EXHIBITOR RULES AND REGULATIONS

The 2026 Duke Transplant Advanced Practice Provider Symposium will be held in-person on September 26, 2026.  All exhibitors and sponsors participating are required to register and acknowledge agreement with the Rules and Regulations for Exhibits and Sponsorships. Failure to follow the Rules or any federal, state, or local law may result in the cancellation of the right to exhibit.

Registration closes Wednesday, August 26, 2026.

PRODUCTS/SERVICES EXHIBITED

FEES

Products or services exhibited (or referred to) must be those related to the interests and educational values of the 2026 Duke Transplant Advanced Practice Provider Symposium 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 2026 Duke Transplant Advanced Practice Provider Symposium. At its sole discretion, the CME Committee may require the exhibitor to provide additional information regarding its products/services.

Exhibitor Fee: Platinum $5,500, Gold $4,000, Silver $2,500

Additional Booth Staff/Industry Registration: $100

Payment is due prior to the conference. If fees are not paid in full by August 26, 2026, 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 as published 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 2026 Duke Transplant Advanced Practice Provider Symposium is not held for any reason whatsoever, the contract for 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 2026 Duke Transplant Advanced Practice Provider Symposium will be to return to exhibitors their exhibit space fee. The CME Committee reserves the right to cancel the 2026 Duke Transplant Advanced Practice Provider Symposium, at its sole discretion, for any reason including, but not limited to, low enrollment, city-wide power outage or other circumstances which would make the event non-viable. If the CME Committee cancels the 2026 Duke Transplant Advanced Practice Provider Symposium, 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. All booth spaces are considered the same. No booth locations are guaranteed until receipt of full payment. The CME Committee reserves the right to amend the 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  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 discussions within the exhibitor 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

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 themselves, it is imperative that the CME Committee ensure its educational sessions maintain their objectivity and independence from industry, and foster 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 sessions.
  • Will refrain from asking any questions of the speakers in the meeting room.
  • Will hold any questions for speakers until the designated exhibit/networking activities (if applicable).
  • Will respect the information acquired in the educational sessions. The information cannot be sensationalized or used in advertising.
  • Will NOT record any session for any reason.

If this privilege is abused, it may result in the individual being removed from the 2026 Duke Transplant Advanced Practice Provider Symposium, the individual’s exhibit being removed from the exhibit hall 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 2026 Duke Transplant Advanced Practice Provider Symposium or which could be construed as an endorsement by Duke University or its affliates is prohibited. The 2026 Duke Transplant Advanced Practice Provider Symposium name 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

Please be advised that there are FDA restrictions on the promotion of investigational and pre-approved drugs and devices.

This activity is accredited; therefore, we bring your attention to 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. 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 not interleafed between computer ‘windows’ or screens of the CME content. Advertising of any type is prohibited within the educational content 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, we ask 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 your exhibiting at this conference. A copy of this form will be sent via email upon submission of your application.

OTHER REGULATIONS

It is the responsibility of the exhibiting company to see that all exhibitor staff members are aware of and adhere to these rules and conduct themselves in a professional manner throughout this meeting. The CME Committee shall have the sole authority to interpret and enforce all rules and regulations governing exhibitors and the 2026 Duke Transplant Advanced Practice Provider Symposium. 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 the 2026 Duke Transplant Advanced Practice Provider Symposium, 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 the course of the 2026 Duke Transplant Advanced Practice Provider Symposium for any purpose and without compensation. The exhibiting company, on its own behalf and on behalf of its representatives, releases and holds harmless the 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, closing or removal of the exhibitor and exhibit, and/or prohibition on participation in future Duke Surgery CME activities. Any exhibitor or exhibitor representative who is removed from the 2026 Duke Transplant Advanced Practice Provider Symposium shall be removed without refund or other appeal.

FORCE MAJEURE

In the event that the event is unable to proceed, whether for the entire event, 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.

EXHIBIT 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 August 26, 2026.
  2. Register your Exhibit booth using this link: https://rsvp.duke.edu/nLWMBR
  3. During registration outlined in step #2, you will pay the exhibit booth fee and additional booth staff fees. 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. Pay the exhibitor fee during booth registration. 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. Note: To access Exhibitor benefits, the registration fee must be paid.

 

EXHIBIT FEE PAYMENTS:

Exhibitor Sponsorship Payments are to be received no later than August 26, 2026.

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 Street, Suite 900, Durham, NC 27701

Account #: 2023740253053

Note: Attn: Daren Perez, Transplant APP Symposium

SHIPPING AND RECEIVING OF EXHIBIT MATERIALS

All costs associated with exhibiting are the responsibility of exhibitors. All exhibit materials must be brought with you to the event. The venue does not have the ability to receive pre-shipments or store materials.