Exhibitor Agreement

Exhibit Practices and Regulations

1. CME-related rules and regulations:
• The WRA reserves the right to refuse exhibit space or promotional activity space for any reason. The WRA reserves the right to close an exhibit or promotional activity for any reason. In addition, any representatives of the exhibiting company who conduct themselves unethically or outside the guidelines provided.
• WRA’s CME accrediting body may be asked to remove their company’s exhibit. Adherence to Guidelines – It is the responsibility of the exhibiting company to distribute the guidelines below to all company representatives attending the CME activity and/or working in the exhibit space.
• Arrangements for commercial exhibits and/or promotional activities and/or in-kind support cannot influence planning or interfere with the presentation, nor can they be a condition of the provision of commercial support for the CME activity.
• Exhibit and/or promotional activity fees and/or in-kind support are not considered commercial support of the CME activity and will not be acknowledged as educational grants.
• Live (staffed exhibits, presentations) or enduring (printed or electronic advertisements) promotional activities must be kept separate from CME.
• Distribution of literature, samples, etc., in the exhibit area by firms that are not participating as paid exhibitors is strictly prohibited.
• Social events or promotional activities at the CME activity cannot compete with or take precedence over the CME activity or other official conference activities. Industry-sponsored social events or promotional activities, including exhibiting company -sponsored social events or promotional activities, must be approved by the WRA, even if the events are off-site.
• The exhibiting company must be granted prior approval from WRA if it desires to provide funds for the use of social events and/or promotional activities. The exhibiting company must provide all funds approved for such events to the WRA. No other payments shall be given to the director of the activity, planning committee members, teachers or authors, or any others involved with the supported activity.

The exhibiting company agrees that its actions, and the actions of its representatives, shall not violate the following guidelines:

• Product-promotion materials or product-specific advertisement of any type is prohibited in or during CME activities.
• Advertisements and promotional materials cannot be displayed or distributed in the educational space immediately before, during or immediately after the CME activity.
• Educational materials that are used during a CME activity cannot contain any advertising, corporate logo, tradename, or a product group message of an ACCME defined commercial interest.
• Representatives of an exhibiting company can attend the CME activity at the discretion of the WRA but cannot engage in sales or promotional activities while in the space of the CME activity, as determined by WRA, consistent with the ACCME guidance. Representatives of the exhibiting company must remove their company name badges and anything with a corporate logo, tradename or a product group message while in the educational space of the CME activity.
2. General terms of this agreement to exhibit at the WRA conference:
• No subletting of space is permitted without the consent of Jena Rehm, WRA Executive Director: jena@wsma.org.
• Exhibitors are responsible for shipping, storage, and installation of exhibit materials, and all costs involved thereby.
• Cancellations: WRA requires all cancellations to be made in writing. Cancellation on/prior to July 24, 2026: Fees refunded minus $500 administrative fee. Cancellation after July 24, 2026: No refund.
• WRA and Sleeping Lady do not guarantee against theft, vandalism, or other damage to exhibitor booths. The exhibitor hall building is locked up overnight, however.
• It is expressly understood that exhibitors shall indemnify and hold harmless WRA and Sleeping Lady of all liability (damage or accident) that might ensue from any cause in connection with transfer, installation, maintenance, or removal of exhibits, or in display of exhibits.
• In the event of fire, strikes, or other uncontrollable circumstances, the contract for space will not be binding.
• It is expressly understood that WRA will not pay for special equipment, facilities and services ordered by exhibitors. All electrically wired display material must comply with the requirements of the National Board of Fire Underwriters.
• Care must be taken by the exhibitor not to deface or destroy any part of the exhibit areas. In the event of property damage caused by him/her, the exhibiting company will be held responsible.
• Use of the name “Washington Rheumatology Alliance” or that of any officer or staff member of WRA, in recommendation of a product or services, is expressly prohibited.
• Table space not occupied by the close of the exhibit installation period as specified above (7 a.m. Saturday, September 12, 2026), will be forfeited by the exhibitor, and this space may be resold, reassigned or used by the conference management (unless special arrangements have been made with the WRA meeting management).
• If for any reason exhibitor representatives need to reach the WRA staff from Friday, 9/11/26 through the weekend, they should get a message to Jena Rehm, WRA conference coordinator, via the resort’s main switchboard: (509) 548-6344. Cell phone service is not strong at Sleeping Lady, so this is the best way of reaching Jena.