Exhibit Fees: Is a fee paid by a commercial interest to display and promote their products. Exhibit fees are separate and distinct from educational grants; they are not considered commercial support.
As an accredited provider of CME, Aspirus Wausau Hospital is committed to providing the necessary oversight of its educational activities to meet the accreditation criteria, Standards for Commercial
Support and the CME mission. (ACCME 4) The following information provides guidance for staff, faculty, and joint sponsors planning conferences or other activities that may have exhibitors.
Arrangements for commercial exhibits or advertisements will not influence planning or interfere with the presentation, nor will they be a condition of the provision of commercial support for CME activities.
Product-promotion material or product-specific advertisement of any type is prohibited within CME activities. The juxtaposition of editorial and advertising material on the same products or subjects must be avoided. Staffed exhibits/presentations must be kept separate from CME (this includes printed or electronic advertisements). Print, advertisement and promotional materials will not be included within the pages of the CME handouts. Live, face-to-face CME, advertisements and promotional materials will not be displayed or distributed in the educational space immediately before, during, or after a CME activity.
Aspirus Wausau Hospital does not allow representatives of commercial interests to engage in sales or promotional activities while in the space provided for the CME activity. They may only engage with a participant in the exhibit space provided.
Invitation and Registration
After an activity is approved for CME credit and publicity materials are finalized, potential exhibitors are sent invitations to display. Potential exhibitor will not be given preferential treatment, such as discounted exhibits. Cost of exhibit fee amount is set by Aspirus and the exhibit fee is not negotiable once finalized. If an additional table is requested or required, the said requestor company will be charged an additional exhibit fee. Payment entitles two company representatives to display and participate in meal functions. If more than two company representatives attend at a given time, a predetermined rate for additional representatives will be imposed.
Exhibit fees
Company issued checks made payable to Aspirus. In order to reserve an exhibit space at a conference, exhibitors are required to complete the Exhibitor Booth Agreement form. Late exhibitors will be accepted at the discretion of the CME Activity Director or Planning Committee based on the exhibitor submitting completed paperwork and fees in addition to space availability. The CME Activity Director or
Planning Committee will work with confirmed exhibitors to verify payment schedule, confirm representatives attending, and explain any onsite procedures as well as answer questions. Companies failing to pay exhibit fees will not be permitted at any future Aspirus CME activity until that debt is paid,
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regardless of which representative or division within the company is responsible for the debt. A late fee of $200 will be charged for companies failing to pay one month past the activity dates.
Onsite
All exhibitors must check in at the registration desk prior to setting up exhibits. Aspirus will issue nametags to exhibitors. Representatives must wear the Aspirus issued nametag and remove any company name badge that promotes a product. All exhibitors will be assigned a table by the CME
Activity Director or Planning Committee Member and tables will be labeled with table tents indicating the name of the company assigned. Exhibitor table design is dependent upon the space and accessibility of the conference rooms at the conference site. Exhibit set up time is 30 minutes prior to exhibit time.
Setting up prior to the indicated exhibit time is cause for dismissal of the exhibitor from the conference.
Aspirus does not guarantee a secured exhibit area. Representatives must continuously monitor their respective exhibit throughout the conference.
No samples of scheduled drugs are allowed in the exhibit area. Violation of this procedure is a certain cause for dismissal from the conference activity. Exhibitors may distribute educational materials from the assigned exhibit space and must follow the PhRMA Guidelines when exhibiting at an educational activity.
Aspirus does not allow promotional materials to be left in the area once the company representatives have taken down their exhibit. Exhibitors are responsible for taking all materials and boxes, (including empty boxes) with them when they leave the activity. A disposal fee may be charged for any materials left at the activity site.
Aspirus CME Activity Directors or Planning Committee Members will address any disputes.
Note: Exhibit Booths are not allowed at Regularly Scheduled Series (RSS).
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Exhibitor fee covers the acknowledgment of support in the course syllabus, one table, one syllabus and food/beverage for two representatives.
Please complete the following information to help us serve you better at our conference:
Name of Course: _______________________________________________________________
Dates you will exhibit:____________________________________________________________
Exhibitor fee: $________________ (based on _____ number of tables at cost of _____ per table)
Company Name (to appear in syllabus) ______________________________________________
Contact Person’s Name (for nametags and refreshments) _______________________________
______________________________________________________________________________
Street address __________________________________________________________________
City, State, Zip __________________________________________________________________
Phone ___________________ FAX _____________________ E-MAIL ______________________
Product Display will include _______________________________________________________
______________________________________________________________________________
Additional Representative(s) attending meeting, not listed above:
Name__________________________________________Division_________________________
Street address __________________________________________________________________
City, State, Zip __________________________________________________________________
Phone ____________________ FAX ______________________ E-MAIL ____________________
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Please make check payable to Aspirus _________________ (insert Aspirus Department name here)
(Tax ID 39-1138241) and mail to the CME Activity Director/Aspirus Department that is coordinating
this program. Note: for Joint Sponsorship programs, please contact the Aspirus CME Office.
This activity is CME certified and must follow the Accreditation Council for Continuing Medical
Education (ACCME) Standards for Commercial Support.
STANDARD 4. Appropriate Management of Associated Commercial Promotion
4.1 Arrangements for commercial exhibits or advertisements cannot influence planning or interfere with the presentation, nor can they be a condition of the provision of commercial support for CME activities.
4.2 Product-promotion material or product-specific advertisement of any type is prohibited in or during CME activities. The juxtaposition of editorial and advertising material on the same products or subjects must be avoided. Live (staffed exhibits, presentations) or enduring (printed or electronic advertisements) promotional activities must be kept separate from CME. For live,
face-to-face CME, advertisements and promotional materials cannot be displayed or distributed in the educational space immediately before, during, or after a CME activity. Providers of CME cannot allow representatives of Commercial Interests to engage in sales or promotional activities while in the space or in the place of the CME activity. (Refer to ACCME standards at www.accme.org
)
Signature ___________________________________________________Date___________________
Company __________________________________________________________________________
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