Exhibitor Policies

Exhibitor Policies

DDW views the Exhibit Hall as an integral part of the educational and scientific program. Qualified exhibitors are limited to firms, organizations and agencies whose exhibits promote an awareness of products, technologies and services that are recognized and approved by DDW as being in harmony with, and supportive of, the objectives of the meeting.

All companies interested in exhibiting at DDW need to complete the DDW® Exhibit Application form. DDW has the sole right to determine the final eligibility/qualification of any firm, organization, agency or product for inclusion in the Exhibit Hall. Completion of the application and electronic signature by an authorized company representative binds the exhibiting company, their representatives and hired vendors to the following policies. DDW reserves the right to alter or adjust these policies at any time without notice. Last revision date: June 2020

The exhibiting company agrees to abide by all rules, regulations, and policies. The signer of the contract also agrees to share the rules, regulations, and policies with all representatives, appropriate third parties and booth staff working on-site at the event.

All matters and questions not covered by these regulations are at the discretion of Show Management. Show Management may amend these regulations at any time, and all amendments, upon publication, shall be equally binding on all parties affected by them as the original regulations.

All rules, regulations, and policies will be enforced without exception. Whenever possible, Show Management will issue a warning and ask the exhibitor to correct the violation. If the issuance of such a warning is not practical, or will not serve to immediately correct the violation, then a penalty may be imposed.

Policies are subject to change. Exhibitors will be notified by the exhibitor newsletter of any changes to be made to DDW policies. For specific questions, please contact Nia Murphy at 301-941-9789.

Quick Links

1. Display Rules and Regulations
2. General Rules and Regulations
General Information

1. Display Rules and Regulations

All booths are equipped with:
  • 44″ x 7″ two-line company identification sign indicating your company name and booth number (corner and in-line only)
  • 8-foot draped back wall and a 3-foot draped side wall (corner and insides only).
  • Company listing in the DDW Mobile App and Online Planner
  • Company name and booth number on the DDW website.
  • Daily cleaning of aisles.
  • Opportunity reserve booth space for the following show based on priority points.
  • A roving security guard in the hall.
  • Unlimited complimentary exhibitor badges for booth personnel.

Every exhibit space should allow for the visibility of fellow exhibitors. To ensure that every exhibitor has reasonable sight lines to the aisle, the following rules for booth construction have been adopted. All exhibit backgrounds must conform to the standards set by the International Association of Exhibitions and Events. If you need a non-island booth display setup reviewed for compliance please submit it here: Booth Display Setup.

Exhibit Eligibility

DDW views the Exhibit Hall as an integral part of the educational and scientific program. Qualified exhibitors are limited to firms, organizations and agencies whose exhibits promote an awareness of products, technologies and services that are recognized and approved by DDW as being in harmony with, and supportive of, the objectives of the DDW meeting.

  • Qualified Exhibitors:
    • Must have products or services GI-related and professional in nature.
    • Must have products and services consistent with at least one of the product categories.
    • Agree to comply with the policies, rules and regulations, including those policies that govern the submission of the application, and all policies, rules and regulations adopted by DDW hereafter.

DDW has the sole right to determine the final eligibility/qualification of any firm, organization, agency or product for inclusion in the Exhibit Hall. Rulings of DDW shall, in all instances, be final. If DDW finds that an approved company misrepresented itself to gain approval to exhibit, DDW reserves the right to cancel the contract at any time, including while onsite at the meeting. If DDW cancels misrepresented company’s contracts, the company is responsible for any fees due to DDW or its vendors at the time of cancellation.

Nonprofits: The nonprofit rate applies to groups that promote special interest causes. All groups are required to provide documentation of nonprofit status.

  • U.S. organizations must be designated by the IRS as having 501(c)3, 501(c)4, or 501(c)6 status.
  • Organizations located outside the U.S. must have comparable designation.

Hospitals (and clinics) are eligible for the non-profit rate with documentation of nonprofit status. Any organization that intends to recruit a physician for a hospital, clinic or group practice at DDW is not eligible for the nonprofit status and will need to reserve space at the full booth rate.

Given that exhibit space at the non-profit rate is limited, each institution is limited to one 10×10 booth at this reduced price and must be in the Community Corner. Organizations contracting for more than 100 sq. ft. or preferring to reserve a booth outside the Community Corner must pay the full exhibit rate for all spaces. DDW’s four sponsoring societies, namely AASLD, AGA, ASGE and SSAT, are exempt from this provision.

Relocation: Show Management reserves the right to alter the location of exhibit booth(s) at its discretion for the best interests of DDW. The Exhibitor will be notified after the booth relocation.

No-Show: Any booth unoccupied by noon on Saturday, May 22, 2021, may be regarded as a “no-show.” The exhibitor will be deemed to have canceled the exhibit space contract, and as such, the exhibitor will pay as liquidated damages 100 percent of the total contracted space fee and will not be awarded any priority points for DDW 2021. All freight will be removed from the exhibitor’s booth and returned to the loading dock at the exhibitor’s expense, and Show Management will be free to assign the space to other exhibiting companies or utilize the space at its discretion.

In addition, should the exhibitor fail to make any payment by the specified dates in the space application and contract or invoice. Show Management reserves the right to re-sell or reassign the space without any liability on its part. This clause shall not be construed as affecting the obligation of the exhibitor to pay the full amount specified in its space application and contract.

If an exhibitor cancels or defaults on exhibit space, all badges, hotel rooms, and additional activities (including ancillary events, promotional opportunities, Satellite Symposia, etc.) will be revoked and applicable cancellation fees will apply.

Exhibitors that fail to occupy and furnish contracted exhibit space will be charged for the expenses incurred by DDW to cover the booth area and convert it to a lounge area.

Exhibitors that fail to occupy and furnish contracted exhibit space

Standard In-Line Booth

A standard in-line booth is ten (10) feet wide and ten (10) feet deep, and eight (8) feet high. Side rails or counters can go up to four (4) feet in height. Any obstructions in the front half of the booth can also go up to the four (4) foot height limit. The height for backgrounds is eight (8) feet, which is allowed in the rear half of the booth space. In a standard 10′ x 10′ booth, the background cannot extend from the back wall into the booth by more than five (5) feet. The following image details the boundaries and limitations for the booth.

Linear Booth

Corner Booth

A corner booth is an in-line booth with access to two through aisles. All guidelines for in-line booths apply (see above).

Perimeter Booth

A perimeter booth is an in-line booth that backs to a wall of the facility rather than to another exhibit. All guidelines for in-line booths apply except that the maximum height for backgrounds is twelve (12) feet.

Island Booth

An island booth is any booth surrounded by four (4) through aisles. Island booths are 20′ x 20′ or larger. The visual disadvantage created by a neighboring island booth should be no greater than that caused by an in-line booth.

See-Through Guidelines

Exhibiting companies in island booths are required to comply with the line-of-sight guideline. Backgrounds can go up to twenty (20) feet in height. This applies to all components and properties of the booth, including fixtures, signs, etc. Exhibitors must comply with at least one or both of the following rules:
  • 5’ Set Back Rule – Side rail and counter height restrictions are waived with the understanding that any side rail, counter, or display fixture that exceeds four (4) feet in height will not be allowed within five (5) feet of the aisle to protect the sight lines of the surrounding exhibitors.
  • 40 Percent See-Through Rule – Any structure that is more than 4’ in height must have 40 percent visibility in height beyond 4’ on all sides. Exhibitor must use Plexiglas or a similar see-through material to create any structure or wall that will allow for a line of sight above 4’. Booth components and fixtures cannot be arranged within the booth to build a wall that violates this rule. Example: A 20’x20′ booth can be obstructed by 12′ wide on each side of the booth.

Towers, Enclosures and Second Stories

  • Enclosures and second stories cannot exceed the 20-foot height limit.
  • Towers (any freestanding structure that is not part of the main exhibit fixture) are not to exceed 20 feet in height. These should not occur within five (5) feet of the aisle to not interfere with a neighbor’s visibility. This restriction will be waived (allowing a tower to be placed on the aisle or within five feet of it) if the tower is designed such that it allows visibility through it.
  • All tower, enclosure and second story constructions must be submitted for approval to Show Management. Also, a structural drawing showing that the structure is properly engineered for its proposed use and approved by a structural engineer must be submitted directly to the Fire Marshal for approval no later than Feb. 5, 2021 (see address below).
  • Multi-level or Covered Exhibits Guidelines are available through the convention center. Fire watch personnel or automatic extinguishing systems are required. Lessee will be charged for fire watch personnel per the county’s fee schedules.

Walter E. Washington Convention Center
801 Mt Vernon Pl NW
Washington, DC 20001
Website

Structure Integrity

All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring exhibitors, hall laborers, or installation/dismantling equipment, such as forklifts. Displays should also be able to withstand moderate wind effects that may occur in the exhibit hall when freight doors are open. Refer to local building codes that regulate temporary structures.

Any 20 ft. by 20 ft. (6.10m by 6.10m) and larger exhibits require a drawing, plans or renderings, preferably digital, to be submitted to Show Management, the fire marshal and the convention center by Feb. 5, 2021.

Exhibitors should ensure that any display fixtures such as tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed. Booths that are visible from above should make sure the booth presents a finished look from above, enclosing cable, wood and paint.

Booth Equipment and Carpeting

For each standard 10′ x 10′ booth, Show Management will provide an 8-foot draped back wall, 3-foot draped side wall(s), and a 44-inch by 7-inch one-line company identification sign indicating company name and booth number. Booth space is not carpeted, and the ordering of carpet is the responsibility of the exhibitor and is mandatory. Rental of U.S. standard size (10×9) carpet can be ordered through the official general service contractor. The floor covering must start in the front of the booth allowing one foot of uncovered contracted exhibit space at the back of the booth near the drape. At Show Management’s request, carpet will be placed by the official show general service contractor into any exhibit space not carpeted by Saturday at 5 p.m. Exhibitors will be billed for this carpet by the GSC and exhibitors are responsible for payment. Exhibitors will be able to order specific equipment and supplies for their booth. Order forms for material handling, furnishings, carpet, additional drape, floral, audio/visual, catering, utilities, and lead retrieval will be included in the online Exhibitor Service Manual, available in January 2021.

Booth Drawings

Exhibitors with island booths are required to submit floor plans and elevation drawings to Show Management, the convention center and local fire marshal. Drawings/renderings will not be returned and are subject to the approval of the fire marshal. Originals (no faxed copies) should be submitted by Feb. 5, 2021. Please review see-through guidelines to ensure your booth is in compliance.

Facility Rules

No part of an exhibit or sign shall be posted, nailed or otherwise attached to columns, walls, floors, or other parts of the building or its furniture, in any way to deface it. Damages arising from failure to comply shall be the sole responsibility of the exhibitor.

Hanging Signs and Banners

Hanging signs, banners or other visual elements are permitted only with island and peninsula booths, not over a standard in-line. Banners may not exceed the 20-foot height limit (20 feet from the top of the sign). Please contact Show Management with any specific questions or requirements. Exhibitors must follow the convention center and Freeman policies and procedures.

Height Variances

All booth structures, elements and hanging sign variances must be submitted for approval by Show Management on or by April 2, 2021.

Recreational Vehicles

All vehicles must meet fire marshal approval for display and location. Vehicles on display must adhere to the following rules:
  • No more than 1/4 tank of gas or five gallons, whichever is less.
  • A locking gas cap or tape over the gas cap.
  • Batteries shall be disconnected in an approved manner.
  • A drip pan under the vehicle’s drivetrain (motor to differential).
  • Keys delivered to event security.
  • Vehicles shall not be moved during show hours.
  • Refueling is prohibited in the facility.
  • Floor plans must indicate where vehicles are to be located.
  • Please contact Show Management for specific guidelines by April 1, 2021.

2. General Rules and Regulations

  • Exhibits must be staffed at all times during posted show hours. Companies that do not keep their booths staffed and operating until the official closing time jeopardize their participation at future DDW meetings and will be penalized with the loss of points.
  • The character of the exhibits must be appropriate for DDW attendees subject to the approval of Show Management. DDW reserves the right to refuse applications not meeting standards required or expected, as well as the right to curtail exhibits or parts thereof, which reflect against the character of the convention.
  • Non-professional products or services are not to be displayed.
  • Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors.
  • Market research companies must indicate on the exhibit application the companies for which they are conducting market research.
  • No exhibitor may enter another exhibitor’s booth without permission.
  • Exhibitors are not allowed to host meetings on the show floor without prior approval.
  • Children age six months to 12 years old are NOT permitted in the exhibit and poster hall. Infants under the age of six months are permitted in the hall if they are in a front/back child carrier. Strollers are NOT permitted in the exhibit and poster hall.
  • Exhibitor personnel, vendors or third-party partners may observe but must refrain from any participation or recording of any scientific sessions on that company’s behalf.

Americans with Disabilities Act

In compliance with the Americans with Disabilities Act, DDW will make all reasonable efforts to accommodate persons with disabilities. Please contact Show Management to make arrangements. Exhibitors shall be responsible for compliance within their assigned space and ensuring access to their booth.

Booth Name/Ownership Changes

Any change in exhibit booth contracts to include a change in company name or owner must be submitted online with appropriate legal documentation. Such as an official press release, business license, or other documentation requested by Show Management. Such changes, once approved by the organizer, may result in a new application to be completed.

Cancellation of Exposition

It is mutually agreed that in the event of cancellation of DDW due to fire, strikes, governmental regulations, or causes, which would prevent its scheduled opening or continuance, then and thereupon this agreement, will be terminated. The DDW Council shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible after due consideration of expenditures and commitments already made.

DDW 2020 Cancellation: Refunds and Transfers

Updated 4/17/2020

In light of DDW 2020’s cancellation, exhibitors have two options regarding their account.
Option 1: Transfer their funds to DDW 2021. Companies who choose to transfer funds to 2021 will receive the below benefits as a thank you for showing loyal partnership to DDW:
  • DDW 2020 booth space pricing.*
  • 2020 pricing for 2021 sponsorships (excluding banners) for opportunities that can carry over.
  • Priority Points earned for 2020.
    • Total spend will be calculated based on the total spend that will be transferred to 2021.
    • Hotel reservation points will not be granted.
    • Spend with third party vendors (TriStar, EMC Outdoor, etc.) will not be granted.
  • An additional 25 priority points on top of the amount earned for 2020.
  • Early access to DDW 2021 sponsorship selection.
  • One complimentary DDW 2021 Registered Attendee List.**
All priority points earned from transferring will be used for 2021 booth selection. If exhibitors transfer their funds to 2021 but decide to cancel or not secure space for 2021 they will lose all of the above benefits. Option 2: Receive a full refund for DDW 2020 Companies who choose to receive a full refund will not be eligible for the benefits described above in option one. All refunds and transfers will be based on the amount paid to DDW for 2020. Companies who cancelled/reduced their space before March 18 due to reasons other than COVID-19 will not be eligible to transfer or receive a refund of their cancellation/reduction fees. All exhibitors must complete a booth space refund form by April 27, 2020. If exhibitors have already submitted a Booth Space Refund Form or Sponsorship Refund Form and would like to update their information, or want to alter their decision and transfer their funds to receive the new added benefits, they are asked to submit a new form. We will honor the most recent form that has been submitted. Refunds will be processed in the order the forms are received. Refunds should be completed within 3-6 weeks after April 27, 2020 and only if the information provided is accurate and does not require additional research or clarification. Failure to provide accurate information on refund forms may delay exhibitors refund. See FAQs for more information. *2020 booth space pricing also applies to exhibitors who select a larger space in 2021. Exhibitors will have to pay the price difference. **Additional complimentary DDW 2021 Registered Attendee Lists are also provided for certain exhibitors (ex. new exhibitors who select the Deluxe or Premier package in 2021). In such circumstances, exhibitors will have the option to get the lists in different formats (ex. mailing list and limited data list).

Cancellations/Reductions

Notification of booth space cancellation or space reduction must be in writing using the cancellation form. This applies to cancellations as a result of the purchase of an exhibitor or company. Any exhibitor canceling/reducing assigned space will be charged a fee based on the following schedule:

  • Between Nov. 3, 2020 and Jan. 3, 2021: 50% of total booth fee is due, regardless of whether or not space is re-sold.
  • After Jan. 4, 2021: 100% of the total booth fee is due, regardless of whether or not space is re-sold.
    • All exhibitor personnel registrations will be canceled with booth cancellation.
    • All secured sponsorships will be canceled with booth cancellation. Sponsorships will be refunded only if Show Management is able to resell the sponsorship.
    • Booth cancellations will result in automatic cancellation of any hotel rooms booked.
  • Booth reduction penalties are based on the total booth space initially secured, not the square footage by which space is reduced. The reduction penalty will be in addition to your new booth space fee. Example: Reducing a 600 sq. ft. island space to a 400 sq. ft. island space between Nov. 3, 2020 and Jan. 3, 2021.
Original Booth Space Fee: $23,400
50 Percent Reduction Penalty: $11,700
New Booth Space Fee: 15,600
Total Amount Due: $27,300
  • When reducing or moving a booth DDW cannot guarantee the same booth location.
  • Booth reductions may result in a reduction of the total amount of hotel rooms an exhibitor may secure.
  • Online booth listing upgrade orders are invoiced at 100% and are non-refundable.

Cleaning and Porter Service

Booth cleaning is the responsibility of the exhibitor. One-time booth cleaning service ordered by exhibitors will occur on Saturday, May 22, 2021, in the evening.

Edible Product Samples

Food and Beverage products distributed by exhibitors germane to the audience and are lawful manufacturers or distributors of food and/or beverage products many distribute samples. Samples can only be distributed from exhibitor’s booth location. Food and beverage samples are subject to approval prior to the show by the convention center. Corkage fees may be assessed for all food and beverages brought into the facility. No food or beverage, including marketing giveaways (i.e. bottles of water), is permitted to be brought into the building without the expressed consent of the convention center.

Electrical

The convention center requires that all electrical work inside or attached to disconnect switches, panels, motor control centers, panel boards and other electrical equipment controlled by the center be performed by convention center electrical staff or approved utility services contractors only. Freeman will be providing electrical services. To order services, please view the Exhibitor Service Manual for pricing and order forms.

Food and Drug Administration (FDA) Regulations

It is the responsibility of each exhibitor to comply with FDA regulations. Please contact the Regulatory Affairs Department with any questions on Food and Drug Administration guidelines.

Food and Drug Administration 
CDER Central Document Room:
FDA/Center for Drug Evaluation and Research
DDMAC 5901-B Ammendale Road
Beltsville, MD 20705-1266
Phone: 301-796-1200
Fax: 301-796-9878
Email: druginfo@fda.hhs.gov
Website

Fire Protection

All materials used in the exhibit area must be flameproof and fire resistant in order to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters.

Items not permitted:

  • Crepe paper
  • Corrugated paper
  • Materials that are not flameproof or flame resistant

Items that must be approved and inspected by the Fire Prevention Bureau before use:

  • Display racks
  • Signs
  • Spotlights
  • Special equipment

Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. All aisles and exhibits must be kept clear at all times and fire stations, strobe lights, sprinkler heads and fire extinguisher equipment are not to be covered or obstructed.

Insurance

Exhibitors wishing to ensure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense. Each exhibiting company is responsible for obtaining insurance (liability and fire/theft) in such amounts as deemed appropriate to comply with its obligations hereunder and for its own protection. To purchase insurance for the show, view the Exhibitor Liability Insurance Program.

Liability

The exhibitor agrees to indemnify, defend, and hold harmless DDW LLC, American Association for the Study of Liver Diseases (AASLD), American Gastroenterological Association (AGA), American Society for Gastrointestinal Endoscopy (ASGE), Society for Surgery of the Alimentary Tract (SSAT), Walter E. Washington Convention Center, and general contractor from and against any and all demands, claims and damages to persons or property which arise out of, from or by any act or omission of exhibitor, his/her employees or agents or any charges imposed for violation of any law or ordinance by the exhibitor, his/her employees or agents. As well as to strictly comply with the applicable terms and conditions contained in this agreement between DDW, AASLD, AGA, ASGE and SSAT, against and from any and all loss, cost, damage, liability, or expense which arises out of, from or by any reason of any act or omission of exhibitor, his/her employees or agents.

Lighting

A 50 percent level of lighting is provided during move-in and move-out. One hour prior to the opening of show day, 100 percent lighting will be provided. At the close of the show day, 50 percent lighting level will be restored. Any adjustments to lighting in the Exhibit Hall or concerning your booth must be approved by Show Management. Please visit the exhibitor service center on site for assistance with lighting.

Logo, Acronym and Name Usage

Exhibitors do not have permission to use the DDW logo in promotions or advertisements.

The use of DDW’s name and/or acronym will be determined at the discretion of Show Management and can be approved or denied if DDW deems its use inappropriate.

If approval is given, the first mention of the official DDW name/acronym must be used with the registered trademark (®) in superscript after the full spelling of the event name. Logo components should not be broken apart, altered, or used independently in any other manner other than those expressed in this standards guide.

Spell out the full event name the first time you refer to it in the text, following immediately by the acronym in parentheses. After that, use the abbreviation. Do not use an abbreviation without first spelling it out. If you are only using a term once, do not give the abbreviation in parentheses after it. It is not necessary to repeat the trademark unless it appears in a headline or caption. In the case a piece is too small to include the full spelling of DDW and the DDW logo, the acronym with the registered trademark can be used. An example is a vertical Web ad with text “Visit XXX at DDW® 2021 in Washington, D.C.

Examples:

  • First instance in text: Digestive Disease Week® (DDW)
  • First instance in text with year: Digestive Disease Week® (DDW) 2021
  • Second (and all other) instances in text: DDW

All print, electronic media, web, email blasts and published advertisements must include the following exhibitor information:

  • Exhibitor Name
  • Exhibitor Booth Number
  • If you use the year in conjunction with the DDW trademark or artwork, it must be the correct year of the show.
  • Content must be deemed relevant by Show Management.
  • No grammatical, formatting errors. The copy must be aligned with the DDW Editorial Style Guide.

Here are a few examples of potential items:

  • Conference Bag Inserts
  • Email Blasts
  • Online Product Listings
  • Sponsorship Artwork
  • On-Site Banners or Hanging Signs or any Other Printed Media
  • Literature Racks
  • Digital or Electronic Signage

Meeting Room or In-Conjunction With (ICW) Requests

Meeting room or ICW requests are ancillary meetings, functions, receptions, etc., held in participating hotels and hosted by DDW exhibitors, their third-party contractors, educational institutions and certain non-profit groups. These events are not planned or hosted by DDW or any of its sponsoring societies and can include up to 150 DDW attendees.

Subletting Space

The subletting, assignment or appointment of the whole or any part of booth space by an exhibitor is strictly prohibited. Exhibitors may not permit any other party to exhibit products other than those manufactured or handled by the contracting exhibitor, nor permit the solicitation of business by others within their space. No one other than the contracted exhibitor may solicit business from attendees or other exhibitors within contracted booth space or aisles. If DDW finds that an approved company misrepresented itself to gain approval to exhibit, DDW reserves the right to cancel the contract at any time, including while on-site at the meeting. If DDW cancels misrepresented company’s contracts, the company is responsible for any fees due to DDW or its vendors at the time of cancellation.

Violations

Violation of any of these regulations on the part of the exhibitor, his employees or agents, shall annul the right to occupy space and such exhibitor will forfeit to Management all monies that may have been paid. Upon evidence of a violation, Show Management may re-enter and take possession of the space occupied by the exhibitor and may remove all persons and goods at the exhibitor’s risk. The exhibitor shall pay all expenses and damages that Show Management may thereby incur.

Any violations of the following rules and regulations will result in the loss of priority points. All exhibiting companies and their third-party partners, and booth personnel are expected to comply with all rules and regulations set forth by Show Management.

Any exhibiting company that has been given a warning or notice of violation and has failed to take corrective action will be subject to penalties, as follows:

    • First offense: loss of points for the present event.
    • Second offense: loss of half of points accumulated to date.
    • Third offense: loss of all remaining points accumulated to date.
    • Fourth offense: loss of eligibility to exhibit at DDW for up to three (3) years.

3. General Information

In Booth Activities/Demonstrations (Entertainment, Giveaways, Presentations and Promotions)

Demonstrations, product literature and handout materials are to be straightforward, professional and non-combative in nature and must avoid the use of sideshow or theatrical gimmicks.

In-booth activities and demonstrations to include live interviews must be confined to the limits of the contracted space. The use of magicians, fortune-tellers, dancers, mimes, puppet shows, or other entertainment of this nature is prohibited unless exhibitor has written permission from Show Management. The use of celebrities who are not routinely employed as spokespersons for the exhibiting company is discouraged.

Exhibitors planning a live booth presentation must adhere to the following guidelines:

  • Live Booth Presentations may take place during Exhibit Hall hours.
  • A minimum booth space of 50’ x 70’ must be secured.
  • The height restriction for island and peninsula booths (maximum height 20 feet) must be incorporated into the overall plan and the “theater” layout must be submitted for approval to Show Management by Feb. 5, 2021 (see Booth Drawings).
  • Sound enhancement may be used but the level must be such as to not interfere with adjacent exhibitors. Show Management reserves the right to monitor all sound levels and require the exhibitor to adjust the volume accordingly.
  • No copyrighted music may be used unless the exhibitor has obtained written permission from the copyright owner for such use (see Music Licensing). Programs must be submitted to Show Management for approval by Feb. 5, 2021.
  • A proposal, including times and length of presentations and the proposed speakers and topics must be submitted to Show Management for approval by Feb. 5, 2021.
  • Non-profit organizations are not eligible for live booth productions regardless of the size of booth.

DDW reserves the right to disallow proposed productions. Prior approval for all programs is required.

Giveaways

Exhibitors may market their product or service as they determine necessary as long as their presence or activities remain consistent with the character of the meeting, gastroenterology and its related fields. Any gifts accepted by physicians individually should primarily entail a benefit to patients and should not be of substantial value not more than $100. Show Management reserves the right to determine what is appropriate.

Distribution of lanyards, conference bags or any exclusive sponsorship item will only be permitted if the item is not sponsored.Check with Show Management on which items have been sponsored.

Booth giveaways can only be distributed from booth and nowhere else in the convention center or official hotels by booth personnel or hired staff. Contests, lotteries, raffles and games of chance, other than those sponsored by DDW, are strictly prohibited.

DDW requires approval for giveaway items. Please submit the Giveaway Approval Form for review and approval no later than April 1, 2021. Provide a sample by mail or email. Samples will not be returned.

Drones

The operation (flight) of any drone/unmanned aerial vehicle at DDW is strictly prohibited. Exhibitors will be allowed to display static drones in their booth to showcase the recording capability of the camera(s), but any flight operation will lead to drone(s) confiscation until the end of the show. NOTE: Exhibitors who provide a 4-sided safety fence/cage with top ― and receive written approval from DDW Show Management ― are excluded. Rendering of proposed safety fencing/cage must be approved by Show Management and sent to the convention center. Note: The DDW show policy supersedes the facility policy outlined in the Walter E. Washington Convention Center User Manual.

Exhibitor-Appointed Contractors (EAC)

Exhibiting companies who plan to use a display house/service firm other than the official general service contractor must notify Show Management via the “Notice of Intent to Use Exhibitor Appointed Contractor” form by Feb. 5, 2021. The display house/service firm must provide an original insurance certificate to Show Management by Feb. 5, 2021.

Exhibitors will be held responsible for their EAC’s and are required to communicate all DDW rules and regulations to them. EAC’s will only have access to the floor during move-in/out, not during the show. Only those EAC’s that DDW was notified of by the deadline date, and that furnished a valid insurance certificate by the deadline, will be allowed access to the floor. All others will be denied.

Exhibitor Disputes

Show Management will not attempt to settle disputes between exhibitors over issues such as trademark violations, sign copy and copyright violation claims. Show management understands the sensitivity of these issues; however, it is the responsibility of the exhibitor to receive prior approval from DDW for any product demonstration or presentation that may be questionable in nature, DDW reserves the right to order objectionable presentations discontinued unless or until a mutually agreeable presentation may be developed. The exhibitor waives any rights or claims of damages arising out of enforcement of this rule.

Disputes should be handled through proper legal channels, according to the exhibiting company’s policies and notification should be made to Show Management immediately.

Exhibitor Marketing Toolkit

DDW has created free customizable web ads and social media images to aid exhibitors in their pre-show marketing. The ads are available in different sizes. The documents are available in zip files and Adobe InDesign Files, are PC and MAC compatible, and can be found in the Exhibitor Portal.

Exhibitor Service Manual (ESM)

The Exhibitor Service Manual (ESM) will available online in January 2021. It includes all order forms, policies, contractor listings and other important information you will need for your booth.

Housing

Reservations for hotel accommodations at DDW 2021 must be made through onPeak, DDW’s housing bureau and exhibitors will receive one priority point. Exhibitors will receive booking instructions in January 2021.

Installation and Dismantling

Dates and times subject to change.

Installation Dates

Wednesday, May 19: 8 a.m.–4:30 p.m.
Thursday, May 20: 8 a.m.–4:30 p.m.
Friday, May 21: 8 a.m.–4:30 p.m.
Saturday, May 22: 8 a.m.–3:30 p.m. *All exhibits must be set up by Saturday, May 22, 2021, at 3:30 p.m.

Dismantle Dates

Tuesday, May 25: 4 p.m.–8 p.m.
Wednesday, May 26: 8 a.m.–4:30 p.m.
Thursday, May 27: 8 a.m.–1 p.m.

Dismantling of booths prior to 4 p.m., close of the show on Tuesday, May 25, 2021, will result in a policy violation.

The Exhibitor Service Desk will be open during exhibit set-up, show dates, and move-out. Exhibitors may verify and adjust their requirements for installation, furniture, audio/visual and other auxiliary services at the Exhibitor Service Desk.

Labor Union and Regulations

Please refer to the Exhibitor Service Manual.

Media Policies

Please refer to the full set of media policies, found here.

Medical Waste

Exhibitors are responsible for making necessary arrangements for the disposal of medical waste and for any costs incurred. Failure to dispose of medical waste properly will result in a policy violation and any fee associated with its removal will be charged to the exhibitor. More information will be provided in the Exhibitor Service Manual.

Models, Hostesses and Staff Attire

Exhibitor staff is expected to dress in business and/or business casual or other appropriate attire. Exhibitors should ensure their staff attire (applies to exhibitor’s direct employees or contractors) for a professional environment. The attire of an overly revealing or suggestive nature is not permitted. Examples of such attire include but are not restricted to:

  • Tops displaying excessive cleavage
  • Tank tops, halter tops, camisole tops or tube tops
  • Miniskirts or mini dresses
  • Shorts
  • Lycra (or other Second-Skin) bodysuits
  • Objectionable or offensive costumes


These guidelines are applicable to all booth staff, regardless of gender, and will be strictly enforced. Show Management reserves the right to request an individual booth staff change their attire or leave the premises immediately if Show Management deems it inappropriate.

Booth materials can only be distributed from the booth and nowhere else in the convention center or official hotels by booth personnel or hired staff.

Music Licensing

Show Management does not obtain any music license authorizing the performance of live or recorded music on the show’s premises. Exhibitor hereby warrants and represents that no copyrighted music will be performed, live or recorded, in any location to include: the show floor, conference rooms, or hospitality suites, during the show dates unless the exhibitor has obtained written permission from the copyright owner for such use. To obtain music licenses please view ASCAP or BMI.

Should an exhibitor violate this policy, exhibitor agrees to indemnify, save, hold harmless, defend and bear all expenses as they are incurred by Show Management, AGA, AASLD, ASGE and/or SSAT, and their respective directors, officers, agents, employees, and each of them, from and against any and all claims, costs and expenses (including legal fees and expenses), demands, actions, and liabilities of every kind and character whatsoever with respect to the unauthorized use of copyrighted music.

Off-Site Advertising

Show Management has established an advertising policy which applies to any property outside the convention center to which all exhibitors must abide. This policy applies but is not limited to, airport, hotels (including hotel room drops), transit, billboards, taxi/van wraps and pedicabs.

DDW has established a two-mile convention center radius off-site marketing policy. This policy is in place to protect DDW’s brand, show integrity, but more importantly protect our paid exhibitors from non-exhibiting companies encroaching on the DDW’s exhibits, education sessions or any other events happening throughout the week. DDW will continue to ensure the success of the event and continue to provide a first-class experience for our attendees, exhibitors and media.

Exhibitors interested in advertising outside of the convention center or at a host city airport are required to contact DDW for approval. DDW will work directly with the exhibitor and a third-party vendor on a collaborative solution that adheres to DDW’s off-site advertising policy and meets the goal of the exhibitors marketing plan.

This policy includes, but is not limited to the following:

  • Airport.
  • Bars and Lounges.
  • Billboards.
  • Hotels (including hotel room drops), fascia, lobby, lounges, corridors and sleeping rooms.
  • Local storefronts and attractions.
  • Parking lots.
  • Professional sports stadiums, arenas, etc.
  • Restaurants.
  • Theaters.
  • Transit, to include taxi/van wraps, buses, pedicabs and Segways.
  • Any street activities, art, street vendors, performers or exterior guerrilla marketing.

Exhibitors who do not abide by this policy will be subject to action outlined in the DDW Exhibitor Policies, under Violations.

Outboarding (See: Suitcasing)

Outboarding is prohibited at DDW and refers to non-exhibiting companies that set up exhibits, display of any kind or events at off-site locations, hotel hospitality suites or restaurants, and encourage DDW attendees to leave the show floor or sessions and spend time with them. Competitive events see to draw conference attendees away from an official event sanctioned by DDW and are therefore detrimental to the success of the official event.

In order to protect our valued exhibitors and their investment in attending DDW and in supporting DDW, our rules and regulations strictly prohibit solicitation; “suitcasing” or “outboarding” by individuals, attendees or companies who transact business at the show, in official DDW hotel guest room, hospitality suite, restaurant, club or any other public place of assembly and have not purchased an exhibit booth. DDW rules and regulations also prohibit any individuals, attendees or companies from scheduling an event that competes with an official event sanctioned and publicized by DDW. Competitive events seek to draw conference attendees away from an official event sanctioned by DDW and are therefore detrimental to the success of the official event.

By suitcasing or outboarding the show, an individual, attendee or company gains an unfair competitive advantage over DDW exhibitors that have invested money and other resources to exhibit and deprives DDW of income used to support our initiatives which include keeping continuing education costs at a minimum for our attendees.

Those who violate this policy will be informed of the DDW Policy in (both verbal and written form)

  1. On the first violation, the individual’s registration file is marked and a letter of explanation sent to the offender and his/her organizational supervisor;
  2. The second offense results in a letter of reprimand, again to the individual and the organization, stating that the individual offender cannot attend DDW for a period of 12 months.
  3. Third offenses result in a letter indicating that all representatives from that organization may not attend DDW for 24 months unless extenuating circumstances can be demonstrated. DDW reserves the right to make the final judgment in such cases.
  4. DDW is responsible for informing the violators of the infraction and any penalties. Additionally, management maintains all marked registration records.

DDW has created an online reporting form to submit a report of any violations at DDW. DDW will respond to all submissions after investigating. Please use the following link to report an active violation of DDW Policies.

Payment

DDW offers a convenient payment schedule:

  • Applications submitted before Nov. 2, 2020:
    • Full payment due Nov. 2, 2020. Ten (10) priority points will be awarded for full payment before this date.
    • Full payment not made before Nov. 2, 2020:
      • Booth will be released into general inventory and DDW reserves the right to resell the space.
      • Company will need to reapply for booth space at DDW.
  • Applications submitted on or after Nov. 2, 2020:
    • Full payment is required before booth space is assigned.
    • Booth confirmation and copy of executed contract will be sent upon receipt of full payment.
    • Application will expire if full payment is not received within 30 business days of submission. Any applications received after April 23, 2021, will need to pay by credit card or send a check, wire transfer or ACH within five (5) business days of submission. If payment is not received during that time your application will expire and you will not be assigned a booth.

Exhibitors who have not paid in full for ALL exhibitor-related activities will not be permitted to set up their booths.

Payments are accepted via check, credit card, money order or wire transfer. Checks and money orders must be made out to Digestive Disease Week. Checks must be in U.S. dollars drawn from a U.S. bank. There will be a 2.5% convenience fee charged on all credit card transactions.

Invoices will be available after your booth is confirmed by Show Management. It is your responsibility to go into My Account to access your invoice. Show Management will not automatically send your invoice.

Photography, Videography and Recordings (Digital Media)

All photography, videography or recording must be approved by Show Management. The photographer, videographer or recorder must report directly to their designated location upon arrival. They must not photograph, video or record any other exhibitors or areas other than the exhibitor that retained their services. If the exhibitor is not using a third party but providing their own equipment and staff they must be submitted to Show Management for approval. The following information must be submitted for review:

  • Name of photography, videography or recording company
  • Name of the staff or contact from the photography, videography or recording company
  • Date of arrival in the convention center or exhibit booth
  • Time of arrival in the convention center or exhibit booth
  • Duration of photography, videography and/or recording session

Attendees, exhibiting personnel and exhibitor-appointed photographers are prohibited from shooting video, photos or recordings anywhere in the sessions and the exhibition areas. If you see any unauthorized persons who are using cameras of any sort (including mobile devices such as phones, tablets, laptops or any similar devices) in the sessions or exhibition areas, please contact the floor manager, security personnel or Show Management.

Priority Points

Priority points are intended to serve as the basis for scheduling the assignment/selection of booth space. Supporters who have accumulated the highest number of priority points are given first access to the available space. The supporter with the longest, year after year, show participation will be given priority in the event of a tie in priority points.  

Your company will earn points by:  

  • Continuous Supporter: Three (3) points for exhibiting at DDW each year. 
  • Exhibit Space Points: One (1) point for every 100 square feet of exhibit space purchased.   
  • Sponsorship via DDW: Two (2) points for every $2,000 spent on sponsorship opportunities that are secured through the Industry Supporter Dashboard.
  • Sponsorship via DDW Partners: One (1) point for every $2,000 spent on sponsorship opportunities secured through DDW Vendor Partners (EMC Outdoor, ARP Digital Media, etc.)   
  • Product Theaters: Three (3) points for each timeslot secured. 
  • Satellite Symposia: Six (6) points for every symposium secured. 
    • If a symposium is secured via a medical education company or third party and has multiple supporters, the points will be split between the multiple supporting organizations. 
  • Housing: Ten (10) points for securing your hotel accommodation through DDW, with a minimum of one room booked. 
  • Supporter Survey: Ten (10) points for completed supporter survey. 
  • If applicable for that year. 
  • Timely Payments: Ten (10) points for paying 100% of total booth fee by the deadline. 
  • Social Media Promotion: Two (2) point for every promotion on any social media platform. Supporters must complete the social media promotion form to receive credit. If the form is not submitted, credit will not be given. 
  • In-Conjunction With (ICW) Meetings: Five (5) points for securing your additional meeting space accommodations through the DDW ICW process. 
  • Invite a Customer: Twenty (20) points for using the InGo Tool.   

Existing supporters that purchase another exhibiting company will maintain the highest number of points between the two companies as their new point total. For example, if ABC, Inc. purchases XYZ, Inc. and ABC, Inc. accrued 10 points while XYZ, Inc. accrued 20 points, then ABC/XYZ, Inc.’s new point total is now 20 points.  

Product Theaters

Product Theaters are turnkey, 45-minute marketing presentations about an exhibitor’s products or services. These sessions do not offer CME credits, rather, provide an opportunity for exhibitors to create a presentation centered on their products and offerings. For more information, review the FAQs and rules or contact Nia Murphy.

Satellite Symposia

Satellite Symposia are educational programs held before or after DDW scientific sessions and hosted by exhibiting companies. Some of these seminars offer CME credit to participants. For more information, review the FAQs and rules or contact Alex Vadala.

Sales and/or Order Taking

The purpose of the exhibit is to further the education of attendees through product and service displays and demonstrations. Sales are confined to the inside of the paid exhibit space. 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 exhibitor’s own, unaltered products and the products or services must be pertinent to the attendees’ professional interest. Show Management reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Exhibitors must comply with all local sales tax requirements. Exhibitors selling or taking orders during the meeting must adhere to all applicable laws, including business licensing, sales licensing, tax regulations and payments, and other commercial laws.

Security

Show Management will provide reasonable security protection when exhibits are closed, but the safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor. Each exhibitor is required to purchase a portal to portal rider (available at a nominal cost) on their own insurance policy, protecting them against loss through theft, fire, damage, etc. DDW is not liable for any damages of exhibit materials, goods and/or wares nor is it liable for any theft, damage by fire, accident or loss of any kind.

If exhibitors need to order booth security or are providing personal or private security, they may do so by submitting a request form to Show Management. Security requests can include product launches, after hours or other coverage as needed.

Exhibitors should notify show management of important incidents prior to the event that could directly or indirectly impact the event including threats, litigation, etc.

For emergencies — fire, police and medical — dial 6060 from any house phone or 312-791-6060 if you cannot locate a house phone.

Emergency Procedures

Inform Walter E. Washington Convention Center Security about:

  • Nature of the emergency
  • Your name
  • The phone number from which you are calling
  • Exact location — if you are inside any of the exhibit halls, provide the letter/number of the nearest column.
  • Remain calm.
  • Do not hang up until you are sure no further information is required unless there is an immediate threat to your safety.
  • If conditions are safe, wait for the arrival of emergency personnel and assist in directing them to the appropriate location.
  • If you cannot leave an ill or injured person to call security, call out loudly, “Help, medical emergency (and your location).”

After notifying emergency personnel, notify Show Management staff from any house phone. For non-emergencies dial Security/Guest Services at extension 6060 or from an outside line 312-791-6060.

Shipping, Freight and Material Handling

The following dates are subject to change.

Advance Shipments

Freeman will accept crated, boxed or skidded materials beginning Monday, March 29, 2021, and the deadline penalty for receipt of this advance shipment is on Tuesday, April 20, 2021. Material arriving after this date will be subject to additional fees.

Each box or piece must use the following label:
DIGESTIVE DISEASE WEEK 2021
Exhibiting Company Name
Booth #_____/Phone Number
Address
City, State ZIP

Direct Shipments

Beginning at 8 a.m. on Wednesday, May 19, 2021, direct shipments will be accepted as assigned target move-in date. Each box or piece must use the following label:

DIGESTIVE DISEASE WEEK 2021
Exhibiting Company Name
Booth #_____/Phone Number
C/O Freeman
Walter E. Washington Convention Center
801 Mt Vernon Pl NW
Washington, DC 20001

Sponsorships: Payment Terms

All DDW Sponsorships will be billed at 100% upon selection and execution of the sponsorship contract. Payment is due no later than 30 days from the date of order. Failure to make full payment by this date will result in the item being placed back into inventory for another party to purchase and exhibitors will incur cancellation fees for the sponsorships (see below).  DDW reserves the right to reject or resell any opportunity if payment is not received within 30 days. If an order is placed after Jan. 29, 2021, payment will be due upon reservation. DDW reserves the right to not fulfill any unpaid Sponsorships.

Sponsorships: Cancellation Fee

Notification of sponsorship cancellation must be in writing. Any exhibitor canceling a sponsorship will be charged a fee based on the following schedule:

  • On or before Jan. 15, 2021: 50% of total sponsorship fee is due, regardless of whether or not the opportunity is re-sold.

  • After Jan. 15, 2021: 100% of total Sponsorship fee is due, regardless of whether the opportunity is re-sold.

Storage of Crates and Boxes

Proper labels and tags to store crates and boxes will be available at the Exhibitor Service Desk and handled by our official general service contractor, Freeman. All cartons, crates, containers, packing materials, etc., which are necessary for repacking must be labeled with “empty” stickers, and they will be removed from the floor. Crates and boxes cannot be stored behind booth displays.

Sound Inside Booth

Sound enhancement may be used but the level must be such as to not interfere with adjacent exhibitors. Sound and noise should not exceed 80 decibels when measured from the aisle immediately in front of a booth. Show Management reserves the right to monitor all sound levels and require the exhibitor to adjust the volume accordingly.

Sponsorship Artwork Production Instructions

All sponsorship production information can be found in the Exhibitor Portal under Sponsorships. Final artwork upload instructions will be provided during the artwork approval process.

All artwork submitted after the published deadline is subject to late/rush fees or will not be fulfilled. If the sponsorship can be fulfilled with late artwork, the fees will be billed after the current show is complete. DDW can provide estimates of late/rush fees but cannot be held liable if the estimate provided is lower than the charged late/rush. If a sponsorship is not fulfilled due to late artwork, the sponsor is still responsible to pay the sponsorship fee at 100%.

Suitcasing (See: Outboarding)

Suitcasing is prohibited during DDW and refers to those non-exhibiting companies or persons who go to shows as an attendee but “work the aisles” from their suitcase/briefcase and solicit business in the aisles, lobby, or any common areas.

In order to protect our valued exhibitors and their investment in attending DDW and in supporting DDW, our rules and regulations strictly prohibit solicitation; “suitcasing” or “outboarding” by individuals, attendees or companies who transact business at the show, in official DDW hotel guest room, hospitality suite, restaurant, club or any other public place of assembly and have not purchased an exhibit booth. DDW rules and regulations also prohibit any individuals, attendees or companies from scheduling an event that competes with an official event sanctioned and publicized by DDW. Competitive events seek to draw conference attendees away from an official event sanctioned by DDW and are therefore detrimental to the success of the official event.

By suitcasing or outboarding the show, an individual, attendee or company gains an unfair competitive advantage over DDW exhibitors that have invested money and other resources to exhibit and deprives DDW of income used to support our initiatives which include keeping continuing education costs at a minimum for our attendees.

Those who violate this policy, will be informed of the DDW Policy in (both verbal and written form)

  1. On the first violation, the individual’s registration file is marked and a letter of explanation sent to the offender and his/her organizational supervisor.
  2. The second offense results in a letter of reprimand, again to the individual and the organization, stating that the individual offender cannot attend DDW for a period of 12 months.
  3. Third offenses result in a letter indicating that all representatives from that organization may not attend DDW for 24 months unless extenuating circumstances can be demonstrated. DDW reserves the right to make final judgement in such cases.
  4. DDW is responsible for informing the violators of the infraction and any penalties. Additionally, management maintains all marked registration records.

DDW has created an online reporting form to submit a report of any violations at DDW. DDW will respond to all submissions after investigating. Please use the following link to report an active violation of DDW Policies.

Trash Policies

Exhibitors are not permitted to abandon their exhibit and shipping materials — booth walls, carpet, furniture, creates or biological materials — at the end of the trade show. Those who abandon their booth materials are responsible for the cost of removal.