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Booth Fees, Assignment Procedures and Cancellation Information

Booth Fees, Assignment Procedures and Cancellation Information

Exhibit Eligibility
The exhibits at WTC are designed for the display and demonstration of products and/or services directly related to the practice and advancement of the science of transplantation. All products and services exhibited must be germane to the study and practice of transplantation and have appropriate governmental and agency approval, if applicable. WTC retains the sole authority to determine the eligibility of any company and/or its product. WTC reserves the right to refuse applications of organizations not meeting standard requirements or expectations. WTC reserves the right to curtail or to close exhibits, wholly or in part, that reflect unfavorably on the character and the purpose of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.

Booth Prices
Booth Size 10’ x 10’

  • In-Line Booth $3,195.00
  • Corner Booth $3,315.00

Island Rate $38.00 per square foot (20’ x 20’ = $15,200.00)

Tax Exempt/Non-Profit $600.00 - Proof of non-profit status must accompany completed application.

Terms of Payment
Total booth fee is due with completed exhibit application. Applications can be processed by faxing to 856-439-0525 or mailed to the World Transplant Congress, Attention: Robin Geary, CMP, 15000 Commerce Parkway, Suite C, Mt. Laurel, NJ 08054-2212. Space will not be assigned or held without the completed application and full payment. Checks should be made payable to WTC and forwarded with the completed exhibit application.

Assignment of Space
Booth location will be determined based on the total support given to each of the three societies during 2013. Once these assignments have been confirmed the remaining priority for space assignment will be made on a first-come, first served basis. Management reserves the right to make any revisions necessary to the floor plan at any time. WTC reserves the right to relocate an exhibitor at any time with the understanding that if the exhibitor does not agree with such relocation to the extent that the exhibitor cannot participate in WTC, the deposit and/or full payment for exhibitor space will be fully refunded. Exhibitors wishing to avoid assignment of space adjacent to that of a particular competitor should note that on their application. Careful consideration will be
given to all such requests, but cannot be absolutely guaranteed.

Designated Tax Exempt/Non-Profit Area
Exhibitors who are defined as tax exempt/non-profit companies, are eligibleto receive the reduced booth price of $600.00 for a maximum of one 10’ x 10’ booth. Proof of tax exempt/non-profit status must accompany completed application. Tax exempt/non-profit space assignment will be confined to a specific area on the floor plan. Tax exempt/non-profit exhibits do not have the option to choose booth space in other locations on the exhibit floor for this reduced rate. Tax exempt/non-profit rental rates include: rental of one 10’ x 10’ booth space, side and back drape, and one I.D. sign. Subsequent booths requested are charged the regular booth price. Tax exempt/non-profit exhibitors are required to provide carpeting and accessories for their space. If space is unavailable in the tax exempt/non-profit area, space will not be available elsewhere unless the tax exempt/non-profit company is willing to pay the full booth price listed above.

Cancellation or Downsizing of Booth Space
Cancellations or requests to downsize must be submitted to the WTC Exhibit Manager in writing. The date of receipt of exhibitor’s written notice of cancellation in the WTC Headquarters office will be the official cancellation date. If space is cancelled on or before March 17, 2014, WTC will retain 25% of the total booth cost. Any exhibitor who cancels space after March 17, 2014, will be responsible for the total booth cost. Refunds for cancellations are not available after March 17, 2014. If written notification of downsizing booth space is received on or before March 17, 2014 the exhibitor is responsible for 25% of the original exhibit space contract, plus the cost of the redefined exhibit space. No decreases in booth size or configuration will be made after March 17, 2014.

Failure to Occupy Space
Booth space not occupied by the exhibitor by 2:00 pm on Sunday, July 27, 2014, is forfeited without refund to the exhibitor, and the space may be resold or used by the WTC.

Cancellation of Exposition
It is mutually agreed that in the event of cancellation of the World Transplant Congress due to fire, strikes, governmental regulations, war, acts of God, terrorism or causes which would prevent its scheduled opening or continuance, then and thereupon this agreement will be terminated and the World Transplant Executive Committee shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of previous expenditures and commitments.

Food and Drug Administration (FDA) Market Clearance

All products exhibited must have fulfilled all applicable FDA regulations. Products that are not FDA approved for a particular use in humans or are not commercially available in the United States will be permitted to be displayed only when accompanied by appropriate signs that indicate FDA clearance status. The signs must be clearly and easily visible and placed near the product and on any graphics depicting the product. Display of investigational products is to remain within the expectations and limitations of the Food and Drug Administration’s Guidelines on Notices of Availability. Any investigational product graphically depicted on a commercial exhibit should:

  • Contain only objective statements about the product.
  • Contain no claims of safety, effectiveness, or reliability.
  • Contain no comparative claims to other marketed products.
  • Exist solely for the purpose of obtaining investigators.
  • Be accompanied by directions for becoming an investigator and list of investigator responsibilities.
  • Contain a statement on signage: “Caution-Investigational Product-Limited to Investigational Use” (or similar statement) in prominent size and placement.

It is the exhibitor’s responsibility to contact the FDA to ensure compliance with the current FDA guidelines. Contact the FDA Office of Compliance regarding your responsibilities under the Federal Food Drug & Cosmetic Act.