American College Of Surgeons - Inspiring Quality: Highest Standards, Better Outcomes

Operation of Exhibits

The exhibitor shall assume responsibility to have a badged exhibitor representative present in the exhibit booth and to keep the exhibit neat, manned, and operational at all times during exhibit hours. All demonstrations or promotional activities of exhibitors, their employees, or agents during the Clinical Congress, including crowds from these activities, must be confined to the exhibitor’s exhibit space. All products and services must, in the opinion of the ACS, be safe, educational, productive, effective, and have the approval of appropriate authorities.

Sound/audiovisual devices, effects, and demonstrations will be permitted only in those locations and at such sound intensity (maximum 80 decibels or “dB”) as, in the opinion of the ACS, do not interfere with the activities of neighboring exhibitors. Sound levels exceeding 80 dB are deemed inappropriate and must be discontinued.

Attendees on the exhibit floorProduct and service demonstrations may be conducted by professional presenters or models; however, demonstrations are to be straightforward and professional in nature. If video is used simultaneously with a live model to demonstrate equipment, a sign clearly indicating the simulation must be posted. Exhibitors must receive prior written approval from ACS for any product demonstration or presentation questionable in nature.

Models and demonstrators must be modestly and properly clothed, as well as properly badged, to be consistent with the professional atmosphere of the Clinical Congress. Exhibitors shall use reasonable efforts to cause such persons to behave in a polite and professional manner at all times.

Live imaging, diagnostic, therapy, or health screening procedures of any kind are prohibited from being performed on humans or any live animal.

Live-surgery telecasts are prohibited; however, previously taped operations may be shown. Any visual transmissions from off-site locations, including but not limited to transmissions of previously taped surgical procedures, may be performed only with specific permission of ACS and are subject to special requirements and limitations.

Photography is prohibited during installation, show days, and dismantling, other than by the official ACS photographer or registered press. Exhibiting and attending the ACS Clinical Congress, ACS meetings or other activities constitutes an agreement by the Exhibitor on behalf of its employees, agents, and contractors to ACS’ use and distribution (both now and in the future) of the image or voice of Exhibitor, its employees, agents, and contractors in photographs, videotapes, electronic reproductions, or audiotapes of such events and activities.

Laser demonstrations are subject to the following policy, in keeping with recommended safety precautions: (1) Laser exhibitors may operate lasers in a fashion to exhibit aiming of beams, such as helium-neon lasers, and (2) laser exhibitors may not operate carbon dioxide, argon, and neodymium YAG lasers in a therapeutic or treatment mode without providing a suitable, enclosed place and eye protection for those viewing the laser.

Human tissue is prohibited for demonstration purposes. Animal tissue may be used if a request is submitted in writing to the convention center and ACS with a detailed description of the proposed method of waste disposal.

Handout/novelty item distribution—Distribution of canes, yardsticks, or noisemakers is prohibited. Small token gifts such as pens, pencils, luggage tags, or pocket calendars that are not worn or displayed and may be carried in a pocket may be distributed with the prior approval of ACS. Requests to distribute handout items must be submitted online for approval by ACS. Exhibitors will be contacted if items are not approved. Request for distribution of refreshments, with the exception of hard candy, or any other products for consumption not manufactured by, or specifically related to, the product of the exhibitor must be submitted to ACS for review.

Prizes, awards, drawings, raffles, lotteries, or contests of any kind must have prior written approval from ACS. Contact Kate Hastings at or 312-202-5298 for approval.

Copyright permission—Exhibitors shall be fully responsible for ensuring that no musical work protected by copyright will be staged, produced, or otherwise performed, via either live or mechanical means, by or on behalf of exhibitors unless they have previously obtained written permission from the copyright owner or the copyright owner’s designee (for example, ASCAP, BMI, or SESAC) for such use. Exhibitors represent and warrant they shall be fully responsible for the adherence of all obligations under any agreement permitting the use of such music, including, but not limited to all obligations to report data and to pay royalty fees.

ACS reserves the right to order any objectionable presentations discontinued until such time as a mutually agreeable presentation may be developed. The exhibitor waives any rights or claims of damages arising out of enforcement of this rule. Contact Kate Hastings at or 312-202-5298 with any questions.

All exhibit matters and questions not covered by these Policies and Procedures are subject to the decision of ACS. These Policies and Procedures may be amended at any time by ACS, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these Policies and Procedures, written notice will be given by ACS to exhibitors who may be affected.