EXHIBITOR PROSPECTUS

 

 The Pennsylvania Pain Society

Annual Meeting and Scientific Sessions

The Hershey Lodge, Hershey PA

Exhibit Dates & hours*

Set-Up

Friday, May 16, 2025

 2:00-3:00 PM

Show Hours

Friday, May 16, 2025

3:00 PM – 7:00 PM

Networking Reception in the Exhibit Hall 5:30-7:00 PM

Saturday May 17, 2025

7:00 am – 3:00 pm

Sunday, May 18, 2025

7:30-9:30 AM

Tear Down

Sunday, May 18, 2025

 9:30 AM-11:00 AM

*Hours subject to change

 

History

The Pennsylvania Pain Society is an independent State association of physicians and healthcare practitioners whose mission is to care for people who suffer from acute and chronic pain by advancing research and treatment and to increase the knowledge and skill of the regional professional community.  We are pleased to announce that the Society will host its Annual Meeting and Scientific Sessions at The Hershey Lodge, Hershey PA with exhibition hours over 3 days for maximum interaction with attendees. The program will attract pain management specialists, family practice physicians with a clinical interest in pain management, anesthesiologists, orthopedics, physiatrists, neurologists, surgeons, psychiatrists, physician assistants, nurse practitioners, nurses, therapists and healthcare professionals from Pennsylvania and our neighboring States who wish to network and learn the latest techniques, treatments, and integrative options in acute and chronic pain management.  We invite you to become a corporate member, support, and exhibit at The Pennsylvania Pain Society Annual Meeting and Scientific Sessions.

 

Attendance

Projected attendance for the Annual Meeting and Scientific Sessions is an anticipated 100-plus pain management specialists, family physicians with a clinical interest in pain management, anesthesiologists, orthopedics, physiatrists, neurologists, surgeons, general practitioners, physician assistants, nurse practitioners, nurses, therapists and healthcare professionals from Pennsylvania and our neighboring States who have an interest in and /or  a pain management practice and specialize in acute and chronic pain management.

 

Exhibit Information

Space is Limited to 25 Companies – Register early!

Location

The Hershey Lodge, Hershey, PA is the venue for the 2025 Annual Meeting. To encourage optimum interaction, the Exhibit Hall will be located in close proximity to sessions and within the guidelines of ACCME rules.  Corporate Members have priority display placement.  The exhibit area will serve as the venue for all refreshment breaks and the Friday evening Networking Reception.

Hotel Accommodations

The Society has reserved a limited number of sleeping rooms at the discounted rate of $259 nt standard queen, and $299 nt King plus tax.  Once the rooms are booked and or the sleeping block discount expires, the hotel rates increase.  Deadline is March 30, 2025 or when the room block sells out; whichever occurs first.  You can reserve your sleeping room(s) by dialing  1-855-729-3108 and asking for the Pennsylvania Pain Society Group rate.

 

Cost/Payment

Cost per -Tabletop is $3950, which includes:

➢        One (1) 6’ table (2) chairs - YOUR DISPLAY MUST FIT ON A 6-Foot TABLETOP.

➢        Two (2) Complimentary representative badges – Any additional badges must be purchased for $250 each*

➢        Participation in the Networking Reception on Friday, May 16, 2025

We assign space based upon receipt of your booking form and payment in full.  The Society accepts Visa/ Master Card or Company Check/ EFT. Please note that payment must be received at least one week prior to the start of the meeting or the company will not be permitted to participate.

 

Refunds and Cancellations

Cancellations received in writing by March 30, 2025 will be subject to a $500 administrative fee. There will be no refunds for cancellations received after March 30, 2025.

 

Space Assignment

Space will be assigned in the order in which booking forms and payments are received.  Corporate Members are given priority placement.  Applications received after March 30, 2025  will be on a space available basis. Exhibitors wishing to avoid assignment of space adjacent to a particular competitor should indicate this on their application. *The Program Committee reserves the right to alter the Floor Plan at any time without prior notice.

 

Exhibit Services

Upon receipt of payment in full and 30 days prior to the meeting, the Pennsylvania Pain Society will issue a memorandum to registered exhibiting companies. The memorandum will contain all necessary information and order forms including:

➢        Drayage and shipping rates

➢        Labor regulations and rates

➢        Furniture, display and decorating rentals

➢        Electrical and telephone service rates

➢        Audiovisual and computer rentals

 

Shipping Information

Shipments should be made through The Pain Society and the Hershey Lodge.  Shipping instructions will be included in the exhibitor memorandum and should arrive within 48 hours of the start of the meeting. There may be a fee (incoming and outgoing) handling charge for all boxes processed by the hotel. 

 

Mailing List

The society provides a pre-registration roster to registered and paid in full companies at 30 days prior to the meeting, 10 days prior to the meeting, 3 days prior to the meeting and immediately after the meeting.

Badge Policy

All participants affiliated with exhibits must be registered. Each person will be issued an exhibitor badge and must be employed by the Exhibitor or have a direct business affiliation. Each company is allotted two (2) badges per tabletop purchased.  There are no substitutions once a badge is assigned. Additional badges are $250 each – no exchanging badges allowed.  The Society’s Meeting Portal will allow you to upload the number of badges/employees that you have secured.

 

Conducting Exhibits

Exhibitors shall be in accord with the ACCME, PhRMA, ADVAMED, and/or NEMA guidelines governing support of Healthcare Professionals. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. Character of the exhibits is subject to approval of the program committee. The right is reserved to refuse applications because of concerns over not meeting standards required or expected, as well as the right to curtail exhibits or parts of exhibits, which reflect against the character of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of person(s), and unreasonable activity.

 

Infringement

Interviews, demonstrations and the distribution of literature or samples must be made within the area assigned to the exhibitor. Canvassing or distributing of advertising matter outside the exhibitor’s own space will not be permitted and subjects the exhibitor to immediate dismissal from the meeting without refund.

 

Security

A security guard may or may not be furnished to be on duty in the exhibit area when the exhibits are closed. The safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor at all times. The Pain Society and the Hershey Lodge are not responsible for theft, loss or damage which may occur and advise each exhibitor to be sure that stands and tabletop displays, equipment and material is insured at full value, that the display is staffed during show hours, and that the display is stored each evening for safe-keeping.

 

Liability

The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save The Pain Society, its sponsors and endorsers, the Board of Directors, the Program Committee, members, management, as well as the Hershey Lodge and its officers, employees and agents, harmless against all claims, losses or damages to persons or property, Governmental charges or fines and attorneys fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence, gross negligence or willful misconduct of The Pain Society, its Board of Directors, program committee, sponsors, endorsers, management, and the Hershey Lodge, its employees and agents. Exhibitor acknowledges that The Pain Society, its sponsors, members and endorsers, the Program committee, and/or meeting managers and The Hershey Lodge do not maintain insurance covering the exhibitor’s property and thus it is the sole responsibility and obligation of the exhibitor to obtain business interruption and property damage insurance covering such losses by exhibitor.

 

Fire Protection

All materials used in the exhibit area must be flame-proof and fire-resistant in order to conform to the local fire ordinances and in accordance with regulations established by the local Fire Department. Crepe paper or other paper is not to be used in crating merchandise. Display racks, signs, spotlights and special equipment must be approved before use, and all displays are subject to inspection by the Fire Prevention Bureau. Any exhibit or parts thereof found not to be fire-proof may be dismantled. All aisles and exits must be kept clear at all times. Fire stations and fire extinguisher equipment are not to be covered or obstructed.

 

Protection of the Hotel Building

Exhibitors will be held liable for any damage caused to the hotel property, and no material or matter of any kind shall be posted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts or portions of the building or furnishings. Whatever may be necessary to properly protect the building, equipment or furniture will be installed at the expense of the exhibitor. If any controversy arises as to the need or propriety thereof, the Convention Service Manager of the Hotel will be the final judge thereof and his/her decision shall be binding on all parties concerned.

Exhibitor Listing in Final Program

Exhibitor Confirmation by Society

Once an Exhibition Booking Form is received, confirmation of your participation and an invoice if payment will be made by ACH or check will be sent to you by email.  If you pay by credit card, a copy of your paid receipt will be sent to you. Your exhibit/support spot is not confirmed until payment in full is received by the Society.

ACCME Guidelines Related to the Separation of Promotional Activities from ACCME Accredited Educational Activities.

In compliance with the ACCME Standards for Commercial Support, all exhibiting companies must abide by the following: 

• Exhibit and other promotional fees shall be separate and distinct from educational grants/commercial support.

• All exhibitors must be in a room or area separate from the education and the exhibits must not interfere, or in any way compete with the learning experience prior to, during, or immediately after the activity.

• All promotional activities including interviews, demonstrations, and the distribution of literature or samples must be made within the exhibitor’s space only. Canvassing or distributing promotional materials outside the exhibitor’s rented exhibit space is not permitted.

• Company representatives may attend educational sessions at the Pain Society’s discretion. However, representatives must refrain from holding any commercial discussions in the educational sessions.

• Onsite Monitoring - The separation of promotional materials and activities from the educational arena is strictly enforced throughout the activity by The Pain Society’s onsite staff.

 

INSERT AND DISPLAY MATERIALS

Please note that all materials entering the venue shall incur a handling charge by the hotel or the Society. This includes materials for inserts and display.  In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete any “Pre-Advise” form included in the shipping instructions when you receive the Exhibitor Memorandum 30 days prior to the show.

 

SITE INSPECTIONS

Exhibitors and Supporters are free to visit the meeting venue at their convenience. Please contact the venue directly to arrange a tour. 

 

ADDITIONAL OPPORTUNITIES

2025 GOLD CORPORATE MEMBERSHIP                                                        $10,000

2025 MEETING Participation as follows:

• Membership Designation included on all print materials, membership roster, and highlighted on website

• One (1) Tabletop Exhibit Display in preferred location.

• Two (2) additional complimentary registrations for a total of four (4) registrations

• One (1) Gold Corporate Member Showcase at one of the following days/times
  • 45 minutes at Lunch Friday, May 16, 2025
  • 30 minutes at Breakfast Saturday, May 17, 2025
  • 45 minutes at Lunch Saturday, May 17, 2025

Please note that company provides food/beverage, speaker, audiovisual as an additional expense.

• Company-Provided Product Flyer in Annual Meeting Conference Materials
• Two e-blast invitations to all Attendees detailing the Corporate Member Showcase with RSVP to Company
• Agenda listing of Gold Corporate Member Showcase in Final Agenda
• Complimentary registration for showcase speaker(s)
• Participation in the Networking Reception on Friday evening May 16, 2025

2025 CORPORATE MEMBERSHIP                                                                    $5,000        

 2025 MEETING Participation as follows:

• Membership Designation included on all print materials, membership roster, and highlighted on website

• One (1) Tabletop Exhibit Display in preferred location.
• Participation in the Networking Reception on Friday evening May 16, 2025.

• Two (2) additional complimentary registration for a total of four (4) registrations

• One (1) Pre & Post Registration Mailing List

• Company-Provided Product Flyer in Annual Meeting Conference Materials

• Company Acknowledgement at Annual Meeting

WINE POUR                                                                                             $1000

Serve 10 bottles of red and white wine from your exhibit table.  One opportunity available.

PROMOTIONAL MATERIAL                                                                  $ 500  

Distributed to all attendees. Company-provided flyer for conference bags.

LANYARDS                                                                                                $500

Distributed to all attendees.  Company-provided badge lanyard.

CONFERENCE BAGS                                                                               $500

Distributed to all attendees.  Company-provided conference bag.

 

 

For more information on Exhibition and Marketing Opportunities please contact:

Lisa Lineback, Director of Exhibits at llineback.lisa@yahoo.com  Tel: (336) 816-2049