Terms for Exhibitors

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General Terms
Payment Terms
Booth Assignment Terms
Other Policies
Advertising Policies

General Terms

Definition of IDWeek 2019TM

IDWeek 2019TM” – (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), and the Pediatric Infectious Diseases Society (PIDS).  It will be held in Washington, DC October 2-6, 2019.

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 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, 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 exhibit space and the deposit for rental charges constitute a contract for the rights to use the space allotted.


Please complete the online application and submit a 50% deposit for the exhibit rental charge by January 31, 2019. The remaining balance must be paid on or before June 21, 2019. If full payment is not received by this date, space can be reassigned or sold. 

Enforcement of Rules and Regulations

The exhibiting company has a terminable license to exhibit. If an exhibitor fails to comply with any rules or regulations of IDWeek, the license to exhibit may be terminated and the exhibit closed without notice or refund. IDWeek reserves the right to adopt, interpret, or amend these rules and regulations.

Fire and Electrical Regulations

All exhibiting companies must comply with local, state, and federal fire and electrical regulations and safety rules. Additional information will be provided in the Exhibitor Service Manual.

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.


The exhibitor shall, at its sole cost and expense, procure and maintain throughout the term of the contract for exhibit space, comprehensive general liability insurance against claims of bodily injury or death and property damage occurring in or upon or resulting from the premises leased. The general liability insurance should recognize the Infectious Diseases Society of America (IDSA) as an additional insured. Such insurance shall include contractual liability and products liability coverage with the combined and single limits of liability of not less than $1,000,000. The exhibitor shall, at its sole cost and expense, procure and maintain throughout the term of this contract worker’s compensation and occupational disease insurance in full compliance with all federal and state laws governing all of the exhibitor’s employees engaged in the performance of any work for the exhibitor. The exhibitor shall obtain and shall furnish upon the request of exhibit management a certificate of insurance evidencing the required insurance.


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, Washington, DC, USA, the Walter E. Washington Convention Center, 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 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. As with other exhibitors, market research companies may not vacate their booths until the end of the exhibition. Surveys must be conducted within the confines of the booth assigned.

Non-Contracted Exhibit Space

Any person, firm, or organization not having contracted with IDWeek for the occupancy of space in the exhibit hall will not be permitted to display or demonstrate any products, processes, or services; solicit orders; or distribute advertising materials in the convention center or in any hotel used by IDWeek to house registrants. Any noncompliance with this regulation will result in the prompt removal of the offending person and property from the area. No exhibits will be allowed in hotel rooms.

No-Smoking Policy

The Walter E. Washington Convention Center is a non-smoking facility.

Subletting/Sharing of Space

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

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Payment Terms

Payment Information 

A deposit of 50 percent of the total exhibit rental charge for IDWeek 2019 must accompany the electronic application by January 31, 2019. Applications not accompanied by at least a 50 percent deposit will not be processed. The remaining balance must be paid on or before June 21, 2018. If full payment is not received by this date, space can be reassigned or sold.  

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
Exhibiting companies that cancel their exhibit space must provide written notice to IDWeek.  Refund rules for exhibit rental charges:

  • 100 percent if cancelled by April 2, 2019
  • 50 percent of the total exhibit rental charges if cancelled between April 2 and June 21, 2019
  • 0 percent if cancelled after June 21, 2019
  • All refunds, regardless of original payment method, will be made by check.  Allow 4-6 weeks for refund.

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Terms for Booth Assignment

Acceptance of Assignment

Exhibiting companies must inform IDWeek, in writing, within one week of receiving their assignment if it does not meet their needs. IDWeek will try to accommodate all requests.

Assignment of Space

The IDWeek assigns space as equitably as possible using a priority point system and then on a first-come, first-served, space-available basis. The first round of assignments will involve companies that have exhibited for each of the last five years and that have applied by January 31, 2019. Thereafter, IDWeek will assign space based on the date the application is received. IDWeek reserves the right to revise the floor plan to meet the needs of the majority of exhibiting companies. Booth assignments will be issued by February 28, 2019.

Booth Relocation

IDWeek avoids relocating booths. If such a move becomes necessary, IDWeek will explain the situation to the exhibiting company. If the new assignment is unacceptable, the exhibiting company must inform IDWeek in writing within one week of the assignment.

Late Assignments

After January 31, 2019, IDWeek will continue to sell space as long as it is available. All other deadlines remain in effect.


Exhibiting companies that reserve booth space and do not provide IDWeek with a written explanation of their inability to exhibit or fail to arrive by 9 a.m., October 3, 2019, will forfeit all priority points, forfeit the entire cost of the booth space, and may lose the opportunity to participate in future IDWeek meetings.

Priority Point System

The system places value on a continued relationship, not just booth size. Companies earn one point for each year they have exhibited at previous IDSA, SHEA, and IDWeek meetings. After exhibiting for five years consecutively, companies earn an additional bonus point. Points accumulate annually without limit. In the event that an exhibiting company merges with, is acquired by, or purchases another exhibiting company, the new company will receive the points earned by the company that had the higher total, if requested in writing by the merged company.


Denial of Booth Space

IDWeek and it’s affiliates reserve the right to deny a booth application for any group for any reason.  If payment was received with the denied application, an immediate refund will be issued to the exhibiting company who was denied space.  Please allow 4-6 weeks for refund by check.

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Other IDWeek Exhibit Policies

Use of IDWeekTM Name and Logo

IDWeek does not allow other companies or organizations to use the meeting’s  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), or the Pediatric Infectious Diseases Society (PIDS) 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 prior to printing or production.  IDWeek is one word, the ID is bold, and the trademark superscript must be used.  It may be written as IDWeekTM  or IDWeek 2019TM. Announcements for affiliated events should not imply that the program is an official activity of IDWeek. Phrases like “preceding” or “following IDWeek” are appropriate. To request written approval of your materials using the IDWeek name, contact djohnston@idweek.org and include a PDF of the piece.

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 convention center property, any hotel property used by IDWeek to house registrants, or the convention city. All other advertisements engaged to promote exhibitor companies, products, events, or other messages mentioning IDWeek must be approved in advance.  Royalty fees to IDWeek will be 10% of the cost of the promotion.  In addition to the 10% royalty, all advertisements placed in the convention city must be approved by show management. To request written approval, contact djohnston@idweek.org.

Advertising Associated with IDWeek 2019

Payment Policy. Payment in full is due 30 days after the reservation is made. 

Advertisements Beyond those Offered. The display of advertisements or promotional materials beyond those officially offered and targeted to attendees of IDWeek (including, but not limited to, advertising in/on buses, taxis, Segways, boats, pedicabs, planes, street cars, building facades, hotels, or restaurants, etc.) is prohibited within five miles of the Walter E. Washington Convention Center during the period beginning three days before and continuing until three days after the meeting (October 2-6, 2019)  The use of any name, logo, or trademark of IDWeek and the partner societies in any exhibitor advertising is strictly prohibited without IDWeek’s advance written consent.

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™ 2019 are both acceptable uses.  All uses of the IDWeek name must be approved in advance.

First Right of Refusal. Advertisements are secured on a first come first served basis. Some placements may offer first right of refusal to the advertiser from 2018. All first right of refusal decisions must be made by May 31, 2019, or the space becomes available to other exhibitors. Wait lists are currently being accepted.

Cancellation Policy. Advertisements cancelled by May 31, 2019 will be refunded in full if the advertisement has not been placed. All placed ads are nonrefundable. Cancellation requests made May 31, 2019 and later are subject to refund (or balance due forgiveness) at the discretion of IDWeek and will be based on the ability to resell the space.

Copyright, Disclaimer, and Related Policies

All materials at IDWeek 2019 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 2, 2019 at 1 p.m. Eastern Daylight Time.

Door Drops

Deliveries of promotional items by hotels to individual guest rooms are not permitted. Promotional items may be distributed in the exhibit hall only, and within the confines of the exhibitor’s booth.

Gifts/Promotional Items

Exhibitors are permitted to give gifts and promotional items, but the items must be approved by IDWeek. The deadline to submit this information to jbuckley@idweek.org is September 24, 2019.

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
  • AdvaMed Code of Ethics on Interactions with Heath Care Professionals

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