Virtual Exhibitor Information

This Intrado Preliminary Booth Guide will help you prepare your booth materials.  Exhibitor training will likely be the week of Sept. 21 and all booth materials will be due on Oct. 7.

Explore the Frequently Asked Questions – Sept. 3

IDWeek Elite Booth – $50,000

• Virtual “booth” includes:
  • Ten Content Tabs to organize documents and links
  • Up to 99 documents and links
  • Unlimited videos (Specifications: up to 500 MB and no longer than 15 minutes each.)
  • Live chat with attendees (Thurs., 10/22, 1:45-3:45 p.m. ET, Fri., 10/23, 12:45-2:45 p.m. ET, and Sat., 10/24, 11:15 a.m. – 1:15 p.m. ET)
  • In booth welcome video (Specifications: up to 500 MB and no longer than 30 seconds to two minutes.)
    • The goal for this is to keep it short and sweet. Welcome attendees to your booth and encourage them to spend time to explore the rest of the booth’s content.
  • In “booth” message board
  • Attendees have access for 12 months
  • “Booth” may be staffed by up to 99 representatives (5-10 at a given time suggested)
• 25 complimentary attendee passes
• Rotating ad space (1280×300 px, jpg) on the home/lobby screen of the virtual event

IDWeek Premium Select Booth – $27,000

• Virtual “booth” includes:
  • Seven Content Tabs to organize documents and links
  • Up to 60 documents and links
  • Unlimited videos (Specifications: up to 500 MB and no longer than 15 minutes each)
  • Live chat with attendees (Thurs., 10/22, 1:45-3:45 p.m. ET, Fri., 10/23, 12:45-2:45 p.m. ET, and Sat., 10/24, 11:15 a.m. – 1:15 p.m. ET)
  • In booth welcome video (Specifications: up to 500 MB and no longer than 30 seconds)
  • In “booth” message board
  • Attendees have access for 12 months
  • “Booth” may be staffed by up to 60 representatives (5-10 at a given time suggested)
• 10 complimentary attendee passes

IDWeek Premium Booth – $16,000

• Virtual “booth” includes:
  • Six Content Tabs to organize documents and links
  • Up to 40 documents and links
  • Unlimited videos (Specifications: up to 500 MB and no longer than 15 minutes each)
  • Live chat with attendees (Thurs., 10/22, 1:45-3:45 p.m. ET, Fri., 10/23, 12:45-2:45 p.m. ET, and Sat., 10/24, 11:15 a.m. – 1:15 p.m. ET)
  • In booth welcome video (Specifications: up to 500 MB and no longer than 30 seconds)
  • In “booth” message board
  • Attendees have access for 12 months
  • “Booth” may be staffed by up to 40 representatives (5-10 at a given time suggested)
• 7 complimentary attendee passes

IDWeek Lite Plus Booth – $3,500

• Virtual “booth” includes:
  • Five Content Tabs to organize documents and links
  • Up to 20 documents and links
  • Live chat with attendees (Thurs., 10/22, 1:45-3:45 p.m. ET, Fri., 10/23, 12:45-2:45 p.m. ET, and Sat., 10/24, 11:15 a.m. – 1:15 p.m. ET)
  • In booth welcome video (Specifications: up to 500 MB and no longer than 30 seconds)
  • In “booth” message board
  • Attendees have access for 12 months
  • “Booth” may be staffed by up to 20 representatives (5-10 at a given time suggested)
• 5 complimentary attendee passes

IDWeek Lite Booth – $2,200

• Virtual “booth” includes:
  • Two Content Tabs to organize documents and links
  • Up to 10 documents and links
  • In booth welcome static image (715 x 460 px, jpg only)
  • In “booth” message board
  • Attendees have access for 12 months
  • “Booth” may be staffed by up to 10 representatives (5-10 at a given time suggested)
• 2 complimentary attendee passes

All virtual “booth” packages include:

• 3 days of unopposed exhibit hall hours
• Gamification and in platform push announcements to drive participation
• Reporting on all booth activity
• Listing on the IDWeek website until December 1
• Listing in Past and Future Events page of IDWeek 2021 website
• Inclusion in the IDWeek app
• Ability to send direct mail to attendees through October 2021*
• Exhibitor only access to unique promotional opportunities

*additional fee applies

New exhibitors are no longer able to be added to the virtual event.

Current exhibitors should review the Virtual Exhibitor Packages and Prices above. 

By Sept. 4, Contact Dana Johnston with your virtual booth decision or to schedule a call to discuss your unique situation or potential refund due.

Current exhibitors have the option to:

• Option #1: Convert the booth to a virtual exhibit.
• Option #2: Transfer the 2020 dollars spent on the exhibit to 2021 at the 2020 rates.
• Option #3: Receive a refund of monies paid.
• Option #4: Donate the refund to the IDSA Foundation in support of the IDWeek Mentorship Program.

All refunds will be sent via ACH/wire transfer and take 4-12 weeks to be received.

Return the completed ACH/wire transfer details form to begin your refund.

Credit card fees are nonrefundable.

Log into the exhibitor dashboard to view your invoice and review payments received to date including any credit card fees that were paid and are nonrefundable.

View the Attendee Demographics.

Virtual exhibitors will be displayed in three places:

1. In Intrado, the virtual platform, for 12 months.
2. On this website through December 1, then on the past and future events page of the 2021 IDWeek website.
3. In the IDWeek app for as long as the attendee keeps the app installed on their device.

Keep in mind Map Your Show and the information you enter in the booth application and Exhibitor Dashboard controls the booth details shared on the IDWeek website in #2 above and the app in #3. Intrado is working on a data transfer with Map Your Show, but it is highly likely the virtual booth will need to be “built” independently of the Map Your Show data.  The deadline to customize a booth, upload documents, like to webpages, or upload videos is October 7.

IDWeek will create five virtual exhibit halls to create a smaller number of exhibitors in each hall and increase each exhibitor’s visibility in the hall.  The halls will be designated by product categories and each exhibitor can only be in one hall.

1. EPI/Infection Control (antibiotic resistance – antibiotic stewardship – environmental cleaning/hygiene – healthcare epidemiology – infection prevention – outbreak management)
2. Devices/Equipment/Diagnostic (Devices (e.g. catheters) – Computer equipment services – diagnostic equipment – diagnostic test kits – laboratory equipment/supplies – laboratory services)
3. Government – Non-profit organization – Public Health
4. Pharmaceuticals
5. Publications – Recruitment

Intrado can integrate gamification and a point driven system to the exhibit hall.  We imagine creating a program for attendees to receive points for visiting 3 booths, 5, booths, 7 booths, etc. with an increasing point value assigned as an attendee visits and engages with a greater number of virtual booths during IDWeek 2020.  IDWeek will pay for and send daily prizes to attendees based on point value and participation.

IDWeek will also post pop up reminder messages during key breaks in the programming to encourage attendees to visit the exhibitors who support the conference.

Over the next 12 months, IDWeek will send ongoing monthly emails to the attendees reminding them to come back into the platform for the immense amount of CME/MOC/CPE credit offered and while they are there we will encourage them to visit the exhibit hall with a large and prominent homepage dashboard ad.

The virtual exhibit hall will be open and available to attendees for 12 months. Live chat with designated booth staff will be available:

• Thursday, Oct. 22, 1:45-3:45 p.m. ET
• Friday, Oct. 23, 12:45-2:45 p.m. ET
• Saturday, Oct. 24, 11:15 a.m. – 1:15 p.m. ET

Demo the Intrado platform. Log in with any email address, even a fake one

Sept. 4 – Current exhibitors decide how to proceed.

Sept. 22 – Last day to request a booth.

Oct. 7 – all components of the booth must be finalized in Intrado.

Oct. 9 – Booth payments due, all exhibitors with a balance due will be cancelled.

Virtual booths may be cancelled any time before Oct. 7, 2020.  Virtual exhibits are nonrefundable, and no refunds will be given.  After Oct. 7, IDWeek is unable to remove a virtual booth from the Intrado platform.

Definition of IDWeek 2020

“IDWeek™ 2020″ – (hereinafter “IDWeek”) is a joint meeting of the Infectious Diseases Society of America (IDSA), the Society for Healthcare Epidemiology of America (SHEA), the HIV Medicine Association (HIVMA), the Pediatric Infectious Diseases Society (PIDS), and the Society of Infectious Diseases Pharmacists (SIDP).  It will be held in the Intrado virtual platform October 21-25, 2020 and remain available for attendees for twelve months.

Eligibility for Exhibiting

All companies and organizations with products or services directly related to the field of infectious diseases or HIV/AIDS are welcome to exhibit. IDWeek reserves the right to determine eligibility. Market research companies are welcome to exhibit provided they submit a letter of authorization from a sponsoring company.

Cancellation of Virtual Exhibit

If IDWeek is cancelled due to fire, power outages, strikes, acts of war, acts of God, or other causes that would prevent IDWeek from continuing the meeting virtually, IDWeek and exhibiting companies will have no further obligation to each other. After considering expenses and obligations, IDWeek will issue a partial refund to exhibiting companies.

Contract for Space

The electronic signed application for virtual exhibit space and the deposit for rental charges constitute a contract for the rights to use the virtual exhibit space allotted.

Contract/Application

Please complete the online application and submit a payment in full within 60 days, but no later than October 9, 2020. If full payment is not received by this date, virtual exhibit space will be forfeited.

Enforcement of Rules and Regulations The exhibiting company has a terminable license to virtually exhibit. If an exhibitor fails to comply with any rules or regulations of IDWeek, the license to exhibit may be terminated and the exhibit removed from the virtual exhibit hall and online exhibitor listing without notice or refund. IDWeek reserves the right to adopt, interpret, or amend these rules and regulations.

Food and Drug Administration

Exhibitors with products regulated by the Food and Drug Administration (FDA) must comply with FDA guidelines and restrictions. For more information, contact the FDA Division of Drug Marketing.

Liability

IDSA will not be responsible for any loss, injury, theft, or damage of any kind to any of the exhibiting company’s employees or property. The exhibiting company shall hold harmless IDSA, Intrado, and their respective employees, agents, and contractors against all claims, fines, liabilities, thefts, injuries, and damages of any kind to persons or property. If IDSA is held liable for an exhibitor’s action or inaction, the exhibitor shall reimburse IDSA for all expenses and hold IDSA harmless from any liability.

Market Research

Market research companies are welcome to virtually exhibit provided they submit a letter of authorization from a sponsoring company. The sponsoring company is responsible for the conduct of the market research firm.

PhRMA Code and OIG Guidance

IDWeek staff is knowledgeable about the Pharmaceutical Research and Manufacturers of America (PhRMA) Code, and the Office of the Inspector General (OIG) Guidance and can assist exhibiting companies with compliance.

Subletting/Sharing of Space

Subletting or sharing of virtual space is not allowed at any time.

Payment Information

Payment in full is due within 60 days of application, but no later than October 9, 2020. If full payment is not received by this date, virtual space can be terminated. 

Method of Payment

The preferred method of payment is by company check made payable to IDSA in U.S. funds drawn on a U.S. bank. Companies paying by check will not incur the credit card fee of 3%.  IDSA also accepts MasterCard, Visa, American Express and Discover.

Cancellations and Refund Policy

Virtual exhibit fees are nonrefundable.  A virtual exhibitor may cancel their participation in IDWeek by notifying show management by Oct. 7, 2020.

Use of IDWeek™ Name and Logo

IDWeek does not allow other companies or organizations to use the meeting’s name or logo, nor does it allow the use of the Infectious Diseases Society of America (IDSA), the Society for Healthcare Epidemiology of America, the HIV Medicine Association (HIVMA),  the Pediatric Infectious Diseases Society (PIDS), or the Society of Infectious Diseases Pharmacists (SIDP) names or logos, unless the use is for a product or service that one of the aforementioned organizations sponsors or co-sponsors.

IDWeek must review and provide written approval for any products or materials featuring the IDWeek name or logo prior to printing or production.  Announcements for affiliated events should not imply that the program is an official activity of IDWeek. Phrases like “preceding” or “following IDWeek™” are appropriate. A phrase like, “our company is hosting a symposium, learning lounge, etc. in the IDWeek™ virtual platform” is allowed. IDWeek is one word, the ID should be boldface, and use the trademark superscript after IDWeek™ 2020. To request written approval, contact Dana Johnston.

Exhibitors are not permitted to display or demonstrate any products, processes, or services, solicit orders, or distribute advertising materials outside their booth space without prior written approval from IDWeek. This includes non-exhibit areas of the virtual meeting including session chats, happy hours, or other social networking functions outside of the virtual exhibit hall.

Copyright, Disclaimer, Promotional Sponsorships and Related Policies

All materials at IDWeek 2020 are subject to copyrights owned by IDWeek or other individuals or entities. Any reproduction, retransmission, or republication of all or part of any posting or document from IDWeek is strictly prohibited, unless IDWeek and the copyright owner of the material have expressly granted their prior written consent to so reproduce, retransmit, or republish the material. All other rights reserved.

Hashtags and Social Media Policy

Exhibitors may use #IDWeek2020 in all related social media posts.

Promotional Sponsorships Associated with IDWeek

Payment Policy. Payment in full is due 60 days after the reservation is made, but no later than October 9, 2020.

Use of IDWeek Name and Logo. The use of the IDWeek logo is prohibited. You may reference IDWeek in name only. Be sure the ID in IDWeek is boldface and that IDWeek is one word, no space between the ID and Week. Be sure to use the superscript TM for trademark after the name. IDWeek™ or IDWeek™ 2020 are both acceptable uses.  All uses of the IDWeek name must be approved in advance.

Cancellation Policy. Items may be cancelled at any time before they are implemented, but no refunds will be given.

Copyright, Disclaimer, and Related Policies

All materials at IDWeek 2020 are subject to copyrights owned by IDWeek or other individuals or entities. Any reproduction, retransmission, or republication of all or part of any posting or document from IDWeek is strictly prohibited, unless IDWeek and the copyright owner of the material have expressly granted their prior written consent to so reproduce, retransmit, or republish the material. All other rights reserved.

Embargo Policy

All exhibitor news releases, media alerts, and other news materials regarding research presented at the IDWeek meeting must be embargoed until the start of the meeting on Wednesday, October 21, 2020 at 12:01 a.m. Eastern Time.

Gifts/Promotional Items

Exhibitors are permitted to mail virtual attendees gifts and promotional items, but the items must be approved by IDWeek. The deadline to submit this information to John Buckley is September 25, 2020.

IDWeek strives to maintain a mutually beneficial relationship with industry to enhance the educational benefits for members and to improve health care for the public. To ensure the establishment of relationships with industry entities without compromising accepted ethical and educational standards, IDWeek endorses and conforms to the following statements and opinions that have been issued on this subject. Exhibitors must abide by these statements and opinions when providing gifts or promotional items:

• Standards for Commercial Support on Continuing Medical Education, Accreditation Council for Continuing Medical Education
• Gifts to Physicians from Industry, American Medical Association Council on Ethical and Judicial Affairs
• Code of Pharmaceutical Marketing Practices, Pharmaceutical Manufacturers Association