EXHIBITOR RULES AND REGULATIONS
The Practical Strategies for Obesity: Treatment in Children and Adolescents is currently planned to be held in-person at the Apella on May 21, 2027. Exhibitors can attend the live event and set up a physical booth display. All Exhibitors participating in the event are required to complete an application and acknowledge agreement with these Rules and Regulations for Exhibits. Failure to follow the Rules or any federal, state, or local law may result in the cancellation of the right to exhibit.
Registration for Exhibitors will close on April 21, 2027.
PRODUCTS/SERVICES EXHIBITED
FEES
Products or services exhibited (or referred to) must be those related to the interests and educational values of the Practical Strategies for Obesity: Treatment in Children and Adolescents and normally manufactured or supplied by the exhibitor. Exhibitor may exhibit only those products/services it lists on the exhibit application. Each exhibitor must submit a description of the company and the product(s) and/or service(s) to be displayed or referenced in order for the application to be accepted. The CME Committee may refuse to accept the application of any company or person whose display of goods or services is not compatible, in the sole opinion of the CME Committee, with the general character and objectives of Duke and the Practical Strategies for Obesity: Treatment in Children and Adolescents. At its sole discretion, the CME Committee may require the exhibitor to provide additional information regarding its products/services.
Exhibitor Fee: Gold $2,500, Silver $1,500
Payment is due prior to the conference and must be received by April 21, 2027. If fees are not paid in full without prior notice, the Duke Surgery CME Office reserves the right to cancel the reservation and remove the booth from the floor plan.
No exhibitor will be given access to attendee lists or the conference without payment in full.
This website will have the most up-to-date information about the event. To view the Industry Prospectus, CLICK HERE.
CANCELLATION POLICY
CANCELLATION OF MEETING
Notification of an exhibitor’s decision to cancel must be sent in writing via email to dukesurgerycme@duke.edu. It is the exhibitor’s responsibility to ensure the cancellation was received. Exhibit booths and Sponsorships are non-refundable.
In the event the Practical Strategies for Obesity: Treatment in Children and Adolescents is not held for any reason whatsoever, the contract for live and/or virtual exhibit space shall be terminated. In such case, the exhibitor shall waive all damages and claims for damages and agrees that the sole liability of the Practical Strategies for Obesity: Treatment in Children and Adolescents will be return of the exhibitor space fee. The CME Committee reserves the right to cancel the Practical Strategies for Obesity: Treatment in Children and Adolescents, at its sole discretion, for any reason including, but not limited to, low enrollment, inclement weather, or other circumstances which would make the event non-viable. If the CME Committee cancels the event, exhibitors will be offered a full refund. Should circumstances arise that result in the postponement of an event, exhibitors will have the option to either receive a full refund or transfer the contract for exhibit space to the new, future date.
ASSIGNMENT OF SPACE
EXHIBIT SPACE ACTIVITIES
Booths are available on a first-come, first-served basis with priority given to our Gold Exhibitors. All booth spaces are considered the same. No booth locations are provided until receipt of full payment. The CME Committee reserves the right to amend the proposed floor plan and booth assignment after registration has closed to address unused space and room configuration changes.
Business activities, including, but not limited to distribution of advertising material, shall only be conducted within the designated exhibit space assigned to the exhibitor. Exhibitors are permitted to display only the exhibiting firm’s products/services for which they are official distributors and to make informal presentations via demos and conversations within the exhibitor conference space regarding the firm’s product line or service. Exhibitors and sponsors are prohibited from conducting any activities in the educational sessions.
EXHIBITOR ATTENDANCE AT EDUCATIONAL SESSIONS
As space permits, registered exhibitors are welcome to attend the educational sessions to gain new perspectives on medical education and the perspective of both speakers and attendees. However, with the increased scrutiny of industry-physician relationships by federal and state governments, and medical organizations, it is imperative that the CME Committee ensure its educational sessions maintain their objectivity and independence from industry influence, and promote professional behavior by speakers, attendees, and industry representatives. Therefore, the CME Committee expects that industry representatives/exhibitors:
- Will not discuss their products or services within the educational sessions.
- Will refrain from asking any questions of the speakers during the sessions.
- Will hold any questions for speakers until designated networking activities (if applicable) or exhibit times.
- Will respect the information acquired in the educational sessions; the information cannot be sensationalized or used in advertising.
- Will NOT record any part or whole session on any type of device (phone, tablet, laptop, etc.).
If this privilege is abused, it may result in the individual being removed from the Practical Strategies for Obesity: Treatment in Children and Adolescents, the individual’s exhibit being removed from the exhibit hall and supporting webpages, and/or the exhibitor not being accepted to exhibit in future years.
EXHIBITOR ADVERTISING
Exhibit items and advertising literature that are distributed may contain only recognized indications and claims. Advertising in any media to the effect that particular products or services have been exhibited at the Practical Strategies for Obesity: Treatment in Children and Adolescentsor which could be construed as an endorsement by Duke University or its affiliates is prohibited. Practical Strategies for Obesity: Treatment in Children and Adolescentsname and logo are the exclusive property of the Duke Surgery CME Office and may not be used in any way, i.e., on promotional materials, literature, giveaways, etc., by anyone for any purpose without the prior written consent of the CME Committee.
EXHIBITOR AGREEMENT
All CME activities must adhere to FDA restrictions on the promotion of investigational and pre-approved drugs and devices.
This activity is accredited; therefore, must comply with the following Accreditation Council for Continuing Medical Education (ACCME) Standards for Commercial Support:
STANDARD 4. Appropriate Management of Associated Commercial Promotion
4.1 Arrangements for commercial exhibits or advertisements cannot influence planning or interfere with the presentation, nor can they be a condition of the provision of commercial support for CME activities.
4.2 Product-promotion material or product-specific advertisement of any type is prohibited in or during CME activities. The juxtaposition of editorial and advertising material on the same products or subjects must be avoided. Live (staffed exhibits, presentations) or enduring (printed or electronic advertisements) promotional activities must be kept separate from CME activities. For computer-based CME activities, advertisements and promotional materials will not be visible on the screen at the same time as the CME content and will not be interleafed between computer ‘windows’ or screens of the CME content. Advertising of any type is prohibited within the educational sessions of CME activities on the Internet including, but not limited to, banner ads, subliminal ads, and pop-up window ads.
4.4 Print or electronic information distributed about the non-CME elements of a CME activity that are not directly related to the transfer of education to the learner, such as schedules and content descriptions, may include product-promotion material or product-specific advertisement.
In connection with your participation as an exhibitor, it is required that you sign and return a copy of the Exhibitor Agreement form to acknowledge that you agree to hold Duke University Health System harmless from any liability, damages, or costs (including reasonable attorneys' fees) that may arise as a result of exhibiting at this conference. A copy of this form is included in the Industry
OTHER REGULATIONS
It is the responsibility of the exhibiting company to see that all booth staff members are aware of and adhere to these rules and conduct themselves in a professional manner throughout the meeting. The CME Committee shall have the sole authority to interpret and enforce all rules and regulations governing exhibitors and Practical Strategies for Obesity: Treatment in Children and Adolescents. Any and all matters not specifically covered herein are subject to the sole discretion of the CME Committee. These rules and regulations may be amended at any time by the CME Committee upon written notice to all exhibitors. Each exhibitor expressly agrees to be bound by the rules and regulations set forth herein and by any amendments thereto adopted by the CME Committee from time to time. By exhibiting at Practical Strategies for Obesity: Treatment in Children and Adolescents, exhibitors authorize and permit representatives of the CME Committee to use and publish the company’s and company representatives’ names and likenesses, including photographs, digital images, video or audio recordings, and the like, taken during Practical Strategies for Obesity: Treatment in Children and Adolescents for any purpose and without compensation. The exhibiting company, on its own behalf and on behalf of its representatives, releases and holds harmless Duke University and Duke University Health System from any reasonable expectation of privacy or confidentiality associated with the likenesses referenced above.
VIOLATION OF RULES
Any violation by an exhibitor of the Exhibitor Rules and Regulations may, at the CME Committee's sole discretion, result in denial of access to the exhibit area, denial of exhibit space installation, closing or removal of the exhibitor and exhibit, and/or the prohibition of participation in future Duke-sponsored events. Any exhibitor or exhibitor representative who is removed from the event shall be removed without refund or other appeal.
FORCE MAJEURE
In the event that the CME activity is unable to proceed, whether for the entire scheduled time, or a portion of the event, as a result of a citywide power outage, interruption of electricity and network services, fire, flood, tempest, or any such cause, or as a result of governmental intervention, malicious damage, acts of war, strike, lockout, labor dispute, riot, pandemic or any other cause or agency over which the CME Committee and its representatives have no control, or should the CME Committee decide, because of any such cause, that it is necessary to cancel or postpone, the CME Committee or its representatives shall not be liable to indemnify or reimburse the exhibitor in respect of any damages or loss, direct or indirect, arising as a result thereof.
EXHIBITOR BOOTH REGISTRATION INSTRUCTIONS
To register as an Exhibitor, follow the steps below:
1. Complete the Exhibitor Registration Form and Exhibitor Agreement and return them by email to susan.charamut@duke.edu by April 21, 2027.
2. Register your Exhibit booth using this link: https://rsvp.duke.edu/w27z3w?RefId=Exhibitor
3. During registration outlined in step #2, you will pay the exhibit booth fee and additional booth staff. Credit cards are preferred; however, payment via ACH is also available. Fees are due as noted below in EXHIBIT FEE PAYMENTS. Email susan.charamut@duke.edu with any questions or assistance requests.
EXHIBIT FEE PAYMENTS:
•Exhibitor Sponsorship Payments are to be received no later than April 21, 2027.
•Payment method: Credit card and ACH payment methods are available; credit card payments are preferred.
•ACH payments: Please contact Susan Charamut at susan.charamut@duke.edu before sending payment. The ACH remittance must be provided for us to provide credit for the exhibit booth. Duke University, Tax ID 56-0532129
•Domestic ACH or Wire transfers should use the following instructions.
Bank: Wells Fargo Bank, N.A.
420 Montgomery Street, San Francisco, CA 94104
ABA#: 121000248 (Domestic only)
Beneficiary: Duke University Concentration Account
Beneficiary address: 324 Blackwell St., Suite 900, Durham, NC 27701
Account #: 2023740253053
Memo: Daren Perez, Duke Surgery; Pediatric Obesity Symposium
Remittance must be sent to confirm/process payment
SHIPPING AND RECIEVING OF EXHIBIT MATERIALS
Exhibitors are responsible for all charges for A/V, electrical, mailing, and all other costs associated with exhibit set-up and take-down. Apella RTP requires that shipments follow their shipping guidelines. Please click HERE for additional information and instructions.