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 AUA2027 in San Diego, CA from Friday, May 21 through Monday, May 24, 2027 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 "official exhibitors."

To become an official exhibitor, please contact exhibits@AUAnet.org.

Exhibitor Space Request Timeline

How To Request Event Approval and/or Meeting Space

The electronic Exhibitor-Sponsored Event and Space Request Form will be available beginning December 2026. All event approval and space requests must be submitted through the online form in order to be processed. Exhibitors must read and acknowledge the “Compliance with Exhibitor-Sponsored Event Guidelines” section outlined below before request(s) can be submitted. Space requests will be accepted on a first-come, first-served basis until Friday, April 30, 2027. If an exhibitor needs to cancel or make changes to an existing request, please contact Katie York at kyork@AUAnet.org.

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 AUA2027 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.).

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 AUA2027 meeting dates. The AUA has reserved space at its Headquarter Hotels:  the Marriott Marquis San Diego Marina, The Hilton San Diego Bayfront, and the Manchester Grand Hyatt. 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 Headquarter Hotels who have contracted room blocks with the AUA.

Event Fee

The AUA may charge an “Event Fee” to qualifying event types, as listed below.

For more information on event types, see the “Types of Approved Meetings and Functions” section below.

Please note the following:

• One Event Fee covers up to 3 qualifying events.
  • If an exhibitor wishes to host more than 3 qualifying events, an additional Event Fee will be charged.
  • See the Example Scenarios below for more information.
• Event Fees are calculated based on the highest number of anticipated attendees, as listed below:

• All applicable fees must be paid in full prior to approval and space assignment.
• The Event Fee is not a deposit towards hotel, vendor, or venue costs. All additional services required are at the expense of the exhibitor, including but not limited to audio visual, room rental, and/or food & beverage minimums.
• The Event Fee is non-refundable.
• The Event Fee may be charged in addition to the Late Fee or Administrative Fee, if applicable.

Example Scenario #1: An exhibitor wishes to host 3 events in 3 separate rooms. All requested event types are applicable to the Event Fee (as listed above).

The events are as follows:

1. A promotional dinner for 60 attendees
2. An advisory board for 15 attendees
3. A KOL Meeting for 20 attendees

Total Event Fee for all 3 Qualifying Events = $8,000 (1 more than 50 attendees, 2 less than 50 attendees)

*Calculated based on highest attendance. One Event Fee covers all 3 events.

Example Scenario #2: An exhibitor wishes to host 4 events in 4 different rooms. All requested event types are applicable to the Event Fee (as listed above). The events are as follows:

1. An advisory board meeting for 20 attendees
2. A KOL meeting for 15 attendees
3. An investigator meeting for 10 attendees
4. A promotional social function for 70 attendees

Total combined Event Fee for all 4 Qualifying Events = $13,000

• (3) qualifying events for less than 50 attendees = $5,000 Event Fee
• (1) qualifying event for more than 50 attendees = $8,000 Event Fee

*Calculated based on highest attendance.

*One Event Fee covers the first 3 events. An additional Event Fee is applied to the 4^th event.

Administrative Fees

The AUA charges an “Administrative Fee” to exhibitors holding events in the official AUA2027 headquarter hotels.

AUA2027 Headquarter Hotels: The Marriott Marquis San Diego Marina, the Hilton San Diego Bayfront, and the Manchester Grand Hyatt

The Administrative Fee is calculated based on event time duration, how many days the event spans, and the exhibitor’s patron status.

Please note the following:

• All events held within a headquarter hotel are charged an Administrative Fee.
• The Administrative Fee is not a deposit towards hotel, vendor, or venue costs. All additional services required are at the expense of the exhibitor, including but not limited to audio visual, room rental, and/or food & beverage minimums.
• The Administrative Fee may be charged in addition to the Late Fee or Event Fee, if applicable.
• The Administrative Fee is non-refundable.

Example Scenario: A Standard exhibitor would like to host 3 events in 3 separate rooms.

The events are as follows:

1. A pre-con for 3 hours
   • $600 Administrative Fee (Standard Hold x1)
2. A committee meeting for 9 hours
   • $1,550 (Extended Hold x1)
3. A staff office for a 24 hour hold over 4 days
   • $6,200 (Extended Hold x4)

Total Administrative Fee: $8,350 (not including other potential fees such as credit card surcharges, Late Fee, or Event Fee)

Late Fees

NEW FOR 2027: Requests made after Tuesday, April 13, 2027 will incur a $500 Late Fee per requested event. This fee is non-refundable and may be charged in addition to Administrative and Event Fees, as listed above.

Event Confirmation and Fee Payment Timeline

All events must be approved in writing by the AUA, regardless of venue, location, or event type. All potential fees must be paid in full according to the timeline below. Failure to pay on time may result in temporarily held space being released and assigned to other groups.

1. The exhibitor submits an Exhibitor Space Request to the AUA. The review process may take up to 10 business days.
   1. All exhibitor hosted events must be submitted to and approved by the AUA, regardless of venue, location, or event type.
2. After the request is reviewed by the AUA, the exhibitor is sent an email confirming that adequate space is available, along with an invoice for any applicable fees.
3. The invoice is to be paid within 5 business days, beginning the following business day after the invoice is sent.
   1. Payments may be submitted via wire or credit card. An additional 3% surcharge will be applied to all credit card payments.
   2. The requested space for the event will be temporarily held during this time.
4. If the invoice is not paid within the stated payment window, the temporarily held space will be released and may be assigned to other groups.
   1. Space is not guaranteed after the invoice due date has passed due to limited availability.
5. Upon full payment of the invoice, the exhibitor will be sent a confirmation email and room assignment. The exhibitor may then begin coordinating the space with the venue and any necessary vendors.

Meeting Types and Associated Fees

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.

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. AUA2027 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. AUA2027 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 commercial marketing 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 AUA2027 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.

Hands-on Training Pavilion

AUA offers several formats for non-CME hands-on training in the S&T Hall. Options include:

Hands-on Workshops

In our hands-on Hands-on Workshops sessions, you’ll have the chance to hold one-hour hands-on workshops to introduce your latest innovations and offer attendees the opportunity to experience and test products under expert guidance. The Hands-on Workshops 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.

Sponsored Mobile Labs

We offer space on the S&T Hall for industry sponsors to bring their own mobile lab trailers, which allows them to create their own schedule of programming while the S&T Hall is open. Each space is 30’x70’ and can accommodate a full 53’ trailer with expansions and stairs. There are a very limited number available.

For more information, contact Sarah Hardy at shardy@AUAnet.org.

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 2027 benefit on Friday, May 21 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.

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.

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 of1977, 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. Exhibitor-sponsored events are limited to (1) sign per event to avoid over-branding key hallways.
5. The AUA reserves the right to attend any exhibitor-sponsored function without notice.
6. 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 Exhibitor event planning and written notice will be given by the AUA to the affiliated party.
7. 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.
8. The exhibitor waives any rights to claims of damages arising out of the enforcement of these Policies.
9. Violators of these policies 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.
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. 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, complaints, 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.
12. All maters and questions not covered by the above policies are subject to the discretion of the AUA.

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.