be responsible for paying the hotel handling charges associated with their inbound shipment before their boxes will be released to them. Exhibitors may go to the on-site 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. Shipments that have not been pre-paid may be subject to delayed delivery.
  • Each exhibitor should have a representative that will prepare shipment of materials at the close of the meeting. This process will begin at 11:00 a.m. on Sunday.
  • 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 number or credit card.
  • Any boxes shipped to the Westfields Marriott should be addressed as follows:

    Guest Name
    Company Name
    C/O American Society of Hematology Meeting on Lymphoma Biology
    Westfields Marriott
    14750 Conference Center Dr.
    Chantilly, VA 20151
back to top

Rules and Regulations

ASH is committed to providing the highest quality Meeting on Lymphoma Biology possible. ASH’s policies for exhibitors are part of a contract between the exhibitor and ASH; and the 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.

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.

The exhibitor 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 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 ASH and the Meeting on Lymphoma Biology venue. Further, the exhibitor shall at all times protect ASH and the Meeting on Lymphoma Biology 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.

Cancellation Policy

To cancel a company presentation a written notification must be submitted to ASH at corporaterelations@hematology.org. Company presenters that cancel a company presentation slot will be subject to fees based on the date of receipt, as follows:

  • Any cancellations received in writing on or before June 1, 2018, will incur a 50 percent cancellation penalty.
  • Any cancellations received in writing after June 2, 2018, will incur a 100 percent cancellation penalty and the theater sponsor will be issued no refund of any monies received by ASH for said company presentation slot.

Cancellation of Meeting

It is mutually agreed that in the event of cancellation of the Meeting on Lymphoma Biology 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.

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.

back to top