Purpose of Exhibit

The Thirteenth International Fragile X Conference (hereinafter called TIFXC) is sponsored by The National Fragile X Foundation (NFXF). The purpose of the exhibition is to complement TIFXC’s educational sessions by enabling attendees to see, hear, examine, and question the latest developments in products, equipment and services related to the interest and educational values of TIFXC.

Eligibility

TIFXC reserves the right to refuse or revoke at anytime, without prior notice, any license of exhibit space to any person or company whose presentation of products or services, promotional material, conduct of affiliated personnel or companies are not, in the sole opinion of TIFXC, compatible with the general character and objectives of the TIFXC. TIFXC shall have sole right and authority to approve the tone, general content and subject matter of exhibits so that nothing, which may be offensive to the public in the opinion of TIFXC, shall be presented at any time.

Selling Restrictions

Neither the exhibitors nor their agent’s employees, contractors, or anyone connected with, or authorized by the exhibitors, shall conduct or permit sales in the exhibit area of any products other than those indicated on the registration form.

Subletting of Space

Exhibitors shall not assign or sublet any space allotted to them and shall not advertise or display goods or services other than those manufactured or sold by them in the regular course of their business and listed on the Registration/Contract for Exhibitor Space.

Cancellation Policy

25% of the Exhibitor fee is designated as a non-refundable deposit. Exhibitors must cancel in writing and may receive a refund of 75% of the total fee up to and including June 14, 2012. No refunds after June 15, 2012.

Distribution of Printed Materials and Canvassing by Industry

Canvassing in any part of the facilities used by the TIFXC is strictly forbidden, and anyone doing so will be requested to leave the building. Distribution of advertising or printed material by the exhibitor outside of the exhibitor’s allotted space will not be permitted unless the distribution or advertising is organized by the TIFXC. Regulations also apply to all hotels used by the TIFXC to house meeting attendees. Signs for TIFXC-approved sponsored functions are permitted, but are limited to 1 per hotel and must have prior approval by the NFXF.  Signage for product or activity promotion is NOT permitted outside the contracted exhibit space.

Selling of Products and Services

The purpose of the exhibits is to further the education of meeting attendees through product and service displays and demonstrations. Sales and order taking are permitted provided all transactions are conducted within the professional nature of the meeting. No signage or advertising of products pricing will be allowed. PRODUCTS FOR SALE MUST BE THE EXHIBITORS’ OWN UNALTERED, MARKETED PRODUCTS, AND THE PRODUCTS OR SERVICES MUST BE PERTINENT TO THE ATTENDEES’ PROFESSIONAL INTEREST. The TIFXC reserves the right to restrict sales activities that it deems inappropriate or unprofessional.

Booth Activity

Demonstrations or live interviews must be confined to the limits of the space contracted. Special promotional activity must have prior TIFXC written permission and must be contained within the space contracted. Audiovisual and other sound effects must be regulated so that neighboring exhibits are not disturbed. The TIFXC Exhibit Manager reserves the right to determine at what point sound interferes with others and must be discontinued.  Food products may not be distributed unless they are products being promoted at the display or they are used to demonstrate the company’s product(s). Any exception to this policy must be approved by the TIFXC prior to the exhibition. Please submit any intent to distribute premiums, novelty items or food products in writing by July 10, 2012.  See food & drug administration compliance information below. Live performance of any kind is strictly prohibited. An exhibit booth may not be photographed or videotaped without the permission of the legitimate occupants of that booth. This prohibition extends to the members of the medical or lay press. Booth personnel should notify the Exhibit Manager if they are being photographed/videotaped without permission.

Giveaways

The American Medical Association has adopted guidelines governing gifts to physicians from industry. These guidelines have been endorsed by the TIFXC and other medical organizations and by the Pharmaceutical Manufacturing Association. Novelty gifts or souvenirs not manufactured by the exhibiting company must be submitted to the TIFXC for review. These premiums should be items that can be used during the meeting or in the professional activities of the attendee.  Please submit in writing any intent to distribute premiums, novelty items or food products form no later than July 10, 2012. The TIFXC may withhold or withdraw permission to distribute souvenirs, advertising, or other materials it considers objectionable. Exhibitors may not distribute stick-on emblems, buttons, unofficial badges, or company nameplates. No balloons may be used as display decoration or inflated to distribute to visitors of a display. (Popping balloons may be especially frightening to children with fragile X syndrome.)

Education Events in Exhibit Booths

Continuing medical education (CME)-accredited education cannot be offered on the exhibit floor.  Exhibiting companies must inform the TIFXC, in writing, of all educational events offered in their booths.  Notification letters must include a description of the event, identifying format, content, dates, time, and names of physicians involved in the delivery of the educational event.  The notice must be sent to the NFXF, no later than July 10, 2012.  Signage in booths must include the following wording: This event is not a part of the TIFXC program and is not approved for Category 1 CME Credit. Companies are advised to reference FDA guidelines.

Exhibitor Sponsored Ancillary Events

The TIFXC must be informed if you are planning an ancillary function during the meeting. A description of the event must be submitted in writing and approved by the TIFXC. Activities cannot take place during any of the TIFXC educational program hours.

Food and Drug Administration Compliance

All products that are not FDA approved for a particular use in humans or which are not commercially available in the United States will be permitted to be exhibited only when accompanied by the appropriate signs that indicate the product or device’s FDA clearance status. The following are samples of signs that should be displayed:

• This drug/device is not cleared by the FDA for distribution in the United States.
• This drug/device is intended to be used in the United States as described in the product’s labeling.

Signs must be easily visible and placed near the drug or device, and on any graphics depicting the drug or device. Exhibitors are cautioned about the FDA’s prohibition of promoting drugs or devices that are cleared for marketing for unapproved uses. Requests for information and guidance can be obtained at www.fda.gov/cder ^[2].

Patients/Subject Recruitment

Exhibitors who intend to recruit patients or other individuals for the purpose of inclusion in any database for the purposes of clinical or research follow-up must submit an email request to the NFXF by July 10, 2012. The request must provide the following: A brief description regarding the nature of the recruitment, types of data captured, who will have access to the data, how the data could be used in the future, and verification that an informed consent process will be conducted. All exhibitors conducting recruitment activities must abide by federal and state privacy laws protecting the confidentiality of any data collected. The NFXF will respond to requests within 3 days of receipt.  Exhibitors conducting recruitment activities must agree to provide each potential subject with an “FXCRC Future Contact Form.” These forms will be provided to all approved exhibitors at the conference.

Installation of Exhibits

All exhibits must be fully installed and ready for review by 8:00 am on Thursday, July 26, 2012. Any space not claimed or occupied prior to this time, and for which no special arrangements have been made, may be resold or reassigned by TIFXC without obligation on the part of TIFXC for any refund whatsoever. Special arrangements must be made in writing and confirmed by TIFXC.

Removal of Exhibits

To ensure a professional climate and appearance of the entire exhibition areas, no exhibitor will be permitted to remove any materials or parts of any display until 1:30 pm on Saturday, July 28, 2012. The exhibitor must have all exhibit material removed no later than 3:00 pm Saturday July 28, 2012.

Prohibition of Children on Exhibit Floor During Installation and Removal Hours

For their own safety and protection, children are not permitted on the exhibit floor during installation and dismantle hours. Children will only be permitted in the exhibit hall during exhibiting hours.

Independent Contractors

So that insurance coverage can be verified and access to the exhibit hall authorized, exhibitors must notify TIFXC if a contractor not included in the Online Exhibitor Service Manual will be servicing the exhibit. This includes exhibit designers and builders, audiovisual and computer suppliers, florists, security firms, photographers, etc. All TIFXC rules and deadlines apply.

Additional Service Contractor

Any requests or needs of the exhibitor outside of this agreement must be arranged for separately with the hotel.

Fire Regulations

Exhibits must, at all times, meet the city and hotel fire regulations, and be safe to the public in the opinion of TIFXC. Exhibits may be inspected by the Fire Marshal prior to the opening, and during, the event.

Character of Exhibits

No exhibit will be permitted to interfere with another exhibit. Exhibitors must obtain written permission from TIFXC for any display larger than the agreed upon size reserved. Booth personnel and demonstrations shall be confined to the exhibitor’s booth space. Representatives may be attired to reflect the company’s image but must maintain the professional climate of the TIFXC. No exhibit shall contain anything that, in the opinion of TIFXC, may cause a health or safety hazard.

Insurance

All property of the exhibitor is understood to remain under exhibitor’s custody and control in transit to and from or within the confines of and during the conference and its facility. TIFXC does not, and will not, maintain any insurance covering the exhibitor’s property.

Liability

Exhibitor agrees to protect and hold forever harmless TIFXC and its members, representatives and employees for any injury, loss or damage that may occur to the exhibitor or the exhibitor’s employees, property, attendees and invitees from any cause whatsoever. By signing this Registration/Contract, the exhibitor assumes all such risks and expressly releases TIFXC and its associates from any and all such injury, loss and damage.

Hotel Liability

Exhibitor shall be fully responsible to pay for any and all damages to property owned by Intercontinental Miami, its owners or manager, which results from any act or omission of Exhibitor. Exhibitor agrees to defend, indemnify and hold harmless, Intercontinental Miami, its owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor’s use of the property. Exhibitor’s liability shall include all losses, costs, damages, or expenses arising from, out of, or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, the Hotel or any part thereof.

Interpretation and Enforcement

These rules and regulations become part of the contract between the exhibitor and TIFXC upon signing the same. TIFXC reserves the full right and power of interpretation and enforcement and may amend them at any time. All matters in question not covered herein are subject to the decision of TIFXC and all decisions so made shall be binding on all parties affected by them, as by the original rules and regulations. Exhibitors or their representatives who fail to observe these conditions of contract or who in the opinion of TIFXC conduct themselves unethically may be immediately dismissed from the exhibit area without refund or appeal.