Terms for Exhibitors

General Terms | Payment Terms | Terms for Booth Assignment | Other Decennial 2020 Exhibit Policies | SHEA Standards for Interactions with Commercial Industry Organizations | Specific Commercial Industry Relations Guidelines

General Terms

Definition of Decennial 2020
The 6th Decennial International Conference on Healthcare Associated Infections (Decennial 2020) is a premier event and opportunity to collaborate, learn, and chart a course toward prevention. This year’s Conference theme is a ‘Global Solution to Antibiotic Resistance in Healthcare.’ The Conference is Co-hosted by The Society for Healthcare Epidemiology of America (SHEA) and the Centers for Disease Control and Prevention (CDC). The Conference Partnering Societies include the Infectious Diseases Society of America (IDSA) and the Association for Professionals in Infection Control and Epidemiology (APIC). The Conference will be held in Atlanta, GA from March 26 – 30, 2020 at the Atlanta Marriott Marquis.

Eligibility for Exhibiting
All companies and organizations with products or services directly related to the field of healthcare epidemiology, infection prevention, outbreak management, antibiotic resistance and stewardship and general infectious diseases are welcome to exhibit. Decennial 2020 reserves the right to determine eligibility. Market research companies are welcome to exhibit provided they submit a letter of authorization from a sponsoring company.

Cancellation of Exhibit
If Decennial 2020 is cancelled due to fire, power outages, strikes, acts of war, acts of God, or other causes that would prevent Decennial 2020 from continuing the meeting, Decennial 2020 and exhibiting companies will have no further obligation to each other. After considering expenses and obligations, Decennial 2020 will issue a partial refund to exhibiting companies.

Contract for Space
The electronic signed application for exhibit space and the deposit for rental charges constitute a contract for the rights to use the space allotted.

Contract/Application
Please complete the online application and submit a 50% deposit for the exhibit rental charge within 60 days of application submission. The remaining balance must be paid on or before January 17, 2020. If full payment is not received by this date, space can be reassigned or sold. 

Enforcement of Rules and Regulations
The exhibiting company has a terminable license to exhibit. If an exhibitor fails to comply with any rules or regulations of Decennial 2020, the license to exhibit may be terminated and the exhibit closed without notice or refund. Decennial 2020 reserves the right to adopt, interpret, or amend these rules and regulations.

Fire and Electrical Regulations
All exhibiting companies must comply with local, state, and federal fire and electrical regulations and safety rules. Additional information will be provided in the Exhibitor Service Manual.

Food and Drug Administration
Exhibitors with products regulated by the Food and Drug Administration (FDA) must comply with FDA guidelines and restrictions. For more information, contact the FDA Division of Drug Marketing.

Insurance
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 or upon or resulting from the premises leased. The general liability insurance should recognize the Society of Healthcare Epidemiology of America (SHEA) as an additional insured. 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, at its sole cost and expense, procure and maintain throughout the term of this contract worker’s compensation and occupational disease insurance in full compliance with all federal and state laws governing all of the exhibitor’s employees engaged in the performance of any work for the exhibitor. The exhibitor shall obtain and shall furnish upon the request of exhibit management a certificate of insurance evidencing the required insurance.

Liability
SHEA will not be responsible for any loss, injury, theft, or damage of any kind to any of the exhibiting company’s employees or property. The exhibiting company shall hold harmless SHEA, Atlanta, GA, USA, the Atlanta Marriott Marquis, and their respective employees, agents, and contractors against all claims, fines, liabilities, thefts, injuries, and damages of any kind to persons or property. If SHEA is held liable for an exhibitor’s action or inaction, the exhibitor shall reimburse SHEA for all expenses and hold SHEA harmless from any liability.

Market Research
Market research companies are welcome to exhibit provided they submit a letter of authorization from a sponsoring company. The sponsoring company is responsible for the conduct of the market research firm. As with other exhibitors, market research companies may not vacate their booths until the end of the exhibition. Surveys must be conducted within the confines of the booth assigned.

Non-Contracted Exhibit Space
Any person, firm, or organization not having contracted with Decennial 2020 for the occupancy of space in the exhibit hall will not be permitted to display or demonstrate any products, processes, or services; solicit orders; or distribute advertising materials in the main Conference hotel or in any hotels used by Decennial 2020 to house registrants. Any noncompliance with this regulation will result in the prompt removal of the offending person and property from the area. No exhibits will be allowed in hotel rooms.

No-Smoking Policy
The Atlanta Marriott Marquis is a non-smoking facility.

Subletting/Sharing of Space
Subletting or sharing of space is not allowed at any time.


Payment Terms

Payment Information 
A deposit of 50 percent of the total exhibit rental charge for Decennial 2020 must accompany the electronic application within 60 days of application submission. Applications not accompanied by at least a 50 percent deposit will not be processed. The remaining balance must be paid on or before January 17, 2020. If full payment is not received by this date, space can be reassigned or sold.  

Method of Payment
The preferred method of payment is by company check made payable to SHEA in U.S. funds drawn on a U.S. bank. Companies paying by check will not incur the credit card fee of 3%.  SHEA also accepts MasterCard, Visa, American Express and Discover. 

Cancellations and Refund Policy
Exhibiting companies that cancel their exhibit space must provide written notice to Decennial 2020.  Refund rules for exhibit rental charges:

  • 100 percent if cancelled by October 1, 2019
  • 50 percent of the total exhibit rental charges if cancelled between October 2 and January 17, 2020
  • 0 percent if cancelled after January 17, 2020
  • All refunds, regardless of original payment method, will be made by check.  Allow 4-6 weeks for refund.

Terms for Booth Assignment

Acceptance of Assignment
Exhibiting companies must inform Decennial 2020, in writing, within one week of receiving their assignment if it does not meet their needs. Decennial 2020 will try to accommodate all requests.

Assignment of Space
The Decennial 2020 assigns space as on a first-come, first-served basis.  Decennial 2020 reserves the right to revise the floor plan to meet the needs of the majority of exhibiting companies.

Booth Relocation
Decennial 2020 avoids relocating booths. If such a move becomes necessary, Decennial 2020 will explain the situation to the exhibiting company. If the new assignment is unacceptable, the exhibiting company must inform Decennial 2020 in writing within one week of the assignment.

Late Assignments
After October 1, 2019, Decennial 2020 will continue to sell space if it is available. All other deadlines remain in effect.

No-Shows
Exhibiting companies that reserve booth space and do not provide Decennial 2020 with a written explanation of their inability to exhibit or fail to arrive by 4 p.m., March 26, 2020, will forfeit the entire cost of the booth space, and may lose the opportunity to participate in future Decennial meetings.

Denial of Booth Space
Decennial 2020 and its affiliates reserve the right to deny a booth application for any group for any reason.  If payment was received with the denied application, an immediate refund will be issued to the exhibiting company who was denied space.  Please allow 4-6 weeks for refund by check.


Other Decennial 2020 Exhibit Policies

Use of Decennial 2020 Name and Logo
Decennial 2020 does not allow other companies or organizations to use the meeting’s logo, nor does it allow the use of the Society for Healthcare Epidemiology of America (SHEA), the Centers for Disease Control and Prevention (CDC), Infectious Diseases Society of America (IDSA), and the Association for Professionals in Infection Control and Epidemiology (APIC) names or logos, unless the use is for a product or service that one of the aforementioned organizations sponsors or co-sponsors. 

SHEA must review and provide written approval for any products or materials featuring the Decennial 2020 name, logo, or theme prior to printing or production. Announcements for affiliated events should not imply that the program is an official activity of Decennial 2020. Phrases like “preceding” or “following Decennial 2020” are appropriate. To request written approval of your materials using the Decennial 2020 name, logo, or theme, contact djohnston@idsociety.org and include a PDF of the piece.

Exhibitors are not permitted to display or demonstrate any products, processes, or services, solicit orders, or distribute advertising materials outside their booth space without prior written approval from Decennial 2020. This includes non-exhibit areas of the Atlanta Marriott Marquis, any hotel property used by Decennial 2020 to house registrants, or the convention city. All other advertisements engaged to promote exhibitor companies, products, events, or other messages mentioning Decennial 2020 must be approved in advance.  Royalty fees to Decennial 2020 will be 10% of the cost of the promotion.  In addition to the 10% royalty, all advertisements placed in the convention city must be approved by show management. To request written approval, contact djohnston@idsociety.org.

Advertising Associated with Decennial 2020

Payment Policy. Payment in full is due 30 days after the reservation is made. 

Advertisements Beyond those Offered. The display of advertisements or promotional materials beyond those officially offered and targeted to attendees of Decennial 2020(including, but not limited to, advertising in/on buses, taxis, Segways, boats, pedicabs, planes, street cars, building facades, hotels, or restaurants, etc.) is prohibited within five miles of the Atlanta Marriott Marquis during the period beginning three days before and continuing until three days after the meeting (March 26 – 30, 2020)  The use of any name, logo, or theme of Decennial 2020in addition to the co-hosts, and partner societies in any exhibitor advertising is strictly prohibited without Decennial’s advance written consent.

Use of Decennial 2020 Name, Logo and Theme. The use of the Decennial 2020 logo is prohibited. You may reference Decennial 2020 by name and/or theme only as ‘The 6th Decennial International Conference on Healthcare Associated Infections’ and/or ‘Global Solutions to Antibiotic Resistance in Healthcare’. All uses of the Decennial 2020 name and/or theme must be approved in advance.

Cancellation Policy. Advertisements cancelled by January 17, 2020 will be refunded in full if the advertisement has not been placed. All placed ads are nonrefundable. Cancellation requests made January 17, 2020 and later are subject to refund (or balance due forgiveness) at the discretion of Decennial 2020and will be based on the ability to resell the space.

Copyright, Disclaimer, and Related Policies
All materials at Decennial 2020are subject to copyrights owned by Decennial 2020 or other individuals or entities. Any reproduction, retransmission, or republication of all or part of any posting or document from Decennial 2020 is strictly prohibited, unless Decennial 2020 and the copyright owner of the material have expressly granted their prior written consent to so reproduce, retransmit, or republish the material. All other rights reserved. 

Embargo Policy
All exhibitor news releases, media alerts, and other news materials regarding research presented at the Decennial 2020 meeting must be embargoed until the start of the meeting on Thursday, March 26, 2020 at 8 a.m. Eastern Daylight Time.

Door Drops
Deliveries of promotional items by hotels to individual guest rooms are not permitted. Promotional items may be distributed in the exhibit hall only, and within the confines of the exhibitor’s booth.

Gifts/Promotional Items
Exhibitors are permitted to give gifts and promotional items, but the items must be approved by Decennial 2020. The deadline to submit this information to jbuckley@idsociety.org is March 2, 2020

Decennial 2020 strives to maintain a mutually beneficial relationship with industry to enhance the educational benefits for members and to improve health care for the public. To ensure the establishment of relationships with industry entities without compromising accepted ethical and educational standards, Decennial 2020 endorses and conforms to the following statements and opinions that have been issued on this subject. Exhibitors must abide by these statements and opinions when providing gifts or promotional items:

  • Standards for Commercial Support on Continuing Medical Education, Accreditation Council for Continuing Medical Education
  • Gifts to Physicians from Industry, American Medical Association Council on Ethical and Judicial Affairs
  • Code of Pharmaceutical Marketing Practices, Pharmaceutical Manufacturers Association
  • AdvaMed Code of Ethics on Interactions with Heath Care Professionals
  • SHEA’s Policy on Industry Interactions

SHEA Standards for Interactions with Commercial Industry Organizations

The Society for Healthcare Epidemiology of America (SHEA), a 501 (c)(6) organization and the SHEA Education & Research Foundation (SHEAERF), a 501(c)(3) organization, receive funding from a variety of sources, including membership dues, individual charitable contributions, journal royalties, educational activity fees, and grants from government agencies, private foundations, and commercial industry organizations.  

To advance their mission and primary goals, SHEA and the SHEAERF accepts outside support and engages in collaborative efforts with industry, most notably pharmaceutical, device and diagnostic firms.  The organizations strive to maintain a mutually beneficial relationship with industry to enhance the educational benefits for members and to improve health care for the public.  To ensure the establishment of relationships with industry entities without compromising accepted ethical and educational standards, SHEA and the SHEAERF endorses and conforms to the following statements and opinions that have been issued on this subject:

  • “Standards for Commercial Support, Standards to Ensure Independence in CME Activities,” Accreditation Council for Continuing Medical Education.
  • “Gifts to Physicians from Industry,” American Medical Association Council on Ethical and Judicial Affairs.
  • “Code on Interactions with Healthcare Professionals,” Pharmaceutical Research and Manufacturers of America.
  • “Code of Ethics on Interactions with Healthcare Professionals,” Advanced Medical Technology Association (AdvaMed).

Specific Commercial Industry Relations Guidelines

To provide further guidance and clarification on specific issues that pertain to SHEA, the SHEAERF and relevant industry relationships, the following additional guidelines are adopted:

1.   Outside support will only be sought and/or accepted for programs or activities consistent with SHEA’s or the SHEAERF’s mission and primary goals.

2.   Outside support must be unconditional with regard to objectivity for any programs or activities that involve the generation or dissemination of scientific information. SHEA and the SHEAERF will be solely responsible for the development and content of any such scientific/educational programs or services.

3.   As a matter of organizational policy, SHEA and the SHEAERF does not endorse educational products or services by proprietary entities or other organizations unless SHEA is integrally involved in their content development and delivery.

4.   Priority areas for which support will be sought and or accepted include:

  • Educational programs or services for members
  • Research awards programs

On a limited basis, outside support will be accepted to support other specific activities not listed above that are complimentary to the Society’s primary goals and important activities (e.g., support for the message center at the Annual Meeting, social functions when held in conjunction with educational activities).

5.   As a matter of organizational policy, the Society does not endorse any health or medical products that are marketed directly to consumers/patients.

6.   Whenever possible and feasible, the Society will seek funding for programs or services from a variety of sources.  However, there may be occasions when support for a specific program or activity from a single source is appropriate. In such circumstances, special caution will be exercised to avoid conflict of interest and to guard against any perception of conflict of interest.

7.   SHEA is legally responsible for compliance with all the terms and conditions of grants that are obtained.  Any proposal requesting a grant or any outside funding for any project must be approved by the SHEA Board of Trustees and/or the SHEA Education & Research Foundation Board of Directors. The Board will review proposals for their compatibility with the Society’s mission and primary goals and for their compliance with these guidelines.

Adopted 05/2012 by SHEA Education & Research Foundation

Adopted 07/2012 by SHEA Board of Trustees