Rules and Regulations
ASH is committed to providing the highest quality annual meeting possible. It is agreed and understood that the 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. The following rules and regulations are taken from the ASH Corporate Policy and form a binding contract between the exhibitor and ASH. In addition, exhibitors must follow policies and guidelines of the Moscone Convention Center.
It is the responsibility of the official exhibitor representative to see that all booth staff are aware of and adhere to all rules and regulations and conduct themselves in a professional manner.
ASH reserves the right to interpret, amend, and enforce these contract conditions and rules and regulations at any time as it deems proper to assure the success of the exposition.
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.
ASH reserves the right to restrict exhibits that are objectionable because of noise, glaring or flashing lights, method of operation, or any other reason, and prohibit or evict any exhibit that, in the opinion of ASH, detracts from the general character of the exhibit. This reservation includes persons, things, conduct, printed matter, or anything ASH judges to be objectionable. In the event of such restriction or eviction, ASH is not liable for any refund to the exhibitor.
Booth Installation and Dismantling
Shipping
All shipments to the ASH exposition must be received and processed through Freeman Decorating Company. Information on shipping methods, target scheduling, and rates will be included in the exhibitor service manual. To ensure proper handling and receiving, advance freight and other shipments should not be sent directly to the Moscone Convention Center prior to the assigned target date.
Target Freight Move-In
All confirmed exhibitors will receive a target date and time for freight delivery, which will be identified in the exhibitor service manual. Please keep in mind that the target date/time is for freight delivery only, not for booth installation. A minimum of four hours between the target freight delivery time and installation of the booth must be allowed. Requests for an earlier move-in must be made in writing no later than 30 days prior to the show open date; an explanation of the special circumstances warranting the exception should be sent to Arthinia Morgan, Exhibits Specialist.
Failure to Occupy Exhibit Space
Any space not occupied by 5:00 p.m., Friday, December 5, will be forfeited by the exhibitor. The space may be reassigned or used by ASH without a refund. Exhibitors who anticipate delays in setting up their booths must receive prior approval from ASH regarding such delays. All booths must be manned during exhibition hours.
Carpet and Show Colors
ASH will carpet all visible aisle space within the exhibit area with blue carpeting and will supply exhibitors with gray and burgundy pipe and drape. To provide a uniform exhibit hall, please plan to choose your booth colors in accordance with the ASH colors. Exhibitors must completely cover the entire area of the exhibit space with carpeting. The order form for carpeting will be provided in the online exhibitor service manual. At the discretion of ASH, Freeman Decorating Company will carpet exhibit booths that are not appropriately carpeted at the expense of the exhibitor.
Storage
Fire regulations in most exhibit facilities prohibit storing product, literature, empty packing containers, or packing materials behind back drapes or under draped tables. In most cases, however, exhibitors may store a limited supply of literature or product appropriately within the booth area, so long as these do not impede access to utility services, create a safety problem, or appear unsightly. Accessible storage for exhibitor materials will be available from the official decorator for a fee. Storage items will be delivered to the exhibitor's booth by the official decorator upon request.
Signs
For an island booth, the top of a sign suspended from the exhibit hall ceiling or attached to the exhibit booth must not exceed 20 feet from the exhibit hall floor and cannot block visibility of ASH signs or other exhibitors' booths. Hanging signs must be suspended directly over the island booth and not over the aisles.
ASH may grant an exhibitor's request to allow a sign to hang over an aisle to conjoin with another portion of that exhibitor's booth. An additional fee for the incorporated aisle space will apply.
No part of any exhibitor signs shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture.
Lighting
All island/multi-level booths may utilize special lighting. Lighting must be directly over or in the exhibitor's booth and cannot affect other exhibitors or aisles.
Overhead lighting may be dimmed or turned off at the exhibitor's expense with prior approval from ASH.
It is the responsibility of the exhibiting contact persons to notify their contractors and agents of the height restrictions for hanging signs and lighting.
Early Dismantling
Early dismantling is expressly prohibited by ASH. Exhibits officially close on Monday, December 8, at 3:30 p.m. All booths must be manned until that time. Exhibitors that leave before closing will be subject to priority-point reduction and possible exclusion from future annual meetings.
Promotional Activities
ASH recognizes that promotional activities encourage a steady flow of traffic to the exhibit booths. It is imperative that exhibitors display professionalism and consideration for their fellow exhibitors; therefore, interviews, demonstrations, and the distribution of literature or samples must take place within the exhibitor's booth. Canvassing or distributing promotional materials outside the exhibitor's rented booth space is not permitted. No literature may be distributed in the convention center, hotels, or any public area.
Scientific and educational presentations are prohibited within the exhibit hall. However, presentations that promote a company's products and services are allowed within that company's exhibit booth. Demonstrations must be located in an area such that any crowd that gathers will be contained within that exhibitor's space and will not block the aisles or neighboring exhibits.
Book Sales
Only publishing companies are permitted to sell hematology-related books during show hours. All other companies/organizations will be limited to taking orders. Those publishers selling items on the show floor are required to collect and remit city and state sales taxes.
Contests, Lotteries, Raffles, and Games of Chance
Contests, lotteries, raffles, and games of chance must comply with the guidelines of the American Medical Association (AMA) that state: "The contest must be open to all meeting attendees and be conducted in a professional manner." Prizes must be educational in nature and moderate in value. Notification of winners, semi-finalists, and runners-up, etc., must take place after the conclusion of the 50th ASH Annual Meeting.
Contests of any kind must first be approved in writing by ASH. Exhibitors intending to conduct contests, lotteries, raffles, or games of chance must complete the Request for Approval of Giveaway Form. This form must be received by Thursday, November 6.
Food and Beverage
Permission to serve food and beverages in exhibit booths must be requested in writing and approved by ASH and the Moscone Convention Center. Cups and/or napkins with an exhibiting company's logo and/or product name on them may be used to serve food and beverages; however, these items may be distributed only within the exhibit booth. All food and beverages must be purchased through the Moscone Convention Center. An exhibitor may distribute food and beverages if it is the legal manufacturer and/or distributor of the product. ASH prohibits the distribution of alcoholic beverages. Companies wishing to serve food and beverages should complete the Request for Approval of Giveaway Form and return it to ASH by Thursday, November 6.
Fundraisers
Fundraisers, auctions, or activities that involve donations to organizations other than ASH are not permitted in the exhibit hall. Activities designed to provide donations to ASH must be pre-approved by ASH in writing no later than Friday, October 3. Please e-mail development@hematology.org regarding fundraisers.
Giveaways
Exhibitors are permitted to distribute promotional materials and other related items in their exhibit booths. All items distributed must be useful to the participants at the meeting and/or in their professional activities. Items must be small in size and made available to all ASH attendees, regardless of registration type or demographics, as long as the supplies last.
Exhibitors intending to provide giveaways must complete the Request for Approval of Giveaway Form, which will be included in the exhibitor registration packet. This form must be received by November 6. Any exhibitors found distributing materials that have not been officially approved will be required to cease distribution immediately and may have their priority points reduced.
Distribution of customary descriptive product literature, notepads, pens, pencils, and similar materials is permitted and does not need written approval.
The following items are not approved as giveaways:
- Bags of any kind, including plastic bags (The ASH official meeting bag is the only bag that is permitted.)
- Balloons
- Golf/tennis balls
- Hats
- Stuffed animals
- T-shirts
- Umbrellas with a product or service logo (plain umbrellas are acceptable)
Exhibitors distributing these items will be given violation/point-reduction notices. ASH will not accept on-site requests for giveaway approvals.
Media-Related Activities
Companies and institutions issuing press releases about the science being presented during the annual meeting are required to abide by the Society's embargo policy. This policy, as well as detailed guidelines about the types of press materials that may be distributed, is available online. Questions about ASH's media policies may be directed to Communications Manager, Wendy Stokes. Press briefings and other media-related events are permitted, but may not be held on site at the convention center or at any time during ASH-sponsored events. To obtain approval and reserve meeting space for press events, contact Arthinia Morgan.
Posters/Handouts
Posters or handouts with information about ASH annual meeting abstracts (such as poster numbers, time/location of presentations, etc.) that are displayed or given away within the exhibit booth must be approved by ASH. Please contact Anna Trudgett, Assistant Director – Editorial, for approval.
Use of ASH Name and Logo
The ASH logo may not be used on any materials produced by organizations other than ASH itself. Use of the American Society of Hematology's name or copyrighted material requires prior written approval by ASH.
Porter Service
In an effort to maintain a clean and organized exhibit hall, exhibitors who will be distributing giveaways must order porter service. Porter service includes monitoring the exhibit booth to empty wastebaskets and collect empty boxes throughout show hours. Standard wastebasket emptying does not include removal of empty boxes. Empty boxes may not be placed in the exhibit hall aisles, behind or adjacent to columns, or in trashcans in the exhibit hall during show hours. If an exhibitor does not properly handle empty boxes, ASH will remove the boxes at the exhibitor's expense. The order form for porter service will be provided in the exhibitor service manual.
Abstract Rights and Permissions Guidelines
The annual meeting abstracts published by the American Society of Hematology are covered by copyright. All rights reserved. ASH expects that you will respect its intellectual property rights and use its material solely as permitted by Sections 107 and 108 of U.S. Copyright Law (Fair Use).
For permission to use an ASH annual meeting abstract beyond what is permitted by Sections 107 or 108 of U.S. Copyright Law, please refer to the following guidelines.
Republication Requests
These are requests to republish a meeting abstract in a new work (e.g., a book or journal). You must specify the meeting abstract you wish to use and the intended use of the abstract. Please complete Part A of the ASH Permissions Request Form with consideration of these important terms and conditions:
- Meeting abstracts may not be adapted and must be republished in their entirety.
- Commentary or explanatory notes are not permitted.
- A full citation must be included with each meeting abstract.
- Meeting abstracts may not be bound with product advertising or other marketing materials.
- Meeting abstracts may be bound with other organizations' published materials as long as no product advertising or other marketing materials are included.
- The words "selected meeting abstracts" must be noted prominently on the cover along with information identifying the meeting from which the abstracts were taken. Mentioning a drug or a disease in the title, e.g., "Selected Meeting Abstracts on Leukemia" or "Selected Meeting Abstracts on (name of drug)" is permissible, but product logos may not be included either in the title or anywhere on the cover or in the document. The company producing the collection must be clearly identified on the cover.
- The Blood and ASH logos may not be used on the cover or anywhere within the collection.
- The following disclaimer must be included with each meeting abstract: "Copyright American Society of Hematology.Reprinted with permission from the American Society of Hematology, which does not endorse any particular uses of this document. The American Society of Hematology is not responsible for the completeness or the accuracy of the transcribed materials in this document."
- If abstract collections are distributed at the annual meeting, such distribution must be limited to the exhibit hall. Distribution in the convention center or in any hotel is not permitted, except for invitation-only events.
- The final document must be reviewed by ASH for approval prior to printing.
- Five samples of the printed document must be forwarded to ASH upon publication.
Photocopy Requests
If you wish to make multiple photocopies of an annual meeting abstract for your organization's internal use only, please contact the Copyright Clearance Center, Inc. at 978-750-8400 or 222 Rosewood Drive, Danvers, MA 01923. If you wish to make photocopies for outside distribution, please complete Part A of the ASH Permissions Request Form. Please note that:
- Commentary or explanatory notes are not permitted.
- A full citation must be included with the photocopied material.
- Photocopies of ASH meeting abstracts may not be bound with product advertising or other marketing materials.
- Photocopies of ASH meeting abstracts may be bound with other organizations' published materials as long as no product advertising or other marketing materials are included.
Audio/Visual Equipment
Excessive audio/visual devices and offensive displays are not permitted, and sound effects are discouraged because of the potential to interfere with other exhibitors and detract from the professional atmosphere of the exhibit hall.
Exhibitors may use sound equipment in their booths as long as the noise level does not disrupt the activities of the neighboring exhibitors. Microphones used in presentations must have the volume set at a reasonable level. Electrical or other mechanical apparatus must be muffled so that the noise does not interfere with other exhibitors and speakers; other sound devices should be positioned to direct sound into the booth rather than into the aisle.
At the request of ASH, objectionable sound levels must be remedied, or use of the sound-producing device will be forbidden for the remainder of the show. Those exhibitors violating noise regulations will be warned only once. Priority points will be deducted if this rule is not followed.
Music Licensing
ASH does not obtain ASCAP or BMI music licensing that will allow the use of copyrighted recorded music in the booths. Exhibitors interested in playing copyrighted music must obtain the proper licensing from ASCAP or BMI.
Photography/Videotaping
ASH's official photography company is Convention Photo by Joe Orlando, Inc. Only the official ASH photographer may take photographs or videotape in the exhibit hall. Details regarding the official photographer will be included in the exhibitor service manual.
Exhibitors may only use the official ASH photographer to photograph their own booths and are prohibited from photographing other exhibitors' booths. This prohibition includes photographs taken with cellular phones. Individuals engaging in unauthorized activities will be subject to a violation notice and/or immediate removal from the exhibit hall.
Federal and State Regulations
FDA Regulations
Exhibitors who have questions regarding drug promotion should contact the Food and Drug Administration (FDA) at 301-443-1544. Each exhibitor is solely responsible for compliance with FDA rules and regulations.
Investigational Products
According to the Healthcare Convention Exhibitors Association, and to remain within the expectations and limitations of the FDA's guidelines on Notices of Availability, any investigational product that is graphically depicted on a commercial exhibit should:
- Contain only objective statements about the product
- Contain no claims of safety, effectiveness, or reliability
- Contain no comparative claims to other marketed products
- Exist solely for the purpose of obtaining investigators
- Be accompanied by directions for becoming an investigator and a list of responsibilities
- Contain the statement, "Caution: Investigational Device – Limited to Investigational Use" (or a similar statement), in a prominent size and placement. For more information, please contact the FDA.
Attention International Exhibitors
The FDA requires exhibitors to comply with all current FDA guidelines that pertain to the promotion of prescription drugs that are not commercially available within the U.S., but may be promoted in the exhibit hall for the benefit of non-U.S. attendees. Exhibitors should ensure that any depiction of an investigational product in a commercial exhibit remains within the limitations of the host country's governing regulations regarding display of investigational products. Exhibitors that have chosen to promote products to non-U.S. attendees should incorporate international areas within their booths that are not accessible to U.S. attendees in order to comply with FDA guidelines. Please note that for island booths any walls used to partition off these international areas must include 4-foot breaks for every 12 feet of solid wall, and the walls must not obstruct the attendees' view of the surrounding exhibit area.
Americans With Disabilities Act
Exhibitors shall be responsible for making exhibits accessible to persons with disabilities, as required by the Americans with Disabilities Act, and shall hold the American Society of Hematology harmless from any consequences of an exhibitor's failure in this regard.
Fire Regulations
All materials used in the exhibit hall must be flameproof and fire resistant in order to conform to local fire ordinances. Crepe paper or corrugated paper, flameproof or otherwise, will not be permitted. All aisles and exhibits must be kept clear at all times, and fire stations and fire extinguishers must not be covered or obstructed. Because of the fire hazard, no storage of any kind will be permitted behind an exhibit booth.
Insurance and Liability Issues
Insurance
- Exhibitors must acknowledge that neither the American Society of Hematology, nor Freeman Decorating Company, nor the Moscone Convention Center shall be obligated to maintain property, liability, or business interruption insurance covering the exhibitor. It is the sole responsibility of the exhibitor to obtain such insurance at the exhibiting company's own expense.
- Those exhibitors with booths that are 1,000 square feet or larger must submit an original and valid certificate of insurance to Arthinia Morgan, Exhibits Specialist, by September 5. The certificate must include commercial general liability, product liability coverage, and broad property damage endorsement with combined and single limits of liability not less than $1 million per occurrence and a $2 million aggregate limit.
- Commercial general liability shall name ASH as an additional insured and provide a certificate of insurance evidencing the same.
- Exhibitors shall also maintain workers' compensation and employers' liability insurance in commercially reasonable amounts and as otherwise promulgated by state law.
- Exhibitors shall carry commercial automobile insurance, including hired and non-owned liability coverage.
- The insurance policy must cover the time period from move-in through move-out.
Limitations and Liability
Exhibitors agree to protect, save, and keep the American Society of Hematology, the occupied hotels, the Moscone Convention Center, and Freeman Decorating Company 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 American Society of Hematology, the occupied hotels, the Moscone Convention Center, and Freeman Decorating Company regarding the exhibition premises.
Further, the exhibitor shall at all times protect, indemnify, save, and keep harmless the American Society of Hematology, the occupied hotels, the Moscone Convention Center, and Freeman Decorating Company against and from any and all loss, cost damage, liability, or expense which arises out of, from, or by reason of any act or omission of the exhibitor, its employees, or its agents.
Security
ASH will provide security protection for the perimeter area of the exhibit hall on a 24-hour basis during the entire exhibit period, including move-in and move-out. Neither ASH, nor the Moscone Convention Center, nor Freeman Decorating Company is liable for any of the exhibitors' property. It is recommended that each exhibitor purchase a portal-to-portal rider available on the exhibitor's own insurance policy as protection against loss, theft, fire, damage, etc.
Exhibitor Appointed Contractor (EAC)
Exhibitors planning to use a contractor other than the official contractor to supervise the set-up and dismantling of exhibits must notify ASH in writing by Friday, September 5. EACs working with booths that are 1,000 square feet or larger must submit an original and valid certificate of insurance by September 5 that includes commercial general liability, product liability coverage, and broad property damage endorsement with combined and single limits of liability not less than $1 million per occurrence. The certificate must also include coverage for workers' compensation and employers' liability in commercially reasonable limits as otherwise required by the laws of the State of California. The certificate of insurance must name ASH as an additional insured. Certificates of insurance must indicate the exhibiting company that they are representing in the description area of the certificate. Certificates will be discarded if this information is not supplied.
Cancellation of Exposition
It is mutually agreed that in the event of cancellation of the ASH annual meeting as a result of strikes, acts of God, war, terrorism, disaster, curtailment of transportation facilities, governmental regulations, or other causes that would prevent its scheduled opening or continuance, this agreement will be terminated immediately. ASH shall determine an equitable basis for the refund of a portion of the exhibit fees after due consideration of expenditures and commitments already made.
Meeting Room Requests
Companies and nonprofit organizations that are supporters of ASH may apply to hold ancillary meetings during the 2008 ASH Annual Meeting and Exposition.
ASH will assign meeting space on a first-come, first-served basis beginning in September. ASH will not accept requests prior to September. Entertainment, meetings, or similar activities will not be permitted in hotel rooms or other private or public facilities during hours that conflict with ASH-sponsored events. Contracted hotels in San Francisco will not reserve meeting rooms or function space for anyone during the meeting dates without prior ASH approval.
ASH does not allow any companies or organizations to schedule educational symposia during the meeting. (ASH-approved Friday Satellite Symposia are permitted before the meeting.)
In order to obtain meeting space, all meeting room requests must be submitted via the Meeting Room Request Form to ASH. The Meeting Room Request Form will be posted to this page in September; please return to this page at that time to download the form. The deadline for requests for meeting rooms and function space is Thursday, November 6. Questions about meeting room requests may be directed to Arthinia Morgan.
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