WORLDSymposium 2023 Exhibitor Prospectus
WORLDSymposium is an annual international scientific conference designed for basic, translational and clinical researchers, patient advocacy groups, clinicians, and all others who are interested in learning more about the latest discoveries related to lysosomal diseases and the clinical investigation of these advances. Every year since 2010, this program has provided exciting opportunities for companies to promote awareness of their products and services.
The underlying theme of WORLDSymposium is “transitioning molecular biology to human therapies” and the meeting seeks to elucidate the challenges —and highlight the successes—in bringing bench discoveries into successful clinical therapies.
In 2023, WORLDSymposium’s 19th Annual Scientific Meeting will showcase scientific advancements across the realm of lysosomal diseases and provide a unique opportunity to engage and network with dedicated professionals and scientists.
The goal of WORLDSymposium is to provide an interdisciplinary forum to explore and discuss specific areas of interest, research and clinical applicability related to lysosomal diseases. WORLDSymposium is designed to help researchers and clinicians better manage and understand diagnostic options for patients with lysosomal diseases, identify areas requiring additional basic and clinical research, public policy and regulatory attention, and discuss the latest findings in the natural history of lysosomal diseases. This is the premier international trade show for lysosomal diseases, offering exceptional networking and marketing opportunities, as well as the opportunity to gain maximum brand exposure, and connect with both new and existing customers. More than 3000 attendees from 50 – 60 different countries are expected to attend WORLDSymposium 2023.
2023 Meeting Location
WORLDSymposium 2023 will be held in its entirety at the Hilton Orlando from February 22-26, 2023. Tucked away in the heart of Orlando is where you’ll discover Hilton Orlando, a vibrant, contemporary urban retreat with an exciting personality to complement an exceptional location. Centrally located to all major attractions and just minutes from the eclectic dining scene and entertainment of International Drive, this hotel sits on over 26 acres of lush landscaping and tropical inspirations making it a true destination of its own.
In light of the COVID-19 pandemic and its impact around the world, WORLDSymposium is mindfully monitoring the global situation, with a priority on the safety and well-being of all attendees, speakers, stakeholders and staff. WORLDSymposium is currently planning a live event, February 22-26, 2023, at the Hilton Orlando Hotel. All attendees will be required to follow any applicable CDC and State of Florida guidelines during the conference. Applicable guidelines will be communicated to all attendees, and posted online and onsite at the time of the Annual Meeting.
Please continue to monitor the official conference site (www.WORLDSymposia.org) for any updates or sign up to receive the latest information regarding the 2023 annual scientific meeting.
Meet 3,000+ Potential Customers
WORLDSymposium attracted over 2500 lysosomal disease professionals in 2022, and has grown by more than 25% every year since 2010. WORLDSymposium 2023 is expected to attract record attendance numbers. What better venue to showcase your company’s products and services than a meeting attended by the key thought-leaders and decision-makers in the field of genetic disease? Do not miss the opportunity to be part of this important gathering of the lysosomal disease community.
Significant Live networking opportunities
Attendees and exhibitors gather together to see, hear, and discuss specific cutting-edge research topics. WORLDSymposium will host an opening reception on Wednesday afternoon in the Exhibit Hall. Poster sessions on Wednesday, Thursday, Friday and Saturday afternoon will be in the Exhibit Hall poster area. ePosters will be available on kiosks in the Exhibit Hall.
During the poster sessions, onsite attendees can enjoy hors d’oeuvres and a cash bar with colleagues from around the globe.
WORLDSymposium attendees are primarily professionals dedicated to research and clinical care of patients with lysosomal diseases. They are highly motivated and interested in keeping abreast of the latest developments and advances in the treatment and care of rare-disease patients. Prior attendees note that the exhibit hall and poster sessions provide significant opportunities to learn about the newest developments, discuss concepts, share knowledge, and exchange ideas while networking directly with abstract authors and industry leaders. This year’s dynamic format will increase and enhance these opportunities.
Exhibit Rate Includes:
- Black & White booth identification sign
- Use of rented floor space
- Existing Carpet
- Aisle carpet cleaned daily
- Pipe and show-color drape for inline booth
- Exhibitor service kit
- Acknowledgment of company support in conference materials and on website. Diamond, Platinum and Gold Exhibitors will be also be listed on Exhibit Hall Entrance Unit.
- Complimentary Exhibitor Badge(s) (number of badges is determined by level of support), includes access to scientific sessions on a space-available basis. Exhibitor Badge does not include CME or any other credits.
- Copy of final program (Available for download on the mobile app.)
Booth Rental Terms, Conditions, Exhibitor Conduct, & Events
The following terms will be agreed to by COMPANY at time of submission of the Exhibit and Sponsorship applications.
If COMPANY requires an additional unique Letter of Agreement (LOA) it MUST be submitted at the same time as the Exhibit and Sponsorship Applications.
Admittance: Exhibitor Badges are for Exhibiting Company employees only. Using Exhibitor Badges for physicians, scientists or allied health professionals is prohibited. Exhibitor Badges will allow admission to WORLDSymposium on a space-available basis. If an Exhibitor’s representatives or booth personnel wish to attend scientific sessions to obtain credit, they are required to register as a regular scientific registrant and pay the standard registration fee. CME credit cannot be earned with an Exhibitor Badge.
Exhibitors are required to wear the official Exhibitor Badge at all times in the Exhibit Hall during installation, exhibit hours and dismantle, and conduct themselves and wear attire consistent with the professional decorum of the meeting. Supplementing the badge with business cards, ribbons or company badges is not permitted.
Agreement: Acceptance of all terms in this Exhibitor Prospectus are required by all Exhibitors and Sponsors. If Exhibitor requires a unique Letter of Agreement (LOA) in addition to the signed Application, the Exhibitor’s LOA MUST be submitted at the same time as the Exhibit and Sponsorship Applications.
Americans with Disabilities Act: Exhibitors are responsible for complying with all applicable provisions of the Americans with Disabilities Act (ADA) with regard to their booth space including, but not limited to, the wheelchair access provisions. Exhibitors are also responsible for complying with all applicable provisions of the Americans with Disabilities Act (ADA) with regard to their online booth space. Exhibitors shall indemnify, hold harmless, and defend WORLDSymposium, its officers, directors, agents, members, and employees from and against any claims, liabilities, losses, damages, and expenses (including attorneys’ fees and expenses) resulting from or arising out of the Exhibitors’ failure or allegations of Exhibitors’ failure to comply with the provisions of the ADA.
Ancillary and Unofficial Events: See Unofficial Events
Animals: Use of live animals in exhibits for any purpose is not allowed. The use of service dogs is permissible; service dogs must be in compliance with all state, local, and hotel requirements and policies.
Assignment of Booth Space: Assignment of booth space for each level of participation will be made by WORLDSymposium in date order both the completed Exhibitor Application and payment are received. Companies whose paid applications are received first, will be the first to be assigned space in the level of participation requested. Priority points will be used in the event two signed and paid contracts are received at the same time, for the same level of participation. In the event of a conflict regarding space or other conditions, WORLDSymposium shall have the right, in its sole discretion, to assign space to the Exhibitor and/or relocate any exhibit at any time before or during the period of the Exhibition.
To secure Exhibit space, the exhibiting company must give a valid credit card number for a nonrefundable deposit of $2,000 for each space requested. Exhibitor agrees that the balance is due no later than November 1, 2022. Failure to provide either the deposit with the exhibit application, or full payment by November 1, 2022, will result in a cancellation of assigned booth space and a reduction in priority points. (See Cancellation Policy for more details.)
Attire: All representatives, models, employees, contractors, and agents of exhibitors must be attired in an appropriate business fashion to maintain the professional atmosphere of the meeting.
Booth Construction and Use of Exhibit Space: WORLDSymposium requires each Exhibitor to comply with the following basic standards:
- Displays may not span an aisle by roofing, signage, floor covering, or any other mechanism.
- Exhibitors must provide space within the booth to accommodate attendees and spectators. If spectators interfere with the normal flow of traffic in the aisles, or overflow into adjacent exhibits, WORLDSymposium has the right to terminate the activity immediately, and the activity may not resume at any time during the remainder of the show hours.
- Standard In-line (linear) booth: An in-line booth is one or more standard 10′ x 10′ unit(s) arranged in a straight line. In-line booths have only one side exposed to an aisle. The maximum height of 8′ is allowed on the back wall and the rear half of the booth space, with a 4′ height restriction imposed on all materials in the remaining space forward to the aisle. The maximum back wall height limitation of 8′ includes signs, company name, logo or product information. Display material for in-line and perimeter booths is restricted to a maximum height of 4′ and should in no way limit the site line of an adjacent booth. Regardless of the number of in-line booths used (e.g., 10′ x 10′, 10′ x 20′, etc.) display materials should be arranged so they do not obstruct sight lines of neighboring Exhibitors. Each in-line booth will have an 8′ high-draped back wall and 3′ high drape dividers defining the sides of the space. The backside of an in-line booth must not be visible and must not be used for storage. The back wall of the display is limited to 8′ in height with a maximum depth of 5′ from the back wall. All display fixtures and accessories between 4-8′ in height must be confined to the area of the exhibitor’s space that is within 5′ of the back line of the booth. This includes book cases or book racks, instruments, equipment, foliage, etc. Display material in the front 5′ of the booth space must not exceed 4′ in height. Exhibit display materials cannot block the view into the adjacent booth space.
- Island booth: Island booths are units bounded on four sides by aisles. Exhibits may extend to all outer edges of the booth space but the design of the booth must allow accessibility from all four sides and sufficient see-through areas so the view of the adjacent exhibits are not blocked. No exhibit may expand into the aisle. Banners or hanging signs can be hung in the center of the booth as high as 14′ (highest point) pending approved rigging points, and cannot block any official signage. All hanging signs must conform to any facility limitations, which will be included in the Exhibitor Service Kit. Exhibitors requesting an Island booth must submit a detailed diagram of the booth to WORLDSymposium for approval no later than November 15, 2022 Booth diagram must include heights and dimensions on all structures, including hanging signs, and clear labels for all structures within the booth. Dimensions must be in feet/inches. Island booths are considered a single entity in the exhibit hall, and may not be subdivided into smaller separate booths by any mechanisms. Companies that separate booth space within the island booth with solid walls are subject to being placed to the left, right and/or towards the rear to avoid blocking adjacent booths.
- WORLDSymposium reserves the right to disallow any booth designs which are in violation of any visibility, height, facility rigging, or any other requirements.
Booth Fees/Rates: Exhibitor is responsible for payment of all booth fees by stated deadlines.
Patient Advocacy Groups (PAG) are eligible for complimentary PAG booth space, provided the Exhibit Application is submitted prior to the November 1, 2022 deadline, and each PAG must provide documentation of relevance for patients with lysosomal diseases. WORLDSymposium will assign PAG space in the Patient Advocate Showcase in order of the date the application is received. (See Patient Advocacy Groups for more details.)
Exhibitors requesting Non-Profit / Government level booth space must provide documentation of non-profit status. (501(c)3 or government entities.)
Cancellation and Deposits
Exhibit Space: To secure space, the exhibiting company must give a valid credit card number or submit a check with the Exhibitor Application and a nonrefundable deposit of $2,000 USD for each space requested. Exhibit space will not be reserved or assigned until both the nonrefundable deposit and the completed Application are received. The Exhibitor agrees the balance is due no later than November 1, 2022. It is the Exhibitor’s responsibility to submit payment by the deadline. For Exhibitors registering after November 1, 2022, final payment is due within two weeks of submitting the Exhibitor Application. Any exhibit space not paid in full by the deadline will be unassigned and released to other Exhibitors. Cancellation of exhibit space must be directed to WORLDSymposium by sending an email to the Exhibits & Logistics Manager, Gudrun Echterhoff, at email@example.com, must be in writing on company letterhead, and must be signed by the same person who signed the Exhibitor Application. If cancellation of space is made on or before November 1, 2022, the deposit is nonrefundable, and 50% of the remaining fee paid will be refunded. No refunds whatsoever will be made on cancellations or requests to reduce booth size after November 1, 2022.
Satellite Symposia: To secure a satellite symposium, the Company must give a valid credit card number or submit a check with the Satellite Symposium Application and a nonrefundable deposit of $5,000 USD for each satellite symposium requested. Satellite Symposia will not be reserved or assigned until both the nonrefundable deposit and the completed Application are received. The Sponsor agrees the balance is due no later than November 1, 2022. It is the Company’s responsibility to submit payment by the deadline. Any Satellite Symposium not paid in full by the deadline will be canceled and released to other Sponsors. Cancellation requests must be directed to WORLDSymposium by sending an email to the Exhibits & Logistics Manager, Gudrun Echterhoff at firstname.lastname@example.org. The request must be in writing on company letterhead, and must be signed by the same person who signed the Satellite Symposium Application. If cancellation is made on or before November 1, 2022, the fees will be refunded less the nonrefundable deposit. No refunds whatsoever will be made on cancellations after November 1, 2022.
Sponsorships (Payment and Cancellation): To secure a Sponsorship, the Company must give a valid credit card number or submit a check with the Sponsorship Application. The Sponsor agrees the balance is due no later than November 1, 2022. Sponsorships will not be reserved or assigned until both the completed Application and full payment are received. It is the Sponsor’s responsibility to submit payment by the deadline. Any Sponsorship not paid in full by the deadline will be canceled and released to other Sponsors. Cancellation requests must be directed to WORLDSymposium by sending an email to the Exhibits & Logistics Manager, Gudrun Echterhoff at email@example.com. The request must be in writing on Company letterhead, and must be signed by the same person who signed the Sponsorship Application. If cancellation is made on or before November 1, 2022, the fees will be refunded less a 20% administrative fee. No refunds whatsoever will be made on cancellations after November 1, 2022.
Cancellation Policy (EVENT): It is mutually agreed that in the event WORLDSymposium 2023 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 WORLDSymposium, 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 WORLDSymposium that make it impossible or impractical to open or continue the event, then and thereupon the contract between Company and WORLDSymposium will automatically be terminated and Company hereby waives any and all claims against WORLDSymposium for damages, reimbursement, refunds or compensation.
Cancellation Policy (SPONSORSHIP): Cancellation requests must be directed to WORLDSymposium by sending an email to the Exhibits & Logistics Manager, Gudrun Echterhoff at firstname.lastname@example.org. The request must be in writing on Company letterhead, and must be signed by the same person who signed the Sponsorship Application. If cancellation is made on or before November 1, 2022, the fees will be refunded less a 20% administrative fee. No refunds whatsoever will be made on cancellations after November 1, 2022.
Company Description: All Exhibitors will be asked to provide a company description that will appear in the exhibitor listing on the website, and in the official WORLDSymposium 2023 materials. Exhibitors will also be asked to provide company contact information and corporate logo for use in the Mobile App. Use this form to complete your company listing.
Compliance with Law: All Companies, Exhibitors, contractors, 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 Fire Department Management Plan for the Facilities.
Continuing Medical Education (CME): Exhibitor badges do not provide any CME, NSGC, or any other credits. Any exhibitor desiring to obtain CME or NSGC credits, will be required to purchase a regular registration badge.
Conduct of Exhibits: One of the purposes of WORLDSymposium is to provide Exhibitors with an opportunity to interact with attendees of WORLDSymposium, other Exhibitors, and WORLDSymposium staff. Those contacts must be undertaken in a cordial, professional manner. Inappropriate behavior or undesirable conduct including, but not limited to, verbal or physical abuse, whether threatened or performed, will not be tolerated or permitted. Exhibits are subject to the approval of the WORLDSymposium Planning Committee. As a courtesy to attending physicians and fellow Exhibitors, all exhibits must be open on time each day and remain staffed at all times during exhibit hours. Exhibitors and their representatives (including public relations, advertising, or design firms) must conduct all marketing and promotional activity within the contracted online exhibit space.
The following practices are strictly prohibited at WORLDSymposium:
- Placement of signs, promotional materials or canvassing outside of the Exhibitor’s area onsite. This includes free literature tables or stands, convention facility public space, message centers, hotel public space, or any other space outside of exhibitor’s contracted booth space.
- Hotel door drops of Company brochures, pamphlets, invitations, or any other printed matter unless the material has been requested 60 days in advance of the conference, reviewed and approved by WORLDSymposium, and paid in full, including all WORLDSymposium fees for such services.
- Use of billboard advertisements and/or display of signs outside of the exhibit area unless purchased/approved through WORLDSymposium.
- Soliciting booth traffic in the conference areas, hotel lounges, mobile app messaging or chats or otherwise harassing registrants.
- Loitering in competing company space or chat or otherwise harassing other exhibitors.
- Publicizing and/or maintaining any extracurricular activities, inducements, demonstrations, interviews, or displays during scientific session hours of the meeting.
- Photography of another exhibitor space or booth without their express permission.
- Exhibitor badges allow access to all sessions except the (2) pre-sessions that need to be added by all attendees if desired (Emerging Trends and Robert J Gorlin Symposium). Exhibitor badges do not qualify for CME credits.
Deadline for Exhibit and Sponsorship Applications: WORLDSymposium exhibit and sponsorship opportunities, including Satellite Symposia must be received and paid no later than November 1, 2022.
Drawings, Contests, Games: Exhibitors shall not conduct any games, contests, lotteries, raffles or other games of chance; however, an exhibitor may conduct drawings that do not involve the requirement of payment or consideration for the chance to play with WORLDSymposium prior written approval, with such request made no later than 60 days prior to the conference. If approval is given, the exhibitor must comply with all WORLDSymposium rules, all federal, state and local laws, and convention center rules and regulations. WORLDSymposium requires that any prize or award must be considered modest in value and that the opportunity be open to all attendees. The drawing and notification of winner is the responsibility of the exhibitor and must be drawn after the conclusion of WORLDSymposium‘s scientific conference.
Eligibility to Exhibit: The purpose of WORLDSymposium’s exhibit program is to further the education of individuals working in the field of lysosomal diseases. Therefore, the exhibits must be of an educational character or practical application that emphasize instruments, products, or services for use in teaching, research, treatment, or diagnosis, and books or other publications in scientific fields of relevance to the interest of registrants, or that directly convey scientific research findings in those areas of science represented by WORLDSymposium. License will not be granted for exhibits that principally express a point of view.
WORLDSymposium reserves the right to accept or reject at its sole discretion any application to exhibit and to determine the eligibility of any proposed exhibit.
WORLDSymposium reserves the right, without refund, to refuse to allow the placement or maintenance at the convention of any exhibit that does not in good faith substantially conform to the company description submitted for publication or which contains unrelated material(s).
The character of exhibits is subject to the approval of WORLDSymposium and WORLDSymposium reserves the right to refuse applications of concerns not meeting standards required or expected. WORLDSymposium also reserves the right to close exhibits or parts of exhibits that reflect unfavorably on the character of WORLDSymposium. This applies to displays, literature, advertising novelties, souvenirs, conduct and attire of persons, etc.
Embargo Policy: All Companies are required to abide by WORLDSymposium’s embargo policy. For all abstracts being presented at WORLDSymposium 2023, the embargo on platform (oral) presentations lifts when the oral presentation is presented. If a platform (oral) presenter chooses to present their oral presentation also as a supplementary poster presentation, the embargo lifts at the opening of the first poster session, or the earliest of the two presentations. Exhibitors should familiarize themselves with the embargo policy in its entirety which can be found at: www.worldsymposia.org/press-lysosomal-diseases-meeting/
Enforcement of Rules: By applying for exhibit space, Company agrees to adhere to all conditions and regulations outlined in this Exhibitor Prospectus, and thus is granted a terminable license to exhibit, subject to all of the rules and regulations contained herein. WORLDSymposium will monitor adherence and conformity, and if it is determined that any exhibitor has failed to comply with any rules contained herein, WORLDSymposium reserves the right to terminate this license and close the exhibit without notice. WORLDSymposium has full authority to interpret or amend these rules and all decisions are final. All issues not addressed herein are subject to the decision of WORLDSymposium.
By signing the Exhibitor Application, Company agrees that all rules and regulations contained in the Exhibitor Prospectus are an integral and binding part of the exhibit space contract, and Company agrees to comply with all policies, rules, regulations, terms and conditions in the prospectus, and Company is responsible for ensuring compliance from all employees, contractors, and any other representatives who are acting on behalf of Company.
Engineering Certification/Structural Integrity: The Company is responsible for securing safety certifications from a licensed structural engineer. The safety certificate must be available on site for inspection by the Exhibits Manager or the fire marshal. Do not send the certificate to WORLDSymposium. Company must adhere to rules and regulations of the hotel and conference center that regulate temporary structures. This policy has been established to ensure the safety of Exhibitors and attendees. Company agrees to release WORLDSymposium of any and all responsibility for the safety of such exhibits and to indemnify, hold harmless, and defend WORLDSymposium, its officers, directors, agents, members, and employees from and against liabilities, losses, damages, and expenses (including attorneys’ fees and expenses) resulting from or arising out of the Company’s failure or allegations of Company’s failure to ensure the safety of their exhibits.
Booth structures with any hanging structures, or towers, walls, or columns over 8 ft. in height are required to present certification verifying the structural integrity of the exhibit. The engineering certificate must be available on site to be presented, if requested
Exhibitor-Appointed Contractor (EAC): EACs must be submitted in writing as part of the Exhibitor Services (below). It is the Exhibitor’s sole responsibility to ensure the EAC has current insurance including liability, worker’s compensation and all other required coverage. (See “Liability and Insurance” below.)
Exhibitor Registration: All booth personnel working in the booth must be registered. Each Exhibitor will be provided with the number of Exhibitor badges corresponding to the Exhibitor level reserved by the Company. It is the responsibility of the authorized individual signing the application for exhibit space to inform all company personnel of the rules and regulations contained in this prospectus.
Complimentary and additional registrations may only be used for company employees. Guests and non-employee representatives of the company are required to register as a full attendee.
Exhibitor Services and Exhibitor Service Kit: WORLDSymposium will contract with an exhibitor services vendor to manage exhibit production and provide drayage service for all Exhibitors. This vendor will coordinate all inbound and outbound shipping of freight, as well as on-site services. Forms and additional information will be included in the Exhibitor Service Kit and sent to the Exhibitor’s primary contact once Exhibitor payment has been received and floor plans are approved by local fire marshals. Exhibitor kits will be available on-line on or about December 20, 2022. The Service Kit will provide Exhibitors complete shipping instructions, product information and other forms for all services needed during installation, show period and removal of exhibition.
Fire Regulations: Fire regulations prohibit the use of paper (crepe or corrugated), cardboard or other flammable materials for booth decorations. All materials in exhibit areas must be nonflammable. Electric signs and equipment must be wired to meet local fire code specifications. Fire extinguishers on walls or elsewhere must not be removed or obstructed.
Floor Covering: Floor covering is mandatory for all booths. The floor covering must cover the entire net-square footage of contracted exhibit space. Exhibitors may use their own floor covering or order it from the official decorator. Order forms will be included in the Exhibitor Service Kit.
Food & Beverages: Distribution of beverages from the Exhibitor’s booth for hospitality is permitted. Beverages are to be dispensed in disposable containers that hold 8 fluid ounces or less except bottled water not to exceed 12 fluid ounces. All food and beverages and supplies must be approved by WORLDSymposium and purchased through Hilton Orlando. Alcoholic beverages are not permitted.
Giveaways: Companies are permitted to distribute giveaways in accordance with the AMA Ethical Guidelines, which state: “Some gifts that reflect customary practices of industry may not be consistent with the principles of medical ethics. To avoid the acceptance or distribution of inappropriate gifts, physicians should observe the following guidelines: Any gifts accepted by physicians individually should primarily entail a benefit to patients or serve an educational purpose for the physician (PhRMA and AdvaMed). Accordingly, textbooks and other gifts are appropriate if they serve a genuine educational function to the patient or physician. Cash payments should not be accepted. Individual gifts of minimal value are permissible as long as the gifts serve a genuine educational value (AMA) and are not branded (PhRMA and AdvaMed). No gifts should be offered or accepted that create an obligation to the physician or registrant.” For example, physicians should not accept gifts if they are given in relation to the physician’s prescribing practice. Companies are required to follow the legal and ethical boundaries of give-a-ways, including the reporting obligations of the Physician Payments Sunshine Act. Posters (unless educational), newspapers, product literature in “unique” containers or packaging, materials or literature other than product information, novelties or any other unrelated product is also prohibited. Giveaways should be associated with products or services of the Company and must provide educational value to the physician or the patient. A giveaway should not exceed a retail value of $100 (PhRMA and AdvaMed). Companies are encouraged to secure WORLDSymposium approval before ordering giveaways in case an item is not approved.
Government / Non-profit Level Exhibit: Government or Non-profit level booth space must provide documentation of non-profit status. (501(c)3 or government entities.
Group Housing/Room Blocks: To make a hotel reservation, please visit www.worldsymposia.org for lodging information. Rooming blocks are required for groups of 10 or more and are subject to additional requirements. Please contact Gudrun Echterhoff at email@example.com for group housing room block information. The room block must be paid in full by January 6, 2023. Unpaid rooms will be released. Group rooming lists are due by January 6, 2023.
Housing Requirements: All persons who register for housing at the contracted group rate at the Hilton Orlando MUST be registered for WORLDSymposium 2023. On January 13, 2023, the Hilton Orlando housing report will be compared to the WORLDSymposium 2023 conference registration report, and room reservations will be cancelled for all individuals who are not registered for the conference.
Industry Regulations and Guidelines: WORLDSymposium offers CME credit to its attendees, and as such, must maintain appropriate delineation between commercial and educational endeavors.
It is the responsibility of Company to ensure adherence to applicable guidelines and regulations such as the EU GDPR, PhRMA’s Code on Interactions with Healthcare Professionals and ACCME’s Standard for Appropriate Management of Associated Commercial Promotion.
Interpretation and Amendment: WORLDSymposium shall have full power to interpret or amend these rules at any time, and all decisions are final. The Company agrees to abide by any rules or regulations that may be hereafter adopted by WORLDSymposium. All matters and questions not covered by these regulations are at the discretion of WORLDSymposium.
Investigational Products: All products marketed and promoted in the exhibit hall that are regulated by the Food and Drug Administration (FDA) must meet FDA guidelines or are FDA-approved. It is the responsibility of the Company to ensure adherence to FDA regulations, policies, practices and guidelines and all other applicable industry guidelines, concerning the demonstration, discussion, use and/or display of products, technologies and/or services at WORLDSymposium.
Liability and Insurance: Company retains sole responsibility 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 Company’s participation in exhibiting at WORLDSymposium, including its indemnity obligations herein.
Company acknowledges that WORLDSymposium and their agents do not maintain insurance covering Exhibitor’s property or activities and that it is the sole responsibility of Company to obtain insurance covering all risks and perils.
Company is required to maintain general public liability insurance in an amount sufficient to cover such obligations, including show cancellation insurance. Company 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 WORLDSymposium meeting or exposition. Company does not need to provide a copy of such liability to WORLDSymposium unless requested.
Execution by Company of the Exhibitor Application is the agreement of Company to protect, indemnify, defend and hold harmless WORLDSymposium 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 Company’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. Company also agrees to release WORLDSymposium of any and all responsibility for the safety of such exhibits and to indemnify, hold harmless, and defend WORLDSymposium, its officers, directors, agents, members, and employees from and against liabilities, losses, damages, and expenses (including attorneys’ fees and expenses) resulting from or arising out of the Exhibitors’ failure or allegations of Company’s failure to ensure the safety of their exhibits.
In no event shall WORLDSymposium be liable to Company for any loss of business, business opportunities, or for any other type of direct or consequential damages alleged to be due under any claim.
In general, it should be understood that Company is expected to leave the exhibit space in the same condition in which they found it and should not make or attempt alterations of any kind without express written permission of WORLDSymposium and the Hilton Orlando. Company assumes entire responsibility for its property and activities while participating in WORLDSymposium 2023.
Loss of Badge Credentials: WORLDSymposium reserves the right to revoke or deny attendance of any registered participant, speaker, exhibitor, news media reporter or photographer for presentations or activities at WORLDSymposium scientific conferences and meetings. Personal identification is required to receive a replacement badge. WORLDSymposium reserves the right to charge a fee for each replacement badge.
Mailing Lists: WORLDSymposium does not sell, rent or give out registration lists for mailings. (See GDPR.)
Mergers: In the event the exhibiting company merges with, or is acquired by, or purchases another exhibiting company, the priority points accumulated by either company (whichever is higher) will be used by WORLDSymposium to determine booth assignment. WORLDSymposium must be notified in writing of the change.
Non-Exhibiting Companies: Companies that are not contracted to exhibit, and 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 conference center or the conference hotel.
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.
Non-profit / Government Level Exhibit: Non-profit / Government level booth space must provide documentation of non-profit status. (501(c)3 or government entities.
No-Smoking Policy: WORLDSymposium strictly prohibits the use of tobacco products in all areas of the conference and all meeting rooms hosting conference events. Company is responsible for ensuring that all individuals associated with the Company comply with this policy.
Patient Advocate Groups (PAG): Registered Patient Advocate Groups (PAG) may request complimentary exhibit space any time prior to November 1, 2022. After November 1, 2022, complimentary space will not be allocated. The organization must provide confirmation of 501(c)3 status, complete an Exhibitor Application, and submit the Application prior to the November 1, 2022 deadline in order to be eligible for complimentary exhibit space.
Payment and Provision in Case of Default: If any Company fails to pay, when due, any sum required by the Application/ Contract for exhibit space, or if any Company fails to meet any term or condition of the contract, or fails to observe and abide by these Rules & Regulations and those outlined on the Application/Contract for exhibit space, WORLDSymposium reserves the right to terminate this contract immediately without refund of any monies previously paid. In any case, no refunds for any reason will be made after November 1, 2022.
Photography/Video Policy: Photographing, screen capturing or videotaping any exhibit space other than one’s own contracted booth is strictly prohibited unless the owner of the exhibit booth provides express permission. Photos may be taken of presented posters if the poster author agrees, or if a QR code is included on the poster.
Printed Materials: Distribution of printed materials (including audio cassettes, CDs, videos, books, and digital downloads) by industry or its agents is limited to the area rented by the Company in the Exhibit Hall. Such materials are not permitted in the registration and poster session areas or in the scientific session rooms or in any other area of the hotel. Noncompliance with this regulation will result in the prompt removal of the offending person and property from that area. Companies who are commercial entities are reminded that ACCME guidelines prohibit distribution from the exhibit floor of any literature or materials promoting CME symposia or activities.
Satellite Symposia and Educational Events: Exhibitors at WORLDSymposium have the exclusive opportunity to hold educational events and contract for satellite symposia at WORLDSymposium 2023. Exhibitors desiring to host a Satellite Symposium must submit a Satellite Symposium Application by the November 1, 2022 deadline. Satellite symposia requests must be reviewed and approved by WORLDSymposium. The Satellite Symposium Sponsor must adhere to all requirements in the applicable CME or Non-CME Satellite Guidelines. (See Cancellation Policy for applicable Cancellation Policy for Satellite Symposia.)
Scams (Fraudulent Websites, Registration and Hotel Booking Scams): There is an increase in the incidence of fraudulent websites, callers and emails posing as official websites, as well as unauthorized housing and registration companies attempting to solicit event attendees. Please note that these websites and solicitations are scams and it is your responsibility to avoid sharing any personal and/or financial information.
Booking through WORLDSymposium’s official housing and registration links on our website ensures that you are registering directly with WORLDSymposium for registration or the Hilton Orlando for your hotel room, your credit card information is secure, and you benefit from all services provided to conference attendees.
Security: WORLDSymposium hires personnel to check badges of individuals entering the Exhibit Hall during exhibit hours. However, WORLDSymposium does not hire security personnel after hours, and will not be liable for any losses of any materials or items taken from the Exhibit Hall at any time. Companies are encouraged to take all appropriate measures to safeguard their displays and equipment during setup, exhibit and non-exhibit hours, and move-out. Losses of any equipment or materials from the exhibit hall or booth space are the liability of the exhibiting company and its representatives. Company may hire additional security for their booth for exhibit and non-exhibit hours.
Subletting of Exhibit Space: Subletting or sharing of contracted exhibit space is not allowed at any time. All signs, advertisements, publications, materials, products, and company representatives’ badges must reflect the name of the contracted exhibiting company. Any violation of these regulations may result in an immediate removal of the booth and materials in violation.
Unofficial Events: (Including Hospitality Suites and Private Meetings) Exhibitors at WORLDSymposium have the exclusive opportunity to request Unofficial Events. Exhibitors desiring to host an Unofficial Event must submit an Unofficial Event Application with the applicable fee by the November 1, 2022 deadline. WORLDSymposium reserves the right to control all contracted function space at the Hilton Orlando for WORLDSymposium 2023. Unofficial events are restricted to registered attendees of WORLDSymposium and WORLDSymposium exhibitor staff. They are not planned or sponsored by WORLDSymposium. All unofficial events/ancillary meetings must be requested and approved by WORLDSymposium. Hospitality rooms and Unofficial Events may not be open during the hours of any official function. The Hilton Orlando will not release space without approval from WORLDSymposium. Signage will be allowed only in designated areas and must be reviewed and approved prior to display.
Commercial companies must be contracted exhibitors in order to request an Unofficial Event. Patient advocate groups and non-profit organizations are also eligible to request Unofficial Event space. The Unofficial Event Application must be completed for EACH event being requested.
Unofficial Events MAY NOT be scheduled during WORLDSymposium General Sessions, Poster Receptions, or Satellite Symposia.
Unofficial Event Application may not be used for Satellite Symposia or ANY OTHER event that is open to the entire WORLDSymposium audience.
Unofficial Events MAY NOT BE scheduled during any time other than times listed on Unofficial Events Application. All events must be by invitation only – a list of proposed invited attendees is required. All requests subject to review & approval. WORLDSymposium reserves the right to decline any events which are in direct conflict with the programming, timing, or philosophy of WORLDSymposium, or are in violation of any policy of WORLDSymposium. Companies who schedule any Unofficial Event onsite at Hilton Orlando, or offsite at any other location, during non-approved times, are in violation of WORLDSymposiums policy on Unofficial Events. Companies in violation will be penalized and will lose priority points.
WORLDSymposium accepts no financial or organizational responsibility for unofficial events. Room rental, catering, AV equipment, labor, and other charges are the sole responsibility of the organizer. (See Cancellation Policy for Unofficial Events Cancellation Policy).
Use of WORLDSymposium Name, Insignia or Logo: WORLDSymposium allows limited use of the WORLDSymposium name and logo for social media posts, and other limited communications, as defined in the Exhibitor and Satellite Marketing Kit. The WORLDSymposium name, insignia, logo or other identifying marks may not be used in press releases, signs, advertising or promotions in any media, on descriptive product literature either inside or outside the exhibit area, or in connection with any other type of marketing, without prior express written permission from WORLDSymposium. The WORLDSymposium name may not be included in any advertising, documents, or publications, supported or sponsored by another organization or group. Furthermore, the fact that a Company or its goods or services are or were exhibited at WORLDSymposium does not give permission to use the name in any advertisements or promotional activities by the Company, except as defined in the Exhibitor and Satellite Marketing Kit. No endorsement by WORLDSymposium of the Company or its goods or services, expressed or implied, is permitted or intended.
WORLDSymposium™ does not approve or endorse any commercial products or services offered for sale by the exhibitor/sponsor, its affiliates, or any related corporate entities.
Violations: As a part of participation at WORLDSymposium, each Company, its representatives, agrees to abide by all rules and regulations set forth in the Exhibitor Prospectus, Exhibitor Service Kit, and all other correspondence with WORLDSymposium. Violation of any of these regulations on the part of the exhibitor, its employees or agents, shall annul the right to occupy contracted booth space and such Company will forfeit to WORLDSymposium all monies which may have been paid. WORLDSymposium will neither refund the exhibit fees paid, nor pay for any exhibitor losses of any kind.
Content last updated on December 1st, 2022 at 05:47 am