Exhibitor Rules & Regulations
These Terms and Conditions are an integral part of, and are incorporated by reference into, the Conference Exhibitor and Sponsor Application and Agreement signed and submitted by each prospective exhibitor. By signing the Conference Exhibitor and Sponsor Application and Agreement, each prospective Exhibitor agrees that if its application is accepted, it is bound by, and will comply with, these Terms and Conditions.
OMA may accept or reject any application to exhibit in its sole discretion and has full and final authority to interpret, amend, or supplement these Terms and Conditions.
Vendors will select a booth based on a first come first serve basis once payment has been received. Booth selection will be done within our conference platform.
OMA reserves the right to revise the floor plan in the event of conflicts regarding space requests or conditions beyond its control. OMA does not customarily relocate booths. However, if a relocation must occur, OMA will notify the affected exhibitor.
- Two booths may be purchased side by side to form a 10 x 20 booth.
- Only staff members of the exhibiting company are permitted to receive and wear exhibitor badges and must be identified prior to each conference. Booth representative names must be submitted by the deadline outlined in the Cadmium Exhibitor Portal. Any additional badges are subject to a $50 charge.
- Any additional exhibit booth needs, including but not limited to electrical, telecommunication, additional furniture, additional lead retrieval, and/or accessories are the responsibility of the exhibitor. Order information for each conference can be found in the provided Exhibitor Kit document.
- All conference sponsorship opportunities require an Exhibit Booth.
If OMA receives written notice of cancellation or reduction of onsite booth space not less than 90 days prior to the first day of the respective conference, OMA will refund 50 percent of the fee paid for the cancelled space. If OMA receives written notice of cancellation or reduction of booth space less than 90 days prior to the first day of the respective conference, or receives no notice of cancellation, no refund will be paid.
These cancellation fee terms will apply regardless of the execution date of the application. In the event that OMA has to cancel the in-person portion of an event, 50% will be refunded for the onsite portion.
In the event any part of the exhibit hall or facility is destroyed or damaged so as to prevent OMA from permitting an exhibitor to occupy assigned space during any part or the whole of the exhibition period, or in the event occupation of the assigned space during any part or the whole of the exhibition period is prevented by strikes, Acts of God, war, terrorism, disease, influenza, or threat thereof, national emergency, or other cause beyond the control of OMA, then Exhibitor shall be charged for space during the period it was or could have been occupied by the Exhibitor; and Exhibitor hereby waives any claim against OMA, its directors, officers, agents, or employees for losses or damages which may arise in consequence of such inability to occupy assigned space, its sole claim against OMA being for a refund of a ratable portion of the fee paid, for the period it was prevented from using the space.
License to OMA
- Photography: OMA may take photographs and reproduce them in educational, news, or promotional materials, whether in print, electronic, or other media, including the OMA website. By participating in OMA’s exhibit hall, each exhibitor grants OMA the right to use photographs of its booth or personnel for such purposes.
- Use of Exhibitor’s Company Name: By exhibiting at the show, each exhibitor grants OMA a perpetual, nonexclusive license to use, display, and reproduce its name in any directory or listing of the exhibitors, and to use its name in promotional materials. OMA will not be liable for any errors in any listing or for omitting any exhibitor from any directory or listing pertaining to the show.
Exhibitor Sales and Marketing
OMA follows the American Medical Association’s Opinion 8.06 – Prescribing and Dispensing Drugs and Devices, which requires that physicians must not place their own financial interests above the welfare of their patients.
- Complete scientific and technical data, concerning product safety, operation and usefulness, should be made available to all attendees to support such claims. The ultimate test is whether the claim, when viewed in the context of the advertisement as a whole, is false or materially misleading.
- OMA prohibits exhibitors from primarily promoting profitability or financial claims relating to their products or services. Specifically, exhibit booths and advertising materials must not include estimates of profitability or suggested retail prices to consumers and patients. In addition, OMA discourages exhibits that offer referral or other fees to physicians in exchange for recommending products or services to patients.
- OMA’s exhibit hall exists primarily for the purpose of disseminating information about products and technology in the field obesity medicine. The purpose of the exhibit hall is not to promote financial opportunities for physicians, and therefore exhibits that only focus on financial claims, apart from obesity medicine products and services, will not be allowed. While the OMA reserves the right to restrict sales activities that it, in its sole discretion, deems inappropriate or unprofessional, taking orders for future delivery is permitted in the exhibit hall. Exhibitors are responsible for following the business license and sales and use tax regulations that vary from state to state. Exhibitors should consult with their tax advisors for specific tax advice.
- Exhibitors may not solicit other exhibitors. Any exhibitor or company personnel who solicit exhibitors at the show will be considered in violation of the rules and regulations and may jeopardize the company’s future exhibiting status.
- Exhibitors may not staff their booths with speakers who are also on the conference program. Exhibitors who plan to staff their booths with OMA board members or other paid conference attendees agree that the individual must wear an exhibitor name badge rather than the conference attendee badge.
- The OMA name, brand, logos, and acronyms are registered, proprietary marks. Exhibitors agree that they will not use the name, brand, logos, acronyms, or seal of OMA in promotional and informational materials, signs, advertising, media promotions, or on websites without prior approval from OMA staff. However, if approval is granted from OMA staff, an exhibitor may reference its current participation by meeting name (i.e. “OMA Obesity Medicine”) to encourage attendees to visit the company’s booth at the meeting itself.
- Exhibitors can purchase a sponsorship package that includes a pre-show or post-show mailing to a postal address for the purpose of promoting their products or services. Pre- and post-conference mailing lists must be requested within two weeks of the conference dates. Exhibitor marketing materials must not indicate an endorsement by OMA of the product or service.
- Exhibitors who require clinicians to sign exclusivity clauses with respect to the sale of their products agree to disclose this to all potential customers.
- Exhibitors who wish to market their products or services using quotations from OMA members must provide OMA with written permission obtained from persons quoted.
Exhibitors that wish to conduct blood glucose testing or other medical procedures must, not less than 45 days before the first day of the Conference, submit a signed copy of OMA’s Medical Procedure Provider Agreement to OMA. No animal testing may be conducted and no animals may be brought onsite.
Presenting Sponsors may conduct other events in connection with the Conference by completing an Affiliate Event Agreement.
Exhibitor must have, and agrees to have, general liability insurance that covers participation in trade shows of at least $1 million per occurrence, and personal property insurance that covers all property brought onsite. Exhibitor may be obligated to provide proof-of-insurance from its carrier to OMA 60 days prior to each conference, upon request.
Exhibitor understands and acknowledges that OMA does not maintain insurance coverage for its property, and exhibitor is solely responsible to obtain such insurance.
OMA assumes no liability for any act or omission in connection with any loss or damage suffered by an exhibitor as a result of any act or omission of any vendor, service provider, or other exhibitor or party.
Each exhibitor agrees to indemnify and hold OMA and its officers, trustees, members, employees, agents, and contractors harmless from and against all claims, losses, liabilities, lawsuits, and other actions relating to its products or services, or arising from its own actions or omissions or those of its employees, agents, or contractors.
In addition, each exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of the exhibitor’s activities on the hotel premises and will indemnify, defend, and hold harmless the hotel, its owner, and its management company, as well as their respective agents, servants, and employees from and against any and all such losses, damages, and claims.
OMA does not guarantee against, nor is it responsible for, loss or damage that may occur in the exhibit hall. Exhibitors are encouraged to take valuables out of their exhibit booths during off hours.
Food/Beverages in Booth
Exhibitors may dispense food or beverages from their booth space provided it is meets the requirements from the conference hotel, except for samples of exhibitor’s product being exhibited in the booth. The exhibitor must comply with all health department and other regulations regarding food and beverage dispensing and must send request for prior approval to OMA at least 30 days before the event.
The PhRMA and AdvaMed Codes on Interactions with Healthcare Professionals include strict limitations on the ability of research-based pharmaceutical and medical device companies to provide food, beverages, noneducational, and other non- practice related items to health care professionals. Exhibitors agree to comply with these codes in determining what they provide health care professionals. Payments in cash or cash equivalents (such as gift certificates, gift cards, etc.) may not be offered to health care professionals either directly or indirectly. OMA in its sole discretion may withhold or deny the right to distribute gifts, souvenirs, advertising, or other materials it considers inappropriate. These rules apply to all research-based pharmaceutical and medical device companies.
Prizes and lotteries may risk violating federal regulations governing health care marketing. Exhibitors who wish to sponsor contests, raffles, or drawings for prizes must adhere to the following rules:
- Exhibitor agrees to comply with all local, state and federal laws that apply.
- Contest, raffle or drawing rules must be posted at the booth. Rules must include eligibility, date and time of drawing, the words “no purchase necessary to enter,” odds of winning, how winners will be notified, etc.
Exhibitors who violate these rules or who engage in any activity that reflects negatively on OMA’s favorable image, goodwill, reputation, or acceptance by its members or the public, may be subject in the sole discretion of the OMA to exclusion and/or restriction, including expulsion from the exhibit hall. OMA shall not be liable for special, consequential, or incidental damages; loss; or expenses, arising directly or indirectly from or in connection with the exclusion or restriction of any exhibitor or prospective exhibitor.
OMA’s maximum liability shall not in any case exceed the exhibit fee paid to OMA by the exhibitor.
- Before the exhibit hall opens, OMA will conduct a final walk-through to inspect each exhibit booth to determine if it complies with these Terms and Conditions. Exhibitors must be present for this walk through. OMA has the right at any time to enter the area occupied by exhibitors or otherwise inspect an exhibitor’s material. OMA may require removal of any exhibit or promotion, wholly or in part, that is prohibited under these Terms and Conditions. In the event of restriction or eviction, OMA is not liable for any refund to the exhibitor.
- OMA prohibits exhibitors from presenting products or services that were not disclosed in the initial application.
- OMA will solicit feedback from attendees to inform leadership of inappropriate or unprofessional exhibitors. If OMA receives a substantial number of complaints, the matter will be reviewed by leadership, and may be used to substantiate a denial of future exhibiting privileges.