Exhibitor Rules and Regulations

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 rules and regulations. OMA does not endorse the products exhibited at OMA’s meetings.

Booth Assignments

OMA uses a 10-year historical point system to assign exhibit booth locations. Approved exhibitors who have submitted payment will be assigned space according to the points system up to 45 days prior to the conference. When there is a tie in the number of points, the date of receipt of payment is used to determine priority. After the 45-day cutoff, unassigned space will be available on a first-come, first-served basis. The point system is calculated based on:

  • The number of OMA exhibit booths a company has purchased within the past 10 years.
  • The dollars spent on sponsorships, including educational grants, advertisements, etc. for the respective conference or Corporate Advisory Council membership. Exhibitors will earn one point for every $1,000 contributed.

Booth Relocations

While OMA reserves the right to revise the floor plan in the event of conflicts regarding space requests or conditions beyond our control, OMA does not customarily relocate booths. If a relocation must occur, exhibitors will be notified of the reason, and if the reassignment is not acceptable to the exhibitor, the exhibitor will have the option to cancel and receive a full refund.

Cancellations

If written notice of cancellation is received two months prior to the respective conference, exhibitor agrees to pay a cancellation fee equal to 50 percent of the total cost of the exhibit space assigned. If written notice of cancellation or reduction of booth space is received after two months prior to the respective conference, exhibitor agrees to pay a cancellation fee equal to 100 percent of the total fee for booth space. These cancellation fee terms will apply regardless of the execution date of the application. If OMA does not receive any notice of cancellation in writing, the exhibitor will be liable for 100 percent of the total fee for booth space.

OMA Marketing Guidelines

  • 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, you grant OMA the right to use your photograph for such purposes. All postings become the property of the OMA.
  • Use of Exhibitor’s Company Name: By exhibiting at the show, exhibitors grant OMA a perpetual, non-exclusive license to use, display, and reproduce the name of exhibitors in any directory or listing of the exhibitors and to use such names 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 Guidelines

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 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.
  • If exhibitors are first-time exhibitors, or if they create a new exhibit booth that has not previously been viewed by OMA, they must submit a photo of the booth for approval prior to exhibiting.
  • 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, exhibitor may reference its current participation by meeting name (i.e. “OMA Obesity Medicine” or “OMA Overcoming Obesity”) to encourage attendees to visit the company’s booth at the meeting itself.
  • Exhibitors are generally allowed one pre-show and one post-show mailing for the purpose of promoting their products or services. These materials must be reviewed by OMA staff prior to mailing. The purpose of this review is to ensure that the exhibitor has not indicated that OMA is endorsing the product or service or any other misleading comments.
  • Exhibitors who require clinicians to sign exclusivity clauses with respect to the sale of their products must agree to disclose this to all potential customers.
  • If exhibitors wish to market using quotations from OMA members, exhibitor must provide OMA with written permission obtained from persons quoted.

Sponsored Events Guidelines

  • OMA prohibits exhibitor-sponsored events during official OMA programs. Exhibitors wishing to hold hospitality suites must first obtain approval from OMA to ensure they do not conflict with OMA’s educational program or major social events hosted by OMA.
  • OMA prohibits non-exhibiting companies from holding hospitality functions, educational sessions, or scientific sessions that involve OMA’s attendees during the meeting dates.
  • Solicitation by non-exhibitors is prohibited. OMA does not allow individuals, companies, and organizations who have not contracted with OMA for exhibit space to display products or services, solicit orders, or distribute advertising materials in convention facilities contracted by OMA. Noncompliance will result in the prompt removal of the offender.

Insurance

Exhibitor may be obligated to provide proof-of-insurance from its carrier to OMA 60 days prior to each conference, upon request. Exhibitor understands that OMA does not maintain insurance coverage for exhibit property, and it is the sole responsibility of the exhibitor 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. Exhibitor agrees to indemnify and hold harmless the OMA and its officers, trustees, members, employees, agents, and contractors from all claims, losses, liabilities, lawsuits, and other actions relating to their own products or services or their own actions or omissions or those of their employees, agents, or contractors. Exhibitor agrees to be responsible for any claims arising out of their Insurance’s own negligence or that of its employees or agents.

In addition, the exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of 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 any and all such losses, damages, and claims.

Security

OMA cannot guarantee or be held responsible against loss or damage that may occur in the exhibit hall. Exhibitors are encouraged to take valuables out of their exhibit booths during off hours.

Drawings/Raffles/Giveaways

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, non-educational, and other non-practice related items to health care professionals. OMA asks that all companies use their discretion in complying with these codes in determining what they provide health care professionals. Payments in cash or cash equivalents (such as gift certificates, gift cards, etc.) should 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 guidelines apply to all research-based pharmaceutical and medical device companies. It is the responsibility of all exhibiting companies to use discretion when following these guidelines.

Prizes and lotteries may in some cases 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.

Food/Beverages in Booth

Exhibitors are allowed to dispense food or beverages from their booth space provided it is purchased from the conference hotel, except for samples of exhibitor’s product being exhibited in the booth specifically. The exhibitor must comply with all regulations regarding food and beverage dispensing.

Exhibitor Violations

Exhibitors, by applying for and accepting exhibit space, agree to abide by these rules and any that may hereafter be adopted. Exhibitors who violate these rules or who have engaged in or are engaging in any activity that reflects negatively on the 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, directly or indirectly, arising from or in connection with the cancellation of this exhibit. OMA’s maximum liability shall not in any case exceed the rental payment made to OMA by the exhibitor.

  • All exhibiting companies are subject to a final walk-through of the exhibit hall, which will be conducted by at least one OMA trustee and OMA staff, to determine if the exhibit is consistent with the exhibitor rules. OMA will have the right at any time to enter the area occupied by exhibitors or otherwise inspect the exhibitor’s material. OMA may require removal of any exhibit or promotion, wholly or in part, that it finds objectionable for the guidelines outlined above. In the event of restriction or eviction, OMA is not liable for any refund, rentals, or other exhibit expenses.
  • OMA may prohibit 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.