INDUSTRY SPONSORED SYMPOSIA (ISS)
For purposes of these guidelines, an Industry Sponsored Symposium (ISS) is an educational program for which AMA PRA Category 1 Credit™ is offered by an organization external to the PAS, is not endorsed by the PAS and not part of the PAS official conference program. The ISS program is the exclusive venue available for educational programs by industry during the PAS Meeting. These events are scheduled during time slots that do not compete with PAS programs or exhibit hall hours. Space is limited; available times for ISS are noted below.
CME Credit and Compliance with AMA and ACCME Guidelines
The PAS does not provide AMA PRA Category 1 Credit™ for ISS. Those wishing to hold symposia must obtain credit from another accredited CME provider.
All ISS must be held in compliance with the Accreditation Council for Continuing Medical Education’s (ACCME) Standards for Commercial Support of Continuing Medical Education. In addition, although compliance with the AMA’s Ethical Opinion on Gifts to Physicians from Industry is the responsibility of the individual physician, every effort should be made to ensure that PAS attendees are not put in a compromising situation that would be considered a violation of these guidelines. Approval of proposed ISS will be based on these and other regulations as outlined within.
To submit an application follow these steps:
- create an account on the PAS Program and Events site and complete all disclosures during this process
- contact the PAS Program Office to inform them you have created an account and need access to submit
ISS supporters must submit a completed application no later than February 8, 2019. Payment of the educational grant must accompany the application when submitted. Late applications will be considered on a case-by-case basis as space permits.
An application will be considered complete when it includes:
- Rationale for holding the ISS
- Learning objectives
- Complete agenda for the program, including proposed speakers and topics
- Synopsis of program content for publication in the PAS programs
- Complete application with original signatures
- Contact information for accredited CME sponsor of the ISS
- Sample evaluation form
- Description of how evaluation and CME credits will be handled on-site
The PAS Operating Committee and Program Committee Chair will review the application and determine its appropriateness based on the program’s scientific merit and audience interest.
Criteria for acceptance of an ISS proposal include the following:
- The topic is timely and of broad interest to the memberships
- The topic meets ACCME guidelines and Standards for Commercial Support, and the content is free of commercial bias for or against any product
- The proposed program is designated for CME credit by an ACCME accredited provider
To avoid the appearance of conflict, current PAS Board, Council, Program Committee and PAS Alliance Board members may not be included as speakers or moderators for an ISS. All correspondence with ISS speakers, including honoraria and expense reimbursement, will be the responsibility of the organizer.
The sponsor will be contacted in writing regarding the committee’s decision approximately one month after review. Applicants may not contact reviewers directly to provide additional information or to check the status of an application. Once a program is selected and approved, it may not be modified.
|Date||Session Time||No. of Session Slots Available|
|Sunday, April 28:||5:30am – 8:00am||3|
|Sunday, April 29:||7:30pm – 11:00pm||3|
|Monday, April 30||5:30am – 8:00am||3|
Regardless of the time, the room is released to you for set-up, your program (including registration, breakfast/dinner, etc.) must not begin prior to the start times listed above.
- PAS Exhibitors – $25,000
- Non-Exhibitors – $30,000
- Payment is due at the time of application
- Checks should be made payable to the Pediatric Academic Societies. Full payment will be refunded if the program is not accepted. Fee includes room rental and a brief synopsis for publication purposes. All other expenses including catering and audio/visual are the responsibility of the company.
The PAS must be notified in writing of the cancellation of an approved ISS. For cancellations received by the close of business on February 22, 2019, the PAS will issue a refund of 80%. No refunds will be issued for cancellations received after Februrary 22, 2019.
Event Arrangements (Catering, Audio Visual, and Hotel Logistics)
- ISS will be assigned by PAS at an official PAS hotel. Meeting space will be blocked to accommodate sufficient set-up time. All ISS must be contained within the assigned meeting room and the assigned time frame. Those scheduled for early morning sessions may have access to the room the evening preceding the session. If the room is in use, set-up may be delayed until after 11:00pm.
- If company policy allows, the PAS prefers that a modest meal or reception is provided for either evening or morning programs.
- The ISS organizer is responsible for the arrangement of all details regarding room set up, catering arrangements, audio visual etc. Instructions and contact information will be distributed in early February with the room assignment confirmation.
- ISS organizers are responsible for handling pre-registration and on-site management of the event.
- No sales activities may take place, and no promotional materials may be distributed in the session room or the registration area.
- All expenses associated with room set up and clean up, food and beverage, audiovisual, electrical, telephone, shipping, signage, etc. are the sole responsibility of the ISS organizer. The application fee includes meeting room rental fee only.
- The application and administrative fee does not include audiovisual equipment rental or labor costs.
PLEASE NOTE: One person must be designated as the contact for all company communications. PAS will only work with that designee throughout the planning process.
- All promotional and program materials must be reviewed and approved by the PAS. Once approved, revisions and final materials must be submitted to the PAS in writing.
- The PAS wishes to avoid any implication that ISS are planned, implemented or sponsored by the PAS. Promotional material may in no way mention the PAS, individual PAS partner societies or the PAS Meeting. Phrases such as “presented during,” “presented in conjunction with,” “preceding” or “prior to” may not be used. This rule applies to materials developed for use before, during and after the conference.
- The distribution/display of any materials promoting an ISS is strictly prohibited in all public spaces of the event venue, convention center or other hotels, except as outlined below.
- Advance Mailing to Pre-Registrants – Upon approval of your first promotional piece to be mailed, the PAS will provide a single pre-registrant list at no cost. This list is approved for a one-time use only to promote the ISS. For subsequent mailings, additional copies of the PAS pre-registrant list will be available for purchase for $400.
- Publication Announcements – PAS will list a brief synopsis of the ISS on the PAS website, Pocket Program Guide, and within the PAS Meeting mobile app.
- Signage – Three (3) promotional signs are permitted in the hotel. Two (2) signs may be placed in public spaces and one (1) sign may be placed at the symposium room door. Additional signs are not permitted. Sign dimensions may not exceed 24” x 36”. Sign postings are permitted 24 hours prior to the start of the event and must be removed within two hours after the event. Distribution of invitations, tickets, etc., promoting an ISS is strictly prohibited in all other public spaces of the event venue, convention center or other hotels. Hotels may have restrictions on the placement of signage. Please inquire with your hotel event manager.
- For other symposium marketing opportunities, contact Carmen Beck, Resource Development Director, 832.404.2413 or Krisitin Blanchard, Resource Development Coordinator, 832-371-6016.
ISS organizers must submit an evaluation summary and final attendance list by May 31, 2019.
The PAS reserves the right to restrict and/or dismiss at any time any event, topic, format or materials it deems inappropriate. By applying to host an ISS, you agree to adhere to the ISS guidelines set forth by the PAS. Any violation of these guidelines may result in the immediate dismissal of your company as an exhibitor or your program. PAS reserves the right to dismiss future ISS applications submitted on behalf of any sponsor, credit provider or commercial supporter who has violated these guidelines. Consequences result in written warning and/or banned from future participation at PAS Meeting Exhibition and/or ISS function.
Resource Development Director
Resource Development Coordinator
Don’t miss your chance to be part of the largest, most prestigious pediatric research meeting in the world!
BECOME AN EXHIBITOR
PAS 2019’s Exhibit Hall gives your company the opportunity to spotlight your brand and connect with both new and existing customers. Use the information below and on the sidebar to navigate through the information you need for PAS 2019.
PAS 2019 will be held at the Baltimore Convention Center, April 27 – 29, 2019 (exhibit dates). Full Meeting dates are April 24 – May 1, 2019. The Exhibit Hall is also home to over 3,000 posters, so your booth will see thousands of potential customers.
Exhibit Hall Show, Installation and Dismantling Dates
|April 25, 8am-5pm||Exhibitor Move-In|
|April 26, 8am-5pm
April 27, 8am-10am
|April 27, 1pm-4pm
April 28, 4:15pm-7:30pm
April 29, 4:15pm-7:30pm
|Exhibit hall open|
|April 29, 7:30pm-10pm||Exhibit hall closes; move out|
|April 30, 12pm-8pm||Exhibitor move out|
|10’ x 10’ (100 sq. ft.)||$3,200||DEPOSIT $1,600|
|*Nonprofit (per 10’x10’)||$2,100||DEPOSIT $1,050|
Exhibitor Registration and Hotel
|Hotel Reservations (Individual)||Opens November|
*Limited to organizations who are 501(c)(3) or government agencies.
*Respective certificates MUST be attached to receive the NP rate.
Key Dates for Exhibitors
|July 6, 2018||50% deposit of total booth fee is due to the PAS|
|September 7, 2018||50% of total booth fee is retained by PAS on this date or prior to this date|
|October 25, 2018||Full booth payment due|
|October 25, 2018||100% of total contracted booth rental fee retained by PAS if space is canceled on or after this date|
|November 8, 2018||Housing opens|
|February 2019||Exhibit Service Manuals available online to confirmed exhibitors|
|March 15, 2019||Advance freight shipments received|
|March 21, 2019||Exhibitor Appointed Contractor (EAC) form due|
|March 26, 2019||Company description deadline to be included in the mobile app. (date to be determined)|
|March 27, 2019||Hanging sign submission due|
|April 5, 2019||Advance orders for discount to official contractor due|
|April 13, 2019||Last day freight accepted at advance warehouse|
|April 25, 2019||Contractor Move-In|
|April 26, 2019||Exhibitor Move-In|
|April 27-29, 2019||Exhibit hall open|
|April 29, 2019||Exhibit hall closes; move out|
|April 30, 2019||Exhibitor move out|
PAS Rules & Regulations
The Pediatric Academic Societies (PAS) act for exhibitors and their representatives in the capacity of agent, not as principal. The PAS assumes no liability for any act of omission or commission in connection with this agency, including, but not limited to, any loss or damages suffered by an exhibitor as a result of any act or omission of any vendor, service providers or other exhibitors. Exhibitors and their representatives hereby release the PAS from any and all liabilities for loss or damage ensuing from any cause whatsoever, except for claims for damages or injuries resulting from the PAS failure to fulfill its obligations as set forth in the rules and regulations and booth construction guidelines.
Before any exhibit may be removed from the building, exhibitors must make arrangements satisfactory to the PAS, the Convention Center and the PAS official vendors for the payment of any charges incurred by the exhibitor in connection with presenting their exhibit.
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.
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 to ensure adherence to this regulation.
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|
|10 x 20||10|
|10 x 30||15|
|Island Booth Badge Count||Max Set @ 30|
|20 x 20||20|
|20 x 30||30|
|30 x 40||30|
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.
Americans With Disabilities Act
Each exhibitor shall be responsible for compliance with the Americans With Disabilities Act within their exhibit space.
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.
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.
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 Baltimore 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
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 (3 points per year)
- Securing housing inside PAS Housing Block through the official Housing Bureau
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.
The Pediatric Academic Societies have established a nonsmoking policy for all portions of the PAS Meeting. No smoking will be allowed in the Baltimore Convention Center.
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, Monday, April 29 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.
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.
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.
No balloons may be used as booth decoration or inflated to distribute to visitors at a booth.
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 2019 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 (MicrosoftTM Excel spreadsheet or mailed on pre printed labels. 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 for the purpose of inviting 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’ and the Asian Society for Pediatric Research 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 Society and the Asian Society for Pediatric Research 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.
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 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 1, 2019.
- 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.
Booth Construction and Guidelines
The Official Contractor for 2019 PAS is Tradeshow Logistics
Tradeshow Logistics Exhibitor Care
2655 Dallas Highway, Suite 120
Marietta, GA 30064
Phone- 770.874.5830, press 2 for assistance
Material Handling/ Storage/Hauling
Union jurisdictions prevail over the operation of all material handling equipment, all unloading and reloading, and all handling of empty containers. The official material-handling contractor will move all freight from the docks to the exhibitor’s booth.
Booth Cleaning & Porter Service
TL has jurisdiction over all booth cleaning and porter service. Exhibitors and/or Exhibitor Appointed Contractors (EACs) are not permitted to have vacuum cleaners or any floor cleaning equipment on the show floor. For your convenience, a Booth Cleaning & Porter Service order form will be included in the Exhibitor Service Manual.
The use of any and all mechanical devices, power machines or lifts other than hand tools is prohibited on the show floor. Tradeshow Logistics will have forklifts available for freight movement and/or the setting of headers for booth display. Lifts provided by exhibitor-appointed contractors will not be permitted on the show floor.
Exhibitors are not permitted to use POWER TOOLS (electric drills, power saws, etc.) on booths of any size. Manual tools such as hammers, screwdrivers, ratchets, pry bars, etc. are allowable for exhibitor use within size and time limitations. Exhibitors may not borrow tools, ladders or other equipment from the exhibit facility or Tradeshow Logistics.
One individual from each exhibiting company is permitted one trip to hand-carry items into the exhibit facility. The use of dollies, hotel baggage carts, flat trucks and other mechanical equipment by the exhibitor(s) is not permitted. Tradeshow Logistics will control access to the tradeshow floor which includes access from the loading docks and/or all doorways into an exhibit facility. This will help to provide a safe and orderly move-in/move-out. Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Tradeshow Logistics. Rates for material handling services are enclosed in this PAS Exhibitor Online Manual.
Thursday, April 27, 8:00 am – 5:00 pm (Contractor move-in)
Friday, April 28, 8:00 am – 5:00 pm (Exhibitor move-in)
Saturday, April 29, 8:00 am – 10:00 am
The PAS reserves the right to order labor to set up any exhibit with large crates that is not in the process of being erected by 9:00 a.m. on Saturday, April 27. Smaller exhibits (10’ x 10’ or 10’ x 20’), by 10:00 a.m. The exhibitor is liable for this labor. All exhibit installation, including product literature and displays, must be completed by 10:00 a.m. on Saturday, April 27.
April 29 – 7:30 p.m. – 10:00 p.m.
April 30 – 11:00 a.m. – 5:00 p.m.
Exhibitor Service Manual
Your Exhibitor Service Manual, containing order forms for the most often needed exhibitor services, will be available in January 2019.
Exhibitors who plan to use the service of anyone other than the official service contractor (independent contractors) must notify the PAS Exposition Office and provide an original Certificate of Insurance no less than 30 days prior to the show. Independent contractors must abide by all rules and regulations set forth by the PAS and the Baltimore Convention Center. Independent contractors must:
- Perform all services in a professional manner in accordance with the exhibition “2019 PAS Rules and Regulations.”
- Not engage in solicitation of business on the exhibit floor for present or future conventions.
- Confine operation to the exhibit area of their client(s), or in areas specifically designated by the PAS. The exhibit floor, aisles, loading docks and service/storage areas will be under the control of the official service contractor. The exhibitor-appointed contractor must coordinate all activities with the official service contractor.
- Provide an original Certificate of Insurance to the PAS Exposition Manager 30 days prior to the show dates. The insurance certificate must prove the policy will be in effect during the installation and dismantling dates. Comprehensive general liability insurance against claims for bodily injury or death and property damage of not less than $1 million for each occurrence and an active workers’ compensation insurance policy covering all permanent employees and temporary labor hired to perform work on this event are required. The certificate must name the Pediatric Academic Societies and Tradeshow Logistics as certificate holders and as an additional insured.
- Order decorator labor in advance, either with the official service contractor, or directly from the union. Exhibitors who hire labor other than through Tradeshow Logistics for their booth installation and dismantling must notify Tradeshow Logistics of their I&D state in writing not less than 30 days in advance of the event.
- Upon arrival, check in at the Exhibitor Service Desk (manned by ) to obtain work badges to enable personnel to work on the exhibit floor.
Specialty Contractors Registration
To enable insurance coverage to be verified and access to the Exhibit Hall authorized, exhibitors must notify the PAS if a contractor not included in the Exhibitor Service Manual will be servicing the exhibit. This includes exhibit designers and builders, audiovisual and computer suppliers, florists, security firms, photographers, etc. All rules and deadlines contained under “Independent Contractors” apply.
The PAS will work only with the exhibiting company, as the contract for exhibit space is between PAS and the exhibiting company. Communication with non-official or exhibitor-appointed contractors is the responsibility of the exhibiting company.
Contractor Personnel Badges
All personnel working within the Baltimore Convention Center must be wearing, in an easily visible location, a photo identification badge issued either by their employer or by the union dispatching the labor. Colored stickers specific to the day’s activity must also be issued to each worker by the employing contractor and worn visibly. Anyone not wearing these items as specified can be denied admittance to the Convention Center.
Standard Booth Construction
All linear booths are 100 square feet (10′ x 10′) unless otherwise noted. Booths have a back wall drape that is 8′ high, with sidewall drapes that are 3′ high. Total height of exhibits (including decorations) may not exceed 8’3″ in height. All display fixtures more than 4′ in height and placed within 10 linear feet of an adjoining exhibit must be confined to that area of the exhibitor’s space that is at least 5′ from the aisle line.
Island Booth Construction
An island booth exhibit is a display in four or more standard booth units with aisles on all four sides. Full use of the space is permitted, but the design of the booth must allow for see-through visibility and accessibility from all four aisles. An island booth exhibit may be made by selecting any full block of numbered booths. No drapery is provided for island booths. Island booths exceeding 20′ in height will require prior special approval. Island booths may occupy 100% of the rental space, but must maintain see-through visibility and accessibility from all four aisles. A sketch of the island booth must be submitted to the Official Decorator and Show Management upon request. If sketches are not submitted and the construction is determined to be in violation of the above restrictions, the PAS has the right to prohibit the assembling of the booth. PAS Show Management reserves the right to request the Service Contractor to begin setup on any booth larger than 10′ x 20′ that has not begun construction/setup by 9:00 a.m., May 4, at the exhibiting company’s expense. The Service Contractor will be directed to begin setup on smaller booths (10′ x 10′ or 10′ x 20′) at 9:00 a.m., May 5. There will be no exceptions to this rule. Invoices for labor and materials will be billed directly to the exhibiting company.
Booth Construction – General
Exposed unfinished sides or exhibit backgrounds must be draped to present an attractive appearance. Close-off drapery will be provided at no charge to the exhibitor. Booth carpeting is mandatory and is the responsibility of the exhibiting company. The exhibits will be inspected at 9:00 a.m., Saturday, April 27. At this time the decorator, with the approval of the PAS Exposition Manager, will provide draping and booth carpeting as deemed necessary. Any charges incurred will be the responsibility of the exhibitor.
Booth cleaning is mandatory after move-in and is not included in the exhibit rental fee. The PAS has the right to order cleaning if booth appearance is unsightly. Cost will be charged to the exhibiting company. Electrical requirements, projection requirements and all furniture and accessories are the responsibility of the exhibiting company. Order forms for the above services and equipment will be included in the Exhibitor Service Manual, which will be available online to confirmed exhibitors in January 2019.
A two-line 7″x 44″ identification sign (in black and white) will be provided, giving the exhibitor’s name and booth number.
Hanging signs are not permitted at the PAS Exposition without submission of drawings and/or photographs and the prior approval of PAS Show Management. Hanging signs and graphics are permitted to a maximum height of 20′ feet from the floor to the TOP of the sign.
* Please note that services such as electrical, plumbing, floral, Internet and food and beverage can be ordered through the Exhibitor Kit, which is sent to 2019 PAS exhibitors in January of 2019.
Frequently Asked Questions
What are the show colors?
- Blue and white drape and blue aisle carpet
How many attendees are anticipated for this conference?
- We anticipate 8,000+ total attendees and estimate about 6,500 key decision makers.
When will I receive my exhibitor kit (Online Exhibitor Service Manual)?
- The Exhibit Kit is available now, please contact our General Contractor:
P: 770.874.5830, option 2
How can I obtain the attendee registrant list?
- The order form is in the PAS Online Service Manual.
How will I receive the attendee registrant list and what is included on the list?
- The attendee list includes mailing addresses only (no email). The list is emailed to the key tradeshow contact in an excel document.
How much does the attendee list cost?
- Excel files for PAS pre-registrants are made available to contracted exhibitors for $600.
Can exhibitors attend conference sessions?
- Exhibitors (with an exhibit badge) can attend non-ticketed sessions that are not full in capacity. CME credit can ONLY be obtained if you are registered as an attendee for the conference.
How will my company listing be promoted by the PAS?
- Exhibitors will be listed by their company name, description and booth number in both the Mobile App and PAS Pocket Program Guide. Additional information to come.
How do I submit my company information & product description?
- An email will be sent providing access to enter your company description directly into the mobile app.
How do I order lead retrieval and enter my company description to be viewed on the PAS mobile app?
- Information coming.
Will security be provided?
- The PAS will provide security to control access to the Exhibit Hall. However, the PAS and the Metro Toronto Convention Center are not responsible for the loss of or damage to exhibitor property. Exhibitors are urged to exercise normal precautions to discourage theft.