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General Information - Educational Activities & Affiliated Events

Educational Activities

Affiliated Events

To expedite processing of applications:

• Ensure that the sponsoring company is a current exhibitor in good standing;
• A Letter of Appointment must accompany the application if the activity is coordinated by anyone other than the exhibiting company. Original Letters of Appointment must be printed on official company letterhead and signed by a company official; and
• Provide all supporting documentation and appropriate application fees.

Third Party Organizers

A Letter of Appointment must accompany the application if the activity is coordinated by anyone other than the exhibiting company. Original Letters of Appointment must be printed on company letterhead and signed by a company official. Joint Meeting staff will only work with one contact person per activity. If the contact changes, the new contact’s information must be submitted in writing. Once the agent has been designated as the contact, all communications must be coordinated through that agent.

Note: Third party agents/designees may not subcontract services.

It is the exhibitor’s responsibility to manage their designees. To reduce the probability of infractions and loss of exhibit seniority points, designees should be knowledgeable of the policies in the Exhibitor Prospectus and this Planner. Agents should be aware that sanctions for violations will be assessed against the exhibiting company and the agent.

Venues

Washington Convention Center

Satellite Symposia, related Satellite Symposia activity, and allied society meetings will be held in session rooms at the convention center. 

Business Suites in custom-built rooms on the show floor or in meeting rooms will be available at the convention center. (refer to NEW section on page X for details)

Official Hotels

Approved activities will be assigned in the official hotels requested, if available. Meeting space will be assigned on a first-come, first served basis. If the primary hotel choice is not available, an assignment will be made at the second, third, or fourth hotel indicated on the application. If no preferences are indicated, the event will be assigned at an official hotel that has space available.

Non-Official Venues

All activities being held at non-official venues (non-official hotels, restaurants, etc.) require completion of an application and written approval.  The exhibitor or allied society is responsible for acquiring the meeting space.

Marketing Opportunities

There are various marketing opportunities for exhibitor activities. The sponsor must control the content of all invitations and promotional materials. All marketing pieces must be approved in writing prior to their printing.

Please refer to the Activity Planner posted in the right side bar for regulations and a full list of marketing opportunities.