Liability

The exhibitor agrees to protect and keep the PAS forever harmless from any damage or charges imposed for any violation of any law or ordinance whether occasioned by the negligence of the exhibitor or those holding under the exhibitor, as well as to strictly comply with the applicable terms and conditions contained in the agreement between the exhibit hall and the PAS regarding the exhibit premises; and further, the exhibitor shall at all times protect, indemnify and keep harmless the PAS and the Convention Center against and for any and all costs, damages, liability or expense arising from or out of accident or other occurrence to anyone, including the exhibitor, its agents, employees or business invitee, which arise from or out of or by reason of said exhibitor occupancy and use of the exhibition premises or a part thereof. Exhibitors are encouraged to insure themselves against property loss or damage and against liability for personal injury.

Eligibility to Exhibit

The Technical Exposition is an extension of the Continuing Medical Education (CME) program of the PAS. In order for your application to be accepted, your products and services must be related to the practice of pediatrics, and you must be in good financial standing with the PAS.

The PAS has the right to withhold approval of the exhibition of products and services that, in its judgment, do not further the education, scientific or practice needs of its members and attendees. At the request of the PAS, an exhibitor shall remove any product or service included in the display for which approval has not been given.

Payment of Space

A deposit equaling 50% of the total booth space rental must be paid within 30 days of the booth application. Full payment of the booth space is due on November 15, 2024. Applications submitted after November 15, 2024, must be paid in full within 30 days of the booth application. All payments are due before the exhibitor move-in.

Cancellations & Refunds

The PAS must be notified in writing of the cancellation. For cancellations received by the close of business on November 15, 2024, the PAS will issue a refund of 100%. No refunds will be issued for cancellations received after November 15, 2024. If booth space is reduced, the net space reduction will be treated as a cancellation of that booth space. No-shows will be considered cancellations, and the exhibiting company will lose all accumulated points toward the following year’s space assignments. It is expressly agreed by the exhibitor that in the event the company fails to pay the space rental at the times specified or fails to comply with any other provisions contained in these rules and regulations concerning the use of exhibit space, Show Management shall have the right to reassign the confirmed booth location or to take possession of said space and lease same, or any part thereof, to such parties and upon such terms and conditions as it may deem proper. In the event of a default by the exhibitor, as set forth in the previous sentence, the exhibitor shall forfeit as liquidated damages, the amount paid by the company for their space reservation, regardless of whether or not Show Management enters into a further lease for the space involved. In case the exhibition shall not be held for any reason whatsoever, then and thereupon the rental and lease of space to the exhibitor shall be terminated. In such case, the limit claim for damage and compensation by the exhibitor shall be the return to the exhibitor of the prorated amount already paid for space for this specific event.

Note: If, for any reason, the PAS Meeting becomes a 100% virtual meeting, we will switch your booth to the Online Exhibit Hall Package and will roll over the difference to our PAS 2026 Meeting.

Exhibits Floorplan

Show Management has the right to alter the floor plan for the betterment of the show.

Exhibit Booth Staffing

As a courtesy to the attendees and to fellow exhibitors, it is important that exhibitors open their exhibits on time each day and staff them throughout the day until the scheduled closing of the Technical Exposition on the last day. It is strongly recommended that all exhibitors staff their booths with a minimum of two representatives and schedule departing flights accordingly to ensure adherence to this regulation.

PAS Exhibitor Code of Conduct 

The Pediatric Academic Societies (PAS) Meeting is committed to providing a professional, collegial, safe, and respectful environment for the PAS Meeting. All attendees must agree to conduct themselves professionally and comply with all Code of Conduct rules. They may not engage in any demonstrations or other behavior that PAS deems potentially disorderly to the conduct of the meeting or that invade on the rights or safety of others.

The following practices are strictly prohibited at the PAS Meeting:

• Solicitation of any kind by the Exhibitor/Sponsor outside of the exhibit hall, especially in scientific meeting rooms.
• Loitering in competing company exhibit spaces or chat or otherwise harassing other exhibitors.
• Exhibitors may not solicit other exhibitors. Any exhibitor or company personnel who solicit exhibitors at the show will be considered in violation of Code of Conduct.
• Exhibit personnel may not attend satellite symposia, or other workshops given by other exhibitors unless the organizer provides written permission.

Exhibitor Badges

Exhibitors are encouraged to register in advance. There is no charge for the registration of up to 5 exhibitor representatives per 100 square feet contracted. Pre-registration information will be e-mailed to contracted exhibitors at a later date.

Representatives registered through Exhibitor Registration will be provided with an Exhibitor badge only. Any representative desiring an attendee badge will be required to pay a full PAS meeting registration fee (no exceptions).

Exhibitor badges are personal and nontransferable. Each representative of an exhibiting company must wear the official badge at all times while in the exhibit area. Supplementing the identification with business cards, ribbons or company logotypes is not permitted. Exhibitor badges may be made out only in the name of the company shown on the Exhibit Space Contract. False certification of individuals as exhibitor representatives, misuse of exhibitor badges or any other method or device used to assist unauthorized persons to gain admission to the Exhibit Hall is in strict violation of the PAS Rules and Regulations. Exhibit badges allow exhibitors access to all PAS events at the Convention Center.

Exhibit representatives may register onsite and will be required to complete an onsite registration form, submitting proof of company affiliation at that time.

Inline Booth Badge Count: 5 per 10 x 10

10 x 10: 5 Badges

10 x 20: 10 Badges

10 x 30: 15 Badges           

Island Booth Badge Count: Max Set @ 30

20 x 20: 20 Badges

20 x 30: 30 Badges

30 x 40: 30 Badges

Selling of Products and Services

The purpose of the exhibits is to further the education of meeting attendees through product and service displays and demonstrations. Sales and order-taking are permitted provided all transactions are conducted in a manner consistent with the professional nature of the meeting. No signage or advertising of product pricing will be allowed. Products for sale must be the exhibitor’s own, unaltered, marketed products and the products or services must be pertinent to the attendee’s professional interest. The PAS reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Exhibitors are responsible for complying with all business license, sales and tax requirements.

Demonstrations or live interviews must be confined to the limits of the space contracted. Special promotional activity must have prior PAS written permission and must be contained within the space contracted.

Printed Material Distribution/ Canvassing

Canvassing in any part of the facilities utilized by PAS is strictly forbidden, and anyone doing so will be requested to leave the building. Distribution of advertising or printed material by the exhibitor outside of the exhibitor’s allotted space will not be permitted unless the distribution or advertising is organized by the PAS.

Fire and Safety Regulations

Federal, state and city fire laws must be strictly observed. Complete fire safety requirements from the Convention Center will be included in your Exhibitor Service Manual.

Hazardous Waste Disposal

Hazardous waste is any material being stored, recycled or thrown away that could cause injury or death, or pollute air, land or water. At the time of space application, exhibitors who generate material fitting any of these criteria should inform the PAS Exposition Manager of the presence and planned disposition of hazardous waste to allow for thorough planning and preparation.

American Disabilities Act

Each exhibitor shall be responsible for compliance with the American Act within their exhibit space.  Click here for information.

Cancellation of Exposition

In the event of cancellation of the PAS Exposition due to fire, strikes, governmental regulations or causes that would prevent the scheduled opening or continuance, then and there upon, exhibitors and the PAS have no further obligations to each other, and the PAS management shall determine an equitable basis for the refund of such portion of exhibit fees as is possible, after due consideration of expenditures and commitments already made.

Conditions of Contract to Exhibit

Exhibitors agree to abide by the conditions of contract, rules and regulations and by all conditions under which space at the Convention Center is leased to the PAS. Exhibitors accept responsibility for informing all of their employees and agents of these conditions and agree that they will abide by them also.

FDA Regulations

Exhibitors are reminded of the Food and Drug Administration (FDA) restrictions on the promotion of investigational and pre-approved drugs and devices. Exhibitors are also cautioned about FDA prohibition of promoting approved drugs for unapproved purposes. Information regarding FDA regulations may be obtained directly from the FDA. Requests for information and guidance can be obtained at www.fda.gov/cder, the FDA’s medical advertising information line, 301-796-1200, or directed to:

FDA Division of Drug Marketing FDA/CDRH/Office of Device Evaluation

10903 New Hampshire Ave. www.fda.gov. Click on medical device tab

Building 51, Room 3200 for more information.

Silver Spring, MD 20993-8002

ACCME & Exhibits

When commercial exhibits are part of the overall program, arrangements for these should not influence planning or interfere with the presentation of CME activities (SCS 4.1).  Exhibitors must comply with standards established by the Accreditation Council on Continuing Medical Education (www.accme.org), the American Medical Association’s Ethical Opinion on Continuing Medical Education and Gifts to Physicians (www.ama_assn.org) , the Food and Drug Administration regulations regarding industry-supported scientific and educational activities (www.fda.gov), the PhRMA Code on Interactions with Healthcare Professionals (www.phrma.org), the AdvaMed Code (www.advamed.org) and the Office of the Inspector General (OIG) Guidance.

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 Pediatric Academic Societies and the Convention Center 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 million. The exhibitor shall obtain and furnish upon the request of PAS Exhibit Management a Certificate of Insurance evidencing the required insurance. *Note: Each exhibiting company must have a certificate of insurance. This is in addition to a certificate of insurance for companies providing set up and dismantling.

PAS Priority Point System

The PAS Priority Point System will be used to determine priority appointments for future year booth selection. PAS will use the exhibitor’s past three years points to determine appointment time. Points are accumulated as follows:

• Total number of years exhibited with PAS (5 points per year)
• Total number of booths contracted (1 point for each 10′ x 10′ [100 square foot] space)
• Completion of Post Exhibitor Evaluation (1 points per year)
• Securing housing inside PAS Housing Block through the official Housing Bureau: Companies who make reservations for nine rooms or fewer will receive two priority points. Companies with ten or more rooms will receive two priority points for the first nine people, plus one point for each additional ten people booked at any of the PAS official hotels.
• PAS Sponsors receive between 3-15 points depending on the level of Sponsorship
• Under $20k – 3 points
• $20k – $49k – 5 points
• Bronze Level $50k – 10 points
• Silver Level $65k – 15 points
• Gold Level $80k – 20 points
• Platinum Level $95k – 25 points

Enforcement of Rules and Regulations

As a condition for exhibiting, each exhibitor shall agree that they, their employees and their agents will observe all PAS policies and regulations as described in this document. Failure to halt or amend these actions or comply with these policies and/or regulations will result in the following penalties:

• A warning will be issued to the exhibiting company, outlining the actions that are in violation of the policy and regulations.
• The first penalty assessed by the PAS will result in the company not accruing the exhibit participation points for the current year.
• The second penalty assessed by the PAS will result in the company losing one-half of its accrued exhibit participation points.
• The third penalty assessed by the PAS will result in the company losing all of its accrued exhibit participation points.
• The fourth penalty assessed by the PAS will result in the company not being eligible to exhibit at future PAS meetings and exhibitions.
• The PAS reserves the right to restrict and/or dismiss at any time exhibit, which it deems undesirable. Violators of the Rules and Regulations outlined in this document will incur a reduction in points as outlined above for each penalty assessed.

Any exhibitor who begins dismantling or packaging their exhibit and/or exhibit materials prior to the close of technical exhibits, will automatically forfeit all priority points earned over the past five years or may not be permitted to participate in future PAS exhibitions.

Whenever practical or appropriate in the view of the PAS, disciplinary action will be progressive, according to the sequence outlined. However, the PAS reserves the right to levy a more severe penalty, including refusal of or termination of the exhibit at its discretion, without progressing through each of the successive steps. In the event of such restriction or eviction, the PAS will not be liable for any refunds or rentals, or other exhibit expenses.

In all interpretations of the Rules and Regulations, the decision of the PAS is final. Any objectionable practices by exhibitors or official suppliers should be reported to the PAS Exposition Manager immediately.

Smoking Policy

The Pediatric Academic Societies have established a nonsmoking policy for all portions of the PAS Meeting. No smoking will be allowed in the Convention Center.

General Regulations

Booths must be kept open and staffed daily during scheduled exhibit hours by your company’s staff. Breaking down or packaging up of materials earlier than the close of the exhibit hall at 6:30 p.m., Sunday, April 27, 2025, is prohibited. At no time should exhibit personnel leave their booth(s) to encourage attendees in the aisles to return with them to their booth(s). This regulation applies equally to all exhibitors; all business, signage, and equipment must be conducted within the confines of the booth(s) assigned.

Subletting of Exhibit Space

Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them. Nor shall they exhibit or permit to be exhibited in their space any merchandise or advertising materials that are not a part of their own regular products or services.

Entertainment/Promotional Activity

Demonstrations or live interviews must be confined to the limits of the space contracted. The use of magicians, fortunetellers, dancers, mimes, puppet shows or other entertainment of this nature is prohibited unless the exhibitor has written permission from the PAS. The use of celebrities who are not routinely employed as spokespersons for the exhibiting company is discouraged. Special promotional activities must have written permission and must be contained within the space contracted. Exhibitors may not serve or give away alcoholic beverages.

Sound and Audiovisual

Audiovisual and other sound effects must be regulated so that they do not disturb neighboring exhibits. The PAS Exposition Manager reserves the right to determine at what point sound interferes with others and must be discontinued.

Music

Live performance of music is not permitted. License agreements for music covered by ASCAP, BMI and other organizations are the sole responsibility of the exhibitor.

Educational Events in Exhibit Booths — PAS Policy

Exhibiting companies must inform PAS, in writing, of all educational events offered in their exhibit booths. Notification letters must include a description of the event identifying format, content, date, time and names of physicians involved in delivery of the educational event.

Following are guidelines for educational events in exhibit booths:

• Signage in booths must include the following wording: This event is not a part of the official PAS program and is not approved for AMA PRA Category 1 creditTM.
• Companies are advised to reference FDA guidelines and the PhRMA Code on Interactions with Healthcare Professionals (www.phrma.org) and the AdvaMed Code (www.advamed.org).
• No formal seating is allowed in exhibit booths for these events.

Miscellaneous Displays

No balloons may be used as booth decoration or inflated to distribute to visitors at a booth.

Photography

An exhibit booth may not be photographed or videotaped without the permission of the legitimate occupants of that booth. This prohibition extends to the members of the medical or lay press. Booth personnel should notify the PAS Exposition Manager if they are being photographed/videotaped without their permission. Television or video cameras are prohibited without prior approval of PAS Show Management.

PAS Attendee Mailing List

Pre-show mailing lists increase booth traffic and exposure of your company’s products and services. To assist you in reaching this goal, an Attendee registrant list for PAS 2025 Meeting pre-registrants (approximately 4,600) will be made available to contracted exhibitors for purchase through the Online Exhibit Portal. Please note PAS Attendee email addresses are not included on this list. Lists will be sent out in an electronic format (Microsoft Excel spreadsheet).  If you request a pre-show attendee registrant list, the PAS does require that your promotional piece be approved before it is mailed to the registrants. Material mailings must be used in the promotion solely to invite attendees to your booth. Product information and company logos are allowed. All promotional materials that include product information must have FDA approval. Products or equipment that have not received FDA approval cannot be promoted through this mailing. Lists are for one-time use only and are not to be shared with another company. The PAS does not allow non-exhibiting companies access to mailing lists of attendees.

Use of the Pediatric Academic Societies’ Name, Insignia, Logo or Acronym (PAS, APS, SPR, APA, AAP or ASPR) — The Pediatric Academic Societies’ name, insignia, logo, and acronym of the Pediatric Academic Societies are proprietary marks and may not be used in signs, advertising or promotions in any media or on descriptive product literature either inside or outside the exhibit area. This rule applies before, after, and/or during the meeting unless prior approval has been received from the PAS Exposition Manager.

Give-aways

Novelty gifts or souvenirs not manufactured by the exhibiting company must be submitted to the PAS for review. These premiums should be items that can be used during the meeting and in the professional activities of the attendee. PAS may withhold or withdraw permission to distribute souvenirs, advertising or other material it considers objectionable. Exhibitors may not distribute stick-on emblems, unofficial badges or company nameplates. The Convention Center has exclusive food and beverage rights within the Convention Center. All exhibitor food items must be ordered through the Convention Center.

Market Research

Market research companies will be assigned space ONLY if space is available and if research is being done for an approved exhibitor. Research companies MUST submit an Exhibit Space Contract and abide by the same regulations as other exhibitors.

• Market research companies must submit a letter of authorization from the client for whom they are conducting research with the Exhibit Space Contract.
• Surveys and questionnaires must be submitted for approval to the PAS Exposition Manager by April 7, 2025.
• All surveys must be conducted within the confines of the booth(s) assigned. Surveys and questionnaires must not be administered in the aisles.
• Survey documents must not include the name of the Pediatric Academic Societies or make any reference to this meeting that might cause respondents to believe that the PAS is sponsoring the research.