EXHIBITOR TERMS & CONDITIONS
RITZ-CARLTON, PENTAGON CITY / AUGUST 9-16, 2018
The 2018 HEMATOLOGY & MEDICAL ONCOLOGY BEST PRACTICES COURSE is herein referred to as “BEST PRACTICES.” The conference host hotel is herein referred to as “Hotel.” Conference organizers, SanovaWorks and GWU reserve the right to change locations. Exhibitors will be notified of venue updates. All exhibits are subject to review by the George Washington University (GW) School of Medicine & Health Sciences’ Office of Continuing Education.
This agreement shall not be binding upon the Lessor (GW) until accepted and executed by Office of CEHP, GW. A counter signed copy of the contract will be returned to you as confirmation of your participation.
The violation of any part of this agreement, or any part of the regulations adopted by the Lessor, shall at the election of Office of CEHP, GW cause this agreement to become null and void. In such event, all sums previously paid for or contracted to be paid under this agreement shall be assigned, or otherwise disposed of, without the written approval of GW.
CATEGORIES OF EXHIBITS
The exhibit program is designed to provide hematology and oncology practitioners with first-hand information about products and services specific to their area of hematology & oncology and to serve as a forum for updating the physician’s knowledge of current technological advances in the field. The exhibit program is an integral part of the overall education program for the seminar. Applications for exhibit space will be considered for products and services in the following categories: Pharmaceuticals specific to hematology & oncology (both prescription and non-prescriptions); equipment and devices that are designed for diagnosis and treatment of hematologic & oncologic conditions; office equipment, record-keeping equipment, or services relating to the support of non-medical aspects of the practice of hematology & oncology; and scientific educational publications.
Full payment must be received upon signing. BEST PRACTICES reserves the right to accept or refuse the booth application for any exhibit, and once an exhibit is on the floor, to require its modification or removal, whenever BEST PRACTICES considers such exhibit to be detrimental to its business, professional, or ethical interests, or which originates from any organization whose displayed products do not meet the professional standards of BEST PRACTICES. The submission of the Exhibitor registration, signed agreements and full payment is requisite to qualify.
All exhibits should be free-standing and self-supported. Linear configurations may not be designed to obstruct the view of nearby tables or to block exits or doorways. Hanging signs are not permitted.
Electrical services are not included in any Sponsorship or Exhibitor Packages. If you require electrical service you must order it through the general service contractor. Information and order forms for electrical service will be provided in the Exhibitor Service Kit which will be sent to you upon registration.
BOOTH PACKAGE DESCRIPTION
Each exhibit space includes one 6’ table and two chairs.
STAFF AT EXHIBIT BOOTH
Each exhibiting company is entitled to two (2) representative exhibitor badges. Additional staff beyond the entitled number are required to pay a registration fee of $100 per additional person per day. Exhibit staff must open and close booths during official times.
HOTEL RESERVATIONS POLICY
Check https://smhs.gwu.edu/hemonc/hotel for more information. Please have confirmed arrival and departure dates accessible.
NAME BADGE CHANGES / BOOTH CANCELLATIONS / REFUND POLICY
Name badge changes / cancellations must be received by e-mail. Any change made to a name badge will be subject to a $50 administrative fee and must be submitted in writing. Exhibitors will be provided name badges/passes, which must be worn at all times. Exhibitors may not share badges. Additional badges can be purchased at $100 per day per badge.
Space cancelled within 7 days of booth registration and prior to June 30th, 2018 will receive a 75% refund; cancellation; after June 30th, 2018, no refunds will be given. Refunds of any payment for tabletop space will be made at the sole discretion of Office of CEHP, GW with a $150 processing fee deducted from the total paid.
Exhibit items, advertising literature or pamphlets that are distributed may contain only recognized indications and claims. Office of CEHP, GW may, at its sole discretion, withhold or withdraw permission to distribute souvenirs, advertising or other material it considers objectionable or not in keeping with the character or purpose of Office of CEHP, GW. Advertising, canvassing, solicitation of business, conferences in the interest of business, etc. are not permitted except by firms that have engaged with GW space to exhibit and then only in exhibit area assigned. Exhibitors are not permitted to go in the conference room. No product advertisements will be permitted in the program room.
BOOTH ACTIVITIES / DEMONSTRATIONS / AV
The exhibitor is permitted to demonstrate the firm’s equipment and to make informal presentations regarding the product line or service in the booth. Additional forms of entertainment, amusement or demonstrations of non-product related items or services must be approved in writing by BEST PRACTICES. Only activities in accordance with the professional demeanor of the BEST PRACTICES exhibits program will be permitted. The use of sound systems other than closed-sound systems is permitted only with prior written approval by BEST PRACTICES. BEST PRACTICES reserves the right to close any booth not in compliance with the above stated.
SALES AND ORDER TAKING
To help companies maximize their exhibit opportunities, sales and order taking are allowed on the exhibit floor unless prohibited by law. Transactions must be consistent with the professional nature of the meeting. It is the sole responsibility of the exhibiting company to acquire any licenses or permits as may be required. GW reserves the right to restrict sales activities that it deems inappropriate, unprofessional, or which do not abide by the requirements of the meeting’s accrediting body.
Exhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including but not limited to any or all approval requirements. Exhibitors are reminded that the FDA generally prohibits the advertising or other promotion of investigational or unapproved drugs and devices. If the FDA or a court of competent jurisdiction determines that a company’s exhibit is in violation of any FDA regulations, the company may be subject to sanctions.
GWU CONTROL OF CONTENT
The rental of exhibit shall not influence the control of content a selection of presenters and moderators. GW is ultimately responsible for control of content and selection of presenters and moderators.
Disclosure of Financial Relationships: GW will ensure disclosure to the audience of (a) company funding and (b) any significant relationship between the GW and the company or between individual speakers or moderators and the company.
Involvement in Content: There will be no “scripting,” emphasis, or influence on content by the company or its agents.
Objectivity & Balance: GW will make every effort to ensure that data regarding the company’s products (or competing products) are objectively selected and presented, with favorable and unfavorable information and balanced discussion of prevailing information on the product(s) and/or alternative treatments.
Limitations of Data: GW will ensure, to the extent possible, disclosure of limitations of data, (e.g., ongoing research, interim analyses, preliminary data, or unsupported opinion).
Discussion of Unapproved Uses: GW will require that presenters disclose when a product is not approved in the United States for the use under discussion.
Opportunities for Debate: GW will ensure opportunities for questioning or scientific debate.
All other support associated with this CME activity may only be provided with the full knowledge and approval of GW.
No other funds from the commercial company will be paid to the program director, faculty, or others involved with the CME activity (additional honoraria, etc.).
Taking photographs or videotaping is strictly prohibited, other than an official GW photographer. GW reserves the right to photograph or videotape an exhibit.
SUBLETTING / SHARING OF SPACE
No part of any exhibit space may be reassigned, sublet or shared with any other party by that exhibitor.
INSURANCE / LIABILITY
It is the responsibility of each exhibitor to maintain such insurance against injury to person or damage or loss of property in such amounts as determined by BEST PRACTICES. Insurance protection will not be afforded to the exhibitor either by the meeting organizers or the Hotel. Exhibitors shall be fully responsible to pay for any and all damages to property owned by the GW, its owners or managers which result from any act or omission of an exhibitor. Exhibitor agrees to defend, indemnify, and hold harmless GW, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from exhibitor’s use of the property, except to the extent caused by the negligence or willful misconduct of GW, its owners, managers, officers, or directors, agents, employees, subsidiaries and affiliates. The exhibitor acknowledges that GW does not maintain insurance covering exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain liability insurance covering such losses. Each exhibitor, by signing an application to exhibit, understands that they assume responsibility for the conditions described above.
EQUIPMENT AND FURNISHINGS
BEST PRACTICES will not provide equipment or furnishings for your exhibit space other than those listed in the Sponsorship and Exhibitor Package descriptions. Additional equipment and furnishings are contracted separately and may be ordered from the Exhibitor Service Kit which will be mailed to you shortly after application approval.
RELOCATION OF EXHIBITS
BEST PRACTICES reserves the right to alter the location of exhibits, if deemed advisable in the best interest of the exposition. BEST PRACTICES shall have the further right to prohibit, bar, prevent, and/or remove any exhibit or proposed exhibit, or any part or portion thereof, which, in the judgment of BEST PRACTICES, is unsuitable or inappropriate for the exhibit. Such right shall extend, but shall not be limited to, all equipment, materials, displays, installations, and other items used or distributed by Exhibitors during BEST PRACTICES.
SPACE ASSIGNMENT PROCESS
Booth locations will be assigned at the sole discretion of show management. Placement will be made based on date of reservation and separation of competitive products. We expect the exhibit hall to sell out in 2018; therefore, we strongly recommend that you send in your registration and payment as soon as possible.
Exhibitors are responsible for safeguarding their goods, materials, equipment and exhibits at all times. Neither the meeting organizers nor the Hotel will be responsible for the loss of or damage to any property.
FIRE AND SAFETY REGULATIONS
All draping or display materials of cloth must be fireproof. Under no conditions will combustible oils or gases be permitted in the exhibit area. Electric signs and equipment must be wired to meet local fire code specifications. Fire extinguishers on walls or elsewhere must not be removed or obstructed. Exhibitors must comply with Hotel safety and fire code.
INTERPRETATION AND APPLICATION OF RULES AND REGULATIONS
All matters in question not specifically covered by these rules and regulations are subject to the decision of the meeting organizers.