Rules & Regulations

All TCT^® 2024 Exhibitors must adhere to the following rules and regulations while attending TCT^® 2024.

Americans With Disabilities Act

Exhibitors are responsible for fully complying with all applicable provisions of the Americans with Disabilities Act.

Booth Construction

All booth designs must be submitted via email for approval to Katie Herrion at [email protected].

Please also adhere to the Washington Convention Center Policies.

In-Line Booths

An in-line booth is one or more standard 10’ x 10’ units arranged in a straight line.
The minimum in-line booth is 100 square feet (10'x10'), and the maximum in-line booth is 300 square feet (10'x30').
The maximum height for an in-line booth is 8 feet. In-line booths will be provided with an 8' high back drape and 3' high side draped dividers. Sidewalls may not exceed 4-feet high. Booth and display materials may not obstruct sight lines of neighboring booths.

Island Booths

An island booth has aisles on all four sides.
The minimum island booth size is 400 square feet (20'x20').
The maximum height for an island booth is 25 feet (including hanging signs, trusses, and headers). Two-story booths are also subject to the 25' height limitation.
All island booths regardless of size must be at least 40% see through (above 4’ tall) from one side of the booth to the other and from floor to ceiling (horizontally and vertically). This is inclusive of walls, furniture, hanging signage, and other booth items.
Exhibitors must submit their floor plans for final approval prior to construction.
Simulation buses, trucks, and other vehicles will be placed on the perimeter of the Exhibit Hall due to sight line restrictions. There are no exceptions to this rule.

Island Booth See-Through Policy

CRF abides by a 40% “see-through” guideline to improve sight lines. Therefore, the booth must be at least 40% see-through from one side of the booth to the other, and from floor to ceiling (horizontally and vertically) on all four sides of a booth, including walls, furniture, hanging signage, and other booth items.

Exhibits that are noncompliant with this guideline will receive a 10-point deduction in the priority point system for each foot of noncompliance and will not be able to participate in the priority booth selection process for the following year.

Visual of Island Booth See-Through Policy

Booth Traffic

While CRF makes every effort to promote and encourage attendees to visit the Exhibit Hall, CRF cannot guarantee booth traffic. It is the exhibiting company’s responsibility to promote its presence at TCT through social media, premeeting mailings and on-site promotions to draw traffic to their booth.

Cancellations and Space Reduction Requests

Receipt of a signed Booth Space Contract is a commitment to exhibit at TCT. Therefore, notification of booth space cancellation or reduction must be submitted in writing to CRF, and the following fees must be paid:

For cancellation or reduction of booth space on or before June 27^th, 2024, the exhibitor will pay 50% of the total booth fee.
For cancellation or reduction of booth space after June 27th, 2024, the exhibitor will pay 100% of the total booth fee.

Exhibitors that reduce their booth size after June 27th, 2024, will be financially responsible for the cost of carpeting and creating lounge areas of the square footage not used due to the reduction in the booth size and will be subject to booth relocation.

If a Company reduces, increases, or cancels their exhibit booth at TCT 2024 the registration badge allowance will be reduced, increased, or forfeited respectively.

Carpeting

Aisle carpet will be provided in the Exhibit Hall. Exhibiting companies are required to carpet their booth carpet at their own expense. Carpeting may be ordered by using the order forms included in the Exhibitor Service Manual.

CME Compliance and Industry Support

Exhibitors must comply with the Accreditation Council for Continuing Medical Education (ACCME) standards and guidelines for medical education, including those guidelines for commercial support. Commercial support from industry does not influence educational content, faculty selection, and/or product usage at TCT.

Conduct of Exhibitors

Exhibits must be staffed during Exhibit Hall hours.
Exhibitors may install and dismantle only during official move-in and move-out times, and exhibitors who set-up or dismantle outside of official hours will be penalized a $1,000 fee.
Canvassing or distributing advertising materials outside the exhibitor’s own booth is prohibited.
Aisles must be kept clear at all times of exhibitor personnel and collateral materials and equipment.
Electrical and mechanical apparatuses must be muffled so that noise does not interfere with other exhibitors.
Industry professionals may not enter another exhibitor’s booth without permission.
Entertainment, amusement, and demonstrations of nonproduct items or services must be approved in writing by CRF.

All companies exhibiting at TCT 2024 must comply with the terms and conditions outlined in this digital prospectus. CRF reserves the right to make judgments on-site regarding booth layout and conduct of exhibitors that detract from the overall presentation of the meeting and, if necessary, will ask exhibitors to make adjustments in order to maintain the integrity of the Exhibit Hall. Additionally, point deductions may be imposed at CRF's discretion.

Disposal of Medical Waste

Medical testing is permitted with advance written approval from The Washington Convention Center in conjunction with an event.

Medical tests must be performed by licensed practitioners.
The use of animal or human organs or body parts must conform to federal and local regulations.
Exhibitors are responsible for the safe delivery, supervision, and removal of any medical or biohazard waste in conjunction with federal, state, and local regulations should their use be approved prior to move in by event management.
Sharps need to be in red containers and all waste must be placed in properly labeled bags/boxes to avoid being disposed of regular trash pick-up.
For any area where cadavers, specimens, or medical waste is utilized, building owned tables will not be provided for their use, and the floors within these areas must be marked.
The delivery and removal of any cadavers or medical waste is the sole responsibility of the exhibitor and should be coordinated prior to arrival on site once approved by show management.
Any costs incurred by the WCC for the inadequate turnover of space or handling of these items will be charged to the exhibitor at prevailing rates.

Distribution of Product Information

In accordance with ACCME guidelines, product information cannot be distributed at any scientific session or in hotel lobbies. Posters or tabletop exhibits are not permitted in the obligate path of educational sessions (e.g., immediately outside or inside the meeting rooms). Distribution of printed materials by exhibitors and/or their agents is limited to the exhibitor’s booth area in the Exhibit Hall. Companies may not display or demonstrate products, solicit orders, or distribute advertising materials at any location (or outside the Exhibit Hall) other than in their assigned booth space, including any of the contracted hotels. This guideline is strictly enforced.

Educational Programs

Industry may not conduct any programming that could be perceived as educational in nature without following the proper channels, submitting an Application to Conduct a Satellite Programs (ie, Breakfast Program, Presentation Theater Program, or Evening Program) and paying the appropriate associated fees. Educational programming is defined as speaker or multiple speakers providing a lecture or presentation to an audience. Educational Programming is strictly prohibited in exhibit booths. Companies who violate these guidelines will receive a 20-point deduction in the priority point system for every one hour of the unsanctioned activity.

FDA Approval

Companies without FDA product approval should clearly indicate on their booths that their product is for display purposes only and is not approved for use in the United States.

Fire Protection

All materials used in the exhibit area must conform to local fire ordinances and be in accordance with regulations established by the National Association of Fire Underwriters. All displays are subject to inspection by the Fire Prevention Bureau. Aisles must be kept clear at all times. Fire stations and fire extinguisher equipment are not to be covered or obstructed in any manner.

Food & Beverage

Exhibitor distribution of food and beverage is permitted only if the food and beverage is ordered through the convention center’s official caterer (including bottled water). Information about ordering food and beverage will be included in the Exhibitor Service Manual. Provision of alcoholic beverages is strictly prohibited.

Freight Aisles

Freight aisles must be clear of exhibit materials at all times during move-in as the obstruction prevents other companies from obtaining their booth freight and delays set-up. Freight aisles will be clearly marked on the final floor plan. Companies that do not adhere to this policy will receive a 10-point deduction in the 2025 priority point system for every one hour the freight remains in the aisle.

Hanging Signs and Banners

Hanging signs and banners are permitted in island booths only. Banners may not exceed the 25' height limitation. Please contact Freeman with any specific questions or requests.

Insurance

SAMPLE Certificate of Insurance

The Cardiovascular Research Foundation and Walter E. Washington Convention Center are not responsible for theft of or damage to exhibitor property. Exhibitors wishing to insure exhibit materials, goods, or wares against theft, damage by fire, accident, or loss of any other kind must do so at their own expense. Exhibiting companies are also responsible for obtaining general liability insurance coverage against injury to persons and property in commercially reasonable amounts, and to designate CRF and Freeman as additional named insureds.

Labor Services

Detailed information regarding union work rules for all trades operating at the convention center will be provided in the Exhibitor Service Manual.

Music

Exhibitors must receive relevant licenses from Broadcast Music, Inc. and American Society of Composers, Authors, and Publishers if presenting prerecorded music at any time during the meeting. The exhibitor will be responsible for any liability and costs associated with a music licensing violation. Sound enhancement may be used. However, the level must be such as to not interfere with adjacent exhibitors. CRF reserves the right to monitor all sound levels and to require the exhibitor to adjust the volume accordingly. Live performances are prohibited.

NPI Number

During the registration process US physicians will be asked to provide their National Provider Identifier (NPI) number.

Photographing, Videotaping, and Audio Recording

Photographing, videotaping, and/or audio recording including the use of cell phone cameras is permissible only in an exhibiting company’s own booth. Those who do not comply will be asked to leave the meeting and will receive a 10-point deduction in the priority point system.

Premiums

Contests, lotteries, raffles, and games of chance are prohibited. Promotional items must not exceed $25 in value unless approved in writing by CRF.

Sales and Order Taking

The purpose of an exhibit is to further the education of attendees through product and service displays and demonstrations. Sales and order taking are permitted, provided all transactions are conducted in a manner consistent with the professional nature of the meeting. Products for sale must be the exhibitors’ own unaltered products, and the products or services must be pertinent to the attendees’ professional interests. CRF reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Exhibitors must comply with all sales tax requirements. Exhibitors selling or taking orders during the meeting must adhere to all business license and sales and use tax regulations, which vary from state to state.

Security

General security guard service will be provided during the course of the exhibition period. However, neither the security guard service nor CRF will be responsible for loss of or damage to any property, regardless of the reason for the loss or damage. Exhibitors must make provisions for safeguarding their goods, materials, equipment, and display at all times. Exhibitors wishing to hire security guard services for their booth need to complete the security form included in the Exhibitor Service Manual.

Social Activities Policy

CRF requests that exhibitors not schedule social events and unsanctioned meetings that draw physicians out of scientific sessions and satellite programs. Exhibitors in noncompliance with this policy will receive a 20-point deduction in the priority point system for every one hour of the unsanctioned activity.

Subletting Space

The subletting, assigning, or apportioning of the whole or any part of the rented space by any exhibitor is prohibited. Contracted exhibitors may not permit any other party to exhibit in its space any goods other than those manufactured or distributed by the contracting exhibitor or permit the solicitation of business by others within the exhibitor’s booth. Companies may promote multiple company divisions. However, a company may only promote one division for every 100 square feet of booth space.

TCT Attendee List

The TCT Attendee list will be provided to exhibitors as part of their booth package approximately one month prior and one-month post-TCT so companies can promote their presence at the meeting. The list contains mailing addresses only. All marketing pieces must be submitted to and approved by CRF prior to mailing. For more information, please contact Mariah Admire at [email protected].

Terms and Conditions Compliance

The Booth Space Contract is a binding contract when signed and submitted to CRF and indicates the applicant’s willingness to abide by all contract terms, conditions, and general rules and regulations listed in this digital prospectus, as well as such additional rules and regulations that CRF deems necessary to ensure the success of TCT. These terms and conditions may be amended at any time by CRF, and all amendments, upon publication, shall be equally binding on all parties affected by them as the original regulations. The signer of the application also agrees to share the terms and conditions with all exhibiting company representatives who attend TCT.

Tipping

Tipping is not permitted under any circumstance, and any requests for additional compensation should be reported to Meeting Management immediately. It is against WCC policy for any employee, agent, contractor or subcontractor, while working for the WCC, to accept gratuities or gifts from the Licensee and/or any exhibitors. Offering of tips and gratuities to any WCC employee, agent, contractor or subcontractor is not necessary and strictly prohibited.