Exhibit Rules and Regulations


 


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The exhibit booth application, properly 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.
 

Exhibitor Eligibility

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 40th Anniversary Meeting and Scientific Sessions and Exhibition and to determine the eligibility of any company and/or its product(s). ISHLT reserves the right to refuse applications from companies not meeting standard requirements or expectations. 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.   Back to Top
 

Payment and Cancellations

Total payment I full is due with the application for space. Applications will not be deemed received until payment is full is received, and no space assignment will be made or reserved prior to receipt by ISHLT of payment in full.

This contract may be cancelled by the Exhibitor by written notice to ISHLT. Refunds will be made for cancellations as follows:
 
Prior to Jan 1: 100% of booth cost
Jan 1 to Jan 31: 75% of booth cost
Feb 1 to Feb 29: 50% of booth cost
On or After March 1:
 
No refund
 
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, except that any actual expenses incurred or committed in connection with the Meeting will be prorated and deducted if the Meeting is cancelled because of 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 made on the Official Exhibit Application Contract. Initial assignment of space will begin on December 13, 2019 and will be based on total support for the Society, prior participation in Society exhibitions, date of receipt of application AND 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 December 13, 2019 will be made in order of the date of receipt of the application AND payment in full. Exhibitors wishing 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 of such requests 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
 

Booth Construction

Inline and Corner Booth Construction/Dimensions
  • 10’x10’ floor space increments
  • 8’ high draped back wall
  • 3’ high draped side rails
     
Inline and corner exhibits must conform to the following standards:
  • No sidewalls or counters may exceed 40 inches 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 8 feet in height
  • Side walls and obstructions more than 40 inches tall may extend no more than 3 feet 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.
     
All corner booths, inline 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 to GES and ISHLT for approval. 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 by March 16, 2020 for approval to Lisa Edwards, ISHLT (lisa.edwards@ishlt.org) and Theresa O’Brien, GES (tobrien@ges.com).

Island Booth Construction/Dimensions
  • Exhibition floor space only
  • 20’ 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 GES and ISHLT for approval. 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 by March 16, 2020 for approval to Lisa Edwards, ISHLT (lisa.edwards@ishlt.org) and Theresa O’Brien, GES (tobrien@ges.com).   Back to Top
 

Installation and Dismantling of Exhibits

Exhibitors must install all exhibits and display materials by the opening hour of the exhibition. Under no circumstances will the delivery or removal of any portion of an exhibit be permitted during the exhibition without written permission from ISHLT. Under no circumstances may dismantling occur before 4:30pm, Friday, April 24, 2020. Exhibitors will have until 12:00 pm on Saturday, April 25, 2020 to remove their exhibits from the facility.   Back to Top
 

Failure to Occupy Space

Booth space no occupied by the exhibitor by 9:30 AM on Wednesday, April 22, 2020, 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 standards set by the Health Convention and Exhibitors Association which include the following:
  • Canvassing or distributing advertising materials outside the exhibitor’s own booth is not permitted. Solicitation of business, except by exhibiting firms, is prohibited.
  • 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.
  • 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. All literature and promotional materials may be distributed only within the booth space assigned.
  • 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.
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Handouts/Giveaways

No bags of any kind may be distributed from any Exhibitor’s booth. Distribution of descriptive product literature, notepads, pens, and pencils is permitted. Other items may be distributed from the booth only if approved in writing by ISHLT. Requests for such approval must be received in writing by ISHLT no later than March 16, 2020. No unapproved items may be distributed. Any Exhibitor found distributing unapproved items will be required to cease distribution. Exhibition Handout/Giveaway Approval Forms can be obtained from the ISHLT2020 website.   Back to Top
 

Exhibit Hall Staffing/Access

Exhibits must be staffed at all times during exhibit hours. 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 are admitted in the hall during show days only when accompanied by a registered attendee or exhibitor. The accompanying person must remain with the child at all times during their visit, is responsible for the child, and assumes 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. Contractual Obligation By submitting the official Exhibit Space Application, 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 among its staff and affiliates.   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 to permit 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
 

Smoking

No smoking is permitted within the exhibit hall or Palais des Congres at any time, including installation, exhibit hours, and dismantling.   Back to Top
 

Sound Restriction

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

Each exhibiting company is responsible for obtaining insurance (Liability and Fire/Theft) in such amounts deemed appropriate to comply with its obligations hereunder and for its own protection. Certificates of liability insurance must be submitted to Lisa Edwards and GES by March 6, 2020. Appointed contractors also are required to submit certificates of liability insurance. Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident, or loss of any kind, must do so at their own expense.   Back to Top
 

Liability

Each exhibitor, by signing the booth contract, agrees to protect, save and keep the Intenational Society for Heart and Lung Transplantation, GES, the Palais des Congres de Montreal, 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 Palais des Congres de Montreal regarding the exhibition premises; and further, the exhibitor shall at all times protect, indemnify, save, and keep harmless ISHLT, GES, and the Palais des Congres de Montreal 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 Service Contractor - Global Experience Specialists, Inc. and the Palais des Congrès de Montréal 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
 

Montréal Exhibit Labor

Montréal is an extremely exhibitor friendly city. Exhibitors are allowed to install their own booths, use power tools, plug in electrical, stand on ladders and may also hand carry their freight into the exhibit hall. There are no local union constraints. GES Montréal has a unionized labor force but it consists of GES employees affiliated with the local CSN union. GES labor is their own and quality is excellent and consistent.   Back to Top
 

Gratuities

GES work rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, product 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 and customs brokerage information will be available in the Exhibitor Services Manual.   Back to Top
 

Independent Contractors

Exhibitors who plan to use a service contractor other than GES must notify ISHLT in writing no later than March 16, 2020. An Independent Exhibit Contractor form can be obtained from the ISHLT2020 website. Such contractors are required to comply with all rules and regulations of the show. Such contractors must supply a Certificate of Insurance and form to ISHLT no later than March 6, 2020.   Back to Top
 

Exhibit Personnel Registration

ISHLT registration badges must be worn at all times during meeting/show hours. An Exhibit Personnel Registration Form will be provided to exhibiting companies in February 2020. All individuals affiliated with an exhibit booth must be registered as exhibit personnel. Individuals registered as exhibit personnel must be employed by the Exhibitor. The exhibit personnel badge allows access to the exhibit area only. Exhibit personnel badges must be picked up on-site at the Exhibitor Registration Desk during published registration hours. If desired, Exhibitors may arrange to have one representative from the company collect all of the exhibit personnel badges for the company. Please indicate this on the Exhibit Personnel Registration Form. Company employees and consultants desiring to attend any of the scientific sessions must register for the meeting at the Industry registration rate. The meeting registration information can be found here.   Back to Top
 

Music Licensing

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 Content

Information presented during ISHLT2020 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
 

Violations

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 SIHLT2020 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