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

Policies and Procedures

Attendee meeting with exhibitorsIntroduction and Objectives

The purpose of our policies and procedures for the Technical Exhibits is to provide a professional and educational environment in which the exhibitor can demonstrate, and the attending surgeon can view, products and services that improve the quality of care given to the patient, enhance the management of the surgical practice, or contribute to the educational and instructional atmosphere of the meeting. Our policies and procedures, along with the application for exhibit space, are an integral and binding part of your contract with the American College of Surgeons (ACS) and have been designed to be implemented in a fair, effective, and equitable manner. The abbreviation “ACS” used in the policies and procedures shall mean the American College of Surgeons, a not-for-profit corporation, and, as the context may require, its directors, officers, agents, and/or employees duly acting for ACS in the management of the Exhibition.

Exhibit Eligibility

All products and services to be exhibited must be directly related to patient care and safety or the practice of surgery and approved by the ACS Technical Exhibits Committee in its sole and absolute discretion. All decisions are final. Exhibitors may only display products and services regularly manufactured or distributed through the company’s regular course of business and described in their application, or approved in writing by the Technical Exhibits Committee and consistent with ACS’s character and purpose. Applications deemed ineligible will be returned with a full refund. Eligibility and/or approval of an application to exhibit does not indicate an endorsement of a product or service by ACS, and any indication of such by an exhibitor will constitute removal from the exhibit hall. Distribution of any printed material, showing of equipment, and product presentations to ACS registrants or guests by exhibitors other than in the exhibitors’ assigned exhibit space during the official dates of the Clinical Congress is prohibited.

Rules Interpretation Authority

All ACS rules, regulations, and policies, as well as any matters not specifically covered in published exhibitor rules, regulations, and policies, are subject to final interpretive review by ACS Management. The decision of ACS Management in all matters shall be final and binding on all exhibitors.

Official Meeting Dates

The American College of Surgeons Clinical Congress 2019 commences on Sunday, October 27, 2019, at 7:30 am and adjourns on Thursday, October 31, 2019, at 1:00 pm. During this period, neither exhibitors nor their agents may conduct, participate in, or support any educational or marketing activities directed toward Clinical Congress registrants other than as part of an approved exhibit, without the permission of ACS. Further information regarding Exhibitor Events will be sent to all exhibiting companies in late April.
All exhibit matters and questions not covered by these Policies and Procedures are subject to the sole and final 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.

Technical Exhibit Dates and Hours

  Installation Exhibit Hall Open* Dismantling
Thursday, October 24 8:00 am–4:30 pm    
Friday, October 25 8:00 am–4:30 pm    
Saturday, October 26 8:00 am–4:30 pm    
Sunday, October 27 8:00 am–4:30 pm    
Monday, October 28   9:00 am–4:30 pm  
Tuesday, October 29   9:00 am–4:30 pm  
Wednesday, October 30   9:00 am–4:30 pm 4:30 pm–10:00 pm
Thursday, October 31     8:00 am–4:30 pm
Friday, November 1     8:00 am–12:00 noon**

Exhibitors will be permitted on the exhibit hall floor at 8:00 am daily.
**All exhibitor materials must be removed from the exhibit facility by Friday, November 1, 2019, at 12:00 noon.
Carriers should be checked in by Friday, November 1, 2019, at 10:00 am.

Deposit and Rental Fees

Each exhibitor must have on file with ACS a complete and accurate application, which includes a deposit equaling $1,300 per 100 sq. ft. of the total exhibit space fee. Space is rented at $38 per square foot for island and corner locations and $37 per square foot for in-line booths. Applications and deposits are due March 29, 2019, to qualify for initial assignment of space using priority points. Applications will not be accepted unless accompanied by a valid credit card number for the deposit. Applications received after March 29, 2019, will be assigned in order of receipt. Applications received from exhibitors who have any outstanding balances due to ACS or its vendors will not be processed without resolving unpaid balances.

ACS may use the information supplied by an exhibitor in the application as part of ACS’ marketing, advertising, and other informational materials. The signatory on the application or his or her designee shall be the exhibitor’s official representative, who certifies additional representatives and acts on behalf of the exhibiting company for all negotiations and approvals.

Space Assignment and Payment Schedule

Space assignments and invoices will be e-mailed in April. Space must be paid in full by July 5, 2019, or it may be reassigned or sold by ACS without notice. The Technical Exhibitors’ Service Kit will not be accessible until receipt of final payment. Exhibitors may not assign, sublet, or apportion to others the whole or any part of the exhibit space. Applications received after July 5, 2019, must include full payment for requested booth space.

Priority Point Systems and Space Assignment

Priority points, date of receipt, and exhibitor’s preference for proximity to other exhibiting companies will be taken into consideration when determining booth location, subject to availability of space and services required (in other words, water, drain, and electricity). Preferences indicated by exhibitor are for ACS guidance only and are NOT guaranteed assignments. Point allocation is as follows:

  • One (1) point for every 100 square feet (10’ x 10’) of exhibit space
  • Three (3) points for each year of exhibiting, inclusive of 2006
  • Double points for companies who have exhibited consecutively for the past five (5) years, maximum of 54
  • Triple points for companies who have exhibited consecutively for the past nine (9) years, maximum of 81

Exhibiting companies involved in mergers or acquisitions will receive points earned by the company with the most favorable exhibit history with ACS.

Cancellations, Reductions, and Refunds

Written notification of a reduction or cancellation of exhibit space must be received by ACS on or before July 5, 2019, to be eligible for any refund. A $1,300 fee will be assessed for each 100 square feet of canceled or reduced space. Space not claimed or occupied on-site after 2:00 pm Sunday, October 27, 2019, for which no special arrangements have been made with ACS, may be resold or reassigned by ACS without obligation to refund exhibit fees or reassign the exhibitor.


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.