Exhibitor Terms & Conditions

Eligibility

Participation as an exhibitor or sponsor at the Society for Academic Emergency Medicine (SAEM) Annual Meeting is subject to approval by SAEM. SAEM reserves the right to determine the eligibility of any company, product, or service. Exhibitors and sponsors must comply with all applicable laws and regulations.

Space Assignment and Term of Payment

SAEM reserves the right to determine final placement of the Exhibitor in the exhibit hall. Please note that all booth fees must be paid in full before the move-in date of May 18, 2026. Failure to settle any outstanding balance will result in delays accessing the exhibit hall and receiving shipments. SAEM reserves the right to relocate an assigned exhibit space at any time. Exhibitors who are not paid in full at the time the exhibit hall opens to SAEM attendees will not be permitted to exhibit until full payment is received.

Cancellation of Space

SAEM must receive written notice of cancellation or reduction of exhibit space to exhibits@saem.org. The following terms apply:

Written cancellation on or before January 31, 2026: Full refund minus a $500 administrative fee.
Written cancellation between February 1 and February 28, 2026: 50% of the total contracted fees plus $500 administrative fee will be retained by SAEM.
Written cancellation on or after March 1, 2026: Exhibitors shall remain liable for the full contract amount. No refunds will be issued.

Please Note: Fees paid for exhibit space are non-transferable and may not be credited or applied toward participation in future SAEM meetings or events.

Exhibitor Deliverables and Brand Visibility

All exhibitors' benefits and deliverables are subject to SAEM approval and may be adjusted as needed for logistical, production, or programmatic reasons. Exhibitors must provide all required assets (logos, artwork, ad files, etc.) in the formats and by the deadlines provided by SAEM. Failure to do so may result in omission from deliverables without refund. Brand visibility for exhibitors is limited to agreed-upon placements as outlined in the exhibit agreement. No exhibitor may display materials, host activities, or distribute promotional items outside of their designated booth space or assigned locations without written permission from SAEM.

Shipping, Handling, and Drayage Costs

All costs associated with the shipping, handling, drayage, storage, and transportation of materials or equipment to and from the event venue are the sole responsibility of the exhibiting company. This includes, but is not limited to, items provided as part of an in-kind donation for educational workshops or sessions. SAEM will not be responsible for any such charges under any circumstances.

Exhibitor Registration and Badges

Exhibitors are encouraged to register in advance. The deadline to register staff is March 31, 2026. Each standard 10’ x 10’ booth is entitled to two complimentary exhibit hall only badges. Additional exhibit hall only badges may be purchased at $90 each (nonrefundable), not to exceed the original allotment. Exhibitor badges are non-transferable and will be confiscated if worn by anyone other than the person to whom the badge is issued. Exhibitor badges are required for admittance into the exhibit hall and must be worn and in clear view at all times during the meeting. Business cards nor any other materials are to be used in SAEM badge holders.

Data Privacy/Lead Retrieval - SAEM provides access to attendee contact information through its oﬃcial lead retrieval system, LeadPro by Momentive Software, which is included in all exhibitor packages. All data collected through LeadPro or obtained via onsite interactions must be used solely for legitimate business follow-up and in strict accordance with applicable data privacy laws, including but not limited to the GDPR and CCPA. Exhibitors are prohibited from selling, sharing, or distributing any attendee information without the explicit, informed consent of the individual. Use of third-party lead retrieval systems is not permitted without prior written approval from SAEM.

Union Labor and Contractors

Viper Tradeshow Services is the official decorator for SAEM26. Exhibitors must comply with all union regulations and labor rules as required by the host hotel and local labor unions. In addition, exhibitors are bound by any agreements in effect between Viper Tradeshow Services, the host hotel, and relevant labor organizations. Complete contact information for Viper, along with detailed service order forms, will be provided in the Exhibitor Service Kit. Exhibitors are responsible for the actions and conduct of their contractors, agents, and any third parties acting on their behalf. SAEM reserves the right to deny access to any third-party vendor that is not in compliance with venue policies or union regulations.

Booth Construction and Display Guidelines

SAEM follows the International Association of Exhibitions and Events (IAEE) guidelines related to exhibit construction. Detailed specifications are outlined in the Exhibitor Service Kit, available at www.saem.org or upon request. Booths must not obstruct the aisles, impede attendee traffic, or block the visibility of adjacent exhibits. The exterior of any display cabinet, structure, or wall facing a side aisle or neighboring booth must be attractively finished at the exhibitor’s expense. Booths that are two stories or taller must submit structural plans to SAEM for approval at least 60 days in advance of the event. All materials and display elements—including showcase displays, storage cabinets, electrical fixtures, wires, and conduits—must comply with the Exhibit Construction Guidelines outlined in the Exhibitor Service Kit. Exhibits that produce objectionable odors, disruptive sounds, or other nuisances are not allowed.

Booth Teardown and Early Departure Policy

Exhibitors are required to maintain a fully installed and staffed booth for the duration of all official exhibit hall hours. Early teardown, dismantling, or departure prior to the published closing time is strictly prohibited.

Violations of this policy may result in one or more of the following penalties, at SAEM’s discretion:

A $500 penalty fee
Forfeiture of eligibility for future exhibit or sponsorship opportunities
Removal from on-site or post-event exhibitor listings

This policy is in place to ensure a consistent and professional experience for all attendees and exhibitors

Food and Beverage Restrictions

The distribution or service of food and beverages, including alcohol, is strictly regulated by the Atlanta Marriott Marquis Hotel. Exhibitors may not serve alcohol or provide food samples without prior written approval from both SAEM and the hotel. All food and beverage must be arranged through the venue’s exclusive catering services, and proper documentation may be required. If an exhibitor violates the rules of the host hotel regarding food and beverage, the exhibitor will be responsible for all fines and penalties.

Booth Conduct and Professionalism

SAEM is committed to maintaining a professional, respectful, and inclusive environment on the exhibit floor. Exhibitors are expected to conduct themselves—and ensure their representatives conduct themselves—with the highest standards of professionalism at all times.

Booth personnel, including demonstrators or models, must remain within the confines of their assigned booth space and may not block aisles or encroach upon neighboring exhibit areas. Exhibitors must not interfere with other companies’ displays, presentations, or conversations with attendees. All personnel must be appropriately dressed in business attire and act respectfully toward fellow exhibitors, attendees, and SAEM staff.

Disruptive behavior—including loud, aggressive, or unprofessional conduct—is strictly prohibited. Promotional materials, graphics, and attire must be appropriate for a professional medical conference. Use of over-sexualized images, offensive language, or harassing behavior will result in removal from the exhibit hall without refund and may affect participation in future SAEM events.

Exhibitor activities are limited to the designated exhibit area. No branding, signage, or marketing materials may be displayed outside of the contracted booth space (including in hotel common areas, elevators, or other public spaces) without prior written approval from SAEM.

Solicitation

Exhibitors must remain within their own exhibit spaces when demonstrating products and/or when distributing literature, product samples, or other materials and may not call or invite other exhibitors into their spaces nor use the aisles or other areas of the hotel and convention center for this purpose.

No Suitcasing / Outboarding Policy

SAEM strictly prohibits suitcasing, defined as the unauthorized promotion or marketing of products or services in the exhibit hall or other event spaces by individuals or companies without an official exhibit booth. Similarly, outboarding—hosting events such as meetings, receptions, or hospitality suites during official SAEM event hours without prior written approval—is not permitted.

Violators of this policy may be removed from the event without refund and may be prohibited from participating in future SAEM meetings or events.

A/V Usage, Technology, Internet, and Electrical Services

Exhibitors may use audiovisual (A/V) equipment within their booth space, provided that:

All projection equipment and screens are positioned in the rear one-third of the booth;
All viewing and listening activities take place within the booth boundaries; and
Sound is maintained at a conversational level that does not disturb neighboring exhibitors.

SAEM reserves the right to restrict or terminate any A/V usage that it deems disruptive or inappropriate for a professional medical conference.

Live streaming, video recording, and audio recording from the exhibit hall are strictly prohibited without prior written approval from SAEM.

Exhibitors are solely responsible for arranging and purchasing any required technology, internet, or electrical services. These services must be ordered through the official providers listed in the Exhibitor Service Kit. SAEM is not responsible for service interruptions, delays, or performance issues related to services provided by third-party vendors or the venue.

All A/V and electronic equipment must comply with applicable safety codes and electrical standards. Exhibitors are responsible for ensuring proper setup and usage.

Lighting

SAEM reserves the right to restrict the use of glaring lights or objectionable light effects.

Safety Regulations

Fire regulations require that all display materials be fire-resistant or treated with a flame-retardant solution that meets the requirements of the standard flame test provided by the hotel and its municipality for fire prevention. Electrical signs and other electrical equipment must be wired to meet the specifications of Underwriters Laboratories. No storage of any kind is allowed behind the back drapes or in the exhibit space. All cartons, crates, containers, and packaging materials will be stored by the official service contractor at the exhibitor’s expense. Up to one day’s supply of operational materials may be stored within the exhibit space. All aisles, corridors, exit areas, and exit stairways must be maintained at the required width at all times that the exposition is open. No obstruction, such as chairs, tables, displays, or other materials will be allowed to protrude into the aisles. Each exhibitor, while participating in this exposition, is charged with possessing knowledge of all laws, ordinances, and regulations pertaining to health, fire prevention, and public safety. Compliance with such laws is mandatory for all exhibitors and is the sole responsibility of the exhibitor.

Photography, Videography, and Recording

To protect the integrity of exhibits and respect the privacy of participants, photography, video recording, audio recording, livestreaming, and sketching within the exhibit hall are strictly prohibited without prior written approval from SAEM.

Exhibitors may request permission to capture photos or video of their own booth for promotional or documentation purposes, but such activities must be pre-approved by SAEM and conducted in a manner that does not disrupt neighboring exhibits or the overall exhibit environment.

Under no circumstances may an exhibitor or their representative photograph, record, or sketch another exhibitor’s booth, materials, or personnel without the express written consent of that exhibitor and SAEM. Unauthorized recording or photography may result in confiscation of equipment or media, removal from the exhibit hall, and exclusion from future SAEM events.

SAEM reserves the right to allow its official event photographer or videographer to capture general imagery of the exhibit hall for promotional use in future meetings and society materials.

Hanging Signs

Electrical requirements, projection requirements, and all furniture and accessories are the responsibility of the exhibiting company. Forms for these will be provided in the Exhibitor Service Kit.

Indemnification and Insurance

Exhibitors shall indemnify, hold harmless, and defend SAEM, Atlanta Marriott Marquis Hotel, their directors, agents, and employees from any and all losses, claims, liability, damage, action, judgment recovered from or asserted against them, or other expense (including, without limitation, attorneys’ fees and expenses) arising out of or relating to the exhibitor’s use of the convention center or from the conduct of exhibitor’s business or from any activity, work, or things that may be permitted or suffered by exhibitor in or about the exhibit and the convention center or from any breach or default in the performance or any obligation on the exhibitor’s part to be performed under any provision of this agreement or arising from any negligence of exhibitor or any of its agents, contractors, employees, or invitees, including but not limited to the use of patented, trademarked, or copyrighted materials, equipment, devices, processes, or dramatic rights furnished to or used by exhibitor, or other persons in connection with the exhibit and the hotel. Insurance protection will not be afforded to the exhibitor by the Association nor by the Atlanta Marriott Marquis Hotel. Exhibitors shall carry their own insurance to cover exhibit material against damage and loss and carry public liability insurance of at least $1 million per occurrence and $1 million aggregate, against injury to the person and property of others. Policies shall name the Society for Academic

Emergency Medicine as a named additional insured. Certificates of insurance must be sent to exhibitors@saem.org on or before May 1, 2026. Exhibitor move-in will not be permitted without a furnished certificate of insurance.

Meetings/Events/Promotions Outside of the Exhibit Hall

Exhibitors intending to host activities, events, meetings, sponsorships, or off-site promotions, etc., must receive prior written approval and are required to follow specific guidelines and rules supplied by SAEM upon request. No meeting or activity can be scheduled during any SAEM sanctioned activity/session. Contact exhibitors@saem.org to coordinate.

Booth Accessibility/ADA Compliance

Exhibitors shall be responsible for compliance with the Americans with Disabilities Act of 1992 with regard to their booth space, including but not limited to wheelchair access.

Further information regarding ADA compliance is available at (800) 514-0301 or at www.usdoj.gov/crt/ada/infoline.htm.

Security

Professional security guard service is provided throughout the exhibitor installation and dismantle periods. SAEM provides perimeter hall security after hours during the exposition. However, SAEM, security service, and the Atlanta Marriott Marquis Hotel are not responsible for any loss or damage to exhibitor property.

Advertising

SAEM does not endorse or promote any products or services related to an exhibit. The use of the SAEM logo, name, annual conference/exhibition artwork, or any representations thereof shall be only at the express written consent of SAEM. Third parties acting on behalf of or representing the exhibitor must adhere to and abide by all SAEM rules and regulations. It is the exhibiting company’s responsibility to make its agencies and/or contractors aware of all guidelines and deadline dates and to forward promotional materials, service manuals, and forms that are the responsibility of the third party.

Distribution of Advertising Material

Canvassing any part of the exhibit hall or meeting rooms is strictly forbidden; anyone doing so will be escorted from the SAEM Annual Meeting. Canvassing or distributing advertising material or other literature by an exhibitor outside of the exhibitor’s allotted booth space is not permitted. Exhibitors may not use SAEM or Annual Meeting logos in connection with any product or advertisement.

Demonstrations, Interviews, Subletting

Demonstrations by exhibitors should contribute to an attendee’s knowledge in a professional way. Adequate space should be available for demonstrations and interviews within the confines of the individual exhibitor’s booth and should not interfere with normal traffic flow nor infringe in any way on neighboring exhibits. Exhibitors must seek permission from the Society to host any such activities. Additional fees and time restrictions may apply.

Promotional Items, Giveaways, and Demonstrations

Exhibitors may distribute promotional items or giveaways within their booth space, provided such items are modest in value and educational in nature, in alignment with the professional standards of the SAEM Annual Meeting.

Any items featuring third-party logos, messaging, or branding not directly associated with the exhibiting company must be submitted in advance to SAEM for written approval. SAEM reserves the right to prohibit the distribution of materials it deems inappropriate, overly commercial, or inconsistent with the meeting’s purpose.

All product demonstrations and exhibit activities must be confined to the exhibitor’s assigned booth space and must not obstruct aisles, interfere with attendee flow, or disrupt neighboring exhibits.

It is the exhibitor’s responsibility to ensure full compliance with these guidelines and to coordinate with SAEM show management for any required approvals. Violations may result in loss of booth privileges or exclusion from future SAEM events.

FDA Disclosure Requirements

Displays or graphical depictions of drugs or devices declared investigational or unapproved by the United States Food and Drug Administration (FDA) must (1) contain only objective statements about the product; (2) contain no claims that state or imply, directly or indirectly, that the product is reliable, durable, dependable, safe, or effective; and (3) contain no claims that the product is in any way superior to any other marketed products. These drugs/devices must be displayed solely for the purpose of obtaining investigators and must be accompanied by instructions for becoming an investigator and an outline of investigator responsibilities. Drugs/devices will only be permitted when accompanied by appropriate signage indicating the clearance status. Signs must be visible, situated near devices, clearly legible, and contain the following statement or one that is similar: “Caution: Investigational Device Limited by Federal (or United States) Law to Investigational Use.” Clear unequivocal statements that the drug/device is under investigation and is available only for investigational use are to be made in all oral presentations as well. Exhibitors are further advised to adhere to the FDA prohibition on the promotion of cleared drugs and devices for unapproved uses. Specifically, pharmaceutical manufacturers cannot proactively discuss off-label uses, nor may they distribute written materials (promotional pieces, re-prints of articles, etc.) that mention off-label uses. FDA defines off-label use as “use for indication, dosage form, dose regimen, population, or other use parameter not mentioned in the approved labeling.”

Compliance with Ethical Standards

All exhibitors are required to comply with applicable industry ethical codes, standards, and guidelines, including but not limited to the PhRMA Code on Interactions with Health Care Professionals and the AdvaMed Code of Ethics on Interactions with Health Care Professionals. In addition, exhibitors must adhere to all relevant federal, state, and local laws and regulations governing marketing, promotion, and engagement with health care professionals.

‌General Terms

All matters and questions not specifically covered in this agreement shall be subject to the sole discretion of the Society for Academic Emergency Medicine (SAEM). SAEM reserves the right to amend, interpret, and enforce any rules and regulations governing participation in the SAEM Annual Meeting. Any amendments or additions will be binding upon all affected parties once written notice has been provided. If an exhibitor fails to comply with the terms of this agreement or with SAEM's rules and regulations, SAEM reserves the right to revoke event privileges. At SAEM’s discretion, the exhibitor may be required to immediately vacate the event premises and remove all associated materials or displays. These actions do not limit SAEM’s right to pursue other remedies available under law or policy.

Force Majeure / Interruption or Prevention of Exhibition

In the event that the SAEM Annual Meeting & Exhibition is postponed, curtailed, relocated, rescheduled, or cancelled due to circumstances beyond the reasonable control of SAEM, including but not limited to acts of God, natural disasters, fire, flood, severe weather, war, terrorism, civil unrest, labor strikes or disputes, governmental regulation or order, public health emergency (including pandemics or epidemics), transportation or utility disruptions, or any other emergency or event that makes it impracticable, illegal, or impossible to hold the event as planned, this agreement shall terminate.

In such an event, the exhibitor hereby waives any and all claims against SAEM for loss, damages, or expenses, including but not limited to those arising from loss of business, revenues, or promotional opportunities. SAEM will make reasonable efforts to refund a portion of any exhibit fees previously paid, after deduction of expenses already incurred or committed in connection with the exhibition.

At SAEM’s sole discretion, the exhibition may be rescheduled or transitioned to a virtual format. In the event of rescheduling or a format change, the exhibitor will be offered the

opportunity to participate under revised terms and conditions. If the exhibitor elects not to participate, any applicable refunds will be determined based on the revised terms and costs incurred by SAEM.

Sanctions for Violations

SAEM reserves the right to control or prohibit any sponsorship or exhibit activity, product, material, or conduct that, in its sole discretion, is objectionable, not in keeping with the policies or mission of SAEM, or may detract from the overall character of the Annual Meeting & Exhibition. This applies to companies, their representatives, products, printed materials, displays, and any other element associated with their participation.

SAEM may impose sanctions it deems appropriate for violations of this agreement or any related rules and regulations. Sanctions may include, but are not limited to, removal from the event, forfeiture of exhibit or sponsor privileges, and restriction or denial of future participation in SAEM events and programs. In the event of such restrictions or eviction, SAEM shall not be liable for any refund of fees, rental charges, or any related expenses incurred by the sponsor or exhibitor.

Complaints and Amendments of Rules

This contract shall be governed by the laws of the state of Illinois, USA. Exhibitors agree to abide by the rules and regulations of the Atlanta Marriott Marquis Hotel. Any claim or dispute related to or connected with this agreement shall reside in the courts of the State of Illinois.