Exhibitor-Sponsored Event Guidelines

Exhibitors are permitted, with written AUA approval, to hold "exhibitor-sponsored" events during AUA2025 in Las Vegas, NV from Friday, April 25 – Tuesday, April 29, per the function guidelines below. Please note the section for 2025 regarding fees for specific event types.

Permission to hold exhibitor-sponsored events, regardless of the venue, is restricted to companies who have a presence in the Science & Technology Hall and are therefore considered "exhibitors."

The AUA offers its assistance to exhibitors who wish to reserve AUA contracted meeting space for their events taking place during AUA2025 meeting dates. The AUA has reserved space at the Venetian Convention and Expo Center. Function space is limited and reservations are made on a first-come, first-served basis. Exhibitors cannot reserve meeting rooms or function space at any AUA Official Hotel without prior written AUA approval. Hotel may charge a food and beverage minimum.

All events taking place outside of official AUA hotel meeting space remain subject to the function guidelines outlined below and must be approved in writing by the AUA. This includes any and all events that are taking place during AUA2025 meeting dates with AUA attendees present regardless of the location (i.e. restaurants, AUA official or unofficial hotels, special event venues, etc.) as well as company-wide meetings (i.e. staff offices, pre-con meeting space, etc.).

New for AUA2025, administrative fees will be assessed for all exhibitor events as follows:

$600.00 per event/ per day (non-refundable)

Presidents Circle members discounted to $350.00 per event/ per day (non-refundable)

The fee will be charged once AUA confirms that there is adequate space for your event available. You will receive a confirmation email that space is available for your event, along with an invoice to be paid within 2-3 business days.

Reservation and room name confirmations will be sent after payment has been received. You will not be charged if event space is not available. The administrative fee to AUA is not a deposit toward convention and expo center costs which may include food and beverage, and/or audio-visual costs. All administrative fees are non-refundable.

Exhibit Company Staff Rooms

• Offices: Rooms reserved on a 24-hour basis for exhibit company staff to use as an office, workroom, hospitality suite or meal room. AUA2025 attendees are not permitted in this space unless they are a full-time employee of the Exhibiting Company for which the room is reserved.
• Meeting Rooms: Rooms reserved for exhibit company staff to use as a space to hold a pre-con meeting or a daily debrief meeting. AUA2025 attendees are not permitted in this space unless they are a full-time employee of the Exhibiting Company for which the room is reserved.

Non-Promotional Social Functions

Social functions are strictly networking events with no educational or promotional components. These include, but are not limited to, events such as receptions and dinners held at nearby restaurants, special event venues, or AUA Official or unofficial hotels contracted meeting space.

Promotional Social Functions

A social event is considered promotional if it includes presentations of any type, product demonstrations, and/or any visible advertising at the event. These include, but are not limited to, events such as receptions and dinners held at nearby restaurants, special event venues, or AUA Official or unofficial hotels.

Committee and Advisory Board Meetings

These are meetings of committees, task forces or advisory members, executive boards of Exhibiting Companies, universities, or non-profit organizations that are sponsored and financially supported by a pharmaceutical/biotech organization, academic center, or non-profit. The meeting focuses on genuine need, benefits patient welfare and documents outcomes and advances in Urology.

Investigator/KOL/Thought Leader Meetings

Sponsored and financially supported by a pharmaceutical/biotech organization, academic center, non-profit organization, or consortium. Investigator meetings are closed to the public and must focus on institutional review board or regulatory agency approved protocol and must review or conduct results of a specific study, current clinical trial or products. Promotional meetings for data presentation or to launch a drug or study are prohibited.

Contracted Educational Events

The AUA also offers special events created for industry sponsorship. These events are of limited availability and must be contracted with the AUA. The program application for these events will suffice as the Exhibitor-Sponsored Event Approval Form. The content of these events should not duplicate content presented in other AUA-sponsored educational programs. The following events should be contracted separately through the AUA:

• Satellite Symposia: CME Programming
  Satellite Symposia are strictly educational meetings that offer CME credit and a modest meal as defined by the AMA Code of Ethics. The AUA does not manage or provide CME accreditation for these events; however, designation of AMA PRA Category 1™ credit is required. A support fee is attached to this event and additional benefits accompany this opportunity. For more information on this program, contact Mikayla Barlett at mbarlett@AUAnet.org.
• Product Theaters: Non-CME Programming
  The Product Theater is the premiere venue for industry to hold non-CME educational programming regarding new products and services and the latest in data and research findings to meet patients' needs. A limited number of 60-minute timeslots will be available both inside the theater located within the S&T Hall as well in a prominent meeting space within the convention center. There is a fee associated with this event which includes the theater space, a basic A/V package, as well as a generous promotional package. These events are open to all AUA2025 attendees. For more information, contact Keith Price at kprice@AUAnet.org.
• Device Tech Talks
  Modeled after Ted Talks, the Device Tech Talk stage is for device companies to give a short promotional pitch and demonstration of their product.  Each company will have 20 minutes to showcase their product followed by a 5-minute Q&A session with the audience. To learn more or to request a contract please contact Darci Berliant at dberliant@AUAnet.org.
• Skills Enhancement Workshops
  The AUA offers Skills Enhancement Workshops for sponsorship by day in the topic area of your choice. The objective of the space is to provide hands-on industry-supported education in the Science & Technology Hall.
  
  Each supporting company will own one day of programming in an AUA-built 30' x 40' workshop; each workshop will be in the AUA show look, placed in a designated Skills Enhancement Workshop area in the S&T Hall and will feature highly visible signage with your program details. Included with each workshop are carpet and basic furnishings, as well as a comprehensive marketing plan to drive attendee traffic to your programs. To learn more or to request a contract please contact Sarah Hardy at shardy@AUAnet.org.
• Bioskills Lab
  In our hands-on Bioskills Lab sessions, you’ll have the chance to hold 90 minute or two-hour hands-on workshops to introduce your latest innovations and offer attendees the opportunity to experience and test products under expert guidance. The Bioskills Lab mobile trailer offers a turn-key experience, including supplies, PPE and an experienced staff to assist with your trainings.  To learn more or to request a contract please contact Sarah Hardy at shardy@AUAnet.org.

Event Fees

The AUA charges a non-refundable fee (in addition to the administrative fee) to exhibitors holding the following types of events with AUA2025 meeting attendees present:

• Promotional Social Functions
• Committee & Advisory Board Meetings
• Investigator/KOL/Thought Leader Meetings

An exhibitor may hold 1-3 of any combination of events listed above, within the approved timeframes for each, for the following fees:

• Events for 75 people or less: $5,000*
• Events for more than 75 people: $8,000*

*The fee is based on the event with the highest attendance number

The fee includes:

• Approval of up to three events

Additional Fees:

• All additional services required are at the expense of the exhibitor (including, audio-visual costs, and/or food and beverage minimums)

Example: An exhibitor would like to host two promotional dinners at a local restaurant and a KOL Meeting in an AUA hotel meeting room. Each dinner will have 50 people and the KOL Meeting will have 20. The fee to hold these three events would be $5,000 (in addition to the administrative fee).

Meeting Types and Associated Fees

Date and Time Restrictions for Exhibitor-Sponsored Events

In order to maximize attendee engagement in the scientific program and the S&T Hall, we limit the number of available exhibitor-sponsored events, as well as the times they are permitted.

Please see the chart below for permitted dates and times associated with each exhibitor-sponsored event.

*Date and times outlined in the below chart indicate when exhibitor-sponsored events are permitted

*The AUA welcomes exhibitors to attend the Urology Care Foundation's 2025 benefit on Saturday, April 26 as a great way to network. This exciting event will unite the urology community in an effort to raise awareness and support the Urology Care Foundation’s Research and Education programs. For information and sponsorship opportunities please contact Cynthia Duncan at cduncan@AUAnet.org.

Indemnification

All matters and questions not covered by the above guidelines are subject to the discretion of AUA. These AUA guidelines may be amended at any time by AUA, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by AUA to such parties. The Ancillary Group shall protect, indemnify, hold harmless and defend AUA, its officers, directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorneys' fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of AUA, its officers, directors, agents or employees.