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EXHIBITOR PROSPECTUS
The Pennsylvania Pain Society
Annual Meeting and Scientific Sessions
November 9-11,2018
Omni Bedford springs hotel
2138- US 220 BUS. BEDFORD, PA 15522
Exhibit Dates & hours*
Set-Up
Friday, November 9, 2018, 11:00 A.M. - 1:00 p.m.
Show Hours
Friday –November 9, 2018
1:00 P.M. – 6:30 p.m.
Networking Reception Exhibit Hall 5:30-6:30
Saturday-November 10, 2018
7:45 a.m. – 4:00 P.M.
Tear Down
Saturday 4:00 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 Third Annual Meeting and Scientific Sessions at the Omni Bedford Springs Hotel in beautiful Bedford, Pennsylvania November 9-11, 2018. The program will attract pain management specialists, family practice physicians with a clinical interest in pain management, anesthesiologists, orthopedics, physiatrists, neurologists, surgeons, psychiatrists, psychologists, pharmacists, 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 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 includes an anticipated 150 plus pain management specialists, family physicians with a clinical interest in pain management, anesthesiologists, orthopedics, physiatrists, neurologists, surgeons, general practitioners, , psychiatrists, psychologists, pharmacists, physician assistants, nurse practitioners, nurses, therapists and healthcare professionals from Pennsylvania and our neighboring States who have a professional interest in and/or a pain management practice and specialize in acute and chronic pain management.
Exhibit Information
Location
The Omni Bedford Springs Hotel is located at 2138 US-220 Bus. Bedford, PA 15522. 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 $195 a night plus tax. Once the rooms are booked and or the sleeping block discount expires, the hotel rates increase Please visit
https://www.omnihotels.com/hotels/bedford-springs/meetings/pennsylvania-pain-society-annual-meeting
to book your hotel room online or call the hotel directly at 814-623-8100. The Society’s rates expire when the rooms sell out --or on October 8, 2018- whichever is sooner. Do not delay! Book today!
Cost/Payment
Cost per -Tabletop is $2,000 if your application and payment is received before August 1, 2018 and $2250 AFTER August 1. This includes:
➢ (1) 6’ table (2) chairs - YOUR DISPLAY MUST FIT ON A 6-Foot TABLETOP.
➢ (2) Complimentary representative badges – Additional badges may be purchased for $300.00 each.
➢ Participation in the Networking Reception on Friday, November 9, 2018.
We assign space based upon receipt of your Booking Form. Once an Exhibition Booking Form is received, confirmation of your participation and an invoice will be sent to you by email. To obtain the Early Bird Discount, the Society must recieve payment and your booking form PRIOR to August 1, 2018. All payments must be recieved prior to the start of the Annual Meeting.
Refunds and Cancellations
Cancellations received in writing by September 1, 2018 will be subject to a 25% administrative fee. There will be no refunds for cancellations received after September 1, 2018.
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 1, 2018 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
On or about October 15, 2018 The Pain Society will issue a memorandum to registered exhibiting companies. The memorandum will contain all necessary information and order forms including:
➢ Drayage and shipping
➢ Labor regulations and rates
➢ Furniture, display and decorating rentals
➢ Electrical and telephone service
➢ Audiovisual and computer rentals
Shipping Information
Shipments should be made through the Omni Bedford Springs Hotel. Shipping instructions will be included in the exhibitor memorandum.
Mailing List
Each registered exhibitor will receive a pre-registration list approximately 15 days before the meeting, a printed copy at the meeting, and a final registration list within 3 days after the meeting. Use of this list will be restricted to a one time only use and information directly related to 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 badges per tabletop purchased - these must be assigned to a representative and there is no swapping out permitted. Additional badges are $300 each. Company representative names and email addresses are due by email to llineback.lisa@yahoo.com on or before November 1, 2018.
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 Omni Bedford Springs 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 Omni Bedford Springs 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 Omni Bedford Springs Hotel, its employees and agents. Exhibitor acknowledges that The Pain Society, its sponsors, members and endorsers, the Program committee, and/or meeting managers and Omni Bedford Springs 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 Roster
Upon receipt of the booking form, you will be asked to send a 50-word Exhibitor Company/Product profile. This will be published in an Exhibitor Roster. Failure to provide the profile by the deadline will preclude your company from being listed in the Roster. Profiles are due on or before October 1, 2018.
Exhibitor Confirmation by Society
Once an Exhibition Booking Form is received, confirmation of your participation and an invoice will be sent to you by email. Deposits are due by September 1, 2018 with any balance due by October 1, 2018.
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 15, 2018.
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
2018-19 PLATINUM CORPORATE MEMBERSHIP $25,000
2018 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) Corporate Member Showcase at the lunch hour (45 minutes) -Friday November 9, 2018
OR Saturday, November 10, 2018. The Society provides presentation room, standard audiovisual, food and beverage. Company provides speaker /talk topic (No CME provided).
- One (1) Pre & Post Registration Mailing List
- Company-Provided Product Flyer in Annual Meeting Conference Materials
- One (1) representative appointed to the Industry Advisory Committee
- Website link at www.PAPainSociety.org
2018-19 GOLD CORPORATE MEMBERSHIP $10,000
2018 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) Corporate Member Showcase at the breakfast hour (30 minutes) - Saturday, November 10, 2018 or Sunday, November 11, 2018. The Society provides presentation room, standard audiovisual, food and beverage. Company provides speaker /talk topic (No CME provided).
- One (1) Pre & Post Registration Mailing List
- Company-Provided Product Flyer in Annual Meeting Conference Materials
- One (1) representative appointed to the Industry Advisory Committee
- Website link at www.PAPainSociety.org
2018-19 SILVER CORPORATE MEMBERSHIP $7,500
2018 MEETING Participation as follows:
- Membership Designation included on all print materials, membership roster, and highlighted on website
- One (1) Industry supported dinner for up to 20 people in a private room on Friday or Saturday evening after the close of sessions. Socierty provides food (plated dinner chosen by society), beverage (beer, wine, soft drinks, coffee), room, and standard a/v. Company provides speaker / talk topic (no CME provided). These run parallel. Total 4 available per evening.
- 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
- One (1) representative appointed to the Industry Advisory Committee.
- Website link at www.PAPainSociety.org
2018-19 CORPORATE MEMBERSHIP $5,000
2018 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
- One (1) representative appointed to the Industry Advisory Committee.
- Website link at www.PAPainSociety.org
CONFERENCE BAGS $2,500
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
WINE POUR AT Welcome reception $700
Serve 6 bottles of wine (3 red/ 3 white) from your exhibit tabletop during the November 9, 2018 Welcome Networking Reception.
PROMOTIONAL MATERIAL $ 500
Distributed to all attendees. Company-provided Product Flyer in the annual Meeting conference materials
Lanyards
Distributed to all attendees. Company-provided lanyards for badges $ 500
Distributed to Attendees. Company provides 2GB USB Zip Drives – Company Logo at Company’s discretion
For more information on Exhibition and Marketing Opportunities please contact:
Robin L. Hoyle JD, Executive Director at robin@robinhoyle.com or
Lisa Lineback, Director of Exhibits at llineback.lisa@yahoo.com
Society Office Telephone: (617) 320-6748
Exhibitor 2018 PPS Annual Meeting
- November 9 - 10, 2018
-
Omni Beford Springs Hotel
2138 Business 220
Bedford, Pennsylvania
United States
15522
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You can return a product for up to 30 days from the date you purchased it.
Any product you return must be in the same condition you received it and in the original packaging. Please keep the receipt.
Membership and Event Fees are not refundable.
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Who can access the The Pennsylvania Pain Society member portal?
Please note that the The Pennsylvania Pain Society member portal is to be used by members of The Pennsylvania Pain Society only. Certain workspaces within the member portal will be tailored for and restricted to certain membership types; access to these areas will be determined and approved by The Pennsylvania Pain Society staff. The Content that is displayed in your member portal will automatically vary based on your user / membership type.
What can be posted?
To ensure all interactions within the The Pennsylvania Pain Society member portal are safe and friendly, The Pennsylvania Pain Society staff will oversee the member portal activity and will review, edit, and delete any inappropriate content that has been submitted. This includes abusive or offensive language, spam, malicious files, or other disrespectful contact. To help provide a productive environment, please report any offensive or suspicious activity to The Pennsylvania Pain Society staff. Please note that not all user-submitted content is representative of The Pennsylvania Pain Society, nor does it necessarily represent the views of The Pennsylvania Pain Society, its staff or members.
