Purpose
The technical and educational exhibits provide a professional and educational environment in which the physician can receive demonstrations, view products and services and discuss the clinical and surgical uses of these products and services, including how they may improve the quality of care to a patient and the management of the medical/surgical practice. Additionally, the exhibits enhance the educational content of the meeting helping to provide quality continuing medical education.
Show Kit
Show kits will be available on this site for download in Adobe PDF format. The show kit includes information regarding décor, furniture, electrical, audio/visual, storage and shipping. Show Management personnel will be onsite during the program to assist with the above mentioned items as well as move-in, set-up and tear-down.
Show Management
1900 NW 21st Avenue
Fort Lauderdale, Florida33311
Ph: (954) 764-7719
Fax: (954) 764-2674
Available 8:00 a.m. - 4:30 p.m. Eastern Standard Time
Monday through Friday
Shipping
Shipments should be arranged through Show Management.
EXHIBIT HOURS
Thursday, February 12
7:00am - 12:45pm
1:45pm - 4:45pm
Friday, February 13
7:00am - 12:30pm
1:30pm - 4:35pm
Saturday, February 14
7:00am - 11:00am
Dessert and coffee will be served in the exhibit area toward the end of lunch on Thursday and Friday. Representatives are asked to be available during that time.
Location
HarborBeach Marriott
3030 Holiday Drive
Ft. Lauderdale, FL33316-2498
Phone: 954-525-4000
Fax: 954-766-6193
Exhibit Hall:
Caribbean Ballroom
(1st Flr-Convention Entrance)
Exhibitor Registration:
Caribbean Ballroom Foyer(1st Flr)
Attendee Registration:
Grand Ballroom Foyer(3rd Flr)
General Sessions:
Grand Ballroom (3rd Flr)
BOOTH SPECIFICATIONS
AND DESIGN
Size: 8’ deep x 10’ wide
Corner spaces are available but are limited and assigned on a first-come first-serve basis.
Drape Colors:
Side drapes: White
Back drapes: Alternating Orange/Yellow
Carpet: Multicolor pattern
Signage: One (1) 7” x 44” one-line sign with company name
Display fee: $2500
Booth Location
Specific booth locations will be confirmed individually by the CME Department.
Set/Tear Hours:
Exhibitor Move-in
Wednesday, February 11
4:00 PM - 8:00 PM
All exhibits must be set-up by 9:00pm, Wed, Feb 11.
Close and Clear
Saturday, February 14
11:00am - 3:00pm
We ask that you please open your exhibits on time each day and staff them throughout the posted exhibit hours.
Please limit the number of representatives per booth at any given time.
Social Events
All exhibitors, staff and family are encouraged to attend the welcome cocktail reception, Thu., Feb. 12, 6:30-8:00pm to be held on the Oceanview Terrace.
FDA Regulations
Exhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including any or all approved requirements. Any product that is an investigational device or drug must be clearly marked as such. All products and services exhibited shall comply with FDA policy and procedures (particularly with respect to the marketing and labeling of investigational or unapproved drugs and devices) and other applicable policy and procedures. Exhibitors are reminded that the FDA prohibits the advertising or other promotion of investigational or unapproved drugs and devices. The FDA also prohibits the promotion of approved drugs or devices for unapproved uses. In addition, under FDA rules, the background of the exhibit must show the generic name of any drug product featured. Additional information may be obtained from the FDA website at
Satellite Symposia
The 20th Annual International Colorectal Disease Symposium will take place Wednesday, February 11 through Saturday, February 14, 2009. Specific times are listed below:
Wed, 2/11, 7:00pm-9:00pm
Thu, 2/12, 6:45am-6:45pm
Fri, 2/13, 7:00am-6:35pm
Sat, 2/14, 7:00am-6:55pm
During these periods neither exhibitors nor their agents may conduct, or sponsor any educational or marketing activities directed toward the symposium registrants, other than part of an approved exhibit, without the permission of Cleveland Clinic Florida. For further information regarding satellite symposia please contact the CME Office at Cleveland Clinic Florida at 954-659-5490.
Cancellations and Refunds
Written notification of a cancellation must be received by Cleveland Clinic Florida by January 1, 2009 to be eligible for a refund. A $750 administrative fee will be assessed for each booth cancellation.
Space not claimed by 9:00 pm Wednesday, February 11, 2009 may be resold or reassigned by Cleveland Clinic Florida without obligation to refund exhibit fees or to assign the exhibitor to another space, unless special arrangements have been made with the CME Office in advance.
Cleveland Clinic Florida reserves the right to rearrange the floor plan at any time and to relocate exhibitors if it becomes necessary for causes beyond the control of Cleveland Clinic Florida or is advisable in the best interest of Cleveland Clinic Florida.
Exhibitor Identification
Exhibitor identification in all Cleveland Clinic Florida publications and on all signs and booth graphics, related to this specific symposium, must be the one company name submitted on the Exhibitor Confirmation Form.
Storage of Cases, Boxes, Etc.
Show Management, the official contractor, will handle and provide storage space for shipping cases, crates, boxes and other materials during the symposium. Storage items should not be stored within view of the attendees.
Commercial Press
Reporters must have prior approval from the CME Office at Cleveland Clinic Florida. Please contact this office at 954-659-5490.
Registration/Badge Policy
All company representatives must be pre-registered by February 6, 2009. The Exhibitor Confirmation Form included in the Prospectus should be returned to the CME office and should include the list of representatives attending the booth. After this date, any additions or changes will be accommodated at a cost of $20 per badge.
Cleveland Clinic Florida badges must be worn and visible at all times to all symposium functions/events. Business cards are not to be inserted over the official Cleveland Clinic Florida badge.
Reps Attending Sessions
Exhibitors who are pre-registered as such are eligible to attend the educational sessions as long as another attendee is present at that booth during that time. Representatives who wish to attend the educational sessions and who are not representatives of the booth may be registered for a reduced fee of $475 in advance. Late and cancellation policies will apply.
Security
The exhibit hall will be locked each evening with the hotel security staff having access. Exhibitors will be able to leave their displays up overnight, but we recommend that any items of great value be secured by you (computers, cell phones, etc.) Neither the hotel security staff nor Cleveland Clinic Florida will be responsible for loss of or damage to any property. Exhibitors are responsible for safe-guarding their goods, materials, equipment and exhibits at all times.
Hotel’s Hold Harmless Clause
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising our of exhibitor's activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.
Hotel will not be responsible or liable for any loss, damage, or claims arising directly from the Hotel's own negligence. Cleveland Clinic Florida will be responsible to negotiate the contract with its exhibitors.
Company logos may be used on promotional items as well as signage. However, product names and/or logos are against the policy of the Accreditation Council for Continuing Medical Education (ACCME).
In addition to the program, with a distribution of 75,000 worldwide, exhibitors are encouraged to take advantage of the many other opportunities available. Promotional items will include your company logo.
Event sponsorship will include signage at that particular event noting your sponsorship. Information for the items listed may be found on the enclosed Exhibitor Confirmation Form.
Please also complete the enclosed Commercial Support Agreement when agreeing to additional support above the exhibit fee level.
- Syllabus Book
- Syllabus CD
- Pocket Programs
- 20th Anniversary Gift Items
- Beach Bag
- Beach Towel
- Sunscreen
- Water Bottle
- Luncheons
- Breakfasts and Breaks
- Welcome/Cocktail Reception
- Faculty Dinner
- “Friends and Family” Celebration
FLOOR PLAN
20th Anniversary
International Colorectal Disease Symposium
An International Exchange of Medical and Surgical Concepts
HarborBeach Marriott, Fort Lauderdale, Florida
February 12 - 14, 2009
EXHIBIT APPLICATION
Company Name (As you would like it to appear on booth sign): ______
Address: ______
City, State, Zip: ______
Future correspondence should be sent to:
Name and Title: ______
Telephone #: ______Fax #:______
E-mail: ______
Brief product description: ______
BOOTH SELECTION See enclosed layout map (booth assignment will be made based on your preference and availability for those exhibitors who have paid in full).
1st Choice 2nd Choice 3rd Choice 4th Choice 5th Choice
EXHIBIT FEE & GRANT SUPPORT (support noted at podium, in syllabus, via signage and in online program)
Please see the attached ACCME Guidelines for Commercial Support for specific information regarding exhibit fees vs. grants.
$2500Exhibit fee must be paid in full by February 6, 2009. (includes 2 breakfast and lunch tickets per day)
$25,000 or more “Diamond level grant-in-aid”. (includes 10 breakfast and lunch tickets per day)
Exhibiting Not ExhibitingGrant Amount $
$11,000 to $20,000 “Platinum level grant-in-aid”. (includes 8 breakfast and lunch tickets per day)
Exhibiting Not ExhibitingGrant Amount $
$6,000 to $10,000 “Gold level grant-in-aid”. (includes 6 breakfast and lunch tickets per day)
Exhibiting Not ExhibitingGrant Amount $
$3,000 to $5,000 “Silver level grant-in-aid”. (includes 4 breakfast and lunch tickets per day)
Exhibiting Not ExhibitingGrant Amount $
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EVENT SUPPORT (support will be noted at podium, in syllabus, via signage and in online program)
Please see the attached ACCME Guidelines for Commercial Support for specific information regarding exhibit fees vs. grants.
$35,000“Friends and Family” Annual Dinner - Saturday, February 14, 2009 (6 invitations included)
$20,000Faculty Dinner – Friday, February 13, 2009 (6 invitations included)
$25,000Cocktail Reception, Thursday, February 12, 2009 (invitation not required)
$15,000 Breakfast/2 Breaks (one day) or Lunch (one day)
Thu, Feb 12, 2009 Fri, Feb 13, 2009 Sat, Feb 14, 2009
$10,000Course Syllabus Books (includes imprint of company logo on covers - set of 3 books)
$5,000Course Syllabus CD (includes imprint of company logo on CD - distributed to each registrant)
$4,000Pocket Program (includes imprint of company logo on program - distributed to each registrant)
SpeakerTravel, Accommodations and Honorarium (contact CME office at 954-659-5490 to obtain a quote)
Name of Speaker: ______
20th Anniversary Gift Items (includes imprint of company logo on item - distributed to each registrant)
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$12,000beach towel in tangerine
$2,500sunscreen - pocket pump
$6,000beach bag in lime green
$3,000water bottle in blue
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REPRESENTATIVES ATTENDING EXHIBIT Name badges are required for all exhibit personnel.
Representatives registering on-site or registrations received after February 1, 2009 will be charged an additional fee of $75 per representative.
1.Mr. Mrs. Ms. Dr. ______
2. Mr. Mrs. Ms. Dr. ______
3. Mr. Mrs. Ms. Dr. ______
4. Mr. Mrs. Ms. Dr. ______
5. Mr. Mrs. Ms. Dr. ______
6. Mr. Mrs. Ms. Dr. ______
7. Mr. Mrs. Ms. Dr. ______
8. Mr. Mrs. Ms. Dr. ______
9. Mr. Mrs. Ms. Dr. ______
10. Mr. Mrs. Ms. Dr. ______
11. Mr. Mrs. Ms. Dr. ______
12. Mr. Mrs. Ms. Dr. ______
13. Mr. Mrs. Ms. Dr. ______
14. Mr. Mrs. Ms. Dr. ______
15. Mr. Mrs. Ms. Dr. ______
16. Mr. Mrs. Ms. Dr. ______
17. Mr. Mrs. Ms. Dr. ______
18. Mr. Mrs. Ms. Dr. ______
19. Mr. Mrs. Ms. Dr. ______
20. Mr. Mrs. Ms. Dr. ______
PAYMENT METHODS
complete and return form to: Regular Mail: Continuing Medical Education, Cleveland Clinic Florida, P.O. Box 277545, Atlanta, GA 30384-7545 Express Mail: Bank of America Lockbox Services, Lock Box 277545, CME Dept., 6000 Feldwood Rd., College Park, GA 30349 OR FAX to 954/659-5491 - PHONE: 954/659-5490 – E-mail:
MAKE CHECKS PAYABLE TO: CLEVELAND CLINIC FLORIDA
(TAX ID #: 65-0003177)
*Please reference account #SYMPF09W28-160 on the check
Check enclosed: Amount $Credit card: Visa MasterCard Amex
Card #:______Security code:______Exp:
(3 or 4-digit code located on back of card)
Name on Card:______Signature: ______
Page 1 of 9
AGREEMENT FOR COMMERCIAL SUPPORT
Cleveland Clinic Florida (“CCFL”) is committed to presenting CME activities that promote improvements or quality in healthcare and are independent of the control of Commercial Interests. As part of this commitment, CCFL has outlined in this written agreement the terms, conditions, and purposes of commercial support for its CME activities. Commercial Support is defined as financial, or in-kind, contributions given by a Commercial Interest, which is used to pay all or part of the costs of a CME activity.
20th Anniversary International
Colorectal Disease Symposium
MarriottHarborBeach, Fort Lauderdale, Florida
February 12-14, 2009
Commercial Interest/Company: ______
Amount of Educational Grant: $______
Terms, Conditions, and Purpose
Independence
- This activity is for scientific and educational purposes only and will not promote any specific proprietary business interest of the Commercial Interest.
- CCFL is responsible for all decisions regarding the identification of educational needs, determination of educational objectives, selection and presentation of content, selection of all persons and organizations that will be in a position to control the content of the CME, selection of education methods, and the evaluation of the activity.
Appropriate Use of Commercial Support
- CCFL will make all decisions regarding the disposition and disbursement of the funds from the Commercial Interest.
- The Commercial Interest will not require CCFL to accept advice or services concerning teachers, authors, or participants or other education matters, including content, as conditions of receiving this grant.
- All commercial support associated with this activity will be given with full knowledge and approval of CCFL. No other payments shall be given to the director of the activity, planning committee members, teachers or authors, joint sponsor, or any others involved with the supported activity.
- CCFL will, upon request, furnish the Commercial Interest documentation detailing the receipt and expenditure of the commercial support.
Commercial Promotion
- Product-promotion material or product-specific advertisement of any type is prohibited in or during the CME activity. The juxtaposition of editorial and advertising material on the same products or subject is not allowed. Live or enduring promotional activities must be kept separate from the CME activity. Promotional materials cannot be displayed or distributed in the education space immediately before, during or after a CME activity. Commercial Interests may not engage in sales or promotional activities while in the space or place of the CME activity.
- The Commercial Interest may not be the agent providing the CME activity to the learners.
Disclosure
- CCFL will ensure that the source of support from the Commercial Interest, either direct or “in-kind,” is disclosed to the participants, in program brochures, syllabi, and other program materials, and at the time of the activity. This disclosure will not include the use of a trade name or a product-group message. The acknowledgment of commercial support may state the name, mission, and clinical involvement of the company or institution and may include corporate logos and slogans, if they are not product promotional in nature.
- CCFL will ensure that any relevant financial relationships between the Commercial Interest and anyone in a position to control the content of the CME activity are disclosed to the participants.
The Commercial Interest and CCFL agree to abide by all requirements of the Accreditation Council for Continuing Education (ACCME) Standards for Commercial Support of Continuing Medical Education.
Cleveland Clinic Florida / Company Name:Address:
Federal Tax ID #: 65-0003177 / City, State, Zip:
Sandy Ronnenberg / Contact Person:
Ph: 954-659-5490 / Phone Number:
E-mail: / Email Address:
Fax: 954-659-5491 / Fax Number:
Cleveland Clinic FloridaCommercial Interest
7/14/08 ______
Signature and DateSignature and Date
Frank Eidelman, M.D. ______
Print NamePrint Name
Chairman, Continuing Medical Education______
TitleTitle
If paying by credit card, please send completed form to:
Sandy Ronnenberg
Cleveland Clinic Florida
E-mail: Fax: 954-659-5491
If paying by check, send form via e-mail to reserve space and forward check when available to:
Cleveland Clinic Florida
Continuing Medical Education
2950 Cleveland Clinic Blvd
Weston, Florida33331
*Please reference account #SYMPF09W28-160 on the check
CME Guidelines Related to Educational Grants and Exhibit Space
Cleveland Clinic Florida is accredited by the Accreditation Council for Continuing Medical Education (ACCME) to provide continuing medical education for physicians. Cleveland Clinic Florida CME activities are planned and implemented in accordance with the Essentials and Standards of the ACCME. Companies interested in exhibiting at a Cleveland Clinic Florida accredited CME activity should be aware of the following policies with respect to promotional exhibits.
Department of Health and Human Services: Office of Inspector General Compliance Program Guidance for Pharmaceutical Manufacturers
To reduce the risks that an educational grant is used improperly to induce or reward product purchases or to market product inappropriately, manufacturers should separate their grant making functions from their sales and marketing functions. Effective separation of these functions will help insure that grant funding is not inappropriately influenced by sales or marketing motivations and that the educational purposes of the grant are legitimate. Manufacturers should establish objective criteria for making grants that do not take into account the volume or value of purchases made by, or anticipated from, the grant recipient and that serve to ensure that the funded activities are bona fide. The manufacturer should have no control over the speaker or content of the educational presentation. Compliance with such procedures should be documented and regularly monitored.
Source:
Standards for Commercial Support: Appropriate Management of Associated Commercial Promotion
Is it acceptable to say, "In exchange for $5,000 of commercial support we will produce the CME activity and as a commercial supporter you will get an acknowledgment and a 4 x 4 sq ft booth in the exhibit hall."?
No, in this scenario the commercial interest is giving commercial support and getting promotional and sales opportunities. Opportunities for advertising and promotion are being purchased with commercial support and have become a condition of the support. Both of these are Not in Compliance with the Standards. The commercial interest should buy advertising and promotion opportunities with resources designated for that purpose. If an agreement for advertising or promotion is struck between the two parties it must be outside the written agreement for commercial support. With respect to commercial support, the terms and conditions of the support must be described in a written agreement between the accredited provider and the commercial supporter. Any event or product that contains advertising or promotional opportunities must not be part of the educational activity and must not be paid for by commercial support. Normally these are assigned to the "exhibit hall," advertising pages or screens or promotional receptions or meals, all of which are clearly identified as such by the learner.