The attendees of the meetings are obstetricians-gynecologists, family physicians, pathologists, gynoncologists, residents, nurse practitioners, and related, licensed healthcare professionals.

The purpose of the exhibit is to allow companies an opportunity to complement the scientific sessions by informing and educating the course participants on the latest developments in equipment, supplies and services that are available.

ASCCP strictly adheres to the ACCME regulations regarding exhibits, which state:

The granting of CME credits, in any category, from an exhibit booth is strictly prohibited.

Exhibits - When commercial exhibits are part of the overall program, arrangements for these shall not influence planning or interfere with the presentation of CME activities.  Exhibit placement shall not be a condition of support for a CME activity;

Commercial Activities During Education Activities - No commercial promotional materials shall be displayed or distributed in the same room immediately before, during, or immediately after an educational activity certified for credit; and,

Commercial Supporters at Educational Activities - Representatives of commercial supporters may attend an educational activity, but may not engage in sales activities while in the room where the activity takes place.  Any representative of a commercial supporter wishing to attend the educational activity may do so at the corporate representative rate, but is strictly prohibited from the sale of and/or discussion of products while attending the educational activity.

CODES AND REGULATIONS
By applying for exhibit space, an exhibitor agrees to adhere to and be bound by ASCCP’s Information and Regulations.

Exhibitors shall not permit others to do anything to the booth or do anything in the facility that will in any way increase the insurance premiums payable by ASCCP or the owners or managers of the facility.

 Exhibitor shall not sublet the booth or any equipment provided by ASCCP, nor shall the exhibitor assign its lease in whole or in part to any party without prior written notice to and approval from ASCCP.

The exhibitor further agrees to adhere to and be bound by 1) all applicable fire, utility, and building codes and regulations; 2) any and all rules and regulations of the facility where the program is held; 3) applicable terms of all leases and agreements between ASCCP and the managers or owners of the facility; and, 4) the terms if any and all leases and agreements between ASCCP and any other party relating to the exhibit. 

DEMONSTRATIONS 
All demonstrations, displays, and audio equipment must be confined to the booth and regulated so as to not disturb neighboring exhibits.

ASCCP shall have the right to exclude or to require modification to any display or demonstration that, in its sole discretion, is considered unsuitable to, or not in keeping with, the character of the exhibition.

FOOD AND DRUG ADMINISTRATION (FDA)
ASCCP requires that all exhibitors must be in compliance with FDA regulations regarding all products or devices regulated by the FDA.

Any mention of product names that are accompanied by information on usage and indications is considered advertising and subject to applicable FDA guidelines.

Exhibitors must also comply with the FDA restrictions on the promotion of investigational and pre-approved drugs, devices, materials and/or products, and of approved drugs, devices, materials, and/or products for unapproved uses.  Information and guidance may be obtained from the FDA’s information line at 1-888-463-6332 or through the FDA Division of Drug Marketing, Advertising and Communications, 5600 Fishers Lane, Rockville, MD 20857; (301) 443-1544.

BOOTH RENTAL RATES
All booths are priced at $1,200.00 each, per Comprehensive or Advanced Colposcopy course unless the Company agrees to guarantee display of equipment at the three Comprehensive Courses.  The exhibit fees are then reduced to $3500 per annum and exhibitors are welcome to exhibit at all four or five annual courses—excluding the Biennial meeting which is run separately.  This fee is for booth space only.  Assignment of booths will be made only when full payment is received by ASCCP.

EXHIBIT DAYS, DATES, AND TIMES
All days, dates and times to visit the exhibits are listed within each ASCCP course brochure.

Breakfast and coffee breaks will be located in the exhibit area with participants visiting exhibits at those times.

SPACE ASSIGNMENT
Whenever possible, space will be assigned according to the exhibitor’s choice, but the final arrangements will be determined by ASCCP.  Booths will be assigned on a first-come, first-served basis. 

Once an application with full payment is received, the Company will be sent a confirmation and all corresponding paperwork regarding shipping instructions and exhibit set-up process.

Please make checks payable to ASCCP, 152 West Washington Street, Hagerstown, MD 21740.  Deposit or receipt of an exhibitor’s funds does not guarantee placement as an exhibitor.  

LOCATION RELATIVE TO OTHER EXHIBITS
Exhibitors may designate their preference in being located near other companies or their wish not to be located adjacent or opposite designated companies.

These requests will be honored to the greatest extent possible in conjunction with assignment priorities and requests for special locations on the exhibit floor.

BOOTH CONSTRUCTION
ASCCP will provide (2) 6’ draped tables, 2 chairs and a wastebasket for use by the exhibitor with 110-electric power to the booth to include a 4-outlet power strip. 

Booth contents may not exceed 8 feet in height, including signs, banners and displays.

SHIPPING INSTRUCTIONS
Materials shipped in advance should be sent directly to the location of the course, but not more than three days prior to the meeting.  The Company will receive instructions regarding shipment and the person to whom the shipment should be addressed upon receipt of the Company’s application and payment for the exhibit space.

INSTALLATION OF EXHIBITS
All exhibit material must be unpacked by 6:00 a.m. on the beginning day of the conference 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. 

CRATE STORAGE
Empty crates, boxes and cartons must be removed from the exhibit area by 6:00 a.m. the beginning day of the conference.  These materials should be nested as much as possible to conserve precious storage space. 

Containers or skids left on the display floor after 6:00 a.m. on the beginning day of the conference will be considered refuse and disposed of.  You are encouraged to store crates, boxes and cartons of a size that will fit beneath the skirted exhibit tables.  Please do not store anything of value in crates that will be placed in storage.

DISMANTLING OF EXHIBITS
Exhibits can be dismantled after the final break or break-out session during which participants will be visiting the exhibit area on the last day.  All exhibits should be packed within 2 hours following the close of the conference.

LIABILITY
ASCCP and the hotel will not be responsible for loss or damage to displays while being brought in or out of the hotel.

In all cases, the exhibitors will assume responsibility for damage of property and accidents and injuries to exhibitors, employees, contractors, or meeting participants.

SECURITY
ASCCP and the hotel assume no responsibility for the safety of property of the occupant of the booth, Company officers, agents, or employees from theft, damage by fire, accident, or other causes.  ASCCP will assure the exhibit room is locked at the close of each day of the exhibit times.

FIRE REGULATIONS
All display material must be flame proof and subject to inspection by the local Fire Marshal.  No illegal, hazardous or flammable fluids or substances may be used or shown in the exhibit area.

RESPONSIBILITY FOR DAMAGE TO PROPERTY
The exhibitor is responsible for any damage to the hotel by company representatives or their exhibit.

No signs or other articles can be affixed, nailed, or otherwise attached to walls, doors, etc., in such a manner to deface or destroy. Likewise, no attachments can be made to the floors by nails, screws or any other devices that would cause damage.  All space is leased subject to these restrictions.

VIOLATION OF RULES AND REGULATIONS
Violation of any of ASCCP’s regulations may lead to immediate shutdown of the exhibitor’s booth, banning of an exhibitor representative, or barring of an exhibitor’s representative at future meetings.  No monetary adjustments will be made for exhibit shutdowns.

CANCELLATION
Notification of an exhibitor’s decision to cancel exhibit space must be submitted, in writing, to ASCCP.

A refund of $1100.00 will be possible only if a cancellation notice is received in writing at least 30 business days prior to the official opening of the meeting.  No refunds will be issued for cancellations received less than 30 days prior to the start of the meeting.

FOR MORE INFORMATION
For additional information regarding postgraduate courses, and/or to provide equipment for exhibit, please contact ASCCP by mail at 152 West Washington Street, Hagerstown, MD 21740, by telephone at (301) 733-3640, by email at lhicks@asccp.org, or visit our website at www.asccp.org.