Interpretation of Rules - The following Rules and Regulations and the information contained in the Exhibitor Prospectus are part of the contract between the exhibitor and the AAP. All matter not covered shall be referred to the AAP for adjudication and the decision of the AAP shall be final. The Rules and Regulations may be amended at any time by the AAP and all the amendments so made shall be binding upon the exhibitor equally with these Rules and Regulations, and shall be become a part thereof, providing the exhibitor is notified of the amendments. Notice may be verbal or in writing before or during the 2011 AAP Annual Meeting and may be given to any authorized agent or representative of the exhibitor.
Authority of the AAP Board of Trustees - The AAP shall have the power to adopt and enforce all show attendance rules and regulations with respect to the kind, nature, and eligibility of exhibitors adopted by it and set forth herein. The AAP Board of Trustees shall enforce all rules and regulations. Their decision on such matters referred to them shall be final.
Eligibility - Technical exhibits are open to exhibitors whose products and services are in interest to physicians attending the AAP Annual Meeting. The AAP reserves the right to decline applications for exhibit space from those companies whose products or services do not meet these criteria. Acceptance of an application for exhibit space does not in any way indicate the AAP’s approval or endorsement of an exhibitor’s product or service.
Applying for Exhibit Space - Complete and return the Application for Exhibit Space with full payment, listing requests for booth space in order of preference. The company/organization’s authorized representative is required to complete the application. Mail your application form promptly as space is confirmed on a first come basis. Exhibitors are permitted up to two representatives per booth at any given time. A form to register exhibitor representatives will be sent with the confirmation letter. One copy of the Meeting Program will be provided per booth. A specially designated exhibitor line will be open at the meeting registration area Wednesday, April 13, 2011 at 12:00 pm. Any additions or changes in registration must be certified by the exhibitor’s authorized representative designated on the application form. The authorized representative shall represent the exhibitor in connection with setup, operation, and dismantling of the exhibit.
Payment and Cancellation of Exhibit Space – Exposition Cancellation/Reduction in Space - Full payment must accompany all applications. Exhibitors may not occupy assigned booth space until all monies due to the AAP are paid in full. No refunds of any kind will be made after confirmation of space has been made. Upon acceptance of this application by the AAP, it shall be a legally binding contract between the exhibitor and the AAP. No transfer of monies from year to year may occur. It is mutually agreed that in the event of cancellation of exhibits due to fire, strikes, government regulation, or causes that would prevent its scheduled opening or continuance, this agreement shall be terminated and the AAP Board of Trustees shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after consideration of expenditures and commitments already made.
Publications Copy - A description of the company’s product or services will be published in the Meeting Program for the meeting. Exhibitors may provide up to 50 words of copy to be used in the Program. The program copy should be included with the completed application and payment. Program copy received after January 15, 2011 is not guaranteed inclusion in the Program.
Space Usage and Allocation - The space applied for is to be used solely for the exhibitor whose name appears on the application, and it is agreed that the applicant will not assign sublet or apportion the whole or any part of the space allotted. Acceptance of an application for exhibit space does not in any way indicate the AAP’s approval or endorsement of an exhibitor’s product and the exhibitor agrees to do nothing that would suggest or imply otherwise. A company exhibiting medical devices or pharmaceuticals at the 2011 AAP Annual Meeting or other CME event must maintain, at the exhibit, information regarding the FDA status of each device displayed. Exhibitors are reminded of the FDA policy prohibiting them from discussing intended uses not cleared by the FDA.
FDA Policy - Displays or graphical depictions of drugs or devices declared investigational or unapproved by the United States Food and Drug Administration must contain only objective statements about the products. They may not contain claims that state or imply, directly or indirectly, that the product is reliable, durable, dependable, safe, or effective and contain no claims that the product is in any way superior to any other marketed products. These drugs/devices must be displayed solely for the purpose of obtaining investigators and be accompanied by instructions for becoming an investigator or investigator responsibilities. Drugs/devices will only be permitted when accompanied by appropriate signage indicating the clearance status. Signs must be visible, near devices, and contain the following or similar statement: “Caution: Investigational Device Limited by Federal Law to Investigational Use.” Clear unequivocal statements that the drug/device is under investigation and is available only for investigational use are to be made in oral presentation. Exhibitors are further advised to adhere to the FDA prohibition on the promotion of cleared drugs and devices for unapproved uses. Specifically, pharmaceutical manufacturers cannot proactively discuss off-label uses, nor may they distribute written materials that mention off-label uses. FDA defines off-label use as “use for indication, dosage form, dose regimen, population, or other use parameter not mentioned in the approved labeling.”
Booth Installation - The exhibits will be located in the main exhibit hall. All booths will be 8’x10’. Placement of equipment must avoid blocking the visibility of neighboring exhibitors. All exposed parts of a display must be finished so as not to be objectionable to other exhibitors or the meeting hosts. All materials must conform to the local building and fire department codes and regulations.
Exhibit Service Kits - An exhibitor service kit containing complete show information and order forms for services provided an exhibitor company of the AAP's choosing will be sent to all exhibitors in January 2011. All forms should be completed and returned to Exhibitor Services, Inc., unless specifically stated on the form to send to the supplying vendor, to ensure adequate labor equipment for a smooth setup. Shipping instructions will be provided in the service kit.
AAP Policy - The AAP reserves the right to control, prohibit, or physically remove all or any part of an exhibit which, in its opinion, is not in keeping with the policies of the Association, or which, because of noise, methods of operation, or other reasons, becomes objectionable. This policy refers to persons, as well as to products and printed matter. The AAP requires that no claims made by exhibitor shall contain misleading or fraudulent information.
Booth Conduct - An exhibitor shall not infringe upon the rights and privileges of any other exhibitor. Interviews, demonstrations, distribution of literature, and so forth, must take place inside the exhibitor’s booth, unless preauthorization has been given by the AAP Meetings & Convention Manager. All exhibitor representatives should conduct themselves with professionalism and dignity. The AAP name, insignia, logo or acronym (AAP) may not be used in any signs, advertising, or promotions either inside or outside the Exhibit Hall area unless expressly permitted by the AAP. Exhibitors are responsible for complying with all FDA rules and regulations and may not exhibit, advertise, or otherwise promote unapproved devices except in accordance with FDA policy.
Exhibitors are note permitted to canvas outside the allotted booths or host events which conflict with any scientific or social functions associated with the 2011 Annual Meeting. Contest, lotteries, raffles, games of chance, or any giveaway items are only allowed if approved by the AAP prior to the meeting. Any prizes or gifts made available by exhibitors must be in compliance with the American Medical Association’s recommended guidelines for gifts to physicians. Exhibitors may NOT invite meeting attendees to an event during the event dates outside of the hotel or premises without first clearance from the AAP. Audiovisual and other sound and attention-getting devices and effects will be permitted only in those locations and in such intensity that, in the opinion of the AAP, do not interfere with the activities of neighboring exhibitors. Operational equipment demonstrated may not create noise. Because the AAP does not hold required licenses, music is prohibited for the duration of the meeting. Representatives are not allowed to videotape or photograph anything in the exhibit hall without the permission of the AAP. To avoid damage to flooring during move-in or move-out, heavy equipment must be fastened to wood skids with no nails, bolts, or sharp edges protruding. No signs or other articles may be fastened to the walls, woodwork, sprinklers, or electrical fixtures.
Routine cleaning of the aisle areas will be provided. Cleaning of the exhibit booth, however, is the exhibiting company’s responsibility and can be arranged through the exhibitor services company. Exhibits are subject to the approval of the AAP. The AAP reserves the right to refuse applications not meeting the standards required or expected. The AAP also reserves the right to control, prohibit, or physically remove any or all parts of any exhibit which, in the AAP opinion, is not in keeping with the policies of the Association, or which, because of noise, methods of operation, or other reasons, becomes objectionable.
Sales and/or Solicitation of Orders - Sales and order taking are permitted on the exhibit floor within the exhibitor’s assigned booth provided that all transactions are conducted in a manner consistent with the professional nature of exhibits. All vendors must abide by the laws and regulations of the state of Arizona.
Fire Regulations - All exhibitors must conform to the fire laws, health regulations, electrical codes, and other local, state, and federal laws and regulations and hotel policies. All materials are subject to the inspection of the Fire Department and its regulations shall govern.
Security - Exhibit hall will be secured and monitored during hours when the exhibits are closed. Reasonable precautions will be used to safeguard exhibitor’s property. This security is peripheral security only and the AAP, Exhibitor Services, Inc., and the hotel will assume no liability whatsoever for loss or damage, through any cause, of goods, exhibits, and other materials owned, rented, or leased by the exhibitor.
Indemnification & Insurance - Exhibitors shall indemnify, hold harmless and defend the AAP, the Sheraton Wild Horse Pass Resort and Spa and the exhibitor services company., their directors, agents, and employees from any and all losses, claims, liability, damage, action, judgment covered from or asserted against them, or other expenses (including, without limitation, attorneys’ fees and expenses) arising out of or relating to the exhibitor’s use of the exhibit hall or from the conduct of exhibitor’s business or from any activity, work, or things that may be permitted or suffered by exhibitor in or about the exhibitor and hotel or from any breach or default in the performance or any obligation on the exhibitor’s part to be performed under any provision of this agreement or arising from any negligence of exhibitor or any of its agents, contractors, employees, or invitees, including by not limited to the use of patented, trademarked, or copyrighted materials, equipment, devices, processes, or dramatic rights furnished to or used by exhibitor, or other persons in connection with the exhibit and the hotel. Exhibitor hereby assumes all risk of damage or loss to it property or injury to its officers, directors, employees, agents, contractors, invitees, or any attendees at the exhibit for any cause and hereby waives all claims in respect thereof against the AAP except where such damage or loss arises out of the demonstrated sole negligence of the AAP or the hotel. Insurance protection will not be offered to the exhibitors either by the AAP or by the hotel. Exhibitors shall carry their own insurance to cover exhibit material against damage and loss, and public liability insurance of at least $1 million per occurrence and $1 million aggregate, against injury to the person and property of others. Policies shall name the AAP as a named additional insured. Certificates of insurance must be furnished prior to move-in at the Hyatt Regency Coconut Point. Mail your proof of insurance by February 1, 2011 to AAP; Exhibits; 7250 Parkway Drive, Suite 130, Hanover, MD 21076
Download the Exhibitor/Supporter Application. When completed, please FAX to Lynn Lawson at 765-374-0684.
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