Exhibitor Rules and Regulations

The American College of Gastroenterology must approve any use of the ACG logo, ACG 2026 meeting logo, taglines, trademarks, or trade names prior to any exhibitor use. The ACG must approve the language in any advertisement which mentions the American College of Gastroenterology. Please contact Elaine McCubbin at emccubbin@gi.org for additional information.

In compliance with the Americans with Disabilities Act, the ACG will make all reasonable efforts to accommodate persons with disabilities. Please contact ACG’s VP, Meetings & Exhibitions, Elaine McCubbin at emccubbin@gi.org, no later than August 7, 2026, to make arrangements. Exhibitors are responsible for complying with the ADA requirements within their assigned booth space.

Booth space will be assigned on a point system during pre-selection. After exhibits open for general sale, space will be assigned on a first come-first served basis.

The College reserves the right to relocate previously assigned space. If previously assigned space is relocated, the exhibitor is given 15 days to accept the relocation or request a refund. The Management of the American College of Gastroenterology also reserves the right to alter the exhibit layout at any time.

Exhibitors may request an unlimited number of Exhibit Hall passes at no charge to the company. Exhibit Hall badges will only give company representatives access to the trade show floor.

Exhibitors who plan to attend scientific sessions must register for the meeting separately. ACG Show Management recommends exhibitors attending sessions carry both the Exhibit Badge and Attendee Badge as the Exhibit Badge gives access to the Exhibit Hall during off hours and the Attendee Badge gives access to the courses the representative is registered to attend.

Visit www.acgmeetings.gi.org to register for scientific sessions by clicking the “Register Now” button. Exhibitors will register for sessions under the ACG Non-Member “Exhibitor” category.

Set-up badges are available at the meeting registration prior to the opening of the Exhibit Hall for appointed contractors and staff entering the Exhibit Hall during set-up and dismantling times.

Inline and corner spaces

Standard in-line and corner booth spaces are 10′ wide, 10′ deep, and 8′ high. Side rails and counters are limited to 4′ in height. Regardless of the number of linear booths utilized, e.g. 10×20, 10×30, 10×40, etc., display materials should be arranged in such a manner so as not to obstruct sight lines of neighboring exhibitors. The maximum height of 8′ is allowed only in the rear half of the booth space, with a 4′ height restriction imposed on all materials in the remaining space forward to the aisle. When three or more Linear Booths are used in combination as a single exhibit space, the 4′ height limitation is applied only to that portion of exhibit space which is within 10′ of an adjoining booth.

Corner spaces are permitted to eliminate the outside draped side rail.

ACG does not permit end-cap booth spaces.

Island spaces

Each exhibit shall be installed as to not obstruct the view of or interfere with neighboring exhibits. The visual disadvantage created by an island should be no greater than that which would be caused by an in-line space.

All display material, including hanging signs, is restricted to 20′ in height and a sufficient “see-through” or “walk-through” area with at least 25% visibility per side must be provided to avoid blocking the view of adjacent exhibits.

Exhibitors must leave a minimum of 1′ per side clear of structures regardless of height to prevent damage to the booth and its components during aisle carpeting and cleaning. Island spaces 2500 square feet or larger, must maintain a 2′ setback from the aisle(s) on any booth structure 8′ or higher.

Should a company’s booth be designed in such a way that neighboring spaces are obstructed, the company will be asked to redesign their booth or relocate. All associated fees will be the responsibility of the exhibitor.

All island exhibit spaces 20′ x 20′ or larger must submit a booth layout for Exhibit Management and Fire Marshal approval by July 31, 2026. Plans should be submitted to Elaine McCubbin, VP, Meetings & Exhibitions at emccubbin@gi.org.

When submitting booth drawings, the following renderings must be provided for approval:

– Top, Side and Front orientation
– Concept and Construction renderings
– Dimensions for all elements of the booth including setback measurements.
– Rigging plans for any hanging elements

If demonstrations or presentations will be offered, the presentation area should be marked on the renderings.

Exhibitors with a 20×20 or larger island space may offer demonstrations and presentations within their booth space. All activities must be contained within the assigned booth area, including attendees viewing the activity. Attendees cannot stand in the aisle to view the presentation.

Sound must remain at levels where neighboring exhibitors can conduct business without disruption. If sound is determined too loud, the exhibitor will be asked to adjust the volume. If the sound continues to be deemed too loud, the exhibitor will be asked to cease presentations for the duration of the conference.

Exhibitors must submit presentation details to ACG for approval no less than 30 days prior to the conference. Submissions must includes dates, times, topic and speakers for review.

The Management of the American College of Gastroenterology reserves the right to alter the Exhibit Hall layout at any time. If previously assigned space is relocated, the exhibitor is given 15 days in which to accept the relocation or request a refund.

Notice of cancellation or reduction must be received in writing. A service fee of 25% of the total booth cost will apply to any cancellation or space reduction. No refunds will be issued to firms canceling or reducing size if space cannot be resold or if the trade show floor does not sell out. There will be no refunds whatsoever for space canceled or reduced after March 15, 2025. Cancellations will result in a loss of priority points.

Carpeting is required and is the responsibility of the exhibiting company. The Exhibitor may provide carpeting or rent carpeting through the Official Exhibitor Services Manual. Carpeting must fully cover the booth space and be professional in nature matching the decorum of the conference. At 12:00 noon on Sunday, October 11, an inspection will be made of the Exhibit Hall and exhibits that do not have carpeting will be assigned to the Official Decorator for installation and cleaning prior to opening. Charges will be billed to the Exhibitor.

Exhibitors are not permitted to carpet outside their booth area without prior permission from the American College of Gastroenterology.

Furniture is not provided with the booth space and is the sole responsibility of the Exhibitor. Furnishings may be rented through the Official Exhibitor Services Manual.

Exhibitors are permitted to distribute food and beverages within their booth space. All catering items must be ordered through the Music City Center. A menu selection and order form will be included in the Official Exhibitor Services Manual.

Interviews, demonstrations and the distribution of literature or samples must be made within the booth area assigned to the exhibitor. Canvassing or distributing of advertising matter outside the exhibitor’s own booth will not be permitted. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. Use of microphones, television or other sound aspects of displays, compressed air, gases, or other similar media must be confined to the booth area, may not interfere with other exhibitors and are subject to being prohibited by Management, which shall have absolute discretion in its judgment on such matters. Character of the exhibits is subject to approval of the College.

ACG reserves the right to determine the acceptability of applications for exhibit space. The products or services to be exhibited must be of professional or educational interest and related to the field of gastroenterology. The right is reserved to refuse applications if there are concerns about a company or product not meeting standards required or expected, as well as the right to curtail exhibits or parts of an exhibit that reflect against the character of the meeting. The Management of the American College of Gastroenterology reserves the right to remove at any time any exhibit deemed undesirable without refund. Management’s decision must be accepted as final in any disagreement between exhibitors.

• Any item attached to the building must be done through MCC Rigging.
• Do not drill, core, or punch holes in the building.
• Signage or decor cannot obstruct any fire suppression equipment or exit.
• Under NO circumstances are helium balloons or adhesive backed decals to be given away or used in the building.
• Decorations, signs, banners, and streamers may not be attached, taped, nailed, or otherwise fastened to any ceiling, window, equipment, painted surface, or wall of MCC.
• Confetti, glitter, or rice are prohibited.
• Exhibitors will be required to protect the exhibit hall floor underneath any booths containing display pools, ponds, or other water features. Floor pockets must be protected from water infiltration. Any damage to floor pockets or ceilings below the exhibit hall due to water infiltration will be the responsibility of the exhibitor. All water feature displays must be approved in advance by ACG and MCC.

The College and Exhibit Management (including exhibit managers, decorators, etc.) make every effort to accommodate exhibitors who prefer to use the services of subcontractors with whom the exhibitor contracts or assigns certain duties. However, it is the Exhibit Management’s responsibility to ensure that the Exhibit Hall opens on time and that all regulations are observed. Therefore, the exhibitor acknowledges and assigns to the Exhibit Management the right and discretion to undertake any activities or services, on behalf of the exhibitor and at the exhibitor’s expense, which the Exhibit Management believes are needed to meet these requirements, if those activities or services have not been timely provided by the exhibitor or by any subcontractor designated by the exhibitor.

Exhibitor agrees to be financially responsible for any debts incurred either by himself, by his subcontractor(s), or by Exhibit Management on his behalf, both generally and under the specific circumstances noted above. The exhibitor specifically agrees to indemnify the College, exhibition management and their agents and to hold them harmless in any dispute over fees. If a subcontractor fails to make payment to the College, Exhibit Management, or any agent of either for any costs incurred on the exhibitor’s behalf, for whatever reason—including bankruptcy of the subcontractor, or payment dispute—exhibitor agrees that such fees are his direct responsibility. Nothing included above shall constitute an obligation upon the College, or Exhibit Management or their agents to arrange for or otherwise provide any activities and services normally the obligation of the exhibitor, and not specifically provided for elsewhere in this Agreement.

Exhibitor designated contractors must carry their own insurance to cover exhibit material against damage and loss, as well as public liability insurance of at least $1 million per occurrence and $1 million aggregate against injury to the person and property of others. A certificate of insurance naming the American College of Gastroenterology, Freeman Decorating and the Music City Center as additional insured must be received at least 30 days prior to the Exhibit Hall opening.

A complete Official Exhibitor Service Manual from the Official Decorator will be available soon. A link will be provided here and emailed to each exhibitor when it is available.

Linear booths will be provided with drape and a uniformly lettered, two-line decorative sign, 11″ x 17″, indicating the company name and booth number.

Booth spaces do not include carpeting, furniture, utilities, etc.

Through the Official Exhibitor Services Manual, Exhibitors have the opportunity to order:
– Audio Visual
– Carpeting
– Catering
– Floral
– Furniture
– Lead Retrieval
– Utilities

The Services Manual will also provide information about Shipping and Material Handling and other important information about ACG 2026.

Labor must be used in accordance with local union requirements in the erection and dismantling of exhibits. Information will be provided in the Official Exhibitor Service Manual. Exhibitors utilizing firms other than the Official Decorator are requested to notify the American College of Gastroenterology in writing with the name of the contractor. Those exhibitors will be required to present a Certificate of Insurance from such outside contractors to protect the American College of Gastroenterology, Freeman and the Music City Center against disputes arising from services not performed. The exhibitor agrees that if outside contractors do not perform labor services in a reasonable period of time, the Official Contractor will provide for labor services and the exhibitor will be invoiced accordingly.

Exhibitor designated contractors must carry their own insurance to cover exhibit material against damage and loss, as well as public liability insurance of at least $1 million per occurrence and $1 million aggregate against injury to the person and property of others. A Certificate of Insurance naming the American College of Gastroenterology, Freeman and the Music City Center as additional insured must be received at least 30 days prior to the Exhibit Hall opening. Certificates of Insurance can be emailed to Elaine McCubbin at emccubbin@gi.org. Please ensure the exhibiting company is listed on the COI or the email.

Certain services must be contracted through official vendors within the Music City Center. These services include, but are not limited to, Catering, Cleaning Services, Electricity and Plumbing, Internet and Rigging. Information on these services can be found in the Official Exhibitor Service Manual.

Access to the loading docks will be controlled by Freeman, the Official Decorator of the conference. Freeman will manage all material handling within the facility and the Advanced Warehouse. Additional information about freight and material handling can be found in the Official Exhibitor Service Manual.

The FDA imposes rules and regulations on some of the products exhibited at healthcare meetings. It is the exhibitor’s responsibility to understand and follow the FDA rules and regulations. Specific information may be obtained from the FDA.

Any platforms intended to be occupied by persons shall be six (6) feet or less in height. The platforms shall be noncombustible or fire-retardant treated wood, and the space below the platform shall be substantially open.

All booths shall be of either noncombustible material, fire retardant treated wood, or any other materials fire-treated in an approved manner.

All decorative materials, such as loose fibers, boards, curtains, hangings, table covers, etc., must be fire-retardant treated in an approved manner. Materials used in display construction or decorating shall be made of fire-retardant materials and be certified as flame retardant. Samples should also be available for inspection.

Exhibitors must dispose of any waste products generated during the exhibition in accordance with guidelines established by the Environmental Protection Agency and the facility.

All entry and exits points, as well as visibility to those points, must be kept clear and unobstructed.

Fire safety equipment, including fire extinguishers, fire hoses, sprinkler closets, alarms, and emergency phones, must be always visible and accessible.

During set-up and move-out, freight free aisles must be always maintained and kept clear. Exhibit crates, boxes, and cartons cannot be placed in these aisles. The purpose is to provide emergency access to fire safety and life-support equipment as needed.

Use of liquefied petroleum gas within the building is prohibited.

Combustible or flammable liquids are prohibited unless approved by Exhibit Management and the Fire Marshal.

Compressed gas cylinders are prohibited unless approved by Exhibit Management and the Fire Marshal. If approved, cylinders must be secured in an upright position.

Storage of packing materials and surplus literature must be confined to areas away from display areas. (This is to lessen the fire loading in each area.) A day supply is permitted in display areas.

No packing containers, wrapping materials, or display materials may be stored under tables or behind booths. These materials must be placed in storage.

All empty cartons or crates must be labeled and removed for storage, or they will be removed as trash.

Operation or use of products in displays that affect life safety code requirements or pose a threat to public safety require prior approval and/or permits. Such items include, but are not limited to, power-actuated tools, welding or heat producing products, decorative (votive) lit candles, small tanks of heavier-than-air compressed gas, etc.

ACG permits booth giveaways, prizes and raffles provided they remain professional in nature. All giveaways and prizes must be approved prior to ACG 2026. Email emccubbin@gi.org for approval.

Exhibitors are responsible for any taxes, permits and licensing.

Only those companies participating in the commercial exhibit program will be allowed to conduct hospitality suites in Nashville. Suites are limited to hospitality and may not be used to display products or services. These hospitality suites may not be open or advertised to be open at times that conflict with official functions of the College such as scientific sessions or College sponsored social functions (including exhibits).

All offsite events whether social or educational in nature with more than 25 Health Care Professional participants, must be approved prior to booking. Any event taking place during the ACG 2026 conference without approval will result in a loss of priority points and the opportunity to participate in future events.

Accredited continuing education must protect learners from commercial bias and marketing. ACG and the exhibiting company agree to the following conditions, as well as all requirements of ACCME’s Standards for Integrity and Independence in Accredited Continuing Education:

• ACG must not share the names or contact information of learners with any ineligible company or its agents without the explicit consent of the individual learner.
• ACG is responsible for ensuring that education is separate from marketing by ineligible companies*—including advertising, sales, exhibits, and promotion—and from nonaccredited education offered in conjunction with accredited continuing education.
• Arrangements to allow ineligible companies to market or exhibit in association with accredited education must not:
  • Influence any decisions related to the planning, delivery, and evaluation of the education.
  • Interfere with the presentation of the education.
  • Be a condition of the provision of financial or in-kind support from ineligible companies for the education.
• ACG must ensure that learners can easily distinguish between accredited education and other activities.
  • Live continuing education activities: Marketing, exhibits, and nonaccredited education developed by or with influence from an ineligible company or with planners or faculty with unmitigated financial relationships must not occur in the educational space within 30 minutes before or after an accredited education activity. Activities that are part of the event but are not accredited for continuing education must be clearly labeled and communicated as such.
  • Print, online, or digital continuing education activities: Learners must not be presented with marketing while engaged in the accredited education activity. Learners must be able to engage with the accredited education without having to click through, watch, listen to, or be presented with product promotion or product-specific advertisement.
  • Information distributed about accredited education that does not include educational content, such as schedules and logistical information, may include marketing by or for an ineligible company.
• Ineligible companies may not provide access to, or distribute, accredited education to learners.

*Ineligible companies (formerly, “commercial interests”) are those whose primary business is producing, marketing, selling, re-selling, or distributing healthcare products used by or on patients.

All matters and questions not specifically covered by these Rules and Regulations are subject to the decision of the American College of Gastroenterology. Exhibitors agree to comply with all subsequent reasonable rules adopted or changed by the College. Any changes will be provided to exhibitors in writing.

Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and hold the American College of Gastroenterology, and their employees and agents harmless against all claims or fines and attorney’s fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the American College of Gastroenterology, Music City Center, their employees and agents.

In addition, Exhibitor acknowledges that the American College of Gastroenterology and the Music City Center do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain business interruption and property loss/damage insurance covering such losses by the Exhibitor.

Lead retrieval services are available at ACG 2026. Information will be included in the Official Exhibitor Services Manual and at acgmeetings.gi.org.

Companies that have merged with or purchased another company may use the priority points from either company, whichever is higher, but may not combine the priority point totals. The ACG must be notified by both companies that the acquisition or merger is complete. Request for transfer of points must also be submitted in writing to the ACG by the parent company.

Any outstanding balances will be the responsibility of the new company. If cancellation occurs, the new company will be responsible for all cancellation fees.

TriStar is the required agency through which ACG exhibitors and non-exhibiting industry supporters must reserve out-of-home advertising opportunities. No other vendor may be used. Sponsors who book out of home advertisements outside of TriStar may lose priority points and the opportunity to participate in official ACG convention sponsorships. For more information, please contact ACG at emccubbin@gi.org or kthorne@gi.org for details on out of home advertising.

Firms or organizations not assigned space in the Exhibit Hall will not be permitted to solicit business within the Exhibit Hall, elsewhere in the Music City Center, official ACG contracted hotels or other venues within Nashville. . Exhibitors are requested to inform the College of their knowledge of any such occurrence.

Freeman has been designated as the official drayage contractor. The official contractor is responsible for maintaining all in and out traffic schedules at the show site and handling the move-in and move-out of all exhibitors’ materials and equipment. Freeman maintains control and always has priority at the loading areas.

General questions regarding any services should be directed to:

FREEMAN
Phone/Text: (888) 508-5054

Exhibit space at the Phoenix Convention Center is priced as follows:

• 10’ x 10’ Linear Booth: $3,700
• Corner Booth: $3,900
• Island Booth Space: $42.00/sq. ft.

Payments for exhibit space must be received withing 30 days of invoicing or space will automatically be cancelled. If the exhibit application form is submitted within 30 days of the conference, full payment must be received prior to booth assignment.

ACG accepts payments by ACH, Bill.com, credit card or check. Please refer to your invoice for details. A 4% fee will be charged for payments made by credit card.

Notice of cancellation or space reduction must be received in writing. A service fee of 25% of the total booth cost will apply to any cancellation or space reduction. No refunds will be issued to firms canceling or reducing booth size if space cannot be resold or if the trade show floor does not sell out.

There will be no refunds whatsoever for space canceled or reduced after March 13, 2026.

Cancellations will result in a loss of priority points.

Exhibitors, Attendees, Guests and Media are strictly prohibited from taking still photography, video or audio recording of the Exhibit Hall or any educational session or event of the meeting for publication, rebroadcast or placement on a non-ACG website or print publication without prior written permission from the ACG. Still photography is permitted only for personal, non-commercial purposes, including social media. For more information, contact Elaine McCubbin at emccubbin@gi.org. Media should contact ACG at mediaonly@gi.org.

Exhibitors will be held liable for any damage caused to the Music City Center property and no material or matter of any kind shall be posted on, tacked, nailed, screwed, or otherwise attached to columns, walls, floors or other parts or portions of the facilities or furnishings. Whatever may be necessary to properly protect the building, equipment or furniture will be installed at the expense of the exhibitor. If any controversy arises as to the need or propriety, the Convention Center will be the final judge thereof and their decision shall be binding on all parties concerned.

The purpose of the exhibits is to further the education of meeting attendees through product and service displays and demonstrations related to the field of gastroenterology. Sales and order taking are permitted if transactions are conducted in a manner consistent with the professional nature of the meeting. The ACG reserves the right to restrict sales activities that it deems inappropriate, unprofessional, or unrelated to the field of gastroenterology. All exhibitors who conduct sales during an event are responsible for obtaining the appropriate business license(s) and for paying all applicable taxes.

Security shall be furnished by Management to be on duty in the Exhibit Hall but the safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor. Exhibitors should not leave valuable materials or equipment on the exhibit floor outside the hours when exhibits are open. If security is required in your booth during or after normal show hours, you may contract directly with ACG’s security contractor for that service. Information and order forms will be included in the Official Exhibitor Services Manual. The American College of Gastroenterology will assume no responsibility for any losses sustained by exhibitors.

Installation of Exhibits

Friday, October 9
8:00 am – 5:00 pm

Saturday, October 10
8:00 am – 5:00 pm

Sunday, October 11
8:00 am – 12:00 noon

All exhibit crates must be empty and tagged for storage no later than 2:00 pm on Saturday, October 10. All large display crates must be removed from the exhibit floor by 5:00 pm on Saturday, October 10, for the service contractor to have access to install the aisle carpet.

All installation must be completed by 12:00 noon on Sunday, October 11. Display space not claimed and occupied by 12:00 noon on Sunday, October 11, may be canceled or reassigned without notification or refund.

Dismantling of Exhibits

Tuesday, October 13
4:30 pm – 10:00 pm

Wednesday, October 14
8:00 am – 2:00 pm

Exhibits must not be dismantled or be in the process of being removed before 4:30 pm on Tuesday, October 13. Exhibitors dismantling before this time may lose earned priority points. All exhibit materials must be removed from the exhibit areas by 2:00 pm on Wednesday, October 14. If the exhibitor fails to remove their materials from the exhibit area in a timely fashion, the exhibitor shall indemnify, hold harmless and defend the American College of Gastroenterology from and against any and all fees or expenses the College must pay to Music City Center as a result of late removal.

Shipping information and labels are available in the Official Exhibitor Service Manual.

A uniformly lettered, two-line decorative sign, 11” x 17”, indicating the company name and booth number, will be furnished, and properly located at the top of the back of each inline and corner booth. Additional signs for display purposes may be ordered from the Official Decorator.

Island booths, 400 square feet and larger, are permitted to hang signs from the ceiling, however, they may not exceed the 20’ height limitation as measured from the top of the sign to the floor. Inline and corner booths are not permitted to have hanging signs over their booth space.

Each exhibit must be fully operational and staffed during the open exhibit hours. All participants affiliated with exhibits must be registered. Exhibitors utilizing firms other than the Official Decorator must obtain exhibitor set-up badges for non-booth personnel to use during set-up and teardown on:

Friday, October 9
8:00 am – 5:00 pm

Saturday, October 10
8:00 am – 5:00 pm

Sunday, October 11
8:00 am – 12:00 noon

Tuesday, October 13
4:30 pm – 10:00 pm

Wednesday, October 14
8:00 am – 2:00 pm

Everyone must have either an ACG Exhibitor Badge or an Exhibitor Set-up Badge during set-up and teardown. Badges are not to be issued to representatives of leasing companies, financial institutions, publishers, suppliers, vendors, or others who wish to gain admittance for the purpose of making contact other than in your exhibit. An exhibitor may not register any other person eligible for paid registration.

The subletting, assignment, or apportionment of the whole or of any part of his space by any exhibitor is prohibited. No exhibitor may permit any other party to exhibit in his space any goods other than those manufactured or handled by the contract exhibitor, nor permit the solicitation of business by others within his space.

Surveys must be conducted within the confines of the exhibit booth space. Exhibit personnel are prohibited from leaving the booth to encourage attendees to complete a survey.

ACG prohibits companies from providing attendee transportation. If you have any questions, please contact Elaine McCubbin at emccubbin@gi.org.

Exhibitors who violate any provision of the official rules and regulations may face penalties commensurate to the severity of the violations. This may include, but is not limited to, loss of priority points, immediate closing of the exhibit without refund and exclusion from future ACG meetings.

The weight limit on the floor of the Exhibit Hall is 350 lbs. per net square foot.