Terms and Agreement
ASHI management shall have full power in the interpretation and enforcement of all rules and regulations governing exhibitors. All matters and questions not covered by the regulations shall be subject to the final judgment and decision of ASHI. These rules and regulations may be amended at any time by ASHI and the amendments so made shall be binding upon the exhibitor equally with these rules and regulations, and shall become a part thereof, providing the exhibitor is notified of the amendments. Notice may be verbal or in writing, before or during the Meeting, and may be given to any authorized agent or representatives of the exhibitor.
Americans with Disabilities Act
In compliance with the Americans with Disabilities Act of 1990, ASHI will make all reasonable efforts to accommodate persons with disabilities. Please contact the Meeting Manager at firstname.lastname@example.org to make arrangements. Each exhibitor is responsible for compliance within their assigned space ensuring access to their booth.
ASHI reserves the right to approve all exhibits and related activities. ASHI may require that an exhibit be curtailed if it does not meet the standards required or expected, if it reflects against the character of ASHI, or if it exceeds the bounds of good taste as interpreted by ASHI. An exhibitor of a questionable exhibit or related activity must submit a description of the exhibit or activity with the exhibit application for ASHI approval. The exhibit hall will be inspected during installation hours. Every effort will be made to advise exhibitors of any deviation from exhibit rules at that time. Exhibitors must make all corrections requested by ASHI at their own expense or risk removal from the exhibition without notice and without obligation on the part of ASHI for any refund. ASHI reserves the right to expel or refuse admittance to any representative whose conduct is, in its opinion, not in keeping with the character and/or spirit of the Annual Meeting.
Exhibit personnel may not enter another exhibitor’s booth without obtaining permission. Lingering in the aisles surrounding another exhibitor’s booth for the purpose of obtaining product information or distracting other booth personnel is strictly prohibited. ASHI does not in any manner endorse any of the products or services related to the exhibits that have been accepted for display during the Annual Meeting.
Celebrities (nationally known figures in the arts, sports, politics, etc.), including full-time employees and/or company spokespeople, are prohibited from staffing an exhibitor’s booth and/or appearing at the exhibitor’s affiliate event(s) or industry-supported symposia.
Character 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.
- Character of the exhibits is subject to the approval of the ASHI Exhibit Management. The right is reserved to refuse applications of concern not meeting standards required or expected, as well as the right to curtail exhibits or parts thereof which reflect unfavorably on the character of the meeting. Non-professional products or services are not permitted to be displayed. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.
Children’s Admission to the Exhibit Hall
Children under the age of 17 will not be permitted in the exhibit hall. In the event of such restrictions or eviction, ASHI management is not liable for any refund of any amount paid hereunder.
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.
Delivery and Shipment of Materials
Exhibitors agree to ship and store their material at their own risk and expenses. Arrangements have been made with Arata Expositions to receive and store all shipments for ASHI up to 30 days prior to exhibitor move-in and to deliver all shipments to the appropriate booths on set-up days.
All shipments must be labeled and consigned, including company name and booth number. Shipments must have all transportation charges PREPAID (shipments sent collect will not be accepted). Complete shipping information will be available in the Exhibitor Services Online Manual.
Exhibit Hall Access
Exhibitor personnel will be permitted on the exhibit floor one hour prior to the opening and may remain one half hour after closing.
Exhibit Personnel Registration and Badges
In our commitment to bring you the latest and most convenient methods available for registering your booth personnel, we would like to invite you to register utilizing our online exhibitor registration system. Registering your booth personnel online allows you the flexibility to register your staff at your convenience, and make edits and changes as needed. You will receive further information on this system from the ASHI Team.
All participants affiliated with exhibits must register. Each person registered as an exhibitor must be employed by the exhibiting company or have a direct business affiliation. The exhibit badge allows access to the exhibit hall only. If an exhibitor plans to attend any of the scientific sessions, they must register separately using the ASHI registration brochure or online at the ASHI website: 2023.ashi-hla.org.
Each exhibiting company receives one complimentary full registration per paid booth which allows access to scientific sessions and social events (excluding ticketed events) and two complimentary registrations for the exhibit hall only for the first 100 square feet of exhibit space. One additional complimentary registration for the exhibit hall only is available for each additional 100 square feet of exhibit space. Additional exhibitor badges are $75.00 per person. Badges will not be mailed in advance and must be picked up onsite at the exhibitor registration counter.
Exhibitor badges must always be worn in the exhibit area. Representatives without a badge will not be admitted to the exhibit hall. Badges may not be supplemented with business cards, ribbons (other than those supplied by ASHI), or company logos.
Failure to Occupy Space
Booth space not occupied by the exhibitor by 3:00 pm on Monday, October 16, 2023 is forfeited without refund to the exhibitor, and the space may be resold or used by ASHI.
All materials used in the exhibit area must be flameproof and fire resistant in order to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters. Crepe paper, corrugated paper, flameproof or otherwise, is not permitted. Display racks, signs, spotlights, and special equipment must be approved before use, and all displays are subject to inspection by the Fire Prevention Bureau. Any exhibits or parts thereof found not to be fireproof may be ordered to be dismantled. All aisles and exhibits must be kept clear at all times, and fire stations and fire extinguisher equipment are not to be covered or obstructed. Enclosed areas in a booth need to be equipped with a UL approved battery-operated smoke detector and a 2A10BC Fire Extinguisher.
Food and Drug Administrative (FDA) Market Clearance
All products exhibited must have fulfilled all applicable FDA regulations. Products that are not FDA approved for a particular use in humans or are not commercially available in the United States will be permitted to be displayed only when accompanied by appropriate signs that indicate FDA clearance status. The signs must be clearly and easily visible and placed near the product and on any graphics depicting the product. Display of investigational products is to remain within the expectations and limitations of the Food and Drug Administration’s Guidelines on Notices of Availability. Any investigational product graphically depicted on a commercial exhibit should:
- Contain only objective statements about the product.
- Contain no claims of safety, effectiveness, or reliability.
- Contain no comparative claims to other marketed products.
- Exist solely for the purpose of obtaining investigators.
- Be accompanied by directions for becoming an investigator and list of investigator responsibilities.
- Contain a statement on signage: “Caution-Investigational Product-Limited to Investigational Use” (or similar statement) in prominent size and placement.
It is the exhibitor’s responsibility to contact the FDA to ensure compliance with the current FDA guidelines. Contact the FDA Office of Compliance regarding your responsibilities under the Federal Food Drug & Cosmetic Act.
Food and Beverage Products
With prior approval from the ASHI Meeting Manager, food and beverage services are permitted at the exhibitor’s booth except during official sponsored food functions in the exhibit hall. All food service must be coordinated through the venue. Food preparation and cooking are prohibited in the exhibit hall.
Handouts and Giveaways
All giveaway items must comply with all guidelines and codes regarding the relationship between the pharmaceutical and medical device/equipment industry healthcare professionals. All items to be distributed must be useful to the participants at the meeting and/or in the professional activities of the booth visitor. Distribution of descriptive product literature is permitted.
Food and beverages may be distributed but must be purchased through the host venue or additional fees may apply. Other items may be distributed from the booth with written approval by the ASHI Meeting Manager.
All requests must be submitted to ASHI for review. Approval will be confirmed in advance of the meeting.
No unapproved items may be distributed. Any exhibitor found distributing materials that have not been officially accepted will be required to cease distribution immediately. Giveaway approvals will take place in late Summer. ASHI will reach out to your booth representative for a list of your planned handouts and giveaways.
Exhibitors who plan to use service contractors other than those appointed by ASHI management must notify ASHI in writing before Friday, August 18, 2023 using the Exhibitor Appointed Contractor Form in the Exhibitor Services Online Manual. Independent contractors must abide by the following:
- Perform all services in a timely and professional manner, in accordance with ASHI established deadlines.
- Not engage in solicitation of business on the exhibit floor for present and/or future conventions.
- Provide a Certificate of Insurance to ASHI no later than Friday, August 18, 2023.
- Register all employees and temporary help at the Exhibitor Registration Desk.
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 the Meeting Manager by Friday, August 18, 2023. Exhibitors wishing to insure their exhibit materials, goods and/or ware of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense.
Each exhibitor agrees to protect, save, and keep ASHI management, ASHI Board of Directors, Arata Expositions, and the San Antonio Marriott Rivercenter forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, employees or agents as well as to strictly comply with the application terms and conditions as contained in the agreements between the ASHI management, ASHI Board of Directors, Arata Expositions and the San Antonio Marriott Rivercenter regarding the exhibition premises; and further, the exhibitor shall at all times protect, indemnify, save, and keep harmless the ASHI management, ASHI Board of Directors, Arata Expositions, and the San Antonio Marriott Rivercenter 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 of omission of the exhibitor, their employees or agents.
Market research cannot be conducted under the manufacturer’s name for any product that is pending government approval; however, it may be conducted under the auspices of a market research firm. Market research companies are welcome to exhibit, provided they submit a letter of authorization from the sponsoring company which must also be an exhibitor at ASHI. The name of the sponsoring company will be kept confidential. ASHI retains the right to determine the relevance of and deny exhibiting privileges to market research companies. The sponsoring company is responsible for the conduct of the market research firm. Research must be conducted within the confines of the booth assigned and activities must conform to all the procedures, rules and regulations published in this prospectus.
Neither ASHI nor Exhibit Management has obtained a music license authorizing the performance of either live or recorded music on the meeting’s premises. As a condition of exhibit management’s acceptance of the exhibitor’s application, exhibitor hereby warrants and presents that no 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 ASHI 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.
There are to be NO pictures taken in the Exhibit Hall at any time. Only the official photographer may take photographs in the Exhibit Hall.
Purpose of Exhibits
The purpose of exhibits at ASHI are to display and demonstrate products and/or services directly related for use by immunologists, geneticists, molecular biologists, transplant physicians, surgeons, pathologists, and technologists involved in the field of histocompatibility and immunogenetics. Each exhibitor is responsible for making sure that all attending personnel are aware of these provisions.
Sales and/or Solicitation of Orders
The ASHI exhibit hall is designed specifically to educate registrants at the Annual Meeting. The exhibits are an integral part of the educational program. Therefore, the sole purpose of contracting exhibit space is to display and/or demonstrate products and/or services. In accordance with Internal Revenue Service regulations, the selling of any products or services during the Annual Meeting is strictly prohibited. Order taking is acceptable provided there is no financial transaction.
The venue provides standard security which will be furnished during the hours as deemed necessary by ASHI. The safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor. The furnishing of such service is in no case to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind.
Signs or Promotion for Exhibitor-Related Events
Signs, banners, posters, or flyers advertising a booth may not be posted or displayed at any location inside or outside the host venue other than the exhibitor’s booth. Exhibitors sponsoring a non-approved event are limited to the use of signage to their exhibit space. No signs will be permitted to advertise affiliated events in any public space in the host venue outside their booths. This includes signs and/or exhibitor staff holding signage or directing attendees to transportation. Such signage will be removed and destroyed. Additionally, door drops or other on-site promotion of any event is strictly prohibited.
No smoking is permitted within the exhibit hall or host venue at any time, including installation, exhibit hours, and dismantling.
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. ASHI management reserves the right to require exhibitors to discontinue any activity that causes annoyance or interference to others.
Staffing of Exhibits
Exhibits must always be staffed during exhibit hours. The ASHI management requests strict adherence to the opening and closing exhibit hours. It is imperative that no exhibitor begins dismantling, packing or teardown of their space until Thursday, October 19 at 2:15 pm. This could result in denial of next year’s exhibit application for the exhibitor.
Subletting of Space
The subletting, assignment, or apportionment of the whole or any part of space by any exhibitor is prohibited. No exhibitors may permit any other party to exhibit in their space any goods other than those manufactured or handled by the contracting exhibitor or permit the solicitation of business by others within their space.
Space not claimed and occupied, or for which no special arrangements have been made in writing to ASHI prior to 3:00 pm on Monday, October 16, shall revert to ASHI to be occupied in any manner and for such purposes as ASHI may see fit. Space is forfeited without refund to the exhibitor. If an exhibit has not begun to be set up by 3:00 pm on Monday, October 16, ASHI management may, but shall not be obligated to, order the exhibit erected at the expense of the exhibitor. Neither ASHI management nor Arata Expositions shall be responsible for any injury to person or damage to property incurred.
Use of ASHI Name, Logo, and/or Acronym
The name, logo, and acronym of the American Society for Histocompatibility and Immunogenetics (ASHI) is a proprietary mark. Use of the name in any fashion, by an entity, for any purpose, is expressly prohibited without the written permission of ASHI.
Use of ASHI Scientific Program Content
Information presented during the Annual Meeting is the property of ASHI and the presenter. Information may not be recorded, photographed, copied, photocopied, transferred to electronic format, reproduced or distributed without the written permission of ASHI and the presenter. Any use of the program content which includes, but is not limited to, oral presentations, audiovisual materials used by speakers, and program handouts, without the written consent of ASHI, is prohibited.
User Group Meetings
ASHI prohibits any company who is not an official exhibitor of ASHI to host a User Group Meeting. More information is listed in the ASHI 2023 Exhibitor Prospectus
Complete information about utilities will be available in the Exhibitor Services Online Manual.
Violation of any of these rules, regulations and guidelines on the part of the exhibitor, their employees or agents, shall cancel the right to occupy space and will forfeit to ASHI all money that may have been paid. Upon evidence of violation, ASHI management may reenter 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 ASHI may incur. In the event of a violation, ASHI reserves the right to refuse exhibit privileges for the following year. Exhibiting companies participating in the Annual Meeting are responsible for communicating the rules, regulations and guidelines of ASHI to their agents, employees, contractors, and anyone connected with or authorized by the exhibiting company.
Cancellation of Exposition
It is mutually agreed that in the event of cancellation of the Meeting due to fire, strikes, governmental regulations, war, acts of God, terrorism or causes which would prevent its scheduled opening or continuance, then and thereupon this agreement will be terminated and the American Society for Histocompatibility and Immunogenetics Board of Directors shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of previous expenditures and commitments.
Exhibitor Services Online Manual
A link to access the Exhibitor Services Online Manual containing complete show information and order forms, will be sent to each exhibiting company on or about the week of July 24, 2023. Exhibitors are encouraged to place orders by the deadline dates specified within the Exhibitor Services Kit to take advantage of discounts and minimize delays during set-up. Be sure to consult each form for deadlines, as they may vary depending on the supplier. Special electrical requirements must be arranged directly with the hotel. Forms will be included for the following services: labor, material handling, electricity, furniture rental, signs, rental displays, photography, utilities, audiovisual, computer, telephone, florist, cleaning and lead retrieval.
Collect shipments will not be accepted.
Shipments can arrive between Monday, September 18, 2023 - Friday, October 6, 2023.
All advance shipments should be labeled as follows:
UPDATED ADDRESS COMING SOON!
Show Site Shipments
Shipments to the tradeshow site will not be accepted prior to Sunday, October 15, 2023 at 1:00 pm.
Freight should be labeled as follows:
(Exhibitor Name & Booth #)
ASHI 2023 c/o Arata Expositions, Inc.
San Antonio Marriott Rivercenter
101 Bowie Street
San Antonio, TX 78205
Arata Expositions will gladly prepare your outbound Material Handling Agreement and Labels in advance. Complete the Outbound Shipping Form and your paperwork will be available at the show site. Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit at the close of the show.
Please refer to the material handling rate sheet for charges provided in the Exhibitor Service Kit from Arata Expositions.
Every exhibit space should allow for the visibility of other spaces. The following rules for booth construction ensure that every exhibitor has reasonable site lines to the aisle. All exhibits must conform to the standards set by the Health Convention and Exhibitors Association, which are as follows: No obstructions in the front half of the booth above a height of 48-inches are permitted. The booth height of 8-feet, inclusive of company name and logo, may be maintained up to 50% of the distance from the back wall toward the front of the space.
Ceiling heights at the San Antonio Marriott Rivercenter are between 21' and 25'. Please confirm the ceiling height above your confirmed booth location with Arata Expositions prior to construction.
Hanging signs can be suspended from the ceiling of the exhibit hall if they adhere to the height restrictions of individual booth construction as outlined in this prospectus. Please confirm that there are rigging points above your booth with in-house AV before submitting booth plans for approval. In-house AV is responsible for hanging all suspended signs; additional charges may apply. All suspended signs from the ceiling must be confirmed and approved by ASHI management.
Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. The reverse side of any wing panel extending from the back wall of a display must be draped to avoid raw exposure to a neighboring booth or aisle. To remedy instances of noncompliance, ASHI management will have exposed areas draped at the exhibitor’s expense. No part of any equipment, or signs relating thereto, shall be posted, nailed or otherwise attached to columns, walls, floors, or other parts of the building or its furniture, in any way to deface. Damage arising by failure to observe these rules shall be payable by the exhibitor.
An inline booth is 10-feet wide, 10-feet deep, and 8-feet high.
A corner booth is 10-feet wide, 10-feet deep, and 8 feet high and is at the end of a row of inline booths with access to two through aisles.
A peninsula booth occupies both corners at the end of a row of standard booths. Exhibitors must ensure that there is 5’ visibility on each side of the booth. If this rule is not put into place, the exhibitor will be responsible for any and all costs to correct the visibility and/or subject to removal from the show floor due to fire marshal regulations.
An island booth is 20-feet wide and 20-feet deep or larger. The island exhibitor receives the benefits:
a) Waiver of the 8-foot height restriction
b) Waiver of sidewall restrictions
c) Increased visibility from all areas of the exhibit hall
Island booths MUST allow at least 40% show visibility on each side. Island height is restricted to 20 feet unless approved by ASHI Meeting Management. Scale drawings for 20’ x 20’ booths or larger are due to Meeting Management by Friday, July 14, 2023. Drawings not in compliance with the 40% sight rule will be rejected.
ASHI provides the pipe and drape, 8-foot high backdrop, 36-inch side rails, and a 2-line name sign. Booth carpeting is not mandatory. Additional signs for display purposes may be ordered from the official decorator. Order forms for the rental of furniture and other special materials will be included in the Exhibitor Services Online Manual.
Labor: Carpenters, Expo Workers, and Exhibitor-Appointed Contractors
The official contractor will have available a staff of carpenters, decorators, and laborers during the periods of installation and dismantling. Please note that union regulations require that carpentry and labor involved in the installation and dismantling of exhibits must be done by accredited union labor. While every effort is made to minimize the exhibitor’s cost to install and exhibit on the show floor at the San Antonio Marriott Rivercenter, the practices of the nation’s building trades will be followed. This means that union labor must be used where applicable. To avoid any misunderstandings in advance or at the show on this specific point, contact ASHI management by letter for additional clarification. Exhibitors shall employ only union labor, as made available by official contractors in the installation or dismantling of their exhibit and in its operation when required by union agreements. An exhibitor using an outside contractor for the above work must employ only union display companies and must notify ASHI management no later than 30 days prior to the meeting identifying the contractor(s), listing the supervisory personnel, and supplying evidence of adequate liability insurance coverage by original copy. Further details and regulations will be included in the Exhibitor Services Online Manual.
Storage of Crates and Boxes
Storage of crates and boxes can be arranged with Arata Expositions, as outlined in the Exhibitor Services Online Manual. All cartons, crates, containers, packing materials, etc., that are necessary for re-packing, must be labeled with “empty” stickers, and they will be removed from the floor by Arata Expositions. Crates and boxes cannot be stored behind booth displays. Proper identification tags will be available at the Arata Expositions Service Desk.