Industry Expert Theater Guidelines

Purpose

Conveniently located in the Seaport Foyer outside the exhibit hall, the Industry Expert Theaters allow exhibitors an opportunity to provide clinical updates and educate attendees on current therapies, disease states, products and pipeline activities while remaining close to the action in the exhibit hall. These promotional one-hour presentations are formatted for learning and a great way to provide a higher level of interaction and engagement of professional attendees. Theaters are non-CE educational activities and provide an opportunity for product-specific education. Only exhibitors are eligible to conduct an Industry Expert Theater. One theater will be running at a time in an open and visible environment. Presentations will be done via headsets. A total of four (4) theaters will be available to purchase. Industry Expert Theaters will not be available On Demand.

Industry Expert Theater Hours and Fees

Four Industry Expert Theaters will be in the Seaport Foyer opposite the Exhibit Hall. The dates and times are:

Monday, February 5, 3:00 PM – 4:00 PM
Tuesday, February 6, 3:00 PM – 4:00 PM
Wednesday, February 7, 3:00 PM – 4:00 PM
Thursday, February 8, 3:00 PM – 4:00 PM

Times are subject to change based the final WORLDSymposium program. Sponsors may indicate preferred time(s) on the application. Multiple requests for the same time will be determined based upon exhibitor level, overall support, and the theater topic.

Industry Expert Theaters include:

  • Theater seating up to 50 in a dedicated space in the Seaport Foyer (Exhibit Hall Foyer)
  • Audiovisual (up to 2 headset mics for presenters, up to 50 headsets for audience)
  • Screen
  • Confidence Monitor
  • Laser pointer
  • AV technician
  • Electrical drop
  • Presenter to provide own laptop

If desired, sponsor is responsible for renting lead retrieval scanner(s) and providing staff to scan attendee badges.

In addition, WORLDSymposium provides publicity via the
following:

  • Session details included on signage inclusive of other Industry Expert Theaters placed outside the Exhibit Hall
  • Inclusion in email blast inclusive of other Exhibit Hall activities
  • Slide reminder inclusive of all Industry Expert Theaters in the general scientific session
  • Session details listed in the Mobile App & official agenda on the WORLDSymposium website

Content

It is the responsibility of the sponsor to adhere to FDA regulations and all other applicable industry guidelines concerning the discussion of products and services. Companies are encouraged to check with their medical affairs/compliance staff regarding these issues.

It is the responsibility of the sponsor to adhere to FDA regulations and all other applicable industry guidelines concerning the discussion of products and services. Companies are encouraged to check with their medical affairs/compliance staff regarding these issues.

Products displayed at the Industry Expert Theater must meet FDA guidelines and be FDA approved. Applicants are reminded of the FDA restrictions on the promotion of investigational and pre-approved, drugs, devices, and procedures. For more information visit the Guidance page on the FDA website.

Presentations may reference scientific program or poster content but should not be identical. Presentations referencing scientific session content may take place only after the relevant scientific session has occurred.

WORLDSymposium reserves the right to have the scientific program chair review and approve Industry Expert Theater content. Faculty assignments for the WORLDSymposium scientific program will take precedence over Industry Expert Theater scheduling. WORLDSymposium reserves the right to deny an Industry Expert Theater application if there is potential faculty overlap or if the content conflicts with a session being developed for the scientific program.

How to Apply

Complete the application form. Theater Topic MUST be included with Application.

Speakers

It is the responsibility of the sponsor to ensure that all individuals involved with the planning, production, and marketing of the Industry Expert Theater (IET) are aware of and abide by the Industry Expert Theater Guidelines. All IET speakers must be registered as in-person attendees for WORLDSymposium 2024. If a speaker’s presentation in the IET is also being presented in WORLDSymposium scientific sessions, the scientific session presentation should precede the Industry Expert Theater.

Set Up

Sponsors will have access to the Industry Expert Theater space 30 minutes before the assigned presentation time. Seating, AV, and other physical arrangements cannot be altered or removed. Space will be reserved in the back of the Industry Expert Theater for food, should the sponsor decide to offer a modest meal or snack. Food and beverage can be ordered through the Manchester Grand Hyatt San Diego.

Signage

Industry Expert Theater presentations will be listed in the Seaport Foyer, near the Exhibit Hall. Sponsors are permitted to supplement this with floor standing signage approximately 1 hour before their scheduled time at the entrance of the Industry Expert Theater only, and the sign must be removed within 30 minutes of the conclusion of their presentation. One 3 ft. x 8 ft. fabric tension stand sign will be produced by WORLDSymposium from artwork provided by Company. Additional sign (using the same content) may be added to the Industry Expert Theater Application. All graphics must be approved by WORLDSymposium. Applicants may display signs promoting their Industry Expert Theater within their own contracted exhibit space. Signs may not be placed in other venues or other areas of the Manchester Grand Hyatt San Diego.

Promotional Materials

WORLDSymposium‘s promotion of Industry Expert Theaters is indicated in these guidelines.  Additional publicity is strongly recommended. Options include door drops, virtual bag inserts, or display opportunities at the Manchester Grand Hyatt San Diego. See Support Opportunities for specifics. Keep in mind that WORLDSymposium does not sponsor or co-sponsor Industry Expert Theaters. Use of the WORLDSymposium name, logo or insignia on materials promoting Industry Expert Theaters is prohibited. All materials promoting Industry Expert Theaters should identify the industry sponsor.

In addition:

  • The term “scientific session” should not be used in reference to an Industry Expert Theater.
  • All materials promoting an Industry Expert Theater must include the following statements:

This Industry Expert Theater presentation is not part of the official WORLDSymposium™ program, and WORLDSymposium does not approve or endorse any commercial products or services discussed during the Industry Expert Theater or offered for sale by the corporate supporter of the Industry Expert Theater. This Industry Expert Theater is not approved for CE by WORLDSymposium or any other entity.

Eligibility: Registration for WORLDSymposium 2024 and an official name badge are required to attend this Industry Expert Theater.

Proposed copy must be submitted to WORLDSymposium for approval prior to printing. Please allow 10 days for review.

Distribution of approved materials from the sponsor’s exhibit booth is permitted. Promotional materials may not be distributed in the aisles, in the Manchester Grand Hyatt San Diego lobbies or public areas, or anywhere else in the hotel. Promotional materials, even if approved, may not be handed out anywhere, including restaurants, in front of or around the hotel.

Important Dates

  • Final session title, description, faculty and learning objectives – January 2, 2024
  • Full payment – Due 30 days after WORLDSymposium invoice and no later than November 1, 2023
  • All graphics are due by December 15, 2023, for production. 
  • Any changes made to titles, faculty, descriptions, or objectives after December 15, 2023 may not be considered for on onsite signage, on the website, mobile app and program book. No exception.

Giveaways

See the Exhibitor Prospectus.

Solicitations

All distribution of literature or business transactions are restricted to the Industry Expert Theater during the specified time slot. Solicitation in the aisles outside the Industry Expert Theater or intercepting those in attendance for advertising purposes is strictly prohibited.

Changes in Schedule and Location

WORLDSymposium reserves the right to change location of the Industry Expert Theater as shown on the official floor plan. It also reserves the right to alter the time schedule if it deems a change would be in the best interest of the WORLDSymposium Annual Scientific Meeting. All changes will be communicated to Industry Expert Theater sponsors.

Cancellation

No refunds will be made for cancellations after November 1, 2023. Cancellations made prior to November 1, 2023, will be refunded minus a $7,500 penalty fee. If an Industry Expert Theater sponsor cancels or defaults on exhibit space, the Industry Expert Theater slot will be forfeited with no refund for payments made. Notification of applicant’s decision to cancel an Industry Expert Theater time slot must be submitted in writing. WORLDSymposium retains the right to utilize canceled theater time slots at its discretion. WORLDSymposium reserves the right to revoke an Industry Expert Theater contract at its sole discretion.

Application

These Industry Expert Theater Guidelines are a supplement to the Exhibitor Prospectus. The rules and regulations set forth in the Exhibitor Prospectus are restated and incorporated herein by reference. Any Exhibitor rules and regulations in the Exhibitor Prospectus that apply to Industry Expert Theaters will be enforced.

Complete the Industry Expert Theater Application to apply for for an Industry Expert Theater. Direct questions to gechterhoff@etherio.com

Content last updated on December 19th, 2023 at 07:16 am