Exhibitor’s Manual
Exhibitor Guidelines & Information
Exhibitors must present a copy of the booth design, including measurements, to the IAPRD by e-mail to info@iaprd2025.com by March 6, 2025 in order to obtain written approval and authorization.
Exhibitor’s Guidelines
It is the exhibitor’s responsibility to comply with US laws and regulations, applicable Pharmaceutical Researchers & Manufacturers Association guidelines, Medical Device Manufacturers Association Revised Code of Conduct on Interactions with Healthcare Providers, and all other applicable codes, laws, and regulations.
Food and Beverage Distribution
- No alcoholic beverages may be served or distributed in the exhibit hall
- All items are limited to sample-size quantities using disposable containers and must be purchased through the hotel
Exhibitors are responsible for staffing their booth during the exhibition hours.
Setup
All exhibits must be set up starting Tuesday, 6 May, between the hours of 18:00 and 23:00. The aisles must be cleared by 16:00 on Wednesday, 7 May, without exception.
Dismantling
All exhibit materials must be packed and ready for removal from the exhibit hall on Saturday, 10 May. Tear down begins at 12:30 pm.
Giveaways, Prizes, and Drawings
All giveaways, prizes, sponsored contests, and drawings are permitted if permission is received in advance from the IAPRD. They may not exceed the AMA, PhRMA and other Guidelines regarding gifts to physicians.
Security
Security services will be provided pre-/post- and during the congress. The IAPRD, the New York Marriott Brooklyn Bridge, and the official security company are not responsible for any loss or damage to exhibitor property.
Certificate of Insurance
The IAPRD does not provide liability or property damage insurance for exhibitors’ property. Exhibitors will be responsible for adequately ensuring their indemnification liability and property damage risks and will be required to submit a certificate of insurance to the IAPRD. Externally-appointed contractors will also be required to submit a certificate of insurance to the IAPRD.
Electricity
Exhibitors must click on the form below to order electricity for their booths.
IMPORTANT: This order must be received by the hotel at least 10 days prior to the function date.
Return to Email: sharon.moser@marriott.com
Equipment, Furniture & Accessory Rentals
The designated supplier for the IAPRD conference is AFR Trade Show Rentals. Exhibitors should click below to access all rental furniture and exhibit display accessories as well as the order form.
TS Kit Order Form 2025 (Microsoft Excel)
Audiovisual
Any audiovisual needs may be requested from Encore Global via their portal.
*NOTE: Any audio-visual equipment being brought into the hotel event spaces including but not limited to, (projectors, projector screens, monitors, handheld cameras, audio, etc..) fall into the non-compete laws of the HTC Union Local 1 as outside audio visual equipment. The main client or exhibitor who chooses to bring in their own audio visual will be subject to support union labor fees which will be charged to the master hotel account of the group or exhibitor.
Please feel free to contact Adham Akel with Encore Global with any questions:
Adham Akel/Sales Manager – adham.akel@encoreglobal.com
M +1-347-330-4850
Shipping & Handling
Due to storage capabilities, please plan to have your packages shipped to the following address no more than three business days prior to your arrival.
Storage fees will be assessed if your group requires extensive storage space or if packages arrive more than three days prior to arrival/remain for more than three days following departure.
Please communicate the total number of boxes being shipped and any special delivery time/instructions to your Event Manager – Sharon Moser.
Please add the following to incoming shipments for proper delivery:
New York Marriott at the Brooklyn Bridge
333 Adams Street
Brooklyn, NY 11201
Congress Dates: 7-10 May 2025
Hotel Contact: Sharon Moser – Phone: 917-863-2159
- Recipient Name
- Recipient Cell Number
- Recipient Company Name
- Booth Number
- Meeting Room
- # Boxes (ex. 1 of 5)
