Detailed exhibitor information for the 2020 Highlights of ASH in North America meetings will be available in mid- to late-2019.
Why Exhibit at Highlights of ASH?
The Highlights of ASH in North America program format is designed to allow practitioners, fellows, academicians, and allied health professionals to discuss some of the most rapidly evolving developments in the field with experts and colleagues. The presenting faculty include world-class experts, carefully selected by ASH for their breadth of knowledge in hematology. Exhibitors have cited the intimate meeting size at each venue as a key element that encourages meaningful interaction between attendees and exhibiting companies.
Guidelines, Rules, and Regulations
ASH is committed to providing the highest quality Highlights of ASH meetings 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 adhere to this requirement.
Conduct and Character of Exhibits
ASH is solely responsible for the selection and presentation of all educational program sessions and their content, including the selection of 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.
The complimentary meeting badge 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.
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, 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.
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.
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 exhibitor space. Canvassing or distributing promotional materials outside the exhibitor’s booth space is not permitted. No literature is to be distributed anywhere else in the hotel.
Distribution of Materials
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 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.
Displaying of Investigational Products
According to the Healthcare Convention Exhibitors Association, to remain within the expectations and limitations of the U.S. Food and Drug Administration’s (FDA) 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) exist 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 American Society of Hematology 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 American Society of Hematology and the Highlights of ASH venue. Further, the exhibitor shall at all times protect the American Society of Hematology and the Highlights of ASH 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 of Meeting
It is mutually agreed that in the event of cancellation of the Highlights of ASH meeting(s) 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.
Cancellation of Exhibit Booth
Any cancellations received in writing up to December 1, 2018, will incur a 50 percent cancellation penalty.
Any cancellations received in writing on or after December 2, 2018, will incur a 100 percent cancellation penalty and the host will be issued no refund of any monies received by ASH for cancellation.
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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