Installation: Tuesday, April 17 - 12:00 PM-7:00 PM
Exhibit Dates: Wednesday, April 18 - 10:00 AM-5:00 PM
Thursday, April 19 - 7:30 AM-4:30 PM
Friday, April 20 - 7:30 AM-11:00 AM
Dismantle: Friday, April 20 - 11:00 AM-1:00 PM
Exhibitor Service Kit
The Exhibitor Service Kit will be sent via e-mail the week of February 19, 2018, to the official contact for each exhibiting company.
Housing and Registration
Deadline: Wednesday, March 28, 2018
Crowne Plaza Times Square
1605 Broadway at 49th Street
New York, NY 10019
Be sure to indicate that you are with the "CRF-Echo 2018" group to receive the preferred group rate. All reservations must be guaranteed with a major credit card. Housing reservations must be made by March 28th; thereafter, hotel accommodations and preferred group rates will be subject to availability. Room cancellations must be made in accordance with the hotel cancellation policy of 72 hours prior to the date of scheduled arrival or your credit card will be charged for a one-night stay and applicable taxes and fees.
Companies exhibiting at Echo 2018 are entitled to two (2) complimentary badges per tabletop. Exhibitor badges grant access to the full meeting.
Complete your booth staff registration online by completing the below steps:
1. Choose Your Registration: Select Exhibitor from the drop down menu.
2. Enter Promo Code: Code will be emailed separately in Welcome Letter.
3. Enter Contact Information for your complimentary booth staff.
4. Repeat above steps for second complimentary full conference badge.
Terms and Conditions
All exhibiting companies at the 20th Annual State-of-the-Art Echo Course must adhere to the terms and conditions outlined below.
Americans with Disabilities Act
Exhibitors are fully responsible for complying with all applicable provisions of the Americans with Disabilities Act.
While the Cardiovascular Research Foundation makes every effort to promote and encourage attendees to visit the Exhibit Hall, booth traffic cannot be guaranteed. It is the exhibiting company’s responsibility to promote its presence at the meeting to draw traffic to their booth. The preregistration list will be made available two weeks prior to the meeting to all exhibiting companies for a promotional mailing.
Disposal of Medical Waste
Exhibitors must follow OSHA guidelines for disposal of hazardous waste.
Distribution of Product Information
In accordance with Cardiovascular Research Foundation policies, product information cannot be distributed at scientific sessions or in hotel lobbies. Posters or tabletop exhibits are not permitted immediately outside or inside the general session. Exhibitors may not demonstrate products and services, solicit orders, or distribute advertising material at any location (within or outside the Exhibit Hall) other than within their assigned booth. The booth may be subject to forfeit if this guideline is violated.
Notification of cancellation must be in writing on company letterhead. The cancellation policy is as follows:
- Cancellation on or before March 2, 2018, the exhibitor will pay 50% of the exhibit fee.
- Cancellation after March 2, 2018, the exhibitor will pay 100% of the exhibit fee.
All materials used in the exhibit area must conform to local fire ordinances and be in accordance with regulations established by the National Association of Fire Underwriters. All displays are subject to inspection by the local fire and safety authority. Fire stations and fire extinguisher equipment are not to be covered or obstructed in any manner.
General Conduct of Exhibitors
- Exhibits must be adequately staffed during exhibit hours
- Canvassing or distributing advertising material outside the Exhibit Hall is prohibited
- Electrical and mechanical apparatuses must be muffled to prevent noise from interfering with other exhibitors
- Exhibit personnel may not enter another company’s exhibit space without that company’s permission
- Aisles must be kept free of any materials at all times
- Exhibitor personnel may not solicit attendees in aisles
Installation and Dismantle Policy
Exhibitors must install and break down their exhibit space during the designated installation and dismantle times. If an exhibitor does not comply with these times, the Cardiovascular Research Foundation reserves the right to delay the exhibitor’s set-up until deemed appropriate and will impose a financial penalty of $1,000.00.
The Cardiovascular Research Foundation and Crowne Plaza Times Square Manhattan are not responsible for theft of or damage to exhibitor property. Exhibitors wishing to insure their exhibit materials, goods, or wares against theft, damage by fire, accident, or loss of any kind must do so at their own expense. Exhibitors are responsible for obtaining general liability insurance coverage against injury to persons and property in commercially reasonable amounts and to designate the Cardiovascular Research Foundation as additional named insureds.
Detailed information regarding work rules for all trades operating at Crowne Plaza Times Square Manhattan will be provided in the Exhibitor Service Kit.
Photography and Videography
Photographing, videotaping, or examining another exhibitor’s equipment without permission is prohibited.
Premium distribution contests, lotteries, raffles, and games of chance are prohibited. Promotional items must not exceed $25 in value unless approved in writing by the Cardiovascular Research Foundation.
Sales and Order Taking
Sales and order taking are permitted provided all transactions are conducted in a manner consistent with the professional nature of the meeting. Products for sale must be the exhibitors’ own unaltered products, and the products or services must be pertinent to the attendees’ professional interest. The Cardiovascular Research Foundation reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Exhibitors must comply with all sales tax requirements. Exhibitors selling or taking orders during the meeting must adhere to all business license and sales and use tax regulations, which vary from state to state.
Exhibitors must make provisions for safeguarding goods, materials, equipment, and displays at all times. The Cardiovascular Research Foundation is not responsible for the loss of any property.
Exhibitors may not permit any other party to exhibit within their space any goods other than those manufactured or distributed by the contracting exhibitor or permit the solicitation of business by others within its space.
Terms and Conditions Compliance
The document is a binding contract when signed and submitted to the Cardiovascular Research Foundation and indicates the applicant’s willingness to abide by all contract terms, conditions, and general rules and regulations listed, as well as such additional rules and regulations that the Cardiovascular Research Foundation deems necessary to ensure the success of the 20th Annual State-of-the-Art Echo Course. These terms and conditions may be amended at any time by the Cardiovascular Research Foundation and all amendments, upon publication, shall be equally binding on all parties affected by them as the original regulations. The signer of the document also agrees to share the terms and conditions with all exhibiting company representatives who attend the 20th Annual State-of-the-Art Echo Course.
Meeting Cancellation Policy
In the event that the 20th Annual State-of-the-Art Echo Course is abbreviated or canceled because of circumstances beyond the control of the Cardiovascular Research Foundation, including but not limited to: civil disturbance; earthquake; electrical outage; explosion; fire; freight embargo; flood, hurricane, or other acts of God; an act of war; terrorism; or the act of any government (de facto or de jure) or any government agency or official, the Cardiovascular Research Foundation reserves the right, in the Cardiovascular Research Foundation’s sole discretion, to unilaterally terminate the agreement between the Cardiovascular Research Foundation and the exhibitor and/or the license that is granted by virtue of the submission of this booth space contract and its acceptance by the Cardiovascular Research Foundation. In these circumstances, the exhibitor expressly agrees to waive any claim the exhibitor may have against the Cardiovascular Research Foundation, including but not limited to those for fees paid by or on behalf of the exhibitor for exhibit space, registration, workshops, satellite events, support opportunities, food and beverage, audiovisual services, signage, housing, and travel.