Sponsor and Advertiser Application
A. The individual signing this Contract warrants that he/she has the authority to bind contractually the organization applying for the selected item(s).
B. Agree to pay the total balance due within 30 days of signing this contract. Sponsorship and advertisement are non-refundable. Full payment for all 2022 Annual Meeting items must be received no later than April 15, 2022.
C. Agree that selections are not guaranteed until your application is confirmed. Show Management will confirm your selections within 2-5 business days after the application is submitted and reviewed.
D. Sponsorship and advertising items are subject to change. All advertisements and graphics must be approved by ASGCT prior to printing. ASGCT adheres to a right of first refusal process for organizations who have supported certain programs or activities the previous year. This process does not guarantee that prices or logistics will remain same as the previous year.
E. Understand that ASGCT is committed to providing a discrimination, harassment, and retaliation-free environment for all participants in Society events. All attendees and participants must conduct themselves in a respectful and professional manner throughout the event and adhere to the Discrimination & Harassment Policy as posted on www.asgct.org.
F. Understand that ASGCT's 25th Annual Meeting requires that all in-person attendees must be fully vaccinated. We define "fully vaccinated" to be at least 14 days past the final administration. Booster shots are not required, but are recommended for any eligible communities. Understand that in-person attendees are also required to wear masks on site at the Walter E. Washington Convention Center. Please reference the Health & Safety Page for full details.
G. The ASGCT logo is the property of ASGCT and may not be used without permission from Show Management.
H. Understand and agree to abide by all terms and conditions governing this agreement.
I. Show Management has full power to add, interpret, amend, and enforce these rules and regulations, provided sponsors/advertisers receive notice of any amendments made. The sponsor/advertiser agrees to abide by foregoing rules and regulations and any new amendments.
Have questions regarding your item(s) or our terms and conditions? Please email Rita Krueger, Development Manager, at rkrueger@asgct.org.
Exhibitor Application
Terms and Conditions:
In order to validate this Application/Agreement, the individual signing this Contract warrants that he/she has the authority to bind contractually the organization applying for selected exhibit booth and/or exhibitor presentation.
Show Management:
American Society of Gene and Cell Therapy
The term “Show Management” used herein and in subsequent regulations shall mean the American Society of Gene and Cell Therapy (ASGCT), its vendors or employees acting for it, and the management of the exhibit hall.
Payment/Cancellation:
Agree that the exhibit booth is not guaranteed until your application is confirmed. Show Management will confirm your selections within 2-5 business days after the application is submitted and reviewed.
Agree to pay the total balance due within 30 days of signing this contract. Full payment for all 2022 Annual Meeting items must be received no later than April 15, 2022.
Exhibit booth cancellations will be accepted in writing until February 11, 2022 to Rita Krueger, Development Manager, at rkrueger@asgct.org. A 50% refund will be granted if received by February 11, 2022. No exhibit booth refunds will be given for cancellations made on or after February 12, 2022. The above cancellation fee terms shall apply regardless of the execution date of this contract. Please note, this cancellation policy does not apply to our sponsorship/advertising selections or to the Enhanced online Exhibitor Listing opportunities, as those are non-refundable.
Health & Safety:
Understand that ASGCT's 25th Annual Meeting requires that all in-person attendees and participants must be fully vaccinated. We define "fully vaccinated" to be at least 14 days past the final administration. Booster shots are not required but are recommended for any eligible communities. Understand that in-person attendees are also required to wear masks on site at the Walter E. Washington Convention Center. Please reference the Health & Safety Page for full details.
Restriction of Exhibits:
ASGCT reserves the right to: (a) reject for any reason, without explanation, any exhibit application submitted for the ASGCT Annual Meeting; (b) reject, prohibit, restrict, or otherwise require modification of any exhibit for any reason; and (c) evict or bar any exhibitor whose exhibit, materials, or conduct is objectionable to show management for any reason. Violation of any regulations on the part of the exhibitor, its employees or agents shall void the right to occupy space, and such exhibitor will forfeit to ASGCT all monies which may have been paid. Upon evidence of violation, 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 which management may incur thereby.
Exhibitor Timeline:
The exhibit hall will be open from 9:45 am - 6:30 pm ET Monday, May 16 through Wednesday, May 18 of the Annual Meeting. Packing of equipment, literature or dismantling of exhibits is strictly prohibited before 6:30 pm on Wednesday, May 18. Booths must be clean ahead of the exhibit hall opening. Exhibitors must adhere to hard deadlines in the exhibit hall move-in and move-out schedule.
Hold Harmless Clause:
The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or damage to the exhibitor’s displays, equipment and other property brought upon the premises of the exhibit facility and shall indemnify and hold harmless the American Society of Gene & Cell Therapy, Walter E. Washington Convention Center, Heritage Trade Show Services, Show Gear Productions and each of their employees and agents from any and all such losses, damages and claims. In addition, the exhibitor acknowledges that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor.
Exhibitor shall be fully responsible to pay for any and all damages to property owned by Walter E. Washington Convention Center, its owners or managers which result from any act or omission of exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, Walter E. Washington Convention Center, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees, and business invitees which arise from or out of the exhibitor’s occupancy and use of the exhibition premises, the convention center or any part thereof.
ASGCT Show Management shall not be responsible for delays, claims, demands, damages, losses, increased costs, liabilities, changes, actions, expenses or otherwise conditions arising by virtue of any cause not within the control of Show Management.
Exhibit Booth/Booth Staff:
- ASGCT Show Management shall have no liability for its failure or inability to comply with the exhibitor's requests, and the exhibitor shall have no right to cancel this agreement because of Show Management’s failure to comply with the exhibitor's requests.
- While ASGCT will proactively promote the exhibit hall in promotional materials and direct communications to attendees, ASGCT cannot guarantee anything related to the success of your participation.
- Only ASGCT-approved pins, ribbons, and decals may be attached to delegate and exhibitor badges.
Subletting of Space
The subletting, assignment, or apportionment of the whole or any part of an exhibit booth by an exhibitor is prohibited. No exhibitors may permit any other party to exhibit in their space any good other than those manufactured or handled by the contracting exhibitor or permit the solicitation of business by others within their space.
Booth Construction
Every exhibit space should allow for the visibility of other spaces to ensure that every exhibitor has reasonable site lines to the aisle. No obstructions above a height of 48-inches are permitted. Hanging signs are only allowed for island booths and can be suspended from the ceiling of the exhibit hall as long as they adhere to the height restrictions as outlined in the Exhibit Service Kit. All island booth suspended signs from the ceiling must be confirmed and approved by ASGCT Exhibit Management. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. No part of any equipment, or signs relating thereto, shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture. Damage arising by failure to observe these rules shall be payable by the exhibitor.
Food and Beverage
With prior approval from the ASGCT Exhibit Management, food and beverage services are permitted at the exhibitor’s booth at the exhibitor’s expense. All food service must be coordinated through the convention center caterer. Food preparation and cooking are prohibited in the exhibit hall.
No Retail Sales on Show Floor
No retail sales should be conducted in your exhibit booth. The ASGCT Annual Meeting is held strictly as a means of product and/or services exhibiting and display. Exhibitors must not complete sales by receiving payment or delivering their products in the hall. Violation of this rule may result in Exhibitor's Exhibit Space and/or Meeting Space being repossessed by Show Management. Orders may be taken for future delivery only.
Promotional Activities:
Canvassing or distributing advertising materials outside the exhibitor’s own booth is not permitted. Signs, banners, posters, or flyers advertising a booth may not be posted or displayed at any location inside the convention center other than the exhibitor’s booth. Advertisements and promotional materials may not be displayed or distributed in the educational space at any time. No product advertisements will be permitted in the same room as the educational activity. Exhibitor staff may attend an educational activity but may not engage in sales activities while in the room where the activity takes place.
Giveaways:
Giveaways and product samples approved by ASGCT may be distributed from your exhibit booth. Requests for items other than product samples or educational materials must be submitted to ASGCT with a sample by April 1, 2022. Samples will not be returned. Written notification will be sent upon ASGCT approval of the items.
Drawings/Prizes/Raffles, Etc.:
Exhibitor led prize contests, awards, drawings, raffles, spin wheels or lotteries of any kind held at any time or place within the ASGCT Annual Meeting are not permitted. Attendees may not be registered for drawings, raffles, or lotteries, which might be conducted after the Annual Meeting. Gaming devices of any description are not allowed in the exhibit hall.
ASGCT Logo:
The ASGCT logo is the property of ASGCT and may not be used without permission from Show Management.
Conduct:
Understand that ASGCT is committed to providing a discrimination, harassment, and retaliation-free environment for all participants in Society events. All attendees and participants must conduct themselves in a respectful and professional manner throughout the event and adhere to the Discrimination & Harassment Policy as posted on www.asgct.org.
Other Regulations:
Show Management has full power to add, interpret, amend, and enforce these rules and regulations, provided exhibitors receive notice of any amendments made. The exhibitor agrees to abide by foregoing rules and regulations and any new amendments.
Have questions regarding your exhibit booth or our Terms and Conditions? Please email Rita Krueger, Development Manager, at rkrueger@asgct.org.