Exhibitor Policies

Deadlines

Full Payment 

100% due no later than 

October 15, 2022 

Freeman Exhibitor Service Manual Available  

Through online exhibitor resource center 

October 1, 2022 

Height Variance Request Due  

 

November 18, 2022 

20’x20’ booths or larger are required to electronic submit drawings by  

 

November 18, 2022 

Edible Food, In booth demos, promotions and giveaways require forms by 

 

November 18, 2022 

Legal Policies

This page is intended to be basic legal policies for participating at Crohn’s & Colitis Congress® primarily for companies interested in participating. There may be duplicate or additional information provided in your legally binding contract. 

Crohn’s & Colitis Congress® only accepts new Industry Supporters via application. Applicants must qualify based on our product categories and eligibility criteria. 

Eligibility 

The Crohn’s and Colitis Foundation and American Gastroenterological Association view the Exhibit Hall as an integral part of the educational and scientific program. Qualified Industry Supporters are limited to firms, organizations, and agencies whose exhibit promotes an awareness of products, technologies and services that are recognized and approved by the Congress as being in harmony with, and supportive of, the objectives of the Congress. The Congress has the sole right to determine the final eligibility/qualification of any firm, organization, agency, or product for inclusion in the Exhibit Hall. Rulings of the Congress shall, in all instances, be final about the allowed use of exhibit space. 

Nonprofits: The nonprofit rate applies to groups that promote special interest causes. All groups are required to provide documentation of nonprofit status. Hospitals (and clinics) are eligible for non-profit rate with documentation of nonprofit status. Any organization that intends to recruit a physician for a hospital, clinic or group practice at the Congress is not eligible for the nonprofit status and will need to reserve space at the full booth rate. 

Application Process

Completion of the Crohn’s & Colitis Congress® application/contract that was electronically signed by an authorized company representative binds the supporting company, their representatives and hired vendors to the following policies. The Congress reserves the right to alter or adjust these policies at any time without notice. Last revision date: August 2022. 

The supporting company agrees to abide by all rules, regulations, and policies. The signer of the contract also agrees to share the rules, regulations, and policies with all representatives, appropriate third parties and booth staff working onsite at the event. 

All matters and questions not covered by these regulations are at the discretion of Show Management. Show Management may amend these regulations at any time, and all amendments, upon publication, shall be equally binding on all parties affected by them as the original regulations. 

All rules, regulations, and policies will be enforced without exception. Whenever possible, Show Management will issue a warning and ask the Industry Supporter to correct the violation. If the issuance of such a warning is not practical, or will not serve to immediately correct the violation, then a penalty may be imposed. 

Policies are subject to change.  

Display Rules and Regulations

In addition to the Crohn’s and Colitis Congress Rules and Regulations, please insure you view all the hotel or facility policies.

No participating industry supporter can have any materials outside their booth area, this includes structures lighting, marketing materials, signage or any other items.   All items must be contained inside your booth.  

 

Contributor Central Booths include: 

  • 8’ wide by 6’ deep booth space with blue and white 8’ backwall 
  • Blue side drapes 
  • Blue Counter draped table 
  • 2 chairs 
  • 1 wastebasket 

 

Achiever and Leader Booths include: 

  • Blue and white 8’ back wall 
  • Blue side drapes 
  • 7″ x 44″ one-line company identification sign indicating your company name and booth number. 

 

Innovator and Trailblazer Booths include: 

  • 7″ x 44″ one-line company identification sign indicating your company name and booth number, upon request. 

 

Every exhibit space should allow for the visibility of fellow supporters. To ensure that every Industry Supporter has reasonable sight lines to the aisle, the following rules for booth construction have been adopted. All exhibit backgrounds must conform to the standards set by the International Association of Exhibitions and Events (IAEE).   

Booth Equipment

Industry Supporters will be able to order specific equipment and supplies for their booth. Order forms for material handling, furnishings, carpet, additional drape, floral, audio/visual, catering, utilities, and lead retrieval will be included in the online Exhibitor Service Manual (available October 1, 2022). 

Standard In-Line Booth (Achiever and Leader Levels)

A standard in-line booth is ten (10) feet wide and ten (10) feet deep, and eight (8) feet high. Side rails or counters can go up to four (4) feet in height. Any obstructions in the front half of the booth can also go up to the four (4) foot height limit. The height for backgrounds is eight (8) feet, which is allowed in the rear half of the booth space. In a standard 10′ x 10′ booth, the background cannot extend from the back-wall into the booth by more than five (5) feet.

Corner Booth

A corner booth is an in-line booth with access to two through aisles. All guidelines for in-line booths apply (see above).

Island Booth (Innovator and Trailblazer Levels)

An island booth is any booth surrounded by four (4) through aisles. Island booths are 20′ x 20′ or larger. The visual disadvantage created by a neighboring island booth should be no greater than that caused by an in-line booth. 30’ x 30’ is the largest booth size that the Crohn’s and Colitis Congress offers.  All booth size changes are at the discretion of Show Management. 

The following sections (See-Through Guidelines – Hanging Signs, Banners) are for any island booths.  Deadlines for receipt of drawings will be November 18, 2022, no exceptions will be provided.  All Fire Marshal required documents must be sent to Show Management by November 18, 2022.

See-Through Guidelines

Exhibiting companies in island booths are required to comply with the line-of-sight guideline. Backgrounds can go up to fifteen (15) feet in height. This applies to all components and properties of the booth, including fixtures, signs, etc. Industry Supporters must comply with at least one or both of the following rules: 

  • 5’ Set Back Rule – Side rail and counter height restrictions are waived with the understanding that any side rail, counter, or display fixture that exceeds four (4) feet in height will not be allowed within five (5) feet of the aisle to protect the sight lines of the surrounding Industry Supporters. 
  • 40 Percent See-Through Rule – Any structure that is more than 4’ in height must have 40 percent visibility in height beyond 4’ on all sides. Industry Supporters must use Plexiglas or a similar see-through material to create any structure or wall that will allow for a line of sight above 4’. Booth components and fixtures cannot be arranged within the booth to build a wall that violates this rule. 

Structure Integrity and Booth Drawings: Drawings Due November 18, 2022

All exhibit displays should be designed and erected in a manner that will withstand normal contact or vibration caused by neighboring Industry Supporters, hall laborers, or installation/dismantling equipment, such as forklifts. Displays should also 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. 

Any 20 ft. by 20 ft. (6.10m by 6.10m) and larger exhibits require a digital drawing, plans or renderings, must submitted to Show Management. 

Industry Supporters with island booths are required to submit floor plans and elevation drawings to Show Management. Drawings/renderings must be sent electronically and are subject to the approval of the Fire Marshal and the facility.  

Any display fixtures such as tables, racks or shelves are designed and installed properly to support the product or marketing materials to be displayed. All Booths are required to finished look from above, enclosing cable, wood, and paint. 

Facility Rules

No part of an exhibit or sign shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture, in any way to deface it. Damages arising from failure to comply shall be the sole responsibility of the Industry Supporter. 

Hanging Signs and Banners

Hanging signs, banners or other visual elements are permitted only with island and peninsula booths, not over a standard in-line. Banners may not exceed the 15-foot height limit (15 feet from the top of the sign). Please contact Show Management with any specific questions or requirements. Industry Supporters must follow the Gaylord Rockies Resort & Convention Center and Freeman policies and procedures. 

Height Variances: Drawings Due November 18, 2022

All booth structures, elements and hanging sign variances must be submitted for approval by Show Management. 

General Rules and Regulations

  • Exhibits must be staffed at all times during posted show hours. Companies that do not keep their booths staffed and operating until the official closing time jeopardize their participation at future Crohn’s & Colitis Congress meetings and will be penalized. 
  • The character of the exhibits must be appropriate for Crohn’s & Colitis Congress attendees subject to the approval of Show Management. Crohn’s & Colitis Congress reserves the right to refuse applications not meeting standards required or expected, as well as the right to curtail exhibits or parts thereof, which reflect against the character of the convention. 
  • Non-professional products or services are not to be displayed. 
  • Electrical or other mechanical apparatus must be muffled so noise does not interfere with other Industry Supporters. 
  • Market research companies must indicate on the exhibit application the companies for which they are conducting market research. 
  • No Industry Supporters may enter another Industry Supporter’s booth without permission. 
  • Industry Supporters are not allowed to host meetings on the show floor without prior approval. 
  • Children age six months to 12 years old are NOT permitted in the exhibit and poster hall. Infants under the age of six months are permitted in the hall if they are in a front/back child carrier. Strollers are NOT permitted in the exhibit and poster hall. 
  • Industry Supporter personnel, vendors or third-party partners may observe but must refrain from any participation or recording of any scientific sessions on that company’s behalf. 

Violations

Violation of any of these regulations on the part of the Industry Supporter, his employees, or agents, shall annul the right to occupy space and such Industry Supporter will forfeit to Management all monies that may have been paid. Upon evidence of a violation, Show Management may re-enter and take possession of the space occupied by the Industry Supporter and may remove all persons and goods at the Industry Supporter’s risk. The Industry Supporter shall pay all expenses and damages that Show Management may thereby incur.  

Americans with Disabilities Act

In compliance with the Americans with Disabilities Act, the Congress will make all reasonable efforts to accommodate persons with disabilities. Please contact Show Management to make arrangements. Industry Supporters shall be responsible for compliance within their assigned space and ensuring access to their booth. 

Booth Name/Ownership Changes

Any change in exhibit booth contracts to include a change in company name or owner must be submitted by email with appropriate legal documentation. Such as an official press release, business license, or other documentation requested by Show Management. Such changes, once approved by the organizer, may result in a new application to be completed. 

Cancellations of Exposition

It is mutually agreed that in the event of cancellation of Crohn’s & Colitis Congress due to fire, strikes, governmental regulations, or causes, which would prevent its scheduled opening or continuance, then and thereupon this agreement, will be terminated. The Crohn’s & Colitis Congress Council shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible after due consideration of expenditures and commitments already made. 

Cancellations/Reductions

Notification of booth space cancellation or space reductions must be in writing. Any Industry Supporter canceling or reducing assigned space will be charged a fee based on the following schedule: 

  • Between Oct. 15, 2022, and Dec. 7, 2022: 50% of total fee is due, regardless of whether the space is re-sold.  
  • After Dec. 8, 2022: 100 percent of the total fee is due, regardless of whether the space is re-sold.  
  • Booth reduction penalties are based on the total booth space initially secured, not the square footage by which space is reduced. The reduction penalty will be in addition to your new booth space fee. 
  • In the event of a booth cancellation, all secured sponsorships, hotel rooms booked on the congress block, and booth personnel registration for the meeting also be cancelled. 
  • Booth reductions may result in a reduction of the total number of hotel rooms an Industry Supporter may secure, in addition to pro-rated decreases in other entitlements.  
  • Booth reductions may result in a booth location move. Show Management cannot guarantee the same booth location. 

Cleaning and Porter Service

Booth cleaning is the responsibility of the Industry Supporter.  

​Edible Product Samples

Food and Beverage products distributed by Industry Supporters germane to the audience and are lawful manufacturers or distributors of food and/or beverage products many distribute samples. Samples can only be distributed from Industry Supporter’s booth location. Food and beverage samples are subject to approval prior to the show by the Facility. Corkage fees may be assessed for all food and beverages brought into the facility. No food or beverage, including marketing giveaways (i.e. bottles of water), is permitted to be brought into the building without the expressed consent of the Facility. 

​Electrical

The Facility requires that all electrical work inside or attached to disconnect switches, panels, motor control centers, panel boards and other electrical equipment controlled by the center be performed by the Gaylord Rockies Resort & Convention Center electrical staff or approved utility services contractors only. To order services, please view the Exhibitor Service Manual for pricing and order forms. 

Food and Drug Administration (FDA) Regulations

It is the responsibility of each Industry Supporter to comply with FDA regulations. Please contact the Regulatory Affairs Department with any questions on Food and Drug Administration guidelines. 

Food and Drug Administration

Center for Drug Evaluation and Research DDMAC5901-B Ammendale Rd. Beltsville, MD 20705-1266 Phone: 301-796-1200 Fax: 301-796-9878 

​Fire Protection

All materials used in the exhibit area must be flameproof and fire resistant in order to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters. 
 
Items not permitted: 

  • Crepe paper 
  • Corrugated paper 
  • Materials that are not flameproof or flame resistant 

 

Items that must be approved and inspected by the Fire Prevention Bureau before use: 

  • Display racks 
  • Signs 
  • Spotlights 
  • Special equipment 

 

Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. All aisles and exhibits must be kept clear at all times and fire stations, strobe lights, sprinkler heads and fire extinguisher equipment is not to be covered or obstructed. 

Insurance

Industry Supporters are required to carry insurance for the exhibit booth, equipment, goods and/or wares of exhibits against theft, damage by fire, accident, or loss of any kind, must do so at their own expense. Each exhibiting company is responsible for obtaining insurance (liability and fire/theft) in such amounts as deemed appropriate to comply with its obligations hereunder and for its own protection.  Show Management is not responsible for any incidents as listed above.  

Liability

The Industry Supporter agrees to indemnify, defend, and hold harmless the Crohn’s & Colitis Congress® (the Congress), American Gastroenterological Association Institute (AGA Institute), Crohn’s and Colitis Foundation (the Foundation), Gaylord Rockies Resort and Convention Center, and general services contractor from and against any and all demands, claims and damages to persons or property which arise out of, from or by any act or omission of Industry Supporter, his/her employees or agents or any charges imposed for violation of any law or ordinance by the Industry Supporter, his/her employees or agents. As well as to strictly comply with the applicable terms and conditions contained in this agreement between the Congress, AGA, and the Foundation against and from any and all loss, cost, damage, liability, or expense which arises out of, from or by any reason of any act or omission of Industry Supporter, his/her employees or agents. 

Lighting

A 50 percent level of lighting is provided during move-in and move-out. One hour prior to the opening of show day, 100 percent lighting will be provided. At the close of the show day, 50 percent lighting level will be restored. Any adjustments to lighting in the Exhibit Hall or concerning your booth must be approved by Show Management. Please visit the exhibitor service center on site for assistance with lighting. 

Logo, Acronym and Name Usage

Industry Supporters do not have permission to use the Crohn’s & Colitis Congress logo in promotions or advertisements. 

The use of Crohn’s & Colitis Congress’s name and/or acronym will be determined at the discretion of the Crohn’s & Colitis Congress Show Management and can be approved or denied if Crohn’s & Colitis Congress deems its use inappropriate.  

If approval is given, the first mention of the official Crohn’s & Colitis Congress name/acronym must be used with the registered trademark (®) in superscript after the full spelling of the event name. Logo components should not be broken apart, altered, or used independently in any other manner other than those expressed in this standards guide.  

Spell out the full event name the first time you refer to it in the text, following immediately by the acronym in parentheses. After that, use the abbreviation. Do not use an abbreviation without first spelling it out. If you are only using a term once, do not give the abbreviation in parentheses after it. It is not necessary to repeat the trademark unless it appears in a headline or caption.   In case a piece is too small to include the full spelling of Crohn’s & Colitis Congress and the Crohn’s & Colitis Congress logo, the acronym with the registered trademark can be used. An example is a vertical Web ad with text “Visit XXX at Crohn’s & Colitis Congress® 2023 in Denver, CO.” 
 

Examples: 

  • First instance in text: Crohn’s & Colitis Congress® (Crohn’s & Colitis Congress®) 
  • First instance in text with year: Crohn’s & Colitis Congress® (Crohn’s & Colitis Congress®) 2023 
  • Second (and all other) instances in text: Crohn’s & Colitis Congress 

 

All print, electronic media, web, email blasts and published advertisements must include the following Industry Supporter information: 

  • Industry Supporter Name 
  • Industry Supporter Booth Number 
  • If you use the year in conjunction with the Crohn’s & Colitis Congress trademark or artwork, it must be the correct year of the show. 
  • Content must be deemed relevant by Crohn’s & Colitis Congress Show Management. 
  • No grammatical, formatting errors.  

 

Here are a few examples of potential items: 

  • Conference Bag Inserts 
  • Email Blasts 
  • Online and Printed Product Listings 
  • Sponsorship Artwork 
  • On-Site Banners or Hanging Signs or any Other Printed Media 
  • Literature Racks 
  • Electronic Signage 

Subletting Space

The subletting, assignment, or appointment of the whole or any part of booth space by an Industry Supporter is strictly prohibited. Industry Supporters may not permit any other party to exhibit products other than those manufactured or handled by the contracting Industry Supporter, nor permit the solicitation of business by others within their space. No one other than the contracted Industry Supporter may solicit business from attendees or other Industry Supporters within contracted booth space or aisles. If Show Management finds that an approved company misrepresented itself to gain approval to exhibit, Show Management reserves the right to cancel the contract at any time, including while on-site at the meeting. If Show Management cancels misrepresented company’s contracts, the company is responsible for any fees due to the Crohn’s & Colitis Congress or its vendors at the time of cancellation. 

General Information

In Booth Activities/Demonstrations (Entertainment and Promotions) - Form Required

Demonstrations, product literature and handout materials are to be straightforward, professional, and non-combative in nature and must avoid the use of sideshow or theatrical gimmicks. In-booth activities and demonstrations to include 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 Industry Supporter has written permission from Show Management. The use of celebrities who are not routinely employed as spokespersons for the exhibiting company is discouraged. 

Giveaways - Form Required

Industry Supporters may market their product or service as they determine necessary if their presence or activities remain 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 and should not be of substantial value not more than $100. Show Management reserves the right to determine what is appropriate. 

Distribution of lanyards, conference bags or any exclusive sponsorship item will only be permitted if the item is not sponsored. Check with Show Management on which items have been sponsored. 

 

Booth giveaways can only be distributed from the booth and nowhere else in the meeting space or the Gaylord Rockies Resort & Convention Center by booth personnel or hired staff. Contests, lotteries, raffles, and games of chance, other than those sponsored by the Congress, the Foundation or AGA, are strictly prohibited. 

Industry Supporter Disputes

Show Management will not attempt to settle disputes between Industry Supporters over issues such as trademark violations, sign copy and copyright violation claims. Show Management understands the sensitivity of these issues; however, it is the responsibility of the Industry Supporter to receive prior approval from the Congress for any product demonstration or presentation that may be questionable in nature, the Congress reserves the right to order objectionable presentations discontinued unless or until a mutually agreeable presentation may be developed. The Industry Supporter waives any rights or claims of damages arising out of enforcement of this rule. 

​Exhibitor Service Manual (ESM)

The Exhibitor Service Manual will be available in October through the Exhibitor Resource Center.  It includes all order forms, policies, contractor listings and other important information you will need for your booth. 

Installation, Show Hours and Dismantling*

 *All times are subject to change. Please view full schedule on the website for details.

Event 

Day 

Date 

Start Time 

End Time 

Exhibitor Move in 

Thursday 

January 19 

8:00 a.m. 

5:30 p.m. 

All booths must be completed by 5:30 p.m. 

Show Hours – Wine and Cheese Reception 

Thursday 

January 19 

7:15 p.m. 

8:30 p.m. 

Show Hours  

Friday 

January 20 

7:30 a.m. 

4:30 p.m. 

Show Hours 

Saturday 

January 21 

6:30 a.m. 

11:15 a.m. 

Dismantling of booths prior to close of the show will result in a policy violation. 

An Exhibitor Service Desk will be open during exhibit set-up, show dates, and move-out. Industry Supporters may verify and adjust their requirements for installation, furniture, audio/visual and other auxiliary services at the Exhibitor Service Desk. 

​Labor Union and Regulations

Please refer to the Exhibitor Service Manual.

​Media Policies

Please refer to the website when they are available.  

Medical Waste

Industry Supporters are responsible for making necessary arrangements for the disposal of medical waste and for any costs incurred. Failure to dispose of medical waste properly will result in a policy violation and any fee associated with its removal will be charged to the Industry Supporter.  

Event Attire

Industry Supporter staff are expected to dress in a manner appropriate for any professional medical event; meaning business or business casual attire. Industry Supporters should ensure their staff attire (applies to Industry Supporter’s direct employees or contractors) for a professional environment. The attire of an overly revealing, suggestive nature is not permitted. 

Caricature or costumes of any kind must be approved by Show Management prior to arrival at the event.   

These guidelines are applicable to all booth staff, regardless of gender, and will be strictly enforced. Show Management reserves the right to request an individual booth staff change their attire or leave the premises immediately if Show Management deems it inappropriate. 

Music Licensing

Show Management does not obtain any music license authorizing the performance of live or recorded music on the show’s premises. Industry Supporter hereby warrants and represents that no copyrighted music will be performed, live or recorded, in any location to include: the show floor, conference rooms, or hospitality suites, during the show dates unless the Industry Supporter has obtained written permission from the copyright owner for such use. To obtain music licenses please view ASCAP or BMI. 

Should an Industry Supporter violate this policy, Industry Supporter agrees to indemnify, save, hold harmless, defend and bear all expenses as they are incurred by the Congress, AGA and/or the Foundation, and their respective directors, officers, agents, employees, and each of them, from and against any and all claims, costs and expenses (including legal fees and expenses), demands, actions, and liabilities of every kind and character whatsoever with respect to the unauthorized use of copyrighted music. 

Off-Site Advertising

Crohn’s & Colitis Congress Show Management has established an advertising policy which applies to any property outside the Gaylord Rockies Resort & Convention Center to which all Industry Supporters must abide. This policy applies but is not limited to, airport, hotels (including hotel room drops), transit, billboards, taxi/van wraps and pedicabs. 

Crohn’s & Colitis Congress has established a 2-mile radius offsite marketing policy. This policy is in place to protect Crohn’s & Colitis Congress’s brand, show integrity, but more importantly protect our paid Industry Supporters from non-exhibiting companies encroaching on the Crohn’s & Colitis Congress’s exhibits, education sessions or any other events happening throughout the week. Crohn’s & Colitis Congress will continue to ensure the success of the event and continue to provide a first-class experience for our attendees, Industry Supporters and media. 

Industry Supporters interested in advertising outside of the facility or at a host city airport are required to contact Crohn’s & Colitis Congress for approval. Crohn’s & Colitis Congress will work directly with the Industry Supporter and a third-party vendor on a collaborative solution that adheres to Crohn’s & Colitis Congress’s off-site advertising policy and meets the goal of the Industry Supporters marketing plan. 

This policy includes, but is not limited to the following: 

  • Airport 
  • Bars and Lounges 
  • Billboards 
  • Hotels (including hotel room drops), fascia, lobby, lounges, corridors and sleeping rooms 
  • Local store fronts and attractions 
  • Parking lots 
  • Professional sports stadiums, arenas, etc. 
  • Restaurants 
  • Theaters 
  • Transit, to include taxi/van wraps, buses, pedicabs, Segways 
  • Any street activities, art, street vendors, performers or exterior guerrilla marketing 

 

Industry Supporters who do not abide by this policy will be subject to action outlined in the Crohn’s & Colitis Congress Industry Supporter Policies, under Violations. 

Payment

Full payment must be received by October 15, 2022. Late or non-payments may result in cancellation of booth assignments. 

  • An invoice outlining these terms will be automatically generated at the time the contract is fully executed. 
  • Industry Supporters who have not paid in full for ALL Industry Supporter-related activities by October 15, 2022, will not be permitted to set up their booths until the balance is paid. 

 

Payments are accepted via check, credit card, money order or wire transfer. Checks and money orders must be made out to Crohn’s & Colitis Congress. Checks must be in U.S. dollars drawn from a U.S. bank. There will be a 3% convenience fee charged on all credit card transactions. 

Photography, Videography, and Recordings (Digital Media)

All photography, videography or recording must be approved by Show Management. The photographer, videographer or recorder must report directly to their designated location upon arrival. They must not photograph, video, or record any other Industry Supporters or areas other than the Industry Supporter that retained their services. If the Industry Supporter is not using a third party but providing their own equipment and staff, they must be submitted to Show Management for approval. The following information must submit for approval review: 

  • Name of photography, videography or recording company 
  • Name of the staff or contact from the photography, videography or recording company 
  • Date of arrival in the Gaylord Rockies Resort & Convention Center or exhibit booth 
  • Time of arrival in the Gaylord Rockies Resort & Convention Center or exhibit booth 
  • Duration of photography, videography, recording session 

 

Attendees, exhibiting personnel and Industry Supporter-appointed photographers are prohibited from shooting video, photos, or recordings anywhere in the sessions and the exhibition areas. If you see any unauthorized persons who are using cameras of any sort (including mobile devices such as phones, tablets, laptops, or any similar devices) in the sessions or exhibition areas, please contact the floor manager, security personnel or Show Management. 

Sales And/Or Order Taking

The purpose of the exhibit is to further the education of attendees through product and service displays and demonstrations. Sales are confined to the inside of the paid exhibit space. Sales and order taking are permitted provided all transactions are conducted in a manner consistent with the professional nature of the meeting. Products for sale must be the Industry Supporter’s own, unaltered products and the products or services must be pertinent to the attendees’ professional interest. Show Management reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Industry Supporters must comply with all local sales tax requirements. Industry Supporters selling or taking orders during the meeting must adhere to certain business license, sales, and use tax regulations, which vary from state to state. 

Security

Show Management will not be providing security protection when exhibits are closed, but the safekeeping of the Industry Supporter’s property shall remain the responsibility of the Industry Supporter. Each Industry Supporter is required to purchase a portal-to-portal rider on their own insurance policy, protecting them against loss through theft, fire, damage, etc. the Congress is not liable for any damages of exhibit materials, goods and/or wares nor is it liable for any theft, damage by fire, accident, or loss of any kind. 

Emergency Procedures

Inform Gaylord Rockies Resort & Convention Center Security about: 

  • Nature of the emergency 
  • Your name 
  • Phone number from which you are calling 
  • Exact location — if you are inside any of the exhibit halls, provide the letter/number of the nearest column. 
  • Remain calm. 
  • Do not hang up until you are sure no further information is required unless there is an immediate threat to your safety. 
  • If conditions are safe, wait for the arrival of emergency personnel and assist in directing them to the appropriate location. 
  • If you cannot leave an ill or injured person to call security, call out loudly, “Help, medical emergency (and your location).” 

 

After notifying emergency personnel, notify Crohn’s & Colitis Congress staff at the registration desk.

Shipping, Freight, and Material Handling

The following dates are subject to change.

 

Advance Shipments

Freeman will begin accepting freight (crated, boxed or skidded materials beginning) to the advance warehouse on December 20, 2022 – January 11, 2023*. 

*If freight arrives using advanced warehouse labels, a fee will be charged starting on January 12, 2023.   

Each box or piece must have the following information. Please use the labels that are provide in the Exhibitor Service Manual.  Questions Call Freeman Exhibitor Services at 888-508-5054. 

Please note the Freeman warehouse will be closed in observance of the Christmas and New Year Holidays as follows:

Friday, December 23, 2022  

Monday, December 26, 2022  

Monday, January 3, 2023 

 

Advance Warehouse Label 

Freeman will start accepting freight on December 20, 2022 until January 11, 2023.

Exhibiting Company Name / Booth # _________ 

Crohn’s & Colitis Congress 2023 

C/O Freeman 

4493 Florence St 

Denver, CO 80238 

 

Show Site Shipments 

Each box or piece must have the following information. Please use the labels that are provide in the Exhibitor Service Manual. 

Show Site label – Freeman will begin accepting freight at this address being on Thursday, January 19, 2023.  Freight arriving prior to this date will be accepted by the inhouse freight vendor and charges will apply. 

Exhibiting Company Name / Booth # _________  

Crohn’s & Colitis Congress 2023  

C/O Freeman  

Gaylord Rockies Resort & Convention Center  

6700 N Gaylord Rockies Blvd  

Aurora, CO 80019  

Sound Inside Booth

Sound enhancement may be used but the level must be such as to not interfere with adjacent Industry Supporters. Show Management reserves the right to monitor all sound levels and require the Industry Supporter to adjust the volume accordingly. 

Outboarding/Suitcasing

Outboarding is prohibited at the Congress and refers to non-exhibiting companies that set up exhibits, display of any kind or events at off-site locations, hotel hospitality suites or restaurants, and encourage attendees to leave the show floor or sessions and spend time with them. Competitive events see to draw conference attendees away from an official event sanctioned by the Congress and are therefore detrimental to the success of the official event. 

Suitcasing is prohibited during the Congress and refers to those non-exhibiting companies or persons who go to shows as an attendee but “work the aisles” from their suitcase/briefcase and solicit business in the aisles, lobby, or any common areas. 

To protect our valued Industry Supporters and their investment in attending and supporting the Congress our rules and regulations strictly prohibit solicitation; “suitcasing” or “outboarding” by individuals, attendees or companies who transact business at the show, in official hotel guest room, hospitality suite, restaurant, club or any other public place of assembly and have not purchased an exhibit booth. The Congress rules and regulations also prohibit any individuals, attendees, or companies from scheduling an event that competes with an official event sanctioned and publicized by the congress. Competitive events seek to draw conference attendees away from an official event sanctioned by the congress and are therefore detrimental to the success of the official event. 

By suitcasing or outboarding the show, an individual, attendee or company gains an unfair competitive advantage over Congress Industry Supporters that have invested money and other resources to exhibit and deprives the Congress of income used to support our initiatives which include keeping continuing education costs at a minimum for our attendees. 

Those who violate this policy will be informed of the policy in (both verbal and written form) 

  1. On the first violation, the individual’s registration file is marked, and a letter of explanation sent to the offender and his/her organizational supervisor.
  2. The second offense results in a letter of reprimand, again to the individual and the organization, stating that the individual offender cannot attend the Congress for a period 12 months.
  3. Third offenses result in a letter indicating that all representatives from that organization may not attend the Congress for 24 months unless extenuating circumstances can be demonstrated. The Congress reserves the right to make final judgement in such cases.
  4. The Congress is responsible for informing the violators of the infraction and any penalties. Additionally, management maintains all marked registration records. 

Trash Policies

Industry Supporters are not permitted to abandon their exhibit and shipping materials — booth walls, carpet, furniture, creates or biological materials — at the end of the trade show. Those who abandon their booth materials are responsible for the cost of removal.