CalDerm expects over 150 dermatology physicians to attend this meeting, primarily from the state of California with about 5% from other states. CalDerm leadership actively promotes industry support by encouraging their colleagues to spend time with exhibitors during the exclusive visiting times and works to ensure productive face-to-face networking opportunities.
Exhibiting companies will receive periodic attendee rosters in electronic form as they become available or by request. A roster will be distributed at the conference and a follow-up electronic roster will be sent to all exhibiting companies as there are many on-site registrations.
Application & Selection Procedures
Categories of Exhibits
CalDerm will consider applications for exhibit space for products or services in the following categories:
- Associations & Foundations
- Computer Software & Hardware
- Cosmetics & Skin Care
- Disposable Medical Supplies
- EMR/EHR Systems
- Laboratory Services
- Laser & Laser Supplies
- Market Research
- Medical Lighting Equipment
- Office Equipment & Supplies
- Photographic Equipment & Imaging Services
- Phototherapy Equipment & Supplies
- Practice Manager
- Publishing & Educational Materials
- Surgical Instruments
- Other – Please Inquire
Exhibits are to be displayed in such a manner that the presentation of products and services in the exhibit hall will enhance the overall educational goals of the Symposium.
To apply for exhibit space, please complete the online Exhibitor & Industry Support application. Once reviewed, exhibit space will be confirmed with credit card payment or when a check is received. Checks must be received within 30 days of application or a new application will need to be completed. Space will not be assigned without payment. Applications from companies that have outstanding balances due to CalDerm from prior tradeshows will not be processed without full payment of delinquent accounts.
Should CalDerm sell-out its exhibit booth space, a waiting list will be maintained on a first come, first served basis. Any cancelled booths will be offered to companies on the waiting list in the order of the wait list request.
Exhibit Floor Plan & Space Assignments
The Exhibit Hall floor plan is provided to all paid exhibitors. Premier Exhibit Booth purchasers or sponsors receive priority placement and may select booth assignment from those that are still available. Standard Exhibit Booth purchasers will be assigned booth space on a first-come, first-served basis following the completion of the online application and payment. Consideration will be made to maintain a reasonable distance from any direct competitors – please contact CalDerm should you have specific requests.
Notification of an exhibitor’s decision to cancel must be sent in writing (email acceptable) no later than 30 days prior to the start of the exhibit show for a full refund. No refunds will be issued after this date, however, fees can be applied to a future meeting. Cancelled booths will be offered to companies on the waiting list.
Official Show Decorator
Confirmed exhibitors will receive a tradeshow services kit from CalDerm that includes instructions and forms for shipping, drayage, electrical outlets, additional furnishings and other services.
Physical Exhibit Table Top Space
All physical exhibit table top space will be placed and constructed by the hotel. Exhibitors shall not move, adjust or displace any part of the physical exhibit booth space unless express permission has been granted by CalDerm.
Advertising, Promotions & Display Materials
Exhibit items, advertising literature or pamphlets that are distributed may contain only recognized indications and claims. Advertising in any media that particular products or services have been exhibited at a CalDerm CME event or in a manner that could be construed as an endorsement by CalDerm or by its members is prohibited.
CalDerm logos, seals, trademarks, service marks, or other similar property rights, including those that are in disuse, may not be used in connection with any product or advertising materials displayed or distributed. Exhibitors shall not transmit or permit anyone to transmit any part of the Symposium by means of radio, television, cable, videotape, online stream or other method of transmission of audio or visual reports. Exhibitors may not reference any part of the CalDerm Symposium program in any of their exhibit marketing materials or within their exhibit booth.
Advertising materials, other than official CalDerm advertising programs, may not be distributed outside the exhibitor’s booth. This applies to distributing flyers, handbills, invitations, magazines or other advertising materials to hotel rooms of Sympsoium attendees. Canvassing or distributing materials in any part of the convention center or hotels used by CalDerm during the Symposium is prohibited.
Registration & Badges
All representatives of exhibiting firms must register and wear the official exhibitor’s badge for admission to the exhibit hall and for the duration the exhibitor is in the exhibit hall. The company name that appears on the badge will be the name provided on the online Exhibitor Application only. Company name changes will not be accepted on-site. Company badges will not be accepted in lieu of the official badge. Individuals who do not have badges will not be admitted into the exhibit area. Badges may not be altered or covered in any manner. Individuals found in violation may be asked to relinquish their badge and escorted from the exhibit hall.
The exhibitor is permitted to demonstrate the firm’s equipment, make informational presentations regarding the product line or service, and distribute product information and related product marketing activities from the exhibit booth.
Under no circumstances may exhibitor marketing activities take place outside the exhibit booth, whether in or around the host hotel or during CalDerm Symposium program hours. Activities that interfere with normal traffic flow, infringe on other exhibits, or interfere with any meeting activities as determined by CalDerm, are prohibited.
Aisles may not be obstructed due to any activities within the booth. Exhibitors are responsible for monitoring attendance to prevent aisle congestion. Presentations will be limited or eliminated in situations where overflow becomes a problem. Exhibit personnel or devices may not operate outside the booth space assigned, and/or exhibit hours. Product and service demonstrations may be conducted by professional presenters or models; however, demonstrations are to be straightforward, professional and non-combative in nature. The display of offensive materials, as determined by CalDerm, will be prohibited. The use of live animals and live subject demonstrations for the purpose of demonstrating techniques that involve equipment or prescription pharmaceuticals is prohibited. Cosmetics and nonprescription skin care products may be demonstrated.
Because the exhibition of experimental products or services, the efficacy of which may not yet have been fully determined or which may not yet be commercially available, may in some cases be of significant scientific educational value, the exhibition of such products or services may be permitted if the basic criteria for technical exhibits are satisfied. The exhibition of such experimental products and services must also be in accordance with all applicable FDA regulations.
Exhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including but not limited to any or all approval requirements. Exhibitors are reminded that the FDA generally prohibits the advertising or other promotion of investigational or unapproved drugs and devices. The FDA also forbids the commercial promotion of approved drugs or devices for unapproved uses. Unapproved devices may be displayed only if they are the subject of an effective investigational device exemption (IDE) or if they are the subject of a pending 510(k) pre-market notification application.
Any investigational product that is displayed or graphically depicted within the exhibit must (a) contain no claims of safety or effectiveness, (b) contain no comparative claims to other marketed products, and (c) be accompanied by a sign clearly and prominently stating that the device is limited by federal law to investigational use and is not approved by the FDA for commercial distribution in the United States. Exhibitors may not sell, commercialize, or take orders or names with respect to an investigational drug or device, or a device that is the subject
The use of sound systems is permitted provided they do not interfere with the ability of neighboring exhibitors to conduct business activities. Any exhibit may be closed if deemed by CalDerm, in its sole discretion, to have an excessive noise level. Exhibitors are responsible for obtaining appropriate licenses for any copyrighted music used in connection with their exhibit.
Exhibit Booth Access
Exhibit personnel may not enter another exhibitor’s booth without obtaining permission, nor may they conduct activities, which in the opinion of CalDerm, may impede another exhibitor’s ability to conduct business. This is in respect of the rights of other exhibitors to conduct business during exhibit hours without interference or improper intervention. CalDerm, its representatives and employees, shall have free access to any exhibit at all times.
Insurance protection will not be afforded to the exhibitor either by CalDerm or by the Symposium host property. Exhibitors shall carry their own insurance to cover exhibit material against damage and loss, and public liability insurance of at least $1 million per occurrence and $1 million aggregate, against injury to the person and property of others.
Liability and Indemnification
The exhibitor will be fully responsible for any claims, liabilities, losses, damages, or expenses relating to or arising out of any injury to any personnel of an exhibitor or to any other person or any loss of or damage to any property of an exhibitor or any other property where such injury, loss or damage is incident to, arises out of, or is in any way connected with the exhibitor’s participation in the CalDerm Symposium, and the exhibitor shall protect, indemnify, hold harmless and defend CalDerm, its officers, directors, agents, members and employees from and against any and all such claims, liabilities, losses, damages and expenses, provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence or willful misconduct of CalDerm, its officers, directors, agents, members, or employees or the Annual Meeting host property or its agents, servants or employees.
Exhibitor further waives any claim against CalDerm, its officers, directors, agents, members and employees, arising out of the oral or written publication or republication of any statement made in connection with the Symposium by anyone concerning the exhibitor or his/her exhibits, products or services.
In case any part of the exhibition hall is destroyed or damaged so as to prevent CalDerm from permitting an exhibitor to occupy assigned space during any part or the whole of the exhibition period, or in case the occupation of assigned space during any part or the whole of the exposition period is prevented by strikes, acts of God, war, terrorism, national emergency or other cause beyond the control of the Academy, then the exhibitor will be charged for space only for the period the space was or could have been occupied by the exhibitor; and the exhibitor hereby waives any claim against CalDerm, its directors, officers, agents, members or employees for losses or damages which may arise in consequence of such inability to occupy assigned space.
The exhibit hall is a secure room that will be locked during all non-program hours of the CalDerm Symposium. Exhibitors are responsible for safeguarding their goods, materials, equipment and exhibits at all times during the designated CalDerm Symposium program.