Attendee giveaways, contests, and/or lotteries are permitted, provided that the Industry Supporter receives approval by DDW prior to the Event and the activity is 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. Distribution of lanyards and conference bags is against DDW policy as these are exclusive sponsorship opportunities. DDW requires approval for giveaway items and companies must provide a picture sample to Show Management. For contests and/or lotteries, Industry Supporters are solely responsible for notifying any winners, and alcohol is not permitted as a prize. Further, Industry Supporters are responsible for any permits, occupational licenses, and city/state sales taxes, if applicable.

DDW reserves the right to restrict activities that it deems inappropriate or unprofessional.

Audio equipment must be positioned to face the inside of the booth and sound must be directed into the booth. Monitors for videotapes and films, presentations or any other visual system may be used, provided they are placed at least five feet (5’) from any of the edges of the booth for island booths and at least two feet (2’) from the front edge of the booth for inline/corner booths to prevent congestion in the aisles. Large video reproduction or digital information display screens should be positioned in such a way as to preclude viewing solely from aisles surrounding the booth.

Sound volume must not exceed 80 decibels or the facility’s limit, whichever is lower, when measured from the aisle immediately in front of the booth.

At the discretion of the DDW, those companies determined to be in violation of the audio-visual policy will be asked to reduce the sound level and/or to direct attendees within the parameters of the booth. After the first warning, if the sound level remains unchanged and/or aisle congestion persists, then electricity in the booth will be disconnected and the presentation terminated. Industry Supporter will not receive a refund for any disconnected services and will be responsible for any associated fees that come with disconnection.

Industry Supporters must include audio-visual plans with their booth drawings.

The use of biological tissue, organs, or body parts must be pre-approved in writing by DDW prior to the show. Biological waste brought into the facility is the ultimate responsibility of the Industry Supporter. The Industry Supporter must adhere to all local and federal laws for transportation, storage, and disposal of their biological waste. All medical and biological waste must be disposed in accordance with the manner prescribed by guidelines of the designated city in which DDW is partaking and the Occupational Safety and Health Act and must be handled by a licensed medical waste transporter. The Industry Supporter is responsible for all disposal costs. Please reach out to your account manager if you need pre-approval for the use of biological tissue, organs, or body parts.

DDW requires all booths regardless of size and type to submit drawings, plans, or renderings of their booth to Show Management in a digital format. Industry Supporters with island booths must also submit adequate drawings, plans, or renderings of their booth to the fire marshal and the facility. To be considered adequate, booth drawings must include the following:

• Top, side, and front orientation
• Concept and construction renderings
• All dimensions in inches or feet (including heights and applicable setbacks)
• Supplemental lighting requests
• Designated areas within the booth (i.e., presentation theater, food and beverage, meeting rooms)

If drawings or renderings do not include all of the above, Show Management will not be able to approve your plans. If booth drawings are not submitted by the deadline, DDW has the right to prohibit the construction of the booth. Any additional cost will be at the Industry Supporter’s expense.

Booth space does not come with carpet. DDW requires that all booth space be carpeted, and ordering carpet is the responsibility of the Industry Supporter. U.S. standard size (10’ × 10’) carpet may be ordered through the official General Service Contractor (GSC).

Show Management has the right to have the GSC place carpet in any booth space not carpeted by noon on Friday. Supporters will be responsible for payment to the GSC. Supporters are responsible for ordering specific equipment and supplies through official DDW vendors. Order forms for will be included in the Service Manual.

All sales, dispensing, and/or delivery of pharmaceutical products of any kind are strictly prohibited. Violation of this policy will result in the immediate termination and closing of the offending booth. The Industry Supporter will also forego all money paid to DDW and all accrued priority points. It is at the sole discretion of DDW to prohibit participation in future DDW meetings by offending Industry Supporters.

Any supporter that wants to bring a drone(s) onto the show floor must submit approval to Show Management. Please defer to the rules of the facility with regard to limitations and safety procedures. If you are considering bringing a drone(s) onto the show floor, please reach out to your account manager.

The use of flashing lights, megaphones, loudspeakers or other noisy or undignified displays (i.e., excessive noise, heat, light, or pollution emanating from booths) is prohibited. Helium balloons, sand, glitter, confetti, popcorn, nuts in shells, fried foods (cooked in booth), live animals (except pre-approved booths and service animals for the physically impaired or disabled), or any other items that are prohibited at the facility, are not allowed. DDW reserves the right to add other prohibited items and to make the final decision.

Food and beverage must be served within the limits of the contracted space. All food and beverages, including alcohol, must be ordered through, and approved for distribution by, the official catering vendor. To control aisle congestion and reduce litter and spills, these policies must be observed:

• Prior approval for alcoholic beverages is required from Show Management. Please reach out to your account manager for approval.
• No popcorn machines, fried foods (cooked in booth), or nuts with shells may be served from any booth.
• Adequate trash receptacles and porter/cleaning personnel must be provided by Industry Supporters. If Show Management deems that more porter/cleaning services are needed due to food and beverage in your specific booth all fees will be charged back to Industry Supporter.
• No hospitality may interfere with the access to neighboring booths.

Hanging signs, banners, or other visual elements are only permitted over island booths. The maximum height permitted for hanging signs is 20′ at top. Height is measured from floor to top of sign. Truss and support cables may exceed 20’ but must be approved by Show Management.

• Support structures, hanging signs and banners, trusses, and lighting elements may be limited based on the facility’s restrictions.
• Support structures, hanging signs and banners, trusses, and lighting elements must be confined to the area above the booth. All structures must follow the facility’s and General Service Contractor’s policies and procedures.
• No support structures, hanging signs and banners, trusses, and lighting elements are allowed outside the boundaries of the booth space.

Any lighting adjustments must be submitted with booth drawings and approved by Show Management.

In-booth presentations and demonstrations, including 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 a supporter has written permission from Show Management. The use of celebrities who are not routinely employed as spokespersons for the Industry Supporter is discouraged.

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

• Live booth presentations may take place during published Exhibit Hall hours only.
• Live booth presentations must occur within the booth space. The activity must be set at least five feet (5’) from any of the edges of the booth for island booths and at least two feet (2’) from the front edge of the booth for inline/corner booths to prevent congestion in the aisles. Industry Supporters shall be responsible for the safety of all individuals participating in and/or viewing these activities.

• The use of sound equipment in booths is permitted if the noise level does not disrupt the activities of neighboring Industry Supporters. Speakers and other sound devices must be positioned to direct sound inward (to be contained within the booth) rather than outward (toward aisles and other booths). Sound volume must not exceed 80 decibels or the facility’s limit, whichever is lower, when measured from the aisle immediately in front of the booth. If an Industry Supporter or an attendee is standing within ten feet of an Industry Supporter’s booth and cannot carry on a normal voice-level conversation, the noise source is too loud.
• At the discretion of the DDW, those companies determined to be in violation of sound restrictions will be asked to reduce the sound level and/or to direct attendees within the parameters of the booth. After the first warning, if the sound level remains unchanged and/or aisle congestion persists, then electricity in the booth will be disconnected and the presentation terminated. Industry Supporter will not receive a refund for any disconnected services and will be responsible for any associated fees that come with disconnection.

• No copyrighted music may be used unless the Industry Supporter has obtained written permission from the copyright owner for such use (see Music Licensing).
• A proposal, including times and length of presentations and the proposed speakers and topics, must be submitted to Show Management for approval.
• Non-profit organizations are not eligible for live booth productions regardless of the size of booth.
• DDW reserves the right to discontinue and/or suspend any booth activity, demonstration, or presentation at any time at its sole discretion.
• All booth activities, including lines for catering, should include plans to prevent attendees visiting their booth from congesting the aisles and disrupting neighboring booths. Congestion in the aisle is a safety hazard and monitored by the facility and local fire marshal. Attendee congestion in the aisles outside a booth is an indicator of the need for a larger booth, which may be required by Show Management for the Industry Supporter to participate in future DDWs.  Show Management may require the Industry Supporter to hire security to control any lines in the aisles at the Industry Supporter’s expense.

Use of lasers, compressed inert gases, and compressed liquids are subject to review and approval by the DDW and the facility. All requests must be received in writing and should state the nature of the process or equipment to be demonstrated, the quantity of equipment, proof of insurance, and how demonstrations will avoid hazards to people or nearby objects.

All requests for lasers, x-rays, liquid nitrogen, and ultrasound equipment must be submitted to your account manager for approval.

The operation of X-ray equipment and radiographic equipment is prohibited. Laser companies may not operate carbon dioxide, argon, helium-neon, or other types of lasers in a therapeutic or treatment mode without providing a suitable, enclosed space for demonstration and eye protection for those viewing and operating the laser. Large and prominent warning signs must be displayed advising viewers of laser use. The Industry Supporter must provide the needed personnel to ensure absolute safety for and control of viewers and operators. Sound volume from the operating of lasers outside the booth must not exceed 80 decibels or the facility’s limit, whichever is lower, when measured from the aisle immediately in front of the booth.

Demonstrations of ultrasound scanning devices on human models are allowed if the models are not injured by the ultrasound demonstrations, either in single or repeated applications, and there is no danger from ultrasound to booth personnel or surrounding booths or attendees.

It is the sole responsibility of the Industry Supporter to purchase or secure lead retrieval through our approved vendor. Industry Supporters may conduct market research, promotional outreach, and business communication with the leads that are captured. Market research companies must identify who they are conducting market research for at the time of application.

Companies in island booths are required to comply with the line-of-sight guidelines. Backgrounds, displays, and structures can be up to 20’ in height. This applies to all components and properties of the booth, including fixtures, overhead and ground supported signs, etc. Supporters must comply with the following policies:

• All island booths must have at least 25% clear see-through with an opening from floor to ceiling on all four sides. Island booths are subject to onsite review and required modification where necessary, at the Industry Supporter’s expense.
• 20′-40’ wide island booths must maintain a 1′ setback of all booth structures 8′ in height, from the floor.
• 50′-70’ wide island booths must maintain a 2′ setback of all booth structures 8′ in height, from the floor.
• 80’+ wide island booths must maintain a 3′ setback of all booth structures 8′ in height, from the floor.
• All equipment, demo products, presentation theaters, etc. must maintain at least a 5’ setback for all island booths and at least a 2’ setback for all inline/corner booths. This must be clearly outlined in your booth drawings.

DDW does not allow multi-level displays.

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

Retail sales of goods by Industry Supporters must be requested and approved in writing by the DDW. To gain approval, please reach out to your account manager. Any Industry Supporter not providing DDW with advance written notice of the intent to conduct Retail Sales at DDW may have their booth closed by Show Management at any time. Supporters must purchase booth space of sufficient size to accommodate their customer volume. DDW reserves the right to require retail Industry Supporters to maintain a minimum booth size to ensure that all attendee interactions and commercial transactions occur within the boundaries of the booth. Attendees cannot stand in the aisles. If there are lines, Show Management may require the Industry Supporter to hire security to handle traffic in the aisleways.

Any type of booth can be involved in retail sales and the guidelines for each booth design type are applicable. Industry Supporters must follow all facility guidelines regarding cash and cash sales. If additional security is required to use cash, the Industry Supporter is responsible for obtaining the necessary security, as well as any associated fees.

All retail booths must follow the below:

• All displays, tables, show cases, signs and booth materials must be placed at least five feet (5’) from any of the edges of the booth for island booths and at least two feet (2’) from the front edge of the booth for inline/corner booths. This set back requirement is the minimum distance required for submitted designs to ensure that all business is conducted within the booth space.
• Design plans must include vehicle staging, hanging signs, rigging components, enclosed spaces, and any audio-visual systems (theaters, video screens, audio systems, etc.) included in the booth.

DDW also reserves the right to close retail booths if surrounding booths are disrupted by sales activity or at the discretion of DDW Show Management.

Sales Tax and Licenses

Retail sales Industry Supporters are responsible for all pertinent business licenses, certificates, sales permits, and taxes required by the city and state in which DDW is taking place.

All booths should be designed and erected to withstand normal contact or vibration caused by neighboring supporters, hall laborers, or installation/dismantling equipment, such as forklifts. Booths should 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.

Industry supporters should ensure that any components such as tables, racks, or shelves are designed and installed properly to support the product or marketing materials. Booths visible from other levels or overhead must ensure the booth presents a finished look from above, enclosing cable, wood, and paint.

Any supporter that wants to bring a vehicle on the show floor must submit approval to Show Management. Please defer to the rules of the facility with regard to safety procedures and process of load in and load out. Please reach out to your account manager if you are considering bringing a vehicle onto the show floor.