Exhibitor Terms & Conditions
1. ASN Exhibit Management
The exhibition is organized and managed by the American Society for Nutrition (ASN). Any matters not covered in these Rules and Regulations are subject to the interpretation of ASN, and all exhibitors must abide by their decisions. ASN has full power to interpret, amend, and enforce these rules and regulations, provided any amendments, when made, are brought to the notice of exhibitors. Each exhibitor, for himself and his employees, agrees to abide by the foregoing rules and regulations and by any amendments or additions thereto in conformance with preceding sentence.
2. Assignment of Booth Space
For Nutrition, exhibitors will first be assigned in Priority Point order by receipt of completed contracts with authorized signatures and full payment (see details on reservation process and deadlines above). After an initial round of booth assignments by Priority Points, booths will then be assigned on a first-come, first-served basis by receipt of completed contracts with authorized signatures and full payments.
3. Exhibit Hall Access
Exhibit Management reserves the right to restrict admittance into the exhibit hall. During installation and dismantle, only approved contractors and exhibitor staff with official ASN badges will be permitted on the exhibit floor. During installation and dismantle, no one under the age of 18 will be permitted on the exhibit floor. During shows hours, only attendees or exhibitors with official ASN badges will be permitted on the exhibit floor.
4. Compliance with Medical/Healthcare Guidelines
ACCME GUIDELINES: No commercial promotional materials shall be displayed or distributed in the same room immediately before, during, or immediately after an education activity certified for credit. Representatives of commercial supporters may attend an education activity, but they may not engage in sales activities while in the room where the education activity takes place. Support of ASN CME activities does not influence booth space assignment decisions.
AdvaMed and PhRMA Codes: Exhibiting companies must comply with the AdvaMed and PhRMA Codes on interaction with healthcare professionals.
ASN’s Guiding Principles on Trust and Integrity in Nutrition Research
Federal, State and Local Laws and Regulations: Exhibiting companies must comply with all federal, state and local laws and regulations, including the provisions within the ACA, FDA regulations, and laws and regulations of the State of Maryland.
To view ASN’s Guiding Principles on Trust and Integrity in Nutrition Research, Click Here.
5. Installation and Dismantle of Exhibits
Exhibit Management reserves the right to set installation and dismantle times. These hours are tentative and subject to change by Exhibit Management. If the official exhibit hall schedule changes, all exhibitors will be notified. Under no circumstances will the addition to or removal of any portion of an exhibit be permitted during show hours. Early dismantle and/or removal of an exhibit may result in the loss of exhibit privileges for future shows. If erection of any exhibit has not been completed before final inspection, Exhibit Management reserves the right to postpone installation until after the first day’s exhibit hall hours are completed. Space not occupied by inspection time may be forfeited by exhibitors and their space may be resold, reassigned or used by the Exhibit Management without refund.
6. Display and Booth Design
Any portion of an exhibit that obstructs the view, interferes with the privileges of other exhibitors, extends beyond the designated booth space or for any reason becomes objectionable, must be immediately modified or removed by the exhibitor. Each exhibitor is responsible for keeping the aisles near its exhibit space free of congestion. All demonstrators or other promotional activities must be confined to the limits of the exhibit space. Where necessary, masking drape will be placed to cover unsightly wires, unfinished back walls, etc. at the exhibitor’s expense.
All booths must be carpeted or covered with approved flooring. Exhibiting companies are responsible for furnishing, carpeting, and cleaning their booths. If booth space is not carpeted by the posted deadline, carpet will be laid by the general services contractor at the exhibitor’s expense.
All exhibits must comply with the public accommodation provisions of the Americans with Disabilities Act of 1991 (ADA). Any exhibit with raised flooring must be ramped.
For linear booths: Booths will include 8’ back drape and (2) sidewall drapes. The rear 5’ of linear space may contain items less than or equal to 8’ in height. Any items, props, signage, or combination thereof located in the front 5’ of the booth may not exceed 4’ in height, measured from the exhibit hall floor.
For island booths: Island Booth Height maximum is 20’. Full use of the island floor is permitted as long as no component exceeds the 20’ height restriction.
Exhibit Management reserves the right to inspect the quality of the appearance of each booth prior to show opening and make a determination on acceptable display and design.
7. Conduct and Purpose of Exhibits
The purpose of the exhibition is to further the education of meeting attendees through product and service displays and demonstrations. Products or services exhibited must be pertinent to the attendees’ professional interest. Exhibit Management reserves the right to restrict sales activities that it deems inappropriate or unprofessional. All exhibits will be to serve the interest of American Society for Nutrition members and will be operated in a way that will not detract from other exhibits, the exhibition, or the meeting as a whole. Exhibit Management reserves the right to request the immediate withdrawal of any exhibit that it believes to be injurious to the purpose of ASN. Exhibit Management reserves the right to refuse to admit to and eject from the exhibit building any objectionable or undesirable person or persons. The use of sideshow tactics or other undignified methods considered by ASN to be objectionable are expressly prohibited in the exhibition area and in any meeting room.
8. Eligibility to Exhibit
ASN reserves the right to accept, reject or condition acceptance, based on ASN’s sole discretion, for any reason, which need not be disclosed to the applicant. All outstanding obligations to ASN or to ASN Exhibit Management, by the potential exhibitor, including payment of debts, must be fulfilled. Exhibitors must comply with ASN’s Food and Beverage policy as outlined in the Exhibitor Service Kit. New Exhibitors must provide a description of their products, and the appropriate government approval status along with their application for booth space to ASN for review. Exhibit space will not be assigned until the completed application is approved by ASN.
9. Handout Materials, Giveaways and Prize Drawings
Promotional giveaways and exhibitor prize drawings will be permitted. All hand-out materials are expected to be of professional nature. Distribution of advertising material and souvenirs must be confined to the exhibitor’s booth. Canvassing or distribution of advertising material or souvenirs in the exhibit hall by representatives of non-exhibiting firms is strictly forbidden. Exhibit Management reserves the right to disallow any material that it believes to be inappropriate.
Exhibiting companies that interact with physicians and other healthcare professionals during NUTRITION are asked to review the codes of ethics developed by PhRMA, AdvaMed and the AMA. Ethical practices and industry conduct can differ among companies. It is the responsibility of each company to decide what types of activities are appropriate as they relate to sales and promotional events.
In lieu of a physical giveaway, exhibitors are permitted to donate in the name of the attendee for visiting the booth. The ASN Foundation is a non-profit organization which supports opportunities and investments that propel the future of nutrition science by funding awards, scholarships and initiatives that support research, education, diversity, and sustainability each year. We would prefer that any donation activities taking place during NUTRITION results in a donation to the ASN Foundation. Exhibitors may choose to donate to other organizations; however, they are encouraged to consider donating to the ASN Foundation.
10. Food and Beverage Distribution and Sampling
All arrangements for the service of food and beverage and catering must be coordinated through the exclusive food and beverage service provider staff. Exhibitors sampling products must submit a written description that details the product and portion size to be sampled for approval, prior to the event. Sampling will only be approved for exhibitors who manufacture, process, or distribute products in its normal day-to-day operations, and must take place within their booth. Food samples sizes are limited to 2-ounce portions for food items or 2-ounce portions for non-alcoholic beverages. No cash sales of sampled products are allowed. Corkage fees may apply for approved food and beverage samples and are payable to the exclusive food and beverage service provider!
11. Sound Devices, Lighting and Other Presentation Devices
Public address, sound producing, or amplification devices that project sound must be kept at a conversational level and must not interfere with other exhibits. Any form of attention- getting devices or presentations of any length must be conducted and contained within the limits of an exhibitor’s rented booth space. Such presentations will be terminated when crowds obstruct aisles or infringe upon another exhibitor’s display. ASN reserves the right to restrict the use of glaring lights or objectionable lighting effects. Music, whether vocal or instrumental, is prohibited.
12. Licensing
The exhibitor shall be responsible for securing any and all necessary licenses or consents for (a) any performances, displays or other uses of copyrighted works or patented inventions and (b) any use of any name, likeness, signature, voice or other impression, or other intellectual property owned by any third party which is used directly or indirectly, by the exhibitor. The exhibitor agrees hereby to indemnify, defend and hold ASN harmless from and against any claim of liability and any incident or resulting loss, cost or damage (including costs of lawsuit and attorney’s fees) for failure to obtain these licenses or consents and/or for infringements or other violations of the property rights or the rights of privacy or publicity of any third party.
13. Helium Balloons
Helium balloons are not permitted in the exhibit hall or as part of an exhibitor’s display.
14. Meeting Requests and Off-Site Events
All requests for meeting space, including at any location other than the official ASN hotels or convention center, must be submitted via the Meeting & Event Request Form and submitted to the ASN Meetings Department. Do not submit requests directly to the venues. After review and approval, space assignment is made by ASN. The organizer is then responsible for finalizing all arrangements with the assigned hotel or convention center. Cancellation of exhibit space will result in the immediate forfeiture of approval and the release of any assigned meeting space.
15. Photographing and Filming of Exhibits
Photographing, including using camera enabled cell phones, videotaping or otherwise examining another exhibitor’s equipment or display without permission is forbidden. Each exhibitor has control over the space it has rented and may prevent those considered its competitors from gaining access to, photographing, or videotaping its exhibit. The taking of pictures, other than by the official photographer/ videographer, is expressly prohibited during setup, dismantling and non-exhibit hours. Individual cameras will not be allowed on the exhibit floor. The use of a camera cell phone is prohibited during the above-mentioned hours.
Only the exhibitor may grant permission to have its exhibit photographed, videotaped, or an audio presentation taped, during exhibit hours. No exhibitor shall deny any reasonable request from Exhibit Management or the official photographer/ videographer to photograph or videotape the exhibit from outside the perimeter of the booth. Live public/media broadcasts by exhibitors are strictly prohibited.
16. Subleasing of Space
Exhibitors may not assign, sublet or apportion to others the whole or any part of the space allocated.
17. Solicitation
Solicitation outside of contracted space is not permitted. Solicitation by exhibiting companies, including those who represent magazines or publications, related conference, etc. is not permitted. No persons will be permitted in the exhibit hall for the purpose of soliciting exhibitors for any type of engagement without the express written permission of ASN.
18. Contractor Services
An official contractor will provide all services in the exhibit area. Complete information, instructions and schedule of prices regarding shipping, drayage, labor for installation and dismantling, electrical service, furniture, etc., will be included in the Exhibitor Services Kit to be forwarded electronically from the official contractor. Under no circumstances will ASN or the venue assume responsibility for loss or damage to goods consigned to the official contractor. Advance shipments of exhibit material must be made to official contractor as specified in the Exhibitor Services Kit. The exhibitor should make arrangements with the contracted decorator for storage of packing boxes and crates during the exhibition. ASN assumes no responsibility for damage or loss of packing boxes or crates.
19. Labor
Rules and regulations for union labor are made by the local unions and may change at any time. Where union labor is required because of building or contractor requirements, it will be necessary for the exhibitor to comply with these regulations. Information regarding specific regulations that are applicable may be obtained from the official contractor. Display I&D, painters, carpenters, electricians, and other skilled labor can be arranged through the official contractor at established rates. Labor order forms will be included in the Exhibitor Services Kit.
20. Fire, Safety and Health
The exhibitor assumes all responsibility for compliance with local, city and state ordinances and regulations covering fire, safety and health. All exhibit equipment and materials must be located within the booth. Only fireproof materials may be used in displays, and the exhibitor must take all necessary fire precautions. No combustible material will be stored in or around exhibit booths.
21. General Liability, Security and Insurance
ASN makes no warranty, expressed or implied, that security measures will avert or prevent occurrences that may result in loss or damage. Each exhibitor must make provisions for the safeguarding of his or her goods, materials, equipment and display at all times. ASN will not be liable for loss or damage to the property of exhibitors or their representatives or employees from theft, fire, accident or other causes.
ASN will not be liable for injury to exhibitors or their employees or for damage to property in their custody, owned or controlled by them, which claims for damages, injury, etc., may be incident to or arise from, or be in any way connected with their use or occupation of display space, and exhibitors will indemnify and hold ASN harmless against such claim.
The exhibitor assumes all liability for any damage to the facility’s floor, walls, lighting fixtures, etc. as a result of exhibitor negligence.
The exhibitor will abide by and observe all laws, rules, regulations and ordinances of any government authority and of the contracted facility. The exhibitor will pay and hold ASN and the Convention Center and each entities’ directors, members, officers, employees, staff, and representatives, harmless from any and all damages, loss or liability of any kind whatsoever resulting from injuries to persons or property occurring within the Convention Center property adjacent thereto occasioned by any act, neglect, or wrongdoing of the exhibitor or any of its officers, agents, representatives, guests or employees, invitees or other persons permitted by the exhibitor upon the premises.
Insurance for NUTRITION exhibits will be provided exclusively through our insurance partner, Rain Protection. This convenient insurance plan covers all NUTRITION exhibit partners. Your exhibit purchase will include an additional fee, which provides a fully approved certificate of insurance. Exhibitors are no longer required to request and submit proof of a separate certificate of insurance. Please contact [email protected] with questions regarding insurance.
22. Cancellation of Exposition
If an emergency arises prior to the opening day or during the event, which prevents ASN from holding the exposition for any reason beyond ASN’s control (such as, but not limited to damage to building, riots, strikes breached by exposition location, terrorism, or the threat of terrorism, disease or epidemic, acts of government or acts of God), then ASN has the right to cancel the exposition or any part thereof, with no further liability to the exhibitor other than a refund of exhibit fees less a proportionate share of the exposition cost incurred. If for any reason, ASN determines that the location of the exhibition should be changed, no refund will be made, but ASN shall assign to the exhibitor, in lieu of the original space, such other space as ASN deems appropriate and the exhibitor agrees to use such space under applicable rules and regulations. ASN shall not be financially liable or otherwise obligated to the Exhibitor in the event the exhibition is canceled, postponed, or relocated, except as provided herein.
23. Trademarks
ASN will be held harmless for any trademark, trade name, copyright or patent infringement on any printed materials belonging to or distributed by any exhibitor. No exhibitor may use the American Society for Nutrition’s name or logo(s) without the written consent of ASN.
24. Violations
ASN may at its discretion take away all or part of future exhibiting privileges for violations of the Rules and Regulations. In addition, violation of any of these Rules and Regulations by the exhibitor or his or her employees or agents shall at the option of the American Society for Nutrition forfeit the exhibitor’s right to occupy space and such exhibitor shall forfeit to American Society for Nutrition all monies paid or due. Upon evidence of violation, ASN may take possession of the space occupied by the exhibitor and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages that ASN may incur thereby.
25. Severability
All agreements and covenants contained herein are severable, and in the event any of them shall be held to be invalid by any competent court, this agreement shall be interpreted as if such valid agreements or covenants were not contained herein.
Contact
For more information, please contact Griff Courtney at:
Phone: 240-428-3613
Email: [email protected]