2. EXHIBITOR-HOSTED PROGRAMS

• Only exhibiting organizations and Diamond- and Platinum-Level Annual Meeting Supporters are eligible to host an EHP.

Application Information

The content presented in the EHP must be well-balanced, grounded in sound scientific principles, and offer attendees an objective perspective. EHP proposals will be evaluated based on their capacity to deliver educational content distinct from the official ACT Annual Meeting program. ACT cannot guarantee the avoidance of overlap with other Exhibitor-Hosted Programs. The ACT Education and Program Committee chairs approve applications, and room assignments will be made on a first-come, first-served basis.

There is no application fee. Host organizations selected to present an Exhibitor-Hosted Program will be assessed $1,750 for each approved session and are limited to one session per exhibitor. Completed applications are approved, and rooms are assigned on a first-come, first-served basis, with a July 15, 2026, application deadline. If spots remain available after this date, exhibiting organizations and previously approved Diamond- and Platinum-Level Annual Meeting Supporters may request an additional session.

Rules & Regulations

1. An organization must be in good financial standing to apply to host an Exhibitor-Hosted Program.
2. Approved applications are assessed at a $1,750 opportunity fee per session. The fee includes:
   • Listing in the ACT Annual Meeting promotional materials, including a program description on the ACT website and in the Annual Meeting Event App. 
   • Sign placement outside the session room.
   • A meeting room is set in theater style for approximately 50 people
   • Head table for two (2), with a sanding podium and a skirted table
   • Audiovisual equipment: LCD projector, screen, and wired podium microphone. If additional equipment is required, a laptop and/or audio-visual equipment can be ordered at the exhibitor's expense. A point of contact will be provided with the approval notification.
3. Exhibitor-hosted programs are limited to one 55-minute session. 
4. Exhibitor-hosted programs are open to all ACT meeting attendees.
5. Food and beverage service may be arranged at the host organization’s expense through the hotel’s official catering provider. A catering contact will be provided in the acceptance confirmation email. Outside food and beverages are not permitted.
6. Host organizations can purchase lead retrieval using a hand-held scanner or mobile app from ExpoTools, the ACT's official lead retrieval provider. Both services allow the host organization to scan session attendees' registration badges to collect contact information. However, attendees are not required to have their badges scanned to attend an Exhibitor-Hosted Program. All scanning should take place inside the meeting room. 
7. Recording of Exhibitor-Hosted Programs is not permitted unless coordinated in advance. If recording via a video conferencing platform (e.g., Microsoft Teams or Zoom) is planned, a dedicated internet service must be arranged through the official A/V provider’s technology department. Recording attendees without their consent is prohibited.
8. Exhibitor-Hosted Program organizers have the option to purchase a dedicated email broadcast, a hotel room drop for program promotion, and/or an Annual Meeting attendee list (physical addresses will be sent to a third-party mailing house for one-time use only; ACT does not provide access to email addresses) to send a postcard-style mailer to pre-registered Annual Meeting attendees. All promotional materials must receive prior approval.
9. ACT prohibits the on-site distribution of promotional materials outside the host organization's booth within the Exhibit Hall.
10. The ACT name and logo are the exclusive property of ACT. ACT reserves the right to review all mailings, promotional items, and activities to publicize any Exhibitor-Hosted Program. All related promotional materials should clearly state:
11. This program is an Exhibitor-Hosted Program. Although it is not officially part of the ACT Annual Meeting scientific program, the College permits its presentation.
12. Hazardous materials or live-animal testing are prohibited during sessions. Animal research must comply with the College’s Guiding Principles for Using Animals in Toxicology.
13. Each host organization is fully responsible for its Exhibitor-Hosted Program and agrees to hold ACT, its agents, and its employees harmless from any liability related to the session. By submitting the Exhibitor-Hosted Session application, ACT is released from all liability.
14. Cancellation requests must be submitted in writing to the ACT Exhibits Manager. Once Payment is received, no refunds will be issued.
15. Failure to comply with these guidelines may result in the cancellation of the Exhibitor-Hosted Program at any time without a refund of the opportunity fee.
16. By submitting an EHP application, you acknowledge that you have reviewed and agree to the EHP Rules and Regulations and the Marketing and Promotions Guidelines. You also agree to fulfill all financial, administrative, and other obligations associated with the meeting. All EHP requests are subject to ACT approval.

If the above rules are not fully adhered to, ACT reserves the right to cancel the event at any time.