You are invited to exhibit at the upcoming Inova Heart and Vascular
Interventional Cardiology Symposium being held Saturday, January 16, 2016 at the Ritz-Carlton
Hotel in McLean, VA.
To reserve a space, complete the exhibitor registration form
Sign, scan, and email your form to: Rebecca.Hanson@inova.org.
Don’t miss this prime opportunity to showcase your services and products. We look forward to
seeing you in January.
Saturday, January 16 | 7:30 am – 4:45 pm
Saturday, January 16 | 6:30 am – 7:30 am
Saturday, January 16 | 4:30 pm – 5:30 pm
Foyer and Salon II, Ritz Carlton, Tysons Corner
200 Physicians and Cardiology Professionals
★ ★ ★ GOLD EXHIBITOR
- 4 complimentary registration badges
- 1 6’x30’ exhibit table in a premium location
- Logo in all promotional materials (subject to print deadlines)
★ ★ SILVER EXHIBITOR
- 3 complimentary registration badges
- 1 6’x30’ exhibit table in a select location
- Logo in all promotional materials (subject to print deadlines)
★ BRONZE EXHIBITOR
- 2 complimentary registration badges
- 1 6’x30’ exhibit table
- Company name in all promotional materials (subject to print deadlines)
(See prospectus for a complete list of additional sponsorship opportunities)
We gratefully acknowledge the following organizations and companies for their
educational support and sponsorship.
The Society for Cardiovascular Angiography and Interventions
- Abbot Vascular
- St. Jude Medical
- The Medicines Company
Exhibitor & Sponsor Terms and Conditions
Agreement to Terms, Conditions and Rules
The Exhibitor agrees to observe and abide by the Terms, Conditions and Rules set forth
hereafter and by such additional Terms, Conditions and Rules made by Symposium Management for
the efficient or safe operation of the fInova Heart and Vascular 2016 Interventional Cardiology
Symposium (”Symposium”), including, but not limited to the Inova Policy on Exhibiting at CME
Conferences, and any correspondence from Symposium Management or its agent(s). The exhibiting
company will be held responsible for the activities of its employees and any agents appointed on
its behalf. It is the responsibility of the exhibiting company to disseminate the rules and
regulations among its staff and affiliates. Each exhibitor shall be responsible for compliance
with the Americans with Disabilities Act with regard to their booth space. If an exhibitor does
not abide by the Rules and Regulations established by Symposium Management, the Exhibitor shall
forfeit the amount paid for exhibit space and will be excluded from participation on the exhibit
Contracting Space and Payment
To secure exhibit space at the Inova Heart and Vascular 2016 Interventional Cardiology
Symposium, a completed 2016 Exhibit Registration Form must be submitted along with 100% booth
payment. It is the responsibility of the exhibitor to confirm that their form and payment have
been received. After payment has been received and space has been approved, a confirmation of
space assignment will be sent to the main contact as indicated on the application. Symposium
Management reserves the right to accept or reject at its sole discretion any application to
exhibit and to determine the eligibility of any proposed exhibit.
Company checks and credit cards (MasterCard, Visa, Discover or American Express) will be
accepted for payment of exhibit space. All checks must be in U.S. funds, made payable to Inova
Health Care Services (Tax ID: 54-0620889) and can be submitted via mail, email or fax to:
Rebecca Hanson, Inova Heart and Vascular Institute, 4th Floor, Administration Office, 3300
Gallows Road, Falls Church, VA 22042, Fax: 703-776-7425 | Email: email@example.com
Cancellation of Exhibit Space
Organizations participating in the exhibition may cancel the lease of exhibit space via
written notice. Cancellations received prior to December 17, 2015 will receive a refund of 50%
of the total exhibit space fee paid. No refunds will be given after December 17, 2015.
Exhibitors are also held to the guidelines as presented below from the Inova Policy on
Exhibiting at CME Conferences.
- Product specific advertising of any type is prohibited in CME educational
- Live (staffed exhibits, presentations) or enduring (printed or electronic
advertisements) promotional activities must be identified as promotional and be kept separate
from CME educational activities.
- Commercial promotional materials cannot be displayed or distributed in the educational
space, nor placed in the educational venue immediately before, during or immediately after a CME
- While in the space or place where the educational activity takes place, representatives
of commercial interests may not engage in sales or promotional activities.
- Arrangements for commercial exhibits or advertisements will not influence planning or
interfere with the presentation, nor will they be a condition of commercial support of CME
- Advanced promotional materials for a CME activity that are not directly related to the
transfer of education to the learner are not permitted. Educational materials that are part of a
CME activity, such as slides and handouts, cannot contain any advertising or brand name or a
- At all times during a CME activity, except when in the setting where the educational
activity is occurring, the representatives of commercial supporters must wear a badge
identifying his or her name and commercial sponsor. No specific product or equipment information
may be worn. While in the setting where the educational activity takes place, the commercial
representative must not wear any commercial identification, nor engage in any sales activities.
- The decision to access or to attend promotional activities must be made by the
- Each person at a booth must be registered with the Inova Office of Continuing Medical
Exhibitor booth representatives shall be restricted to employees of the exhibiting companies
who are actually working in the booth. Booth representatives must wear badge identification
provided by Symposium Management at all times. Symposium Management may limit the number of
booth representatives at any time.
Exhibitors must comply with all local fire regulations. Booth decorations must be flame-
proofed, and all hangings must clear the floor. Electrical wiring must conform to all federal,
state, and municipal government requirements. All door openings and aisles must be kept clear by
order of the Fire Marshal. Exit signs, fire alarms and fire extinguishers must be visible at all
times. If inspection indicates that an exhibitor has neglected to comply with these regulations,
or otherwise incurs fire hazards, Symposium Management reserves the right to cancel all or such
part of the exhibit as may be irregular.
Floor Plan Modifications
Symposium Management reserves the right to modify the floor plan to accommodate space sales
and/or avoid conflict to relocate exhibit booth as necessary after consultation with exhibitors
who are affected by the modification. Every effort to consider location of competitors and
accommodate special requests will be made, but cannot be guaranteed.
Inability to Hold Symposium
If, because of war, fire, strike, terrorist acts, exhibit facility construction or renovation
project, government regulation, public catastrophe, act of God or the public enemy or other
cause beyond the control of Symposium Management, the Symposium or any part thereof is prevented
from being held, is cancelled by Symposium Management, or the Exhibit Space becomes unavailable,
Symposium Management, in its sole discretion, shall determine and refund to the Exhibitor its
proportionate share of the balance of the aggregate exhibit fees received which remains after
deducting expenses incurred by Symposium Management, but in no case shall the amount of the
refund to Exhibitor exceed the amount of the exhibit fee paid.
The Exhibitor agrees to indemnify, defend and hold harmless Symposium Management, its
officers, directors, agents, employees, and members (referred to as “INDEMNIFIED PARTIES”) from
and against any and all claims, demands, suits, liability, damages, loss, costs, attorneys’ fees
and expenses of whatever kind or nature, which result from, arise out of, or are connected with
any acts, or failures to act, or negligence of the Exhibitor, or any of its officers, agents,
employees, invitees or other representatives, including, but not limited to, claims of damage or
loss resulting from the breach of these Terms, Conditions and Rules, or damage of any kind or
nature arising out of or in connection with the Exhibitor’s use and /or occupancy of Exhibit
Space, and claims of damage or loss to any third party resulting from any infringement of a
copyright or patent or the unauthorized use of a registered trademark. The Exhibitor further
agrees that INDEMNIFIED PARTIES shall not be held liable for, and are released from liability
for, any damage, loss, theft, harm or injury to the person or property of the Exhibitor or any
of its officers, agents, employees or other representatives, resulting from theft, fire, water,
accident or any other cause. The Exhibitor is responsible and accountable for the actions of its
staff and any appointed contractor or vendor.
Interpretation and Enforcement
All information included in this Prospectus becomes a part of the contract between the
Exhibitor and Symposium Management. These policies have been developed in the best interests of
the Exhibitors as a whole. Management respectfully asks the full cooperation of all Exhibitors
in observing these policies. All points not covered are subject to the decision of Symposium
Management. Symposium Management shall have full power to interpret or amend these rules, and
its decision is final. The Exhibitor agrees to abide by any rules or regulations that may
hereafter be adopted. Exhibitors must make all personnel staffing an exhibit booth aware of all
the rules, regulations and policies incorporated herein prior to the opening of exhibits.
Non-contracted Exhibit Space
Apart from the specific display space for which an Exhibitor has contracted, no person, firm,
or organization will be permitted to display or demonstrate products, processes, or services,
solicit orders, or distribute advertising materials in the Ritz-Carlton or in any hotel (or its
grounds) used by the Symposium to house meeting delegates without prior written approval from
Symposium Management. Noncompliance with regulations will result in the prompt removal of the
offending person and property from the premises.
An exhibit booth and/or product(s) may be photographed or videotaped only with the expressed
permission of the contracted Exhibitor of that booth.
Repair or Damages
Nothing will be posted, tacked, nailed, screwed, or otherwise attached to the columns, walls,
floor, ceiling, furniture, or other property of the Ritz-Carlton Hotel. The cost of repairing damage
inflicted by the Exhibitor, its employees, representatives, or agents to the Hotel will
be billed to and must be paid for by the Exhibitor.
Symposium Management reserves the right to restrict exhibits which, because of noise, method
of operation, or any other reason, become objectionable or otherwise detract from, or are out of
keeping with the character of the symposium as a whole. Symposium Management may forbid
installation or request removal and/or discontinuation of any exhibit or promotion, which, if
continued, departs substantially from the description given during advance approval.