Exhibit Rules and Regulations

The exhibit booth application, properly executed by Exhibitor, shall, upon written acceptance and notification of space assigned by ISHLT, constitute a valid and binding contract. The following rules and regulations have been designed for the benefit of all Exhibitors.

Booth Construction

The single inline/corner booth price includes the following:
  • One 8’x10’ inline booth 
  • 8’ high draped back wall
  • 3’ high draped side rails
  • An identification sign listing the company name as ordered on the contract
Island booth prices include the following:
  • Exhibition floor space only
Inline 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 8x10, 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.  
Island exhibits must be constructed so that there is at least 50% visibility of the exhibition hall from any one side of the booth. 
All island booths must submit a floor plan and design specifications for approval. The floor plans must include a birds-eye overview, a view showing the booth’s orientation in the exhibit hall, a view from each side, and the length, width, and height of all components. The floor plans and design specifications must be sent by March 1, 2019 for approval to Lisa Edwards, ISHLT lisa.edwards@ishlt.org and Theresa O’Brien, GES: tobrien@ges.com.

Booth Furnishings
The exhibit hall floor is carpeted. All furnishings, equipment, additional carpet, related services, electrical, etc., required shall be at the expense and responsibility of each Exhibitor/Exhibiting Company, and may be ordered through the official Exhibit Service Contractor Service Kit, to be distributed in January, 2019.    Back to Top

Payment and Cancellation

When applying for space, Exhibitors must submit full payment with the application. 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. Notice of cancellation must be submitted in writing to ISHLT. Refunds will be made for cancellations as follows:

Prior to January 1:        100% of booth cost
January 1 - 31:               75% of booth cost
February 1 - 28:             50% of booth cost
On or after March 6:      No refund

All refunds will be processed following the conclusion of the meeting    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 4:30 pm, Friday, April 5, 2019. Exhibitors will have until 12:00 pm on Saturday, April 6, 2019 to remove their exhibits from the facility.    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

Use of Booths / Literature Distribution

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.      Back to Top

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 1, 2019. No unapproved items may be distributed. Any Exhibitor found distributing unapproved items will be required to cease distribution. Click here to submit an Exhibition Handout/Giveaway Approval Form.      Back to Top

Sale of Goods in Exhibit Booths

Exhibitors shall not conduct or permit any sale of goods or services of any kind in the exhibit or Annual Meeting area. Order taking is permitted.     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

Exhibit Booth Personnel/Staff Badges

Individuals registered as exhibit booth personnel must be employed by the Exhibiting Organization or Corporation and may be required to provide proof of such. Exhibit booth personnel badges allow access to the exhibit area, poster halls, and Plenary Sessions only. Industry employees/ consultants desiring to attend any of the other scientific sessions must register for the meeting at the Industry registration rate. To request badges for Exhibit Booth Staff, please complete the 2019 Exhibitor Booth Staff Badge Form and submit it to Lisa Edwards.      Back to Top

Objectionable Material and Activities

All booth personnel, models, and demonstrators must be registered as Exhibitor Personnel. 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

Assignment of Space

Assignment of space shall constitute an acceptance of Exhibitor’s offer to occupy space.     Back to Top


The Exhibitor, by signing this contract, agrees to hold harmless and indemnify the International Society for Heart and Lung Transplantation, the Loews Meeting Complex at Universal, and their respective employees, representatives, agents, successors and assigns, for any and all damages to its property and for any and all injuries to any person resulting from its exhibiting at this Meeting. 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.

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

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 and the Loews Meeting Complex at Universal 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

Exhibit Labor

All work involved in the erection, touch-up painting, dismantling, and repair of all exhibits – when this work is done by persons other than your full-time company personnel – will fall under union jurisdiction. This work is to include wall coverings, floor coverings, pipe and drape, painting, hanging of signs and/or decorative materials from the ceiling, placement of all signs, and the erection of platforms used for exhibit purposes.     Back to Top

Freight Handling

All work involved in the loading and unloading of all trucks, trailers and common and contract carriers, as well as the handling of empty crates and the operation of material handling equipment, is under union jurisdiction. The union also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment, as well as the reverse process.
Full-time employees of exhibiting companies may ‘hand carry’ material provided they do not use material handling equipment. When exhibitors do choose to ‘hand carry’ material, they may not be permitted access to the loading dock/freight door areas. Global Experience Specialists, Inc. will not be responsible for any material we do not handle.
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 kit.    Back to Top


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

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 is available in the GES Exhibitor's Kit.     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 1, 2019. An Independent Exhibit Contractor form can be obtained from the ISHLT web site (www.ishlt.org). 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 1, 2019.     Back to Top

Exhibitor 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 2019. 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. Company employees and consultants desiring to attend any of the scientific sessions must register for the meeting at the Industry registration rate. 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.     Back to Top

Music Licensing

The Exhibitor shall be responsible for securing all necessary licenses or consents for and paying all royalties and fees for any uses of copyrighted works or intellectual property owned by a third party and used, directly or indirectly, by the Exhibitor.     Back to Top