ACEP21 Virtual Exhibit Program
RULES AND REGULATIONS
The rules and regulations contained herein are intended by the American College of Emergency Physicians (“ACEP”) to serve in the best interest of ACEP21 Virtual Exhibit Program (the “Event”), the exhibitors, and the registrants and to give notice to applicants and exhibitors of these governing Rules and Regulations. All applicants and exhibitors (hereafter “Virtual Exhibitor”) are bound by the Rules and Regulations.
The Virtual Exhibitor understands and agrees that the information contained in these Rules and Regulations are an integral and binding part of the virtual booth space agreement. Signing the virtual exhibit space application/agreement indicates understanding and agreement to comply with all policies, terms, Rules and Regulations and conditions contained herein and online, and any other issued by ACEP regarding the Event; willingness to abide by the payment policy; acknowledgement of having read these Rules and Regulations; and agreement to distribute them for proper execution to all individuals involved.
VIRTUAL EXHIBIT PRACTICES
Virtual Exhibitors will receive conference registrations based on the amount included in their benefits. Virtual Exhibitor representatives will have access to the digital portal during the event for the purpose of representing the company and interacting with attendees.
Virtual Exhibitors are permitted to conduct prize drawings. All prizes must have the approval of ACEP Show Management in writing by Thursday, September 30. Curtailment of the contest may be enforced if activity is not pre-approved by ACEP. Please note that ACEP Show Management will ensure that approved drawing items are compliant with AMA, PhRMA, AdvaMed, and other guidelines regarding these items.
Booth personnel are required to confine their activities within their assigned virtual exhibit space or through outreach to potential customers as outlined in our Attendee Contact policy. Apart from the specifically assigned space from which a Virtual Exhibitor has been assigned, no part of the online conference platform may be used by any organization other than ACEP for display purposes of any kind.
The purpose of commercial exhibits is to further the education of attendees through product and service displays and demonstrations. Direct selling is permitted; however, business must take place within the booth and conducted in a manner consistent with the professional nature of the virtual exhibits. Additionally, any company conducting sales must have a valid sales tax permit and have their refunds/exchange/return policy clearly defined on the booth page.
ENFORCEMENT OF RULES
By contracting for virtual exhibit space, Virtual Exhibitor agrees to comply with all terms, conditions, and these Rules and Regulations. Any violations shall subject the exhibiting company to the following penalties:
· First Violation – Loss of current year’s priority points plus loss of 10% of the total number of accrued points.
· Second Violation – Loss of current year’s priority points plus loss of 50% of the remaining accrued points.
· Third Violation – Loss of all exhibiting privileges. After the third violation, the exhibiting company will not be invited to exhibit at future ACEP meetings.
When practical or appropriate in ACEP’s discretion, disciplinary action will be progressive according to the above sequence, but a more severe penalty, including refusal of or termination of the virtual exhibit, may be levied without the requirement of progressing through each of the above successive steps. Each Virtual Exhibitor is granted nothing more than a terminable license to exhibit, subject to all the rules herein and the ACEP’s approval of the Virtual Exhibitor’s application. If ACEP determines that any Virtual Exhibitor has failed to comply with any rule herein or any directive issued to the Virtual Exhibitor, ACEP may terminate the license and close that company’s virtual exhibit without notice. In all interpretation of the rules and regulations, ACEP’s decision is final.
LIABLITIY AND INDEMNITY
Virtual Exhibitor agrees to defend, indemnify and hold harmless ACEP, its officers, directors, employees and members from any and all liability to any person or persons for or by reason of any act or omission of said Virtual Exhibitor, or any of its agents, servants or employees. Indemnity includes, but is not limited to, claims of copyright, trademark or patent infringement, unfair competition and product liability. In no event shall ACEP be liable to a Virtual Exhibitor for any loss of business, business opportunities, or any other type of direct or consequential damages alleged to be due from a breach of this Agreement. It is understood and agreed that the sole liability of ACEP to Virtual Exhibitor for any breach of this Agreement shall be for the refund of all amounts paid by the Virtual Exhibitor to ACEP pursuant to this Agreement, as an exclusive remedy.
Full payment must accompany all applications/contracts when submitted. Any Virtual Exhibitor not paid in full by Friday, October 1, will not have their exhibit page loaded onto the conference platform until the full payment is remitted to ACEP.
SHOW CANCELLATION POLICY
Neither party shall be deemed to be in default of any provision of this Agreement, or for failures in performance, resulting from acts or events beyond its reasonable control resulting in cancellation of the Event. Such acts shall include, but not be limited to, fire, explosion, strike, freight embargo, act of God, or of public enemy, war, civil disturbance, act of any government, labor disputes, acts or threats of terrorism, strikes, government regulation or advisory (including governmental advisories, quarantines, curfews, epidemics or pandemics) or any other catastrophe which would prevent the Event’s scheduled opening or continuance. In such a Force Majeure event, the parties’ performance under this Agreement shall be excused. The Virtual Exhibitor hereby waives any claim against ACEP and Show Management for damages or compensation.
Refund of the amount paid by the Virtual Exhibitor will be determined after deduction of any amounts necessary to cover expenses incurred by ACEP in connection with the Event. ACEP and Show Management shall not be financially liable in the event the Event is interrupted, cancelled, moved or dates changed except as provided herein.
USE OF THE ASSOCIATION’S NAME OR LOGO
Virtual Exhibitors may not use any ACEP name, mark or logo in advertising with the exception of informational references, such as “Visit our booth page at the ACEP21 Virtual Exhibit Showcase.” Virtual Exhibitors who violate this provision may not be allowed to participate in future ACEP meetings and may be subject to civil penalties.
Participation as a Virtual Exhibitor at the Event does not in any way constitute that ACEP or the Event endorses Virtual Exhibitor or Virtual Exhibitor’s products or services. Any promotions that Virtual Exhibitor undertakes or conducts before, during, or after the Event should not imply or convey ACEP’s approval, endorsement, certification, acceptance, or referral of Virtual Exhibitor or Virtual Exhibitor’s products or services.