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

Floor Plans, Booth Sizes, Configurations, and Requirements

Arrangement of Exhibits

Each exhibitor is provided access to an online, interactive floor plan and a Technical Exhibitors’ Service Kit, which describes the type and arrangement of exhibit space and the standard equipment provided by ACS for booth construction. All exhibit space must be arranged and constructed in accordance with the guidelines, provisions, and limitations contained in the Exhibitor Prospectus, the terms and obligations of which are expressly incorporated herein. If, in the sole opinion of ACS, any exhibit fails to conform to the Exhibitor Prospectus, or the Policies and Procedures set forth herein, such exhibit will be closed and prohibited from operating at any time during the Exhibition, and no exhibit space rental charges shall be refunded.

Exhibitor Plan Review

Exhibitors utilizing an island type exhibit, or relocating to an exhibit space with an island type exhibit, or involving other unusual construction features are required to submit a copy of their booth construction plans and layout arrangements. These plans, including a scaled plan view and elevations, must be submitted to ACS for approval by August 16, 2019.

Changes to Floor Plan by ACS

Floor plans can change due to new space assignments, increases/ reductions in space, or reconfiguration deemed necessary by ACS. The interactive floor plan will be available online in the Exhibitor Ready Room. ACS reserves the right to rearrange the floor plan at any time and to relocate exhibitors if it becomes necessary for causes beyond the control of ACS or is advisable in the best judgment of ACS. Every attempt will be made to contact affected exhibitors and discuss the change prior to finalizing. These booth design requirements are not intended to unduly restrict exhibit design or utility but are presented to create and maintain an open atmosphere on the exhibit floor. When designing exhibits, good judgment and consideration for neighboring exhibitors and attendees should be utilized.

  • All exhibits must conform to and enhance the professional, educational, and instructional atmosphere of the meeting.
  • All booths must be carpeted.
  • Exposed parts of any display must be finished so as not to be objectionable to other exhibitors or to ACS.
  • Exhibits must render a safe assembly during installation, dismantling, and Exhibition periods.
  • Materials used in the exhibit hall must be flame retardant in accordance with the City of San Francisco Fire Ordinances.
  • Electrical equipment and display components must conform to the City of San Francisco Electrical Code.
  • Hanging signs, at any height, will be permitted on a case-by-case basis and will require ACS and Moscone Center approval. All hanging signs and graphics must be set back 10 feet (3.05 meters) from adjacent booths and be directly over contracted space only. Weight of sign, dimensions, scale drawings, material used, and method of suspension must be submitted in writing by the exhibitor to ACS by Friday, September 13, 2019.

Floor Plans

In-Line and Corner Exhibits (10’ x 10’ or multiple thereof)

Elevation and overview drawings, either concept or construction, indicating all dimensions, must be submitted to ACS for approval by August 16, 2019. Drawings must be submitted even if approved in previous years.

  • The minimum space size is 10’ x 10’.
  • The back one-half of the in-line booth may be occupied up to a height of 8’.
  • The front one-half of the in-line booth may be occupied from the floor up to a height of 4’, with the exception of equipment that may exceed the 4’ height limit, but may not be higher than 8’, and must be placed so that the view or sight lines of adjacent exhibits are not blocked.
  • Live or video demonstrations must not be objectionable to neighboring exhibitors or ACS.
  • Exhibits are limited to 8’ in height, except along the perimeter walls, where the height limit may be 12’ (prior ACS written approval required).

Booth equipment: Booth rental includes side and back-wall drape and sign indicating booth number, company name, city, and state.

Free-Form “Island” Exhibits (20’ x 20’ or Larger “Island”)

Elevation and overview drawings, either concept or construction, indicating all dimensions must be submitted to ACS for approval by August 16, 2019. Drawings must be submitted even if approved in previous years.

  • Maximum height of any free-form exhibit, including signs (hanging or floor-based), shall be 24’ from the exhibit floor. If the exhibit booth is located in an area of the exhibit hall with a limited or reduced ceiling height, the maximum booth height (including any overhead hanging signs) will vary based on ceiling height and fire regulations. Contact ACS for exact maximum dimensions.
  • Island exhibits must maintain sufficient see-through areas to prevent blocking views of adjacent exhibits. ACS strongly recommends a minimum of a 40% see-through effect on the portion of
    the booth from the floor up to a minimum of 8’ in height. This maximum use of space maintains the openness of sight lines around and through the design so that the surrounding area can be viewed through the booth and neighboring booths are not inappropriately obstructed. The space from 16’ to 24’ may be utilized fully.
  • Complete and accurately scaled floor plans, both concept and construction, indicating applicable setback, exhibit height, hanging sign, live demonstration areas, and supplemental lighting requests must be submitted to ACS for basic approval by August 16, 2019. If floor plans are not submitted and approved, and construction is determined to be in violation of regulations, ACS has the right to prohibit construction of the booth. Island booths are subject to on-site review and required modification, where necessary, at the exhibitor’s expense.

Island Booth Layout

Exhibit Requirements

Exhibitor Identification

Exhibitor identification in all ACS publications and on all signs and booth graphics will be the one company name submitted on the Exhibit Space Application/Contract. ACS logos, seals of approval, trademarks, or similar ACS property rights may not be used in connection with any product, service, advertising, or promotional material displayed or disseminated by the exhibitor.

Care of Exhibit Space and Building

Exhibitors must, at their expense, maintain the cleanliness and safety of their booth and exhibit at all times. Exhibitors and their designated agents shall be responsible for the cost of removing any excess waste, as deemed by the Moscone Center and ACS, at the prevailing rate being charged to ACS.

All space occupied by an exhibit must be surrendered in the same condition as it was at the commencement of occupation. At the close of the exhibits, exhibitors are responsible for removal of excess debris, bulk quantities of printed material, floor covering, and any items other than those that can be easily swept up. Exhibitors will be billed clean-up charges incurred by ACS resulting from failure to properly clean contracted exhibit space prior to and at the conclusion of the Exhibition.

Exhibitors shall be fully responsible for any claims, liabilities, losses, damages, or expenses of whatever kind and nature relating to or arising from an injury to any person or any loss of or damage to property, where such injury, loss, or damage is incident to, arises out of, or is in any way connected with exhibitors’ participation in the Exhibition.

Smoking: Smoking is prohibited inside the Moscone Center.

Installation and Dismantling

Exhibit space will not be released to the exhibitor until all conditions as set forth in these Policies and Procedures are satisfied. Installation of exhibits may commence on Thursday, October 24, 2019, at 8:00 am. If set-up of any exhibit has not started by 2:00 pm, Sunday, October 27, 2019, ACS may order the exhibit installation halted and the exhibitor billed for all charges incurred. ACS will not be responsible for any damage incurred.

All exhibit installation must be completed by 6:00 pm, October 27, 2019, and all aisles cleared of exhibit material and crates. All components yet to be installed must be within the exhibitor’s assigned space. The exhibit hall will be closed to all personnel at 6:00 pm for cleaning and preparation for opening.

To prepare for the close of the Exhibition, each exhibitor will complete arrangements for material removal from Moscone Center in accordance with ACS Policies and Procedures. Carriers should be checked in by Friday, November 1, 2019, at 10:00 am. Additional information will be provided in the Technical Exhibitors’ Service Kit. All exhibit material must be packed and loaded on carriers by 12:00 noon, Friday, November 1, 2019. Any material not called for by 12:00 noon will be shipped at the exhibitor’s expense by a carrier selected by the official contractor.

Storage of Crates and Boxes

The official contractor handles removal of and provides storage space for crates, boxes, skids, and other materials during the Exhibition and at the close of exhibits returns properly marked materials to the exhibitor’s booth. Fire prevention ordinances require that wrapping materials, such as paper and excelsior, must be completely enclosed within the packing boxes and will be disposed of if not properly stored. Storage of crates, boxes, or any packing material behind the exhibit booth is strictly prohibited by the San Francisco Fire Prevention Ordinances and Moscone Center. Such items will be considered refuse and disposed of accordingly. Exhibitors who require “accessible storage” for literature or products should make arrangements for this service with an official contractor.

Americans with Disabilities Act (ADA)

Exhibitors shall be fully responsible for compliance with all applicable provisions of the Americans with Disabilities Act (ADA) with regard to their exhibit space, including (but not limited to) wheelchair access provisions. Exhibitors shall indemnify, hold harmless, and defend ACS, its officers, directors, agents, members, and employees from and against any claims, liabilities, losses, damages, and expenses (including attorneys’ fees and expenses) resulting from or arising out of the exhibitors’ failure or allegations of exhibitors’ failure to comply with the provisions of the ADA.

FDA Regulations

Exhibitors are expected to abide by all applicable Food and Drug Administration (FDA) regulations. Exhibitors shall have available at their display a letter from the FDA describing the allowable use status of a product. Exhibitors are reminded of FDA restrictions on the promotion of investigational and preapproved drugs and devices, and the prohibition on promoting approved drugs and devices for unapproved uses. All products not FDA approved for a particular use in humans or which are not commercially available in the United States will be permitted to be exhibited only when accompanied by the appropriate documentation/signs indicating their status. Signs must be clearly visible, easily readable, and placed near the product and on any graphics depicting the product.
For additional information, contact the U.S. Food and Drug Administration at 888-463-6332 or fda.gov.
If the FDA or a court of competent jurisdiction determines a company’s exhibit at an ACS meeting is in violation of any FDA regulations, including but not limited to the promotional restrictions and rules stated above, the company will be subject to sanctions, including but not limited to exclusion from exhibiting at subsequent ACS meetings.

Insurance and Liability

Exhibitors will maintain general public liability insurance against claims for personal injury, death, or property damage incident to, arising out of, or in any way connected with their participation in the Exhibition, in an amount of not less than 2 million dollars ($2,000,000) for personal injury, death, or property damage in any one occurrence. Such insurance shall include coverage of the indemnification obligations of exhibitors under the Policies and Procedures and shall cover ACS as an additionally named insured.

Each exhibit company is responsible for obtaining, for its protection and entirely at its expense, such property insurance for its exhibit and display materials as the exhibitor deems appropriate. Any policy providing such property insurance must contain an express waiver by the exhibitor’s insurance company of any right of subrogation as to any claims against ACS, its officers, directors, agents, members, or employees. All agents or representatives of an exhibitor performing services at the Moscone Center directly for an exhibitor, and who are not the exhibitor’s employees, must provide ACS with original certificates of insurance by September 11, 2019.

Security

Security guards will be stationed in the exhibit hall from Thursday, October 24 to Friday, November 1, 2019, to provide general security for the overall exhibit area. Exhibitors, however, are responsible for safeguarding their material and equipment against theft. The ACS, GES, and the Moscone Center are not responsible for any loss, theft, or damage to exhibitor property.

Limitation of Liability

In no event shall the exhibit facility, ACS, and their owners, managers, officers or directors, agents, employees, independent contractors, subsidiaries, and affiliates (collectively “ACS parties”) be liable to the exhibitor or any third party hired by or otherwise engaged by the exhibitor for any lost profits or any other indirect, special, punitive, exemplary, incidental. or consequential damages, including attorneys’ fees and costs, arising out of this application and agreement or connected in any way with use of or inability to use the services outlined in this application and agreement or for any claim by exhibitor, even if any of the ACS parties have been advised, are on notice, and/or should have been aware of the possibility of such damages. Exhibitor agrees that the ACS parties’ sole and maximum liability to exhibitor regardless of the circumstances shall be the refund of the exhibit booth fee. Exhibitor agrees to indemnify and defend the ACS parties from any claims brought by a third party hired by or engaged by the exhibitor for any amount beyond the exhibit booth fee. Further, exhibitor agrees to pay all attorneys’ fees and costs incurred by ACS parties arising out of or in any way related to this application and exhibit. Exhibitor shall be solely responsible for its attorney’s fees and costs.

Indemnification

Exhibitors shall be fully responsible for any claims, liabilities, losses, damages, or expenses of whatever kind and nature relating to or arising from an injury to any person or any loss of or damage to property, where such injury, loss, or damage is incident to, arises out of, or is in any way connected with exhibitors’ participation in the Exhibition. Exhibitors agree to indemnify, defend, save, and hold harmless ACS and its officers, directors, agents, members, and employees, and each of them, from and against any and all claims, liabilities, losses, damages, costs, and expenses (including attorneys’ fees and expenses) with respect to any breach of the foregoing representations and warranties or negligence, gross negligence or willful misconduct of Exhibitor, its employees, agents, or contractors. The terms of this provision shall survive the termination or expiration of this Prospectus. ACS owns and sponsors this meeting to promote advances in surgery and other areas of surgical science. The information presented through the programs and exhibits is not verified or endorsed by ACS. Exhibitors and their presenters are solely responsible for content.

Violations and Penalties

ACS, at its discretion, may reduce priority points for next year’s Clinical Congress due to violations of these Policies and Procedures. Substantial violation of any of the Policies and Procedures by exhibitors or their employees or agents may, at the option of ACS, forfeit the exhibitor’s right to occupy exhibit space, and such exhibitor shall forfeit to ACS all monies paid or due. Upon evidence of substantial violation, ACS may take possession of the space occupied by the exhibitor and remove all persons and goods. The exhibitor shall pay all expenses and damages that ACS may incur through the enforcement of this rule.


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.