Exhibits and Sponsorship

Medical Summit

Medical Summit & Annual Scientific Assembly
November 2-4, 2017
St. Petersburg, FL

 

[Download Exhibitor Application]

Join SMA in 2017 for an unforgettable Southern Hospitality and Networking experience

  • Meet key decision-makers from across the Southeast
  • Display the most current treatment advances
  • Network with attendees in the Exhibit Hall and at Social Events

Hotel:

The 2017 Medical Summit and Annual Scientific Assembly will be at The Vinoy® Renaissance St. Petersburg Resort & Golf Club, St. Petersburg, Florida . The hotel cut-off date is October 3, 2017.

To Book Your Reservation:

[Online reservations]

Call 1-888-789-3090 and reference Group as “SMA 2017 Annual Scientific Assembly.”

Travel Assistance:

Call SMA Tours (Fadwa Shunnarah) at 800.423.4992, Ext. 109.

Exhibitor Contact:

Jennifer Price – jprice@sma.org or 800.423.4992, ext. 185.

Exhibit Fee: $500

Badges:

Exhibitors must adhere to the following guidelines:

  • This fee allows up to two company representatives for each exhibit booth; additional representatives may register for $150 each.
  • Attendees with exhibitor badges are NOT eligible to receive CME credit. To receive CME credit you must register as a scientific attendee.
  • Exhibitor badges must be worn at all times while in the conference area, including the exhibit hall, and while attending scientific sessions, events, and meal functions.

Access to Exhibit Hall:

  • All exhibitors and company representatives, including vendors entering the exhibit hall during exhibit and non-exhibit hours, must have the appropriate badges.
  • Exhibitors may enter the exhibit hall during the following times:
    • Thursday, November 2, 2:00-5:30 pm for set-up
    • Friday, November 3, 6:45 am and remain in the hall until 5:30 pm
    • Saturday, November 4, 6:30 am and remain until 12:45 pm at which point you may break down your exhibit
  • During installation days, exhibitors can enter the exhibit hall during installation hours.
  • Guests and children are not allowed in the exhibit hall during non-exhibit hours.

Registration Materials:

Exhibitors will receive one complimentary copy of printed meeting materials per each exhibit booth space purchased. Materials will be distributed at exhibitor registration.

Exhibitor Participation in Scientific Sessions:

Exhibitors are permitted to attend the open (non-ticketed) scientific sessions, provided space is available. The scientific sessions are a separate forum from the promotional activities of the exhibit hall; therefore, exhibitors or company representatives attending educational sessions are expected to attend for the purposes of hearing the scientific information and not for the purposes of debate with speakers and other participants.

Although the SMA makes every attempt to accommodate all attendees, due to room size limitations, the SMA cannot guarantee exhibitors a seat at any of the scientific sessions. In the event that room capacity is achieved, priority will be given to registered scientific attendees. Any attendee, including exhibitors or company representatives, displaying disruptive behavior during scientific sessions will be dismissed from the meeting.

Payment Policy:

Full payment due no later than October 16, 2017. Space WILL NOT be assigned until full payment is received.

SMA accepts checks made payable to Southern Medical Association (please reference Scientific Assembly in the Memo line), Tax ID # 63-0196615 or major credit cards: Visa, MasterCard, American Express, and Discover.

Exhibit Space Assignments:

Space will be assigned the week of October 23 for all applications paid in full. A notification will be sent to the exhibitor contact upon completion of assignments.

Exhibit/Sponsorship Application Procedure

General Information:

Full payment is due by October 16, 2017 in order to complete exhibit assignments. Space WILL NOT be assigned until full payment is received. Payments received after this date will result in exhibit assignment on availability of exhibit space. Full payment must accompany applications submitted October 16, 2017 or after.

Application Requirements:

For the application to be accepted and space assigned, the following information must be provided:

  • Company name – to be published in materials
  • Brief description of company – 150 words or less to be published (as submitted) in materials
  • Contact person’s name and title
  • Complete mailing address – to be published
  • Contact person’s email address – Required (NOTE: All correspondence will be sent to you via email-This is for SMA Exhibit Staff use only; please list the person who handles exhibits.)
  • Signature
  • Payment information (check or credit card) – (NOTE: FULL payment must accompany applications submitted on or after October 16, 2017.)

Submit your application:

4 easy ways to submit your application:

  • Online: Complete the online application
  • Print and Fax: Complete a print version of the application and fax to 205.945.1830, Attn: Jennifer Price
  • Email: Complete a print version of the application, save,  and email to jprice@sma.org
  • Mail: Complete a print version and return to Southern Medical Association, Attn: Jennifer Price, 3500 Blue Lake Drive, Suite 360, Birmingham, AL 35243

Payment Policy:

Full payment due no later than October 16, 2017. Space WILL NOT be assigned until full payment is received.

SMA accepts checks made payable to Southern Medical Association (please reference Scientific Assembly in the Memo line), Tax ID # 63-0196615 or major credit cards: Visa, MasterCard, American Express, and Discover.

Cancellation Policy:

  • Cancellation policy – Exhibit Space or Sponsorships canceled by October 3 will receive full refund of monies paid, less a $100 administrative fee. No refunds are granted for cancellations received after October 3.
  • It is the exhibitor’s responsibility to cancel all other arrangements made in connection with exhibiting, including hotel reservations, requests for the services of official vendors, or any other contracted services associated with the conference. The Exhibitor is liable for any and all fees or penalties associated with the cancellation of said services, including, without limitation, attrition charges imposed by conference hotels to the extent applicable to exhibitor’s cancellation.

Exhibit Regulations:

By signing the exhibit application, all exhibits and exhibitors are subject to the following regulations and the complete list on the SMA website at https://sma.org/assembly/exhibits. The words, “management,” “association” and “SMA” herein refer to the Southern Medical Association acting through its officers, employees, or agents in the management of the exhibition.

The rules and regulations reflect the Healthcare Convention & Exhibitors Association’s (HCEA) Guidelines for U.S. Healthcare Conventions. The purpose is to ensure the convention’s integrity while creating a quality marketing opportunity for exhibitors while serving the needs of our members. Exhibitors agree to abide by the conditions published and all conditions under which space at the convention facility is leased. Exhibitors also accept responsibility for informing their employees and agents of these conditions and agree that they will abide by them also. Your signature on your exhibit application indicates you have accepted these terms and conditions. Your understanding and conformance are greatly appreciated. Before any exhibit may be removed from the building, exhibitors must make arrangements satisfactory to the SMA, the facility, and the SMA’s official vendors for the payment of any charges incurred by the exhibitor in connection with presenting their exhibit. The SMA reserves the right to revise the floor plan in the event of conflicts regarding space requests or conditions beyond its control.

Liability:

The SMA assumes no liability for any act or omission in connection with any loss or damage suffered by an exhibitor as a result of any act or omission of any vendor, service provider, or other exhibitor or party. Exhibitors and their representatives release the SMA from any and all liabilities for loss or damage ensuing from any cause whatsoever, except for actual damages resulting from the SMA’s failure to fulfill its obligations as described. The SMA disclaims any and all liability for injury or other damages to an individual based on products or services displayed at the meeting and for all claims that may arise out of the use of the products or services displayed. Exhibitors agree to indemnify and hold harmless the SMA and its officers, directors, employees, agents, and contractors from any judgment, loss or other expense (including reasonable attorney’s fees) arising from allegations, claims, lawsuits, and other actions relating to (1) their own products or services or (2) their own actions or omissions or those of their employees, agents, or contractors.

Eligibility to Exhibit:

The SMA retains sole authority to determine the eligibility of any company or product to exhibit subject to the following. The three categories of exhibits permitted at SMA’s conferences with additional specific requirements applicable of each category are as follows:

A. Products which require approval of the Food and Drug Administration (FDA) for marketing must receive FDA approval to be eligible to exhibit at the meeting. Exhibitors may be required to show evidence of FDA approval. This requirement applies to medical devices, drugs, cosmetics, and other FDA-regulated products. In accordance with this policy, if non-FDA approved products or services which require FDA approval are exhibited, the SMA may deny installation privileges or require removal of the exhibit or discontinuance of any promotion wholly or in part.

B. Exhibits promoting food products must not promote harmful or unhealthy products. If claims are made regarding the health benefits of a particular food product, the SMA at its sole discretion, may require that the potential exhibitor provide appropriate documentation to substantiate claims made.

C. Other products and services not covered by A or B above which: (1) meet the standards of generally accepted medical practice or (2) are of interest to conference attendees because of their relevance to the clinical or socioeconomic aspects of the practice of medicine. At the SMA’s sole discretion, it may require potential exhibitors of a product or service in this category to provide technical data and scientific documentation to substantiate the safety and effectiveness of the product or service, as well as the accuracy of the claims made regarding it. If the safety, effectiveness, and accuracy of claims made for such product or service have not been demonstrated to the SMA’s satisfaction, the application to exhibit will not be accepted. (NOTE: Exhibits for nutritional or dietary supplements and vitamin preparations are not eligible unless the product is approved for marketing by the FDA or its efficacy and safety are substantiated by clinical studies acceptable to the SMA – generally meaning studies that have independent support in authoritative, evidence-based medical literature. More specific guidelines are available from the SMA. Applications and studies must be received no less than 2 months prior to the conference start date to allow sufficient time for review.) The acceptance of a product or service for exhibit does not constitute an SMA endorsement or a guarantee that the product or procedure is appropriate for the medical situations indicated. Exhibits will not be accepted if the SMA deems them to include false or misleading statements. Displays for tobacco products and alcoholic beverages will not be accepted. No exhibit will be accepted if the SMA determines the exhibit is in poor taste, offensive to persons in attendance, promotes an activity that is unethical or illegal or in general, or is not in keeping with the character and purpose of this meeting. The SMA may deny installation privileges or require removal of any exhibit or promotion (wholly or in part) that it finds objectionable for the reasons stated above. The SMA follows the American Medical Association’s Code of Medical Ethics Opinion 8.063 regarding the sale of health-related products from physicians’ offices. Consequently, no exhibit will be accepted that promotes the sale of health-related products from physicians’ offices unless documentation submitted with an exhibit application clearly meets the guidelines set forth in Opinion 8.063. Similarly, Code of Medical Ethics Opinion 8.063 prohibits physicians from placing their own financial interests above the welfare of their patients. In most instances the SMA will not accept exhibits that offer referral or other fees to physicians in exchange for recommending products or services to patients.

Non-contracted Exhibit Space:

Individuals, companies, and organizations that have not contracted with the SMA for exhibit space are not permitted to display or demonstrate products, processes or services; solicit orders; or distribute advertising materials in convention facilities, parking lots, or hotels contracted by the SMA. Noncompliance will result in the prompt removal of the offending person(s) and property from that area.

Subletting or Sharing of Space:

Subletting booth space is not allowed. Two or more firms may not exhibit in the same single space without receiving SMA approval.

Outstanding Invoices:

Outstanding invoices due to the SMA, as a result of previous transactions, must be paid before exhibit space will be assigned.

Installation:

Failure to comply may jeopardize future eligibility to exhibit.

All exhibit construction or set-up for exhibits must be completed 30 minutes prior to the published conference start time in the official conference materials. Exact set-up times will be emailed to the exhibit company contact for distribution to on-site representatives.

  • The SMA reserves the right to assign labor to set up any display that is not in the process of being erected 30 minutes prior to the published conference start time. The exhibitor is responsible for all costs.
  • Children under the age of 18 are not allowed on the exhibit floor during installation.
    Admission to the exhibit floor is by official badge only.
  • Exhibitor personnel will be badged in the SMA Registration area of the conference facility.
  • Fire codes strictly prohibit the storage of cartons or other material behind your booth or back drape.

Dismantling Dates and Times:

Dismantling dates and times vary per conference – once confirmed they will be sent via email to the exhibit contact for distribution to on-site exhibit staff.

Dismantling/Move-out Procedures:

The packing of products and material may begin 30 minutes after the last break on the last day of exhibits – as outlined in the published conference materials. Exact dismantle times will be emailed to the exhibit company contact for distribution to on-site representatives.

The dismantling or packing of an exhibit and/or exhibit materials prior to the close of the exhibits may prevent the exhibitor from participating in future SMA exhibitions. Children under the age of 18 are not allowed on the exhibit floor during dismantling.

Give-a-Ways/Booth Activities:

The PhRMA (www.phrma.org) and AdvaMed Codes (www.advamed.org) on Interactions with Healthcare Professionals include strict limitations on the ability of research-based pharmaceutical, biotechnology, and medical device companies to provide food, beverages, non-educational, and other non-practice related items to healthcare professionals. For more information on these guidelines, visit their respective websites. As a result, the SMA asks that all companies use their discretion in complying with these codes in determining what they provide healthcare professionals. The PhRMA Code states that items such as clipboards, pens, mugs and other reminder objects with or without company logos or product names imprinted on them, even if they are accompanied by educational materials, could foster misperceptions that interaction with healthcare professionals is not based on providing information about products or health conditions. It may, however, be appropriate to distribute educational related items or items designed primarily for the education of patients or healthcare professionals provided they are not of substantial value ($100 or less) and do not have value to the healthcare professional outside of their professional responsibilities. Payments in cash or cash equivalents (such as gift certificates, gift cards, etc.) should not be offered to healthcare professionals either directly or indirectly. The SMA in its sole discretion, may withhold or deny the right to distribute gifts, souvenirs, advertising, or other materials it considers inappropriate. These guidelines apply to all research-based pharmaceutical, biotechnology, and medical device companies who are conference exhibitors. It is the responsibility of all exhibiting companies to use discretion when following these guidelines. Please contact the SMA Exhibits Department at 800.423.4992, ext. 185 with any questions.

No Shows:

A company that reserves booth space and fails to inform SMA in writing of its plans not to attend:

  • May not be permitted to participate in future SMA exhibitions, and
  • Forfeits 100% of the total cost of the exhibit space assigned.

Violations:

By applying for exhibit space, an exhibitor, its employees, contractors, and agents agree to adhere to all rules and regulations outlined. Violations will subject the exhibiting company to the following:

  • When possible, an on-the-spot warning will be issued outlining the actions that are in violation of the policies and regulations.
  • Prior years’ warnings and penalties may be taken into account in assessing penalties for current year’s violations.
  • A violation may result in the company not being eligible to exhibit at future SMA meetings and exhibits. When appropriate, disciplinary action will progress through the steps described above. However, the SMA, at its discretion, reserves the right to levy a more severe penalty without progressing through these successive steps, including refusal of or immediate termination of the exhibit. Exhibitors are expected to contribute to an overall professional environment and the SMA reserves the right to restrict and/or dismiss any exhibit that it determines to be inappropriate or offensive to attendees and other exhibitors. In the event of restriction or eviction, the SMA is not liable for any refund, rentals, or other exhibit expenses. The dismantling or packaging of an exhibit or exhibit material prior to the close of the exhibits may prevent the exhibitor from participating in future SMA exhibitions. The SMA has full authority to interpret or amend the exhibitor rules and regulations, and its decisions are final. All issues not addressed here are subject to the decision of the SMA.

Cancellation of Exposition:

It is mutually agreed that in the event the Southern Medical Association Annual Scientific Assembly does not open or cannot be continued due to causes beyond the reasonable control of the SMA, such as fire, strikes, natural disasters (threatened or actual), governmental regulations, terrorism, (threatened or actual), or other causes, the SMA and exhibitors have no further contractual obligations to each other. At such time, SMA management will determine an equitable basis for refunding a portion of the exhibit fees after due consideration of expenditures and commitments already made. SMA is not responsible under any circumstances for an exhibitor’s expenses such as airfare, lodging, or exhibit shipping.