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Exhibitor
Information >
Booth
Activities
General booth conduct
The exhibitor may demonstrate the company’s equipment and make formal
presentations regarding the product line or service in the booth. The
exhibitor must confine all promotional activities to their booth. Sales
calls to other exhibitors on the show floor are not permitted. The exhibit
must be staffed during all open hours and packing may not begin until
after the Hall has closed on Tuesday, March 26.
The ICEID
Steering Committee has scheduled poster sessions in the exhibit hall
to ensure constant traffic, and has scheduled the poster presenters to
be at their posters to present their papers in person at designated times
on all exhibit days. Therefore, any packing being done before the exhibit
hall closes on Tuesday, March 26, will be seen as a violation of the exhibitor’s
contract with ICEID.
Representatives and
employees of exhibitors will be modestly and appropriately attired to
maintain the professional and businesslike atmosphere of ICEID.
Clinical testing/demonstration
of equipment
Due to the configuration of the exhibit hall, ICEID exhibitors are prohibited
from conducting clinical tests and/or demonstrations of products or equipment
in their booths. The distribution and consumption of medical samples is
not allowed. Medication is defined as anything that has a potential therapeutic
benefit. No invasive procedures are allowed.
Entering another
exhibitor’s booth
Personnel should not enter another exhibitor’s booth space without
obtaining permission, nor should personnel block access to another booth.
Food and beverage
The distribution of food and/or beverage must be approved in advance by
ICEID. Exhibitors may not dispense food of any kind, including bottled
water of any type, without written permission from ICEID and the Hyatt
Regency Atlanta.
Booth premiums
Exhibitors are permitted to distribute promotional material and other
related items in their exhibit booth. All booth premiums must be approved
in writing in advance by the ICEID Steering
Committee. If a booth premium has not been approved by ICEID prior
to the exhibit and is determined to be objectionable, ICEID has the right
to refuse its distribution. Novelty gifts or souvenirs not manufactured
by the exhibiting company must be submitted to the ICEID
Steering Committee for review. These premiums should be items that
can be used during the meeting or in the professional activities of the
attendee. Please submit a sample, photograph, or written description of
each item no later than January 15, 2002.
Mailings
Rental of ICEID attendee preregistration and final registration lists
must be approved through the ICEID Steering
Committee and is available only to exhibitors. Sample copy or a sample
of the actual mailing piece must be submitted to ICEID for approval.
No-smoking policy
As the exposition is considered an integral part of the convention, a
no-smoking policy applies to the exhibit hall, all areas therein, and
the meeting rooms. Exhibitors found in violation of this policy will risk
penalties including booth closure.
Photography in
exhibit hall
The taking of photographs, other than by the official photographer, is
prohibited. Exhibitors interested in engaging a photographer for photos
of their booth must contact show management for scheduling. Cameras will
not be allowed in the exhibit hall during closed hours or during installation
and dismantling periods.
Selling of products
or services
Selling and order taking are permitted, provided the a) products for sale
are the exhibitor’s own unaltered, marketed products; b) the products
and services are directly related to the conduct of science by ICEID attendees;
and c) all transactions are conducted in a manner consistent with the
professional nature of the meeting. You must notify ICEID if you plan
to sell merchandise and/or take orders in the exhibit hall.
Signs
Signs advertising a company-sponsored hospitality suite, booth activity,
or symposia are only permitted in the Exhibitor’s booth prior to
the event. On the day of the event, directional signs in the hotel are
permitted on the basis of the regulations of the hotel where the event
is being held.
Sound restrictions
Electrical and other mechanical apparatus must be muffled so that noise
does not disturb other exhibitors. Videotapes and films may be shown provided
that screens and receivers are placed in the rear of the booth to eliminate
congestion in aisles and provided that the sound is held at a low level.
Earphones must be supplied with tape players/recorders. Show management
reserves the right to determine at what point sound and traffic constitutes
interference with others and whether it must be discontinued.
Use of meeting
name and Society logos
The ICEID name and logo are exclusive property. They may not be used in
any way, i.e., promotional literature, giveaways, invitations, or by anyone
else for any purpose without specific written approval from the ICEID
Show Management. Please send all requests in writing to the ICEID
Steering Committee no later than January 15, 2002.
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