Exhibitor Prospectus

Exhibit Booth Details

Booth: Size, Cost, Badges, and Registration

  • 7" x 44" booth identification sign
  • Aisle carpet cleaned daily
  • Use of rented floor space
  • Exhibitor Hall lighting, air conditioning, heat, perimeter security
  • Pipe and show-color drape for in-line booth
  • Exhibit service kit
  • Up to 5 complimentary exhibitor registration* per 10'x 10' booth. Includes access to scientific sessions (no CEUs), an additional 5 badges are available for $200 each

* Complimentary and additional $200 registrations may only be used for company employees. Guests and non-employee representatives of the company are required to register as a full attendee.

Inclusion in one email blast distributed by HFSA to all attendees promoting the exhibitors using the descriptions provided in the Exhibitor Application.

Exhibit Booth Badges

Exhibitor badges will allow admission to Scientific Sessions, based upon available space and at the discretion of the HFSA. It is recommended that those wishing to attend the Scientific Sessions purchase a scientific meeting attendee badge. CEU credit cannot be earned with an exhibitor badge. Up to five complimentary exhibitor badges per 10'x 10' booth will be granted and an opportunity to purchase an additional five for $200 each. These exhibitor badges can only be used for company employees. Guest and non-employee representatives of the company are required to register as a full attendee.

Assignment of Booth Space

Application for exhibit space must be made on the Official Exhibitor Application. Initial assignment of space will begin on June 20, 2022 and will be based on HFSA corporate membership status, size of booth, date application was received, total support for the Society, and prior participation. For contracts and payments received after June 20, 2022, assignment will be made on a first come basis.

Exhibitors wishing to avoid assignment of space next to that of a specific competitor should note that on their application. While every consideration will be made to honor requests, HFSA cannot guarantee preferences can be granted. HFSA shall have the right, in its sole discretion, to assign space to the Exhibitor, rearrange the floor plan, and/or relocate any exhibit at any time before or during the period of Exhibition. HFSA will give preference to HFSA corporate members and repeat exhibitors.

Booth Size

  • Minimum Booth Size: 10'x 10' Booths are in 10'x 10' increments.
  • Ceiling Height: The convention ceiling height is 24' H and maximum island booth height is 20' H.
  • Inline and corner booths may not exceed a height of 8'. This applies to 10'x 10'and 10'x 20'
  • Please refer to the exhibition policies and information regarding exhibit booth configuration.

Booth Cost

Application and payment received:
By August 1, 2022: $39.00/sq ft
After August 1, 2022: $44.00/sq ft

Payment and cancellations

When applying for space, Exhibitors must submit full payment with the application. No space will be made or reserved prior to receipt of payment by HFSA. Cancellation of exhibit space must be in writing on company letterhead, addressed to HFSA’s Director of Development, and must be signed by the same person who signed the Exhibit Space Application.

If cancellation of space is made on or before July 25, 2022, 60% of the fee paid will be refunded. No refunds whatsoever will be made on cancellations or requests to reduce booth size after July 25, 2022.

How to Secure a Booth

Complete and submit an Exhibitor Application.

Exhibit Dates and Hours


Thursday, September 291:00 PM – 6:00 PM
Friday, September 308:00 AM – 3:00 PM

On-Site Registration Hours

Friday, September 3010:00 AM – 7:00 PM
Saturday, October 16:30 AM – 6:00 PM
Sunday, October 26:30 AM – 5:30 PM
Monday, October 36:30 AM – 9:00 AM

Exhibit Hours (Times are subject to change based the final HFSA program.)

Friday, September 306:00 PM – 7:30 PM
Saturday, October 111:35 AM – 1:35 PM
5:30 PM – 7:00 PM
Sunday, October 212:00 PM – 2:00 PM

Tear Down

Sunday, October 22:00 PM – 8:00 PM

Exhibitor Rules and Regulations

These rules and regulations are intended to serve the best interest of the HFSA Annual Scientific Meeting, the exhibitors and the registered attendees, and to provide notice to applicants and exhibitors of governing rules and regulations.

“HFSA” used herein or in subsequent rules or regulations shall mean the Heart Failure Society of America, its committees, agents or employees acting for the management of the Meeting and Exhibition.

“Exhibitor” used herein or in subsequent rules or regulations shall mean the exhibiting company and its representatives.

The 2022 HFSA Annual Scientific Meeting includes a trade show designed to provide a showcase of products and services either specifically designed for, or customarily used in, the treatment of heart failure and concomitant medical conditions or for products and services that may be of interest to its members and attendees.

HFSA does not guarantee that any space will be available to any applicant. If space is not available, a waiting list may be developed in the order of the date of receipt of each completed and paid in full Application Contract. Two weeks after the show, HFSA will refund all payments received with the Application/Contract for exhibit space to any applicant for which space was not available.

HFSA, in its sole discretion, reserves the right to refuse rental of display space to any company, for any or no reason.

Eligibility to Exhibit

HFSA reserves the exclusive and total right to control all aspects of the conduct of HFSA scientific conferences and specifically reserves the right to determine the acceptability of applications for exhibit space. All applications must meet these criteria:

  • The products or services to be exhibited are of professional or educational interest or benefit to the registrants and are, in the opinion of the HFSA, related to the field of heart failure clinical practice and research of all disciplines.
  • The applicant’s goods or services to be exhibited must be in line with the HFSA’s scientific or public policies, positions, and statements or guidelines. This also includes the parent or subsidiary corporation of the applicant or goods and services thereof, which must also be deemed by the HFSA to be consistent with the HFSA’s scientific or public policies, positions, statements or guidelines.
  • The applicant is reasonably determined by the HFSA to be highly ethical and reputable, and the goods and services to be exhibited are reasonably believed by the HFSA not to be harmful, illegal, ineffective, fraudulent or based on non-proven science.
  • The applicant agrees to comply with the HFSA Rules and Regulations governing HFSA scientific conferences.
  • The application and required documents must be completely and accurately filled out. Incomplete applications will not be processed. All products and/or services to be exhibited must be listed on the application for exhibit space.
  • Only products or services approved by the HFSA may be exhibited.
  • The application and required documents must be received prior to the established deadlines.
  • All products marketed and promoted at HFSA scientific conferences that are regulated by the Food and Drug Administration (FDA) must meet FDA guidelines or be FDA-approved. HFSA reserves the right to deny exhibit participation of any company requesting to exhibit vitamins and supplements that are not regulated by the FDA. Exhibitors are responsible for ensuring that they are in compliance with all FDA regulations, policies, practices and guidelines, as well as any other industry guidelines pertaining to your participation at any HFSA scientific conference. The HFSA reserves the right to close exhibits or parts of exhibits should an exhibitor not be in compliance with any of these guidelines.
  • The applicant must agree to the payment terms including the cancellation or reduction of exhibit space as defined for each HFSA scientific conference.
  • Applications may be refused or booth space restricted due to space limitations or other reasons determined by the HFSA.
  • Upon submitting an application for exhibit space, the exhibitor agrees that the information contained in this prospectus and the HFSA Rules and Regulations are an integral and binding part of the exhibit space contract and that it is the responsibility of the exhibiting company to distribute information to ensure that all individuals staffing the booth are aware of the Rules and Regulations governing HFSA scientific conferences

Interpretation of Rules and Regulations

HFSA reserves the right to and has full authority to interpret, amend, and enforce these rules and regulations. Its decisions interpreting and enforcing the rules and regulations are final. Exhibitors agree to and are required to abide by these and all rules and regulations and all amendments and modifications that may hereafter be adopted, which shall be as much a part as though originally incorporated. All issues not addressed herein are subject to the decision of the HFSA, in its sole discretion.

Compliance with Law

Each Exhibitor is required to comply with and abide by all applicable laws, ordinances, regulations, codes, and rules.

No-Smoking Policy

HFSA strictly prohibits the use of tobacco products in all contracted areas of the HFSA Annual Scientific Meeting (including during installation and dismantling). Exhibitors are responsible for ensuring that all individuals associated with the Exhibitor comply with this policy.

Americans with Disabilities Act

Exhibitors are responsible for complying with all applicable provisions of the Americans with Disabilities Act (ADA) with regard to their booth space including, but not limited to, the wheelchair access provisions. Exhibitors shall indemnify, hold harmless, and defend the HFSA, its officers, directors, agents, members, and employees from and against any claims, liabilities, losses, damages, and expenses (including attorneys’ fees and expenses) resulting from or arising out of the Exhibitors’ failure or allegations of Exhibitors’ failure to comply with the provisions of the ADA.

Enforcement of Rules

By applying for exhibit space an Exhibitor agrees to adhere to all conditions, rules, and regulations established by HFSA. Any Exhibitor that fails to notify HFSA in writing, prior to the scientific meeting, of its intent to cancel is deemed a no-show. A no-show may result in a loss of exhibiting privileges at future HFSA scientific meetings. No refunds will be issued. Infractions of the spirit of the rules by potential exhibitors at any time may be considered in determining whether to accept an application to exhibit at any HFSA meeting.

Code of Exhibit

One of the purposes of the HFSA Annual Scientific Meeting is to offer companies an opportunity to present information about products or services pertinent to the registrants’ professional interests. The determination of the suitability of conduct of an exhibitor shall be made exclusively by the HFSA.

Exhibitors and their representatives (including public relations, advertising, or design firms) must conduct all marketing and promotional activity within the contracted exhibit space. Placement of signs, promotional materials or canvassing in any part of HFSA contracted space at Gaylord National Resort & Convention Center outside of the Exhibitor’s booth is prohibited.


To make a hotel reservation, please visit the HFSA Annual Scientific Meeting website (https://hfsa.org/hfsa2022) for lodging information or click here to make a reservation directly.

To secure a room block (10 rooms or more), please contact Lindsey Best (HFSA Conference Organizer) at lbest@gmimeetings.com for more information.

Evictions and Restrictions

HFSA reserves the right to restrict or evict exhibits that, because of noise, method of operation, materials, or any other reason become objectionable, and also to prohibit or evict any exhibit, which may detract from the general character of the exhibits as a whole. This includes persons, things, conduct, printed matter or anything of a character which HFSA determines, in its opinion, is objectionable to the exhibit. In the event of such restriction or eviction, HFSA is not liable for any refunds or rentals or other exhibit expenses. Companies receiving such notice will not be eligible to exhibit at future HFSA meetings.

General Information


Exhibitor badges are for company employees only. Using an Exhibitor badge for physicians, scientists or allied health professionals is prohibited. Exhibitor badges will allow admission to scientific sessions based upon available space and at the discretion of the HFSA. It is recommended that exhibitor staff wishing to attend the scientific sessions purchase a scientific meeting badge. CEU credit cannot be earned with an exhibitor badge. Exhibitors will be limited to 5 badges per 10 x 10 booth. Five (5) additional badges for exhibitors can be purchased for $200 each (restrictions apply).

Exhibitors are required to wear the official HFSA exhibitor badge at all times in the Exhibit Hall during installation, exhibit hours and dismantle. It is also required that Exhibitors’ conduct and attire be consistent with the professional decorum of the meeting.


To heighten visibility, exhibitors may wish to view the Sponsorship Opportunities to learn more.


Use of live animals in exhibits for any purpose is not allowed. The use of service dogs is permissible.

Exhibitor Badges

HFSA will offer Exhibitors the option to manage their badge orders online for the HFSA Annual Scientific Meeting. Instructions for online badge management will be provided in June. Every effort should be made to register staff online in advance. Badges can be picked up at the designated on-site registration desk specific for exhibitors. On-site registration will also be available for badges. Company business card will be required.

Loss of Badge Credentials

HFSA reserves the right to revoke or deny attendance of any registered participant, speaker, exhibitor, news media reporter or photographer to presentations or activities at HFSA scientific conferences and meetings. Personal identification is required to receive a replacement badge. HFSA reserves the right to charge a $25 fee for each replacement badge.

Banners/Hanging Signs/Lighting Trusses

Island Booths of 400 square feet or more will be allowed to have hanging signs, banners and lighting trusses. Hanging signs or hanging banners suspended from the ceiling must maintain a minimum of a 4' clearance from the highest point of the island booth display and the bottom of the banner. The maximum height from the floor to the top of sign is 20'. The distance is measured from the floor to the top of the sign. Lighting trusses will be permitted to 20' but must be independent of all hanging signs, logos or banners.

Care of Space

Exhibitors shall be responsible for properly maintaining their space. Exhibitors may not place anything in the aisles during exhibit hours. No part of an exhibit, signs or other materials may be posted, nailed, taped or otherwise affixed to walls, doors, or floor surfaces in a way that will mar or deface the premises. Exhibitors are responsible for any damage to the facility.

Booth Construction

In-line Booths

An in-line booth is one or more standard 10' x 10' unit(s) arranged in a straight line. In-line booths have only one side exposed to an aisle. The maximum height of 8' is allowed on the back wall and the rear half of the booth space, with a 4' height restriction imposed on all materials in the remaining space forward to the aisle.

The maximum back wall height limitation of 8' includes signs, company name, logo or product information. Display material for in-line and perimeter booths is restricted to a maximum height of 4' and should in no way limit the site line of an adjacent booth.

Regardless of the number of in-line booths used (e.g., 10' x 10', 10' x 20', etc.) display materials should be arranged so they do not obstruct sight lines of neighboring Exhibitors.

Each in-line booth will have an 8' high-draped back wall and 3' high drape dividers defining the sides of the space. The backside of an in-line booth must not be visible and must not be used for storage.

Corner Booths

A corner booth is an in-line booth exposed to aisles on two sides. Two corner booths cannot be used to form an end-cap booth. All other guidelines for in-line booths apply.

Island Booths

Island booths are units bounded on four sides by aisles and are a minimum 20' x 20'.

Exhibits may extend to all outer edges of the booth space but the design of the booth must allow accessibility from all four sides and sufficient see-through areas so the view of the adjacent exhibits are not blocked.

A 40% see-through effect on the portion of the booth from floor to 8′ minimum height is required to prevent blocking views of adjacent exhibit.

Exhibit booths utilizing walls must be considerate of sightlines to neighboring exhibits. For this reason, only Exhibitors in island booths, 400 square feet and larger, may use walls within their booths. Walled areas may only encompass up to 40% of any given dimension of the booth. All island booth layouts (with or without walled areas) buts be approved by HFSA prior to production. HFSA may, at its discretion, advise Exhibitors to relocate walled areas or other structures within displays in order to allow sightlines to neighboring exhibits.

Two-Story Booths

Not allowed.


The HFSA does not allow children under the age of 16 in the Exhibit Hall at any time. Due to limited seating capacity and the technical nature of the program, children (under age 16) are not allowed into the scientific sessions.

Clinical Testing and Demonstration of Equipment

Exhibitors are permitted to conduct clinical tests such as blood pressure monitoring, cholesterol screening and demonstrations of products or equipment from their booth. Demonstrations must be conducted within the confines of Exhibitor’s booth and not interfere with the flow of aisle traffic. HFSA reserves the right to have the Exhibitor discontinue any activity that interferes with the normal traffic flow in the aisle or that interferes with other neighboring exhibit booths.


The HFSA defines co-marketing as two or more companies developing, manufacturing, producing or distributing the same product. Only pre-approved products may be displayed in the co-marketing exhibit space. A request on company letterhead explaining the nature of the product must accompany request for co-marketing exhibiting space.

Drawing, Contests, Games

While Exhibitors shall not conduct any games, contests, lotteries, raffles or other games of chance; they may conduct drawings that do not involve the requirement of payment or consideration for the chance to play with HFSA’s prior written approval. Requests must be made no later than 60 days prior to the conference. If approval is given, the exhibitor must comply with all HFSA rules, all federal, state and local laws, and convention center rules and regulations. HFSA requires that any prize or award must be considered modest in value and that the opportunity be open to all attendees. The drawing and notification of winner is the responsibility of the exhibitor and must be drawn after the conclusion of the HFSA scientific conference.

Engineering Certification/Structural Integrity

The Exhibitor is responsible for securing safety certifications from a licensed structural engineer. The safety certificate must be available on site for inspection by the Show Management and the fire marshal. Do not send the certificate to the HFSA. Exhibitors must adhere to rules and regulations of the Gaylord National Resort & Convention Center that regulate temporary structures. This policy has been established to ensure the safety of Exhibitors and attendees. Exhibitors agree to release the HFSA of any and all responsibility for the safety of such exhibits and to indemnify, hold harmless, and defend the HFSA, its officers, directors, agents, members, and employees from and against liabilities, losses, damages, and expenses (including attorneys’ fees and expenses) resulting from or arising out of the Exhibitors’ failure or allegations of Exhibitors’ failure to ensure the safety of their exhibits.

Booth structures with towers, columns or walls that exceed 10' in height are required to present certification verifying the structural integrity of the exhibit. The engineering certificate must be available on site to be presented, if requested.

Exhibitor Designated Contractors

The HFSA has made every effort to work with the best-qualified contractors to provide services for the Annual Scientific Meeting. If an exhibitor chooses to designate a non-official exhibitor designated contractor (EDC), the exhibitor and contractor must abide by the HFSA Rules and Regulations and submit an EDC Notification of Use form. Information regarding use of an EDC can be found in the Exhibitor Service Kit.

Exhibitor Services

Exhibitor kits will be emailed to the contact identified on the Application for Exhibit Space Form starting in June 2022. The Service Kit will provide Exhibitors complete shipping instructions, product information and other forms for all services needed during installation, show period and removal of exhibition.

If you have any questions please contact: Lindsey Best (HFSA Conference Organizer) at lbest@gmimeetings.com

Fire Regulations

Fire regulations prohibit the use of paper (crepe or corrugated), cardboard or other flammable materials for booth decorations. All materials in exhibit areas must be nonflammable. Electric signs and equipment must be wired to meet local fire code specifications. Fire extinguishers on walls or elsewhere must not be removed or obstructed.

Floor Covering

Floor covering is mandatory for all booths. The floor covering must cover the entire net-square footage of contracted exhibit space. Exhibitors may use their own floor covering or order it from the official decorator. Order forms will be included in the Exhibitor Service Kit.


Exhibitors are permitted to distribute giveaways in accordance with the AMA Ethical Guidelines, which state:

“Some gifts that reflect customary practices of industry may not be consistent with the principles of medical ethics. To avoid the acceptance or distribution of inappropriate gifts, physicians should observe the following guidelines: Any gifts accepted by physicians individually should primarily entail a benefit to patients or serve an educational purpose for the physician (PhRMA and AdvaMed). Accordingly, textbooks and other gifts are appropriate if they serve a genuine educational function to the patient or physician. Cash payments should not be accepted. Individual gifts of minimal value are permissible as long as the gifts serve a genuine educational value (AMA) and are not branded (PhRMA and AdvaMed).”

No gifts should be offered or accepted that create an obligation to the physician or registrant. For example, physicians should not accept gifts if they are given in relation to the physician’s prescribing practice.

Exhibitors are required to follow the legal and ethical boundaries of giveaways, including the reporting obligations of the Physician Payments Sunshine Act.

Posters (unless educational), newspapers, product literature in “unique” containers or packaging, materials or literature other than product information, novelties or any other non-cardiovascular related product is also prohibited.

Giveaways should be associated with products or services of the Exhibitor and must provide educational value to the physician or the patient.

A giveaway should not exceed a retail value of $10 (PhRMA and AdvaMed). Exhibitors are encouraged to secure HFSA approval before ordering giveaways in case an item is not approved.

Hazardous Waste Disposal

Hazardous waste is any material being stored, recycled or thrown away that could cause injury or death or pollute air, land, or water. Exhibitors who generate materials fitting any of these criteria in the course of their exhibiting activity must follow these guidelines: (1) be aware of the full scope of the hazards associated with waste created with the exhibit; (2) conform to the requirements of all regulatory agencies having jurisdiction over the creation of hazardous waste in that location; (3) complete the Hazardous Waste section on the Booth Activities form and return to the HFSA.

Waste generated on site at the HFSA Annual Scientific Meeting must be disposed in compliance with all applicable state regulations. Costs or applicable administrative expenses incurred by Gaylord National Resort & Convention Center for the removal of hazardous waste left in or about Gaylord National Resort & Convention Center will be assessed to the Exhibitor.

Human Subjects as Models for Sales Demonstration of Ultrasound Equipment

The use of human subjects as models for demonstrating ultrasound scanning devices is discouraged by the HFSA. Although there is no scientific evidence that long-term exposure to ultrasound at these frequencies is harmful, the long-term effects are not known. Therefore, no risk/benefit estimate is possible, nor is it possible to make a tentative estimate of risk.

Installation of Exhibits

At the time of writing these Rules & Regulations, it is planned that installation of exhibits will be on Thursday, September 29, 2022 between 12:00 PM and 5:00 PM and Friday, September 30, 2022 between 8:00 AM and 3:00 PM. All exhibits must be fully installed by 3:00 PM Friday, September 30, 2022. No exceptions will be granted.

Insurance and Liability

By signing the “Application for Exhibit Space”, each Exhibitor agrees to maintain adequate insurance coverage (as described below) against injury to person and damage to or loss of property to cover its obligations hereunder. Each Exhibitor must provide a copy of such insurance policy by August 8, 2022 to HFSA via email to Lindsey Best (HFSA Conference Organizer) at lbest@gmimeetings.com

Exhibitor’s insurance shall be in an amount of not less than one million dollars ($1,000,000) for personal injury, death or property damage in any one occurrence. Such insurance maintained by the Exhibitor must be issued by an insurance company reasonably acceptable to HFSA, include coverage of the indemnification obligations of the Exhibitor described below, and shall name HFSA and Gaylord National Resort & Convention Center as additional insureds. Exhibitor further acknowledges that it is responsible for obtaining, for its protection and entirely at its expense, such property insurance for its exhibit and display materials as the exhibitor deems appropriate. Any insurance policies must contain an express waiver by the exhibitor’s insurance company of any right of subrogation as to any claims against HFSA and its representatives.

Exhibitor acknowledges and agrees that it will obtain, at its own expense, any and all licenses or permits to comply with all local, state and federal laws, ordinances and regulations for any of its activities in connection with the HFSA Annual Scientific Meeting, including appropriate licenses for any music that may be played or performed in its space. Exhibitor shall bear the sole responsibility for any damages, claims, losses, liabilities or expenses arising from an injury to any person or property that arises out of, is related to, or is in any manner connected with the Exhibitor’s participation in the HFSA Annual Scientific Meeting, including its indemnity obligations herein. Neither HFSA, its members, officers, representatives or employees, or Gaylord National Resort & Convention Center, its representatives or employees, will be responsible for any injury, loss or damage that may occur or occurs to the Exhibitor or the Exhibitor’s employees, agents or invitees or property from any cause whatsoever, prior, during or subsequent to the period covered by the exhibit contract. Each Exhibitor must make provision for the safeguarding of its goods, materials, equipment and display at all times. Although general overall watchmen may be employed by the HFSA for the Exhibition period, the furnishing of such watchmen shall not be deemed to affect the non-liability of HFSA, Gaylord National Resort & Convention Center or their officers, representatives or employees. Execution by the Exhibitor of the “Application for Exhibit Space” is an agreement by the Exhibitor to protect, indemnify, defend and hold harmless the HFSA, its officers, directors, members, agents and employees from and against any and all liabilities, losses, damages, suits, claims, demands, costs and expenses, including but not limited to reasonable attorney’s fees in connection therewith, which may arise or result in any way from the acts or omissions of the Exhibitor, its agents, contractors and employees except when HFSA, or the Gaylord National Resort & Convention Center has acted willfully or negligently. In no event shall HFSA be liable to the Exhibitor for any loss of business, business opportunities, or for any other type of direct or consequential damages alleged to be due under any claim. It is agreed and understood by the Exhibitor that the sole liability, if there is any liability at all, of HFSA for any claim of the Exhibitor shall be a refund of the amount paid by the Exhibitor under this agreement as an exclusive remedy.

Interactive Computer Demonstrations

Demonstration areas must be organized within the Exhibitor’s exhibit space so as not to interfere with the flow of aisle traffic. All activities must be supervised by exhibit personnel who, in the event of an emergency, have full operating knowledge of the demonstration.

Investigational Products

All products marketed and promoted in the exhibit hall that are regulated by the Food and Drug Administration (FDA) must meet all applicable FDA guidelines and/or must be FDA-approved or meet an applicable exception to the FDA approval requirements. It is the responsibility of the exhibitors to ensure adherence to FDA regulations, policies, practices and guidelines and all other applicable industry guidelines, concerning the demonstration, discussion, use and/ or display of products, technologies and/or services at the HFSA Annual Scientific Meeting.

Mailing Lists

Due to GDPR, mailing lists and attendee contact information will no longer be provided to exhibitors. HFSA will distribute one email blast to promote all exhibitors using the descriptions provided in the exhibitor application.

Market Research Firms

Market research surveys must be related to the field of cardiovascular disease and conducted within the confines of exhibit space rented.

Payment and Provision in Case of Default

If any Exhibitor fails to pay, when due, any sum required by the Application/Contract for exhibit space, or if any Exhibitor fails to meet any term or condition of the contract, or fails to observe and abide by these Rules & Regulations and those outlined on the Application/ Contract for exhibit space, HFSA reserves the right to terminate this contract immediately without refund of any monies previously paid. In any case, no refunds for any reason will be made after July 25, 2022.

Photography & Videotaping

Videotaping and taking of photographs (including cell phone cameras), other than by the HFSA official photographer, is strictly prohibited. Photographs taken by the HFSA official photographer are for HFSA use only.

A representative of one Exhibitor is not allowed to photograph or video another Exhibitor’s booth.

Please be aware that during the HFSA Annual Scientific Meeting, attendees, vendors, guests and exhibitors may be photographed by the HFSA photographer. Some of these photographs may be used by the HFSA in future publications or materials connected with the HFSA Annual Scientific Meeting.

Exhibitors may request permission from the HFSA to photograph their own booth for internal marketing purposes only. Any photography or video taping of booths by Exhibitor photographers will need prior approval. If you have any questions, please contact Lindsey Best (HFSA Conference Organizer) at lbest@gmimeetings.com

Printed Materials

Distribution of printed materials (including audio cassettes, CDs, videos, and books) by industry or its agents is limited to the area rented by the Exhibitor in the HFSA Exhibit Hall. Such materials are not permitted in the registration and poster session areas or in the scientific session rooms or in any hotel contracted by the HFSA. Noncompliance with this regulation will result in the prompt removal of the offending person and property from that area and may result in the issuance of priority points violation to the exhibiting company. Exhibitors who are commercial entities are reminded that ACCME guidelines prohibit distributing from the exhibit floor literature and materials promoting CME symposia or activities.

Other Prohibited Activities Include, but Are Not Limited To:

Advertising/Displays: Advertising (including, but not limited to, the advertisement of any product pricing), displaying goods, or distributing material or literature other than those manufactured or sold by the Exhibitor in the regular course of its business is prohibited.

Affixing Exhibit Materials: No part of an exhibit may be posted, nailed, taped or otherwise affixed to walls, doors or floors in a way that will mark or deface the property.

Broadcasting: Broadcasting of audio or video news programs is prohibited.

Audio and Visual Systems: Use of an open audio system or visual strobe effect is strongly discouraged. The exhibitor must stop using a system if, in the HFSA’s opinion, the sound level is objectionable to the registrants or adjacent exhibitors. Further, the exhibitor is responsible for any and all fees that may be due for the use of copyrighted music used in audio presentations.

Celebrities: Using celebrities or celebrity look-alikes is prohibited.

Entertainment: Using magicians, fortune tellers, dancers, mimes, live animals, puppet shows, robots, vocal or any other form of entertainment is prohibited.

Games: Exhibitors are not permitted to conduct games, contests, raffles, or any other games of chance at their booths. This includes post-meeting drawings or raffles.

Music: Live performance of music is prohibited.

Obstruction: Any activity in an Exhibitor’s booth that obstructs aisle space will not be permitted. Use of materials or equipment that obstructs or may obstruct visibility of an adjacent exhibition is prohibited.

Odor: Offensive odors from Exhibitors are prohibited.

Paper: Use of any paper, cardboard or other flammable materials for booth decorations is prohibited.

Product Display and Distribution: Display, demonstration of products, processes or services are restricted to the Exhibitor’s exhibit booth, which space is limited by the restrictions set forth under “Construction”.

Rules and Regulations: Not complying with these rules and regulations, as they may be modified or amended is prohibited.

Removal of Exhibits

All exhibits must remain intact until the Exhibit Hall closes Sunday, October 02, 2022 at 2:30 PM. Exhibit tear-down will begin at 2:30 PM until 8:00 PM on Sunday. All exhibits must remain intact until the Exhibit Hall closes Sunday, October 02, 2022.

No dismantling will be permitted prior to the close of the Exhibit Hall on Sunday, no exceptions will be made. Exhibits must be packed and ready to move by 12:00 PM on Monday, October 03, 2022.

Reservation & Occupation of Exhibit Space

Payment is due with application for Exhibit Space unless prior arrangements are made with HFSA.

Any space not claimed and occupied prior to 3:00 PM on Friday, September 30, 2022 may, at HFSA’s sole discretion, be resold or reassigned by HFSA with no obligation on the part of HFSA to refund any part of the booth rental, and with the Exhibitor remaining responsible for payment of all amounts due. The Exhibitor may not assign or sublet any space.

Scientific Presentations

To avoid conflict with the HFSA Annual Scientific Meeting, scientific presentations within exhibits are limited by the following speaker constraint: To be eligible to give a live presentation at an exhibit, speakers at the HFSA Annual Scientific Meeting must wait until after their presentation in the scientific program or satellite symposium unless there is no overlap in subject or data. Speakers will be required to verify to the HFSA in writing that no overlap exists. Approval is at the sole discretion of the HFSA. These are not CEU presentations. This does not apply to engineers or others who are registered as Exhibitors. It also does not apply to the display of videotape presentations featuring physicians or scientists, whether or not they are registered at the meeting.


The HFSA provides perimeter security in all exhibit areas during the Annual Scientific Meeting. Exhibitors are reminded that booth security and the protection of special valuable items inside the booth space may require additional security at the Exhibitor’s own expense. The HFSA is not responsible for damaged, lost or stolen equipment or materials. Delivery or removal of equipment is only permitted during move in and move out. All security services must be ordered through HFSA’s official service contractor.

Selling Products or Services

The purpose of HFSA’s exhibit program is to further the education of the attendees by providing information, services and products, and presenting industry trends that are pertinent to the physician’s professional interest. Therefore, taking orders and selling exhibited products will be permitted. At no time may the exhibit or product display be altered to fulfill a transaction. No signage or advertising of product pricing will be allowed. Exhibitors that intend to sell taxable goods or services on site are responsible for registering as a dealer and must obtain and maintain all required licenses and permits.

Force Majeure and Show Cancellation Policy

In the event that HFSA cancels its entire scientific conference for any circumstance beyond its control which, in its sole discretion, makes holding a safe and successful meeting illegal, impossible, inadvisable or commercially impracticable, HFSA shall have the right to terminate this agreement and either refund the exhibitor’s fees received or credit them to the next available HFSA conference for which the exhibitor applies.

In the event that (a) the HFSA scientific conference is abbreviated because of circumstances beyond the HFSA’s control, (b) any part of the Exhibit Hall is damaged, or (c) circumstances make it impossible, illegal, inadvisable or commercially impracticable for HFSA to permit an exhibitor to occupy the space assigned during any part or the whole of the period covered, then under such circumstances the exhibitor will be charged only for the period that space was or could have been occupied by the exhibitor, and HSFA shall have the right to terminate this agreement and refund a pro-rata portion of fees paid for space that could not be occupied or credit them to the next available HFSA conference for which the exhibitor applies.

In the event the conference is not canceled by HFSA but the exhibitor’s attendance at the conference is made illegal or impossible due to circumstances beyond its control, including, but not limited to acts of God, government regulation or order, or curtailment of transportation facilities, the HFSA shall have the right to terminate this agreement and either refund the exhibitor’s fees received or credit them to the next available HFSA conference for which the exhibitor applies.

In all of the circumstances above, the exhibitor expressly agrees to waive any claim the exhibitor may have against the HFSA for any form of expenses or damages, including, but not limited to, expenses incurred for registration, support opportunities, food and beverage, audiovisual services, signage, housing and travel.

Unofficial Events: Hospitality Suites and Private Meetings

HFSA reserves the right to control all contracted function space at the Gaylord National Resort & Convention Center for the 2022 HFSA Annual Scientific Meeting.

Unofficial events are restricted to registered scientific attendees and exhibitor staff. They are not planned or sponsored by the Heart Failure Society of America. Click here for the Unofficial Event Application.

Hospitality rooms may be restricted during certain times of the Annual Meeting. The official HFSA hotels will not release space without approval from the HFSA. The Exhibitor assumes full responsibility for property damage, personal injury or death to any party, by reason of occurrences at or related to any such functions conducted by it. Signage will be allowed only in HFSA designated areas and must be approved by HFSA prior to display.

Exhibitor shall make all arrangements with hotel/conference center, at their own cost, for room rental fees, audio-visual, food and beverage or special set needs.

If you have any questions, please contact Lindsey Best (HFSA Conference Organizer) at lbest@gmimeetings.com.

Use of HFSA Name, Logo, & Insignia

The HFSA name, insignia, logo or other identifying marks may not be used in signs, advertising, or promotions in any media, or on any literature without the express written permission from the HFSA Chief Executive Officer. The HFSA name cannot be included in any advertising, documents, or publications supported or sponsored by another organization or group. The fact that a company conducts a satellite program at the HFSA Annual Scientific Meeting does not confer permission to use the HFSA name in advertisements or promotional activities. No endorsement by the HFSA of the supporting company or its goods or services, expressed or implied, is permitted or intended.

In general, the HFSA name cannot be used without the express written permission of the HFSA Chief Executive Officer. Additional Information regarding use of HFSA name can be found on the HFSA web site (https://hfsa.org/hfsa2022). Compliance is expected.

Content last updated on August 31st, 2022 at 12:21 pm