Maryland & DC Society of Pathologists (MDSP)

Rules & Regulations for Exhibitors and Sponsors

 

Promotional Items

All gifts, giveaways, and contest items are subject to advance approval by the Maryland & DC Society of Pathologists (MDSP).
MDSP follows the Council of Medical Specialty Societies (CMSS) Code for Interactions with Companies, which allows only educational and modest-value items.

Contest drawings must be open to all attendees and conducted professionally. Distribution of approved items, food, or beverages must not create a nuisance or interfere with neighboring exhibits, and must receive prior written approval from MDSP.

Disclaimer and Compliance

By submitting a sponsorship or exhibit registration, the exhibitor agrees to abide by all MDSP rules and regulations outlined herein. The individual signing this agreement also agrees to share these policies with all representatives attending the event on behalf of their company. All MDSP policies will be enforced without exception.

Exhibiting companies hold only a revocable license to exhibit. If an exhibitor fails to comply with these terms or any directive issued by MDSP staff, this license may be terminated and the exhibit closed without notice. All interpretations of these rules and any matters not specifically covered are subject to the final decision of MDSP.

Personnel and Badges

Only employees or authorized representatives of the exhibiting company may receive exhibitor badges. Booths must be staffed at all times during exhibit hours. Badge allocations are based on the selected sponsorship or exhibit level; additional badges may be purchased. Badges are non-transferable. Each representative must wear their official MDSP Exhibitor Badge while participating in MDSP functions.

Exhibit Hall Access

Exhibitors may access the hall during scheduled setup, exhibit, and teardown hours.
Requests for additional access must be approved by MDSP staff in advance.
For safety reasons, no one under 18 years of age is permitted in the exhibit area at any time.

Conduct in the Exhibit Hall

All demonstrations and interactions must take place within the exhibitor’s assigned space.
Exhibits must not obstruct visibility or interfere with neighboring displays.
Exhibitors may not share or sublet booth space without written consent from MDSP.
No promotional signs or materials are allowed in aisles, public areas, or meeting rooms.
Exhibitors must comply with all fire, safety, and health regulations.
Booth areas must remain clean and orderly.
Distribution of brochures or promotional materials must be confined to the exhibitor’s space.
Courtesy and professionalism toward attendees and fellow exhibitors are mandatory.
Smoking or vaping is prohibited in all exhibit areas.

Safety and Construction Requirements

All booth materials must meet fire-safety standards. Drapes and decorations must be flame retardant.
Volatile, flammable, or otherwise hazardous materials are strictly prohibited.

FDA Compliance (for Medical Products)

All medical devices, pharmaceuticals, or related products displayed must comply with current FDA regulations.
Products under clinical investigation must be clearly labeled “Caution – Investigational Device. Limited to investigational use.”
and must not include unapproved claims of safety or efficacy. Exhibitors are responsible for ensuring compliance with FDA and other applicable regulations.

Cash or Retail Sales

Retail transactions require prior written approval from MDSP.
Exhibitors engaging in sales are responsible for securing any required local licenses and for collecting and remitting applicable taxes.

Irregular Activities

  • Only registered exhibitors may display or solicit within the exhibit area.
  • Distribution of materials must be limited to the exhibitor’s own space.
  • Activities or presentations deemed inappropriate or disruptive may be stopped at MDSP’s discretion.
  • Use of excessive noise, flashing lights, or offensive content is prohibited.

Building Protection

Nothing may be affixed to walls, floors, columns, or furniture. Exhibitors are responsible for any damage caused to the venue or furnishings.

Failure to Occupy Space

If an exhibitor fails to occupy their assigned space at the start of exhibit hours, MDSP may reassign or remove the space without refund. Any materials delivered but not set up may be stored or installed at the exhibitor’s expense.

Insurance and Liability

Exhibitors must maintain adequate insurance coverage for personal injury, property damage, and liability.
By participating, exhibitors agree to indemnify and hold harmless MDSP, its staff, officers, contractors, and the meeting venue against all claims, damages, or expenses arising from participation in the meeting.
MDSP is not responsible for loss, theft, or damage to exhibitor property.

If the meeting is canceled or materially disrupted due to weather, strikes, government action, or other causes beyond MDSP’s control, MDSP shall not be liable for damages but will refund a prorated portion of exhibit fees after deducting reasonable expenses.

Copyrighted Materials

Exhibitors are responsible for securing any licenses or permissions for music, images, or other copyrighted content used in their display.

Security

MDSP does not provide overnight security. Exhibitors are responsible for safeguarding materials and equipment.
Personal security guards are not permitted without written approval.

Exhibitor-Sponsored Events

All exhibitor-hosted events must be approved by MDSP in advance. These functions may not conflict with official MDSP educational sessions or social activities.

ADA Compliance

Exhibitors are responsible for ensuring that their displays are accessible and compliant with the Americans with Disabilities Act (ADA).

Acknowledgment

By signing the MDSP Exhibit or Sponsorship Registration Form, the exhibitor acknowledges that they have read, understood,
and agree to abide by all policies stated above.