|Amendments/General Supervision||Installation of Exhibits|
|Care of Exhibit Space||List of Exhibitors|
|Contractor Services||Meeting Schedule|
|Dismantling/Removal of Exhibits||Mobile/Transportable Equipment Exhibits|
|Entertainment or Social Functions||Photography and Videography|
|Exhibit Design/Construction Space||Points Assignment|
|Exhibitor Meetings||Presentations and Demonstrations|
|Exhibitor Surveys and Crowd Control||Press Releases and Media|
|Expo Hours||Prizes, Awards, Drawings, Raffles, Lotteries or Contests|
|External Advertising and Promotion||Security|
|Free-form Booth/Island (20’ x 20’ or Larger)||Selling Products/Merchandise|
|Handout/Novelty Item Distribution/Product Sales||Smoke-free Facility|
|Hanging Signs, Banners, Trusses and Hanging Lighting Systems||Storage of Crates and Boxes|
|Housing and Registration||Support of Official SIR Activities|
|In-line Booth (10’ x 10’ Minimum or Multiple Thereof)||Violations|
1. Meeting Schedule
The SIR 2021 Annual Scientific Meeting commences on Saturday, March 20, 2021, at noon and adjourns on Thursday, March 25, 2021, at noon. Neither exhibitors nor their agents may conduct or sponsor any educational or marketing activities directed to SIR meeting registrants other than as part of the SIR 2021 Annual Scientific Meeting. Specifically, this includes three days before or three days after the meeting. See rules 3 and 8.
2. Housing and Registration
Experient, Inc. is the official housing provider for SIR.
The Society works diligently with the hotels in Nashville, TN to establish room blocks for attendees and exhibitors. All exhibitor housing (sleeping rooms and suites) must be requested through SIR via the housing bureau Experient, Inc.
Rooms reserved by any other method than the official SIR housing bureau will be considered in violation of SIR’s rules and regulations. Improper solicitation from any company or housing provider other than Experient, Inc. is not approved by SIR. Reservations made by unaffiliated organizations may appear to be lower rates; however they are illegitimate, have unreasonable cancellation or change penalties, or maybe completely non-refundable.
Badge registration cannot be requested until your housing room block is complete with SIR’s designated housing provider, Experient, Inc.
Online housing and registration TBD. Exhibitors should carefully consider their total room blocks and realistic housing needs before blocking rooms. It is recommended that you request your housing as early as possible to guarantee your hotel choice(s). Please see the housing and registration section of the SIR 2021 Annual Scientific Meeting Website, www.sirmeeting.org for more information. Exhibitors may request sleeping rooms only for employees or agents of the exhibiting company. Exhibitors are prohibited from providing hotel sleeping rooms to customers or other individuals eligible for general registration. Please refer to www.sirmeeting.org for more information on housing procedures.
Hotel function space at hotels must be reserved through SIR. Requests for use of function space and/or suites in hotels within the SIR block must be requested via the official request form located at www.sirmeeting.org, or by emailing Keshia Jeffries at firstname.lastname@example.org
Expo attendance is restricted to qualified exhibitors and those certified by them, and those covered under the SIR general registration procedures. SIR members, other interventional radiologists or other persons eligible for general registration may not be registered as an exhibitor. Exhibitor representatives must be in the space rented on the exhibit floor and are not admitted for the purpose of viewing other exhibits, except by invitation of other exhibitors. Exhibitor badges are not to be issued to individuals who wish to gain admittance for the purpose of contacting other exhibitors. Children under 16 years of age will not be allowed in the Expo at any time.
Badge Pick up—All exhibitor personnel are required to pick up their badge individually at exhibitor registration on-site.
Photo ID— a photo ID will be required prior to receiving your badge.
NPI Numbers—SIR will continue to help our corporate partners by collecting physician NPI numbers as part of the SIR 2021 registration process. We realize that this is critical to comply with the Physician Payments Sunshine Act.
You may pre-register for exhibitor badges or they can be purchased on-site at the registration counter. The deadline for pre-registering is TBD. Any complimentary badges changed or substituted on-site are subject to a $50 processing fee.
The official SIR badge must be worn whenever a representative of an exhibitor (to include Exhibitor Appointed Contractors) is in the Expo or educational programs as allowed by badge color. Exhibitor badges will be made available to the official representative for distribution to exhibitor personnel only. Badges are not to be defaced by inserting company cards or applying stick-on novelty items.
False certification of any individual as an exhibitor’s representative, misuse of exhibitor badges, or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor or educational sessions will be subject to rule 7, Violations. The exhibitor and/or anyone claiming a right to be on the exhibit floor or present at any official SIR function, including the educational program, through the exhibitor, waives any rights or claims for damages arising out of the enforcement of this rule.
3. Entertainment or Social Functions
SIR will coordinate scheduling and space release for exhibitor functions. No educational, entertainment or social functions may be scheduled to conflict with the official SIR 2021 program, Expo hours or official SIR social functions. Cultural events, such as concerts, theater productions, museum or sporting events are subject to the same restrictions. See rules 1 and 8.
4. Expo Hours
The Expo will be open to meeting registrants and must be fully operational and staffed in accordance with the following schedule:
Sunday, March 24
12:00 p.m.–5:00 p.m.*
Monday, March 25
9:30 a.m.–5:00 p.m.*
Tuesday, March 26
9:30 a.m.–5:00 p.m.*
Wednesday, March 27
9:30 a.m.–1:00 p.m.*
*All hours are subject to change. Refer to the Exhibitor Service Kit, fall 2018 for the most up-to-date hours.
5. Exhibit Design/Construction
The regulations listed herein are not intended to unduly restrict exhibits as to either design or utility. The spirit in which the rules are presented is to create and maintain an open atmosphere on the Expo exhibit floor. To this end, 100 percent occupancy of allowed exhibit space is discouraged. In designing exhibits, traffic flow, good judgment and consideration for neighboring exhibitors and attendees should be primary objectives.
Every effort has been made to ensure the accuracy of all information distributed by SIR; however, due to the ever-changing needs and maintenance schedules of facilities, such as the Nashville Music City Center, up-to-the-minute information is not always available. With this in mind, we remind all exhibitors that SIR, the Nashville Music City Center and its contractors or agents can make no warranties as to the accuracy of floor plans issued in conjunction with or pertaining to the exposition. If locations of building columns, utilities or other architectural components of the facility are considerations in the construction of an exhibit, it is the responsibility of the exhibitor and/or his/her agent to physically inspect the facility to verify all dimensions and locations.
6. Care of Exhibit Space
The exhibitor must, at its expense, maintain and keep their exhibit space clean and in good order in accordance with these rules and regulations and all other applicable rules and ordinances.
Identification by SIR of a rule violation will result in written communication to the primary exhibitor contact explaining the nature of the violation. The written notice explains the timing and process for correcting the violation.
Violations of the SIR rules and regulations prior to or during the SIR 2021 Annual Scientific Meeting or repeated violations in subsequent years shall subject the exhibiting company to the following penalties:
8. Support of Official SIR Activities
SIR encourages industry support for various events and services associated with the SIR 2021 Annual Scientific Meeting. Recognition of support is given through listings in the SIR 2021 mobile app, www.sirmeeting.org and other publications. A list of events and services may be obtained by contacting SIR corporate relations at (703) 460-5586 or sevenden@SIRweb.org.
9. Smoke-free Facility
Each exhibitor is responsible for safeguarding its goods, materials, equipment and exhibit at all times. SIR will provide general guard service for the exhibition period, but neither the guard service nor SIR will be responsible for loss of or damage to any property.
11. List of Exhibitors
The list of SIR exhibitors shall not be published, in whole or in part, other than in SIR official publications, www.sirmeeting.org and to official service contractors.
12. Installation of Exhibits
Exhibit space will not be released to the exhibitor until all conditions as set forth in these rules are met. Installation of exhibits in halls 2-4 will commence TBD.
If set-up of any exhibit has not started by TBD, SIR may order the exhibit to be set up and the exhibitor billed for all charges incurred. SIR will not be responsible for any damages. All exhibits must be completed by TBD, and all aisles cleared of exhibit material and crates. All components yet to be installed must be within the exhibitor’s space. All exhibits must be fully operational by TBD. After this hour, no installation work will be allowed without special permission from SIR.
13. Dismantling/Removal of Exhibits
Each exhibitor will complete arrangements for the removal of materials from the Nashville Music City Center. Move-out prior to TBD is not permitted. Any company moving out prior to this time will be barred from participation in all future SIR events.
All exhibit materials must be packed and ready for shipment by TBD. Any materials not packed by that time will be shipped at the exhibitor’s expense by a carrier selected by the official drayage company.
All space occupied by an exhibitor must be surrendered in the same condition as it was at the commencement of occupation. Each exhibitor is responsible for removal of excess debris, bulk quantities of printed material, floor covering and any other item that cannot be easily removed by broom sweeping.
14. Contractor Services
The Exhibitor Service Kit on www.SIRmeeting.org will be available in TBD. SIR will designate official service contractors to provide all services to the exhibitor other than supervision. Permission to use an exhibitor appointed contractor (supplier other than the SIR designated contractor) must be requested in writing by the exhibitor and received by SIR no later than TBD. No requests, addenda or substitutions received after that deadline will be considered. An independent service contractor or any third party may not request exceptions.
Requests will be approved only if they will not interfere with or prejudice the orderly set-up, interim service or dismantling of the exhibition. Requests will not be approved if they are inconsistent with the commitments made and obligations assumed by SIR in any contract with official service contractors or in its lease with the Nashville Music City Center. All exhibitor appointed contractors shall abide by the terms and conditions and rules and regulations set forth. Violations may, at the discretion of SIR, result in the appointed contractor’s removal from the exhibit floor and/or deduction of exhibitor priority points.
Electrical, plumbing, cleaning, telephone, drayage and rigging services must be provided by the designated official contractor.
The official drayage contractor will have complete control of all dock and loading facilities, receive all direct and advance shipments and van loads, handle all freight and provide all rigging labor and equipment. All services not ordered in advance must be procured through the Freeman Service Desk, which will be maintained at the Nashville Music City Center.
15. Storage of Crates and Boxes
The official drayage contractor will handle and provide storage space for crates, boxes, skids, etc., during the exhibition and return properly marked materials at completion of the meeting. Fire prevention regulations require that wrapping materials, such as paper, excelsior, etc., be completely enclosed within the packing boxes. Materials not in accordance with these regulations will be considered refuse and removed from the Expo.
THE PRIORITY POINT SYSTEM
16. Points Assignment
Four (4) seniority points will be given for each year of exhibiting beginning with 1988, for a maximum of 50 points. On-site appointments for space selection with companies who have reached 35 points will be determined by SIR, based on a variety of factors, including, but not limited to, present year booth size, level of corporate support and advertising. For more information on the on-site selection process, please email Susie Evenden at email@example.com.
Mergers, Purchases, Separation of Companies
Exhibitors that have either merged with, been purchased by or have purchased another company will receive seniority points that have been earned by the company with the most favorable exhibit history. Separation of companies resulting in new entities will be addressed by SIR show management on a case-by-case basis.
Total points, date/time of receipt of contract, booth size and exhibitor’s preference for proximity to other exhibiting companies will be taken into consideration in determining booth location, subject to availability of space, booth design, configuration and services required such as water, drain and electricity. The preferences indicated are for guidance only and are not guaranteed.
Points may be deducted at the sole discretion of SIR for any violation of SIR rules and regulations, whether associated with prior or current meetings. See rule 7.
SIR reserves the right to rearrange the floor plan at any time. SIR reserves the right to relocate exhibitors should it become necessary for causes beyond its control or advisable in SIR’s best judgment.
USING YOUR EXHIBIT SPACE/BOOTH CONSTRUCTION
17. In-line Booth (10’ x 10’ Minimum or Multiple Thereof)
In-line booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. Regardless of the number of in-line booths utilized, (e.g., 10’ x 20’, 10’ x 30’, 10’ x 40’, etc.), display materials must be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8 feet is allowed only in the rear half of the booth space, with a 4-foot height restriction imposed on all materials in the remaining space forward to the aisle. When three or more in-line booths are used in combination as a single exhibit space, the 4-foot height limitation is applied only to that portion of exhibit space that is within 10 feet of an adjoining booth.
Live broadcast or video monitors must be confined to the back one-half of the rented space.
18. Free-form Booth/Island (20’ x 20’ or Larger)
Free-form and island booths are any size booths exposed to aisles on all four sides. SIR management will consider free-form designs and their effect on surrounding exhibits as factors in assigning exhibit space. Supplementary regulations governing such exhibits are the following.
19. Hanging Signs, Banners, Trusses and Hanging Lighting Sytems
SIR will permit hanging signs, banners, trusses and hanging lighting systems for free-form island booths (400 square feet or Larger) ONLY. Companies that wish to use hanging signs, banners, trusses, hanging lighting systems must submit complete scale drawings to include booth concept, construction, dimensions, booth components and structure to SIR for approval by TBD. The maximum height permitted for hanging signs and banners is 24 feet. The minimum clearance from the Expo floor to the bottom of the hanging sign is 10 feet. Hanging signs must be positioned directly over the exhibit space and not focused into the aisle or into an adjacent booth. Hanging signs that are digital in nature are not permitted. All hanging signs must be constructed of lightweight materials to allow for greater flexibility and ease of installation.
20. Mobile/Transportable Equipment Exhibits
Mobile units must be positioned to allow ample room on all sides for stairs, ramps and general attendee traffic. Location may be determined by proximity to drive-in freight doors to permit ease of move in and move out. Information indicating method of transport and unit function must accompany the application.
Arrangements must be made in advance with SIR and the official drayage contractor for placement of mobile units on the exhibit floor. Variations from the agreed upon time/date arranged for placement of exhibitors units may result in the loss or relocation of exhibit space.
ACTIVITIES THAT ARE PERMITTED AND ARE NOT PERMITTED
21. Prizes, Awards, Drawings, Raffles, Lotteries or Contests
Prizes, awards, drawings, raffles, lotteries or contests of any kind are not permitted.
22. Handout/Novelty Item Distribution/Product Sales
Small token items may be distributed from the exhibit without prior approval. All items must comply with current AdvaMed and Pharma regulations on physician gifts. It is the responsibility of the exhibitor to receive prior approval for any handout that may be questionable in nature. Email firstname.lastname@example.org for approval.
No exhibitor is permitted to hand out gifts or literature of any type outside the perimeters of their booth. This includes all official convention hotels and convention public areas.
Booth-based distribution of food and beverages is available through the Nashville Music City Center by their designated food and beverage provider, Levy Restaurants. Please contact Kim Robinson at email@example.com. All food and beverage costs are the responsibility of the exhibiting company. Order forms will be located in the online Exhibitor Service Kit located at www.sirmeeting.org.
23. External Advertising and Promotion
SIR respects the right of meeting supporters and interested vendors to advertise outside of the meeting venue (e.g., billboard ads, airport ads, municipal ads, etc.).
SIR strongly advises meeting supporters/exhibitors to obtain Society endorsement of all advertising of this nature. Use of the SIR logo is prohibited. The SIR 2021 Annual Scientific Meeting logo may be used only with written permission from the Society.
Distribution of any printed material or showing of equipment or product presentations to SIR registrants or guests by exhibitors other than in the exhibitors’ assigned space is prohibited. Advertising in the SIR Doctor’s Bag or a Hotel Room Drop must be made through the official SIR room drop vendor, TBD. Contact XXX at XXX-XXX-XXXX or TDB.
24. Selling Products/Merchandise
Any exhibitor who sells a product or merchandise to include food items more than $1 to the general public or large private groups will be responsible for obtaining a business license from Nashville. Each exhibitor will be required to acquire any and all applicable permits or licenses for doing business within Nashville.
25. Presentations and Demonstrations
All activities of each exhibitor, its employees and/or agents during the SIR 2021 Annual Scientific Meeting, which are directed toward SIR meeting registrants, other than entertainment and social functions permitted under rule 8, must be confined to the exhibitor’s exhibit space. Such activities are not allowed to conflict with SIR educational events but are allowed during scheduled coffee and lunch breaks.
Equipment for demonstrations must not, in the judgment of SIR, pose a radiation hazard. If the equipment has energy beams that are hazardous, such energy beams must be made nonoperative before installation.
Therapy or health-screening procedures of any kind on individuals is prohibited. Ultrasound imaging can be demonstrated on phantoms or live individuals hired by the exhibiting company.
SIR must approve demonstrations, lectures or presentations by SIR members, other physicians, technicians, physicists or anyone else who is not a full-time employee of the exhibitor.
Professional presenters or models may conduct product and service demonstrations. However, demonstrations are to be straightforward, professional and non-combative in nature. Activity and attire of models and demonstrators shall be consistent with the professional atmosphere of the SIR 2021 Annual Scientific Meeting.
If video is used to demonstrate equipment by simultaneously using a live model and videotape, a sign clearly indicating the simulation must be posted.
It is the responsibility of the exhibitor to receive prior approval from SIR for any product demonstration or presentation using professional presenters or models that may be questionable in nature. SIR reserves the right to order objectionable presentations discontinued until such time as a mutually agreeable presentation may be developed. The exhibitor waives any rights or claims of damages arising out of enforcement of this rule.
Audiovisual devices, effects and demonstrations will be permitted only in those locations and at such sound intensity that, in the opinion of SIR, does not interfere with the activities of neighboring exhibitors.
All products exhibited must be presented and marketed in strict compliance with all federal, state and local laws pertaining to the labeling and marketing of medical devices and/or drugs. Devices/drugs awaiting FDA approval (i.e., those qualifying for an Investigational Device Exemption), including but not limited to PMA and 510(k) devices, must be identified to SIR as such at the time of application for exhibit space. A copy of the FDA pending approval compliance letter must be submitted to SIR by TBD, prior to marketing or promoting any investigational devices.
Devices/drugs presented for marketing outside the United States must be clearly and conspicuously labeled to not cause confusion or possible misrepresentation.
Failure to meet marketing and labeling standards will result in the removal of the device/drug in question from the exhibit hall or forfeiture of exhibit space.
26. Exhibitor Surveys and Crowd Control
As a matter of safety and courtesy to others, surveys, booth demonstrations, and meetings with attendees and customers and staff must be confined within the exhibit space so as not to interfere with traffic flow in the aisles or encroach into neighboring exhibits. Every booth must be constructed or arranged to accommodate its viewing audience inside the booth to discourage the formation of a standing crowd. All speakers must face inward and not out toward the aisles. If SIR finds exhibitors with speakers not in compliance with this rule, SIR will have the direction of the speakers turned. Offending exhibitors will be responsible for all charges related to the movement of the speakers.
Definition: A survey is a written tool intended to query professional registrants about their preference on practice patterns.
Private conversations or discussions in groups of five or fewer people are not considered surveys. All survey materials must be submitted for approval to exhibits management by TBD for approval or editorial modification. Written documentation of approval must be available on-site if requested. Dissemination, discussion and completion of survey materials must be limited to exhibit space. No survey material may be distributed or addressed outside of exhibit space.
Standards for surveys/questionnaires: SIR is interested in maintaining an environment of equanimity throughout the Expo. Survey materials may inquire about member practice preferences and unbiased opinions, but cannot overtly or indirectly promote or advertise a product, nor may the tool adversely portray other products. SIR reserves the right to deny or withdraw approval of any survey tool that falls short of this standard of professionalism.
27. Photography and Videography
Picture and video taking other than by the official SIR photographer is prohibited during set-up, dismantling and non-exhibit hours. Cameras and video equipment are not allowed on the Expo exhibit floor during these times.
Exhibitors are allowed to photograph, videotape or mechanically record their company's booth during Expo show hours. Videotaping/photography are permitted after 5:00 p.m. Sunday through Wednesday only and must be arranged 30 days in advance and approved by SIR.
Each exhibitor has control over the space it has rented and may prevent those considered competitors from gaining access to, photographing, videotaping or otherwise mechanically recording its exhibit or presentations. No exhibitor shall deny any reasonable request to photograph the exhibit from outside the perimeter of the booth.
28. Exhibitor Meetings
Any corporate meeting to be held in Nashville during the SIR 2021 Annual Scientific Meeting, which references the SIR meeting, to include pre- and post-meetings, corporate satellite symposia and educational events, must be approved by the Society. SIR will coordinate scheduling and space release for exhibitor meetings. Exhibitors intending to host sales, pre-convention or post-convention meetings involving only their own employees in Nashville during March 20-25, 2021, must submit a written request for approval to SIR in advance of promotion of same and there may be an associated cost to do so. For all other meetings, see rules 1 and 3.
29. Amendments/General Supervision
All exhibit matters and questions not covered in these rules and regulations are subject to the decision of SIR management. SIR may amend these rules and regulations at any time and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these rules and regulations, written notice will be given by SIR to such exhibitors as may be affected. The abbreviation “SIR” used in the rules and regulations, shall mean Society of Interventional Radiology, a not-for-profit corporation, and, as the context may require, its directors, officers, agents and/or employees duly acting for SIR in the management of the exhibition.
30.Press Releases and Media
Exhibitors intending to issue press releases or hold press conferences in Nashville during the period of March 20-25, 2021 must submit a written request and coordinate the event with SIR by contacting the communications department at (703) 691-1805 or Comm@sirweb.org. All requests are subject to approval by SIR.
It is SIR's policy not to distribute the names of press registered to attend the meeting. However, there is an exhibitor materials table in the newsroom. All materials you wish to distribute must be cleared by the SIR communications team in advance of the meeting and you must deliver printed copies of those materials to the newsroom, room TBDof the Nashville Music City Center, For more information, please contact Elise Castelli, SIR director of communications and public relations at firstname.lastname@example.org.