- Annual Meeting
|2018 Exhibitor and Sponsor info|
Reserve your space
The right people in the right place
General exhibitor information
Benefits of exhibiting
Exhibitor contact information
Booth rental fees
Exhibit fees are based on $35.00 per square foot (in US dollars) for in-line, non-island booths. For island booths that are 20' x 20' or larger, exhibit fees are based on $37.00 per square foot (US dollars). The smallest booth space available is 10' x 10'.
Included in booth rental fee:
Please note: Complimentary badges are not provided to SCCT Partners
Research Row Rental Fees
Tabletop displays are available to research trials only for a fee of $750 per tabletop display. As an exhibitor, you will have the opportunity to meet physicians face-to-face to discuss your research trial, its objectives, and opportunities for participation.
Included in Tabletop Rental Fee
All exhibitors are welcome to attend all SCCT2018 program activities, except for the pre-program sessions on Wednesday, July 11 and Thursday, July 12, 2018.
Please Note: Continuing Medical Education (CME) credit will not granted to exhibitors. Exhibitor personnel may attend CME program activities and obtain credit by registering and paying the full SCCT2018 meeting registration fee.
(July 9 is the last day freight can arrive in advanced warehouse with guarantee of delivery to booth exhibitor move-in)
Agreement to the Rules and Regulations
The following rules and regulations governing the Exposition under the auspices of the Society of Cardiovascular Computed Tomography (SCCT) are part of the Exhibit Space Application & Contract and constitute a binding contract between the Exhibitor and SCCT. They have been formatted in the best interest of the Exhibitor, and we ask full cooperation of the Exhibitor in their observance. Any detail not speciﬁed is subject to decision by SCCT.
Enforcement of Rules and Regulations
As a condition for exhibiting, each exhibitor shall agree that they, their employees and their agents will observe all SCCT policies and regulations as described in the prospectus. SCCT reserves the right to restrict and/or dismiss at any time any exhibit that SCCT deems undesirable. Any exhibitor who begins dismantling or packaging their exhibit and/or exhibit materials prior to the oﬃcial close of technical exhibits may not be permitted to participate in future SCCT expositions.
Appearance of exhibits
Any part of a booth that has unfinished sides or end panels must be draped at the exhibitor's expense. A booth must lend itself to an attractive appearance. Meeting Management reserves the right to have such finishing done at the exhibitor's expense. The Exhibit Hall is carpeted; additional floor covering is not mandatory but it is available.
The backs of booths may not be more than 8' high, and sides may not exceed 3' high. All in-line booths will be provided with an 8' high back wall drape, 3'high side drapes, and a standard booth sign with company name.
Overstatement in design should be avoided. Exhibits must be constructed in compliance with the Americans with Disabilities Act of 1991. An island booth may extend to all outer edges of the booth space, but the design of the booth must allow accessibility from all four aisles and suﬃcient see-through areas so as not to block the view of the adjacent exhibits. All building materials including those that are “see-through”or“sheer,” such as glass or fabric, will be considered as potential visibility blockers when SCCT reviews island ﬂoor plans. All island booths are required to submit a blueprint and/or photograph of the booth design by May 5, 2018.
Research Row tabletop displays
A research trial may attach a banner up to 6' wide to the front of the table. Backdrops and freestanding banners are not permitted.
Each exhibitor agrees to protect, indemnify, and hold harmless SCCT, Shepard Exposition Services, Gaylord Texan Resort and Convention Center and their oﬃcers, directors, agents and employees from any claims, liability, damages or expenses asserted against them or incurred by them as a result of or in connection with, any loss of or damage to property, or injury to persons resulting from, arising out of or in anyway connected with negligence, wrongful acts, or breach of contract by the exhibitor, its agents, or employees. Exhibitors are encouraged to insure themselves against property loss or damage and against liability for personal injury.
It is further understood and agreed that SCCT shall in no event be liable to an exhibitor for any loss of proﬁts, sales, business opportunities, or any other type of director consequential damages alleged to be due from breach of this contract. It is understood and agreed that the sole liability of SCCT to any exhibitor for any breach of this contract shall be for the refund of all amounts paid by the exhibitor pursuant to this contract as an exclusive remedy.
The exhibitor shall, at its sole cost and expense, procure and maintain, throughout the term of the contract for exhibit space, comprehensive general liability insurance against claims of bodily injury or death and property damage occurring in, upon or resulting from the premises leased. The general liability insurance shall name SCCT, Shepard Exposition Services, and Gaylord Texan Resprt and Convention Center as additional insureds. Such insurance shall include contractual liability and products liability coverage with the combined and single limits of liability of not less than $1,000,000. The exhibitor shall be required to provide SCCT with said certiﬁcate of insurance indicating the appropriate insurance coverage by May 5, 2018.
Application for space
The application for space and the official notice of assignment constitute a contract for the rights to use the space allotted. A completed application for space with deposit and all requested information must be received by mail or email:
Exhibit booth representation
Booths must be kept open and staﬀed daily during scheduled exhibit hours by exhibitor’s staﬀ. Breaking down or packaging up of materials earlier than 5:45pm, Saturday, July 14, 2018, is prohibited.
Audiovisual and sound
Audiovisual and other sound eﬀects must be regulated so that they do not disturb neighboring exhibits. SCCT reserves the right to determine the point at which sound interferes with others and must be discontinued.
Exhibitor-sponsored hospitality functions and private meetings must not conﬂict with any scheduled conference activities and must be approved by SCCT. Additional fees apply. Contact SCCT for more details.
Printed material distribution/canvassing
Canvassing in any part of the facilities utilized by SCCT is strictly prohibited and anyone doing so will be requested to leave the building. Distribution of advertising or printed material by an exhibitor outside of the exhibitor's allotted space will not be permitted.
Selling of products and services
The purpose of exhibiting is to further the education of meeting attendees through product and service displays and demonstrations. Sales and order taking are permitted provided all transactions are conducted in a manner consistent with the professional nature of the meeting. No signage or product price will be allowed. SCCT reserves the right to restrict sales activities that it dee,s inappropriate or unprofessional.
Educational events in exhibit booths
Exhibiting companies must inform SCCT, in writing, of all educational events offered in their exhibit booths. Notification letters must include a description of the event identifying content, date, time, format, and names of physicians involved in the delivery of the educational content.
Subletting of exhibit space
Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them. Nor shall they exhibit or permit to exhibit in their space any merchandise or advertising materials that are not part of their own regular products or services.
SCCTreservestherighttoalterlocationsof exhibitsasshownontheoﬃcialﬂoorplan, ifitisdeemedtobeadvisableorinthebest interestsoftheAnnualScientiﬁcMeeting.
Americans with Disabilities Act
Each exhibitor shall be responsible for compliance with the Americans with Disabilities Act of 1991 within their assigned exhibit space.
Cancellation of exposition
In the event of cancellation of the SCCT2018 exposition due to fire, strikes, governmental regulations, or causes that would prevent the scheduled opening or continuance, then and there upon, exhibitors and SCCT have no further obligations to each other, and SCCT management shall determine an equitable basis for the refund of such portion of exhibit fees as is possible, after due consideration of expenditures and commitments already made.
Conditions of contract to exhibit
Exhibitors agree to abide by the conditions of the contract stated in the SCCT2018 exhibitor prospectus. Exhibitors accept responsibility for informing all of their employees of these conditions and agree that they will abide by them also.
The purpose of the SCCT exposition is to allow companies an opportunity to meet one-on-one with healthcare professionals to inform them of the latest developments in equipment, supplies, technology, and services available. Adherence to the Accreditation Council for Continuing Medical Education (ACCME) Standards for Commercial Support is mandatory. Standard 4.1 states, Arrangements for commercial exhibits or advertisements cannot inﬂuence planning or interfere with the presentation, nor can they be a condition of the provision of commercial support for CME activities. Standard 4.2 further states that Live (staﬀed exhibits, presentations) or enduring (printed or electronic advertisements) promotional activities must be kept separate from CME.
a) Exhibit fees are separate and distinct from educational grants. (They are not considered commercial support.)
b) Exhibit fees are set by SCCT for each activity prior to solicitation and are standardized for that activity; SCCT may set diﬀerent fees for industry, not-for-proﬁt organizations/foundations and publishers; potential exhibitors will have equal access to purchasing exhibits pace (ﬁrst-come,ﬁrst-served basis).
c) All exhibitors will be situated in a room or area separate from educational activities, and the exhibits must not interfere or in anyway compete with the learning experience prior to,during,or immediately after the activity.
d) Commercial interest (pharmaceutical/industry )representatives may attend CME/CE activities at the discretion of SCCT for the direct purpose of the representatives' own education; however, they may not engage in sales or marketing activities while in the space or place of the educational activity. If a representative wants credit for attending the course, he/she must pay the full SCCT2018 meeting registration fee. Complimentary attendance will not be linked to oﬀering commercial support.
ACCME Standard for Commercial Support 4.1.
Exhibitors are reminded of the Food and Drug Administration (FDA) regulations on the promotion of investigational and pre-approved drugs and devices. Exhibitors are also cautioned about FDA prohibition of promoting approved drugs for unapproved purposes.
Exhibitors must comply with the standards established by the Accreditation Council for Continuing Medical Education (www.accme.org), the American Medical Association's Ethical Opinions on Continuing Medical Education and Gifts to Physicians (www.ama-assn.org), the Food and Drug Administration regulations regarding industry-supported scientiﬁc and educational activities (www.fda.gov), the revised PhRMA Code on Interactions with Healthcare Professionals (www.phrma.org), and the revised AdvaMed Code (www.advamed.org).