Exhibitor Event Policies & Procedures

Exhibitor Event Policies & Procedures Quick Links

Introduction

Exhibitors are permitted, with written AUA approval, to hold ancillary "exhibitor-sponsored" events during AUA2026 in Washington, DC from Friday, May 15 through Monday, May 18, 2026 per the function guidelines below.

Permission to hold exhibitor-sponsored events, regardless of the venue, is restricted to companies who have a presence in the Science & Technology Hall and are therefore considered "exhibitors."

If you do not currently have a presence in the S&T Hall and would like more information on these opportunities, please contact exhibits@AUAnet.org.

Events Held in AUA Hotel Meeting Space

The AUA offers its assistance to exhibitors who wish to reserve AUA contracted meeting space for their events taking place during AUA2026 meeting dates. The AUA has reserved space at the Marriott Marquis Washington, DC and The Westin Washington, DC downtown. Function space is limited and reservations are made on a first-come, first-served basis. Exhibitors cannot reserve meeting rooms or function space at any AUA Official Hotel without prior written AUA approval. This includes hotels outside of the Marriott Marquis and The Westin DC Downtown who have contracted room blocks with the AUA. Please note that the hotel may charge a food and beverage minimum.

Events Held Outside of AUA Hotel Meeting Space

All events taking place outside of official AUA hotels remain subject to the Function Guidelines outlined below and must be approved in writing by the AUA. This includes any and all events that are taking place during AUA2026 meeting dates with AUA attendees present regardless of the location (i.e. restaurants, AUA official or unofficial hotels, special event venues, etc.) as well as company-wide meetings (i.e. staff offices, pre-con meeting space, etc.).

Types of Approved Meetings and Functions

Exhibit Company Staff Rooms

• Offices: Rooms reserved on a 24-hour basis for exhibit company staff to use as an office, workroom, hospitality suite or meal room. AUA2026 attendees are not permitted in this space unless they are a full-time employee of the Exhibiting Company for which the room is reserved.
• Meeting Rooms: Rooms reserved for exhibit company staff to use as a space to hold a pre-con meeting or a daily debrief meeting. AUA2026 attendees are not permitted in this space unless they are a full-time employee of the Exhibiting Company for which the room is reserved.

Nonpromotional Social Events

Social functions are strictly networking events with no educational or promotional components. These include, but are not limited to, events such as receptions and dinners held at nearby restaurants, special event venues, or AUA official or unofficial hotels contracted meeting space.

Promotional Social Events

A social event is considered promotional if it includes presentations of any type, product demonstrations, and/or any visible advertising at the event. These include, but are not limited to, events such as receptions and dinners held at nearby restaurants, special event venues, or AUA Official or unofficial hotels.

Committee and Advisory Board Meetings

These are meetings of committees, task forces or advisory members, executive boards, or steering committees involving Exhibiting Companies, that meet at AUA as part of their regular meeting schedule.

Investigator/KOL/Thought Leader Meetings

These are sponsored and financially supported meetings held by a pharmaceutical/biotech organization, academic center, non-profit organization, or consortium. Investigator meetings are closed to the public and must focus on institutional review board or regulatory agency approved protocol and must review or conduct results of a specific study, current clinical trial or products. Promotional meetings for data presentation or to launch a drug or study are prohibited.

Contracted Educational Events

The AUA also offers special events created for industry sponsorship. These events are of limited availability and must be contracted with the AUA. The program application for these events will suffice as the Exhibitor-Sponsored Event Approval Form. The content of these events should not duplicate content presented in other AUA-sponsored educational programs. The following events should be contracted separately through the AUA:

Satellite Symposia: CME Programming

Satellite Symposia are strictly educational meetings that offer CME credit and a modest meal as defined by the AMA Code of Ethics. The AUA does not manage or provide CME accreditation for these events; however, designation of AMA PRA Category 1™ credit is required. A support fee is attached to this event and additional benefits accompany this opportunity. For more information on this program, contact Mikayla Barlett at mbarlett@AUAnet.org.

Product Theaters: Non-CME Programming

The Product Theater is the premiere venue for industry to hold non-CME educational programming regarding new products and services and the latest in data and research findings to meet patients’ needs. A limited number of 45-minute timeslots will be available inside the theater located within the S&T Hall. There is a fee associated with this event which includes the theater space, a basic A/V package, as well as a generous promotional package. These events are open to all AUA2026 attendees. For more information, contact Keith Price at kprice@AUAnet.org.

Device Tech Talks

Modeled after Ted Talks, the Device Tech Talk stage is for device companies to give a short promotional pitch and demonstration of their product. Each company will have 20 minutes to showcase their product followed by a 5-minute Q&A session with the audience. To learn more or to request a contract please contact Darci Berliant at dberliant@AUAnet.org.

Skills Enhancement Workshops

AUA offers Skills Enhancement Workshops for sponsorship by day in the topic area of your choice. The objective of the space is to provide hands-on industry-supported education in the Science & Technology Hall.

Each supporting company will own one day of programming in an AUA-built 30’ x 40’ workshop; each workshop will be in the AUA show look, placed in a designated Skills Enhancement Workshop area in the S&T Hall and will feature highly visible signage with your program details. Included with each workshop are carpet and basic furnishings, as well as a comprehensive marketing plan to drive attendee traffic to your programs. To learn more or to request a contract please contact Sarah Hardy at shardy@AUAnet.org.

Bioskills Lab

In our hands-on Bioskills Lab sessions, you’ll have the chance to holdone-hour hands-on workshops to introduce your latest innovations and offer attendees the opportunity to experience and test products under expert guidance. The Bioskills Lab mobile trailer offers a turn-key experience, including supplies, PPE and an experienced staff to assist with your trainings. To learn more or to request a contract please contact Sarah Hardy at shardy@AUAnet.org.

Associated Fees

All applicable fees must be paid in full prior to approval and space assignment. See below for the fee breakdown regarding exhibitor event requests.

The admin and/or event fee will be charged once AUA confirms that there is adequate space for your event available. You will receive a confirmation email that space is available within 2 weeks after placing your request, along with an invoice to be paid within 5 business days. Space will temporarily be held for 5 days, beginning the following business day after the invoice is sent. If the invoice is not paid within 5 business days, the temporarily held space will be released and may be assigned to other groups. Space is not guaranteed after the invoice due date has passed due to limited availability.

Payments may be made via wire or credit card (an additional 3% surcharge will be applied to credit card payments).

Reservation and meeting room confirmations will not be sent until after payment has been received. You will not be charged if event space is not available. All administrative and event fees are non-refundable.

Administrative and event fees are not a deposit toward hotel and venue costs. All additional services required are at the expense of the exhibitor, including but not limited to audio visual costs, room rental costs, and/or food and beverage minimums.

Administrative Fees

Administrative fees will be assessed for all exhibitor events as follows:

$600* per event/ per day (non-refundable)

*Presidents Circle members discounted to $350.00 per event/ per day (non-refundable)

Event Fees

The AUA charges a non-refundable fee (in addition to the administrative fee) to exhibitors holding the following types of events with AUA2026 meeting attendees present:

• Promotional Social Functions
• Committee & Advisory Board Meetings
• Investigator/KOL/Thought Leader Meetings

An exhibitor may hold 1-3 of any combination of events listed above, within the approved timeframes for each, for the following fees:

• Events for 75 people or less: $5,000*
• Events for more than 75 people: $8,000*

*The fee is based on the event with the highest attendance number

The fee includes:

• Approval of up to three events

Example: An exhibitor would like to host two promotional dinners at a local restaurant and a KOL Meeting in an AUA hotel meeting room. Each dinner will have 50 people and the KOL Meeting will have 20. The fee to hold these three events would be $5,000 (in addition to the administrative fee).

Meeting Types and Associated Fees

Date and Time Restrictions for Exhibitor-Sponsored Events

In order to maximize attendee engagement in the scientific program and the S&T Hall, we limit the number of available exhibitor-sponsored events, as well as the times they are permitted. Please see the chart below for permitted dates and times associated with each exhibitor-sponsored event.

*The AUA welcomes exhibitors to attend the Urology Care Foundation's 2026 benefit on Friday, May 15 as a great way to network. This exciting event will unite the urology community in an effort to raise awareness and support the Urology Care Foundation’s Research and Education programs. For information and sponsorship opportunities please contact Cynthia Duncan at cduncan@AUAnet.org.

Responsibility For Charges and Services

Any and all charges for services levied by the hotels, other venues, and/or vendors are the responsibility of the function organizer (or exhibitor). The AUA is not responsible for payment of any services connected with the event. The AUA has no authority over any service charges, rental fees, food & beverage minimums, set-up fees, labor contracts, etc., that are required by any venue or vendor.

*Please see individual permissible educational event contract for a detailed outline of what is included with the support fee.

Compliance with Exhibitor-Sponsored Event Guidelines

1. Exhibitors and all persons furnished by or acting on behalf of Exhibitors will comply at their own expense with all applicable laws, ordinances, regulations and codes, including the identification and procurement of required permits, certificates, licenses, insurance, approvals, inspection, regulatory (e.g. emission) and safety (e.g. UL) requirements. Exhibitors acknowledge and understand that products may be subject to restrictions upon export from the United States and upon resale after export. Exhibitors represent and warrant that they will comply fully with the United States Foreign Corrupt Practices Act of 1977, all relevant regulations of the U.S. Department of Commerce, with the U.S. Export Administration Act, and with any other import and/or export control laws or regulations of the United States. Exhibitor shall promptly notify Show Management if the Exhibitor knows or has reason to believe that any of Exhibitor’s products contain a defect that could create a product hazard or risk of serious injury or death.
2. The exhibitors requesting space or approval to hold an event are responsible for the actions of anyone affiliated with this event and will be expected to follow all rules and guidelines outlined in the “Exhibitor-Sponsored Event Guidelines” and AUA’s Code of Conduct. It is the exhibitor’s responsibility to distribute copies of this information to the appropriate company personnel and/or any agents, representatives or contractors involved in planning activities at the AUA Annual Meeting (e.g. third-party planners, advertising and PR agencies, contractors, staff, etc.).
3. Groups occupying space in the hotels must provide appropriate staff to coordinate all such activities.
4. Functions found to be in violation of these guidelines shall be immediately discontinued and the exhibiting company hosting the event will forfeit their priority points gained for that year.
5. The exhibitor waives any rights to claims of damages arising out of the enforcement of these Policies.
6. The AUA reserves the right to attend any exhibitor-sponsored function without notice.
7. Violators of this policy will jeopardize their ability, as well as the ability of any third parties associated with planning their event, to participate in future AUA Annual Meetings.
8. All exhibitor-sponsored events must adhere to the AUA Speaker/Faculty Guidelines.
9. All matters and questions not covered by the above policies are subject to the discretion of the AUA.
10. These AUA guidelines may be amended at any time by the AUA, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these policies, written notice will be given by the AUA to such parties.
11. In limited circumstances, the AUA reserves the right to reassign meeting space to accommodate the needs of any AUA programming or other events. The AUA will make reasonable efforts to minimize disruption of ancillary event planning and written notice will be given by the AUA to the affiliated party.
12. NEW: Exhibitor-sponsored events are limited to (2) signs per event to avoid over-branding key hallways.
13. The exhibitor shall protect, indemnify, hold harmless and defend the American Urological Association, Inc., the American Urological Association Education and Research, Inc., the Urology Care Foundation, and any and all of their respective officers, directors, agents, employees, and assigns (together “AUA”) against all claims, liabilities, losses, damages and expenses, including reasonable attorneys’ fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the gross negligence of the AUA.

How to Request Event Approval and/or Meeting Space

The electronic Exhibitor-Sponsored Event and Space Request Form will be available beginning December 2025. All event approval and space requests must be submitted through the online form in order to be processed. Exhibitors requesting three events that fall into the fee category must submit all three events on the same form. Exhibitors must read and acknowledge the Compliance with Exhibitor-Sponsored Event Guidelines outlined above before request(s) can be submitted. Space requests will be accepted on a first-come, first-served basis until Thursday, April 9, 2026. If an exhibitor needs to cancel or make changes to an existing request, please contact operations@AUAnet.org.

Official Vendors

There are various vendors affiliated with the convention center and each individual hotel. A list of exclusive vendors will be provided to the exhibitor upon assignment of meeting space. Use of any outside vendors that are not included within the official vendor list is prohibited unless prior written approval was given by both the AUA and the venue.

View AUA2026 Official Vendor List

Guidance for Social Media Campaigns

Meeting attendees active on social media on behalf of a commercial organization are subject to adherence to AUA Speaker Guidelines. Participants active in social media campaigns that are not part of an official AUA activity must follow the guidance noted in Column 1 in the AUA Speaker Guidelines chart. Participants active in social media campaigns that are part of an official AUA activity must follow the guidance noted in Column 4.

Promotional Materials

The AUA does not co-sponsor exhibitor programs. Announcements and/or invitations must clearly indicate the name(s) of the sponsor(s) and/or exhibitor(s). Proposed copy for announcements and invitations must be submitted to the AUA Industry Relations Department for review prior to printing. Announcements and invitations may include the AUA Annual Meeting logo only (never the AUA corporate logo) with prior written permission. Please submit promotional materials for approval to Darci Berliant at dberliant@AUAnet.org.