2. General Information

Access to the Exhibit Hall

Exhibitors wearing “Exhibitor” badges may enter the exhibit hall during the following hours:

Attendees will be allowed in the hall during the following hours (Please note that appointments with attendees in the exhibit hall shall only be scheduled during these hours.):

Badges

Badges must be picked up at the exhibitor registration desk. The desk will be open during the following hours:

Exhibiting firms are encouraged to submit representatives’ names in advance to avoid on-site delays. The deadline for booth personnel entry is Friday, September 1. Exhibiting firms will be allowed to register up to five representatives for each 100 square feet of exhibit space rented. Badges over the number allotted number will be charged $100 per badge. After Friday, September 1, any changes/additions will be charged $100 per badge. This includes badges that are produced on site - No Exceptions. Exhibitor badges will be issued only in the name of the company shown on the application for exhibit space.

Exhibitor badges will be issued to only employees of exhibiting firms. Representatives registering on-site will be required to show proof of employment with the exhibiting company when requesting badges. Individuals requesting badges on-site who do not have proper authorization to receive a badge will be asked to wait at the registration desk until a representative of the exhibiting company has been contacted for authorization.

Representatives of an exhibiting company must wear the badges at all times, including installation and dismantling, while in the exhibit area. These badges are valid admittance to the exhibit floor, but do not allow access to the educational sessions. The printed badge will show the exhibitor’s name and the name of the exhibiting company. The exhibiting company is responsible for the actions of its representatives. Misuse of the exhibitor badge system may result in the expulsion of the exhibitor from the exhibit hall and is considered a violation of the ACEP Rules and Regulations. False certification of individuals as an exhibitor’s representatives or any other method used to help unauthorized persons gain admission to the exhibit floor, will be cause for expelling the violator from the exposition and removing the exhibit from the floor without obligation on the part of ACEP.

PLEASE NOTE - ACEP recommends pre-registering all company representatives to avoid on-site delays.

Cancellation/Reduction Schedule

• ​Notification of an Exhibitor’s decision to cancel or reduce exhibit space must be submitted in writing. The effective date of a space cancellation or reduction will be the date when written notice is received by ACEP.

• Written notification of a reduction or space cancellation must be received on or before Friday, June 30. The following cancellation penalties schedule will apply:
  • Cancel prior to January 31, 2023 – 25% penalty fee
  • Cancel between January 31 – June 30, 2023 – 50% penalty fee
  • After June 30, 2023, the Exhibitor will remain liable for the full cost of the original exhibit space.

At the time ACEP receives written notice that an Exhibitor is canceling its space, all function space (including hospitality suites) held by that Exhibitor will be cancelled. Any booth in the exhibit hall which is unoccupied by 12:00 pm on Sunday, October 8, will be considered a no-show and may be assigned to another exhibitor unless ACEP Show Management has received written notice of extenuating circumstances. The Exhibitor shall be deemed to have cancelled the exhibit space contract. There will be no refund to the original Exhibitor and no obligation on the part of ACEP to relocate such Exhibitors. Additionally, Exhibitors that no-show will remain responsible for any balance that may be owed to ACEP.

Deposits

A 50% deposit of the total cost of exhibit space requested must accompany applications submitted prior to June 30. Applications submitted after June 30, must be accompanied by full payment. Full payment of all booths is due by June 30 or ACEP may reassign the space. Deposits may be paid by check, VISA, MasterCard, American Express or money order. Payments must be US funds drawn on a US institution. Checks to be made payable to the American College of Emergency Physicians. International Exhibitors may pay by credit card, a check in US funds drawn on a US institution, or by an international money order only. Checks drawn on foreign banks will be returned to applicants, which will delay the approval process and space assignment. Due to processing charges from banks, wire transfers will not be accepted.

Dismantling of Exhibits

The official closing time of the exhibit hall is 3:30 pm on Wednesday, October 11. Packing of equipment, literature, or dismantling of exhibits is strictly prohibited until that time. Early dismantling is considered a violation of the Rules and Regulations and will result in the loss of all accumulated priority points. All exhibits must be packed by 12:00 pm on Thursday, October 12.

To avoid damage to equipment or display materials, exhibitors should remain with the exhibit until crates are returned and all materials are packed. Cartons for display materials will be returned as promptly as possible to each booth after the official closing time. ACEP does not assume any responsibility for loss or damage to exhibits, equipment, personal belongs, etc. during the dismantle, period. Children and guests are not allowed on the exhibit floor at any time during dismantling hours.

Eligibility for Exhibiting

ACEP23 is the American College of Emergency Physicians’ premier meeting. Its purpose is to enhance the professional and scientific education of the registrants in the field of emergency medicine. ACEP reserves the exclusive and total right to control all aspects of the conduct of ACEP23. ACEP specifically reserves the right to determine the acceptability of applications for exhibit space. All applications must meet the following criteria:

• The products or services to be exhibited are of professional or educational interest or benefit to the registrants and are, in the opinion of ACEP, related to the field of emergency medicine or the physician’s practice. Exhibiting at ACEP23 does not imply ACEP's endorsement of products or services.
• The applicant or the goods or services to be exhibited will not be permitted if they, to the knowledge of ACEP staff, are contrary to Board-approved ACEP policies.
• The applicant is reasonably determined by ACEP to be highly ethical and reputable, and the goods and services to be exhibited are reasonably determined by ACEP not to be fraudulent.
• The applicant agrees to comply with ACEP Rules and Regulations governing ACEP23.
• The application and required documents must be filled out completely and accurately.
• Applications may be refused or booth space restricted due to space limitations or other reasons determined by ACEP.
• All pharmaceutical and medical device products exhibited must meet FDA guidelines and standards.

Exception: The only exception to the above guidelines pertains to those companies that will be assigned to the “Consumer Products Category.” These companies may include, but are not limited to, automobile manufacturers, credit card companies, banking institutions, jewelers, etc. The exhibitor understands and agrees that the information contained in this website and the ACEP Rules and Regulations are an integral and binding part of the exhibit space contract. ACEP reserves the right, even after an application has been approved, to refuse exhibits, curtail activities, or to close exhibits or parts of the exhibit that do not by ACEP’s determination comply with its rules and regulations.

Exhibitor Service Kits

Exhibitor Service Kits will be online and made available the week of June 12 to exhibiting companies that are paid in full. The link for the kits will be sent to the official contact as listed on the application for space.

Each kit contains a complete set of forms for ordering services. Exhibitors are urged to take advantage of cost reductions offered by most contractors for advance orders. Many services cost substantially more when ordered onsite, and some may not be available until all advance orders are processed. ACEP carefully selects contractors who provide exhibitors quality service and reasonable rates. Exhibitors are encouraged to use the services of the official contractors, whenever possible. If requested, a kit will also be sent to exhibitor-appointed contractors once ACEP receives notification from the exhibitor.

Hospitality Suites

Exhibiting firms that host hospitality suites must arrange their schedules so they will not conflict with the ACEP23 educational program or major social events. Hospitality suites will not be approved for non-exhibiting firms.

Installation of Exhibits

All exhibits must be completely set by 5:00 pm on Sunday, October 8. Requests to work beyond the above schedule must be made in writing via the Late Set-up Request form in the Online Exhibitor Service Kit. ACEP reserves the right to assign labor to install any display that is not in the process of being installed by 12:00 pm on Sunday, October 8. The exhibitor will pay the charge for this labor. Any booth unoccupied by 12:00 pm on Sunday, October 8 may be assigned to another exhibitor unless ACEP has received written notice of extenuating circumstances. The exhibitor shall be deemed to have cancelled the exhibit space contract, and ACEP will have the right to deny participation at future ACEP meetings. There will be no refund to the original exhibitor and no obligation on the part of ACEP to relocate that exhibitor. Children and guests are not allowed on the exhibit floor at any time during installation hours.

Market Research Firms

Market research is considered an acceptable practice at ACEP23. Booth space will be assigned on the same basis as other exhibiting firms. Booth personnel for market research firms must remain in the confines of their booth and not stray into the aisle to "recruit" for thier surveys.

Security

ACEP provides perimeter access control. Exhibitors are reminded that booth security and the protection of special valuable items may require additional security at the exhibitor’s own expense. Forms for ordering booth security will be available in the Exhibitor Service Kit. An equipment pass must be obtained from security to remove any material or equipment from the show floor at any time.

Space Assignment - Priority Point System

Points, date of receipt, and exhibitor’s preference for proximity to other exhibiting companies will be taken into consideration in determining booth location. Since the point system for space assignment uses exhibit history, it is likely that prime spaces will be assigned to long-term exhibitors. If all your requests are near the main entrance, it is probable that we will not be able to accommodate your choices. By scattering location choices around the floor, you increase your chances of receiving one of your selections.

Points will be awarded as follows:

• 10 points for each consecutive year firm has exhibited with ACEP
• 2 points for every 100 square feet purchased in consecutive years

Points will also be awarded as follows for corporate supporter:

• Diamond Level Patron – 20 points
• Platinum Level Patron – 16 points
• Gold Level Patron – 12 points
• Silver Level Patron – 8 points
• Bronze Level Patron – 4 points

If a company does not exhibit one year, they lose all of their accumulated points. Exhibiting companies involved in mergers or acquisitions will receive the points that were earned by the company with the most favorable exhibit history. Points are not combined to arrive at an exhibiting company’s point status.

ACEP will award Exhibitor Priority Points to companies that book their hotel rooms in ACEP's official housing blocks through onPeak. The number of additional points awarded will be equivalent to what is earned for your company's booth space - it's like earning two year's worth of points in one. Companies not booking within ACEP's blocks will not earn any additional points. 

Sleeping Rooms and Function Space

All housing will be arranged through ACEP’s official housing company, onPeak, and open for reservations at ACEP22. Check ACEP’s website for updates regarding housing reservations and contact information. Please do not attempt reservations directly with the hotels. This creates difficulties in managing the housing blocks and often results in attendees not finding rooms at their desired hotel.

ACEP will award Exhibitor Priority Points to companies that book their hotel rooms in ACEP's official housing blocks through onPeak. The number of additional points awarded will be equivalent to what is earned for your company's booth space - it's like earning two year's worth of points in one. Companies not booking within ACEP's blocks will not earn any additional points. 

Function Space

ACEP maintains control over the function space in the ACEP hotels and convention center in order to preserve and protect an equitable marketplace for all exhibitors. All requests for function space must be made on the official ACEP request form. Please indicate the sponsoring company, desired facility, date, time, anticipated attendance, and a brief outline of the proposed function. Third-party organizers must be designated as agents by the exhibitor on the exhibitor’s stationary. A payment schedule will be included with the Function Space Request form.

Entertainment and Social Functions

No entertainment or social functions may be scheduled to conflict with the official ACEP program.