Cleveland Clinic Florida

Cleveland Clinic Florida

Continuing Medical Education

2950 Cleveland Clinic Blvd.

Weston, Florida33331USA

Ph: 954-659-5490

Fax: 954-659-5491

E-mail:

GENERAL INFORMATION

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.

EXHIBIT HOURS

Saturday, January 31

7:30am – 11:50am

12:50pm - 3:45pm

Sunday, February 1

7:30am – 12:00pm

1:00pm - 3:00pm

Location

HarborBeach Marriott

3030 Holiday Drive

Ft. Lauderdale, FL33316-2498

Phone: 954-525-4000

Fax: 954-766-6193

Exhibit Area and Registration:

Caribbean Ballroom Foyer

(1st Flr-Convention Entrance)

General Sessions:

Caribbean Ballroom

DISPLAY SPECIFICATIONS

Size: 30” X 6’ table

Drape Colors: White

Carpet: Multicolor pattern

Display fee: $2500

Display Location

Specific display locations will be assigned on-site. Company names will be placed on display tables. Please locate your company table prior to set-up.

Set/Tear Hours:

Exhibitor Move-in

Saturday, January 31

6:00 AM - 7:00 AM

All exhibits must be set-up by 7:00am, Sat, Jan 31.

(Exhibit area may be available for set-up on the evening of Friday, January 30. You will be notified via e-mail should the space become available.)

Close and Clear

Sunday, February 1

3:00pm - 5:00pm

We ask that you please open your displays on time each day and staff them throughout the posted exhibit hours.

There will be two staff members allowed at each display table at any given time.

Shipping

Package shipments should be arranged through the hotel’s Shipping & Receiving Department. 954-525-4000

All packages should be labeled with your company name, your name and Cleveland Clinic Florida Hysterectomy.

Social Events

All exhibitors, staff and family are encouraged to attend the welcome cocktail reception. Friday, January 30

6:30-8:00pm

Oceanview Terrace.

POLICIES, PROCEDURES AND INFORMATION

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 Hysterectomy Symposium will take place Friday, January 30 through Monday, February 2, 2009. Specific times are listed below:

Fri, 1/30, 7:00am-3:45pm

Sat, 1/31, 7:30am-4:15pm

Sun, 2/1, 7:30am-3:45pm

Mon, 2/2, 7:00am-1:30pm

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 December 30, 2008 to be eligible for a refund. A $750 administrative fee will be assessed for each booth cancellation.

Space not claimed by 7:30 am Saturday, January 31, 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.

Cleveland Clinic Florida has reserved a room for storage of crates, boxes, etc. Please contact the registration desk on-site for information. Shipping cases 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 January 16, 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. 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 $450 in advance. Late and cancellation policies will apply.

Security

The exhibit area is located in a public foyer. Cleveland Clinic Florida has reserved a storage area for overnight storage of items of value (ie: display equipment, instruments, etc.). 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.

MARKETING AND SUPPORT OPPORTUNITIES

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 45,000 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
• Luncheons
• Breakfasts and Breaks
• Welcome/Cocktail Reception
• Faculty Dinner
• Live Surgery Day
• Unrestricted Educational Grant
• Faculty Expense

Hysterectomy: Redefining Minimally Invasive

HarborBeach Marriott, Fort Lauderdale, Florida

January 30, 2009 - February 2, 2009

EXHIBIT CONFIRMATION / REGISTRATION

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: ______

EXHIBIT FEE & GRANT SUPPORT (support noted at podium, in syllabus, via signage and in online program)

$2500Exhibit fee must be paid in full by January 16, 2009. (includes 2 breakfast and lunch tickets per day)

$20,000 or more “Diamond level grant-in-aid”. (10-person attendance permissible)

Exhibiting Not ExhibitingGrant Amount $

$11,000 to $20,000 “Platinum level grant-in-aid”. (8-person attendance permissible)

Exhibiting Not ExhibitingGrant Amount $

$6,000 to $10,000 “Gold level grant-in-aid”. (6-person attendance permissible)

Exhibiting Not ExhibitingGrant Amount $

$3,000 to $5,000 “Silver level grant-in-aid”. (4-person attendance permissible)

Exhibiting Not ExhibitingGrant Amount $

EVENT SUPPORT (support will be noted at podium, in syllabus, via signage and in online program)

$10,000Welcome Reception, Friday, January 30, 2009

$7,000Breakfast/Breaks (one day) or Lunch (one day)

Fri, Jan. 30, 2009 Sat, Jan. 31, 2009 Sun, Feb 1, 2009

$5,000Faculty Dinner – Saturday, January 31, 2009

$5,000Live Surgery Day, Monday, February 2, 2009

$5,000Course Syllabus Books (also includes imprint of company logo on cover of books)

SpeakerTravel, Accommodations and Honorarium (call CME office at 954-659-5490 to obtain a quote)

Name Of Speaker: ______

REPRESENTATIVES ATTENDING EXHIBIT Name badges are required for all exhibit personnel.

Representatives registering on-site or registrations received after Jan. 16, 2009 will be charged an additional fee of $20 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. ______

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 #SYMPF09W27-160 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 7

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.

Hysterectomy: Redefining Minimally Invasive

MarriottHarborBeach, Fort Lauderdale, Florida

January 30, 2009 to February 2, 2009

Commercial Interest/Company: _____

Amount of Educational Grant: $_____

Terms, Conditions, and Purpose

Independence

1. This activity is for scientific and educational purposes only and will not promote any specific proprietary business interest of the Commercial Interest.
2. 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

1. CCFL will make all decisions regarding the disposition and disbursement of the funds from the Commercial Interest.
2. 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.
3. 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.
4. CCFL will, upon request, furnish the Commercial Interest documentation detailing the receipt and expenditure of the commercial support.

Commercial Promotion

1. 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.
2. The Commercial Interest may not be the agent providing the CME activity to the learners.

Disclosure

1. 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.
2. 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 / [Name of Commercial Interest]
[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]

Agreed by Authorized Representatives

Cleveland Clinic FloridaCommercial Interest

7/16/08 ______

Signature and DateSignature and Date

Frank Eidelman, M.D. ______

Print NamePrint Name

Chairman, Continuing Medical Education______

TitleTitle

Please return completed form to:ORMake check payable to and send to:

Sandy RonnenbergCleveland Clinic Florida

Cleveland Clinic FloridaContinuing Medical Education

Fax: (954) 659-54912950 Cleveland Clinic Blvd

Weston, Florida33331

*Please reference account #SYMPF09W27-160 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.

Are advertising and exhibit opportunities always to be offered to commercial supporters?

No. Payment and arrangements for advertising and exhibits are separate, business transactions. They are payment for the sale of promotional space.

Sources: Accreditation Council for Continuing Medical Education, Accreditation Council for Pharmacy Education

Arrangements for commercial exhibits or advertisements cannot influence planning or interfere with the presentation, nor can they be a condition of the provision of commercial support for CME/CE activities.

a)Exhibit fees shall be separate and distinct from educational grants (they are not considered commercial support). Exhibitors should complete Cleveland Clinic Florida’s Exhibit Application.

b)Exhibit fees shall be set by Cleveland Clinic Florida for each activity and will be standard for that activity; potential exhibitors shall have equal access to purchasing exhibit space (first come-first serve).