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.
ASAM Name or Logo
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 Manager, Development.
Americans with Disabilities Act (ADA)
All exhibitors are responsible for compliance with the Americans with Disabilities Act (ADA) within their assigned exhibit space.
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.
Exhibit Space Cost & SizesVirtual Booth Cost:
Contract and Terms of Payment for Exhibit Space
The Application constitutes a contract for the right to use the virtual exhibit booth. 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 cost MUST accompany the signed Application. Contact ASAM Manager, Development 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 in the virtual exhibit booth pop-up. 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 is responsible for entering final information on behalf of its company by Thursday, April 22, 2021.
Cancellation of Space
A 10% cancellation fee will apply to all cancellations received before Monday, December 21, 2020.
A 50% cancellation fee will apply to all cancellations between Monday, December 21, 2020 and Monday, February 15, 2021.
There will be no refunds on cancellations received after Monday, February 15, 2021. 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 ASAMsupporters@ASAM.org. Refunds will be processed after the conference.
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/ASAM Virtual. 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.
Each exhibitor is provided two complimentary full conference registrations per virtual exhibit booth. 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.
Code of Personal Conduct
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. 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.
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 Manager, Development. All booth activity requests (including catering, giveaways, raffles, music, demonstrations, and guest appearances) must be submitted to ASAM prior to the meeting to ASAMsupporters@ASAM.org 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.
Exhibitor giveaways should be educational or modest in value.
Photography, Videography & Virtual Screen Recording
Photography, videography, or virtual screen recording of your exhibit requires written approval from the ASAM Manager, Development. Photography, videography, or virtual screen recording 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, videotaped, or virtually recorded while the Exhibit Hall is closed. 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.
Publicity & Advertising
All products or service demonstrations, interviews, instructional activities, and distribution of promotional literature must be confined to the virtual exhibit.
Under no circumstances may products, promotional materials, invitations, magazines, or other materials be distributed to attendees during education activities, to include livestreamed presentations, recorded presentations, attendee chats, session Q&A, 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.
No soliciting of attendees in the aisle or high-pressure “pitch” of any kind is permitted.
Non-exhibitors or representatives of non-exhibiting companies may not solicit business in any part of the vitual exhibit experience. Solicitation by Exhibitors is strictly prohibited. Should an Exhibitor be in violation, ASAM reserves the right to remove the solicitors from the virtual event and may result in possible loss of eligibility for participation at future ASAM events.
Ethical Promotion and Patient Recruitment
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.
Promotion of Addiction Treatment Medications
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.
ASAM Pharmaceutical, Medical Device and Surgical Procedure Company Guidelines
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.