Exhibitor Information

Notice of Intent to Support/Exhibit Applications are due by August 31, 2018

Exhibits are located in Exhibit Hall 2. Please refer to the preliminary floor plan.

Exhibit Fees

BOOTHS - Booths are sold in 10' x 10' units.
Maximum size= 20' x 20'

 8' x 3' Table*.........................................................................$5,000

 All exhibit fixtures and product are limited to the table top only

10' x 10' in line......................................................................$10,000

10' x 10' corner*...................................................................$12,500

10' x 20' in line......................................................................$25,000

10' x 20' corner* ..................................................................$27,500

10' x 30' in line .....................................................................$37,500

10' x 30' corner* ..................................................................$40,000

10' x 40' in line .................................................................... $50,000

10' x 40' corner* ..................................................................$52,500

20' x 20' island* ...................................................................$60,000

*limited

Pharmaceutical companies may add any number of additional 10' x 10' booths for off-label information purposes. Regular prices for in line and corner booths apply.

Exhibit fee includes:

  • National Physician Identifier (NPI) number included in US MD attendee badge QR code
  • Listing of company name & booth number in the SABCS® Pocket Program
  • Listing of company on SABCS® website, linked to your website
  • Your company information, booth location and marketing materials in SABCS® Exhibit Guide, part of the SABCS® Mobile App
  • Complimentary exhibit hall badges (2 per 10' x 10' booth space or 1 per tabletop exhibit)
  • 8' high back drape and 36" high side drape in show colors for standard booth spaces
  • 6' x 30" table + 2 chairs + wastebasket, emptied nightly (table top exhibits=8' x 30" table)
  • Identification sign 7" x 44"
  • Aisle carpeting and nightly vacuuming of aisles
  • General perimeter security
  • Option to schedule SABCS® Product Theatre (only exhibiting companies may schedule)

Publishers

Publishers receive a 30% discount. Publishers taking advantage of this rate are required to offer publications in print, on CD, DVD or other "hard" media for sale or order at their booth.

Publishers are also welcome to set up on Saturday morning, December 8. Please specify on your exhibit application if you wish to do so.


Non-Profit Organizations

Non-profit organizations receive a 30% discount on table top, 10' x 10' in line and 10' x 20' in line booths. Documentation of 501(c)(3) status must accompany the exhibit application.


Exhibitor Eligibility Requirements

Exhibit applications are subject to approval by SABCS® management. SABCS® reserves the right to accept or reject a potential exhibitor based on our assessment of whether that company or organization's products and/or services are relevant to Symposium attendees. Exhibits promoting meetings which compete with SABCS® in regards to content or schedule will not be approved.

SABCS® may also accept or reject a potential exhibitor based on past compliance with SABCS® exhibit rules.

Exhibits will be limited only to the company and the product(s) listed on the application. Only the sign of the company whose name appears on the application may be placed in the booth or appear on any printed list of exhibitors.

All exhibited items must comply with local, state, and FDA regulations.

All exhibits will be reviewed onsite.


Complimentary Registrations

  • 2 complimentary limited access exhibitor registrations per 10' x 10' unit
  • 1 complimentary limited access exhibitor registration per table exhibit

Complimentary limited access exhibitor registrations entitle the registrant to access the registration area (Main Lobby) and the exhibit area (Exhibit Hall 2) only, including off-hours access to exhibit area.

Full registration is required in order to attend SABCS® programs.

How to Register:

SABCS® will set up a registration management page for each exhibitor. Upon receipt of exhibit fee payment, a link, login, password and information regarding the number of complimentary registrations earned will be e-mailed to the exhibitor’s registration contact which the exhibitor has provided on the support/exhibit application.

If registrations over and above the number of complimentary registrations are needed, they can be purchased through the exhibitor’s registration management page. Additional limited access registrations are $294.12 ($250 with the 15% discount for staying in an SABCS® hotel); full registrations can be purchased at the published rates and discount.

Should the exhibitor registration contact have questions or issues, please contact SABCS® at sabcs@uthscsa.edu or 210-450-1550.


Exhibit Placement

Upon approval and payment, exhibit space will be assigned to each company which has submitted a completed Notice of Intent to Support/Exhibit Application form and exhibit fee payment.

Preliminary exhibit placement and notification for each exhibit will be made as soon as payment has cleared. Apply early for the best chance to receive your preferred placement!

Exhibit placement is primarily determined using a formula based upon corporate sponsorship + exhibit fee and previous history with SABCS®.

Also considered are such factors as preferred placement away from or near another exhibitor. Preferred location can be indicated on the Notice of Intent to Support/Exhibit Application, or on a marked photocopy of the preliminary floor plan. Please note that although we will make every effort to accommodate your preference, placement according to preference is not guaranteed.


Code of Conduct

Exhibitors agree to adhere to the compliance guidelines and codes of conduct governing the interactions of drug and device manufacturers with healthcare professionals as promulgated by the U.S. Food and Drug Administration, the Department of Health and Human Services Office of the Inspector General, the Pharmaceutical Research and Manufacturers of America (PhRMA) and the Advanced Medical Technology Association (AdvaMed).


Exhibit Rules

  • Display elements and fixtures cannot exceed a height of ten feet (10’). This rule pertains to both in-line and island displays.
  • An individual exhibit cannot straddle an aisle.
  • No microphones or vocal amplification may be used at any time.
  • Unstaffed exhibits are not permitted.
  • Sharing of booth space with an unrelated company is not permitted.
  • “Subleasing” of booth space to an unrelated company is not permitted.
  • Table exhibits: exhibit fixtures and product are limited to the table top only.
  • All ladders & related equipment must be removed from the building following move-in.
  • Departure and/or removal of exhibit prior to end of show will affect placement in subsequent years and may result in exhibitor being barred from exhibiting in the future.

Preliminary Exhibit Schedule

Hours may be subject to change.

Monday, December 3 – Exhibit move-in 
20’x20’, 10’x30’ and 10’x40’
Noon – 6:00 PM
Tuesday, December 4 – Exhibit move-in
All exhibits
8:00 AM – 6:00 PM
Wednesday, December 5 – Detailing only
All exhibits
9:00 AM – 11:00 AM
Exhibits open
Wednesday, December 5
10:45 AM – 5:00 PM
Thursday, December 6
10:45 AM – 5:00 PM
Friday, December 7
10:45 AM – 5:00 PM
Friday, December 7 – Exhibit move-out
Preliminary dismantle
5:00 PM – 5:30 PM
Return of empty cartons & cases, materials pack-up
5:30 PM – 6:00 PM
Full move-out
6:00 PM – 11:00 PM
Exhibitor Registration Hours
Monday, December 3
8:00 AM - 5:00 PM
Tuesday, December 4
8:00 AM - 7:00 PM
Wednesday, December 5
7:00 AM - 5:15 PM
Thursday, December 6
6:45 AM - 5:15 PM
Friday, December 7
6:45 AM - 4:00 PM

Conference Rooms on Exhibit Floor

  • Rent your own private conference room on the exhibit floor. (See preliminary floor plan)
  • 4 m x 5 m (13’ x 16½’)
  • Includes lock, carpet, conference table, 6 conference chairs, wastebasket, display easel and electrical connections.
  • $3,500 for 3 days: Wed., Dec. 5, 7:00 am through Fri., Dec. 7, 5:00 pm
  • Schedule: Wed. & Thurs. 7:00 am - 7:00 pm; Fri. 7:00 am - 5:00 pm
  • To reserve, please complete the reservation form

Lead Management