Conference Rules and Regulations (in-person and virtual events, A-Z)

The BDC rules and regulations should be followed by all event participants, including attendees, exhibitors, vendors, NBDF staff, volunteers, and all other stakeholders at NBDF meetings both in-person and virtually (when applicable).

To make it easier to navigate this page, the information provided on this page is listed in alphabetical order.

ACCESSIBILITY

The National Bleeding Disorders Foundation (NBDF) is committed to providing equal access in all aspects of its operations, meetings, and events so that everybody can participate fully, including individuals with physical disabilities or accessibility needs related to having a bleeding disorder or other chronic medical conditions. Accessibility at the Bleeding Disorders Conference (BDC) for all attendees is a priority. In an in-person conference, regulations are set for accessibility at individual exhibits, events, and activities to ensure meeting spaces are designed to meet the needs of people with mobility restrictions.

ADVERTISING

Exhibitors will not use NBDF trademarks, trade names or service marks before, during or after the conference unless specific written authorization by NBDF in advance.

ADVERTISING, CONSULTING, AND PUBLIC RELATIONS AGENCIES

There will be no reply to inquiries received from third-party companies (e.g., destination management, communication, and press agencies) without prior identification or authorization by the exhibitor/sponsor. Formal notification must be sent by the sponsor/exhibitor to NBDF authorizing the third party to engage in work on its behalf. NBDF will only communicate with third-party companies that are officially hired and clearly identified by conference exhibitors and sponsors.

Third parties acting on behalf of the sponsor/exhibitor must adhere to and abide by all BDC rules and regulations. It is the sponsor/exhibitor’s responsibility to inform its agencies and/or contractors of all guidelines and deadline dates, and to forward relevant materials, service manuals, and order forms to the third party.

ANCILLARY

Please click here for details.

BADGES
  • ALL NBDF BDC attendees must wear the official conference badge during conference dates and activities.
  • Supplementing BDC badges with business cards or altering, adding to or defacing the official conference badge is not permitted.
  • Companies’ badges will not be accepted instead of the official conference badges.
  • A $50 replacement fee will apply to print a new badge if yours is lost, stolen, or broken.

False certification of an individual as an exhibitor’s representative, or any other method used to assist unauthorized personnel to gain admittance to the exhibit floor and/or instructional courses will be cause for expelling the violator from the exhibition or removing a violator’s exhibit from the exhibit floor without obligation on the part of NBDF.

BOOTH ACTIVITIES

See under Exhibits.
 

CANCELLATION POLICY EXHIBIT & SPONSORSHIP

Charges will apply in the event of sponsorship/booth cancellation by the sponsor or exhibitor for any reason:

  • 25% of the total charge for the sponsorship/exhibit booth will be nonrefundable and retained upon confirmation of the sponsorship/exhibit reservation.
  • Cancellation in writing received by NBDF on or before Friday,April 5, 2024, will receive 50% refund of the total charge for the sponsorship/exhibit.
  • Cancellation in writing received by NBDF from April 6 to July 12, 2024, will receive 25% refund of total charge for the sponsorship/exhibit.
  • Cancellation of sponsorship/exhibit booth after Friday, June 12, 2024, will be nonrefundable; the total amount will be charged.
  • In the event of total or partial cancellation of NBDF’s Bleeding Disorders Conference due to fire, strike, government authority, natural disaster (either threatened or actual), pandemic or other emergencies that make it illegal or impossible for NBDF to hold its conference, all sponsor and exhibitor agreements will be terminated immediately. NBDF will determine an equitable basis for the refund of a portion of sponsorship and exhibit fees, after due consideration of expenditures and commitments already made. Under no circumstances is NBDF responsible for any sponsor’s or exhibitor’s expenses, or any incidental or consequential damages.
COMMITMENT DEADLINES
  • Sponsors and exhibitors are encouraged to commit by Friday, February 16, 2024, in order to receive maximum publicity and exposure, including acknowledgment on NBDF’s Bleeding Disorders Conference website, monthly eblast and mobile app.
  • Companies and organizations that sponsored an event or activity at BDC 2024 will have first option to renew their sponsorship this year (where applicable). Written commitments (completed commitment form) to renew sponsorships must be sent to NBDF by 11:59 p.m. EST on Friday, February 16, 2024, after which the event or option will be offered to others and granted on a first-come, first-served basis.
  • The final deadline to submit sponsorship and/or exhibit commitment is Friday, June 28, 2024.
  • Sponsorship Items that require graphic approval by NBDF must be submitted by Friday, June 28, 2024 .
COMPANY BRANDING

BDC Organizer

Logos, marks and/or corporate identifiers used for recognizing BDC sponsors are limited to company logo and name; only parent brands will be accepted. No product logos or marks are permitted for recognition in BDC materials and platforms.

Sponsors

  • Only company logos (excluding tagline and product-specific logos) shall be used on any sponsorship materials.
  • No name or photo depictions of a product may be used in any promotional materials associated with BDC sponsorship items.

Product names, logos marks, identifiers and any other branding is only permitted on:

  • Bag inserts
  • Exhibit booth 
  • Symposium invitations, (e-blasts, room drop or mailers). Only if the product name is part of the symposium title/description.

*Exhibit booth-related promotions or advertisements are prohibited from targeting children under 18 years old.

COMPANY ATTIRE

Please refrain from wearing a combination of black, white, and red uniforms at the conference, as these are the official BDC staff colors. Note: Sponsor representatives are prohibited from wearing branded company attire at NBDF events (i.e. networking or social events) unless their company is co-hosting or sponsoring the activity. Sponsors attending NBDF educational sessions are asked to please wear company attire, to be identifiable as an industry representative.

CONFERENCE POLICY STATEMENT

Materials presented within NBDF's BDC educational sessions are intended for use during the specific session for the educational benefit of the participants. These materials, including the National Bleeding Disorders Foundation and Bleeding Disorders Conference names, logos, and other brands, may not be used in any other context without the expressed written permission of NBDF.

NBDF’s Bleeding Disorders Conference provides an important venue for the exchange of information and resources to help improve the quality of life and care for people with bleeding disorders. All individuals and groups attending the Bleeding Disorders Conference are to be assured the opportunity for: (1) unrestricted access to information and resources; and (2) a secure, non-threatening environment within which they can share information, interests, and ideas. Under no circumstances will NBDF allow the participation of attendees to be compromised by potentially threatening language or activities. Anyone who violates the rules of conduct will be requested to remove themselves from the conference and/or their company fined $10,000.

CONFERENCE BEHAVIOR

Please click here for details. 

CORPORATE EVENTS

Companies may plan in-person or virtual events involving groups of attendees outside the time allocated by NBDF for BDC Program. NBDF approval is required (deadline to submit a request is Friday, February 16, 2024). Companies may not host any events that compete or interfere with the Conference Program or official social functions including, but not limited to Opening Session, Welcome Reception, Industry Symposia, NBDF Awards Ceremony, Exhibit Hall exclusive time, and NBDF Final Night Event.

DEADLINES

Deadlines are firm, and extensions will not be offered. Please mark your calendars with all BDC deadlines. For relevant deadlines, please visit our Key Dates page.

Note: NBDF is not responsible if sponsorship opportunities cannot be fulfilled due to the sponsor’s failure to meet the deadlines.

DESIGN APPROVAL
  • Submission deadline is Friday, June 28, 2024. Companies must submit PDF versions of all marketing materials to be distributed prior to or during BDC 2024 for NBDF approval.
  • NBDF will approve marketing materials by 11:59 pm on Monday, July 8, 2024.
  • Not approved material: If NBDF request changes, companies agree to submit revised marketing materials within 72-96 business hours of receiving NBDF request.
DISTRIBUTION OF PRINTED MATERIALS AND CANVASSING BY INDUSTRY
  • Canvassing anywhere in the NBDF convention venue is strictly forbidden; anyone doing so will be requested to leave the premises.
  • Distribution of advertising or printed materials by an exhibitor beyond their contracted space will not be permitted unless such activity is approved and arranged by NBDF.
  • Signage for product or activity promotion is NOT permitted outside the contracted space.
  • These rules apply from 7:00 a.m. Monday, September 9, 2024 through 8:00 p.m. Saturday, September 14, 2024.
E-BLAST SPECIFICATIONS

Exclusive E-Blast
Content Specifications:

  • Your email blast will be sent to our BDC attendees list.
  • You may promote your company exhibit booth, hospitality suite, round table and/or any NBDF approved social/educational event (Networking Events/Industry Symposia) held in conjunction with NBDF’s Bleeding Disorders Conference.
  • Product name/branding cannot be included in an e-blast. (Exception: Industry symposium, Presentation Theaters, or Industry Round Tables title/description)
  • NBDF conference email blasts will be sent from conference@hemophilia.org. NBDF will include its own opt-out information in all emails. (Companies opt out information cannot be added)
  • NBDF educational sessions sponsored by companies cannot be promoted in email blasts.
  • Materials presented at BDC’s Industry Symposia, Industry Round Tables or Presentation Theaters are intended for use during that specific session for the educational benefit of the participants. These materials, including the National Bleeding Disorders Foundation and Bleeding Disorders Conference names, logos, and associate brands, should not be used in any other context without the expressed written permission of NBDF.

Implementation Specifications:

NBDF will create email blasts for sponsors using its own conference email template. See email template.

The email will be 600 pixels wide and will be mobile responsive. For NBDF to create your email blast, sponsors/designers should submit the following:

  • Subject line: Recommended 60 characters or less.
  • Pre-header: Recommended 120 characters or less.
  • Headline (optional): can be same as the subject line or different.
  • Creative document: this is the main content area of the email blast and should include all copy. The creative document can be submitted in HTML, PDF or MS Word format and should clearly illustrate the styling and layout choices used for each element appearing in the email, including headers, paragraphs, lists, text, images, videos, buttons, etc. Please refer to the conference email template for styling and layout options available for each of these elements. All elements shown in the template are customizable and can be removed, reorganized and/or duplicated, except for the footer.
  • Images/videos (optional): 600px maximum width per image. No height restriction. Only JPG, PNG or GIF formats are acceptable.
  • Text/copy: should be provided in a text editor or similar format which is easy copy/paste. Note: NBDF will use the creative document as a guide to develop emails in MailChimp, utilizing its drag and drop interface. NBDF will work with sponsors/designers to create emails that look as close to the specifications illustrated in the creative document but cannot guarantee a 100% reproduction. All emails will include NBDF’s footer, contact information, and unsubscribe/preferences links.

Implementation Timeline/Deadlines:

  • Friday, Jun 14: Final creative document is due to NBDF for approval by Maria Salas-Pilla. All landing pages linked from the email blast must be complete and live for approval by NBDF.
  • Friday, Jun 21: NBDF will provide sponsors with approval or request for revisions, if needed.
  • Friday, Jun 28: If revision is needed, final creative document is due to NBDF for approval by Maria Salas-Pilla.
  • Friday, Jul 5: Sponsors to provide NBDF with all assets needed for email production (creative document, text copy, imagery, instructions, etc.).
  • Friday, Aug 2: NBDF will send test emails to sponsors for review.
  • Friday, Aug 9: Sponsors will provide NBDF with feedback on any revisions that may be required.
  • Friday, Aug 16: NBDF will have all revisions completed, confirm approvals by sponsors, and schedule emails for deployment.
  • Aug 19 - 30: NBDF will send emails during this period, in the order they were completed.

Post-conference email blasts: The same implementation specifications and deadlines apply. Post-conference email blasts will be sent between September 26 and October 10.

Non-Exclusive E-Blast

NBDF will send one email blast to attendees of the Bleeding Disorders Conference, highlighting all networking events offered during BDC 2024. This email will include basic information for each event (title, date, time, description, and sponsor recognition). Optional: To add supporting information (link to a website, or a PDF files) to your networking event description:

  • NBDF will send email blast by August 30. NBDF will send one email blast to attendees of the Bleeding Disorders Conference, highlighting all Industry Symposia offered. This email will include basic information for each symposium (title, date, time, location, description, and sponsor recognition).
  • Optional: To add supporting information (link to a website, an online registration form, or PDF files) to your symposium description. Submit supporting document to NBDF by June 28, 2024.
EXHIBITS

NBDF follows the exhibit guidelines developed within the IAEE Guidelines for Display Rules & Regulations. All rules and regulations have been developed to ensure the exhibition’s integrity and to create a high-quality marketing opportunity for your company. We appreciate your conformity to and understanding of these regulations.

  • CONDUCT/CHARACTER OF EXHIBITS: Character of the exhibits is subject to the approval of NBDF. NBDF reserves the right to nullify agreements that do not meet the standards required or expected, as well as the right to curtail exhibits or parts thereof that reflect poorly on or violate the character of the conference; or because of content, noise, method of operation or for any other reason deemed objectionable by NBDF or its attendees. This applies without limitation to persons, conduct, articles of merchandise, printed materials, souvenirs, catalogs, and any other items that affect the character of the exhibit. In such event, NBDF will not be liable to any exhibitor for any refund of exhibit fees or expenses incurred by exhibitor. Companies and/or staff under criminal investigation are prohibited from exhibiting at NBDF’s Bleeding Disorders Conference. All industry representatives must abide by NBDF’s Conference Behavior.
  • INDEMNIFICATION: The sponsor/exhibitor agrees to defend, indemnify and hold harmless the National Bleeding Disorders Foundation (NBDF) the Georgia World Congress Center, and subsidiary and other related or affiliated companies from and against any liabilities, obligations, claims, damages, suits, costs and expenses, including (without limitation) attorney’s fees and costs, arising from or in connection with the sponsor/exhibitor’s activities or any part thereof or any negligent act, error or omission of the exhibitor or its employees, subcontractors or agents.
  • INSTALLATION AND DISMANTLING: It is the duty and responsibility of each exhibitor to complete the installation of its exhibit by Thursday, September 12. Any exhibit company not set up by 4:00 p.m. forfeits all payment for booth rental and may not be allowed to participate in future NBDF exhibits. Exhibitors must remove all containers and shipping crates from the Exhibit Hall by 1:30 p.m. prior to the opening of the Exhibit Hall on Thursday, September 12 at 6:30 p.m. If you are unable to meet this deadline, contact the NBDF's Sr.Exhibit Manager.
  • Any unattended freight left in the Exhibit Hall after 1:30 p.m. on Saturday, September 14, will be shipped by a carrier selected by the official service contractor at the exhibitor’s expense. Additional fees may apply.
  • INSURANCE: It is the responsibility of each exhibitor to maintain such insurance against injury to person, or damage or loss of property in such amounts as the exhibitor deems adequate. Insurance protection will not be afforded to the exhibitor either by the NBDF or by the Georgia World Congress Center.
  • LIABILITY: The exhibitor assumes all responsibility for any and all loss, theft or damage to exhibitor’s displays, equipment, and other property while on the Georgia World Congress Center premises, and hereby waives any claim or demand it may have against the Georgia World Congress Center or its affiliates arising from such loss, theft or damage. In addition, the exhibitor agrees to defend (if requested), indemnify and hold harmless the National Bleeding Disorders Foundation (NBDF) and the Georgia World Congress Center, and subsidiary and other related or affiliated companies from and against any liabilities, obligations, claims, damages, suits, costs and expenses, including (without limitation) attorney’s fees and costs, arising from or in connection with the exhibitor’s occupancy and use of the exhibition premises or any part thereof or any negligent act, error or omission of the exhibitor or its employees, subcontractors or agents. Further, NBDF will not be responsible for any loss, injury or damage, including that by fire and theft, that may occur to any exhibitor, their agents, employees, property or wares arising from any cause whatsoever prior, during or after the period of this exhibit. By signing this contract to exhibit, each exhibitor expressly understands that they release NBDF and the Georgia World Congress Center from liability and agrees to indemnify it against any claims for such loss, injury or damage.
  • NO SMOKING: NBDF has established a no-smoking policy for all NBDF meetings. This policy applies to the Exhibit Hall, as well as to all lounges, meeting rooms and hotel accommodations.
  • PAYMENT SCHEDULE: Full payment (100%) must accompany the Application to Exhibit Form.
  • PHOTOGRAPHY AND VIDEOTAPING: See under Photography, Recording and Videotaping.
  • SECURITY: NBDF will provide security during the hours when the Exhibit Hall is closed. Provision of this service is not to be construed to be an assumption of obligation or duty with respect to the protection of the property of exhibitors.
  • SOLE DISCRETION: NBDF reserves the right, in its sole discretion, to accept or reject exhibits with or without explanation.
  • SOUND AND AUDIO-VISUAL: Audio-visual and other sound effects must be contained so that they cannot be heard outside of the exhibitor’s contracted space and disturb nearby exhibitors. NBDF reserves the right to require an exhibitor to discontinue or lower the sound at the booth that may cause annoyance or interference with adjacent exhibits. Exhibitors may use sound equipment within their booths so long as the noise level does not disrupt the activities of adjacent exhibitors. Speakers and other sound devices should be positioned so as to direct sound into the booth rather than into the aisle. Sounds and noise may not exceed 85 decibels. There can be no music played during scheduled sessions in the Presentation Theater. Exhibitors who fail to abide may be penalized. Live music is not permitted anywhere within the Exhibit Hall.
  • SUBLETTING BOOTH SPACE: The exhibitor agrees not to assign, sublet, or apportion their contracted exhibit space or any part of it to another party.
  • VENDOR REVIEW: All vendors are subject to review to ensure appropriateness of their product as it relates to NBDF’s mission and objectives.
  • VIOLATIONS: NBDF reserves the right to restrict exhibits that for any reason are deemed unsuitable and prohibit or evict any exhibit that in its opinion detracts from the general character of the Exhibit Hall. The reservation includes persons, objects, conduct, printed materials, or any other items or matters. In the event of such a restriction or measures, NBDF will not be liable for any refunds or exhibit expenses.

Booth Activity

  • No selling is permitted in the Exhibit Hall, individual booths or anywhere in hosted venues.
  • Entertainment/Promotional Activity: Demonstrations or live interviews must be confined within the contracted space. The use of magicians, fortune tellers, dancers, mimes, puppet shows, or other entertainment of this nature is prohibited without prior written permission from NBDF. The use of celebrities who are not already associated as spokespersons for the exhibiting company is discouraged. Special promotional activities must have NBDF written permission and must be contained within the contracted space.
  • Educational Events in Exhibit Booths: CME/CEU-accredited education cannot be offered within the Exhibit Hall unless approved by NBDF. Exhibiting companies must inform NBDF in writing of any educational events offered at their exhibit booths. Notification letters must include a description of the event, detailing the format, content, date and time, and the names of all speakers involved in delivery of the educational event.
  • Fundraisers: Auctions or activities that involve raising funds for any party other than NBDF are not permitted in the Exhibit Hall. Activities designed to provide donations for NBDF must be preapproved by NBDF in writing.
  • Food & Beverage: Exhibitors must use the in-house catering company unless otherwise approved by the convention center.
  • Giveaways: NBDF encourages that booth giveaways be specifically related to improving the health of people with bleeding disorders. All novelty gifts or souvenirs must be submitted to NBDF for review. Please provide notification of intent to distribute premiums, novelty items or food products to NBDF no later than August 2. NBDF may withhold or withdraw permission to distribute souvenirs, advertising, or other materials it considers unsuitable. Any exhibitors found distributing materials that have not been officially approved will be required to cease distribution immediately.
  • Live animals: Live animals are prohibited unless they are certified service dogs. Sharing of an exhibit booth by more than one company is prohibited.
  • Promotional Signage: See under Poster, signage and Ads
  • Raffles/Contests: are permitted, but you must first inform NBDF of the specific details, including prizes. Raffles/contests may only be held within the confines of your booth and may not be targeted to children under 18 years old. Winners may be announced in your booth during the lunch break on Friday, September 13 or Saturday, September 14. Companies are responsible for determining any legal requirements for any contest, draw, prizes, and awards. Any and all use of the NBDF 76th Bleeding Disorders Conference logo must be approved by NBDF.
  • Religious or spiritual activities: and/or displays are prohibited in exhibit booths and elsewhere in the Exhibit Hall. No formal seating is allowed in exhibit booths for such activities.
HOSPITALITY SUITES

Only Exhibiting companies will be allowed to host hospitality suites. Patients or Providers meetings hosted by Industry. Please visit the Hospitality Suites page for details. 

INDEMNIFICATION

The sponsor agrees to defend, indemnify, and hold harmless the National Bleeding Disorders Foundation (NBDF), the BDC Official Venues or the Virtual Event Platform from and against any liabilities, obligations, claims, damages, suits, costs, and expenses, including (without limitation) attorney’s fees and costs, arising from or in connection with the sponsor’s activities or any part thereof or any negligent act, error or omission of the sponsor or its employees, subcontractors or agents.

INDUSTRY ROUND TABLES

Please visit the ancillary page for details. 

INDUSTRY SYMPOSIA/EVENT GUIDELINES

Please click here to access the guidelines.

INFECTIOUS DISEASE AND COVID-19 DUTY OF CARE

Please click here for details.

LIABILITY INSURANCE

This agreement shall not constitute or be considered a partnership, employer-employee relationship, joint venture, or agency between NBDF and the sponsor/exhibitor. The sponsor/exhibitor hereby agrees to and does indemnify, hold harmless, and defend NBDF, its officers, directors, employees, agents, affiliates, and subsidiaries (collectively, “Indemnified Party”), from and against any and all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever (including but not limited to cost, interest, and attorney’s fees) which any Indemnified Party may incur, suffer, be put to, pay, or be required to pay, incident to or arising directly or indirectly from any act or omission by the sponsor/exhibitor or any of its employees, servants, or agents. The sponsor/exhibitor further agrees that the Indemnified Party, shall not be responsible in any way for damage, loss, or destruction of any property of exhibitor or injury to exhibitor or its representatives, agents, employees, licensees, or invitees. The sponsor/exhibitor shall obtain insurance policies covering exhibit materials at NBDF in-person events.

In-Person events: The sponsor/exhibitor shall have public liability, bodily injury, and property damage insurance. Such insurance shall name the event facility, NBDF, and the Official Service Contractor as additional named insureds. Upon request, the sponsor/exhibitor shall provide a certificate of insurance to NBDF.

LISTING AND PROMOTIONAL MATERIALS

The sponsor/exhibitor grants NBDF a fully paid, perpetual, non-exclusive license to use, display, and reproduce the name of the sponsor/exhibitor in any directory or listing of the event and to use such names in promotional materials. NBDF shall not be liable for any errors in any listing or for omitting any sponsor/exhibitor from any directory or listing pertaining to the event.

LIMITATION OF DAMAGES

Any Indemnified Party shall not be liable to the sponsor/exhibitor (in-person or virtually), whether in contract or tort, for any amount in excess of the exhibit space rental fee in relation to any damages, including lost profits, arising out of or relating to the NBDF event, the rental of exhibit space, the conduct of NBDF, any breach of this Agreement, or any other act, omission, or occurrence.

LOGO

Conference Logo

All use of NBDF’s Bleeding Disorders Conference logo must be approved by NBDF. Promotional logos may be obtained by visiting the Important Forms and Documents page. The NBDF BDC logo can be used on such items as letters, envelopes, and promotional ads to promote the conference. NBDF’s Bleeding Disorders Conference logo must be used on all Industry symposium invitations, as well as in all Pre- and Post-Conference mailer, as well as NBDF's sponsored conference items (Bags, lanyards, hotel card key and sleeves, etc.)

Company Logo

See under Company Branding

MERGERS AND ACQUISITIONS

Priority points will be calculated for the company name stated on the sponsor/exhibitor contract or corporate support letter of agreement. If a company has since merged or been acquired, the resulting company may combine the maximum points possible per category.

NBDF VENDORS

Audio Visual - Ancillary & Exhibit Hall: Onservices. Contact information is available in the Exhibitor Kit.

Audio-Visual -  Industry Symposia: CCR Solutions - Domenico  Bugge , Elaina Gregoire

Exhibition Services: The Expo Group (TEG). Contact information available in the Exhibitor Kit

Important: Companies must order their AV needs from BDCs exclusive AV Providers. Companies using a different AV provider will have to receive authorization from NBDF’s VP of Conference & Travel Services. NBDF will charge an additional fee of $2,000 per activity/per day to companies that do not work with the conference AV provider.

PHOTOGRAPHY, RECORDING, AND VIDEOTAPING

Recording, videotaping and photography (including screenshots) are not allowed without the expressed written consent of NBDF.

Exhibitors

Exhibitors can photograph, screenshot, and videotape their Exhibit Booth only. No photos or videos of BDC participants are allowed without prior consent from the adult participant. Photographs and videos taken of children during conference are prohibited and may not be used in any public form without written consent from the child’s parent or legal guardian. NBDF reserves the right to view signed consent forms at any time.

Photo Disclaimer (COMPANIES)

Companies recording videos at their booth or symposium must include signage with the following disclaimer: “This area is being used to photograph and record video and film footage in connection with promotional and publicity campaign of [Company Name). If you do not wish to be photographed or to be recorded, please leave this location during the videotaping period.”

Photo and Video Code of Conduct

While we encourage attendees to document and celebrate their experience at NBDF’s events, NBDF requires that all attendees comply with the Code of Conduct to respect the space, privacy, and wishes of other attendees and the recording policy described in the event terms and conditions. Accordingly, NBDF does not permit any audio recording, video recording, photography, screen capture, screen recording, livestreaming, or any other type of recording of any event content including the name, likeness, or image of any attendees and any chat dialogues taking place during conference. (All underlined terms above are defined below). Attendees may not capture or use the materials presented in any meeting/session room or in session notes on display without written permission.

Definitions:

  • Attendees/exhibitors: Any individual person present at NBDF’s event, regardless of the individual’s reason for being present (e.g., registered attendee, speaker, exhibitor, sponsor, staff, vendor, etc.). Regardless of its use in this policy, “Attendees” is intended to be interpreted to include both a group as well as an individual without prejudice.
  • Audio recording: The capture and storage of an individual’s voice or sounds using capable technology including, but not limited to, video cameras, cellular phones, tape recorders, wearable technology, etc.
  • Chat dialogue: Many online platforms used by NBDF and by sponsors will involve video conferencing that enables individuals to be on camera during a session or meeting and involve chat functionality where an attendee to the meeting or session may also type questions, responses, or general dialogue.
  • Event: Any event (whether in person or virtual), meeting, gathering, celebration, conference, webinar, training, experience, or any other gatherings, including, but not limited to, BDC 2024.
  • Photography: Recording an individual’s likeness (e.g., image, picture) using photography (e.g., cameras, cellular phones), video recording (e.g., video cameras, cellular phones), digital imaging (e.g., digital cameras, web cameras, screen capture/screen recording/screen print), wearable technology (e.g., Google glasses), or other technologies capable of capturing an image (e.g., Skype, Zoom, virtual group meeting forums, mobile app).
  • Video recording: The capture and storage of an individual’s likeness using video technologies (e.g., video cameras, cellular telephones, web cameras, screen capture/screen recording/screen print, wearable technology).
POSTERS/SIGNAGE/ADS

Sponsors are prohibited from adding any physical or virtual signage/ad without prior authorization from NBDF’s Vice-President of Conference & Travel Services. NBDF will charge a fine of $5,000 per day for each unauthorized sign/poster displayed.

Ancillary Events

Companies hosting dinner/reception during NBDF’s Bleeding Disorders Conference may advertise their event by displaying 1 self-standing poster. Poster cannot be larger than 24” x 76”. Companies are only permitted to place self-standing signage/posters at the entrance of their event room, which may only be up one (1) hour prior to the start of the event and must be removed immediately afterward. Signage around the conference sessions area is not permitted. Sponsors are prohibited from removing or moving the signage of other companies to place their own signage. NBDF will charge an additional fee of $500 for poster displayed beyond the authorized areas or schedule.

Booth Promotion

Signs promoting booth activity (e.g., book signing or special guest appearance) are not permitted at any time in any area beyond your booth space. Signs displayed anywhere else in the convention center or hotel (not approved by NBDF) will be removed immediately, and neither NBDF nor the convention center will be accountable for any loss. Please review the NBDF guidelines on booth activities and promotion. Signage must be hung/placed by the official service contractor, The Expo Group.

NBDF will charge an additional fee of $500 for each poster/sign displayed beyond the authorized areas.

Industry Symposia

Companies hosting industry-sponsored educational symposia or networking events during NBDF’s Bleeding Disorders Conference may advertise their symposium by displaying ten (10) self- standing posters, each no larger than 24” x 76”. Companies are only permitted to place self- standing signage/posters as follows: A maximum of two (2) signs/posters at the entrance of the symposium room, which may only be up one (1) hour prior to the start of the session and must be removed immediately afterward.

Eight (8) signs/posters around conference sessions area (locations to be assigned by NBDF). Sponsors are prohibited from removing or moving the signage of other companies to place their own signage. These 8 signs/posters can be displayed as follows:

  • Morning symposium: Starting at 3:00 pm the preceding day
  • Lunch symposium: Starting at 6:00 am on the symposium day
  • Evening symposium: Starting at 1:00 pm on the symposium day NBDF will charge an additional fee of $500 for each poster displayed beyond the authorized areas or schedule.
PRE & POST CONFERENCE MAILER
  • The sponsor must submit a PDF version of the mailer for NBDF approval by Friday, June 28, 2024.
  • The NBDF’s return address must be included on each piece. (1230 Avenue of the Americas 16th Floor New York, NY, 10020)
  • NBDF will approve the mailer on Monday, July 8, 2024.
  • The sponsor can select the mailer format (e.g., postcard, insert in envelope, single-fold sheet with wafer seal).
  • Mailer dimensions cannot exceed 8.5" x 11".
  • Following approval, the sponsor is obliged to provide and deliver printed copies to NBDF’s contracted mail house by Friday, July 26, 2024.
  • Pre-conference mailers will be sent first class, between August 12 and September 4, 2024.
  • Post-conference mailers will be sent between September 16 and 25, 2024.
  • To ensure that materials are mailed intact, all mailer pieces must be sealed.
  • If promoting a symposium, the printed materials must include NBDF’s BDC logo and state: “Unless otherwise noted, [NAME OF COMPANY], the sponsor of this industry-sponsored educational symposium, is solely responsible for its content, including any information presented or distributed during the event."
  • All mailers must include the following disclaimer: "All information disseminated in the Exhibit Hall, as well as content that is presented in the industry-sponsored educational symposia and at company events, are funded by and are the sole responsibility of the exhibitors, sponsors and industry sponsored educational symposia organizers.
  • The National Bleeding Disorders Foundation does not endorse particular treatment products or manufacturers; any reference to a product name is not an endorsement by NBDF. NBDF is not a regulatory agency and cannot make recommendations relating to safety of manufacturing of specific treatment products. For recommendations of a particular product, the regulatory authority in a particular country must make these judgments based on domestic legislation and national health policies."
  • Shipping to the mail house: please label all boxes clearly with your company name, the phrases “National Bleeding Disorders Foundation 2024 pre-conference promotional mailers” or “National Bleeding Disorders Foundation 2024 post-conference promotional mailers” with the number/quantity of promotional materials in each box.
  • Mail house information and artwork for NBDF’s first class mail indicia will be provided upon approval of your mailer by July 8, 2024.
PRIORITY POINTS

NBDF’s Bleeding Disorders Conference uses a priority point system to ensure that sponsors are fairly ranked.

Allocation of Priority Points

The priority point system is designed to recognize major sponsors of NBDF’s Bleeding Disorders Conference.

In-Person Events: Priority points determine exhibit booth location. Exhibit space requests will be assigned according to your company’s rank via the NBDF Point System where applicable, and otherwise on a first-come, first-served basis. In-Person and Virtual Events: Priority points determine sponsorship allocation when two or more companies at the same level of sponsorship seek to sponsor the same item at the same time. Points will be tallied by Friday, February 23, 2024. Therefore, initial requests and payments for specific sponsorship items must be received by Friday, February 16, 2024, in order to count toward a sponsor’s ranking.

Point System Calculator

Sponsorship Level   Points Max Points

Premiere

 25 25
Platinum 20 20
Gold 15 15
Silver 10 10
Bronze 5 5
Friend 2 2
Exhibit booth per cost 1 for every $10,000 8
Exhibits participation 1 1

Individual Sponsorship items (a la carte)

 1 for every $15,000 20
Individual Sponsorship items - Advertisement at Conference Venue 1 for every $10,000 5
Hotel Block 1 for reserving 50 RN through BDC's Housing Bureau 6
Final pick up peak rooms nights - applied in 2025 1 per 30 Rooms on peak 3

Priority Point Reduction

Any company or third party acting on its behalf found to be in violation of the NBDF’s Bleeding Disorders Conference Rules and Regulations will be subjected to priority point reduction or full removal, based on the severity of the violation. Violation of regulations will result in the following point deductions from your 2024/25 ranking:

  • – 5 points for any violation pertaining to booth size, height limitations, noise restrictions or failure to ensure space is accessible to individuals using mobility aids and motorized scooters. (Applicable to in-person conference only)
  • – 5 points for distribution of promotional materials outside of the Exhibit Hall confines. (Applicable to in-person conference only)
  • – 5 points for not adhering to symposia session times.
  • – 5 points for posting signage/ads promoting a symposium, workshop and/or event outside of permitted locations/hours. (Applicable to in-person conference only)
  • – 10 points for hosting any event that competes with the NBDF BDC conference program and social activities. Any meeting with more than 40 people is considered in violation.

Appeals

Appeals of priority point deductions must be made in writing to NBDF’s VP of Conference & Travel Services, who will then review the decision with NBDF senior staff. All decisions will be final.

PRIVACY POLICY

We are committed to protecting the privacy of our attendees. We do not sell or share our attendees contact information.

REGISTRATION CONTESTS/PRIZE DRAWS

Many companies and organizations hold contests and prize draws for families/individuals affected by bleeding disorders wishing to attend the Bleeding Disorders Conference. Please note that the pre-registration deadline is August 16, 2024. Please plan ahead and hold any contests or draws well before the deadline so that winners can register online by August 16, 2024.

RESPONSIBLE ALCOHOL USE

NBDF encourages responsible choices (such as non-alcoholic beverages or low alcohol consumption) and responsible alcohol use (low consumption).

ROOM DROPS

This sponsorship item allows your company to arrange for hotel room drops or door hangers to advertise your company’s Exhibit Booth, symposium, special event, etc. Sponsorship does not include additional hotel delivery or supplemental charges (approximate $3.50 per room).

The sponsor must submit all promotional text and artwork to NBDF for review and approval (June 28, 2024). NBDF will approve the room drop by July 8, 2024. Companies will be connected to the hotel by July 10, 2024. The sponsor will work directly with the hotel to arrange their room drops.

Shipping must be completed between Saturday, September 7 and Tuesday, September 10, 2024.

Guidelines:

• Only 1 room drop per company is permitted per day.

• Promotion of any company research is strictly prohibited.

• For privacy and safety reasons, sponsor/exhibitor items are prohibited from being placed inside guest rooms (via hotel staff). Room drops may only consist of materials slipped under the door or hung on the doorknob.

• Check-in drops are prohibited.

SOCIAL MEDIA

BDC 2024 encourages the use of social media, such as Twitter, Facebook, Instagram, and other social media platforms at the Conference as a way to summarize, highlight, review or promote the presented materials of the Conference in general, provided that:

  • Copyright law is observed.
  • Verbatim information is limited to a few quotes.
  • The author or speaker is referenced and cited appropriately.

Please use the Conference hashtag via Facebook, Twitter and Instagram: #BDC2024.

SOLICITATION

A. NBDF may, at its sole discretion, withhold or withdraw permission to distribute souvenirs, advertising, mailer or other materials it considers objectionable. Novelty gifts or souvenirs should be submitted to NBDF for review and approval before distribution.

B. Direct selling of products and/or services is prohibited. The Exhibitor agrees that selling goods and/or services in an In-Person or Virtual Exhibit Hall will result in closing of the exhibit by NBDF. It is agreed that no refund of exhibit fees and no demand for redress will be made by the Exhibitor or their representative(s) at this event. No solicitation for business shall be permitted whether in public, private conversations or at other exhibitor booths.

C. Samples, catalogues, pamphlets, publications, and/or promotional materials may only be distributed by Exhibitor strictly within the confines of their own premises. No Exhibitor will be permitted to give away any premium items, or to conduct any prize draws that involve signing of names and addresses, collecting attendees’ names and addresses or other aggressive promotions without prior written permission from NBDF Show Management.

D. Advertising, canvassing, solicitation of business, conferences in the interest of business, etc., are not permitted except by companies that have contracted space from NBDF to exhibit and then and only then in the space assigned.

E. Solicitation of advertising by magazines or publishers from other exhibitors on the public or private chat is prohibited.

F. Exhibitors may provide a voluntary sign-up sheet to facilitate attendee requests. The information provided by the attendee should be for specific purposes and may not be tied to any prize or inducement from the exhibitor (e.g., if the exhibitor establishes a “mailing list” for post-conference informational contact, the purpose of the list must be clearly stated). Attendees are allowed to request additional information or items from exhibitors that are to be provided after a symposium.

G. Please be respectful and use good judgment when taking photographs, screenshots and/or video during a symposium. No photograph, screenshots or video is allowed to be taken during the conference without prior consent from the individual(s). It is prohibited to take any photograph or video of a child or children during the Conference without written consent from the child’s parent or legal guardian; and may not be used in any public form without written parental/guardian consent. NBDF staff reserves the right to view signed consent forms at any time.

SHARED SPONSORSHIP

If applicable -Items offered as shared sponsorship will be confirmed by February 16, 2024. Exclusive sponsorship will be given priority over shared sponsorship.

SPONSORSHIP RECOGNITION

All sponsorship recognition will prominently feature the conference branding and logo, clearly distinguishing it from other NBDF initiatives. This will guarantee that your support for the Bleeding Disorders Conference is not confused with overall support of NBDF.

By aligning sponsorship recognition with the conference branding, we aim to showcase your commitment to this important event.


SUITCASING

Those found to be suit-casing will be asked to leave and will be prohibited from participating in future NBDF events. Suit-casing is a strictly prohibited unethical business practice. Suit-casing occurs when someone who has not purchased a sponsorship or exhibit space distributes promotional materials or solicits business.

THIRD PARTY

See under "ADVERTISING, CONSULTING, AND PUBLIC RELATIONS AGENCIES".