Exhibits » Rules & Regulations

Rules and Regulations
Exhibits must be of an educational nature and relevant to the registrants' scientific and professional interests. The Protein Society reserves the right, in its sole discretion, to accept or deny applications for exhibit space and to allocate space among exhibitors. By applying for exhibit space, an exhibitor agrees to adhere to all conditions and regulations outlined below. Conformity with these Rules and Regulations for this Symposium will be monitored by Exhibit Management.

Each exhibitor is granted nothing more than a terminable license to exhibit, subject to all the rules herein. If it is decided that an exhibitor has failed to comply with any rule, the license may be terminated and the exhibit closed without notice. In all interpretations of the Rules and Regulations, Exhibit Management's decision is final.

Space Assignment
Space assignment will be made on a first-received (time stamped) first-assigned basis. Whenever possible, space will be allotted according to the exhibitor's choice, but the final arrangements will be determined by Exhibit Management in a way that produces the most advantageous grouping of the exhibits. The Protein Society shall have no liability if the space location assigned is not as requested.

A 50-word description of products and/or services to be displayed in your booth must be submitted. This information will be published in the Meeting Program provided that the application and description is received no later than April 27, 2009. If the description is not provided by the deadline date only the name, address and booth number will be printed in the Meeting Program. The description must be submitted on-line. Instructions to key in this information will be included in the exhibit space confirmation packet.

Late Applications
Applications received after the April 27, 2009 deadline will be listed in the Meeting Addendum only.

Installation of Exhibits
Friday, July 24, 2009 - 12 Noon - 5:00 PM
Saturday, July 25, 2009 - 8:00 AM - 4:00 PM

Please note: Children under the age of 12 are not permitted in the exhibit hall during set-up or dismantling of exhibits.

A labor crew will be available on set up day in accordance with advance orders. Exhibitors are urged to order in advance all services required. A complete set of service forms will be forwarded to each exhibiting company. All exhibit material must be unpacked by 4:00 PM on Saturday, July 25, to permit the removal of empty crates and cartons from the exhibit area. Any exhibit not unpacked by this time will be placed in storage and can be returned only after the exhibits close on the first day of exhibiting, or will be ordered set up by Exhibit Management and all costs incurred will be charged to the exhibitor. No refuse, such as empty cartons, may be placed in the aisles after the final sweeping of the aisles in the exhibit area. Exhibitors are urged not to litter the floor in the booths or aisles after the cleaning of the exhibit area since time will not permit a sweeping of booths or aisles on opening morning.

Crate Storage
Empty crates, boxes and cartons must be removed from the exhibit area by 4:00 PM Saturday, July 25, 2009. These materials should be nested as much as possible. "Empty" stickers, which must be placed on all containers to be stored and returned at the close of the exhibit, will be available at the Exhibitor Service Desk. Containers or skids without the "Empty" stickers will be considered refuse and disposed of by the General Contractor. Crates, boxes and cartons may not be stored behind booth backgrounds. Do not store anything of value in crates going into storage.

Exhibit Dates/Hours
Sunday, July 26, 2009 - 12:00 Noon - 6:45 PM
Monday, July 27, 2009 - 10:00 AM - 4:00 PM
Tuesday, July 28, 2009 - 10:00 AM - 4:00 PM

Security tape placed around the exhibits will be removed starting at 11:50 AM on Sunday, July 26 and 9:50 AM on July 27 and July 28. Please plan accordingly by staffing your booth 10 minutes before the exhibit hall is opened.

As a courtesy to the participants and your fellow exhibitors, it is requested that you open your exhibit on time each morning and staff it throughout the day until the scheduled closing hour. Deliveries or removal of equipment must be made before or after exhibit hours. A pass must be obtained from Exhibit Management to remove any material or equipment prior to Tuesday, July 28 Once the exhibit opens Tuesday morning, nothing may be removed until the exhibit is officially closed at 4:00 PM.

Exhibit Dismantle
Tuesday, July 28, 2009 - 4:00 PM - 8:00 PM

No packing of equipment, literature, etc., or dismantling of exhibits will be permitted until the official closing time. Violators will not be invited to exhibit at future meetings. All exhibits must be packed by 8:00 PM Tuesday, July 28. IMPORTANT: To avoid any damage to your equipment, please remain in your exhibit until crates are delivered and labor is available. Security Staff are appointed; however The Protein Society, FASEB Exhibit Management, the Boston Marriott Copley Place, and Freeman cannot assume any responsibility for loss of or damage to exhibits, equipment, personal belongings, etc.

General Conduct of Exhibits
The following practices are prohibited:

• Noisy electrical or other mechanical apparatus interfering with other exhibitors.
• Operation of x-ray equipment.
• Canvassing or distributing any material outside the exhibitor's own space.
• Sub-leasing of exhibit space.
• The use of billboard advertisements and/or the display of signs outside the exhibit area.
• Publicizing and/or maintaining any extracurricular activities, inducements, demonstrations or displays away from the exhibit area during the exhibit hours.
• Photographing, video taping, or examining another exhibitor's equipment without permission.
• Balloons of any kind.
• Entry into another exhibitor's booth without permission.
• Door drops in hotels.
• Dismantling exhibits and leaving before official exhibit close at 4:00 PM, Tuesday, July 28.

Exhibitors are requested to staff their exhibits with personnel attired in a manner consistent with the decorum of the meeting and knowledgeable in the products and policies of the company. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times. Non-exhibitors may not solicit business from scientific registrants or companies exhibiting.

The use of open audio systems is discouraged. Requests to use an open audio system must be approved by the Exhibit Manager and the exhibitor must agree to discontinue its use if the sound level is deemed to be objectionable to the registrants or adjacent exhibitors.

Location Relative to Other Exhibits
Exhibitors may use the exhibit form to designate their preference for location near other companies or their wish not to be adjacent to or opposite designated companies. These requests will be honored to the greatest extent possible.

Use of Animals
The use of live animals, photographs and other forms of visual display of surgery being performed will not be permitted in exhibit booths.

Use of The Protein Society Name and Logo
The use of The Protein Society name and/or logo is not permitted on signs inside or outside the exhibit area, or on descriptive product literature, EXCEPT reference may be made to the meeting as the "23rd Symposium of The Protein Society" (with place and dates) on the exhibitor's advertising.

Distribution of Giveaways
Exhibitors will be permitted to distribute appropriate promotional material and approved related items from the exhibit booth only. Exhibitors distributing any material outside the booth (hotel lobby area, etc.) will not be invited to exhibit at future meetings. In keeping with the educational purpose of the exhibit program, all such giveaways except literature, must have prior approval of Exhibit Management and must conform to acceptable and professional standards.

Give-away Form