Regulations
Agreement Terms and Conditions
The Sponsor and/or Exhibitor shall be fully responsible to pay for any and all damages to property owned by the Pennsylvania Convention Center and its owners or managers, which result from any act or omission of the exhibitor. The Sponsor and/or Exhibitor agrees to defend, indemnify and hold harmless, the International Parkinson and Movement Disorder Society, its owners, managers, officers or directors, agents, employees, and subsidiaries and affiliates, from any damages or charges resulting from the Sponsor and/or Exhibitor’s use of the property. The Sponsor and/or Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Sponsor and/or Exhibitor, its agents, employees and business invitees which arise from or out of the Sponsor and/or Exhibitor’s occupancy and use of the exhibition premises, the Pennsylvania Convention Center or any part thereof.
In addition, the Sponsor and/or Exhibitor acknowledges that the International Parkinson and Movement Disorder Society, Pennsylvania Convention Center and all other service providers do not maintain insurance covering the Sponsor and/or Exhibitor’s property and that it is the sole responsibility of the Sponsor and/or Exhibitor to obtain business interruption and property damage insurance covering such losses by the Sponsor and/or Exhibitor.
You must observe the rules of the exhibition as set in the “Sponsor/Exhibitor Regulations” section of the Support Opportunities and Exhibitor Prospectus for the International Congress of Parkinson’s Disease and Movement Disorders in Philadelphia. Acceptance of this application by the organizer converts this into a contract for exhibit space.
Marketing in Conjunction with Accredited Continuing Education
As an accredited provider, the International Parkinson and Movement Disorder Society has the responsibility to ensure that education is separate from marketing by ineligible companies. The ACCME defines an ineligible company as an entity whose primary business is producing, marketing, selling, reselling, or distributing healthcare products used by or on patients. Ineligible refers to the definition of the company and not its ability to market or exhibit in association with the accredited event.
Arrangements to allow ineligible companies to market or exhibit in association with accredited education must not:
- Influence any decisions related to the planning, delivery, and evaluation of the education
- Interfere with the presentation of the education
- Be a condition of the provision of financial or in-kind support from ineligible companies for the education
Advertising Material
Canvassing or distributing of advertising material by non-exhibiting, commercial companies is strictly prohibited. Exhibitor advertising will not be permitted outside of the exhibitor’s assigned space. Limited signage advertising industry supported sessions and events must be approved and displayed by the MDS International Secretariat. Unauthorized signage will be removed.
Audiovisual Equipment
Sound systems must be kept at a reasonable level and may not interfere with other exhibitors.
Demonstrations
Exhibitor demonstrations should not interfere with normal traffic flow nor infringe on neighboring exhibits. No demonstrations will be permitted outside of the exhibitor’s assigned space.
Facility Regulations
Exhibitors are required to abide by all facility regulations in the design, installation, operation and dismantlement of their exhibit stands. A complete description of electrical, fire, labor and property regulations will be listed in the Exhibitor Service Manual.
Food And Beverage Distribution
Exhibitors wishing to dispense or serve any food or beverage from assigned exhibit space must notify the Pennsylvania Convention Center. Further information will be provided in the Exhibitor Service Manual.
Hospitality Suites and Special Events
Company-sponsored special events must be approved by the MDS International Secretariat. Please contact the MDS International Secretariat for more information.
Meeting Space
Sponsors (exhibiting and non-exhibiting companies) may not schedule meetings or events during the official dates of the International Congress without the written consent of the MDS International Secretariat. Companies sponsoring the International Congress at or above the Silver Level ($50,000+) may request meeting space for company-sponsored sales meetings and MDS-approved activities. Any available Premium Meeting Spaces are offered first to supporters at or above the Platinum Level, then offered to Gold and Silver sponsors after the date outlined in the policy that will be shared. Space requests should be submitted in writing to the MDS International Secretariat, to the attention of the Meetings Manager.
Market Research
Surveys or market research of any kind is prohibited.
No Smoking
Smoking in all public space in the Pennsylvania Convention Center is prohibited.
Liability
The exhibitor shall be fully responsible to pay for any and all damages to property owned by the Pennsylvania Convention Center and its owners or managers, which result from any act or omission of the exhibitor. The exhibitor agrees to defend, indemnify and hold harmless, the International Parkinson and Movement Disorder Society, its owners, managers, officers or directors, agents, employees, and subsidiaries and affiliates, from any damages or charges resulting from the exhibitor’s use of the property. The exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees and business invitees which arise from or out of the exhibitor’s occupancy and use of the exhibition premises, the Pennsylvania Convention Center or any part thereof. In addition, the exhibitor acknowledges that the International Parkinson and Movement Disorder Society, the Pennsylvania Convention Center, and all other service providers do not maintain insurance covering the exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain business interruption and property damage insurance covering such losses by the exhibitor.
Prizes and Lotteries
Prizes, sponsored contests and prize drawings will not be permitted.
Products and Services
Only those products and services detailed on the Sponsor and Exhibitor Reservation Form or in writing prior to the International Congress and approved by the MDS International Secretariat may be exhibited or advertised.
Promotional Items
A sample, photo, or written description of promotional items must be submitted to the MDS International Secretariat. Other items may be distributed from the exhibitor booth only with prior written approval. All items to be distributed must be useful to the attendees during the International Congress or in the professional activities of the booth visitor. Any exhibitor found distributing materials which have not been officially approved may be required to cease distribution immediately. For those companies who comply with the PhRMA or EFPIA Code, please refer to the Code with regard to promotional items.
Relocation
The MDS International Secretariat reserves the right to relocate exhibitors. In the event that it is necessary to relocate an exhibitor after a specific space assignment has been made, the MDS International Secretariat will contact the exhibitor. Every effort will be made to reassign the exhibitor to similar space. In any instance of exhibit stand relocation, the exhibitor has the option to cancel and receive a full refund of all payments made.
Restriction of Exhibits
The MDS International Secretariat reserves the right to: (a) reject for any reason any exhibit application submitted for the MDS International Congress; (b) reject, prohibit, restrict or otherwise require modification of any exhibit for any reason; and (c) evict or bar any exhibitor whose exhibit, materials or conduct is determined to be objectionable for any reason. Violation of any regulations on the part of the exhibitor, their employees or agents shall annul the right to occupy space and such exhibitor will forfeit to the MDS International Secretariat all monies which may have been paid. Upon evidence of violation, the MDS International Secretariat may enter and take possession of the space occupied by the exhibitor, and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages which the MDS International Secretariat may thereby incur.
Security
A professional security guard service will be provided throughout installation and dismantlement as well as after daily Exhibit Hall hours. Neither the security service, MDS, the exhibitor service contractor, nor the Pennsylvania Convention Center is responsible for any loss or damage to exhibitor property.
Selling From Exhibit Booth
Selling merchandise is prohibited at the 2024 International Congress. Order forms may be distributed. The only exception to this is that book publishers may sell their publications.
Subletting
Exhibit Space Subletting exhibit space is not permitted. Sharing of exhibit space is not permitted unless it is within divisions of the same company.
Exhibit Labor
All work involved in the erection, touch-up painting, dismantling, and repair of all exhibits may fall within the guidelines of union jurisdiction and require Union labor to perform such work. This work is to include any use of power or battery-operated tools, hammers, ladders, or saws; wall coverings, floor coverings, pipe and drape, painting, hanging of signs and/or decorative materials from the ceiling, placement of all signs, and the erection of platforms used for exhibit purposes.
Exhibitors with booth space up to 300 net square feet in size will be allowed to install and dismantle their own booths provided the work is performed by exhibitor full-time company employees. They will be allowed to use basic hand-tools only and there is no limitation on the amount of time they may work.
Freight Handling
All work involved in the loading and unloading of all trucks, trailers and common and contract carriers, as well as the handling of empty crates and the operation of material handling equipment, is under union jurisdiction. The union also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment, as well as the reverse process.
Exhibitors who arrive at the Pennsylvania Convention Center loading dock area in their own Personally Owned Vehicle (POV) may be allowed to load and unload under the following conditions. A POV is described as an automobile, station wagon, minivan, SUV or noncommercially registered 4-wheel pick-up truck or van. These exhibitors will be allowed to use their own equipment, including but not limited to carts, dollies, luggage carriers and 2-wheel hand trucks.
All exhibitors are expected to comply with any union requirements in effect and as outlined in the Exhibitor Manual.
Gratuities
Our work rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, product or gifts in kind by any employee (union or non-union). Our employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed.