Exhibitor Prospectus
Hosted by the Medical College of Wisconsin, the Society of Black Academic Surgeons (SBAS) 35th Annual Meeting will convene approximately 450 surgeons, residents, and fellows from diverse backgrounds, with a shared commitment to improving health, advancing science, and fostering the careers of individuals historically underrepresented in academic surgery.
Location & Date:
Pfister Hotel, Milwaukee, WI
September 18–21, 2025
EXHIBIT SCHEDULE – Grand Ballroom Foyer
Setup:
Thursday, September 18: 10:00 AM–Noon
EXHIBIT HOURS:
Thursday, September 18: Noon–5:00 PM
Exhibits Open: 12:00–5:00 pm
Welcome Reception: 5:00–6:30 pm
Friday, September 19: Noon–4:00 PM
Exhibits Open: 12:00–4:00 pm
Exhibitor Reception: 4:30–5:00 pm
Saturday, September 20: 7:00 AM–5:00 PM
Exhibits Open: 7:00 am–4:00 pm
Teardown:
Saturday, September 20, 4:30–6:00 PM
EXHIBIT LEVEL
*All levels include an exhibit at the Pfister Hotel, Milwaukee
| PLATINUM $25,000 |
GOLD $15,000 |
SILVER $10,000 |
BRONZE $5,000 |
EXHIBIT ONLY $3,500 |
|
|---|---|---|---|---|---|
| Complimentary Registrations/Badges | 4 | 3 | 3 | 2 | 1 |
| Booths (all booths include a wastebasket and a sign) | 2–6ft tables 4 chairs |
2–6ft tables 3 chairs |
1–6ft tables 2 chairs |
1–6ft tables 1 chair |
1–6ft tables 1 chair |
| Company Name on Signage Near Exhibit Hall | X | X | X | X | X |
| Acknowledged as Exhibitor on meeting website and in onsite program guide | X | X | X | X | |
| Company Logo on General Session Walk-in Slide | X | X | X | ||
| Company Ad and Link on SBAS Website for One Year | X | X | |||
| Registration Confirmation Email | X |
Additional Badges: $500 per badge
To exhibit, please fill out the online application form:
35th SBAS Annual Scientific Meeting Exhibit Space Application »
HOTEL INFORMATION & RESERVATIONS
Pfister Hotel
424 E. Wisconsin Ave
Milwaukee, WI 53202
414-273-8222
Reservations:
Standard Guestrooms: Single/Double rate is $229 USD per night. The guestroom block is available until Tuesday, August 28, 2025. Rooms are limited, so reserve now to ensure you get the SBAS rate.
Book your group rate for the SBAS Annual Scientific Meeting through the Hotel’s website »
Reservation Cancellation: To avoid a one-night room and tax charge, individual reservations must be canceled at least forty-eight (48) hours prior to scheduled arrival.
POLICIES & PROCEDURES
Exhibits at the SBAS Annual Scientific Meeting are considered an extension of the continuing education program. To be accepted, exhibitor applications must feature products or services directly related to the practice of surgery or medicine. Exhibitors are permitted to display only those products and services they manufacture or distribute.
All products and services must receive prior approval from SBAS management. SBAS reserves the right, both before and during the meeting, to refuse, restrict, or remove any exhibit or portion thereof that does not comply with these policies and regulations.
CANCELLATIONS & REFUNDS
To be eligible for a refund, SBAS must receive written notification of space cancellation on or before June 30, 2025. A 50% service fee will be assessed for any space canceled before June 30, 2025. No refunds will be given after June 30, 2025.
Any exhibit space not occupied by 12:00 PM (noon) on Thursday, September 18, 2025, will be considered forfeited by the exhibitor and may be reassigned at the discretion of SBAS without refund..
FDA REGULATIONS
Exhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including but not limited to any or all approved requirements. Exhibitors are reminded that the FDA prohibits the advertising or other promotion of investigational or unapproved drugs and devices and forbids the promotion of approved drugs or devices for unapproved uses. For additional information, contact the FDA at 888-463-6332 or https://www.fda.gov.
ON-SITE SALES
Exhibitors are permitted to solicit sales and take orders only within the confines of their assigned booth space. Solicitation, sales activity, or promotional efforts outside of the exhibitor's designated booth area are strictly prohibited.
FOOD AND BEVERAGE:
Exhibitors may offer nonalcoholic beverages and food products within their booth only with prior approval from the hotel’s Food and Beverage Department. Please note that Popcorn and peanuts are not permitted.
SPECIAL RESTRICTIONS
- All promotional giveaways must be pre-approved by SBAS before the meeting.
- Fire hose cabinets, alarms, and building exits must always remain fully visible and accessible.
- All decorations and displays must be non-flammable or treated with an approved flame-retardant. Materials are subject to inspection by the Milwaukee Fire Department. The use of flammable fluids or substances is strictly prohibited.
- Booth dismantling or packing may not begin before 4:30 PM on Saturday, September 20, 2025.
SECURITY
SBAS does not guarantee and assumes no liability for the loss, theft, or damage of any materials, equipment, or personal belongings of exhibitors. However, SBAS will provide overnight security after meeting hours to help safeguard the exhibit area. Exhibitors are strongly encouraged to take appropriate precautions to cover potential losses.
SIGNS/ANNOUNCEMENTS
Signage, posters, brochures, or promotional materials are only permitted within the confines of each exhibitor’s booth. No materials may be displayed or distributed in public areas of the hotel. Additionally, no signs or other items may be affixed to walls, electrical fixtures, or any other property of the hotel. The use of thumbtacks, tape, nails, screws, bolts, or any tools or materials that may cause damage to walls, floors, or fixtures is strictly prohibited.
EXHIBITOR EVENTS
Exhibiting companies may not host or conduct any meetings or events, including symposia, lectures, focus groups, educational sessions, or social gatherings, during the 2025 SBAS Annual Meeting without prior written approval from SBAS. All such activities must be reviewed and authorized in writing and in advance.
FORCE MAJEURE
The performance of this Agreement by either party is subject to acts of God, war, government regulation, disaster, fire, epidemic, threatened or imminent strikes, civil disorder, pandemic curtailment of transportation facilities, threats or terrorist attacks, or other similar occurrence beyond the control of the parties, making it illegal, impossible, or commercially impractical to carry on the SBAS Annual Meeting or fully perform the terms of this Agreement. This Agreement may be terminated, or performance may be excused without penalty for any of such reasons by written notice from one party to the other.
EDUCATIONAL GRANT & MARKETING OPPORTUNITIES:
For further information, please contact Dana McClure at dmcclure@facs.org.
QUESTIONS OR ADDITIONAL INFORMATION:
Dana McClure
Exhibits Coordinator
c/o ACS Association Management
633 North St. Clair Street
Chicago, IL 60611
312-202-5532
dmcclure@facs.org