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Booth Staffing & Tear-Down Policy

Booths must be staffed and operational at all dates/times on the below hall is officially open, including during scientific sessions and the evening reception (see Exhibit Hall Hours, page 4). Any exhibit not reassembled each before the closing of each day may jeopardize future participation.

Carpeting & In-House Services

The Exhibit Hall is carpeted. Exhibitors may choose carpet of their choosing that their booths, have the decorator's service list. A link to the decorator's service list will be sent via email.

Exhibitor Registration Procedure

Exhibit Specifications

All exhibits must be freestanding and self-supporting. Linear configurations may not be designed to obstruct in the view of next by one to block units or entrances. All displays, fixtures more than 4' in height are placed within 30" of a backdraping exhibit wall must be confined to that area of the exhibitor's space that is at least 5' from the aisle line. The height limit is 12' for all booths. Hanging signs are not permitted for the regular exhibits. All these rules will be made.

Hotel Reservations

The Menopause Society has reserved a block of rooms at the Hilton Bayfront, the location of the meeting. Hotel reservation information is available on the The Menopause Society website.

Official Service Contractor

GES has been designated as the official service contractor.

Booth Equipment

Each booth includes an 8' high back drape and 3' high side drapes, an identification (7" × 44") display for the company name.

Exhibitor-Appointed Contractors

Exhibitors may hire an outside/exhibitor-appointed contractor. All contractors must observe all rules and regulations established by the official service contractor, the facility, and the exhibitor guidelines of The Menopause Society policy. All exhibitors must forward a letter of intent designating their contractors by October 2, 2026.

Sales & Order Taking

Sales and order taking are allowed on the exhibit floor unless prohibited by an exhibitor's would be inconsistent with the professional nature of the meeting. As the sole responsibility of the exhibiting company to assure the licenses or permits may be required and for all items to be paid per block, and any local or state regulations are met and adhered to. The Menopause Society reserves the right to restrict sales activities that it deems inappropriate or unprofessional.

Security

The Menopause Society provides general security for the Exhibit Hall on a 24-hour basis beginning with move-in and continuing until all freight has been removed after the end of the meeting. The Menopause Society will not, however, assume responsibility for theft, damage, or loss of any kind.

Giveaways, Celebrity Appearances, Booth Activity

Giveaways must be approved in advance by the Society before August 31, 2026. The Menopause Society retains the right to review any property of the Society and may not be used in any giveaway. Samples to be distributed must be shown to have in the professional interests of the attendees. All requests for celebrity appearances or an exhibiting company's booth must be received and approved by The Menopause Society before August 31, 2025. Any company planning a draw or lottery system or to hand out, use or have available booth space to house the celebrity, company representative, and/or giveaway materials. No items will be allowed to form the sides or in another exhibitor's booth.

Program & Exhibitor Recognition

The NAMS Guide will be available to attendees. In addition to bearing room for a course schedule, the program will recognize each exhibiting companies. However companies who choose a sponsor an event or provide a marketing grant will receive the recognition.

Food & Beverage

Food and/or beverage items may be distributed from an exhibitor's booth with prior approval by The Menopause Society. Requests for approval must be submitted to the Society before August 31, 2026.

Public Relations

Distribution of corporate press releases is permitted. The Menopause Society Press Room for releases sponsored or endorsed by the Society before August 5, 2026. No advertisements or paid editorial space permitted.

FDA Regulations

Exhibitors are reminded that the members of FDA or the promotion or investigation of unapproved drugs and devices. According to FDA, any mention of a product name that is accompanied by information on usage and indications will be viewed as a product advertisement and must comply with full disclosure requirements.

Unauthorized Solicitations & Compliance

Exhibitors are prohibited from approaching attendees and promoting products or services in any area other than in its designated booth or exhibit. In-room product or marketing delivery (deliveries into NAMS meeting attendee rooms, Product or company materials of any kind, including invitations, or any type published in or during the meeting).

Photography & Videotaping

The taping of meetings or collecting at the Annual Meeting, other than by the official Society photographers, is strictly prohibited. The Menopause Society retains the right to photograph or videotape in the exhibit for use in Society publications.

Unofficial Social & Educational Activities

The Menopause Society strongly discourages independent social activities at its host. Assistance or not official Society-Sponsored companies may apply to the Society for permission to hold their activities, provided they do not conflict with any Society event.

Children

No children younger than 18 years old with the exception of infants will be allowed in the Exhibit Hall. Strollers are not permitted in the Exhibit Hall at any time.

Mailing Lists

Provision of the names or contact information of attendees or any pre- registration lists will not be made. No exceptions to these rules will be made.