Booth Activities Policies & Procedures

NEW: AUA’s Business Suites will be located on Level 1, Hall H, next to the S&T Hall. Although in separate halls, all exhibitor Rules & Regulations apply to the Business Suites unless specifically exempted.

Exhibitor Regulations

By signing the AUA2027 Application and Contract for Exhibit Space (Contract), exhibitors agree to the following conduct rules:

The primary AUA rule of booth conduct, and product display is to show consideration and courtesy to attendees and other exhibitors.
The exhibitor and its representatives shall not congregate or solicit, trade or conduct business in the aisles of the S&T Hall, other exhibitor’s exhibit space or in any other areas of the Show building, other than their leased booth Violators of this rule are subject to immediate removal from the Show and forfeiture of show badges.
The exhibitor shall not enter another exhibitor’s exhibit space without invitation or when unattended. Violators of this rule are subject to immediate removal from the Show and forfeiture of show badges.
Prior written consent of the AUA is required for the employment or use of any live model, demonstrator, solicitor, or device for the mechanical reproduction of Such employment or use shall be confined to the exhibit space. The AUA, at its sole discretion, may withdraw its consent at any time, at which time the exhibitor shall terminate such activity forthwith.
Distribution of pamphlets, brochures, or any advertising matter must be confined to the exhibitor’s leased space and shall be in compliance with Federal, State and Local laws regarding the same.
No exhibitor will organize or participate in any events, meetings, exhibitions, or functions in the greater San Diego, CA area during the 2027 AUA Annual Meeting over the dates of May 21-24, 2027, without the prior written approval of the AUA.
Please refer to the AUA Policies for further information regarding minors on the show floor
The exhibitor shall refrain from any action that will distract attendees from attending the show.
Neither the exhibitor nor any of its representatives shall conduct themselves in a manner offensive to Show Management standards of decency, professionalism, or good taste, nor engage in any behavior that disparages or harms the reputation of another show
Any dispute between exhibitors, or any issue with respect to interpretation of these rules for exhibitor conduct, shall be brought promptly to the attention of Show Management or authorized AUA official, whose decision relating to the matter shall be final and binding on all
Any inappropriate conduct, including but not limited to harassment, threatening physical or verbal actions, or disorderly or disruptive conduct, will not be Exhibitors engaging in such conduct are subject to immediate removal and may be reported to law enforcement or other appropriate agencies.
Exhibitors are obliged to comply with any additional rules established by the AUA, at any time, in order to manage the Show. Failure to comply with any AUA rules will result in a loss of priority points for the year and may include closing of the exhibit and/or expulsion from the Show.

Attire

Exhibit personnel and/or models contracted by Exhibiting Companies must be attired to conform to accepted business and social standards. Show Management shall be the sole arbiter of this policy and of any disagreements. The exhibitor shall abide by any decision relating to suitable attire made by the AUA.

Distribution of Pharmaceutical Products

Any and all sales, dispensing and/or delivery of pharmaceutical products of any kind are strictly prohibited. Violation of this rule will result in the immediate termination and closing of the offending exhibit and expulsion of the Exhibitor from the Show. The Exhibiting Company will also forgo all monies paid to the AUA and accrued priority points. It is at the sole discretion of the AUA to prohibit participation in future AUA meetings by offending exhibitors.

FDA Regulations

All medical devices or pharmaceutical products either exhibited or described in exhibitor literature must satisfy U.S. Food and Drug Administration (FDA) requirements (including but not limited to compliance with applicable FDA approvals, as well as with FDA guidelines regarding display, promotion and marketing of medical products).

If an exhibited product remains under clinical investigation or investigational new drug application (INDA) procedures, that fact must be prominently disclosed. Also, if not licensed or approved by the FDA specifically for urological procedures, that fact must be prominently noted. (Information regarding FDA regulations and approvals may be secured directly from the Agency.)

Additional constraints may apply pending further FDA guidelines and AUA-imposed regulations, and the exhibitor agrees to comply with all then-applicable restrictions. The AUA reserves the right to terminate this Agreement and remove the exhibitor’s property should AUA determine, in its sole discretion, that the exhibitor has violated these restrictions or is otherwise ineligible to participate.

Exhibitors understand and agree that AUA is not responsible and shall not be liable for the exhibitor’s failure to meet FDA regulations. The exhibitor assumes full responsibility for FDA regulatory compliance. Exhibitors agree to indemnify, hold harmless and defend the AUA, its affiliates (The American Urological Association Education and Research, Inc., and the Urology Care Foundation), its members, officers, directors, agents, employees, and assigns, from and against any and all claims, complaints, demands, suits, liability, damages, loss, costs, attorney’s fees and expenses of whatever kind or nature that result from the violation of these rules, or FDA requirements, by Exhibitor’s products, literature, or presentations.

Photography

No photographing or videotaping of the S&T Hall is allowed, without written pre-approval by the AUA. Photographing another exhibit, display, or person is prohibited. Permission to video and/or audio-record within your company’s booth does not apply to activations in other Show Management booths such as Product Theaters, Hands-on Workshops, Robotics Theater, Learning Lab, and Device Tech Talks. Separate permissions must be granted for other locations.

Unauthorized photographs, video and photographic image storage mediums, including emails, electronic distribution on social media sites and internet/web-based systems, cellphones, tablet devices, etc., will be confiscated and are subject to destruction by Show Management.

Exhibitors may request permission in writing from the AUA to photograph their own booth for internal marketing purposes only. Requests for photography can be made through the Booth Activity and Giveaway Form no later than Wednesday, April 14, 2027.

Neither the Exhibitor, nor any of its representatives, shall capture biometrics of show participants without the consent of both the AUA and the individuals. For the purposes herein, Biometrics refers to measurable physical characteristics or personal behavioral traits used to recognize the identity, or verify the claimed identity, of an individual, including but not limited to facial images, fingerprints, and iris scans.

Booth Activities and Giveaways

The AUA encourages exhibitors to plan appropriate activities for physician attendees. The AUA reserves the right to refuse permission for and/or to discontinue any booth activity, demonstration, presentation, giveaway, or contest that has not been pre-approved in writing. The AUA also reserves the right to discontinue and/or suspend any booth activity, demonstration, presentation, giveaway, or contest at any time at its sole discretion. Approval forms are available at www.AUAnet.org/AUA2027.

The Booth Activity and Giveaway Form (for speaker presentations, machinery, booth activities, demonstrations, giveaways, and contests) must be completed and returned to the AUA by Wednesday, April 14, 2027.

Exhibitors hosting any Hands-on Training Pavilion program must complete and return the corresponding Activity Form. This form will be provided once your Hands-on Training Pavilion contract has been received. For more questions about hosting a Hands-on Training Pavilion program, visit www.AUAnet.org/AUA2027.

Crowd Control

All exhibitor crowd-control measures must comply with local codes, ordinances, and other applicable rules.

All exhibitors should have plans to prevent congesting the aisles and disrupting neighboring exhibits. All attendees visiting booths should be inside booth boundaries at all times. Rope and stanchion to form orderly waiting lines inside exhibitor booth space are required for large gatherings and will be ordered and installed, if necessary, at the exhibitor’s expense. Attendee congestion in the aisles outside a booth is an indicator of the need for a larger booth, which may be required by the AUA for the exhibitor to participate in future AUA exhibitions.

Food and Beverage

All food and beverages, must be ordered through and approved for distribution by Sodexo Live!, the exclusive provider for F&B.

NEW: AUA is excited for our 125^th Anniversary Networking Event on the S&T Hall on Saturday, May 22, from 4:30-6:30 p.m. Exhibitors are encouraged to order F&B during this time

Alcohol may be ordered in an Exhibitor Booth at any time within the hours of the S&T Hall.

In addition, AUA will host pop up breaks on Friday, May 21 and Sunday, May 23 from 11:30 a.m.-1 p.m. in order to promote S&T Hall traffic.

Exhibitors must obtain advance written approval from the AUA to serve food and beverages from their booths by Wednesday, April 14, 2027 by completing the Booth Activity and Giveaway Form.

The following rules must be observed:

No food or beverages may be served in 10'x10' booths (unless AUA approved).
No popcorn machines, fried foods (cooked in booth) or nuts with shells may be served from any booth.
Adequate trash receptacles and porter/cleaning personnel must be provided by exhibitor.
No hospitality may interfere with the access to neighboring booths.

Audio-Visual

View more information on Audio-Visual and Interactive components and related policies.

Demonstrations and Presentations

Product demonstrations, presentations, and moderately valued entertainment/services may occur within the booth space provided the activity is set a minimum of five feet (5’) from the edge of the booth to prevent congestion in the aisles. Exhibitors shall be responsible for the safety of all individuals participating in or viewing these activities. All such activities must comply with all federal, state, and local laws, regulations, ordinances, and other applicable rules.

All proposed booth activities must be submitted in advance to AUA Show Management for approval by Wednesday, April 14, 2027 by submitting requests through the Booth Activity and Giveaway Form. The AUA assumes no responsibility to monitor such activities but reserves the right to order changes or additional safety precautions or suspend any in-booth activity if any such activity is deemed unsafe, unlawful, not in keeping with the professional nature of the Show or violates AUA policy. The exhibitor agrees to make changes or to discontinue any demonstration, presentation, or moderately valued entertainment/service at the request of the AUA. Demonstrations or presentations using perishable substances are required to employ sanitary safeguards.

Booth activities must comply with the AUA Speaker Guidelines.

Gifts, Giveaways, Drawings and Contests

All gifts, giveaways, drawings, and contest items are subject to approval by the AUA. However, Exhibitor is solely responsible for ensuring that all gifts, giveaways, drawings, sweepstakes, prize promotions, and contests comply with federal, state, and local law. Local legal restrictions may govern approval of contests and drawings and may require the procurement of a license.

The AUA is a signatory to the Council of Medical Specialty Societies (CMSS) "Code for Interactions with Companies" (The Code) and follows their policy regarding exhibitor giveaways. The Code states in its principle 5.4.2 that "Societies will only permit exhibitor giveaways that are educational and modest in value."

In the annotation to Principle 5.4.2, the Code indicates that "Principle 5.4.2 does not apply to non-profit exhibitors or to exhibitors outside of the healthcare sector." The AUA considers examples of exhibitors not subject to Principle 5.4.2 to include non-profit advocacy groups, non-profit associations or physicians’ groups, physician recruiters and any exhibitor that is not considered a "Company" according to the CMSS "Code for Interactions with Companies."

View the full text of the CMSS Code for Interactions with Companies.

Giveaways from exhibitors not subject to the CMSS Code are still subject to approval by the AUA and follow the AMA Code of Medical Ethics on Gifts to Physicians from Industry. These guidelines state:

To preserve the trust that is fundamental to the patient-physician relationship and public confidence in the profession, physicians should:

Decline cash gifts in any amount from an entity that has a direct interest in physicians’ treatment recommendations.
Decline any gifts for which reciprocity is expected or implied.
Accept an in-kind gift for the physician’s practice only when the gift:
- will directly benefit patients, including patient education; and
- is of minimal value according to the limits in the Physician Payments Sunshine Act of 2009, specifically: “Any payment or other transfer of value provided by an applicable manufacturer to a covered recipient where the aggregate amount transferred to, requested by, or designated on behalf of the covered recipient does not exceed $100 during the calendar year.”
Academic institutions and residency and fellowship programs may accept special funding on behalf of trainees to support medical students’, residents’, and fellows’ participation in professional meetings, including educational meetings, provided:
- the program identifies recipients based on independent institutional criteria; and
- funds are distributed to recipients without specific attribution to.

Contests and drawings must be open to all attendees and be conducted in a professional manner. Distribution of prizes, notification of winners, and operation of the contest must not create a nuisance or cause interference with adjoining exhibits. Exhibitors must obtain advance written approval from the AUA to serve food and beverages from their booths and must be ordered through Sodexo Live!, the exclusive food and beverage vendor of SDCC.

Submit to the AUA all proposed giveaways, drawings, contests, gifts, food, and beverage items for distribution to the AUA attendees by completing the Booth Activity and Giveaway Form by Wednesday, April 14, 2027.

Approval by AUA to conduct a contest or giveaway any item is not validation of the legality of the contest and is not an endorsement of the exhibitor, exhibitor’s product or service, or the item(s) being given away.

Speaker Presentations

All presentations are subject to advance review and AUA approval whether they take place inside your booth or at an approved exhibitor event. This includes speakers presenting "in-person" or on screen via recorded video or live webcast. Such presentations include, but are not limited to, those that describe or endorse drugs, equipment, or methods of treatment. AUA decisions in this matter will be final and binding on all exhibitors. All proposed speaker names must be submitted in advance to Show Management for approval by Wednesday, April 14, 2027 via the Booth Activity and Giveaway Form.

Please look to our AUA Speaker and Faculty Guidelines to confirm your booth speaker’s eligibility status.

If your booth activities include any sort of interactive or audio-visual components, see the Audio-Visual/Interactive Components Design Rules under "Booth Design and Construction." Please note the sound volume limit of 55 decibels for audio-visual presentations within the booth.

Lasers, X-Rays, and Ultrasound

Use of lasers and compressed liquids are subject to review and approval by the AUA and The SDCC. All requests must be received in writing and should state the nature of the process or equipment to be demonstrated, the quantity of equipment, proof of insurance, and how demonstrations will avoid hazards to people or nearby objects. All requests for lasers, x-rays, and ultrasound equipment must be submitted to the AUA no later than Wednesday, April 14, 2027 and must fill out the Booth Activity and Giveaway Form. Please note, you will be asked to provide your booth’s proof of insurance and specifications of your laser in your submission.

The operation of X-ray equipment and radiographic equipment is permitted at the SDCC for AUA2027. Laser companies may not operate carbon dioxide, argon, helium-neon, or other types of lasers in a therapeutic or treatment mode without providing a suitable, enclosed space for demonstration and eye protection for those viewing and operating the laser. Large and prominent warning signs must be displayed advising viewers of laser use. The exhibitor must provide the needed personnel to ensure absolute safety for and control of viewers and operators. IMPORTANT: Sound volume from the operating of lasers must not exceed 55 decibels outside the booth.

Demonstrations of ultrasound scanning devices on human models are allowed provided the models are not injured by the ultrasound demonstrations, either in single or repeated applications, and there is no danger from ultrasound to booth personnel or surrounding booths or attendees. A sign displayed in a prominent location must state the nature and duration of the demonstration.

Exhibitor is solely responsible for ensuring that use of lasers, X-Rays, ultrasound, or other medical devices or technology, and the use of any inherently dangerous substance, device, or equipment, complies with federal, state, and local laws, regulations, ordinances, and other applicable rules.

Approval by AUA to use such substances, devices, equipment, and/or technology is not validation of compliance and does not constitute endorsement by AUA.

Exhibitor understands and acknowledges that use of lasers, X-rays, ultrasound, and other medical devices (the "Activity") may be dangerous and may involve the risk that Exhibitor, Exhibitors employees, contractors, volunteers, and agents (together "Exhibitor"), as well as visitors to Exhibitor’s exhibit ("Visitors"), will sustain serious injury, temporary or permanent disability, death, and/or property damage. The exhibitor understands that the AUA will not supervise the Activity and that the AUA does not provide medical services. Exhibitor further acknowledges that any injury or damage Exhibitor or Visitors may sustain while visiting the exhibit or participating in the Activity may be compounded by negligent or delayed medical service or negligent or delayed assistance.

EXHIBITOR VOLUNTARILY AND FREELY ASSUMES ALL RISKS AND DANGERS THAT MAY OCCUR PURSUANT TO EXHIBITOR’S ACTIVITY, INCLUDING THE RISK OF INJURY, DEATH, OR PROPERTY DAMAGE, EVEN IF CAUSED BY NEGLIGENCE OF THE AUA.

Live or Reproduced Surgery

Patient safety in the operating theater or room is paramount and should be considered the primary focus of any program, demonstration or presentation made for attendees of the Show. For this reason, AUA will no longer permit live surgery demonstrations by exhibiting companies.

All exhibitors planning to present pre-recorded live surgery in their booths, skills labs or other meeting/demonstration spaces will be required to submit a completed Booth Activity and Giveaway Form or Hands-on Workshop Activity Form no later than Wednesday, April 14, 2027 to the AUA.

Medical Testing Involving Animals, Cadavers and Tissue

Medical testing of surgical devices and procedures using live animals, cadavers, human or animal organs or tissue is subject to written pre-approval by the AUA and the SDCC. Guidelines for the use of these medical education enhancements will be established by the AUA and the SDCC. Local and federal regulations will govern the use and disposal of animal or human parts, organs, or bodies.

Exhibitor understands and acknowledges that use of lasers, X-rays, ultrasound, and other medical devices (the "Activity") may be dangerous and may involve the risk that Exhibitor, Exhibitors employees, contractors, volunteers, and agents (together "Exhibitor"), as well as visitors to Exhibitor’s exhibit ("Visitors"), will sustain serious injury, temporary or permanent disability, death, and/or property damage. Exhibitor understands that the AUA will not supervise the Activity and that the AUA does not provide medical services. Exhibitor further acknowledges that any injury or damage

Exhibitor or Visitors may sustain while visiting the exhibit or participating in the Activity may be compounded by negligent or delayed medical service or negligent or delayed assistance.

Biological Waste Disposal

The use of biological tissue, organs, or body parts must be pre-approved in writing by the AUA prior to the show. Biological waste brought into SDCC is the ultimate responsibility of the exhibitor. The exhibitor must adhere to all local and federal laws for transportation, storage and disposal of their biological waste.

All medical and biological waste must be disposed of in accordance with the manner prescribed by guidelines of San Diego, CA and the Occupational Safety and Health Act, and must be handled by a licensed medical waste transporter. The Exhibiting Company is responsible for all costs of disposal.

Exhibitors are required to notify the AUA in writing of the proposed use of biological materials by Wednesday, April 14, 2027. Requests can be made through the Booth Activity and Giveaway Form.

Exhibitor understands and acknowledges that use of lasers, X-rays, ultrasound, and other medical devices (the "Activity") may be dangerous and may involve the risk that Exhibitor, Exhibitors employees, contractors, volunteers, and agents (together "Exhibitor"), as well as visitors to Exhibitor’s exhibit ("Visitors"), will sustain serious injury, temporary or permanent disability, death, and/or property damage. Exhibitor understands that the AUA will not supervise the Activity and that the AUA does not provide medical services. Exhibitor further acknowledges that any injury or damage Exhibitor or Visitors may sustain while visiting the exhibit or participating in the Activity may be compounded by negligent or delayed medical service or negligent or delayed assistance.

Retail Booths – Cash Product (Retail) Sales/Sales Tax and Licenses

Eligibility to exhibit at the AUA Annual Meeting is determined solely by the AUA and generally restricted to companies directly related to the urological/medical field. The AUA reserves the right to require information from companies concerning their business at the AUA Annual Meeting and company business history before booth assignment is finalized.

Exhibitors shall not make a false or misleading representation on their application of the products or services they intend to show in their space. If in the opinion of AUA an exhibitor features different products in their booth space than were represented in their application, or products that are not suitable for our show, AUA reserves the right to cancel their booth space and remove them from the show and retain their booth payment.

Retail sales of exhibitor goods must be requested and approved in writing by the AUA at the time of contract. Any exhibitor not providing the AUA with advance written notice of the intent to conduct Retail Sales at AUA2027 may have their booth closed by Show Management at any time. Exhibitors must purchase booth space of sufficient size to accommodate their customer volume. The AUA reserves the right to require retail exhibitors to maintain a minimum booth size to ensure that all attendee interactions and commercial transactions occur within the perimeter boundaries of the exhibit booth.

Any type of booth can be involved in retail sales and the guidelines for each booth design type are applicable (see Booth Configurations for additional information about design types).

Any booth involved in retail sales shall submit booth designs for pre-approval by the AUA via the Booth Design Review Form before Wednesday, April 14, 2027.

Cash Product (Retail) Sales

Booth designs of all cash sale (retail) exhibitors must be approved by the AUA prior to move-in
All booth activity must be conducted within the exhibit Exhibitors soliciting or engaging attendees for business purposes in the aisles of the exhibition hall will be asked by Show Management to return to their booth. Any continued solicitation activity outside the boundaries of their booth by the exhibitor, after one warning by Show Management, will result in the closing of the booth, forfeit and surrender of all exhibitor badges and removal from the Show of the exhibitor and their staff by Show Management.
To maintain a professional atmosphere, cash sales should be handled discreetly and appropriately.
If a retail product cannot be hand carried by the purchaser, then shipping arrangements must be made by Exhibitor.
AUA attendees will not be allowed in the S&T Hall prior to or after official exhibit hours. Therefore, all retail transactions must occur during official S&T Hall hours.

Sales Tax and Licenses

Retail sales exhibitors are responsible for all pertinent business licenses, certificates, sales permits, and taxes required by San Diego, CA. Information regarding sales tax requirements and licenses are available at cdtfa.ca.gov.

Vehicles on Show Floor

Any booth that wants to bring a vehicle (car, truck, etc.) on the show floor must submit approval to the AUA by Wednesday, April 14, 2027 via the Booth Activity and Giveaway Form. Please defer to the rules of SDCC in regard to safety procedures and process of load in and load out.

Wireless Connectivity and Radio Frequency Interference

Internet services in the S&T Hall are supplied exclusively by Smart City at the SDCC. Please note complimentary WiFi is not offered in the S&T Hall at AUA2027.

Flashing Lights and Other Prohibited Items

The use of flashing lights, megaphones, loudspeakers, side-show tactics or other noisy or undignified displays (i.e. excessive noise, heat, light, or pollution emanating from exhibits) is prohibited.

Helium balloons, sand, glitter, confetti, magnets, popcorn, nuts in shells, fried foods (cooked in booth), live animals (except pre-approved exhibits and service animals for the physically impaired or disabled), stick-on decals or other adhesive items, pyrotechnics, or any other items that are expressly prohibited at the SDCC, are not allowed.

Note: The AUA’s list of prohibited items supersedes that of the SDCC. Although the facility allows some of the above prohibited items, the AUA reserves the right to make the final decision.

Rules Interpretation Authority

All AUA rules, regulations and policies, as well as any matters not specifically covered in published exhibitor rules, regulations and policies, are subject to final interpretive review by Show Management. The decision of Show Management in all matters shall be final and binding for all exhibitors. Failure to comply with any AUA rules will result in a loss of priority points for the year and may include closing of the exhibit and/or expulsion from the Show.