Exhibitors

Exhibitor Policies

Completion of the DDW® Exhibit Application and electronic signature by an authorized company representative binds the exhibiting company, their representatives and hired vendors to the following policies.  DDW reserves the right to alter or adjust these policies at any time without notice.   Last revision date:  November 2015

The exhibiting company agrees to abide by all rules, regulations, and policies. The signer of the contract also agrees to share the rules, regulations, and policies with all representatives, appropriate third parties and booth staff working onsite at the event.

 

All matters and questions not covered by these regulations are at the discretion of DDW Administration. Show Management may amend these regulations at any time, and all amendments, upon publication, shall be equally binding on all parties affected by them as the original regulations.

All rules, regulations, and policies will be enforced without exception. Whenever possible, Show Management will issue a warning and ask the exhibitor to correct the violation. If the issuance of such a warning is not practical, or will not serve to immediately correct the violation, then a penalty may be imposed.

Policies are subject to change.

For specific questions, please contact Nia Murphy at phone at 301-654-9789.

Display Rules and Regulations

Exhibit Eligibility Structure Integrity
Standard In-Line Booth Booth Equipment and Carpeting 
Corner Booth Booth Drawings
Perimeter Booth  Facility Rules
Island Booth  Hanging Signs and Banners 
See-Through Guidelines  Height Variances 
Towers, Enclosures, and Second Stories  Recreational Vehicles 

 

General Rules and Regulation

Violations FDA Regulations
American with Disabilities Act Fire Protection
Booth Name/Ownership Changes Insurance
Cancellation of Exposition Liability
Cancellations/Reductions Lighting
Cleaning and Porter Service Logo, Acronym and Name Usage
Edible Product Samples  Meeting Room or In-Conjunction-With (ICW) Requests
Electrical  Subletting Space

 

General Information

(In) Booth Activities Outboarding
Exhibitor Appointed Contractor Payment
Exhibitor Disputes Photography, Videography, Recordings (Digital Media)
Exhibitor Marketing Toolkit Priority Points
Exhibitor Service Manual Product Theaters
Housing Satellite Symposia Information
Installation and Dismantling Sales and/or Order Taking
Labor Union and Regulations Security
Media Policies for Exhibitors Shipping, Freight and Material Handling
Medical Waste Sound Inside Booth
Models, Hostesses, Staff Attire Sponsorship Artwork Production Instructions
Music Licensing Suitcasing
Off-Site Advertising Trash Policies

Display Rules and Regulations

All booths are equipped with:

  • 44" x 7" two-line company identification sign indicating your company name and booth number
  • 8 foot draped back wall and 3 foot draped side wall (corner and insides only).
  • Company listing in the Exhibit Guide, Agenda Book and online listings
  • Company name and booth number on the DDW website.
  • Daily cleaning of aisles.
  • Opportunity to book priority housing.
  • Opportunity reserve booth space for the following show based on priority points.
  • Roving security guard in the hall.
  • Unlimited complimentary exhibitor badges for booth personnel.

Every exhibit space should allow for the visibility of fellow exhibitors. To ensure that every exhibitor has reasonable sight lines to the aisle, the following rules for booth construction have been adopted. All exhibit backgrounds must conform to the standards set by the Healthcare Convention Exhibitors Association. Visit www.hcea.org for additional information.

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Exhibit Eligibility

DDW views the Exhibit Hall as an integral part of the educational and scientific program. Qualified exhibitors are limited to firms, organizations and agencies whose exhibits promote an awareness of products, technologies and services that are recognized and approved by DDW as being in harmony with, and supportive of, the objectives of the DDW meeting. DDW has the sole right to determine the final eligibility/qualification of any firm, organization, agency or product for inclusion in the Exhibit Hall. Rulings of DDW shall, in all instances, be final with regard to allowed use of exhibit space.

Nonprofits:  The non-profit rate applies to groups that promote special interest causes. All groups are required to provide documentation of non-profit status. Hospitals (and clinics) are eligible for non-profit rate with documentation of non-profit status. Any organization that intends to recruit a physician for a hospital, clinic or group practice at DDW is not eligible for the non-profit status and will need to reserve space at the full booth rate.

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Standard In-Line Booth

A standard in-line booth is ten (10) feet wide and ten (10) feet deep, and eight (8) feet high. Side rails or counters can go up to four (4) feet in height. Any obstructions in the front half of the booth can also go up to the four (4) foot height limit. The height for backgrounds is eight (8) feet, which is allowed in the rear half of the booth space. In a standard 10' x 10' booth, the background cannot extend from the back-wall into the booth by more than five (5) feet.

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Corner Booth

A corner booth is an in-line booth with access to two through aisles. All guidelines for in-line booths apply (see above).

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Perimeter Booth

A perimeter booth is an in-line booth that backs to a wall of the facility rather than to another exhibit. All guidelines for in-line booths apply except that the maximum height for backgrounds is twelve (12) feet.

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Island Booth

An island booth is any booth surrounded by four (4) through aisles. Island booths are 20' x 20' or larger. The visual disadvantage created by a neighboring island booth should be no greater than that caused by an in-line booth.

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See-Through Guidelines

Exhibiting companies in island booths are required to comply with the line-of-sight guideline. Backgrounds can go up to twenty (20) feet in height. This applies to all components and properties of the booth, including fixtures, signs, etc. Exhibitors must comply with at least one or both of the following rules:

  • 5’ Set Back Rule – Side rail and counter height restrictions are waived with the understanding that any side rail, counter, or display fixture that exceeds four (4) feet in height will not be allowed within five (5) feet of the aisle to protect the sight lines of the surrounding exhibitors.
  • 40 Percent See-Through Rule – Any structure that is more than 4’ in height must have 40 percent visibility in height beyond 4’ on all sides. Exhibitor must use Plexiglas or a similar see-through material to create any structure or wall that will allow for a line of sight above 4’.  Booth components and fixtures cannot be arranged within the booth to build a wall that violates this rule.

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Towers, Enclosures, and Second Stories

  • Enclosures and second stories cannot exceed the 20-foot height limit.
  • Towers (any freestanding structure that is not part of the main exhibit fixture) are not to exceed 20 feet in height. These should not occur within five (5) feet of the aisle to not interfere with a neighbor’s visibility. This restriction will be waived (allowing a tower to be placed on the aisle or within five feet of it) if the tower is designed such that it allows visibility through it.
  • All tower, enclosure and second story constructions must be submitted for approval to Show Management. Also a structural drawing showing that the structure is properly engineered for its proposed use and approved by a structural engineer must be submitted directly to the Fire Marshal for approval no later than February 6, 2015 (see address below).
  • Multi-level or Covered Exhibits Guidelines are available through the convention center. Fire watch personnel or automatic extinguishing systems are required. Lessee will be charged for fire watch personnel per the county’s fee schedules.

San Diego Fire-Rescue
Jaime Velasquez
Deputy Fire Marshal
1010 Second Avenue, Suite 300
San Diego, CA 92101
Phone: 619-533-4481
jvelasquez@sandiego.gov
www.visitsandiego.com

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Structure Integrity

All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as fork lifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Refer to local building codes that regulate temporary structures.

Any 20ft by 20ft (6.10m by 6.10m) and larger exhibits require a drawing, plans or renderings, preferably digital, to be submitted to Show Managementfire marshal and the convention center by February 5, 2016.

Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed.

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Booth Equipment and Carpeting

For each standard 10' x 10' booth, Show Management will provide an 8-foot draped back wall, 3-foot draped side wall(s), and a 44-inch by 7-inch one-line company identification sign indicating company name and booth number. Booth space is not carpeted and the ordering of carpet is the responsibility of the exhibitor and is mandatory. Rental of U.S. standard size (10x9) carpet can be ordered through the official general service contractor. The floor covering must start in the front of the booth allowing one foot of uncovered contracted exhibit space at the back of the booth near the drape. Exhibitors will be able to order specific equipment and supplies for their booth. Order forms for material handling, furnishings, carpet, additional drape, floral, audio/visual, catering, utilities, and lead retrieval will be included in the online Exhibitor Service Manual, available in January 2016.

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Booth Drawings

Exhibitors with island booths are required to submit floor plans and elevation drawings to Show Management, the convention center, and local fire marshal. Drawings/renderings will not be returned and are subject to approval of the fire marshal. Originals (no faxed copies) should be submitted by February 5, 2016. Please review see-through guidelines to ensure your booth is in compliance.

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Facility Rules

No part of an exhibit or sign shall be posted, nailed or otherwise attached to columns, walls, floors, or other parts of the building or its furniture, in any way to deface it. Damages arising from failure to comply shall be the sole responsibility of the exhibitor.

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Hanging Signs and Banners

Hanging signs, banners or other visual elements are permitted only with island and peninsula booths, not over a standard in-line. Banners may not exceed the 20-foot height limit (20 feet from the top of the sign). Please contact Show Management with any specific questions or requirements. Exhibitors must follow Convention Center and Freeman policies and procedures.

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Height Variances

All booth structures, elements and hanging sign variances must be submitted for approval by Show Management on or by April 1st.

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Recreational Vehicles

All vehicles must meet fire marshal approval for display and location. Vehicles on display must adhere to the following rules:

  • No more than 1/4 tank of gas or five gallons, whichever is less.
  • A locking gas cap or tape over the gas cap.
  • Batteries shall be disconnected in an approved manner.
  • A drip pan under the vehicle's drive train (motor to differential).
  • Keys delivered to event security.
  • Vehicles shall not be moved during show hours.
  • Refueling is prohibited in the facility.
  • Floor plans must indicate where vehicles are to be located.
  • Please contact Show Management for specific guidelines by April 1st.

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General Rules and Regulations

  • Exhibits must be staffed at all times during posted show hours. Companies that do not keep their booths staffed and operating until the official closing time jeopardize their participation at future DDW meetings and will be penalized with the loss of points.
  • Character of the exhibits must be appropriate for DDW attendees subject to the approval of Show Management. DDW reserves the right to refuse applications not meeting standards required or expected, as well as the right to curtail exhibits or parts thereof, which reflect against the character of the convention.
  • Non-professional products or services are not to be displayed.
  • Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors.
  • Market research companies must indicate on the exhibit application the companies for which they are conducting market research.
  • No exhibitor may enter another exhibitor’s booth without permission.
  • Exhibitors are not allowed to host meetings on the show floor without prior approval.
  • Children age six months to 12 years old are NOT permitted in the exhibit hall. Infants under the age of six months are permitted in the hall if they are in a front/back child carrier. Strollers are NOT permitted in the exhibit hall.
  • Exhibitor personnel, vendors or third party partners may observe, but must refrain from any participation or recording of any scientific sessions on that company’s behalf.

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Violations

Violation of any of these regulations on the part of the exhibitor, his employees or agents, shall annul the right to occupy space and such exhibitor will forfeit to Management all monies that may have been paid. Upon evidence of violation, Show Management may re-enter and take possession of the space occupied by the exhibitor and may remove all persons and goods at the exhibitor's risk. The exhibitor shall pay all expenses and damages that Show Management may thereby incur. 

Any violations of the following rules and regulations will result in the loss of priority points. All exhibiting companies and their third-party partners, and booth personnel are expected to comply with all rules and regulations set forth by Show Management.

Any exhibiting company that has been given a warning or notice of violation and has failed to take corrective action will be subject to penalties, as follows:

  • First offense: loss of points for the present event
  • Second offense: loss of half of points accumulated to date
  • Third offense: loss of all remaining points accumulated to date

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Americans with Disabilities Act

In compliance with the Americans with Disabilities Act, DDW will make all reasonable efforts to accommodate persons with disabilities. Please contact Show Management to make arrangements. Exhibitors shall be responsible for compliance within their assigned space and ensuring access into their booth.

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Booth Name/Ownership Changes

Any change in exhibit booth contracts to include a change in company name or owner must be submitted online with appropriate legal documentation. Such as an official press release, business license, or other documentation requested by show management. Such changes, once approved by organizer, may result in a new application to be completed.

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Cancellation of Exposition

It is mutually agreed that in the event of cancellation of DDW due to fire, strikes, governmental regulations, or causes, which would prevent its scheduled opening or continuance, then and thereupon this agreement, will be terminated. The DDW Council shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made.

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Cancellations/Reductions

Notification of booth space cancellation or space reduction must be in writing. This applies to cancellations as a result of purchase of an exhibitor or company. Any exhibitor canceling/reducing assigned space will be charged a fee based on the following schedule:

  • Between Sept. 1, 2016 and Nov. 30, 2016: 50% of total booth fee is due, reguardless of whether or not the space is re-sold.
  • After Dec. 1, 2016: 100 percent of the total booth fee is due, regardless of whether or not the space is re-sold.
  • Booth reduction penalties are based on the total booth space initially secured, not the square footage by which the space is reduced. The reduction penalty will be in addition to your new booth space fee. Example: Reducing a 600 sq. ft. island space to a 400 sq. ft. island space between Sept. 1, 2016 and Nov. 30, 2016.
                Original Booth Space Fee: $21,000
                50% Reduction Penalty: $10,500
                New Booth Space Fee: $24,500
  • All exhibitor personnel registrations will be cancelled with booth cancellation.
  • All secured sponsorships will be cancelled with booth cancellation. Sponsorships will be refunded only if Show Management is able to resell the sponsorship.
  • Booth cancellations will result in automatic cancellation of any hotel rooms booked before.
  • Booth reductions may result in a reduction of the total amount of hotel rooms an exhibitor may secure.

Let us know if you have any questions. 

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Cleaning and Porter Service

Booth cleaning is the responsibility of the exhibitor. One-time booth cleaning service ordered by exhibitors will occur on Saturday, May 21, 2016, in the evening.

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 Edible Products Samples

Food and Beverage products distributed by exhibitors germane to the audience and are lawful manufacturers or distributors of food and/or beverage products many distribute samples. Samples can only be distributed from exhibitor's booth location.  Food and beverage samples are subject to approval prior to the show by the convention center. Corkage fees may be assessed for all food and beverages brought into the facility. No food or beverage, including marketing giveaways (i.e. bottles of water), is permitted to be brought into the building without the expressed consent of the convention center.

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Electrical

The convention center requires that all electrical work inside or attached to disconnect switches, panels, motor control centers, panel boards and other electrical equipment controlled by the center be performed by convention center electrical staff or approved utility services contractors only. Freeman, DDW’s official General Service Contractor will be providing electrical services.  To order services, please view the Exhibitor Service Manual for pricing and order forms.

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Food and Drug Administration (FDA) Regulations

It is the responsibility of each exhibitor to comply with FDA regulations. Please contact the Regulatory Affairs Department with any questions on Food and Drug Administration guidelines.

Food and Drug Administration 
Center for Drug Evaluation and Research
DDMAC5901-B Ammendale Rd.
Beltsville, MD 20705-1266
Phone: 301-796-1200
Fax: 301-796-9878

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Fire Protection

All materials used in the exhibit area must be flameproof and fire resistant in order to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters.

Items not permitted:

  • Crepe paper
  • Corrugated paper
  • Materials that are not flameproof or flame resistant

Items that must be approved and inspected by the Fire Prevention Bureau before use:

  • Display racks
  • Signs
  • Spotlights
  • Special equipment

Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. All aisles and exhibits must be kept clear at all times and fire stations, strobe lights, sprinkler heads and fire extinguisher equipment is not to be covered or obstructed.

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Insurance

Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense. Each exhibiting company is responsible for obtaining insurance (liability and fire/theft) in such amounts as deemed appropriate to comply with its obligations hereunder and for its own protection. To purchase insurance for the show, use the following link: Exhibitor Liability Insurance Program

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Liability

The exhibitor agrees to indemnify, defend, and hold harmless DDW LLC, American Association for the Study of Liver Diseases (AASLD), American Gastroenterological Association Institute (AGA Institute), American Society for Gastrointestinal Endoscopy (ASGE), Society for Surgery of the Alimentary Tract (SSAT), San Diego Convention Center, and general contractor from and against any and all demands, claims and damages to persons or property which arise out of, from or by any act or omission of exhibitor, his/her employees or agents or any charges imposed for violation of any law or ordinance by the exhibitor, his/her employees or agents. As well as to strictly comply with the applicable terms and conditions contained in this agreement between DDW, AASLD, AGA Institute, ASGE and SSAT, against and from any and all loss, cost, damage, liability, or expense which arises out of, from or by any reason of any act or omission of exhibitor, his/her employees or agents.

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Lighting

A 50% level of lighting is provided during move-in and move-out. One hour prior to the opening of show day, 100% lighting will be provided.  At the close of the show day, 50% lighting level will be restored. Any adjustments to lighting in the exhibit hall or concerning your booth must approved be approved by Show Management. Please visit the exhibitor service center onsite for assistance with lighting.

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Logo, Acronym and Name Usage

Exhibitors do not have permission to use the DDW logo in promotions or advertisements.

The use of DDW’s name and/or acronym will be determined at the discretion of the DDW Administration Team and can be approved or denied if DDW deems its use inappropriate.

If approval is given, the first mention of the official DDW name/acronym must be used with the registered trademark (®) in superscript after the full spelling of the event name. Logo components should not be broken apart, altered, or used independently in any other manner other than those expressed in this standards guide.

Spell out the full event name the first time you refer to it in text, following immediately by the acronym in parentheses. After that, use the abbreviation. Do not use an abbreviation without first spelling it out. If you are only using a term once, do not give the abbreviation in parentheses after it. It is not necessary to repeat the trademark unless it appears in a headline or caption.   In the case a piece is too small to include the full spelling of DDW and the DDW logo, the acronym with the registered trademark can be used. An example is a vertical Web ad with text “Visit XXX at DDW® 2016 in San Diego, CA.

Examples:

  • First instance in text: Digestive Disease Week® (DDW)
  • First instance in text with year: Digestive Disease Week® (DDW) 2016
  • Second (and all other) instances in text: DDW

All print, electronic media, Web, email blasts and published advertisements must include the following exhibitor information:

  • Exhibitor Name
  • Exhibitor Booth Number
  • If you use the year in conjunction with the DDW trademark or artwork, it must be the correct year of the show.
  • Content must be deemed relevant by DDW Administration.
  • No grammatical, formatting errors. Copy must be aligned with the DDW Editorial Style Guide.

Here are a few examples of potential items:

  • Conference Bag Inserts
  • Email Blasts
  • Exhibit Guide (Sold by Tri-Star) Advertisements
  • Online and Printed Product Listings
  • Sponsorship Artwork
  • On-Site Banners or Hanging Signs or any Other Printed Media
  • Literature Racks
  • Electronic Signage

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Meeting Room or In-Conjunction With (ICW) Requests

Meeting room or ICW requests are ancillary meetings, functions, receptions, etc., held in participating hotels and hosted by DDW exhibitors, their third-party contractors, educational institutions and certain non-profit groups.  These events are not planned or hosted by DDW or any of its sponsoring societies and can include up to 150 DDW attendees.  Please visit (ICW page link) to review all pertinent fees, rules and regulations.

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Subletting Space

The subletting, assignment or appointment of the whole or any part of booth space by an exhibitor is strictly prohibited. Exhibitors may not permit any other party to exhibit products other than those manufactured or handled by the contracting exhibitor, nor permit the solicitation of business by others within their space. No one other than the contracted exhibitor may solicit business from attendees or other exhibitors within contracted booth space or aisles.

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General Information

In Booth Activities/Demonstrations (Entertainment, Giveaways, Presentations and Promotions)

Demonstrations, product literature and handout materials are to be straightforward, professional and non-combative in nature and must avoid the use of sideshow or theatrical gimmicks.

In-booth activities and demonstrations to include live interviews must be confined to the limits of the contracted space. The use of magicians, fortune-tellers, dancers, mimes, puppet shows, or other entertainment of this nature is prohibited unless exhibitor has written permission from Show Management. The use of celebrities who are not routinely employed as spokespersons for the exhibiting company is discouraged.

Exhibitors planning a live booth presentation must adhere to the following guidelines:

  • Live Booth Presentations may take place during exhibit hall hours.
  • A minimum booth space of 50’ x 70’ must be secured.
  • The height restriction for island and peninsula booths (maximum height 20 feet) must be incorporated into the overall plan and the “theater” layout must be submitted for approval to Show Management by Feb. 5, 2016 (see Booth Drawings).
  • Sound enhancement may be used but the level must be such as to not interfere with adjacent exhibitors. Show Management reserves the right to monitor all sound levels and require the exhibitor to adjust the volume accordingly.
  • No copyrighted music may be used unless the exhibitor has obtained written permission from the copyright owner for such use (see Music Licensing). Programs must be submitted to Show Management for approval by Feb. 5, 2016.
  • A proposal, including times and length of presentations and the proposed speakers and topics must be submitted to Show Management for approval by Feb. 5, 2016.
  • Non-profit organizations are not eligible for live booth productions regardless of size of booth.

DDW reserves the right to disallow proposed productions. Prior approval for all programs is required.

Giveaways

Exhibitors may market their product or service as they determine necessary as long as their presence or activities remain consistent with the character of the meeting, gastroenterology and its related fields. Any gifts accepted by physicians individually should primarily entail a benefit to patients and should not be of substantial value not more than $100. Show Management reserves the right to determine what is appropriate. 

Distribution of lanyards, conference bags or any exclusive sponsorship item will only be permitted if the item is not sponsored. Check with Show Management on which items have been sponsored.

Contests, lotteries, raffles and games of chance, other than those sponsored by DDW, are strictly prohibited.

DDW requires approval for giveaway items. Please submit the Giveaway Approval Form for review and approval no later than April 1, 2016. Provide a sample by mail or email. Samples will not be returned.

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Exhibitor-Appointed Contractors (EAC)

Exhibiting companies who plan to use a display house/service firm other than the official general service contractor must notify Show Management via the “Notice of Intent to Use Exhibitor Appointed Contractor” form by February 5, 2016. The display house/service firm must provide an original insurance certificate to Show Management by February 5, 2016.

Exhibitors will be held responsible for their EAC’s and are required to communicate all DDW rules and regulations to them. EAC’s will only have access to the floor during move-in/out – not during the show. Only those EAC’s that DDW was notified of by the deadline date, and that furnished a valid insurance certificate by the deadline, will be allowed access to the floor. All others will be denied.

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Exhibitor Disputes

Show Management will not attempt to settle disputes between exhibitors over issues such as trademark violations, sign copy and copyright violation claims. Show management understands the sensitivity of these issues; however, it is the responsibility of the exhibitor to receive prior approval from DDW for any product demonstration or presentation that may be questionable in nature, DDW reserves the right to order objectionable presentations discontinued unless or until a mutually agreeable presentation may be developed. The exhibitor waives any rights or claims of damages arising out of enforcement of this rule.

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Exhibitor Marketing Toolkit (EMT)

DDW has created free customizable print ads, postcards and web ads to aid exhibitors in their preshow marketing. The ads are available in different sizes and options.as bleed and no bleed. The documents are available in zip files and Adobe InDesign Files and are PC and MAC compatible.

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Exhibitor Service Manual (ESM)

The Exhibitor Service Manual (ESM) is available online in January.  It includes all order forms, policies, contractor listings and other important information you will need for your booth.

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Housing

Reservations for hotel accommodations at DDW 2016 must be made through Travel Planners, DDW's housing bureau and exhibitors will receive one priority point. Exhibitors will receive booking instructions in January 2016.

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Installation and Dismantling

Dates and times subject to change. 

Installation Dates

Wednesday, May 18: 8 a.m.–4:30 p.m.
Thursday, May 19: 8 a.m.–4:30 p.m.
Friday, May 20: 8 a.m.–4:30 p.m.
Saturday, May 21: 8 a.m.–3:30 p.m. *All exhibits must be set up by Saturday, May 21, 2016 at 3:30 p.m.

Dismantle Dates

Tuesday, May 24: 4 p.m.–8 p.m.
Wednesday, May 25: 8 a.m.–4:30 p.m.
Thursday, May 26: 8 a.m.–1 p.m. Dismantling of booths prior to 4 p.m., close of the show on Tuesday, May 24, 2016 will result in a policy violation.

An Exhibitor Service Desk will be open during exhibit set-up, show dates, and move-out. Exhibitors may verify and adjust their requirements for installation, furniture, audio/visual and other auxiliary services at the Exhibitor Service Desk.

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Labor Union and Regulations

Please refer to the Exhibitor Service Manual.

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Media Policies

General Information

  • The DDW Newsroom is only open to the working press. Exhibitors and public relations professionals are not permitted in the Newsroom.
  • All exhibit companies and their third party partners are expected to comply with all rules and regulations set forth by Show Management.
  • Show Management is the designated agent to handle all media relations for DDW. No other newsrooms are permitted.
  • Show Management will not share lists of media registered for DDW nor lists of media who have attended in previous years.
  • Use Twitter hashtag #DDW16 to post pertinent news and activities for the event across social media.

Exhibitor Press Materials Distributed in the DDW Newsroom

Registered exhibitors may display press materials in the designated "Exhibitor News" area of the DDW Newsroom. Display materials must follow the following guidelines:

  • Exhibitor press materials must focus on research presented as part of the DDW program.

Embargo Policy:

  • Press materials must be clearly marked with the abstract number(s) and the embargo date and time, adhering to the DDW embargo policy:  All data presented at DDW is embargoed for the beginning of its presentation time or an official DDW press conference, whichever occurs first.
  • DDW embargo lifts at the beginning of the presentation, not the beginning of the session, For example: A presentation given from 10:15-10:30 a.m. PT during a session scheduled from 10-11 a.m. PT, would be embargoed for 10:15 a.m. PT.
  • If data is featured in an official DDW press conference that occurs before the data's scientific presentation or poster session, the embargo lifts at the beginning of the DDW press conference.
  • Posters are embargoed for 9:30 a.m. PT the day the poster is presented.
  • Press materials on research presented at DDW must give attribution to DDW and its sponsoring societies with the following boilerplate:

Digestive Disease Week® (DDW) is the largest international gathering of physicians, researchers and academics in the fields of gastroenterology, hepatology, endoscopy and gastrointestinal surgery. Jointly sponsored by the American Association for the Study of Liver Diseases (AASLD), the American Gastroenterological Association (AGA) Institute, the American Society for Gastrointestinal Endoscopy (ASGE) and the Society for Surgery of the Alimentary Tract (SSAT), DDW take place May 21-24, 2016, at the San Diego Convention Center, San Diego, CA. The meeting showcases more than 5,000 abstracts and hundreds of lectures on the latest advances in GI research, medicine and technology.  More information can be found at www.ddw.org.

  • Use of the DDW logo on exhibitor press materials is prohibited without the express written consent of Show Management. For more information, contact the DDW marketing manager Alison Moser by email at amoser@gastro.org.
  • Prior to display in the DDW Newsroom, all exhibitor materials must be reviewed and approved by Show Management. Materials must be submitted by close of business on Monday, May 2, 2016; edits and/or approval will be provided via email by Monday, May 9, 2016. Materials not submitted by the May 2 deadline must be reviewed onsite as time allows. On site review is not guaranteed. Electronic copy of materials can be emailed to newsroom@gastro.org.
  • Exhibitors should deliver 75 copies of approved press materials to the DDW Newsroom. All unused materials will be discarded unless claimed by 5 p.m. PT last day of the show.

Access to Official DDW Press Conferences

  • DDW press conference attendance is limited to invited guests and two representatives that manufacture or are responsible for marketing a drug or device discussed during the press conference.
  • Any company representative wishing to attend a DDW press conference must check in with the DDW Newsroom the morning of the conference.
  • Only media representatives may ask questions during press conferences.
  • Invited guests and company representatives may not approach media in the press conference room.

Exhibitor Press Conference Outside of Convention Center

  • Press conferences held during DDW by exhibitors and groups outside of officially sanctioned DDW press conferences are referred to as "outside press conferences." These events may not be held during a time that conflicts with any official DDW press conferences.
  • Outside press conferences may not be promoted to press via the DDW Newsroom or exhibitor news area.
  • Groups planning to hold outside press conferences must inform the DDW Newsroom of their plans.
  • To secure space for an outside press conference, first inform Show Management via email at newsroom@gastro.org. Second, submit a meeting space request form.

Submit questions to newsroom@gastro.org. Please check the DDW website regularly for updates.

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Medical Waste

Exhibitors are responsible for making necessary arrangements for the disposal of medical waste and for any costs incurred. Failure to dispose of medical waste properly will result in a policy violation and any fee associated with its removal will be charged to the exhibitor. More information will be provided in the Exhibitor Service Manual.

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Models, Hostesses, Staff Attire

Exhibitor staff are expected to dress in business and/or business casual or other appropriate attire. Exhibitors should ensure their staff attire (applies to exhibitor's direct employees or contractors) for a professional environment.  Attire of an overly revealing or suggestive nature is not permitted. Examples of such attire include but are not restricted to:

  • Tops displaying excessive cleavage
  • Tank tops, halter tops, camisole tops or tube tops
  • Miniskirts or mini dresses
  • Shorts
  • Lycra (or other Second-Skin) bodysuits
  • Objectionable or offensive costumes

These guidelines are applicable to all booth staff, regardless of gender, and will be strictly enforced. Show Management reserves the right to request an individual booth staff change their attire or leave the premises immediately if Show Management deems it inappropriate.

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Music Licensing

Show Management does not obtain any music license authorizing the performance of live or recorded music on the show’s premises. Exhibitor hereby warrants and represents that no copyrighted music will be performed, live or recorded, in any location to include:  the show floor, conference rooms, or hospitality suites, during the show dates unless the exhibitor has obtained written permission from the copyright owner for such use. To obtain music licenses please view ASCAP or BMI.

Should exhibitor violate this policy, exhibitor agrees to indemnify, save, hold harmless, defend and bear all expenses as they are incurred by DDW Administration, AGA Institute, AASLD, ASGE and/or SSAT, and their respective directors, officers, agents, employees, and each of them, from and against any and all claims, costs and expenses (including legal fees and expenses), demands, actions, and liabilities of every kind and character whatsoever with respect to the unauthorized use of copyrighted music.

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Off-Site Advertising

DDW Administration has established an advertising policy which applies to any property outside the convention center to which all exhibitors must abide. This policy applies, but is not limited to, airport, hotels (including hotel room drops), transit, billboards, taxi/van wraps and pedicabs. 

Digestive Disease Week has established a 2-mile convention center radius offsite marketing policy.  This policy is in place to protect DDW’s brand, show integrity, but more importantly protect our paid exhibitors from non-exhibiting companies encroaching on the DDW’s exhibits, education sessions or any other events happening throughout the week.  Disease Week will continue to insure the success of the event and continue to provide a first class experience for our attendees, exhibitors and media.  

Exhibitors interested in advertising outside of the convention center or at a host city airport are required to contact DDW for approval.   DDW will work directly with the exhibitor and a 3rd party vendor on a collaborative solution that adheres to DDW’s offsite advertising policy and meets the goal of the exhibitors marketing plan.  

This policy includes, but is not limited to the following:

  • Airport
  • Bars and Lounges
  • Billboards
  • Hotels (including hotel room drops), fascia, lobby, lounges, corridors and sleeping rooms
  • Local store fronts and attractions
  • Parking lots
  • Professional sports stadiums, arenas, etc. 
  • Restaurants
  • Theaters
  • Transit, to include taxi/van wraps, buses, pedicabs, segways 
  • Any street activities, art, street vendors, performers or exterior guerrilla marketing

Exhibitors who do not abide by this policy will be subject to action outlined in the DDW Exhibitor Policies, under Violations.   

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Outboarding

Outboarding is prohibited at DDW and refers to non-exhibiting companies that set up exhibits, display of any kind or events at off-site locations, hotel hospitality suites or restaurants, and encourage DDW attendees to leave the show floor or sessions and spend time with them. Competitive events see to draw conference attendees away from an official event sanctioned by DDW and are therefore detrimental to the success of the official event.

In order to protect our valued exhibitors and their investment in attending DDW and in supporting DDW, our rules and regulations strictly prohibit solicitation; “suitcasing” or “outboarding” by individuals, attendees or companies who transact business at the show, in official DDW hotel guest room, hospitality suite, restaurant, club or any other public place of assembly and have not purchased an exhibit booth. DDW rules and regulations also prohibit any individuals, attendees or companies from scheduling an event that competes with an official event sanctioned and publicized by DDW. Competitive events seek to draw conference attendees away from an official event sanctioned by DDW and are therefore detrimental to the success of the official event.

By suitcasing or outboarding the show, an individual, attendee or company gains an unfair competitive advantage over DDW exhibitors that have invested money and other resources to exhibit and deprives DDW of income used to support our initiatives which include keeping continuing education costs at a minimum for our attendees.

Those who violate this policy, will be informed of the DDW Policy in (both verbal and written form)

  1. On the first violation, the individual’s registration file is marked and a letter of explanation sent to the offender and his/her organizational supervisor;
  2. The second offense results in a letter of reprimand, again to the individual and the organization, stating that the individual offender cannot attend DDW for a period 12 months.
  3. Third offenses result in a letter indicating that all representatives from that organization may not attend DDW for 24 months unless extenuating circumstances can be demonstrated. DDW reserves the right to make final judgement in such cases.
  4. DDW is responsible for informing the violators of the infraction and any penalties. Additionally, management maintains all marked registration records.

DDW has created an online reporting form to submit report of any violations at DDW.  DDW will respond to all submissions after investigating. Please use the following link to report an active violation of DDW Policies. Report Violations 

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Payment

DDW offers a convenient payment schedule:

  • Contracts submitted on or before Sept. 5, 2015 -- 30 percent of total booth fees due with application
  • Contracts submitted after Sept. 5, 2015 -- 60 percent of total booth fees due with application (or second installment of 30 percent due). You will not be permitted to book housing unless 60 percent of exhibit-related fees are paid by this deadline.
  • Contracts submitted after Jan. 2, 2016 -- 100 percent of booth fees due with application (or final installment of 40 percent due).
  • Exhibitors who have not paid in full for ALL exhibitor-related activities will not be permitted to set up their booths.

Payments are accepted via check, money order or wire transfer. Checks and money orders must be made out to Digestive Disease Week. Checks must be in U.S. dollars drawn from a U.S. bank.

Mail to:
Digestive Disease Week
Finance Department
4930 Del Ray Avenue
Bethesda, MD 20814

Full payment must be received by Jan. 2, 2016. DDW Administration reserves the right to cancel booth assignments as necessary due to non-payment. 

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Photography, Videography and Recordings (Digital Media)

All photography, videography or recording must be approved by Show Management.  The photographer, videographer or recorder must report directly to their designated location upon arrival. They must not photograph, video or record any other exhibitors or areas other than the exhibitor that retained their services. If the exhibitor is not using third party but providing their own equipment and staff they must be submitted to Show Management for approval. The following information must submitted for approval review:

  • Name of photography, videography or recording company
  • Name of the staff or contact from the photography, videography or recording company
  • Date of arrival in the convention center or exhibit booth
  • Time of arrival in the convention center or exhibit booth
  • Duration of photography, videography, recording session

Attendees, exhibiting personnel and exhibitor-appointed photographers are prohibited from shooting video, photos or recordings anywhere in the sessions and the exhibition areas. If you see any unauthorized persons who are using cameras of any sort (including mobile devices such as phones, tablets, laptops or any similar devices) in the sessions or exhibition areas, please contact the floor manager, security personnel or Show Management.

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Priority Points

Priority points are intended to serve as the basis for scheduling the assignment/selection of booth space. Exhibitors who have accumulated the highest number of priority points are given first access to the available space. The exhibitor with the longest, year after year, show participation will be given priority in the event of a tie in priority points.

Your company will earn points by:

  1. Exhibit at DDW each year (earn three points per year)
  2. Securing your hotel accommodations through DDW, with a minimum of five rooms booked  (earn one point per year)
  3. Spending money on all other official DDW activities, based on the following scale:
Dollars Spent
Priority Points Earned
Up to $4,999
1
$5,000 to $14,999
2
$15,000 to $24,999
3
$25,000 to $49,999
4
$50,000 to $99,999
5
$100,000 and over
6

Plus one point for each additional increment of $50,000 spent.

Your company will lose points by:

  1. Not exhibit at DDW for one year (loss of five points)
  2. Not exhibit at DDW for two or more consecutive years (loss of ALL points)
  3. Violating any exhibitor policies

Existing exhibitors that purchase another exhibiting company will maintain the highest number of points between the two companies as their new point total. For example ABC, Inc. purchases XYZ, Inc.:
ABC accrued 10 points and XYZ accrued 20 points.
ABC/XYZ's new point total is now 20 points.

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Product Theaters

Product Theaters are turnkey, 45-minute marketing presentations about an exhibitor's products or services. These sessions do not offer CME credits, rather, provide an opportunity for exhibitors to create a presentation centered on their products and offerings. For more information review the FAQs and rules or contact Nia Murphy.

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Satellite Symposia Information

Satellite Symposium are educational programs held before or after DDW scientific sessions and hosted by exhibiting companies. Some of these seminars offer CME credit to participants.

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Sales and/or Order Taking

The purpose of the exhibit is to further the education of attendees through product and service displays and demonstrations. Sales are confined to inside of the paid exhibit space. Sales and order taking are permitted provided all transactions are conducted in a manner consistent with the professional nature of the meeting. Products for sale must be the exhibitor’s own, unaltered products and the products or services must be pertinent to the attendees’ professional interest. Show Management reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Exhibitors must comply with all local sales tax requirements. Exhibitors selling or taking orders during the meeting must adhere to certain business license, sales, and use tax regulations, which vary from state to state.

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Security

Show Management will provide reasonable security protection when exhibits are closed, but the safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor. Each exhibitor is encouraged to purchase a portal-to-portal rider (available at a nominal cost) on their own insurance policy, protecting them against loss through theft, fire, damage, etc. DDW is not liable for any damages of exhibit materials, goods and/or wares nor is it liable for any theft, damage by fire, accident or loss of any kind.
For emergencies — fire, police and medical — dial 5911 from any house phone or 619-525-5911 if you cannot locate a house phone.

Emergency Procedures
Inform San Diego Convention Center Public Safety Command Center about:

  • Nature of the emergency
  • Your name
  • Phone number from which you are calling
  • Exact location — if you are inside any of the exhibit halls, provide the letter/number of the nearest column.
  • Remain calm.
  • Do not hang up until you are sure no further information is required, unless there is an immediate threat to your safety.
  • If conditions are safe, wait for the arrival of emergency personnel and assist in directing them to the appropriate location.
  • If you cannot leave an ill or injured person to call security, call out loudly, “Help, medical emergency (and your location).”

After notifying emergency personnel, notify DDW Administration staff at xxxx from any house phone.
For non-emergencies dial Security/Guest Services at extension 5490 or from an outside line 619-525-5490.

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Shipping, Freight, and Material Handling

The following dates are subject to change.

Advance Shipments
Freeman will accept crated, boxed or skidded materials beginning Friday, April 15, 2016 and the deadline for receipt of this advance shipment is on Tuesday, May 10, 2016. Material arriving after this date will be subject to additional fees.

Each box or piece must use the following label:

DIGESTIVE DISEASE WEEK
Exhibiting Company Name
Booth #_____/Phone Number
C/O Freeman
6060 Nancy Ridge Drive, Suite C
San Diego, CA 92121

Direct Shipments

Beginning at 8:00 a.m. on Wednesday, May 18, 2016, direct shipments will be accepted as assigned target move-in date.

Each box or piece must use the following label:
DIGESTIVE DISEASE WEEK
Exhibiting Company Name
Booth #_____/Phone Number
C/O Freeman
San Diego Convention Center
111 West Harbor Drive
San Diego, CA 92101

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Storage of Crates and Boxes

Proper labels and tags to store crates and boxes will be available at the Exhibitor Service Desk and handled by our official general service contractor, Freeman. All cartons, crates, containers, packing materials, etc., which are necessary for re-packing must be labeled with “empty” stickers, and they will be removed from the floor. Crates and boxes cannot be stored behind booth displays.

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Sound Inside Booth

Sound enhancement may be used but the level must be such as to not interfere with adjacent exhibitors. Show Management reserves the right to monitor all sound levels and require the exhibitor to adjust the volume accordingly.

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Sponsorship Artwork Production Instructions

Deadline to Submit Graphics: April 1, 2016.

How to Submit Graphics:  DDW® and Freeman want to provide excellent service and great quality product for your selected sponsorship.  In order to ensure this occurs you will need to provide digital artwork. [Click Here] for guidelines for submitting artwork.

DDW® requires review and approval of any artwork prior to final versions being uploaded to the FTP site.  Please provide a low resolution pdf for review by March 1, 2016.  These can be emailed to DDW at ddwindustry@gastro.org.  Please place the following information in the email subject line:  “Sponsor Name” – artwork for review

Upload Your Graphics to the Freeman FTP site:  The Freeman FTP site is a convenient, short-term process for transmitting large files. The FTP site requires a User ID and password which changes each month.   For more information on using the FTP site, [click here]. DDW 2016 ftp site link: ftp://ftp.myfreeman.com/San_Diego/DDW%202016/

Preferred formats:  Vector-based eps, ai or pdf files are preferred.  
Accepted formats:  PSD, TIFF, JPG

Each sponsor has a folder to place final, approved, and print ready artwork.  Please  place artwork in the sponsor designated folder OR  if you can't locate a folder in the sponsors name, please create one (Agency representatives – please use the sponsor or exhibitors company name as listed on the DDW floorplan.)
File Naming Convention:   It is imperative that artwork be placed in the correct show and sponsor folder, but the file name must include the opportunity code found on the PlanTour site.  Failure to name files properly can result in late fees, rush production charges and expedited shipping costs. NOTE:  It is assumed that uploaded artwork is final and print ready.  Therefore proofs will not be provided.  If you require high resolution proofs, please allow one week for Freeman to produce.  Request for proofs does not excuse sponsor or their agency from meeting the artwork deadline outlined above. Failure to meet the designated deadline will result in late fees.     
If you have any graphic-related, login or upload questions, please contact to Jeanine Pickering at Freeman via email or by phone at 773-473-8103.

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Suitcasing

Suitcasing is prohibited during DDW and refers to those non-exhibiting companies or persons who go to shows as an attendee but "work the aisles" from their suitcase/briefcase and solicit business in the aisles, lobby, or any common areas.

In order to protect our valued exhibitors and their investment in attending DDW and in supporting DDW, our rules and regulations strictly prohibit solicitation; “suitcasing” or “outboarding” by individuals, attendees or companies who transact business at the show, in official DDW hotel guest room, hospitality suite, restaurant, club or any other public place of assembly and have not purchased an exhibit booth. DDW rules and regulations also prohibit any individuals, attendees or companies from scheduling an event that competes with an official event sanctioned and publicized by DDW. Competitive events seek to draw conference attendees away from an official event sanctioned by DDW and are therefore detrimental to the success of the official event.

By suitcasing or outboarding the show, an individual, attendee or company gains an unfair competitive advantage over DDW exhibitors that have invested money and other resources to exhibit and deprives DDW of income used to support our initiatives which include keeping continuing education costs at a minimum for our attendees.

Those who violate this policy, will be informed of the DDW Policy in (both verbal and written form)

  1. On the first violation, the individual’s registration file is marked and a letter of explanation sent to the offender and his/her organizational supervisor;
  2. The second offense results in a letter of reprimand, again to the individual and the organization, stating that the individual offender cannot attend DDW for a period 12 months.
  3. Third offenses result in a letter indicating that all representatives from that organization may not attend DDW for 24 months unless extenuating circumstances can be demonstrated. DDW reserves the right to make final judgement in such cases.
  4. DDW is responsible for informing the violators of the infraction and any penalties. Additionally, management maintains all marked registration records.

DDW has created an online reporting form to submit report of any violations at DDW.  DDW will respond to all submissions after investigating. Please use the following link to report an active violation of DDW Policies. Report Violations

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Trash Policies

Exhibitors are not permitted to abandon their exhibit and shipping materials — booth walls, carpet, furniture, creates or biological materials — at the end of the tradeshow. Those who abandon their booth materials are responsible for the cost of removal.

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Related Links

a2z Exhibitor Portal

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