By applying for exhibit space, a company agrees to adhere to all terms and conditions of these Rules & Regulations. The CCJR® Organizers require the full cooperation of exhibiting companies in their observance. Please ensure that your promotional or marketing department, or anyone else involved in planning your exhibit, has a copy of these Rules & Regulations.

If you have any questions regarding booth space or logistics throughout the planning process, please contact:

Jola Tricroce

Director, Education and Meetings,

The Hip Society / The Knee Society

Direct: (847) 595-1733

Email: Jola.Tricroce@hip-knee.org

June 1, 2023:
Application for exhibits opens

October 1, 2023:
Advance Exhibit application deadline; Full refund of paid exhibit fees or adjustment of fees due to space reduction

After October 1, 2023:
Exhibitor service kit released to confirmed exhibitors

October 15, 2023:
Exhibit space assignments confirmed

November 8, 2023:
Detailed floor plans for island booths due

It is the responsibility of the official exhibitor contact to ensure that all booth staff and vendors/contractors/agents are aware of and adhere to all CCJR® Organizers’ Rules and Regulations and conduct themselves in a professional manner. During CCJR®, all exhibitors, their vendors, contractors and agents must wear attire that is consistent with the professional atmosphere of the meeting. No exhibitors, including vendors/contractors/agents hire to work a booth, may solicit attendees or other exhibitors from outside of their booth or elsewhere in the meeting venue. Exhibitor personnel may not enter another exhibitor’s booth space without obtaining permission, nor should personnel block access to another booth.

At no time may anyone enter an unstaffed booth of another exhibitor. Any questionable exhibit or activity that exceeds the bounds of good taste as interpreted by the CCJR® Organizers will be required to be curtailed.

Exhibit space will be rented at the rate of $65.00/sq. ft. for a minimum of 10’ x 10’ booth. All spaces are sold in 10’ x 10’ increments. The invoice will be issued once a complete and signed exhibitor application is received and approved. The full balance of booth space charges must be received no later than December 1, 2024. If payment is not made in accordance with the above terms and conditions, the CCJR® Organizers will be under no obligation to keep the previously reserved space that may be released at the CCJR® Organizers’ sole discretion without notice or further obligation. Late payments may impact booth selection priority placement for CCJR® 2024

Exhibitors shall identify their ideal exhibit space location as further set forth on the application. Exhibitors are encouraged not to concentrate all space choices in one area of the floor plan. Space assignments will be confirmed by October 15, 2024.

All cancellations or reductions in exhibit space must be received in writing, submitted to CCJR® Organizers. Full refund of booth fees already paid, or adjustment of fees following space reduction, will be issued if received by October 1, 2024. No refunds or adjustments will be issued after that date. A company’s reduction of exhibit space will result in appropriate decrease in number of allocated complimentary exhibitor badges and other benefits, as previously listed.

Companies that wish to purchase exhibit space after all exhibit spaces are sold will be notified that they have been placed on the wait list. As exhibit space becomes available, companies will be notified of space availability.

Inline Booth has only one (1) side exposed to an aisle and is generally arranged in a series along a straight line. Multipleinline booths may be combined to form a larger inline booth space.

Corner Booth is an inline booth exposed to aisles on two (2) sides.

Use of Space: Regardless of the number of inline booths utilized, exhibit fixtures should be arranged in such a manner as not to obstruct sight lines of neighboring exhibitors. Show Management or its agents or representatives will enforce this policy.

Island Booth is any-size booth exposed to aisles on all four (4) sides. The entire cubic volume of this booth may be used up by exhibiting company. Any exhibitor occupying an island booth is required to submit a detailed floor plan, with dimensions, including height or all items in the booth (inclusive of hanging signage), to CCJR® Organizers by November 8, 2024

Exhibitor service kit will be made available to confirmed exhibitors after October 1, 2024.

Dismantle and removal of exhibits is strictly prohibited before the official posted closing* of the Exhibit Hall. Companies in violation of this will be addressed by the CCJR® Organizers to discuss penalties which may result in the exhibitor not being permitted to exhibit at future CCJR® events. (*Schedule is subject to change.)

Loud speakers or operation of equipment with excessive sound volume that could be disruptive or unpleasant to other exhibitors or attendees is not permitted based on the 80/80 rule: any sound that consistently exceeds 80 decibels measured at the edge of an exhibitor’s booth or is clearly identifiable at 80 or more feet away from the source is considered objectionable and must be turned down or turned off.

It is preferred that exhibit booths be staffed during all posted exhibit hours. The mandatory times for booths to be staffed include breakfasts, morning and afternoon breaks, lunches, and receptions. An exhibit company that fails to set up or properly staff its booth during the mandatory staffing times will forfeit all current exhibit rights and may be prohibited from exhibiting in the future. Temporary or contract personnel are considered company representatives and must be registered as such and wear an exhibitor badge to be admitted into the Exhibit Hall.

Exhibitors may not assign or sublet their exhibit space, or permit others to use any portion of, or all, contracted exhibit space without the express approval of the CCJR® Organizers. Exhibitors may display only products or services manufactured or sold by them in the regular course of business. The featuring of names or advertisements of nonexhibiting business entities is prohibited.

Sales activities and price lists are prohibited in the Exhibit Hall at all times. This will be strictly enforced and may result in immediate closure of exhibitor’s booth, without any refunds, as well as denial of future exhibit or sponsorship opportunities.

Companies with multiple divisions that will share the same booth may not contract separately or be listed by division in meeting materials, online, etc. All divisions must be listed under one company name. Badges will not be split between divisions. The allotted number of complimentary badges for the booth must be shared among different division representatives who will all be identified under the contracted company name.

Distribution of printed materials by an exhibitor of its agents is limited to within the exhibitor’s allotted exhibit or meeting space. Such materials are not permitted to be distributed in the aisles of the Exhibit Hall, lobbies, registration, common areas, in or near CME education rooms, parking lots, and/or any other hotel premises. Noncompliance with this regulation will be addressed by the CCJR® Organizers with the company in violation and will result in a loss of engagement privileges.

Approved sponsorship opportunities may include distribution of materials on behalf of the sponsor by designated representatives or through approved channels and are exempt from this rule.

Companies exhibiting products that are not cleared by the FDA for a particular use in humans or are not commercially available in the U.S. may exhibit only when accompanied by the appropriate signage that indicates the products’ FDA status. The company will provide the following signs that should be prominently displayed:

This product is not cleared by the FDA for distribution in the U.S.

This product is intended to be used in the U.S. as described on the product’s label.

The signs must be clearly visible and placed near the products and on any graphics or other materials depicting the product. Signage must be approved by CCJR® Organizers and produced at the exhibitor’s expense.

The presence of a company/product/service in the Exhibit Hall shall not be constituted as an endorsement of the company or the product/ service by CCJR®, The Hip Society or The Knee Society.

Artwork deadlines are strictly enforced. Artwork not received by the stated deadlines may be subject to a surcharge or a passthrough rush fee. Artwork deadlines will be communicated in advance.

Exhibitors are permitted to take photos and videos of their booths and meeting space for internal or public use on websites, professional social media accounts, and in publications. It is strictly prohibited to take photos and videos of CME programming. CCJR® Organizers take photos and videos of CCJR® events for use in online and print publications.

Licenses and permits required by local statute, ordinance or regulation (if any) are to be obtained and paid for by the exhibitor. Each exhibitor will be responsible for compliance with local health, fire, and safety ordinances and regulations.

All products or services exhibited must comply with all state and local regulations, and with all current FDA regulations.

CCJR® Organizers have no further responsibility to notify the exhibitors that this compliance is required.

Exhibitors will be held responsible for any damage done to the hotel property by them, their employees or agents. No nails, tacks, or screws may be driven into the floor, wall, or woodwork of the building. Posters, banners, and other materials cannot be hung on the walls by exhibitors, their employees or agents.

Exhibitors must strictly observe all city, state, and federal fire laws. Demonstration of products must be contained to you exhibit space. Do not block spaces between exhibits or aisles. The position and location of your specific exhibit space has been approved by the local fire marshal and may not be moved.

A security officer will be patrolling the Exhibit Hall when it’s closed. However, do not leave laptops, other electronic portable devices or valuables when your booth is unattended. CCJR®, The Hip Society or The Knee Society are not responsible for lost or stolen items.

Insurance protection will not be afforded to the exhibitor either by The Hip Society/The Knee Society or the Hyatt Regency Grand Cypress. Exhibitors shall carry their own insurance to cover exhibit material against damage and CCJR 2024, December 11-14, 2024.

CONTRACTUAL CONSIDERATIONS loss, and general public liability insurance of at least $1 million per occurrence and $1 million aggregate, against injury to the person and property of others. The exhibitor shall, at its sole cost and expense, procure and maintain through the terms of the contract for exhibit space, workers’ compensation insurance in full compliance with all federal and state laws, including any state required limits, governing all of the exhibitor’s employees or agents engaged in the performance of any work for the exhibitor.

Policies shall name The Hip Society/The Knee Society as an additional insured and certificate holder. Any policy providing such general liability insurance must contain an express waiver by the exhibitor’s insurance company of any right of subrogation as to any claims against The Hip Society/The Knee Society, its officers, directors, agents, members, or employees. Each exhibitor is required to obtain and furnish The Hip Society/The Knee Society with a certificate of insurance evidencing the required insurance by October 1, 2024, that: • Indicates the policy will be in effect over all installation and dismantling dates, December 11-14, 2024. • Indicates comprehensive general liability insurance against claims for bodily injury or death and property covers damage of no less than $1,000,000 for each occurrence and $1,000,000 aggregate, and an active workers’ compensation insurance policy covering all permanent employees and temporary labor hired to perform work during this event is in force over this same period. • Names The Hip Society/The Knee Society as certificate holder • Names The Hip Society/The Knee Society and the Hyatt Regency Grand Cypress as additional insured • Please email the certificate of insurance to jola.tricroce@hip-knee.org • Exhibitors will not be allowed access to the meeting until the Certificate of Liability Insurance is received. NOTE: Exhibitors using Exhibitor-Appointed Contractors to install and/or dismantle their booth are still required to submit their (the exhibiting company’s) certificate of insurance to The Hip Society/The Knee Society. Exhibitor insurance is mandatory for all exhibitors of CCJR 2024. EAC insurance is only required for exhibitors using the services of a contractor other than Freeman for the installation and/or dismantle of their booth.

Each exhibitor of CCJR® 2024 agrees to indemnify, defend, and hold harmless The Hip Society, The Knee Society, their employees, directors, agents, representatives, and any and all affiliated organizations against any and all claims, judgments, fees, demands, settlements, and expenses (including reasonable attorney’s fees) that arise as a result of the company’s performance or non-performance, of duties of this Agreement.

By applying for a sponsorship opportunity, a company agrees to adhere to all terms and conditions of these Rules & Regulations. The CCJR® Organizers require the full cooperation of sponsoring companies in their observance. Please ensure that your promotional or marketing department, or anyone else involved in planning your sponsorship engagement, has a copy of these Rules & Regulations.

November 1, 2024 is the deadline to secure your sponsorship. Any sponsorship options not secured with a full payment by November 1, 2024 will be made available to other companies.

All cancellations or reductions in sponsorship engagement must be received in writing, submitted to CCJR® Organizers. Full refund of sponsorship fees already paid, or adjustment of fees following a reduction, will be issued if received by October 1, 2024. No refunds or adjustments will be issued after that date. A company’s cancellation or reduction of sponsorship engagement will result in appropriate decrease in number of allocated complimentary exhibitor badges and/or other benefits, as previously listed.

The sponsoring company is fully responsible for the actions of their third-party agents or advertising firms.

All products or items generated are owned by CCJR® Organizers. CCJR® Organizers have the right to distribute and use the products and/ or items as they deem appropriate. CCJR® Organizers retain the right to set the cost of future sponsorship opportunities and prices may change at the discretion of CCJR® Organizers. CCJR® Organizers, at their sole discretion, have the right to refuse any advertisement, artwork, or item that is inappropriate or is not in accordance with the professional nature of CCJR® meetings. The use of the name, insignia, logo, or other identifying marks of CCJR®, Current Concepts in Joint Reconstruction®, The Hip Society or The Knee Society is prohibiting signs, advertising or promotion unless specifically agreed upon in writing.

Artwork deadlines are strictly enforced. Artwork not received by the stated deadlines may be subject to a surcharge or a passthrough rush fee. Artwork deadlines will be communicated in advance.

Each sponsor of CCJR® 2024 agrees to indemnify, defend, and hold harmless The Hip Society, The Knee Society, their employees, directors, agents, representatives, and any and all affiliated organizations against any and all claims, judgments, fees, demands, settlements, and expenses (including reasonable attorney’s fees) that arise as a result of the company’s performance or non-performance, of duties of this Agreement.

A company’s sponsorship shall not be constituted as an endorsement of the company or its product/service by CCJR®, The Hip Society or The Knee Society.