The floor plan is designed by ASAM’s Meetings Department in accordance with federal & local health guidelines, Fire Marshal regulations, and the facilitation of floor traffic for all exhibitors. Exhibit assignments will be done on a first-come, first-served basis. Booths not paid within 30 days may be released.
Space assignments will begin August 26, 2024. Every effort is made to accommodate special requests for space and position on the floor. Special requests to avoid or be placed next to certain exhibitors must be sent directly to ASAM via email: asamsupporters@asam.org.
A 10% cancellation fee will apply to all cancellations received before Monday, January 6, 2025.
A 50% cancellation fee will apply to all cancellations between Monday, January 6, 2025, and Monday, February 24, 2025.
There will be no refunds on cancellations received after Monday, February 24, 2025. All cancellation requests must be made in writing and emailed to: ASAMSupporters@asam.org. Refunds will be processed after the program.
ASAM reserves the right to terminate any accepted application if the sponsor/exhibitor or its representatives or agents engage in any conduct, including but not limited to product promotion activities, that ASAM reasonably determines is unlawful or unethical or that ASAM otherwise reasonably determines would adversely affect the goodwill and reputation of the ASAM or its affiliates if the exhibitor were allowed to exhibit at the ASAM 56th Annual Conference. In the event of any such termination, ASAM will relinquish the sponsor/exhibitor contribution and return all unused funds. Upon expiration or termination, no further use may be made by the sponsor/exhibitor of ASAM’s name without the written approval of ASAM.
All exhibitors are to remain open during the scheduled hours (see below). Set-up is between 8:00 am and 5:00 pm on Thursday, April 24, 2025. There will be no set-up during scheduled open hours and no teardown until after the closing at 1:30 pm on Saturday, April 26, 2025.
Thursday, April 24, 2025Dismantling will begin at 1:30 pm on Saturday, April 26, 2025 and continue through 5:00 pm.
Under no circumstances will children under the age of 12 years be permitted in the Exhibit Hall during dismantling hours.
The ASAM 56th Annual Conference will be held at The Gaylord Rockies Resort in Aurora, CO. Exhibitors will need to ship material to the Freeman Advance Warehouse. Details for shipping can be found in the Exhibitor Service Kit.
Exhibitors must make arrangements for delivery, removal, storage, and return of crates/boxes. Rates for material handling will be available in the Exhibitor Service Kit.
Each standard 100 sq ft of exhibit space and tabletop exhibit is provided two (2) exhibitor registrations. The fee for additional registrations is $200 per badge, with a limit of two (2) additional badges per booth. Exhibitor badges are not eligible to claim CE.
All participants affiliated with exhibits must be registered in advance. Each person will be issued an exhibitor’s badge and must be employed by the exhibitor or have a direct business affiliation. Confirmed exhibitors may pick up their badges, which are required to access the Exhibit Hall, at registration. Without badges, exhibitors cannot enter the Exhibit Hall.
Exhibit Hall access before or after these hours must be requested in writing to the ASAM Exhibit Manager.
Exhibitor badges will reflect the name of the company shown on the Exhibitor Application/Contract. Each company representative must wear his or her own badge for admission to and while in the exhibit hall. Badges are not transferable among company employees, representatives, dealers, guests, and/or others. The official badge may not be replaced by business cards, ribbons, or company logos.
This Code of Personal Conduct (Code) applies to all persons involved in activities related to the American Society of Addiction Medicine (ASAM) when they are engaged in conduct involving ASAM, including conduct:
This Code supplements and does not diminish any other codes, policies, or agreements that apply to particular types of persons involved in ASAM activities. This Code requires the highest standards of professional, respectful, ethical, inclusive, safe, and lawful conduct. Individuals must adhere to this Code in connection with all activities related to ASAM. Companies involved in ASAM activities must ensure that all individuals who work for them are made aware of and adhere to this Code in connection with ASAM activities. The following list provides examples of behaviors that are prohibited under this Code. The list is not exhaustive, and the general standards above apply to all conduct:
ASAM is committed to supporting a productive and safe working environment for everyone at a meeting or event. Anyone feeling unsafe should use a venue phone and ask for security. Persons experiencing or witnessing harassment – or wrongful conduct of any kind -- are encouraged to report it by one of the methods listed below and providing as many details as possible. Reports may be made anonymously, although ASAM can investigate and handle a complaint more effectively if the identities of both the alleged victim and harasser are known.
Contact security at the event venue: The Gaylord Rockies
Use venue phone and dial 333 or use outside phone/cell and dial: 817-778-2480
Other venues: Call the Police at 9-1-1
For situations with no immediate danger, contact:
(1) Jennifer Clark, jclark@asam.org
(2) Carolyn Lanham, clanham@asam.org
*If emailing, use “CODE OF CONDUCT” in the subject line
An investigation will be conducted as appropriate, based on the nature of the complaint. In most situations, the investigator will discuss the complaint details first with the individual filing the report and may also contact the alleged offender.
ASAM prohibits retaliation against an individual for making a report in good faith that this Code has been violated. It is also a violation to report an incident in bad faith. ASAM will take action against any person found to be committing a willful violation.
Any questions concerning this Code should also be directed to one of the ASAM officials identified above.
No Exhibitor may operate in a way that violates the rights of another Exhibitor. The decision on appropriate conduct will be at the discretion of the ASAM Meetings team. All booth activity requests (including catering, giveaways, raffles, music, demonstrations, and guest appearances) must be submitted to ASAM before the meeting. Contact asamsupporters@asam.org for approval.
ASAM reserves the right at its sole discretion to refuse any booth activity based on ASAM policies, rules, and regulations. Unapproved booth activities conducted on-site will not be permitted.
Exhibits must not project beyond the space allotted and may not obstruct the view or interfere with the traffic of other exhibits. Canvassing outside the booth and distribution of materials outside the booth and Exhibit Hall are prohibited.
The use of professional actors, magicians, or performers in the Exhibit Hall is prohibited. If live models are used, exhibitors are expected to be prudent when selecting attire for them.
exhibitor giveaways should be educational or modest in value.
Signs, banners, or any other exhibit material may not be suspended, taped, nailed, screwed, or in any way attached to the ceilings, walls, columns, drapes, floor, or any facility surface.
No part of any exhibit, or signs relating thereto, shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture or in any way to deface them; the Exhibitor is liable for damage from failure to observe these rules.
Photography and videotaping of your exhibit requires written approval from the ASAM Exhibit Manager; email: asamsupporters@asam.org. Authorization tags will be provided upon written approval and must be kept on cameras during show hours. Photography and videotaping of other companies’ exhibits and the Exhibit Hall, other than by the official photographer or ASAM exhibit manager, is prohibited, as many booth designs contain copyrighted or trademarked materials. Only the Exhibitor may grant permission to have his or her exhibit photographed or videotaped while the Exhibit Hall is closed.
Recording of sound or images by any method, including cameras or mobile phones, is prohibited in the Exhibit Hall. ASAM reserves the right to audio or video reproduction of all presentations. No broadcast, resale, repurposing, or other distribution of ASAM content is permitted without express written consent from ASAM.
All products or service demonstrations, interviews, instructional activities, and distribution of promotional literature must be confined to the assigned exhibit space. Should visitors interfere with normal traffic or overflow into the neighboring exhibits, the presentation must be limited or eliminated.
Any persons who solicit business or distribute material outside their exhibit booth will be asked to vacate the building. Under no circumstances may products, promotional materials, invitations, magazines, or other materials be distributed to attendees in ASAM common areas such as main aisles, lounges, registration, hotels, etc.
exhibitors may not use the ASAM name, show look, or logo on any promotional materials or invitations without ASAM’s consent.
The purpose of ASAM’s exhibit program is to further the education of the attendees by providing information, services, products, and industry trends that are pertinent to the field of addiction medicine. Consistent with this purpose, exhibitors may take orders for exhibited products/services. Exhibitors may not sell items to be carried from the exhibit hall, with the exception of literature.
Electrical and other mechanical apparatus must be muffled so that noise does not disturb other exhibitors. Show management reserves the right to determine at what point sound and traffic constitute interference with others and whether it must be discontinued.
Sound and sound systems are only permitted for formal demonstrations. Sound must be directed into the exhibit space, not facing out toward the aisles or neighboring Exhibitors. Sound cannot project beyond the space nor interfere with neighboring Exhibitors.
No soliciting of attendees in the aisle or high-pressure “pitch” of any kind is permitted.
Non-exhibitors or representatives of non-exhibiting companies may not solicit business in any part of the Exhibit Hall or hotel. Solicitation by Exhibitors is strictly prohibited. Should an Exhibitor be in violation, ASAM reserves the right to remove the solicitors from the Exhibit Hall, and this may result in possible loss of eligibility for participation at future ASAM events.
Organizations whose focus is TENS Units, LED Skincare (Facial and Body), Cosmetic Products, handheld massagers, and the like are not in alignment with addiction medicine and are not permitted to exhibit under any circumstances. Likewise, organizations with aggressive sales tactics are not permitted to exhibit. Should an exhibitor representing these categories be found on the exhibit floor, they will be removed from the exhibit floor immediately with no refund of fees paid.
All exhibits are to be presented in a dignified manner, without a sideshow atmosphere. Booths are to be kept clean and in good order. Professional discretion should be observed at all times.
ASAM will provide perimeter security during installation, exhibit, and dismantle hours. Each exhibitor must make provisions for safeguarding goods, materials, equipment, and displays at all times. ASAM shall not be held responsible for the loss of or damage to any material for any cause and encourages the exhibitor to exercise normal precautions to prevent loss or damage as a result of theft or other causes.
Neither ASAM nor The Gaylord Rockies Resort in Aurora, CO, will assume liability for loss of merchandise or of monies received or damages to the exhibitor’s property. The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor displays, equipment, and other property brought on the premises of The Gaylord Rockies Resort, and shall indemnify and hold harmless ASAM, The Gaylord Rockies Resort, their agents, servants, and employees from any and all such losses, damages, and claims.
ASAM recognizes that individuals with addiction as well as their families and others who assist them to access treatment are vulnerable and at high risk for exploitation, particularly at times of crisis when treatment is sought. As such, treatment programs should be held to the highest standard of ethical practice in the marketing of their services and recruitment of patients.
Exhibitor/sponsor organizations must adhere to the statement on Ethical Promotion and Patient Recruitment by Addiction Treatment Programs outlined in Appendix A – See Below.
Significant and rapid progress has been made in both the scientific understanding of the disease of addiction and the medical interventions available to treat it. There has been an especially notable expansion in the number of prescription pharmacotherapies available to treat patients with addiction, with the pharmaceutical arsenal of addiction medicine physicians nearly doubling since 2000.
Exhibitor/sponsor organizations must adhere to the statement on Ethical Promotion of Addiction Treatment Medications outlined in Appendix B – See Below.
As ASAM is a Jointly Accredited provider, ineligible company (formerly commercial interest) exhibits must comply with the ACCME Standards for Integrity and Independence in Accredited Continuing Education (ACE).
An ineligible company is one whose primary business is producing, marketing, selling, re-selling, or distributing healthcare products used by or on patients.
Pharmaceutical, medical devices and products, and surgical type procedures must be FDA-approved for use in addiction treatment and/or behavioral/mental health treatment.
These guidelines, as outlined in Standard 5 of the ACCME Standards for Integrity and Independence in Accredited Continuing Education (ACE), are as follows:
Standard 5.1 Arrangements to allow ineligible companies to market or exhibit in association with accredited education must not:
a. Influence any decisions related to the planning, delivery, and evaluation of the education.
b. Interfere with the presentation of the education.
c. Be a condition of the provision of financial or in-kind support from ineligible companies for the education.
Standard 5.2 The accredited provider must ensure that learners can easily distinguish between accredited education and other activities.
a. Live continuing education activities: Marketing, exhibits, and nonaccredited education developed by or with influence from an ineligible company or with planners or faculty with unmitigated financial relationships must not occur in the educational space within 30 minutes before or after an accredited education activity. Activities that are part of the event but are not accredited for continuing education must be clearly labeled and communicated as such.
b. Print, online, or digital continuing education activities: Learners must not be presented with marketing while engaged in the accredited education activity. Learners must be able to engage with the accredited education without having to click through, watch, listen to, or be presented with product promotion or product-specific advertisement.
c. Educational materials that are part of accredited education (such as slides, abstracts, handouts, evaluation mechanisms, or disclosure information) must not contain any marketing produced by or for an ineligible company, including corporate or product logos, trade names, or product group messages.
d. Information distributed about accredited education that does not include educational content, such as schedules and logistical information, may include marketing by or for an ineligible company.
Standard 5.3 Ineligible companies may not provide access to, or distribute, accredited education to learners.
The American Society of Addiction Medicine recommends that addiction treatment programs should adhere to the following standards related to the marketing of their services and recruiting of patients:
The American Society of Addiction Medicine recommends pharmaceutical companies that manufacture addiction treatment medications should:
