FOR IMMEDIATE RELEASE: October 21, 2008

CONTACT: Jennifer Palcher-Silliman (404) 252-3663

ATLANTA — The Healthcare Convention & Exhibitors Association (HCEA) has introduced a revised guideline for exhibitor-sponsored events and educational symposia. The updated guideline includes new information about non-exhibiting companies holding events involving an association’s attendees over the association’s meeting dates, as well as new recommendations regarding associations requiring exhibitors to provide CME/CE accreditation for satellite symposia.

The new guideline is included in HCEA’s “Guidelines for U.S. Healthcare Conventions,” which were developed to assist healthcare associations in the planning of exhibits and conventions. The new guideline is as follows:

Exhibitor-Sponsored Events And Educational Symposia
The prohibition of exhibitor-sponsored events during official programs is an accepted and well-established practice within the industry. However, associations may permit exhibitors to utilize the shoulder days surrounding the program, as well as times before and after the official programming for the day, for their own events, thus allowing companies to maximize the significant investment they make when exhibiting at a meeting. Associations may partner with their exhibitors by providing pre- and post-convention opportunities to enhance exhibitors’ participation, but this should not be considered an obligation of the association to exhibitors. If an exhibitor event is conducted without the association’s approval, the association should not be expected to provide promotional assistance for the event. Sanctions should not be taken against an exhibitor for promotional activities occurring before the official opening or after the official adjournment of the scientific program.

In recognizing the contribution that exhibiting companies provide to the association’s meeting, the association may prohibit non-exhibiting companies from holding hospitality functions, educational sessions or scientific sessions that involve the association’s attendees over the association’s meeting dates. If exhibiting is a requirement in order to hold social or educational events, that requirement and any sanctions for violations should be stipulated in the exhibitor prospectus and any other documents that address such events.

Exhibitors who host hospitality suites should arrange their schedules so they do not conflict with the association’s scientific program or major social events the association may hold.

Additionally, exhibitors may wish to take into consideration the guidelines set forth in the Pharmaceutical Research and Manufacturers of America (PhRMA) “Code on Interactions with Healthcare Professionals,” the Advanced Medical Technology Association’s (AdvaMed’s) “Code of Ethics for Interactions with Health Care Professionals” and the Office of Inspector General’s (OIG’s) “Compliance Program Guidance for Pharmaceutical Manufacturers” when planning hospitality programs. Each of these documents provides guidance on exhibitor-sponsored events.

Application Fees For Association-Approved, Exhibitor-Sponsored Events
Associations may assess fees for the application process exhibitors are asked to utilize when requesting approval for a satellite event. The fees should take into consideration the size and complexity of the exhibitor’s event, and the association should clearly state what is included in the application fee. The association may elect to assist in the promotion of the exhibitor-sponsored event.

CME/CE Accreditation for Exhibitor-Sponsored Satellite Symposia
Exhibiting companies have many reasons for hosting satellite symposia during an association’s program. Imposing a regulation that requires exhibitors to provide CME/CE accreditation asserts an additional financial obligation on the exhibiting company and limits the programming topic and use of faculty to support the exhibiting company’s position on certain topics. It is recommended that associations not impose this requirement, but instead, leave it optional for exhibitors to consider when appropriate to the exhibiting company’s topic and agenda.

Should an exhibitor elect to offer CME/CE accreditation of the satellite symposium, the CME/CE provider should not be required to be an exhibitor of the association’s meeting, since their role in the meeting is that of a contractor for the exhibiting company.

The revised guideline was developed by HCEA’s Association/Industry Partnering Committee and approved by HCEA’s Board of Directors. To view HCEA’s “Guidelines for U.S. Healthcare Conventions,” go to www.hcea.org.

HCEA is the only association solely dedicated to improving the effectiveness of all conventions, meetings and exhibitions for the healthcare industry. HCEA represents organizations involved in healthcare exhibitions and conventions.