Rules and Regulations
Rules & Regulations
Americans With Disabilities Act
Exhibitors are responsible for fully complying with all applicable provisions of the Americans With Disabilities Act.
An in-line booth is one or more standard 10’ x 10’ unit(s) arranged in a straight line. The minimum in-line booth size is 100 square feet and the maximum in-line booth size is 300 square feet. The maximum height for an in-line booth is 8 feet. In-line booths will be provided with pipe and drape that is 8 feet high and with side pipe and drape that is 3 feet high. The height of side walls may not exceed 4 feet. Booth and display materials may not obstruct sight lines of neighboring booths.
An island booth has aisles on all four sides. The minimum island booth size is 400 square feet. The maximum height for an island booth is 25 feet (including hanging signs, trusses, and headers). Two-story booths are also subject to the 26-foot height limitation. Exhibitors must submit their floor plans for final approval prior to construction. Please also adhere to the rules and regulations of the Convention Center as well as those stated by CRF. Simulation buses, trucks, and other vehicles will be placed on the perimeter of the Exhibit Hall due to sight line restrictions. There are no exceptions to this rule. Please submit the approval form below and make sure to clearly state the percentage of visibility on all four sides of your booth in your rendering. A sample of what should be submitted is provided below for your review.
Deadline: Friday, July 24, 2020
In 2006, based on extensive feedback from TCT exhibiting companies, CRF implemented a 40% "see-through" guideline to improve sight lines. Companies were given five years to become compliant. All booth structures, therefore, must be at least 40% see-through on all four sides of a booth as well as from floor to ceiling (horizontally and vertically) including furniture, reception areas, hanging signage, and other booth items. Exhibits that are non-compliant with this guideline will receive a 10-point deduction in the 2020 priority point system per each foot that a company is non-compliant. Additionally, non-compliant exhibitors will not be able to participate in the lottery booth selection process for the following year.
While CRF makes every effort to promote and encourage attendees to visit the Exhibit Hall, CRF cannot guarantee booth traffic. It is the exhibiting company’s responsibility to promote its presence at TCT through pre-meeting mailings and on-site promotions to draw traffic to their booth.
Cancellations and Space Reduction Requests
Receipt of a signed Booth Space Contract is a commitment to exhibit at TCT. Therefore, notification(s) of booth space cancellations or reductions must be submitted in writing on company letterhead to CRF, and exhibitors will be required to pay appropriate fees or cancellation penalties. Exhibitors that cancel or reduce booth space will pay the following fees:
- For cancellation or reduction of booth space on or before March 16, 2020, the exhibitor will pay 50% of the total booth fee
- For cancellation or reduction of booth space after March 16, 2020, the exhibitor will pay 100% of the total booth fee
Exhibitors that reduce their booth size after March 16, 2020 will be financially responsible for the cost of carpeting and creating lounge areas of the square footage not used due to the reduction in the booth size and will be subject to booth relocation. If a company reduces, increases, or cancels their exhibit booth at TCT 2020, the registration badge allowance will be reduced, increased, or forfeited respectively.
Aisle carpet will be provided in the Exhibit Hall. Exhibiting companies are required to carpet their booths at their own expense. Carpeting may be ordered by using the order forms included in the Exhibitor Service Manual.
CME Compliance and Industry Support
Exhibitors must comply with the Accreditation Council for Continuing Medical Education (ACCME) standards and guidelines for medical education, including those guidelines for commercial support. Commercial support from industry does not influence educational content, faculty selection, and/or product usage at TCT.
Conduct of Exhibitors
- Exhibits must be staffed during Exhibit Hall hours
- Exhibitors may install and dismantle only during official move-in and move-out times, and exhibitors who set-up or dismantle outside of official hours will be penalized with a $1,000 (USD) fee
- Canvassing or distributing advertising materials outside the exhibitor’s own booth is prohibited
- Aisles must be kept clear at all times of exhibitor personnel and collateral materials and equipment
- Electrical and mechanical apparatuses must be muffled so that noise does not interfere with other exhibitors
- Industry professionals may not enter another exhibitor’s booth without permission
- Entertainment, amusement, and demonstrations of non-product items or services must be approved in writing by CRF
All companies exhibiting at TCT 2020 must comply with the terms and conditions outlined in this digital prospectus. CRF reserves the right to make judgments on-site regarding booth layout and conduct of exhibitors that detract from the overall presentation of the meeting and, if necessary, will ask exhibitors to make adjustments in order to maintain the integrity of the Exhibit Hall. Additionally, point deductions may be imposed at the organizer's discretion.
Note about the disposal of medical waste: Exhibitors must follow the guidelines of the Occupational Safety and Health Administration (OSHA) in Miami, FL for disposal of hazardous waste materials.
Note about the distribution of product information: In accordance with ACCME guidelines, product information cannot be distributed at any scientific session or in hotel lobbies. Posters or tabletop exhibits are not permitted in the obligate path of educational sessions (i.e., immediately outside or inside the meeting rooms). Distribution of printed materials by exhibitors and/or their agents is limited to the exhibitor’s booth area in the Exhibit Hall. Companies may not display or demonstrate products, solicit orders, or distribute advertising materials at any location other than in their assigned booth space (including outside the Exhibit Hall and at any of the contracted hotels). This guideline is strictly enforced.
Industry may not conduct any programming that could be perceived as educational in nature without following the proper channels, submitting an Application to Conduct a Satellite Programs (i.e., Breakfast Program, Presentation Theater Program, or Evening Program), and paying the appropriate associated fees. Educational programming is defined as speaker or multiple speakers providing a lecture or presentation to an audience. Companies who violate this guideline will receive a 20-point deduction in the 2020 priority point system per every hour of unsanctioned activity.
Companies without FDA product approval should clearly indicate on their booths that their product is for display purposes only and is not approved for use in the United States.
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 Fire Prevention Bureau. Aisles must be kept clear at all times. Fire stations and fire extinguisher equipment are not to be covered or obstructed in any manner.
Food and Beverage
Distributing food and beverage from an exhibitor booth is permitted only if the food and beverage is ordered through the convention center’s official caterer (this includes bottled water). Information about ordering food and beverages will be included in the Exhibitor Service Manual. Provision of alcoholic beverages is strictly prohibited.
Freight aisles must be clear of exhibit materials at all times during move-in as the obstruction prevents other companies from obtaining their booth freight and therefore delays set-up. Freight aisles will be clearly marked on the final floor plan. Companies not adhering to this policy will receive a 10-point deduction in the 2020 priority point system for every one hour that freight remains in the aisle.
Hanging Signs and Banners
Hanging signs and banners are permitted in island booths only. Banners may not exceed the 25 foot height limitation. Please contact Freeman with any specific questions or requests.
The Cardiovascular Research Foundation and Miami Beach Convention Center are not responsible for theft of or damage to exhibitor property. Exhibitors wishing to insure exhibit materials, goods, or wares against theft, damage by fire, accident, or loss of any other kind must do so at their own expense. Exhibiting companies are also responsible for obtaining general liability insurance coverage against injury to persons and property in commercially reasonable amounts, and for designating CRF and Freeman as additional named insureds.
Detailed information regarding work rules for all trades operating at the convention center will be provided in the Exhibitor Service Manual.
Note about playing pre-recorded music: Exhibitors must receive relevant licenses from Broadcast Music, Inc. and the American Society of Composers, Authors, and Publishers if presenting pre-recorded music at any time during the meeting. The exhibitor will be responsible for any liability and costs associated with a music licensing violation. Sound enhancement may be used; however, the level must be such as to not interfere with adjacent exhibitors. CRF reserves the right to monitor all sound levels and to require the exhibitor to adjust the volume accordingly. Live performances are prohibited.
During the registration process, US physicians will be asked to provide their National Provider Identifier (NPI) number.
Note about photographing, videotaping, and audio recording: Photographing, videotaping, and/or audio recording (including the use of cell phone cameras) is permissible only in an exhibiting company’s own booth. Those who do not comply will be asked to leave the meeting and will receive a 10-point deduction in the 2020 priority point system.
Contests, lotteries, raffles, and games of chance are prohibited. Promotional items must not exceed $25 (USD) in value unless approved in writing by CRF. All requests for premiums and printed materials for invitations must be submitted to CRF for review and approval no later than Wednesday, September 9th, 2020. Unapproved items may not be distributed.
Sales and Order Taking
The purpose of an exhibit is to further the education of attendees through product and service displays and demonstrations. 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 interests. CRF 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.
General security guard service will be provided during the course of the exhibition period. However, neither the security guard service nor CRF will be responsible for loss of or damage to any property regardless of the reason for the loss or damage. Exhibitors must make provisions for safeguarding their goods, materials, equipment, and display at all times. Exhibitors wishing to hire security guard services for their booth need to complete the security form included in the Exhibitor Service Manual.
Social Activities Policy
CRF requests that exhibitors not schedule social events and unsanctioned meetings that draw physicians out of scientific sessions and satellite programs. Exhibitors in noncompliance with this policy will receive a 20-point deduction in the 2020 priority point system for every hour of the unsanctioned activity.
The subletting, assigning, or apportioning of the whole or any part of the rented space by any exhibitor is prohibited. Contracted exhibitors may not permit any other party to exhibit in its space any goods other than those manufactured or distributed by the contracting exhibitor or permit the solicitation of business by others within the exhibitor’s booth. Companies may promote multiple company divisions. However, a company may only promote one division for every 100 square feet of booth space.
TCT Attendee List
The TCT attendee list will be provided to exhibitors as part of their booth package approximately one month before and one month post-TCT so companies can promote their presence at the meeting. The list contains mailing addresses only. All marketing pieces must be submitted to and approved by CRF prior to mailing. For more information, please contact Fernanda Swan at (646) 434-4338 or firstname.lastname@example.org.
Terms and Conditions Compliance
The Booth Space Contract is a binding contract when signed and submitted to CRF and indicates the applicant’s willingness to abide by all contract terms, conditions, and general rules and regulations listed in this digital prospectus, as well as such additional rules and regulations that CRF deems necessary to ensure the success of TCT. These terms and conditions may be amended at any time by CRF and all amendments, upon publication, shall be equally binding on all parties affected by them as the original regulations. The signer of the application also agrees to share the terms and conditions with all exhibiting company representatives who attend TCT.
Tipping is not permitted under any circumstance and any requests for additional compensation should be reported to meeting management immediately.