Satellite Symposium Terms and Conditions

Adherence to Regulations

It is the responsibility of each symposium sponsor to be aware of and abide by all applicable regulations from the FDA Pharmaceutical Research and Manufacturers American (PhRMA) Code, Advanced Medical Technology Association (AdvaMed) Code guidance on interaction with healthcare professionals. If CME/CE credit is offered, sponsor agrees to abide by the policies and procedures of the ACCME, ANCC or other applicable accrediting body(ies).

General Information

In accordance with the following terms, conditions and regulations, the undersigned hereby makes application for symposium space(s) which, when accepted by ACTHIV, becomes a contract. The undersigned agrees to abide by all rules, requirements, restrictions and regulations as set forth in this agreement or as may especially be designated by ACTHIV or the Sheraton Phoenix Downtown. Failure to abide by such rules and regulations results in forfeiture of all monies paid or due to ACTHIV under terms of this agreement. The sponsor agrees that all provisions are part of a formal contract for support.

Symposium package rates include 3 complementary conference registrations. You will be contacted with instructions on how to register your 3 complementary staff. Presenting organizations will receive a listing in the conference program and conference website. All presenting companies must email their logo in both EPS and JPG format to [email protected].


The terms “ACTHIV” shall mean the American Conference for the Treatment of HIV, its officers, committees, agents or employees acting for it in the management of the Symposium. The term “Symposium” shall mean ACTHIV and the Symposium to be held in Phoenix, AZ, May 4-6, 2023. ACTHIV shall have full power in the interpretation and enforcement of all TERMS AND CONDITIONS governing the Symposium. All matters and questions not covered by these TERMS AND CONDITIONS shall be subject to the final judgment and discretion of ACTHIV. ACTHIV will establish the schedule for setting up, opening and dismantling the Symposium. These TERMS AND CONDITIONS may be amended at any time by ACTHIV upon written notice to the supporter as may be affected by them.


Presenting organizations wishing to insure their materials, goods and/or wares against theft, damage by fire, accident or loss of any kind, must do so at their own expense. Each company is responsible for obtaining insurance (liability and fire/theft) in such amounts as deemed appropriate to comply with its obligations hereunder and for its own protection.


The company or organization agrees to protect, save and keep ACTHIV, the Miami Hilton Downtown, and third party suppliers, forever harmless for any damage or charges imposed for violation of any law or ordinance by the company, his/her employees or agents. As well as to strictly comply with the applicable terms and conditions contained in this agreement between, against and from any and all loss, cost, damage, liability, or expense which arises out of, from, or by any reason of any act or omission of company, his/her employees or agents.

Americans With Disabilities Act

Each company shall be responsible for compliance with the Americans with Disabilities Act within their assigned meeting space.

Repair of Damages

The cost of repairing any damage caused by the Company, its employees, representatives or agents to the property of others and the Miami Hilton Downtown, shall be the responsibility of the Company.

Nothing will be posted on, tacked, nailed, screwed, or otherwise attached to the columns, walls, floors, ceiling, furniture or property of others or of the Symposium area.

Selling of Products and Services

The purpose of the Symposium is to further the education of meeting attendees through speakers, educational materials and demonstrations. Sales order taking are permitted provided all transactions are conducted in a manner consistent with the professional nature of the meeting and ONLY to be taken within the confines of the exhibit hall area. No signage or advertising of product pricing will be allowed.

Products for sale must be the company’s own, unaltered, marketed products and the products or services must be pertinent to the attendee’s professional interest. ACTHIV reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Companies are responsible for complying with all business license, sales and tax requirements.

Refund for Cancellation

All cancellations by companies must be in writing and must be submitted to ACTHIV Management office by March 4, 2023 A $3,000.00 cancellation fee for each symposium is non-refundable regardless of date of notice of cancellation. Persons whose written cancellations are received by the ACTHIV Management office after March 4, 2023 shall forfeit all payments made and be obligated in full for the total Symposium package fee. If the conference is cancelled for any reason beyond the control of ACTHIV, ACTHIV will refund each companies payment on a prorated basis after all related symposium expenses incurred to that date have been met, thereby canceling the charge and lease of space. The Company agrees that this prorated refund shall release the Company from its obligations under its contract with ACTHIV and shall release the ACTHIV from any liability to the Company.


General overall 24-hour access control will be provided by ACTHIV for the Symposium period including move-in and move out. However, ACTHIV is not responsible for the loss of any material by or for any cause, and urges the Company to exercise normal precautions to discourage pilferage