EXHIBITOR PROSPECTUS

 The Pennsylvania Pain Society

2021 LIVE Annual Meeting and Scientific Sessions 

October 21-23, 2021

Crown Plaza Philadelphia Hotel, King of Prussia, PA

Exhibit Dates & hours*

 Set-Up

Thursday, October 21, 2021 6:00 P.M.. – 8:00 P.M..

Friday, October 22, 2021  7:30 - 9:00 AM

Show Hours

Friday, October 22, 2021

9:00 A.M.. – 6:00 P.M.

Networking Reception 6:00 P.M.. – 7:00 P.M..

Saturday, October 23, 2021

7:30 A.M. – 4:00 P.M.

Tear Down

Saturday 4:00 -5:00 P.M..

*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 Crowne Plaza Philadelphia King of Prussia, PA with two full days of programming and exhibition on October 22 & 23, 2021. 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 150-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

Location

The Crowne Plaza Philadelphia King of Prussia PA is adjacent to Philadelphia’s premier shopping destination and at the crossroads of Pennsylvania with easy access from all points in the Commonwealth.  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 $ 149 nt  Queen/ King plus tax.  Once the rooms are booked and or the sleeping block discount expires, the hotel rates increase. Please call the hotel directly at (610) 265-7500 and mention the Pennsylvania Pain Society 2021.  The Society’s rates expire when the rooms sell out --or on September 21, 2021- whichever is sooner.  Do not delay! Book today!

Cost/Payment

Cost per -Tabletop is $3000, which includes:

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

➢         (2) Complimentary representative badges – Any additional badges must be purchased for $300 each*

➢         Participation in the Networking Reception on Friday, October 22, 2021

**New this Year!  Virtual Exhibition Booth on the Society’s Virtual Meeting Portal which will serve as the Society’s program via its APP onsite.

We assign space based upon receipt of your booking form and payment in full.  The Society accepts Visa/ Master Card or Company Check.  *REGISTER and PAY by September 20, 2021 and receive one extra exhibitor badge (a $300 value) for a total of 3 representative badges

Refunds and Cancellations

Cancellations received in writing by September 20, 2021 will be subject to a $500 administrative fee. There will be no refunds for cancellations received after October 1, 2020.

Space Assignment

Space will be assigned in the order in which booking forms are received.  Corporate Members are given priority placement.  Applications received after September 20, 2021 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, you will receive an invitation to create your Virtual Exhibit Booth at the Society’s Virtual Meeting Portal. Here, you can upload logos, videos on products, sales team contacts, brochures about your product etc.  It is essential that you complete the Virtual Exhibit Booth as the information provided to attendees to the live meeting is through this portal and the society APP.

For the LIVE exhibition: on or about October 1, 2021, the Pain Society of the Carolinas 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, lead retrieval and computer rentals

Shipping Information

Shipments should be made through The Pain Society and the Crowne Plaza Hotel.  Shipping instructions will be included in the exhibitor memorandum.

Mailing List – Society Lead Retrieval System

Through the Society’s Meeting Portal, you will have an opportunity to correspond with the meeting registrants.  You will also have the opportunity to order lead retrieval for $199.

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 badge is assigned. Additional badges are $300 each – no exchanging badges allowed.  The Society’s Meeting Portal will allow you to upload the number of badges/employees that you have secured. 

*REGISTER and PAY by September 20, 2021 and receive one extra exhibitor badge

 (a $300 value) for a total of 3 representative badges for exhibiting companies!

 

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 virtual 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 Crowne Plaza Hotel 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 Crowne Plaza Hotel 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 Crowne Plaza Hotel, its employees and agents. Exhibitor acknowledges that The Pain Society, its sponsors, members and endorsers, the Program committee, and/or meeting managers and Crowne Plaza Hotel 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

The Final Program is generated from the information that you post to the Society’s Meeting Portal. It is important that you compete this step so that your company is showcased in the best possible medium.

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 may 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 on or about October 1, 2021.

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

2021 PLATINUM CORPORATE MEMBERSHIP                                  $15,000  SOLD

2021 MEETING Participation as follows:

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

• One (1) Tabletop Exhibit Display in designated Corporate Member location.

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

• (1) Exclusive Platinum Corporate Member Showcase at the lunch hour (45 minutes) on Saturday, October 23,  The Society provides presentation room and exclusive time slot at lunch, audiovisual, food and beverage. Company provides speaker/ talk topic. (No CME provided). 

• 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
• Onsite Poster advertising Corporate Member Showcase. 
• Society Website advertisement of Corporate Member Showcase
•  Virtual Exhibition and Virtual Sponsor Portal(s)

• One (1) representative appointed to the Industry Advisory Committee

• Website link at www.PAPainSociety.org

 2021 GOLD CORPORATE MEMBERSHIP                                 $10,000

2021 MEETING Participation as follows:

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

• One (1) Tabletop Exhibit Display in designated Corporate Member location.

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

• (1) Gold Corporate Member Showcase at the lunch hour on Friday, October 22, or Dinner on Friday, October 22 or breakfast on Saturday October 23  (30 minutes) - (No CME provided). The Society provides presentation room and 1 time slot at Friday lunch or 1 at Saturday Breakfast. Friday night Dinners are up to 3 concurrent. Company pays for audiovisual, food and beverage and Company provides speaker/ talk topic.

• 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
• Onsite Poster advertising Corporate Member Showcase. 
• Society Website advertisement of Corporate Member Showcase
• Virtual Exhibition and Virtual Sponsor Portal(s)

• One (1) representative appointed to the Industry Advisory Committee

• Website link at www.PAPainSociety.org

2021 CORPORATE MEMBERSHIP                                                       $5,000      

 2021 MEETING Participation as follows:

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

• One (1) Tabletop Exhibit Display in designated Corporate Member location.

• One (1) additional complimentary registration for a total of three (3) registrations

• One (1) Pre & Post Registration Mailing List

• Company-Provided Product Flyer in Annual Meeting Conference Materials

• Company Acknowledgement at Annual Meeting
• Virtual Exhibition and Virtual Sponsor Portal(s)

• One (1) representative appointed to the Industry Advisory Committee.

• Website link at www.PAPainSociety.org

 

VIRTUAL EXHIBIT BOOTH ONLY                                                         $1,000

Company Participation in the Society’s Meeting Portal Virtual Exhibition. No live participation at the venue.  Company has full privileges of online access to both live and virtual attendees to the meeting, creates its own virtual booth and lists up to 3 sales team members at the virtual booth.

CONFERENCE BAGS            $1500                                                            

Distributed to all attendees.  Your company logo along with the Pennsylvania Pain Society Logo is imprinted

 on bag. You may include One (1) Company/product flyer in the bag                                                                                                                                                         

PROMOTIONAL MATERIAL    $500                                                              

Distributed to all attendees.  Company-provided Product Flyer in the annual Meeting conference materials

Lanyards $500

Distributed to all attendees. Company-provided lanyards for badges                                                          

ZIP Drives       $500

Company provides 2GB USB Zip Drives which contain talks of program and info about company product – Company Logo at Company’s discretion.

Wine Pour at Networking Reception $1000

Serve up to 10 bottles of society-provided wine from your display during the Networking Reception on Friday, September 18, 2020. 

New this Year!  Promotional Video at and in Exhibit Hall  $500

Two large video screens placed strategically at the entrance to the Exhibit Hall and at the Food & Beverage Station at the back of the Exhibit Hall will present up to 5 minute videos on your product, team, and/or exhibit for an additional opportunity for attendees to be directed to your display and/or learn about your company.  This will be on continuous play on Friday, October 22 and Saturday October 23.   

New this Year!   Room Drop $500

Opportunity to deliver to all hotel guest meeting attendees a brochure about your company.  This is for society permission to drop a flyer.  Company pays hotel fee for drop. 

New this Year!  Charging Station  $1000 (limit 2)

Have one of only 2 charging stations located next to your exhibit display complete with signage that you are supporting the station.  Note that this year, the meeting program is online via the meeting APP and attendees will be encouraged to bring laptops and tablets to the meeting.  They will need a charge!

 

*REGISTER and PAY by September 20, 2021 and receive one extra exhibitor badge

 (a $300 value) for a total of 3 representative badges for exhibiting companies!

 

For more information on Exhibition and Marketing Opportunities please contact:

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