Space Assignment & Fees

Exhibitor Qualification

All products and services to be exhibited must be directly related to the practice of surgery, medicine, or medical/surgical education, or contribute to the educational, instructional and professional atmosphere of the meeting. All exhibiting companies are subject to approval by Show Management, whose decisions in this regard are final. Exhibitors must comply with FDA regulations concerning the exhibition of investigational products and class III devices.

Exhibitor Staff Conduct

Exhibitors must set up, occupy and staff their exhibits during all hours exhibits are open. Failure to do so may result in ineligibility for future meetings. Names of all participants affiliated with exhibits must appear on the corresponding company staff list sent to show registration. False certification of individuals as exhibitor’s representatives, misuse of exhibitor badges, or any other method assisting unauthorized persons access to the exhibit floor will be just cause for expelling the violator from the exhibition or barring him/her from further entrance to the exhibit floor, or removing his/her exhibit from the exhibit floor without obligation on the part of Show Management for refund of fees.

Exhibit personnel are expected to remain in their rented space and not view other exhibits except by invitation of other exhibitors. Interviews, demonstrations and the distribution of literature must be made within the booth area assigned to the exhibitor. Canvassing or distributing of advertising materials beyond the parameters of the exhibitor’s own booth will not be allowed. Additionally, exhibitors are prohibited from posting signs relating to exhibits or any company activity outside the parameter of the exhibitor’s own booth. Violators may be sanctioned 50% of their current priority point total.

Exhibitors may not place signage regarding any company related event outside their booth at anytime.

Policy for Exhibitors Attending Scientific Sessions

Exhibitors may attend didactic sessions or postgraduate courses, with the caveat that if a session becomes too full, an exhibitor may be asked to give up their seat for a registered meeting attendee. Exhibitors may not attend hands-on labs, luncheon sessions, or any course that is not part of the general sessions and for which attendees have to register and pay separately. Exhibitors may not register as company staff any individual who is eligible for registration as a meeting attendee.

Payment Schedule

  • A deposit of 50% of the total exhibit rental charge must accompany signed application.
  • Total balance due January 7, 2011

Applications not accompanied by at least a 50% deposit will be considered invalid. If full payment is not received by January 7, 2011, the space may be reassigned or resold. All reservations must be made in writing. Applications from exhibitors who have outstanding balances due SAGES from any previous year will not be processed without full payment of delinquent accounts.

Exhibitor Guest Policy

Guests of exhibitors should be included on the individual company’s staff list. Charges for additional badges over the number included with the purchase of booth space will be assessed at $50 per badge. An exhibitor may not register as staff any person eligible for registration as a SAGES meeting attendee.

Cancellation & Reduction/Relocation Policy

Notification of cancellation or reduction of space must be in writing. If this agreement is canceled by the exhibitor for any reason, or by Show Management because of Exhibitor’s default or violation of this agreement, monies paid to SAGES by the Exhibitor shall be retained as follows:

  • $100 per 10' x 10' space if application is canceled prior to October 15, 2010.
  • $1,000 per 10' x 10' space if application is canceled after October 15, 2010 and prior to January 7, 2011.
  • NO REFUNDS for any cancellations or reductions after January 7, 2011.

Subletting of Space

Exhibitors may not assign or apportion to others the whole or any part of the space allocated, and may not display goods or services other than those manufactured or regularly distributed by the applicant(s).

Exhibitor Fees

10' (feet) x 10' (feet) @ $3,000 for linear booths
10' (feet) x 10' (feet) @ $3,200 for corner booths

Booth Price List

LINEAR BOOTHS: $3,000
CORNER BOOTHS: $3,200
ISLANDS – 20' x 20': $12,800
ISLANDS – 20' x 30': $19,200
ISLANDS – 20' x 40': $25,600
ISLANDS – 30' x 30': $28,800
ISLANDS – 30' x 40': $38,400
ISLAND  – 40' x 40': $51,200
ISLAND  – 40' X 50': $64,000
ISLAND  – 50' X 50': $80,000
ISLAND  – 60' X 60': $115,200

Priority Points

2010 Booth Assignments:

SAGES priority points system is in accordance with HCEA guidelines, which insures fairness for all exhibitors.

The initial assignment of booth space occurs just after the October 15, 2010 priority point deadline. Applications received after the October 15 deadline will not be included in the initial space allocation and will be assigned space on a “first come, first served” basis.

The system has been applied to all companies who have exhibited with SAGES since 2006. The points will be applied toward the World Congress as follows:

  • 5 points for each year of exhibiting at SAGES
  • 5 points for each 10 x 10 space (Maximum 15 points)
  • 5 points for receipt of complete exhibit application (including deposit) by September 17, 2010

The maximum number of points any single company can be awarded in a given year is 25.

Exhibit Dates and Hours

(Dates and times the exhibit hall is open to registrants)

Wednesday, March 30 – Opening Reception: 5:00 PM - 7:00 PM
Thursday, March 31: 9:30 AM - 4:00 PM
Friday, April 1: 10:00 AM - 4:00 PM
Saturday, April 2: 10:00 AM - 1:00 PM

All exhibit personnel must leave the exhibit floor 15 minutes after close of the exhibit hall. The exhibit hall will be located at the San Antonio Convention Center, Exhibit Hall C.

Exhibitor Registration

Deadline for submission of your exhibitor staff list is March 4, 2011. Do not submit hard copy lists of your exhibitor staff. All exhibitor registration is done online. Show Management will email complete instructions for the online registration system at the time your confirmation packet is mailed.

  • Exhibitor badges may be picked up on-site by the individual, or one company representative may pick up all badges. IF ONE PERSON IS RETRIEVING ALL BADGES, PLEASE ADVISE SHOW MANAGEMENT IN ADVANCE. Badges are filed under the company name. BADGES MUST BE WORN AT ALL TIMES the exhibitor is on the show floor.
  • The exhibit registration fee includes a maximum of 5 personnel per 10' x 10' space. Regardless of booth size, the total maximum number of personnel included in an exhibit registration fee is 45.
  • After the close of online registration on March 4, all additions or changes to badge lists must be made onsite. All onsite changes or additions made onsite are subject to a $50 fee for each change or addition TO BE PAID ONSITE.
  • Registration of exhibit personnel beyond maximum allowed, either in advance or on site, will have an additional registration badge fee of $50. Companies will be invoiced after the meeting for all badges over their maximum allowance.
  • Exhibitor badges are not to be given or lent to any individual except the exhibit personnel to whom the badge has been issued.
  • Business cards may not be inserted over badge name.
  • The person who signs the application, or a designee, shall be the exhibitor’s official representative.