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Rules and Regulations

The following terms were/will be agreed to by EXHIBITOR at time of application submission.
 

 

Enforcement of Rules

By applying for exhibit space, exhibitor agrees to adhere to all conditions and regulations outlined in this Exhibitor Prospectus on the ASHG Web site. Exhibit Management will monitor conformity with these rules and regulations for the ASHG Meeting. Each exhibitor is granted a terminable license to exhibit, subject to all the rules herein and the general control of ASHG Exhibits Management. If ASHG Exhibits Management determines that any exhibitor has failed to comply with any rules herein or any directive issued to the exhibitor by Exhibits Management, the license may be terminated and the exhibit closed without notice.

 

The ASHG shall have full authority to interpret or amend these rules and its decision is final.


Exhibitors agree to abide by rules and regulations that hereafter may be adopted, which shall be as much a part as though originally incorporated.  All issues not addressed herein are subject to the decision of the ASHG.

 

These rules and regulations have been formulated in the best interest of the exhibitors and ASHG.  The exhibitor understands and agrees that the information contained in the Exhibit Prospectus, Exhibitor Service Kit and the ASHG Rules and Regulations are an integral and binding part of the Exhibit Space Contract, and that providing a digital signature on the online Exhibit Space Application/Contract indicates understanding and agreement to comply with all policies, rules, regulations, terms and conditions in the prospectus, and any others issued by the ASHG regarding the ASHG Annual  Meeting; willingness to abide by the payment policy; acknowledgment of reading ASHG Rules and Regulations; and agreement to distribute them for proper execution to those individuals involved with your company’s exhibit.

 

Interpretation and Amendment

Exhibits Management shall have full power to interpret or amend these rules and its decision is final. The exhibitor agrees to abide by any rules or regulations that may hereafter be adopted by Exhibits Management. Exhibits Management promises its full cooperation for a successful show and will be pleased to work with the exhibitors toward this end.

 

Americans with Disabilities Act (ADA)

The Boston Convention & Exhibition Center (BCEC) strives to meet the needs of all its patrons at all events and is fully ADA compliant. All areas, including restrooms and the Wicked Good Market are accessible. Elevators are located on each level and a limited number of wheelchairs are available at the first aid station at no charge. Special hearing devices can be connected into the BCEC sound system.

 

Compliance with Laws – Boston Convention & Exhibition Center, City of Boston and State of Massachusetts

Per ASHG's agreement with the Boston Convention & Exhibition Center: all contractors, exhibitors, patrons, and invitees must promptly comply with all laws, ordinances, orders, rules, regulations and requirements of all federal, state, municipal and local governments, departments, commissions, boards and officers and to conform in all respects with the City of Boston Fire Department Management Plan for the Facilities.

 

Display Labor

The unpacking, assembling, dismantling, and packing of displays and equipment may be done by full-time employees of an exhibiting company. Exhibitors are allowed to setup and/or dismantle their own booths, provided that they use their own bona fide, full-time employees. It is acceptable for exhibitors to safely use power tools to set-up and/or dismantle their own booths.

 

Electrical Equipment

Electrical equipment must follow the local standards and guidelines. Electrical services are provided exclusively by the Boston Convention & Exhibition Center. More information can be found in the online Service Kit, available June 2013.

 

Event Cancellation

It is mutually agreed that in the event the 63rd ASHG Annual Meeting is cancelled in whole or in part, or the scheduled opening is cancelled or delayed, due to causes that are beyond the reasonable control of ASHG, such as disasters, strikes, earthquakes, flood, civil disturbances, acts of God, acts of terrorism, health warning, advisory or directive, epidemic, pandemic,  governmental regulations or any other circumstance beyond the control of ASHG or the Boston Convention & Exhibition Center that make it impossible or impractical to open or continue the event, then and thereupon the contract between the exhibiting company and the ASHG will automatically be terminated and the exhibiting company hereby waives any and all claims against ASHG for damages, reimbursement, refunds or compensation.

 

Exclusive Services 

The BCEC is the exclusive provider of the following services: food & beverage, cleaning, medical, business center, coat check, electrical, telephone, Internet, plumbing and the supply of compressed airs and gases, the use of the house sound system, rigging, the operation of ground-supported crank-ups, and the operation and provision of lifts for theatrical purposes.
 

Exits

For your safety, exit doors may not be obstructed. Exit doors shall not be locked, blocked or held open.


Nothing shall be placed within 20 feet of a means of egress doorway. Exit signs shall not be obstructed from view by booths, decorations, other objects or hanging materials. The Boston Convention & Exhibition Center requires a number of freight-free aisles and egress aisles within the Exhibit Hall. They are marked clearly on the floor plan.

 

Facility Structure

Exhibitors may not engage in any of the following:

  • Rigging of cable/hanging devices or affixing any materials to the ceiling, electrical buss ducts and conduits, on sprinkler pipes, ventilation equipment, windows, columns or any other physical structure at the BCEC is strictly prohibited.

  • Exhibitors shall not cause or permit any nails, staples, hooks, tacks, screws, or the like to be driven into the facility structure (including, but not limited to, any wall, ceiling, column, stone, window, drape, painted, carpeted or concrete surfaces) of the premises.

  • Exhibitors shall not erect any decorations or use adhesive materials, including tape that can deface the walls, ceilings, floors, facilities, and equipment contained on the premises.

  • Walls, floors, ceilings, or other areas of the facility or its furnishings or fixtures are not to be painted or have permanent coverings applied.
     

Giveaways, Raffles, & Drawings

Giveaways, prize contests, raffles, lotteries, drawings, and games of chance are permitted during exhibit hours. All drawings must be held off the Exhibit Hall floor and be approved by Exhibits Management. Prizes must be educational in nature, or must be appropriate for use in the attendees’ place of work, the meeting, or travel. See “Industry Regulations and Guidelines” directly below to ensure compliance for any outside agencies.

 

Distribution of candy is limited to individually wrapped items less than 1 oz. each, i.e. mints and fun-size candies. Items larger than this will be subject to a buy-out fee from Levy Restaurants, the exclusive caterer for the BCEC. For additional guidelines on food and beverage on the Exhibit Hall floor, please see “Food & Beverage on the Exhibit Hall Floor” in the Rules and Regulations portion of the online prospectus.

 

All requests must be submitted via the Booth Promotion Form to ASHG Exhibit Management for approval by October 11, 2013.   Any exhibitor found conducting prize contests, giveaway contests, raffles, lotteries, drawings, and games of chance that have not been approved by Exhibits Management will be required to cease immediately.

 

Hand-Carry Policy

For the convenience and safety of exhibitors and patrons, all freight and material handling must enter and exit the facility through the loading dock. Exhibitors will be allowed to hand carry one item, one time, in or out of the facility without having to access the loading dock. (Hand-carried freight is defined as one item that can be easily carried by an individual, without the need for dollies or other mechanized equipment.)
 

BELL PERSONS / COURIERS
Bell persons from surrounding hotels, as well as couriers, are not allowed in the building, nor are they allowed on the show floor. Deliveries must arrive at the loading dock area to be moved by union laborers or received by union laborers at the doors. Bell persons and couriers are expected to honor our no-tipping policy, while on BCEC property.
 

 

Industry Regulations and Guidelines

ASHG’s Annual Meeting offers CME credit to its attendees, and as such, must maintain appropriate delineation between commercial and educational endeavors.

 

It is the responsibility of exhibitors to ensure adherence to applicable guidelines and regulations such as PhRMA’s Code on Interactions with Healthcare Professionals. With a few exceptions, ASHG leaves the practice of giveaways and booth content/display to each exhibitor’s discretion, based on the determinations of their legal and regulatory departments. See the following links for additional information on current specialty codes:

Advanced Medical Technology Association (AdvaMed)
Code of Ethics on Interactions with Health Care Professionals
http://www.advamed.org/MemberPortal/About/code/

 

American Medical Association (AMA)
Opinion 8.061 Gifts to Physicians from Industry
http://www.ama-assn.org/ama/pub/physician-resources/medical-ethics/code-medical-ethics/opinion8061.shtml

 

Council of Medical Specialty Societies (CMSS)
Code for Interactions with Companies
http://www.cmss.org/uploadedFiles/Site/CMSS_Policies/CMSS%20Code%20for%20Interactions%20with%20Companies%204-19-10.pdf

 

Food and Drug Administration (FDA)
Guidance Documents for FDA-Regulated Products
http://www.fda.gov/RegulatoryInformation/Guidances/default.htm

 

Department of Health and Human Services – Office of Inspector General (OIG)
Compliance Program Guidance for Pharmaceutical Manufacturers
http://oig.hhs.gov/authorities/docs/03/050503FRCPGPharmac.pdf

 

Pharmaceutical Research and Manufacturers of America (PhRMA)
Code on Interactions with Healthcare Professionals
http://www.phrma.org/code_on_interactions_with_healthcare_professionals

See Massachusetts Rules on Pharmaceutical and Medical Device Company Code of Conduct, below.

 

Fire and Safety Requirements

All exhibitors and their service contractors must comply with all applicable Federal, State, and municipal laws, operating guidelines and all other rules and requirements of City of Boston Police and Fire departments or any other municipal authorities, including local fire and building codes that apply to public assembly facilities. It is the exhibiting company’s responsibility and duty to be aware of all fire and safety requirements during your tenure as an exhibitor. All pertinent policies will be included in the Service Kit.

Exhibition booths shall be constructed of noncombustible or limited-combustible materials. Curtains, drapes, banners, decorations and acoustical material (including but not limited to cotton, hay, paper, straw, moss, split bamboo and wood chips) must be flame-retardant treated and submitted to the Boston Fire Department Chemist for approval. Material that cannot be treated for flame retardancy shall not be used.

Exhibitors are prohibited from covering displays with drop cloths, sheets, table cloths or other non-flame resistant material.

 

The following items are fire hazards and are prohibited for use in the BCEC:

  • Compressed flammable gases
  • Pyrotechnics, flammable/combustible liquids, hazardous chemicals/materials, blasting agents and explosives
  • Untreated mulch and Spanish moss or similar vegetation
  • Untreated hay or straw
     

Fire Fighting Equipment

Fire extinguishers are located on each of the support columns in the Exhibit Hall area and on the perimeter walls. All brackets are 40 inches (102 cm) from the floor. Support column fire extinguishers are primarily mounted on the northwest quadrant. Fire extinguishers on the support columns along the north end of Hall A, and those on the south side of the air walls, are mounted on the southwest quadrant. General Service Contractors (GSC) and exhibitors are required to maintain a minimum unobstructed path of no less than 48 inches (122 cm), 24 inches (61 cm) on center for fire extinguishers.

Fire extinguishers shall not be removed or temporarily relocated. Anyone found responsible for moving, removing or blocking fire safety equipment is subject to a fine.
 

Flame-Retardant Treated Materials

The following rules apply regarding flame-retardant treatments:


1. All decorations, drapes, signs, banners, acoustical materials, hay, straw, moss, split bamboo, plastic cloth, and similar decorative materials shall be flame-retardant to the satisfaction of the Boston Fire Department and State Fire Marshal.
2. Combustible materials, ⅜ inch or more in thickness, glass or asbestos cloth may be used without flame-retardant treatment.
3. The use of oilcloth, tarpaper, sisal paper, nylon, Orlon®, and certain other plastic materials that are not flame-retardant, is prohibited.
4. Table coverings used in Exhibit Halls must be flame-retardant treated, unless they lie flat, and have an overhang of no more than six (6) inches.
5. All materials must be certified by the Boston Fire Department within six (6) months of the event. The Boston Fire Department does not accept certificates from other jurisdictions. Materials may be sent directly to the Boston Fire Department for testing.
6. The City of Boston Fire Code prohibits the use of:
• fabric attached to a ceiling or used to cover any portion of an exhibit.
• carpet on ceilings, walls, seating products, or as decorative material.

 

Flammable Materials, Liquids and Compressed Gas

No flammable materials, such as bunting, tissue paper, crepe papers, etc., will be permitted to be used for decorations and all materials used for decorative purposes must be treated with flame-proofing and be in accordance with the Operator’s Fire and Safety Rules and Regulations.

 

The use or storage of any flammable or combustible liquids, propane or liquefied petroleum gas cylinders, dangerous chemicals or hazardous materials are strictly prohibited. All appliances fired by natural gas shall be approved by the appropriate authorities. No open flame devices, lanterns or candles are permitted. Spray paint or aerosol containers are prohibited.

 

Explosives, including the performance of live pyrotechnic or fireworks displays are prohibited.

 

Floor Resistance Capacity

Load capacity for halls A-B is 400 lbs. per square foot. Large machines and/or equipment should not be placed over floor ports.

 

Food & Beverage on the Exhibit Hall Floor

Exhibitors may have food and beverage on the Exhibit Hall floor, provided that the items being distributed are appropriate for the space. For example, companies in 10' x 10' booths may provide “grab and go” items such as bottled water, sodas, fruit, bags of chips, etc. It would not be appropriate for a 10' x 10' booth to have an espresso machine, as lines can form and block aisles. Island booths may provide services such as espresso or coffee machines, provided there is space to accommodate any lines or crowds. All food and beverage must be approved by Exhibits Management via the Booth Promotion Form, and all food and beverage must be ordered through Levy Restaurants, the exclusive caterer for the Boston Convention & Exhibition Center. Forms can be found in the Service Kit, beginning June 2013.

 

Please note that alcohol is not permitted to be served on the Exhibit Hall Floor by exhibitors during most exhibit hours.

Alcohol is permitted ONLY during the Opening Networking Reception on Wednesday, October 23 from 4:30 pm – 6:00 pm.
 

 

Helium Balloons

At no time are exhibitors allowed to bring helium balloons into the facility. Helium tanks may not be brought into the BCEC. All air and gasses must be ordered through the convention center.

 

Liability and Insurance

It is the sole responsibility of the exhibitor for any damages, claims, losses, liabilities or expenses arising from any injury to any person or property that arises out of or is in any manner connected with the exhibitor’s participation in the ASHG Annual Meeting, including its indemnity obligations herein.

 

Exhibitor acknowledges that American Society of Human Genetics, Exhibits Management, Freeman and The Boston Convention & Exhibition Center do not maintain insurance covering Exhibitor's property or activities and that it is the sole responsibility of Exhibitor to obtain insurance covering all risks and perils.

 

Exhibitor is required to maintain general public liability insurance in an amount sufficient to cover such obligations, including show cancellation insurance. Exhibitor acknowledges and agrees that it will obtain, at its own expense, any and all licenses or permits to comply with all local, state and federal laws, ordinances and regulations for any of its activities in connection with the ASHG Meeting.

 

Execution by exhibitor of the online Exhibit Space Application is the agreement of exhibitor to protect, indemnify, defend and hold harmless the American Society of Human Genetics, Exhibits Management, Freeman, the Boston Convention & Exhibition Center, and their respective employees and agents against all claims, losses, and damages to persons or property, governmental charges or fines, and attorneys' fees arising out of or caused by exhibitor's installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the parties referred to above.

 

In no event shall the American Society of Human Genetics be liable to exhibitor for any loss of business, business opportunities, or for any other type of direct or consequential damages alleged to be due under any claim. Exhibitors do not need to provide a copy of such liability to ASHG unless requested.

 

In general, it should be understood that exhibitors are expected to leave the Boston Convention & Exhibition Center in the same condition in which they found it and should not make or attempt alterations of any kind without express written permission of Exhibits Management and the Boston Convention & Exhibition Center. Exhibitor assumes entire responsibility for its property and activities while participating in the ASHG Annual Meeting.

 

Lighting

Flashing lights, strobes, and other distracting elements are not permitted regardless booth size.

 

Massachusetts Rules on Pharmaceutical and Medical Device Company Code of Conduct

Under Massachusetts General Law, Chapter 111N, and implementing agency rules issued by the Massachusetts Department of Public Health (“DPH”), Massachusetts currently has a Pharmaceutical and Medical Device Manufacturer reporting system and code of conduct that applies to certain sales and marketing activities to physicians and other health care practitioners (the “Mass. Law”).

The stated purposes of the Mass. Law are to benefit patients, enhance the practice of medicine, and to ensure that the relationship between pharmaceutical or medical device manufacturers and health care practitioners does not interfere with the independent judgment of health care practitioners or compromise companies’ legitimate confidentiality interests in protecting trade secrets and other intellectual property rights associated with genuine medical research, clinical trials, and the discovery of new treatments and medical devices.

The Mass. Law is intended to follow in large part the voluntary trade association codes of conduct on interactions with health care professionals (the PhRMA Code and AdvaMed Codes established by the pharmaceutical and medical device industries). The Massachusetts law sets these voluntary trade association codes as the minimum standards expected in interactions between pharmaceutical and medical device manufacturing and distribution companies (PMDMCs) and Massachusetts licensed physicians and other practitioners who can prescribe medications to patients.

 

Revisions to the law were made in 2012. The revisions consist mainly of the allowance of pharmaceutical and medical device companies to provide healthcare providers with modest meals. Discussion of these amendments can be found: http://www.jdsupra.com/legalnews/massachusetts-gift-ban-law-emergency-45563/ and

http://www.policymed.com/2012/11/massachusetts-pharmaceutical-and-device-manufacture-code-of-conduct-final-2012-revisions.html

Please also note that the 63rd Annual Meeting of the American Society of Human Genetics is accredited by the ACCME, and therefore may be supported by pharmaceutical and medical device companies under these regulations.

It is always recommended to check with your company’s legal and regulatory team on questions regarding any healthcare law.
 

Material Handling

 

Work rules require that the official material handling contractor (Freeman) off-load all equipment and display material from commercial carriers/common carriers or van lines. The use of fork trucks, pallet jacks and lift gates are permitted only by personnel of the official material handling contractor.
 

Exhibitors are allowed to perform their own material handling, providing all of the following criteria are met:

  • Exhibit personnel performing the work must be bona fide, full-time employees (authorized personnel) of said company.

  • Exhibitors may choose to off-load from a company-owned truck or rental vehicle, or from a car, van or truck owned by personnel of the company provided the vehicle is co-owned or rental vehicles must be less than 24 feet in length.

  • Exhibitors may use only hand-operated equipment, which they have provided; two-wheeled hand trucks and four-wheeled flat trucks are permitted as well.

 

PARKING ON LOADING DOCK LIMITED TO 30 MINUTES
Exhibitor staff members parking on the loading dock and displaying their loading dock parking pass on the dashboard of the motor vehicle for the purposes of unloading cargo have a limit of 30 minutes in order to do so. Exhibitor staff remaining in the loading dock area beyond the 30 minute limit and/or who do not properly display a valid loading dock parking pass, subject themselves to towing at the vehicle owner/operator’s risk and expense.

 

Non-exhibiting Companies

Companies that are not contracted to exhibit, including their personnel, agents, and contractors, will not be permitted in the Exhibit Hall at any time.  Non-exhibiting companies and their representatives will not be allowed to display or demonstrate any services or products in the convention center or any hotel in the ASHG housing block.

 

Non-exhibitors may not solicit business from scientific registrants or contracted exhibiting companies, nor will their materials be accepted for distribution on-site or in the meeting hotel blocks.
 

Photography/Video Policy

Photographing or videotaping (including camera phones) any exhibit booth other than ones own contracted booth is strictly prohibited. An exhibit booth and/or product(s) may be photographed or videotaped only with the expressed permission of the contracted exhibitor of that booth.

Photography in session rooms and of posters is not permitted.

 

Security

ASHG hires security personnel to check badges of individuals entering the Exhibit Hall and to guard the Exhibit Hall during non-exhibiting hours. However, the ASHG, the Boston Convention & Exhibition Center, Freeman and the security company will not be liable for any losses of any materials or items taken from the Exhibit Hall or from the Boston Convention & Exhibition Center.

 

Exhibitors are encouraged to take all appropriate measures to safeguard their displays and equipment.

Security Tips

 

  • Have a booth representative check your freight as soon as it arrives to verify the condition of the freight and receipt of complete shipment.
  • During setup, do not unwrap expensive items and giveaways and leave for lunch. Secure all items if you leave the area.
  • If you must leave during show hours and you are the only person manning your booth, ask a neighboring exhibitor to watch your booth until you return.
  • The second highest number of thefts occurs during move-out.  When the show closes, secure you valuables and label your shipping containers correctly.  Shrink wrap small boxes and containers together.
  • Stay with your freight until it is removed by the service contractor.

 

Theft is a crime of opportunity!  If you have it, chances are, someone else wants it!

 

During the Show

 

  • Please secure all laptop computers, PDAs, mobile phones and any other small electronic equipment, in a way that will prevent theft.  Never leave these items unattended, even for a moment.
  • Please report anything missing or out of the ordinary to security or show management in the Exhibit Management Office.
  • Any losses from your booth space are the liability of the exhibiting company and its representatives.
  • Please wear your badge at all times.  Badges will be checked by the security guards.
  • Please request badges for any additional representatives at the Exhibit Registration desk. No one is allowed to enter the exhibit floor without a badge.  Everyone without a badge will be stopped by the guards until someone from your company can verify that they know the person in question.

Sound Restrictions

The use of open audio systems is discouraged. Requests to use an open audio system must be approved in advance of the meeting by ASHG Exhibit Management. Noise must not disturb other exhibitors. Computers and television screens using audio/visual may be placed in booth provided that screens and receivers are placed in the rear of inline booths and the center of island booths to eliminate noise and congestion in the aisles and provided the sound is held at a low level. Speakers and other sound devices must be positioned so sound is directed into the booth rather than into the aisle.

 

ASHG reserves the right to determine at what point sound constitutes interference with others and whether it must be discontinued.

 

Smoking

Smoking and the use of advertising of cigarettes or tobacco products is prohibited in the convention facilities.

 

Storage of Crates and Boxes

Empty crates, boxes and cartons must be removed, or ready to be removed, from the exhibit area at 5:00 pm, Tuesday, October 22, 2013. Cartons, crates and packing materials should be nested as much as possible. Do not store anything of value in crates going into storage. "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 Freeman Exhibitor Service Desk in the Exhibit Hall. Containers or skids without "Empty" stickers will be considered refuse and disposed of. Access to storage will be available through Freeman and arrangements may be made at the Exhibitor Service Desk in advance of containers being sent into empty storage.


Crates, boxes and cartons may not be stored behind booth drapes or backgrounds. Both ASHG and the BCEC will enforce this rule.
 

Use of Animals

The use of live animals, photographs, videotapes or any other form of visual display of surgery being performed is not permitted in exhibit booths

 

Use of ASHG Name and Logo

The use of the 63rd Annual Meeting of the American Society of Human Genetics (ASHG) name and logo are prohibited on signs or descriptive product literature inside or outside the exhibit area. However, reference may be made to the meeting as the ASHG Annual Meeting that includes place and dates on the exhibitor's advertising or convention giveaways.

 

Violations

As a condition of participation in the ASHG exhibition, each exhibitor, its representatives, and agents hereby agrees to and abides by all rules and regulations set forth in the Exhibitor Prospectus, Exhibitor Service Kit, and all other correspondence of ASHG, its contractors/agents, and the Boston Convention & Exhibition Center. 

 

Violation of any of these regulations on the part of the exhibitor, his employees or agents, shall annul the right to occupy the contracted booth space and such exhibit will forfeit to ASHG management all monies, which may have been paid.  ASHG will neither refund the booth fee(s) paid nor pay for exhibitor losses of any kind.

 

In the event of a violation, Management may shut down and take possession of the space occupied by the exhibitor, and may remove all persons and goods at the exhibitor’s risk.  The exhibitor shall pay all expenses and damages, which Management may incur in the process. ASHG reserves the right to remove any exhibit or exclude from future exhibition participation if, in ASHG’s opinion, the exhibitor disregards or refuses to observe ASHG policies or instructions.

 

X-Ray Equipment

Operation of X-ray equipment is prohibited. 

 

 


 

 

 

Contact Meeting Management

 

The American Society of Human Genetics, Incorporated | 9650 Rockville Pike, Bethesda, Maryland 20814
society@ashg.org • 1-866-HUM-GENE • (301) 634-7300
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