2023 INDUSTRY EXPERT THEATER GUIDELINES

2023 Industry Expert Theater

Purpose

A convenient exhibit floor theater location allows exhibitors an opportunity to provide clinical updates and educate attendees on current therapies, disease states, products and pipeline activities while remaining close to the action in the exhibit hall. These promotional presentations are formatted for learning and a great way to provide a higher level of interaction and engagement of professional attendees. Theaters are non-CEU educational activities and provide an opportunity for product-specific education. Only exhibitors are eligible to conduct an Industry Expert Theater. Two theaters will be running simultaneously in the exhibit hall. A total of eight (8) theaters will be available to purchase.

Industry Expert Theater Hours and Fees

The Industry Expert Theaters are almost SOLD OUT – only one slot left.

Eight Industry Expert Theaters will be in the Exhibit Hall. The dates and times are:

Friday, October 6, 2023 from 6:30 PM – 7:30 PM (SOLD OUT) – $33,500 each
Saturday, October 7, 2023 from 1:15 PM – 2:15 PM (SOLD OUT) – $37,500 each
Saturday, October 7, 2023 from 6:00 PM – 7:00 PM – $33,500 each
Sunday, October 8, 2023 from 12:30 PM – 1:30 PM (SOLD OUT) – $35,000 each

Times are subject to change based the final HFSA program. Sponsors may indicate a preferred time slot(s) on the application. Multiple requests for the same time slot will be determined based upon corporate membership status, when the application is received, overall support, and the theater topic. HFSA will confirm via email within approximately two weeks of application (10 business days).

Industry Expert Theaters include:

Theater seating up to 150 in a dedicated space in the Exhibit Hall
Audiovisual (up to 4 microphones for presenter, panelists, audience questions)
LED Screen – 7' x 11'
Sound system
Confidence Monitor
Laser pointer
AV technician
Electrical drop
Sound and lighting
Presenter to provide own laptop

If desired, sponsor is responsible for renting lead retrieval scanner(s) and providing staff to scan attendee badges.

In addition, HFSA provides publicity via the following:

Session details included on signage inclusive of other Industry Expert Theaters placed outside the Exhibit Hall
Inclusion in email blast inclusive of other Exhibit Hall activities to meeting
Slide reminder inclusive of all Industry Expert Theaters in the scientific sessions
Session details listed in the electronic program PDF

Optional On-Demand

For an additional fee, Industry Expert Theaters can be recorded at their own expense. These recordings can be offered OnDemand in the HFSA Learning Center for up to one year. (Livestream is not available).

OnDemand for one-year in HFSA Learning Center – $5,000

Content

It is the responsibility of the sponsor to adhere to FDA regulations and all other applicable industry guidelines concerning the discussion of products and services. Companies are encouraged to check with their medical affairs/compliance staff regarding these issues.

Products displayed at the Industry Expert Theater must meet FDA guidelines and be FDA approved. Applicants are reminded of the FDA restrictions on the promotion of investigational and pre-approved, drugs, devices, and procedures. For more information visit the Guidance page on the FDA website.

Presentations may reference scientific program or poster content but should not be identical. Presentations referencing scientific session content may take place only after the relevant scientific session has occurred. HFSA reserves the right to have the scientific program chair review and approve Industry Expert Theater content. Faculty assignments for the HFSA scientific program will take precedence over Industry Expert Theater scheduling. HFSA reserves the right to deny an Industry Expert Theater application if there is potential faculty overlap or if the content conflicts with a session being developed for the scientific program.

How to Apply

Complete the application form. Theater Topic MUST be included with Application.

Speakers

It is the responsibility of the sponsor to ensure that all individuals involved with the planning, production, and marketing of the Industry Expert Theater are aware of and abide by the Industry Expert Theater Guidelines. All speakers must be registered in-person attendees at the meeting. If a speaker’s presentation is like his or her presentation in a scientific session, the scientific session should precede the Industry Expert Theater. As part of the SSRC review, it is determined if the proposed program appropriately reflects the HFSA Diversity, Equity, and Inclusion Policy. It is advised that the Contemporary Forum sponsors keep this in mind when budgeting for and selecting faculty.

Set Up

Sponsors will have access to the Industry Expert Theater space 30 minutes before the assigned presentation time. Seating, AV, stage, lighting, and other physical arrangements cannot be altered or removed. Space will be reserved in the back of the Industry Expert Theater for food, should the sponsor decide to offer a modest meal or snack. Food and beverage can be ordered through the Huntington Convention Center of Cleveland.

Signage

Industry Expert Theater presentations will be listed near the entrance to the Exhibit Hall. Sponsors are permitted to supplement this with floor standing signage approximately 1 hour before their scheduled time slot immediately at the entrance of their assigned Industry Expert Theater only and it must be removed within 30 minutes of the conclusion of their presentation. Signs must be professionally printed, no larger than 30″ x 39″ and may be ordered through Freeman or a contractor of the applicant’s choosing. Proposed copy of signage must be approved by the HFSA prior to printing.

Applicants may display signs promoting their Industry Expert Theater within their own contracted exhibit space. Signs may not be placed in other venues or other areas of the Huntington Convention Center of Cleveland.

Promotional Materials

HFSA’s promotion of Industry Expert Theaters is indicated in these guidelines. Additional publicity is strongly recommended. Options include door drops, virtual bag inserts, or display ads in the convention center or outside the Exhibit Hall. See Support Opportunities for specifics.

Keep in mind that HFSA does not sponsor or co-sponsor Industry Expert Theaters. Use of the HFSA name, logo or insignia on materials promoting Industry Expert Theaters is prohibited. All materials promoting Industry Expert Theaters should identify the industry sponsor. In addition:

The term “scientific session” should not be used in reference to an Industry Expert Theater.
All materials promoting an Industry Expert Theater must include the following two statements:

This Industry Expert Theater presentation is not part of the scientific program as planned by the HFSA Program Committee. This event is neither sponsored by nor endorsed by HFSA.

This event does not qualify for continuing education credit.

Proposed copy must be submitted to HFSA for approval prior to printing. Please allow 10 days for review.

Distribution of approved materials from the sponsor’s exhibit booth is permitted. Promotional materials may not be distributed in the aisles, in the Huntington Convention Center of Cleveland lobbies or public areas, or anywhere else in the convention center or hotel. Promotional materials, even if approved, may not be handed out anywhere, including restaurants, in front of or around the convention center or hotel.

Important Dates

Final session title, description, faculty and learning objectives – July 14, 2023
Full payment – Due 30 days after HFSA invoice and no later than July 14, 2023
All graphics are due by August 24, 2023, for production. Any changes made to titles, faculty, descriptions, or objectives will incur a surcharge of 10% to cover changes to signage and final program. Any changes after September 7, 2023, will incur a surcharge of 20%. HFSA cannot guarantee any changes after September 15, 2023. No exceptions

Failure to meet these deadlines will result in the program not being listed in the attendee program book nor in any HFSA promotional materials.

Giveaways

Companies are permitted to distribute from the Industry Expert Theater nonexclusive giveaways in accordance with AMA Ethical Guidelines.

Sponsors are encouraged to review and adhere to other applicable guidelines and codes of ethics related to giveaways, such as the Pharmaceutical Research and Manufacturers of America (PhRMA) Code of Interactions with Healthcare Professionals, Advanced Medical Technology Association (AdvaMed) Code of Ethics on Interactions with Health Care Professionals and the Office of Inspector General’s Compliance Program Guidance for Pharmaceutical Manufacturers.

Pharmaceutical and device companies are reminded to pay special attention to the recently revised PhRMA and AdvaMed Codes, respectively, which prohibit their members from distributing many traditional giveaway items.

Giveaways should be associated with sponsor products or services or be related to the attendees’ work. A giveaway should not exceed a retail value of $10. Within this limit HFSA encourages all applicants to check with their companies’ own medical affairs/compliance staff for applicable guidelines.

Giveaways should not be associated with a satellite symposium or unofficial event. All giveaways must be registered with the HFSA.

For additional information on giveaways, including which are approved or prohibited, see the 2023 Exhibitor Prospectus.

Solicitations

All distribution of literature or business transactions are restricted to the Industry Expert Theater during the specified time slot. Solicitation in the aisles outside the Industry Expert Theater or intercepting those in attendance for advertising purposes is strictly prohibited.

Changes in Schedule and Location

HFSA reserves the right to change location of the Industry Expert Theater as shown on the official floor plan. It also reserves the right to alter the time schedule if it deems a change would be in the best interest of the HFSA Annual Scientific Meeting. All changes will be communicated to Industry Expert Theater sponsors.

Payment

Upon approval and confirmation of the time slot, HFSA will invoice the sponsor. Full payment is due 30 days after invoice and by July 14, 2023. Sponsors will have to expedite payment to ensure payment is received July 14, 2023. Applications received after July 14, 2023 must ensure payment is received within 15 business days after HFSA approves and confirms time slot.

Wire transfers are encouraged. Contact HFSA for wire transfer information and notify Michelle Poinelli at mpoinelli@hfsa.org when a wire transfer is made to ensure its credited properly.

Check or money order (drawn on US banks only) must be made payable to the Heart Failure Society of America (Tax ID: 06-1416238) and mailed to: Heart Failure Society of America, 500 N. Washington Street, #10009, Rockville, MD 20849.

Sponsors will be responsible for a 3% fee for credit card transactions.

Cancellation

No refunds will be made for cancellations after June 20, 2023. Cancellations made prior to June 20, 2023, will be refunded minus a $7,500 penalty fee. If an Industry Expert Theater sponsor cancels or defaults on exhibit space, the Industry Expert Theater slot will be forfeited with no refund for payments made. Notification of applicant’s decision to cancel an Industry Expert Theater time slot must be submitted in writing. HFSA retains the right to utilize canceled theater time slots at its discretion. HFSA reserves the right to revoke an Industry Expert Theater contract at its sole discretion.

General

HFSA shall have the authority to interpret and enforce these guidelines. All matters not covered by these guidelines are subject to the decision of HFSA. All decisions so made shall be as binding on all parties as the original guidelines. The sponsor or its designated representative is responsible for knowing all guidelines. A sponsor that fails to observe these conditions or the terms of the Industry Expert Theater guidelines may be removed from the theater without refund, and without limiting any other rights or remedies available to HFSA. These guidelines may be amended at any time by HFSA, and all amendments so made shall be binding on applicants equally with the original guidelines.

The applicant agrees to operate in strict compliance with these guidelines. HFSA reserves the right to reject, remove or prohibit any presentation in whole or in part, or any applicant, or its representative, with or without giving cause. If any sponsor is rejected for violation of these guidelines, or for any other stated reason, no refund shall be made.

Note: These Industry Expert Theater Guidelines are a supplement to the Exhibitor Prospectus. The rules and regulations set forth in the Exhibitor Prospectus are restated and incorporated herein by reference. Any Exhibitor rules and regulations in the Exhibitor Prospectus that apply to Industry Expert Theaters will be enforced.

Complete the Industry Expert Theater Application to apply for for an Industry Expert Theater. Direct questions to lbest@etherio.com.

Content last updated on July 10th, 2023 at 04:12 pm