ASAM may defer or reject any application for any lawful reason in its sole discretion. By signing the Exhibit & Support Application, your organization agrees to comply with all applicable federal and state laws and regulations, including but not limited to laws, regulations, and policies administered by the Federal Food & Drug Administration and the Substance Abuse and Mental Health Administration. All matters and questions not covered by these regulations are subject to resolution at the discretion of ASAM. These regulations may be amended at any time by ASAM, and all amendments shall be equally binding on all parties upon publication.
The ASAM conference name, show look, or logo may not be used in signs, advertising, or promotions in any media or on product literature either inside or outside the exhibit area. This rule applies before, after, and during the meeting, unless prior approval has been received from the ASAM Exhibit Manager.
All exhibitors are responsible for compliance with the Americans with Disabilities Act (ADA) within their assigned exhibit space.
Freeman Exposition Services has been designated as the general service contractor. General questions regarding any services provided by Freeman (rental furnishing and carpet, material handling, labor, special signage, etc.) should be directed to its Exhibitor Service Department, at phone: 1-407-816-7900.
An electronic lead system designed to help Exhibitors capture sales leads will be available. E-mail addresses for attendees will be included if available. The lead does not include phone numbers or fax numbers, on the basis of ASAM policy to protect our members’ privacy. Information on renting a lead retrieval unit will be included in the Exhibitor Service Kit.
Booth Rental Includes:
Standard drapery, company identification sign, two complimentary personnel badges per 80 sq. ft. of booth space, company profile in Exhibit Guide/Conference App, show security and an online exhibitor service manual. All exhibit booths are UNFURNISHED spaces. Tables and chairs can be purchased for an additional fee through the Freeman Exposition Services Kit.
Tabletop Rental Includes:
One six-foot draped table, two chairs, company identification sign, two complimentary badges, company profile in Exhibit Guide/Conference App, show security and an online exhibitor service manual., and tabletop identification sign with company, organization name and tabletop number. Please note: additional equipment requirements should be ordered in advance through the Freeman Exposition Services Kit.
The Application constitutes a contract for the right to use the exhibit space. It is the exhibitor’s responsibility to confirm that their contract and payment have been received by the ASAM Meetings Department. Full payment of the exhibit rental charge MUST accompany the signed Application. Contact ASAM Exhibit Manager if an invoice is required for payment. Outstanding balances owed to ASAM must be paid in full before approval of exhibit application. Payment is accepted in the form of check or credit card (American Express, MasterCard, Discover or Visa).
The booth description will appear under the Exhibitor’s name as submitted by the Exhibitor.
Descriptions must be factual in nature and must be submitted at the time of application. Copy will be reviewed and edited at the discretion of ASAM.
Exhibitor’s responsibility to enter final information on behalf of its company by the Monday, February 24, 2020 deadline.
The floor plan is designed by ASAM’s Meetings Department in accordance to Fire Marshal regulations and the facilitation of floor traffic for all exhibitors. Exhibit assignments will be done on a first-come, first served basis.Applications with full payment will be date-stamped.
Space assignments will begin early September 2019. Every effort is made to accommodate special requests for space and position on the floor. Special requests to avoid or be placed next to certain exhibitors must be sent directly to ASAM Exhibit Manager via email: email@example.com.
A 10% cancellation fee will apply to all cancellations received before Monday, December 2, 2019.
A 50% cancellation fee will apply to all cancellations between Monday, December 2, 2019 and Monday, February 3, 2020.
There will be no refunds on cancellations received after Monday, February 3, 2020. All cancellation requests must be made in writing and sent to: American Society of Addiction Medicine, Meetings Department, 11400 Rockville, MD 20852 or emailed to firstname.lastname@example.org. Refunds will be processed after the program.
ASAM reserves the right to terminate any accepted Application if the sponsor/exhibitor or its representatives or agents engage in any conduct, including but not limited to product promotion activities, that ASAM reasonably determines is unlawful or unethical or that ASAM otherwise reasonably determines would adversely affect the goodwill and reputation of the ASAM or its affiliates if the exhibitor were allowed to exhibit at the ASAM Annual Conference. In the event of any such termination, ASAM will relinquish the sponsor/exhibitor contribution and return all unused funds. Upon expiration or termination, no further use may be made by the sponsor/exhibitor of ASAM’s name without the written approval of ASAM.
All exhibitors are to remain open during the scheduled hours (see below). Set-up is between 8:00 am – 5:00 pm on Thursday, April 2, 2020. There will be no set-up during scheduled open hours and no teardown until after the closing on Saturday, April 4, 2020, 11:30 am.
Thursday, April 2, 2020
8:00 am - 5:00 pm: Registration & Exhibit Hall Set-up
5:30 pm - 7:30 pm: Opening Reception in the Exhibit Hall
7:00 pm - Exhibit Hall Closes
Friday, April 3, 2020
10:00 am - 4:30 pm: Exhibit Hall Open
10:00 am - 10:30 am: Refreshment Break in the Exhibit Hall
12:00 pm - 1:30 pm: Lunch in the Exhibit Hall
3:00 pm - 4:00 pm: Ice Cream Novelties & Networking Reception in the Exhibit Hall
4:30 pm - Exhibit Hall Closes
Saturday, April 4, 2020
10:00 am - 11:30 am: Refreshment Breaks in the Exhibit Hall
11:30 am: Exhibit Hall Closes and Tear-Down Begins
2:00 pm - Exhibit Hall Tear-Down Ends
Dismantling will begin on Saturday, April 4, at 11:30 am and continue through 5:00 pm.
All Exhibitor freight must be completely removed from the building by 5:00 pm on Saturday, April 4.
Under no circumstances will children under the age of 12 years be permitted in the Exhibit Hall during dismantling hours.
The Annual Conference 2020 Exposition will be held at the Gaylord Rockies Resort & Conference Center, 6700 N Gaylord Rockies Blvd, Aurora, CO 80019 USA. Exhibits will be held in the Aurora Ballroom AB.
Materials shipped in advance of the exposition will be received at an appointed warehouse (up to 30 days in advance of the show), stored, and delivered to the booth location. If you must send your shipment directly to the Gaylord Rockies Resort & Convention Center, it must arrive at the show site on the scheduled move-in days in order for Freeman to receive it. If the shipment arrives at the convention center prior to the dates listed in the Exhibitor Service Kit, it will be refused, as there is no shipping and receiving department to hold materials. The advance and onsite shipping addresses will be provided in the Exhibitor Service Kit.
Exhibitors must make arrangements for delivery, removal, storage, and return of crates/boxes. Rates for material handling will be available in the Exhibitor Service Kit.
Exhibitors who plan to use an installation and dismantle contractor other than the “official” contractor must complete the “Exhibitor Authorization Form for Independent Contractors” found in the Exhibitor Service Kit. Exhibitors are responsible for distributing show information to their independent contractors.
Installation and dismantling companies must obtain “Installation/Dismantle Only” badges for all of their personnel at exhibitor registration. All exhibiting companies should register their personnel in advance.
Each exhibitor is provided two complimentary full conference registrations per 80 sq ft of exhibit space. The fee for additional registrations is $200 per badge, with a limit of 4 additional badges per booth.
All participants affiliated with exhibits must be registered in advance. Each person will be issued an exhibitor’s badge and must be employed by the exhibitor or have a direct business affiliation. Confirmed exhibitors may pick up their badges at exhibitor registration and are required to access the Exhibit Hall. Without badges, Exhibitors cannot enter the Exhibit Hall.
Exhibit Hall access before or after these hours must be requested in writing to the ASAM Exhibit Manager.
Exhibitor badges will reflect the name of the company shown on the Exhibitor Application/Contract. Each company representative must wear his or her own badge for admission to and while in the exhibit hall. Badges are not transferable among company employees, representatives, dealers, guests, and/or others. Supplementing the official badge with business cards, ribbons, or company logos is not permitted.
This Code of Personal Conduct (Code) applies to all persons involved in activities related to the American Society of Addiction Medicine (ASAM) when they are engaged in conduct involving ASAM, including conduct:
This Code supplements and does not diminish any other codes, policies or agreements that apply to particular types of persons involved in ASAM activities. This Code requires the highest standards of professional, respectful, ethical, inclusive, safe and lawful conduct. Individuals must adhere to this Code in connection with all activities related to ASAM. Companies involved in ASAM activities must assure that all individuals who work for them are made aware of and adhere to this Code in connection with ASAM activities. The following list provides examples of behaviors that are prohibited under this Code. The list is not exhaustive, and the general standards above apply to all conduct:
ASAM is committed to supporting a productive and safe working environment for everyone at a meeting or event. Anyone feeling unsafe should use a venue phone and ask for security. Persons experiencing or witnessing harassment – or wrongful conduct of any kind -- are encouraged to report it by one of the methods listed below and providing as many details as possible. Reports may be made anonymously, although ASAM can investigate and handle a complaint more effectively if the identities of both the alleged victim and harasser are known.
Contact security at the event venue: Gaylord Rockies: Use venue phone and dial 4444
Other venues: Call Police at 9-1-1
NON-EMERGENCY Situations: For situations with no immediate danger, contact:
(1) Jennifer Clark, email@example.com
(2) Arlene Deverman, firstname.lastname@example.org
*If emailing, use “CODE OF CONDUCT” in subject line
An investigation will be conducted as appropriate, based upon the nature of the complaint. In most situations, the investigator will discuss the complaint details first with the individual filing the report and may also contact the alleged offender.
ASAM will take action when appropriate to protect the safety and well-being of its employees, members, contractors, exhibitors, vendors, volunteers, visitors, students, educators, speakers, attendees, and any others involved in any ASAM activities. Actions may include a verbal or written warning, suspension or ejection from ASAM activities, termination of the relationship with ASAM or other action appropriate to the circumstances. ASAM may also contact law enforcement authorities if it appears that laws were broken.
ASAM prohibits retaliation against an individual for making a report in good faith that this Code has been violated. It is also a violation to report an incident in bad faith. ASAM will take action against any person found to be committing a willful violation.
Any questions concerning this Code should also be directed to one of the ASAM officials identified above.
No Exhibitor may operate in a way that violates the rights of another Exhibitor. The decision on appropriate conduct will be at the discretion of the ASAM Exhibit Manager. All booth activity requests (including catering, giveaways, raffles, music, demonstrations, and guest appearances) must be submitted to ASAM prior to the meeting email@example.com for approval.
ASAM reserves the right at its sole discretion to refuse any booth activity on the basis of ASAM policies, rules, and regulations. Unapproved booth activities conducted on-site will not be permitted.
Exhibits must not project beyond the space allotted and may not obstruct the view or interfere with the traffic of other exhibits. Canvassing outside the booth and distribution of materials outside the booth and Exhibit Hall are prohibited.
The use of professional actors, magicians, or performers in the Exhibit Hall is prohibited. If live models are used, Exhibitors are expected to be prudent when selecting attire for them.
Exhibitor giveaways should be educational or modest in value.
Signs, banners, or any other exhibit material may not be suspended, taped, nailed, screwed, or in any way attached to the ceilings, walls, columns, drapes, floor, or any facility surface.
No part of any exhibit, or signs relating thereto, shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture or in any way to deface them; the Exhibitor is liable for damage from failure to observe these rules.
Photography and videotaping of your exhibit requires written approval from the ASAM Exhibit Manager. Authorization tags will be provided upon written approval and must be kept on cameras during show hours. Photography and videotaping of other companies’ exhibits and the Exhibit Hall, other than by the official photographer, is prohibited, as many booth designs contain copyrighted or trademarked materials. Only the Exhibitor may grant permission to have his or her exhibit photographed or videotaped while the Exhibit Hall is closed. Recording of sound or images by any method, including cameras or mobile phones, is prohibited in the Exhibit Hall. ASAM reserves the right to audio or video reproduction of all presentations. No broadcast, resale, repurposing, or other distribution of ASAM content is permitted without express written consent from ASAM.
All products or service demonstrations, interviews, instructional activities, and distribution of promotional literature must be confined to the assigned exhibit space. Should visitors interfere with normal traffic or overflow into the neighboring exhibits, the presentation must be limited or eliminated.
Any persons who solicit business or distribute material outside their exhibit booth will be asked to vacate the building. Under no circumstances may products, promotional materials, invitations, magazines, or other materials be distributed to attendees ASAM common areas such as main aisles, lounges, registration, hotels, etc.
Exhibitors may not use the ASAM name, show look, or logo on any promotional materials or invitations without ASAM’s consent.
The purpose of ASAM’s exhibit program is to further the education of the attendees by providing information, services, products, and industry trends which are pertinent to the field of addiction medicine. Consistent with this purpose, exhibitors may take orders for exhibited products/services. Exhibitors may not sell items to be carried from the exhibit hall, with the exception of literature.
Electrical and other mechanical apparatus must be muffled so that noise does not disturb other exhibitors. Show management reserves the right to determine at what point sound and traffic constitutes interference with others and whether it must be discontinued.
Sound and sound systems are only permitted for formal demonstrations. Sound must be directed into the exhibit space, not facing out toward the aisles or neighboring Exhibitors. Sound cannot project beyond the space nor interfere with neighboring Exhibitors.
No soliciting of attendees in the aisle or high-pressure “pitch” of any kind is permitted.
Non-exhibitors or representatives of nonexhibiting companies may not solicit business in any part of the Exhibit Hall or hotel. Solicitation by Exhibitors is strictly prohibited. Should an Exhibitor be in violation, ASAM reserves the right to remove the solicitors from the Exhibit Hall and may result in possible loss of eligibility for participation at future ASAM events.
All exhibits are to be presented in a dignified manner, without a sideshow atmosphere. Booths are to be kept clean and in good order. Professional discretion should be observed at all times.
ASAM will provide perimeter security during installation, exhibit, and dismantle hours. Each exhibitor must make provisions for safeguarding goods, materials, equipment, and displays at all times. ASAM shall not be held responsible for the loss of or damage to any material for any cause and encourages the exhibitor to exercise normal precautions to prevent loss or damage as a result of theft or other causes.
Neither ASAM nor the Gaylord Rockies will assume liability for loss of merchandise or of monies received or damaged to exhibitor’s property. The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor displays, equipment, and other property brought on the premises of the Gaylord Rockies and shall indemnify and hold harmless ASAM, the Gaylord Rockies, their agents, servants, and employees from any and all such losses, damages, and claims.
ASAM recognizes that individuals with addiction as well as their families and others who assist them to access treatment are vulnerable and at high risk for exploitation, particularly at times of crisis when treatment is sought. As such, treatment programs should be held to the highest standard of ethical practice in the marketing of their services and recruitment of patients.
Exhibitor/sponsor organization must adhere to ASAM’s policy recommendations related to the Ethical Promotion and Patient Recruitment by Addiction Treatment Programs outlined in Appendix A – See Below.
Significant and rapid progress has been made in both the scientific understanding of the disease of addiction and the medical interventions available to treat it. There has been especially notable expansion in the number of prescription pharmacotherapies available to treat patients with addiction, with the pharmaceutical arsenal of addiction medicine physicians nearly doubling since 2000.
Exhibitor/sponsor organization must adhere to ASAM’s Public Policy Statement on Ethical Promotion of Addiction Treatment Medications outlined in Appendix B – See Below.
As an ACCME accredited provider, pharmaceutical must comply with the ACCME standards for commercial support.
Pharmaceutical, medical devices and products and surgical type procedures must be FDA approved for use in addiction treatment and/or behavioral/mental health treatment.
These guidelines, as outlined in Standard 4 of the ACCME Standards for Commercial Support, are as follow:
Standard 4.1 Arrangements for commercial exhibits or advertisements cannot influence planning or interfere with the presentation, nor can they be a condition of the provision of commercial support for CME activities.
Standard 4.2 Product-promotion material or product-specific advertisement of any type is prohibited in or during CME activities. The juxtaposition of editorial and advertising material on the same products or subjects must be avoided. Live (staffed exhibits, presentations) or enduring (printed or electronic advertisements) promotional activities must be kept separate from CME.
The American Society of Addiction Medicine recommends that addiction treatment programs should adhere to the following standards related to the marketing of their services and recruiting of patients:
Adopted by the ASAM Board of Directors 5/25/18.
The American Society of Addiction Medicine recommends pharmaceutical companies that manufacture addiction treatment medications should:
Adopted by the ASAM Board of Directors September 9, 2017.