The Exhibitor Application & Contract, executed by Exhibitor, shall, upon written acceptance by ISHLT, constitute a valid and binding contract. The following rules and regulations have been designed for the benefit of all Exhibitors and are part of the contract.
By submitting the official Exhibitor Application and Contract, the exhibiting company agrees to abide by all Rules and Regulations outlined in this Prospectus. The exhibiting company will be held responsible for the activities of its company representatives, international affiliates, co-marketing partners, third-party contractors, contracted public relations and marketing firms, and/or any agency appointed on its behalf. It is the responsibility of the exhibiting company to disseminate the Rules and Regulations contained within this Prospectus to its staff and affiliates. Back to Top
The Exhibition is limited to companies displaying products or services which are, in the opinion of ISHLT, related to the field of end stage heart and lung failure and of professional interest/benefit to the meeting attendees. ISHLT reserves the sole authority to control all aspects of the ISHLT 42nd Annual Meeting and Scientific Sessions’ Exhibition and determine the eligibility of any company and/or its product(s). ISHLT reserves the right to refuse applications from companies that do not meet the requirements. Back to Top
PAYMENT AND CANCELLATIONS
Payment in full is due with the application for space. Applications will not be considered complete and space assignments will not be made until payment has been received.
The Exhibitor Application and Contract may be cancelled by providing written notice to ISHLT. Refunds will be issued based on the cancellation policy, below:
|Prior to 19 November, 2021:
||Full refund, less 10% processing fee
|20 November, 2020 to 31 January, 2022:
||50% of booth cost
|After 1 February, 2022:
|All refunds will be processed after the meeting.
The International Society for Heart & Lung Transplantation, its agents and employees, will not be liable for failure to hold the Meeting as scheduled.
Payments for the booth space will be returned in the event of cancellation of the meeting for any reason, including but not limited to fire, an act of God, the public enemy, strike, war, epidemic, or any law or regulation of public authority which makes it impossible, or impractical, or illegal to hold the Meeting. Back to Top
ASSIGNMENT OF SPACE
Applications for exhibit space must be submitted using the official Exhibitor Application and Contract. Initial assignment of space will begin in January 2022 and will be based on total support for the Society, prior participation in Society exhibitions, date of receipt of application, payment in full, booth size requirements, booth height, and location of space requested. Assignment of space to Exhibitors whose contracts and payment are received after 17 December 2021 will be made in order of the date the application was received, including payment in full, based on availability.
Exhibitors who wish to avoid assignment of space adjacent to that of a particular competitor should note that on their applications. Careful consideration will be given to all such requests, but accommodation is not guaranteed and can affect preferred booth assignment. Assignment of space shall constitute an acceptance of Exhibitor’s offer to occupy space. Back to Top
Inline and Corner Booth Construction/Dimensions
All inline and corner booths larger than 10’ x 10’, and all booths opting not to use the provided back and side dividers must submit a floor plan and design specifications for approval to ISHLT and GES.
- ► 10’x10’ floor space increments
- ► 10’ high draped back wall and 3’ high draped side rails
- ► Inline and corner exhibits must conform to the following standards:
- ■ No sidewalls or counters may exceed 40" in height
- ■ No partitions other than the back and side dividers provided by the Exhibit Service Contractor will be allowed unless specifically approved in advance by ISHLT
- ■ Backgrounds are limited to 10' in height
- ■ Side walls and obstructions more than 40" tall may extend no more than 3' from the back line of the booth.
- ■ Signage must be part of the exhibit booth structure. Signs may not be suspended from or attached to the exhibit hall.
The floor plans must include an overview layout, front view layout, and the height of all components. The floor plans and design specifications must be sent for approval by 25 February, 2022 to Lisa Collins at firstname.lastname@example.org
Island Booth Construction/Dimensions
- ► Exhibition floor space only
- ► 16’ maximum height
Island exhibits must be constructed so that there is at least 50% visibility of the exhibition hall from the aisle on any one side of the booth.
All island booths must submit a floor plan and design specifications for approval to ISHLT and GES.
The floor plans must include a birds-eye overview, a view showing the booth’s orientation in the exhibit hall, an elevation view of each side from the aisle perspective, and the length, width, and height of all components. The floor plans and design specifications must be sent for approval by 25 February, 2022 to Lisa Collins at email@example.com
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EXHIBIT HALL HOURS
The exhibition will be open:
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INSTALLATION OF EXHIBITS
|Wednesday, 27 April
||9:30 a.m. – 7:15 p.m.
6:00 p.m. – 7:15 p.m.
|Exhibit Hall Open
Opening Reception, Sponsored by TransMedics
|Thursday, 28 April
||9:30 a.m. – 6:15 p.m.
5:00 p.m. – 6:15 p.m.
|Exhibit Hall Open
|Friday, 29 April
||9:30 a.m. – 5:45 p.m.
4:45 p.m. – 5:45 p.m.
|Exhibit Hall Open
All exhibits must be fully installed by 9:00 a.m. on Wednesday, 27 April. Under no circumstances will the delivery or installation of any portion of an exhibit be permitted after this time or during the exhibition without written permission from ISHLT.
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REMOVAL OF EXHIBITS
|Monday, 25 April
||8:00 a.m. – 8:00 p.m.
||Large Island Booth Build - by appointment only
|Tuesday, 26 April
||8:00 a.m. – 8:00 p.m.
||Exhibit Hall/Exhibitor Set-Up
|Wednesday, 27 April
||7:00 a.m. – 9:00 a.m.
|(no motorized vehicles, lifts, power tools or hammering permitted)
All exhibits must remain intact and staffed until 6:00 p.m., Friday, 29 April and may not be dismantled or removed until that time. Exhibitors must clear the exhibit hall no later than 10:00 a.m. on Saturday, 30 April.
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FAILURE TO OCCUPY SPACE
|Friday, 29 April
||6:00 p.m. – 10:00 p.m.
||Exhibit Hall/Booth Dismantle
|Saturday, 30 April
||7:00 a.m. – 10:00 a.m.
||Exhibit Hall/Booth Dismantle
Booth space not occupied by the exhibitor by 9:30 a.m. on Wednesday, 27 April is forfeited without refund to the exhibitor and space may be resold or used by ISHLT. Back to Top
SUBLETTING OF SPACE
The Exhibitor agrees not to assign, sublet, or apportion the whole or any part of the space without the knowledge and written consent of the ISHLT. Back to Top
CHARACTER AND USE OF EXHIBITS
All exhibits must conform to the following standards:
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HANDOUTS / GIVEAWAYS
- ► Canvassing or distributing advertising materials outside the exhibitor’s own booth is not permitted. Solicitation of business, except by exhibiting firms, is prohibited.
- ► The Exhibitor is permitted to demonstrate equipment and to make informational presentations regarding products or services in his/her booth only. All demonstrations and exhibits must be confined to the exhibit booths responsible for such demonstrations or exhibits, including distribution of literature and promotional materials.
- ► Exhibitor shall care for and keep in good order its occupied space. Cleaning and dusting of booth, display equipment and material will be the Exhibitor’s responsibility.
- ► Contests, lotteries, raffles, and games of chance are strictly prohibited as such activities reflect unfavorably on the character of the meeting. Exhibitors may not register attendees for contests, lotteries, raffles, and games of chance that might be conducted during or after the meeting.
- ► Exhibitors shall not conduct or permit any sale of goods or services of any kind in the exhibit or Annual Meeting areas. Order taking is permitted.
- ► Exhibitor representatives shall always conduct themselves in an ethical and professional manner and in conformance with the Exhibitor Application and Contract, including these Rules and Regulations.
- ► Exhibitor may not photograph or videotape the booth, products, staff, or visitors of any other exhibitor without the express permission of the other exhibitor.
- ► ISHLT reserves the right to curtail or close exhibits, wholly or in part, that reflect unfavorably on the character and purpose of the meeting. This applies to displays, literature, advertising, give-away, noise, conduct of persons, etc.
Should you wish to distribute items at your booth, your request must be received no later than 25 March. Any Exhibitor found distributing unapproved items will be required to cease distribution. Exhibition Handout/Giveaway Approval Forms can be submitted here
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EXHIBIT HALL STAFFING / ACCESS
During exhibit hall hours, your booth must be staffed at all times. Exhibit personnel will be permitted on the exhibit floor one hour prior to opening and may remain in the hall one half-hour after closing. ISHLT will have sole control over all admissions of persons to the Annual Meeting and the Exhibit area. Back to Top
CHILDREN'S ADMISSION TO THE EXHIBIT HALL
Children under the age of 12 are not permitted in the Exhibit Hall at any time. Children are admitted in the hall during show days only when accompanied by a registered attendee or exhibitor. The accompanying person must always remain with the child during their visit, assumes responsibility and all liability for damage to exhibits and equipment. Children are not permitted in the exhibit hall during installation and dismantling of exhibits. To maintain a safe environment, strollers are prohibited. Back to Top
OBJECTIONABLE MATERIAL AND ACTIVITIES
Except for a Society scheduled event, no alcoholic beverages are permitted in booths or elsewhere in the Exhibit Area. ISHLT reserves the right to require modification of any questionable exhibit or activity and to refuse distribution of souvenirs, advertising matter or anything else which it may consider objectionable. Contests, games of chance, lotteries, and raffles are strictly prohibited. Back to Top
REJECTIONS AND PENALTIES
ISHLT reserves the right to restrict, reject, prohibit, or eject any exhibit or Exhibitor which, because of noise, safety hazards, or for other prudent reasons, becomes objectionable, or for breach of any of these rules and regulations. Such termination may become effective during the meeting, at which time the Exhibitor agrees to close his/her exhibit upon receipt of a notice of termination, and thereafter remove his/her exhibit from the exhibition hall as soon as possible without disruption of the meeting. Expulsion of an Exhibitor shall not give rise to a claim for a refund of the fees paid by such Exhibitor. Back to Top
No smoking is permitted within the exhibit hall or John B. Hynes Memorial Convention Center at any time, including installation, exhibit hours, and dismantling. Back to Top
Exhibitors may not use audible electronic, mechanical apparatus, or open audio systems that may be heard outside the exhibitor’s assigned space or may interfere or prove objectionable to attendees or other exhibitors. ISHLT reserves the right to require exhibitors to discontinue any activity that causes the annoyance or interference of others. Back to Top
INSURANCE AND LIABILITY
It is the Exhibitor’s sole responsibility to obtain, at its own expense, any and all licenses and permits and to comply with all federal and local laws, City of Boston and Commonwealth of Massachusetts ordinances and convention center rules and regulations for any activities conducted in association with or a part of the Exhibition.
Each exhibitor, by signing the Exhibit Application and Contract, agrees to protect, save and keep the International Society for Heart and Lung Transplantation, GES, the John B. Hynes Memorial Convention Center, and their respective employees, representatives, agents, successors and assigns, forever harmless from any and all damages to their property and for any and all injuries to any person resulting from its exhibiting at this meeting and for charges imposed for violation of any law or ordinance by the exhibitor, his employees or agents as well as to strictly comply with the application terms and conditions as contained in the agreements between ISHLT, GES, and the John B. Hynes Memorial Convention Center regarding the exhibition premises; and further, the exhibitor shall at all times protect, indemnify, save, and keep harmless ISHLT, GES,
and the John B. Hynes Memorial Convention Center against and from any and all loss, cost, damage, liability, or expense that arises out of or from, or by any reason of any act or omission of the exhibitor, his employees or agents. Exhibitors will be held responsible for any damage done to the buildings by it or its employees. No nails, tacks, or screws should be driven into the floor, walls or woodwork of the building. Back to Top
FIRE AND SAFETY REGULATIONS
Exhibitor agrees to conform to all fire, safety, and other rules and regulations as provided and interpreted by the official Exhibit Services Contractor, GES, and the John B. Hynes Memorial Convention Center representatives. All exhibit decorations must be fire retardant. No open flames or tanks of gas may be used, nor may canopies be erected over exhibits. Exhibitor agrees to take necessary measures to safeguard visitors from any hazards associated with its exhibit. Back to Top
Exhibitors have the option of utilizing the official Exhibit Services Contractor, GES, who provides quality union labor, qualified display houses or personnel from their own companies to install and dismantle displays. Full-time employees of exhibiting companies may set their own exhibits. Any full-time company personnel involved should have visible identification of their company status when engaged in these activities. Back to Top
GES work rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, products or gifts in kind by any employee (union or non-union). GES employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed. Back to Top
ALWAYS HONEST HOTLINE
GES requires the highest standards of integrity from all employees. Please call our confidential Always Honest® hotline at (866) 225-8230
to report fraudulent or unethical behavior. Back to Top
DELIVERY AND SHIPMENT OF MATERIALS
Exhibitors agree to ship and store their materials at their own risk and expense. Shipping, storage, and delivery arrangements may be made with the official Exhibit Services Contractor, GES. Complete shipping information will be available in the Exhibitor Services Manual. Back to Top
All work involved in the loading and unloading of all trucks, trailers, and common and contract carriers from the facility docks, including empty crates, and the operation of material handling equipment, is under the jurisdiction of GES. Exhibitors may unload their own Personally Owned Vehicle (POV) under the following conditions: these exhibitors will be allowed to use their own equipment, including but not limited to carts, dollies, luggage carriers and 2 wheel hand trucks. All exhibitors are expected to comply with any union requirements in effect and as outlined in the “Show Site Work Rules” section of the Exhibitor Services Kit. Back to Top
EXHIBIT APPOINTED CONTRACTORS
Exhibitors who plan to use a service contractor other than GES must submit an Exhibit Appointed Contractor form, which will be supplied in the Exhibitor Services Manual from GES. Contractors are required to comply with all rules and regulations of the show and must submit a Certificate of Insurance and completed Exhibit Contractor form to GES. Back to Top
EXHIBIT PERSONNEL REGISTRATION
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- ► Exhibit personnel will be able to register when meeting registration opens in January 2022.
- ► All individuals affiliated with an exhibit booth must be registered as exhibit personnel and employed by the Exhibitor.
- ► ISHLT registration badges must be worn during meeting/show hours.
- ► Each exhibitor will be required to collect their own badge.
- ► Five (5) complimentary exhibitor badges per 100 sq. ft (10’ x 10’) of space. Exhibitor badges allow access to the exhibit area and poster hall only.
- ► Additional Exhibit Booth Staff badges with access to the exhibit area and poster hall can be purchased for $75 each.
- ► Exhibiting company employees/consultants who wish to attend the plenary and scientific sessions must register for the meeting by purchasing an Exhibitor All Access Badge, which is a 10% discount off the standard Industry Registration Fee.
ISHLT has not obtained a music license authorizing the performance of either live or recorded music on the meeting’s premises. As a condition of ISHLT’s acceptance of the exhibitor’s application, exhibitor hereby warrants and presents that not copyrighted music will be performed, either live or recorded, at the direction of the exhibitor floor or in company leased rooms during the meeting dates unless the exhibitor has obtained written permission from the copyright owner for such use. All copyright fees applicable to music or entertainment used as part of an exhibit are the full responsibility of the exhibitor. The exhibitor must make payment of the fees directly to the applicable copyright agency. Should the exhibitor violate the provision, the exhibitor agrees to indemnify, save, hold harmless, defend and bear all expenses as they are incurred by ISHLT and its respective directors, officers, agents, employees, and each of them, from and against any and all claims, costs, and expenses (including legal fees and expenses), demands, actions, and liabilities of every kind and character whatsoever with respect to the unauthorized use of copyrighted music. Back to Top
USE OF ISHLT NAME, LOGOS, AND/OR ACRONYMS
The names, logos, and acronyms of the International Society for Heart and Lung Transplantation are proprietary marks. Use of the names in any fashion, by any entity, for any purpose, is expressly prohibited without the written permission of ISHLT. Back to Top
USE OF ISHLT SCIENTIFIC PROGRAM
Information presented during ISHLT2022 is the property of ISHLT and the presenter. Information may not be recorded, photographed, copied, photocopied, transferred to electronic format, reproduced, or distributed without the written permission of ISHLT and the presenter. Any use of the program content that includes, but is not limited to, oral presentations, audiovisual materials used by speakers, and program handouts without the written consent of ISHLT is prohibited. Back to Top
COVID-19 RELATED SAFETY
Exhibitor shall comply with all safety requirements, guidelines, and directives by ISHLT or the John B. Hynes Memorial Convention Center to reduce the spread of COVID-19. ISHLT will provide such rules and guidelines as soon as practical and reserves the right to amend such rules at any time before or during the Meeting. PLEASE NOTE: All Exhibitor employees who will be physically present during show hours, as well as all vendors and contractors of Exhibitor that will be physically present during show hours and that will have regular face-to-face interaction with attendees, must have completed the completed course of an FDA-approved COVID-19 vaccination prior to the start of the Meeting. ISHLT also strongly encourages Exhibitors to use vaccinated personnel to the maximum extent practical for all other purposes where such personnel will be physically present at the venue at any time before, during or after the Meeting. ISHLT reserves the right to require additional safety protocols for any individual present at the venue at any time before, during or after the Meeting that is not vaccinated. Back to Top
GES COVID-19 POLICY
GES works with the CLEAR Health app, which ensures confirmation of a COVID vaccine or a negative test 24-hours prior to arriving onsite. This is a requirement for all GES employees and is authenticated each day as the CLEAR pass is only valid for 12 hours. Back to Top
ADDITIONAL HEALTH AND SAFETY GUIDELINES
Exhibitors agree to adhere to health and safety guidelines provided in the Exhibitor Services Manual as well as all subsequent correspondence regarding safety and cleanliness protocol communicated by ISHLT, GES or the John B. Hynes Memorial Convention Center. Back to Top
Violation of any of these rules, regulations, and guidelines on the part of the exhibitor, his employees or agents, shall cancel the right to occupy space and will forfeit to ISHLT all money that may have been paid. Upon evidence of violation, management may re-enter and take possession of the space occupied by the exhibitor and may remove all persons and goods at the expense of the exhibitor. The exhibitor shall pay all expenses and damages that ISHLT may incur thereby. In the event of a violation, ISHLT reserves the right to refuse exhibit privileges for the following year. Exhibiting companies participating in ISHLT2022 are responsible for communicating the rules, regulations, and guidelines of ISHLT to their agents, employees, contractors, and anyone connected with or authorized by the exhibiting company. Back to Top