The Society of Interventional Radiology’s Annual Scientific Meeting consists of general educational research sessions and blinded, peer-reviewed presentations to increase and improve the practice of interventional radiology by qualified medical physicians. These presentations are intended to be free from commercial bias. Demonstrations of available equipment, devices and services that relate directly to the practice or teaching of interventional radiology are also highlighted. To maintain the appropriate balance of science and technology, the Annual Scientific Meeting program has been planned to provide attendees with enough time to view product and service demonstrations.
Ensuring the quality of the SIR Annual Scientific Meeting for attendees and exhibitors requires a mutual commitment of good faith and cooperation by all parties involved. The SIR exhibitor rules and regulations are designed to define the principles of this mutual commitment in a fair, effective and equitable manner. These rules are an integral and binding part of your exhibit(s) and advertising contract with SIR.
1. Meeting schedule
The SIR 2023 Annual Scientific Meeting commences on Saturday, March 4, and adjourns on Thursday, March 9. Neither exhibitors nor their agents may conduct or sponsor any educational or marketing activities directed toward SIR meeting registrants other than as part of the SIR Annual Scientific Meeting. Specifically, this includes three days before or three days after the meeting. See rules 6 and 7.
2. Smoke-free facility
Smoking is not allowed in any public space of the Phoenix Convention Center. This includes exhibit halls, ballrooms, rest rooms, lobbies, corridors and meeting rooms.
3. Expo hours
Move-in hours, show hours and move-out hours are subject to change. All times listed are Pacific Time.
Move-in
| Thursday, March 2 | 8 a.m.–4:30 p.m. |
| Friday, March 3 | 8 a.m.–4:30 p.m. |
| Saturday. March 4 | 8 a.m.–4:30 p.m. |
Show hours
|
Pre-opening Access |
Show hours |
|
| Sunday, March 5 | 11:30 a.m.-12:00 p.m. | 12:00 p.m.-5 p.m. |
| Monday, March 6 | 9:00 a.m.–9:30 a.m. | 9:30 a.m.-5 p.m. |
| Tuesday, March 7 | 9:00 a.m-9:30 a.m. | 9:30 a.m.-5p.m. |
| Wednesday, March 8 | 9:00 a.m.–9:30 a.m. | 9:30 a.m.-1p.m. |
Move-out
| Wednesday, March 8 | 1 p.m.–9 p.m. |
| Thursday, March 9 | 8 a.m.-5 p.m. |
| Friday, March 10 | 8 a.m.–5 p.m. |
4. Housing and registration
Maritz Global Events is the official housing provider for SIR.
The society works diligently with the hotels in the immediate vicinity of the Annual Scientific Meeting to establish room blocks for attendees and exhibitors. All exhibitor housing (sleeping rooms and suites) must be requested through SIR via the housing bureau, Maritz Global Events.
Rooms reserved by any other method than the official SIR housing bureau will be considered in violation of SIR’s rules and regulations and subject to rule 10, Violations. Improper solicitation from any company or housing provider other than Maritz Global Events is not approved by SIR. Reservations made by unaffiliated organizations may appear to offer lower rates; however, they are illegitimate, have unreasonable cancellation or change penalties, or may be completely non-refundable.
Badge registration cannot be requested until your housing room block is complete with SIR’s designated housing provider, Maritz Global Events.
Online housing and registration will open October 4, 2022. Exhibitors should carefully consider their total room blocks and realistic housing needs before blocking rooms. It is recommended that you request your housing as early as possible to guarantee your hotel choice(s). Please see the housing and registration section of the SIR Annual Scientific Meeting website, sirmeeting.org, for more information.
Exhibitors may request sleeping rooms only for employees or agents of the exhibiting company. Exhibitors are prohibited from providing hotel sleeping rooms to customers or other individuals eligible for general registration. Please refer to sirmeeting.org for more information on exhibitor housing procedures.
Hotel function space requests must be reserved through SIR. Requests for use of function space in hotels with the SIR block must be requested via the SIR Exhibitor Marketplace. For any questions, please contact Susie Evenden at sevenden@sirweb.org.
Expo attendance is restricted to qualified exhibitors and those certified by them, and those covered under the SIR general registration procedures. SIR members, other interventional radiologists or other persons eligible for general registration may not be registered as an exhibitor. Exhibitor representatives must be in the booth space rented on the exhibit floor and are not admitted for the purpose of viewing other exhibits, except by invitation of other exhibitors. Exhibitor badges are not to be issued to individuals who wish to gain admittance for the purpose of contacting other exhibitors. Children under 16 years of age will not be allowed in the Expo at any time.
Badge pick up: All exhibitor personnel are required to pick up their badge individually at exhibitor registration on-site. A photo ID will be required prior to receiving your badge.
NPI numbers: SIR collects physician NPI numbers as part of the meeting registration process. We realize that this is critical to comply with the Physician Payments Sunshine Act.
Exhibitors may pre-register for exhibitor badges or they can be purchased on-site at exhibitor registration. The deadline for pre-registering is March 3, 2023. Any complimentary badges changed or substituted on-site are subject to a $50 processing fee. The official SIR badge must be worn whenever a representative of an exhibitor, to include Exhibitor Appointed Contractors, is in the Expo or SIR educational programs as allowed by badge color. Badges are not to be defaced by inserting company cards or applying stick-on novelty items.
False certification of any individual as an exhibitor’s representative, misuse of exhibitor badges, or any other method or device used to assist unauthorized personnel to gain admittance to the exhibit floor or educational sessions will be subject to rule 10, Violations. The exhibitor and/or anyone claiming a right to be on the exhibit floor or present at any official SIR function, including the educational program, through the exhibitor, waives any rights or claims for damages arising out of the enforcement of this rule.
5. List of exhibitors
The list of SIR 2023 exhibitors shall not be published, in whole or in part, other than in SIR official publications, sirmeeting.org and to official SIR 2023 service contractors.
6. Entertainment or social functions
SIR will coordinate scheduling and space release for exhibitor functions. No educational, entertainment or social functions may be scheduled to conflict with the official SIR meeting program, expo hours or official SIR social functions. Cultural events, such as concerts, theater productions, museum or sporting events are subject to the same restrictions. See rules 1 and 7.
7. Support of official SIR activities
SIR encourages industry support for various events and services associated with the SIR 2023 Annual Scientific Meeting. Recognition of support is given through listings in the SIR mobile app, www.sirmeeting.org and other publications. A list of events and services may be obtained by contacting Susie Evenden at sevenden@sirweb.org.
8. Press releases and media
Exhibitors intending to issue press releases or hold press conferences during the SIR Annual Scientific Meeting must submit a written request and coordinate the event with SIR by contacting the communications department at (703) 691-1805 or comms@sirweb.org. All requests are subject to approval by SIR.
It is SIR's policy not to distribute the names of press registered to attend the meeting. However, there is an exhibitor materials table in the newsroom. All materials you wish to distribute must be cleared by the SIR communications team in advance of the meeting and you must deliver printed copies of those materials to the designated SIR newsroom at the Phoenix Convention Center. Please note: News releases may not give the appearance of the society, or any part thereof, endorsing any company's products or services. For more information, please contact Elise Castelli, SIR director of communications and public relations, at ecastelli@sirweb.org.
9. Amendments/general supervision
All exhibit matters and questions not covered in the SIR Annual Scientific Meeting rules and regulations are subject to the decision of SIR management. SIR may amend these rules and regulations at any time and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these rules and regulations, written notice will be given by SIR to exhibitors. The abbreviation “SIR” used in the rules and regulations, shall mean Society of Interventional Radiology, a not-for-profit organization, and, as the context may require, its directors, officers, agents and/or employees duly acting for SIR in the management of the exhibition.
10. Violations
Identification by SIR of a rule violation will result in written communication to the primary exhibitor contact explaining the nature of the violation. The written notice explains the timing and process for correcting the violation.
Violations of ANY of the SIR rules and regulations listed henceforth are subject to the penalties described below:
Violations of the SIR rules and regulations prior to or during the SIR Annual Scientific Meeting or repeated violations in subsequent years shall subject the exhibiting company to the following penalties:
11. Code of conduct
The Society of Interventional Radiology is committed to providing a professional, safe, productive and welcoming environment for everyone at all SIR in-person meetings and social events as well as virtual events. SIR expects individuals to uphold the professional and educational purposes of SIR and its events by respecting the rights, privacy, safety and dignity of all persons. All participants, including, but not limited to, attendees, speakers, volunteers, exhibitors, SIR staff, service providers and others are expected to abide by this Meeting Code of Conduct. This policy applies to all live SIR meeting-related events, including those sponsored by organizations other than SIR but held in conjunction with SIR events, in public or private facilities or any virtual or online gathering or event that is hosted or sponsored by SIR.
Expected behavior: SIR expects all participants, staff, guests and vendors at every SIR meeting to behave responsibly and professionally. In addition, SIR expects participants to comply with the following:
Consequences of unacceptable behavior: SIR reserves the right to take any action deemed necessary and appropriate, including immediate removal from the meeting without warning or refund, in response to any incident of unacceptable behavior, and SIR reserves the right to prohibit attendance at any future meeting.
Reporting unacceptable behavior: If you are being harassed, notice that someone else is being harassed, or have any concerns that require prompt assistance, SIR asks that you inform SIR staff or report the incident to education@sirweb.org so staff can take the appropriate action. In the event of an emergency, please contact local authorities immediately.
Non-compliance: Failure to comply with code of conduct may result in official warnings or official sanctions up to and including significant penalty to exhibitors (financial and/or otherwise). All penalties will be determined at the discretion of the SIR Annual Meeting Committee, whose decision(s) in these matters will be final.
In the case of second violations, exhibitors will be issued a written violation notice indicating noncompliance.
In the case of third violations, penalties may apply at the discretion of the Annual Meeting Committee.
Exhibitor conduct
12. Corporate Priority Points Program
SIR wishes to reward the dedication of select companies by allowing them priority access to select a booth location for the SIR 2023 Annual Scientific Meeting. Personalized phone appointments will be scheduled post SIR 2022.
In order to qualify for this opportunity, a company must achieve a minimum of 35 priority points based on the below criteria. The prioritization of appointment scheduling is also based on this criteria:
For more information on the Corporate Priority Points Program, please contact Susie Evenden at sevenden@sirweb.org.
Mergers, purchases, separation of companies
Exhibitors that have either merged with, been purchased by or have purchased another company will receive seniority points that have been earned by the company with the most favorable corporate priority points. Separation of companies resulting in new entities will be addressed by SIR corporate relations on a case-by-case basis.
Total points
Total points, date/time of receipt of contract, booth size and exhibitor’s preference for proximity to other exhibiting companies will be taken into consideration in determining booth location, subject to availability of space, booth design, configuration and services required such as water and electricity. The preferences indicated are for guidance only and are not guaranteed.
Points may be deducted at the sole discretion of SIR for any violation of SIR rules and regulations, whether associated with prior or current meetings. See rule 10, Violations.
SIR reserves the right to rearrange the floor plan at any time. SIR reserves the right to relocate exhibitors should it become necessary for causes beyond its control or advisable in SIR’s best judgment.
13. Exhibits design construction
The regulations listed herein are not intended to unduly restrict exhibits as to either design or utility. The spirit in which the rules are presented is to create and maintain an open atmosphere in the Expo. To this end, 100% occupancy of allowed exhibit space is discouraged. In designing exhibits, traffic flow, good judgment and consideration for neighboring exhibitors and attendees should be primary objectives.
Every effort has been made to ensure the accuracy of all information distributed by SIR; however, due to the ever-changing needs and maintenance schedules of facilities, such as the Phoenix Convention Center, up-to-the-minute information is not always available. With this in mind, we remind all exhibitors that SIR, the Phoenix Convention Center and its contractors or agents can make no warranties as to the accuracy of floor plans issued in conjunction with or pertaining to the exposition. If locations of building columns, utilities or other architectural components of the facility are considerations in the construction of an exhibit, it is the responsibility of the exhibitor and/or his/her agent to physically inspect the facility to verify all dimensions and locations.
14. General requirements
15. In-line booth (10’ x 10’ minimum or multiples thereof)
In-line booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. Regardless of the number of in-line booths utilized, (e.g., 10’ x 20’, 10’ x 30’, 10’ x 40’, etc.), display materials must be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8 feet is allowed only in the rear half of the booth space, with a 4-foot height restriction imposed on all materials in the remaining space forward to the aisle. Live broadcast or video monitors must be confined to the back one-half of the rented space.
16. Free-form booth/island (20’ x 20’ or larger)
Free-form and island booths are any size booths exposed to aisles on all four sides. SIR management will consider free-form designs and their effect on surrounding exhibits as factors in assigning exhibit space. Supplementary regulations governing such exhibits are the following:
17. Hanging signs, banners, trusses and hanging lighting systems
SIR will permit hanging signs, banners, trusses and hanging lighting systems for free-form island booths (400 square feet or larger) ONLY. Companies that wish to use hanging signs, banners, trusses, hanging lighting systems must submit complete scale booth renderings to include booth concept, construction, dimensions, booth components and structure to SIR for approval by Monday, January 30, 2023. The maximum height permitted for hanging signs and banners to include lighting and rigging is 24 feet. The minimum clearance from the Expo floor to the bottom of the hanging sign is 10 feet. Hanging signs must be positioned directly over the booth space and not focused into the aisle or into an adjacent booth. Hanging signs that are digital in nature are not permitted. All hanging signs must be constructed of lightweight materials to allow for greater flexibility and ease of installation.
18. Mobile/transportable equipment exhibits
Mobile units must be positioned to allow ample room on all sides for stairs, ramps and general attendee traffic. Location may be determined by proximity to drive-in freight doors to permit ease of move-in and move-out. Information indicating method of transport and unit function must accompany all mobile/transportable equipment exhibit requests.
Arrangements must be made in advance with SIR, the Phoenix Convention Center, and the official drayage contractor for placement of mobile/transportable equipment exhibits on the exhibit show floor. Variations from the agreed upon time/date arranged for placement of mobile/transportable equipment exhibits on the exhibit show floor may result in the loss or relocation of exhibit space.
19. Installation of exhibits
Exhibit space will not be released to the exhibitor until all conditions as set forth in the exhibitor rules and regulations are met. Installation of exhibits in the Phoenix Convention Center will commence in Halls 4 and 5, Thursday, March 2, 2023, at 8 a.m. If set-up of any exhibit has not started by 2 p.m. on Saturday, March 4, 2023, SIR may order the exhibit to be set up and the exhibitor billed for all charges incurred. SIR will not be responsible for any damages. All exhibits must be completed by 4:30 p.m. on Saturday, March 4, 2023, and all aisles cleared of exhibit material and crates. All components yet to be installed must be within the exhibitor’s space. All exhibits must be fully operational by 8 a.m., Sunday, March 5, 2023. After this hour, no installation work will be allowed without special permission from SIR.
20. Dismantling/removal of exhibits
Each exhibitor will complete arrangements for the removal of materials from the Phoenix Convention Center. Move-out prior to 1 p.m. on Wednesday, March 8, 2023 is not permitted. Any company moving out prior to this time will be barred from participation in all future SIR events.
All exhibit materials must be packed and ready for shipment by 10 a.m. on Thursday, March 9, 2023. Any materials not packed by that time will be shipped at the exhibitor’s expense by a carrier selected by the official drayage company. All space occupied by an exhibitor must be surrendered in the same condition as it was at the commencement of occupation. Each exhibitor is responsible for removal of excess debris, bulk quantities of printed material, floor coverings and any other item that cannot be easily removed by broom sweeping.
21. Care of exhibit space
The exhibitor must, at its expense, maintain and keep their booth space clean and in good order in accordance with the exhibitor rules and regulations and all other applicable rules and ordinances.
22. Security
Each exhibitor is responsible for safeguarding its goods, materials, equipment and booth space. SIR will provide general guard service for the exhibition period, but neither the guard service nor SIR will be responsible for loss of or damage to any property.
23. Storage of crates and boxes
The official drayage contractor will handle and provide storage space for crates, boxes, skids, etc., during the exhibition and return properly marked materials at the completion of the meeting. Fire prevention regulations require that wrapping materials, such as paper, excelsior, etc., be completely enclosed within the packing boxes. Materials not in accordance with these regulations will be considered refuse and removed from the SIR Expo.
24. Contractor services
Freeman is the Official Service Contractor (OSC) for Society of Interventional Radiology. A SIR 2023 Exhibitor Service Kit will be made available to exhibitors on the SIR 2023 Annual Scientific Meeting website, sirmeeting.org, fall 2022. SIR will designate all service contractors to provide services to the exhibitor other than supervision. Permission to use an exhibitor appointed contractor (supplier other than an SIR designated service contractor) must be requested in writing by the exhibitor and received by SIR no later than Monday, Janury 30, 2023. No requests, addenda or substitutions received after that deadline will be considered. An independent service contractor or any third party may not request exceptions. Requests will be approved only if they will not interfere with or prejudice the orderly set-up, interim service or dismantling of the exhibition. Requests will not be approved if they are inconsistent with the commitments made and obligations assumed by SIR in any contract with official service contractors or in its lease with the Phoenix Convention Center. All exhibitor appointed contractors shall abide by the terms and conditions and rules and regulations set forth. Violations may, at the discretion of SIR, result in the appointed contractor’s removal from the exhibit floor and/or deduction of exhibitor priority points.
Electrical, plumbing, cleaning, telephone, drayage and rigging services must be provided by the designated official contractor.
The official drayage contractor will have complete control of all dock and loading facilities, receive all direct and advance shipments and van loads, handle all freight and provide all rigging labor and equipment. All services not ordered in advance must be procured through the Freeman Service Desk, which will be maintained at the Phoenix Convention Center.
25. Insurance and liability
The exhibitor shall be fully responsible for any claims, liabilities, losses, damages or expenses relating to or arising from any injury to any person, or any loss of or damage to property where such an injury, loss or damage is incident to, arises out of or is any way connected with exhibitor’s participation in the exhibition (except as otherwise provided in the lease agreement between SIR and the Phoenix Convention Center), obtain at his/her own expense, any or all licenses and permits to comply with all federal, state and local laws and Phoenix, AZ ordinances for any activities conducted in association with or as part of the SIR Annual Scientific Meeting.
The exhibitor shall protect, indemnify, hold harmless and defend SIR, its officers, directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorney’s fees and costs of litigation, provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of SIR, its officers, directors, agents or employees.
Exhibitors should maintain general public liability insurance against claims for personal injury, death or property damage incident to, arising out of or in any way connected with the exhibitor’s participation in the exhibition, 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 should include coverage of the indemnification obligations of the exhibitor under the rules and regulations and should cover SIR, its officers, directors, agents or employees.
Each exhibitor 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 policy providing such property insurance must contain an expense waiver by the exhibitor’s insurance company of any right of subrogation as to any claims against SIR, its officers, directors, agents or employees.
All agents or representatives performing services at the Phoenix Convention Center directly for an exhibitor other than the exhibitor’s employees must provide SIR with original certificates of insurance at the same time a request for an exception on sirmeeting.org is made.
In the event any part of the Expo/exhibit hall is destroyed or damaged so as to prevent SIR from permitting an exhibitor to occupy assigned space during any part or the whole of the exhibition period, or in the event occupation of the assigned space during any part or the whole of the exhibition period is prevented by strikes, acts of God, war, national emergency or other cause beyond the control of SIR, then exhibitor will be charged for space during the period it was or could have been occupied by the exhibitor; and exhibitor hereby waives any claim against SIR, its directors, officers, agents or employees for losses or damages which may arise in consequence if such inability to occupy assigned space, its sole claim against SIR being for a refund of rent paid for the period it was prevented from using the space.
26. Payment/Cancellation Policies
Cancellation, Postponement, or Reorganization of the SIR Annual Scientific Meeting:
27. Subletting of exhibit space
Exhibitors may not assign, sublet 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 them.
28. Prizes, awards, drawings, raffles, lotteries or contests
Prizes, awards, drawings, raffles, lotteries or contests of any kind are not permitted.
29. Handout/novelty item distribution/product sales
Small token items may not be distributed from the exhibit booth space without prior approval. All items must comply with current AdvaMed and Pharma regulations on physician gifts. It is the responsibility of the exhibitor to receive prior approval for any handout that may be questionable in nature. Email Susie Evenden at sevenden@sirweb.org for approval.
No exhibitor is permitted to hand out gifts or literature of any type outside the perimeters of their booth. This includes all official convention hotels and convention public areas.
Booth-based distribution of food and beverages is available through the Phoenix Convention Center by their designated food and beverage provider, Aventura. Please contact Tina Sullivan at sullivan-tina@aramark,com, (480) 316-4978.
30. Selling products/merchandise
Any exhibitor who sells a product or merchandise to include food items more than $1 to the general public or large private groups will be responsible for obtaining a business license and applicable permits from the city of Phoenix.
31. Presentations and demonstrations
All activities of each exhibitor, its employees and/or agents during the SIR Annual Scientific Meeting, which are directed toward SIR meeting registrants, other than entertainment and social functions permitted under rule 6, must be confined to the exhibitor’s exhibit space. Such activities are not allowed to conflict with SIR educational events, but are allowed during scheduled Expo breaks.
Equipment for demonstrations must not, in the judgment of SIR, pose a radiation hazard. If the equipment has energy beams that are hazardous, such energy beams must be made nonoperative before installation.
Therapy or health-screening procedures of any kind on individuals is prohibited. Ultrasound imaging can be demonstrated on phantoms or live individuals hired by the exhibiting company.
SIR must approve all demonstrations, lectures or presentations by SIR members, other physicians, technicians, physicists or anyone else who is not a full-time employee of the exhibitor.
Professional presenters or models may conduct product and service demonstrations. However, demonstrations are to be straightforward, professional and non-combative in nature. Activity and attire of models and demonstrators shall be consistent with the professional atmosphere of the SIR Annual Scientific Meeting. Any video used to demonstrate equipment by simultaneously using a live model or any type of audiovisual device, must clearly post a sign indicating the simulation. It is the responsibility of the exhibitor to receive prior approval from SIR for any product demonstration or presentation using professional presenters or models that may be questionable in nature. SIR reserves the right to order objectionable presentations discontinued until such time as a mutually agreeable presentation may be developed. The exhibitor waives any rights or claims of damages arising out of enforcement of this rule.
Audiovisual devices, effects and demonstrations will be permitted only in those locations and at such sound intensity that, in the opinion of SIR, does not interfere with the activities of neighboring exhibitors.
All products exhibited must be presented and marketed in strict compliance with all federal, state and local laws pertaining to the labeling and marketing of medical devices and/or drugs. Devices/drugs awaiting FDA approval (i.e., those qualifying for an Investigational Device Exemption), including but not limited to PMA and 510(k) devices, must be identified to SIR as such at the time of application for exhibit space. A copy of the FDA pending approval compliance letter must be submitted to SIR by Monday, January 30, 2023, prior to marketing or promoting any investigational devices.
Devices/drugs presented for marketing outside the United States must be clearly and conspicuously labeled to not cause confusion or possible misrepresentation. Failure to meet marketing and labeling standards will result in the removal of the device/drug in question from the Expo or forfeiture of exhibit booth space.
32. Exhibitor surveys and crowd control
As a matter of safety and courtesy to others, surveys, booth demonstrations and meetings with attendees and customers and staff must be confined within the exhibit space so as not to interfere with traffic flow in the aisles or encroach into neighboring exhibits. Every exhibit space must be constructed or arranged to accommodate its viewing audience inside the exhibit space to discourage the formation of a standing crowd.
Sound must be a level that does not disturb neighboring exhibitors (80 decibels when measured by SIR from any adjacent aisle) and in-booth presentations must be done in a manner that does not encourage congregation of attendees in aisles. Exhibitors using audio systems should direct the sound into their booth space and not towards the aisle or neighboring exhibitors. Any fee/charges related to the movement of the speakers will be the responsibility of the exhibitor. Any offending exhibitors will be required to stop using their audio system, if, in SIR's opinion, the sound level or presentation is objectionable to attendees or adjacent exhibitors.
Surveys: A survey is a written tool intended to query professional registrants about their preference on practice patterns. Private conversations or discussions in groups of five or fewer people are not considered surveys. All survey materials must be submitted for approval to exhibits management by Monday, January 30, 2023, for approval or editorial modification. Written documentation of approval must be available on-site if requested. Dissemination, discussion and completion of survey materials must be limited to exhibit space. No survey material may be distributed or addressed outside of exhibit space.
Standards for surveys/questionnaires: SIR is interested in maintaining an environment of equanimity throughout the Expo. Survey materials may inquire about member practice preferences and unbiased opinions, but, cannot overtly or indirectly promote or advertise a product, nor may the tool adversely portray other products. SIR reserves the right to deny or withdraw approval of any survey tool that falls short of this standard of professionalism.
33. Photography and videography
Picture and video taking other than by the official SIR photographer is prohibited during exhibit set-up, and dismantling hours. Cameras and video equipment are not allowed on the Expo exhibit floor during these times.
Exhibitors are prohibited from videotaping outside of the Expo. Inside the Expo, exhibitors are permitted to photograph, videotape or mechanically record their company's booth space during Expo hours. Videotaping/photography is permitted after Expo hours, Sunday through Tuesday and must be arranged 30 days in advance and approved by SIR.
Each exhibitor has control over their exhibit space and may prevent those considered competitors from gaining access to, photographing, videotaping or otherwise mechanically recording its exhibit or presentations. No exhibitor shall deny any reasonable request to photograph the exhibit from outside the perimeter of the exhibit space.
The use of drones outside the Expo is prohibited. Exhibitors seeking to use drones inside the Expo must obtain permission from Susie Evenden at sevenden@sirweb.org, 30 days in advance of SIR 2023. Drones must stay over the exhibitor's booth space and cannot make noise, have bright or flashing lights, or otherwise interfere with other vendors in any way. Furthermore, exhibitors agree to cease use of drones at SIR's request.
34. Exhibitor meetings
Any corporate meeting to be held in Phoenix during the SIR 2023 Annual Scientific Meeting, which references the SIR meeting, to include pre- and post-meetings, corporate symposia and educational events, must be approved by the society. SIR will coordinate scheduling and space release for exhibitor meetings. Exhibitors intending to host sales, pre-convention or post-convention meetings involving only their own employees in Phoenix during March 4-9, 2023, must submit a written request for approval to SIR in advance. An SIR fee may apply. For all other meetings, see rules 1 and 7.
35. Advertising eligibility
SIR Annual Scientific Meeting advertising opportunities are available exclusively to SIR 2023 exhibitors.
Any and all promotional material (both pre- and post-corporate activity) must be approved by SIR prior to release and distribution. It is the sole responsibility of the advertiser to work directly with SIR to obtain this approval. Please email all marketing material content to Susie Evenden at sevenden@sirweb.org for approval.
There can be no implication on any materials or products that SIR endorses corporate symposia or events. The society name, its logo or the SIR 2023 Annual Scientific Meeting logo may not be used in any way to promote these activities. All approved promotional material must contain the following statement:
“This event and views expressed therein are those of the presenting corporate entity and not of SIR or SIR Foundation. The content is not part of the SIR Annual Scientific Meeting as approved by the Annual Scientific Meeting Committee.”
36. External advertising and promotion
SIR respects the right of meeting supporters and interested vendors to advertise outside of the meeting venue (e.g., billboard ads, airport ads, municipal ads, etc.)
SIR strongly advises meeting supporters/exhibitors to obtain society endorsement of all advertising of this nature.
Use of the SIR and SIR Foundation logos is prohibited. The SIR 2023 Annual Scientific Meeting logo and iconography may be used only with written permission from the society. Written permission must be obtained from SIR Communications, comms@sirweb.org, 30 days prior to the meeting.
Permission is required for any and all uses of SIR Annual Scientific Meeting branding to include use in print, in video, in email, online or over social media. Prohibitions extend to all SIR Annual Scientific Meeting branded materials, to include the SIR Today meeting newsletter, pamphlets, animations, and videos created by SIR's vendors for SIR's official use. Vendors are not authorized to share materials created for SIR with exhibitors.
Distribution of any printed material or showing of equipment or product presentations to SIR registrants or guests by exhibitors other than in the exhibitors’ assigned space is prohibited.
37. Corporate symposia
A corporate symposium is a gathering where SIR professional registrants are invited to attend educational or social events that take place during the official times as outlined in the SIR guidelines. Any company applying for a corporate symposium must be an exhibitor at SIR 2023. The deadline to submit a corporate symposium request and all content is Monday, January 30, 2023.
SIR must approve all marketing materials, invitations and/or solicitations prior to printing and distributing any mailers pertaining to a corporate symposium. Email a copy of the materials with a letter outlining the proposed to sevenden@sirweb.org or mail directly to SIR.
All promotional and enduring materials for a corporate symposium must include the following statement:
“This event and views expressed therein are those of the presenting corporate entity and not of SIR or SIR Foundation. The content is not part of the SIR Annual Scientific Meeting as approved by the Annual Scientific Meeting Committee.”
There can be no implication on any materials or products that SIR endorses the symposium. The Society name, its logo or SIR 2023 Annual Scientific Meeting logo may not be used in any way. See rule 36.
All attendee mailing lists must be requested through SIR. The mailing list is complimentary to companies who schedule a corporate symposium at SIR 2023. For all requests, contact Susie Evenden at (703) 460-5586 or sevenden@sirweb.org.
In order for your symposium to be included in the SIR marketing materials (mobile app, sirmeeting.org and onsite signage, you must notify SIR by email at sevenden@sirweb.org by Monday, January 30, 2023. Included must be your company name, symposium topic, presenter names and designations, date, time and location. Any changes must be requested in writing.
All exhibitors are responsible for ensuring that their company representatives or agents adhere to the corporate symposium rules and regulations. Any discrepancies as to what is considered a symposium are subject to the final judgment of the SIR 2023 Annual Scientific Meeting Committee.
Corporate symposia are not planned or endorsed by SIR and are not considered an official part of the SIR Annual Scientific Meeting. They include, but are not limited to:
All corporate symposia must be held in compliance with the American Medical Association’s ethical opinion on gifts to physicians from industry.
No signage will be permitted in any public area. Sponsoring companies may advertise and distribute brochures and materials in their exhibit booths. Signage in host hotels is subject to the rules of each individual hotel property and is the responsibility of the company hosting the symposium. Advertising is also available through other official SIR avenues and is the responsibility of each individual company. SIR will provide signage to direct attendees to symposia held in official conference venues. Sponsoring company staff or employees of the program planning entity may not be present in public spaces prior to the symposium starting time.
Exhibitors are responsible for all food services and it must be purchased through the Phoenix Convention Center food and beverage provider, Aventura. All booth-based food and beverage costs are the responsibility of the exhibiting company.
Any violation(s) of the SIR rules and regulations may result in a monetary penalty for the exhibitor and may also jeopardize future exhibiting status. If a corporate symposium is found to have violated these rules and regulations, the sponsoring organization and the symposium organizer may be required by SIR to cancel the symposium. The violation may also result in the loss of exhibitor priority points and the prohibited scheduling of corporate symposia at future SIR Annual Scientific Meetings.
Symposium types:
a. Corporate Lunch Symposia are available at the Phoenix Convention Center only. Three meeting room choices for each day will be provided in the Phoenix Convention Center to accommodate the need for 100, 150 or 200 attendees. Each lunch symposium will be pre-set in classroom style with standard AV.
Corporate Lunch Symposium schedule (12:10 p.m.–1:10 p.m. daily):
| Day | Type | Max attendance | Number available |
| Sunday, March 5 | Small | 100 | 1 |
| Sunday, March 5 | Medium | 150 | 2 |
| Sunday, March 5 | Large | 200 | 1 |
| Monday, March 6 | Small | 100 | 1 |
| Monday, March 6 | Medium | 150 | 2 |
| Monday, March 6 | Large | 200 | 1 |
| Tuesday, March 7 | Small | 100 | 1 |
| Tuesday, March 7 | Medium | 150 | 2 |
| Tuesday, March 7 | Large | 200 | 1 |
| Wednesday, March 8 | Small | 100 | 1 |
| Wednesday, March 8 | Medium | 150 | 2 |
| Wednesday, March 8 | Large | 200 | 1 |
b. Morning or evening hotel/offsite event will be based on a per‐day limit. A maximum of three symposia will be scheduled per morning and evening time slots from Sunday, March 5, 2023 through Wednesday, March 8, 2023. See the approved times below.
Morning or evening symposia may take place at the SIR headquarter hotel, Sheraton Phoenix Downtown, or an off-site venue. The available options for a morning or evening event will be based on the number expected attendees:
| Number of expected attendees |
| 6–15 |
| 16–50 |
| More than 50 |
Morning or evening hotel/offsite approved times
| Date | Approved morning or evening symposia times* | Number available* |
| Sunday, March 5 | 6 a.m.–7:45 a.m. 7 p.m.–midnight |
3 morning 3 evening |
| Monday, March 6 | 6 a.m.–7:45 a.m. 6:30 p.m.–midnight |
3 morning 3 evening |
| Tuesday, March 7 | 6 a.m.–7:45 a.m. 6:30 p.m.–midnight |
3 morning 3 evening |
| Wednesday, March 8 | 6 a.m.–7:45 a.m. 6:30 p.m.–midnight |
3 morning 3 evening |
* The SIR Annual Meeting Committee has established this schedule to avoid conflicts with the official program and other related symposia. Times are subject to change. SIR will alert all companies with approved applications of any time changes.
Transportation and registration for corporate symposium held in the evenings on Sunday through Wednesday may not begin prior to the official start times listed on each day (e.g. busing on Sunday, March 5, 2023 may not begin until 7 p.m.).
All hotel/offsite room set-up, audiovisual, food and beverage costs must be coordinated and paid directly to the designated hotel or offsite location.
c. In-booth Meet and Be Educated Symposia are presentations held within an exhibitor booth space in the SIR Expo during the morning, lunch and afternoon breaks in the Expo.
As a matter of safety and courtesy to others, In-booth Meet and Be Educated Symposia must be confined within the exhibit space so as not to interfere with traffic flow in the aisles or encroach into neighboring exhibits. Every exhibit space must be constructed or arranged to accommodate its viewing audience inside the exhibit space to discourage the formation of a standing crowd.
Sound must be a level that does not disturb neighboring exhibitors (80 decibels when measured by SIR from any adjacent aisle) and in-booth presentations must be done in a manner that does not encourage congregation of attendees in aisles. Exhibitors using audio systems should direct the sound into their booth space and not towards the aisle or neighboring exhibitors. Any fee/charges related to the movement of the speakers will be the responsibility of the exhibitor. Any offending exhibitors will be required to stop using their audio system, if, in SIR's opinion, the sound level or presentation is objectionable to attendees or adjacent exhibitors.
d. Corporate Theater Symposia are opportunities to host a symposium in a theater style setting inside the Expo during SIR scheduled lunch breaks. All symposia will be limited to a maximum of 1 hour in length. Set-up time is 30 minutes prior to the start time of the symposium. SIR will provide Corporate Theater signage near the entrance to the Expo. The 50x50 corporate theater includes:
e. Corporate suite: SIR offers exhibiting partners reservable corporate suites in the Expo. Exhibiting companies and physicians can meet in a private meeting space in close proximity to exhibits while on-site at the SIR 2023 Annual Scientific Meeting. Exhibitors who purchase a corporate suite will have access to their assigned corporate suite space from Sunday, March 5 through Wednesday, March 8, 2023, Use of the corporate suite by the exhibitor prior to or after the Expo hours must be coordinated with Susie Evenden in advance at sevenden@sirwerb.org.
Corporate suites are limited and will be assigned on a first-come, first-served basis. Exhibitors may choose either a 10x20 or a 20x20 meeting space size.
The following services are included in the cost of the corporate suite:
Exhibitors are solely responsible for the management of the logistics of their corporate suite space and for payment of additional costs related to the corporate suite space including catering and audio visual equipment.
Audiovisual/computer/internet services must be coordinated through Freeman AV. Audiovisual devices, effects and demonstrations will be permitted only if sound intensity that, in the opinion of SIR, does not interfere with the activities of neighboring exhibitors or Expo activities.
The exhibitor is responsible for the orderly conduct of the persons in their corporate suite. SIR has the right to remove disorderly persons. No signage will be permitted in any public area. Exhibitors who purchase a corporate suite may advertise and distribute brochures and materials from their exhibit booths.
Ownership of copyright for content in presentations in a corporate suite shall be owned by the exhibitor with all rights intact. The exhibitor is responsible for obtaining copyright permissions and licenses for materials previously copyrighted that will be presented in a corporate suite.
Noncompliance with this official process will prevent the exhibiting company from purchasing any corporate suites the following year. All penalties will be determined at the discretion of the SIR Annual Scientific Meeting Committee, whose decision(s) in these matters will be final.
38. The New Product Showcase is an opportunity for exhibitors to advertise their latest innovations and new products within an illuminated display centrally located in close proximity to the Expo and meeting registration. Details of your product will also be advertised in the official meeting mobile app and on the annual meeting website at sirmeeting.org. A separate purchase must be completed for each product. If a purchase is not approved, SIR is not responsible for contractual agreements made by the exhibiting company.
You must be a registered exhibitor of this meeting to participate. To be eligible, your new product must have a market entry date between June 16, 2022 and March 4, 2023. All products submitted for placement in the New Product Showcase must be presented and marketed in strict compliance with all federal, state and local laws pertaining to the labeling and marketing of medical devices and/or drugs. In addition, those devices and/or drugs awaiting FDA approval (i.e., those qualifying for an Investigational Device Exemption), including but not limited to PMA or 510(k) devices, must be identified to SIR at the time of application for the New Product Showcase. Documentation of compliance with all applicable FDA guidelines related to the marketing and promotion of investigational devices must be submitted to SIR by Monday, January 30, 2023. Your product must be available for sales or order on or before March 4, 2023, and must be FDA-approved for sales in the United States.
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