Rules & Regulations

Cancellation of Exhibit Space

Companies participating in the exhibition may cancel the lease of exhibit space at any time with written notice to ASRM Exhibit Management via postal mail or email to asrm@asrm.org. The following schedule will be used when acknowledging the cancellation: Cancellations received on or before July 1, will receive a refund of all fees paid less a $500 processing charge. After July 1, companies will be responsible for the full cost of the contracted exhibit space.

No Shows

Exhibiting companies that reserve exhibit space and do not provide ASRM with written notice of their inability to exhibit before the first installation day will automatically be charged a fee of $500, forfeit all payments for booth rental, and may not be allowed to participate in future ASRM exhibitions for two years. 

Music, Videotapes, & Posters/Pictures

At no time should music or videos be played at a level that interferes with a neighboring booth’s exhibiting activities. Music, videos, or posters/pictures containing explicit or vulgar language or acts are strictly prohibited. ASRM management reserves the right to determine what is appropriate regarding music, videos, and posters/pictures.

Usage Of Exhibit Space

Official Exhibits

All exhibits will be assigned by the American Society of Reproductive Medicine and will be located in the designated exhibit hall. No company or their representatives may display, demonstrate, or distribute their products and/or services in any location other than their designated exhibit space(s). Displaying promotional advertisements, the distribution of printed materials, the solicitation of orders outside of your exhibit space is strictly prohibited. These rules apply to all organizations, their vendors, contractors, staff and agents in attendance at the ASRM Annual Meeting. Exhibitors who have been approved to host an industry-sponsored event or who are participating in the Door Drop Bag program or other ASRM marketing programs may use these vehicles to promote their products/services which have been approved for display by ASRM.

Exhibit Floor Age Restrictions

No one under the age of 16 years is allowed in the exhibit/poster area at any time including move-in or move-out. Only infants in arms are allowed during official exhibit/poster hours. No strollers will be permitted.

Subletting of Exhibit Space

Subletting or sharing of exhibit space is not allowed at any time. All signs, advertisements, publications, materials, products, and representatives’ badges must reflect the name of the contracted exhibiting company. Any violation of these regulations may result in an immediate shutdown and removal of the booth and materials in violation.

Exhibit Photography/Recording/Broadcasts

No pictorial, visual, or audio recording, or broadcasting of any type shall be made in the convention center or any other locations of ASRM scientific sessions without the prior written approval of ASRM Exhibit Management and the convention center. An official photographer is designated in the Exhibitor Service Manual.

Exhibitor Registration Guidelines

Registration/Badging

J Spargo & Associates will not register exhibitors for badges without hotel reservations unless permission has been granted by ASRM. Each exhibiting company receives four complimentary badges per 100 square feet of contracted exhibit space. By booking in our 2012 hotel block, you will receive a discount of $100 per 10’x10’ booth space reserved for the 2013 meeting in Boston, MA. Any company that wishes to pre-register more exhibitors than their complimentary allotment may do so for a fee of $30 per badge. An exhibitor’s badge is valid for admission to the exhibit area, plenary sessions and Opening Ceremony. Attendance at postgraduate courses, clinical seminars, and luncheon conferences (ticketed events) are restricted to meeting participants.

Complimentary Registrations

Booth rental includes an 8’ high back drape with 36” high side drapes (except island displays; drape colors are blue and silver) and a booth ID sign (7” x 44” with company name and booth number). Aisle carpeting will be provided throughout the hall. Booth carpeting - at the exhibitor’s expense - is required. For information about ordering additional furnishings and equipment, refer to the Exhibitor Service Manual.

Booth Staffing

Exhibitor representatives are required to staff their exhibit booths at all times when the exhibit hall is officially open.

Booth Configuration & Construction

ASRM has adopted guidlines for booth construction as suggested by the International Association of Exhibitions and Events™ (IAEE) and Healthcare Conventions & Exhibitors Association (HCEA). When designing your booth, please keep in mind the following overall regulations:

  • No exhibit may include, or overflow into, an aisle or a booth occupied by another organization.
  • No two-story booths will be allowed.
  • No false ceilings will be allowed.
  • No balloons are allowed in the convention center.
  • A 50% see-through effect on the portion of the booth from the floor up to a minimum of 8’ in height is required on all island booths.

Blue and silver booth drape will be used, incorporating pipe and drape for the back and sidewalls. Furnished booth drape will be 8’ high from floor to top of back wall; side partitions will be 36” high. Show management will provide aisle carpet. Booth carpet is required for all exhibits and may be ordered from the decorator. A complimentary and uniformly lettered, single-line sign, 7” x 44”, carrying the company name and booth number will be furnished and properly located at the top/back of each booth. You may remove or cover this sign at your convenience.

Hanging Signs/Lights and Balloons

Exhibitors’ signs or lights may not bear ASRM’s name or its logo. All signs or lights must be in your booth at all times and must be positioned or affixed in a manner that would not present a potential hazard. Hanging a sign/banner or lights from the convention center ceiling in the exhibit hall is not permitted.

Island Booths

Island exhibits may not exceed 16’ in height. A 50% see-through effect on the portion of the booth from the floor up to a minimum of 8’ in height is required. Compliance will be determined from a minimum of two angles. Full use of the floor area within the island is permitted; however, no part of the exhibit, demonstrations, or exhibitor activities may extend beyond the pre-established boundaries of the contracted booth space. When scheduling activities that may draw crowds, exhibitors must make available (in contracted floor area) adequate space for lines. Please take this into consideration when determining how much space is needed for your booth. Individuals who desire to visit your exhibit will not be allowed to wait or form lines in the aisles. Island booth exhibits may have one raised level. Two-story booths are not allowed by the San Diego County Convention Center. Island booths are permitted to hang signs from the ceiling provided that they do not exceed 20’ in height. Any hanging signs or lighting must be hung directly above contracted booth space. Nothing may be hung over aisles.

In-line Booths

Exhibits and signage may not exceed 8’ in height. In-line booths may not contain construction that exceeds 4’ in height from the front of the booth. Diagonal site lines of neighboring booths cannot be obstructed. The rear 5’ of the booth (5’ from the back wall) may contain construction up to 8’. No in-line booths will be permitted to hang objects from the ceiling. This includes signs, lighting, products or any other exhibit structure.

Security & Fire Regulations

Security

ASRM shall provide guard service throughout the hours of installation, show and dismantlement period, and exercise reasonable care for the protection of the exhibitors’ materials and display. Beyond this, ASRM, the show facility, or any officer or staff member or vendor thereof will not be responsible for the safety of the property or the exhibitor, his agents or employees, from theft, damage by fire, accident, or any other cause. Exhibitor is required to secure sufficient insurance coverage for all booth contents.

Possible Demonstrations

Please make ASRM management aware if your organization may be the subject of a demonstration or protest group. This is necessary so that the appropriate measures may be taken to lessen the impact such demonstrations may have on the ASRM Annual Meeting attendees. (This will not have a bearing on your ability to exhibit with ASRM.)

Fire Regulations

All participating organizations and their personnel must comply with the local, state, and federal fire regulations. All decorating materials, furniture, signs, and equipment must meet local, city, and state fire and public safety regulations. In accordance with the city fire marshal, no empty crates or boxes may be stored in the exhibit area, under draped tables, or behind the pipe and drape. ASRM requires that any exhibitor using or generating hazardous waste or potentially dangerous materials must receive the written permission of ASRM Exhibits Management and the convention center prior to the opening of the exhibition. Hazardous waste is considered to be any liquid, material, or substance that may cause fire, injury or make the air unsafe to breathe. The following are prohibited:

  • Flammable liquids
  • Combustibles
  • Hazardous materials/waste and equipment
  • Cooking devices (e.g., microwaves, hot plates, radiant ovens, etc.)
  • Anything producing an open flame

Questions about Fire Department regulations should be directed to ASRM.

Rules & Regulations

Codes and Regulations

Exhibitor shall adhere to and be bound by 1) all applicable fire, utility, and building codes and regulations; 2) any and all rules or regulations of the facility where the ASRM Annual Meeting is held; 3) applicable terms of all leases and agreements between ASRM and the managers or owners of the facility; 4) the terms of any and all leases and agreements between ASRM and any other party relating to the Exhibit. Exhibitors shall not, nor permit others to do anything to the booth or do anything in the facility that will in any way void the policies or increase the insurance premiums payable by ASRM or the owners or managers of the facility.

Insurance

It is the responsibility of each exhibitor to maintain insurance against injury, property damage, theft, fire, and any other forms of property loss or injury. ASRM requires that all exhibitors maintain insurance in the amount of $1,000,000, or the amount specified by local and federal governments for general liability insurance and worker’s compensation.

Liability

Exhibitor hereby agrees to and does indemnify, hold harmless, and defend ASRM from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever (including, but not limited to cost, interest, and attorney’s fees), which ASRM may incur, suffer, be put to, pay or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission by an exhibitor or any of its representatives, agents, vendors, employees, licenses, or invitees. Exhibitor further agrees that ASRM and its respective agents and employees shall not be responsible in any way for 1) damage, loss, or destruction of any property of exhibitor, or 2) injury to exhibitor or its representatives, agents, vendors, employees, licensees, or invitees.

Handling and Storage

ASRM and the owners or managers of the facility where the ASRM Annual Meeting is to be held shall not accept or store display material or empty crates, and Exhibitor shall make its own arrangements of shipment, delivery, receipt and storage of such materials and empty crates. Such arrangements may be made through the Official Contractor, if desired, and Exhibitor shall in any event provide the Official Contractor with copies of all bills of lading. All shipments and deliveries to the ASRM Annual Meeting shall be prepaid. Exhibitor shall not incur any obligation to the Official Contractor merely by reason of providing copies of any bills of lading hereunder.

Hospitality Suites and Private Parties

Only participating exhibitors shall be authorized to use hospitality suites in the official hotel(s). Hospitality suites and private parties shall not be open during regularly scheduled hours of meetings, exhibits or other ASRM functions. Exhibitors who schedule private functions in conflict with official ASRM events will be penalized. This policy will be strictly enforced. All functions must be approved by ASRM. Please see the Symposium/Special Event Application.

Cancellation of Exposition

It is mutually agreed that in the event of cancellation of the American Society for Reproductive Medicine’s Annual Meeting as a result of strikes, governmental regulations, or other causes that would prevent its scheduled opening or continuance, this agreement will be terminated immediately, and the American Society for Reproductive Medicine shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made. 

Method of Assigning Booth Space

The Exhibit Hall at the American Society for Reproductive Medicine’s Annual Meeting is established to provide space to promote products, services and educational material determined by ASRM to be of interest to ASRM members and their guests and consistent with ASRM’s mission. ASRM reserves the right to review each Exhibitor’s content prior to assigning the space and may decline to offer space to any applicant at ASRM’s sole discretion. Application for exhibit space must be submitted on the Official Exhibit Space Application and Agreement form. Applications will not be accepted without payment in full.

No Smoking Policy

Smoking will not be permitted in any meeting area, common space in the convention center, or exhibit hall.

Violations

As a condition of participation in the ASRM exhibition, each exhibitor, its representatives, and agents must agree to and abide by all rules and regulations set forth in the exhibition Prospectus, Exhibitor Service Manual, and other correspondence of ASRM, its contractors/agents, and the convention center. ASRM reserves the right to shut down an exhibit or exclude from future exhibition participation if, in ASRM’s opinion, the exhibitor disregards or refuses to observe ASRM policies or instructions. If a shutdown does occur, ASRM will neither refund the booth fee paid nor pay for exhibitor losses such as housing, travel, wages, or other fees associated with exhibiting.  If in ASRM’s opinion, any exhibitor disregards an ASRM policy or directive, ASRM reserves the right to impose an appropriate penalty, which may not be stated above. The ASRM reserves the right to re-enter, take possession of the space, and remove all persons and goods at the exhibitor’s expense.

Notice of Disability

In compliance with the Americans with Disabilities Act of 1990, the ASRM will make all reasonable efforts to accommodate persons with disabilities at its Annual Meeting.

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