EXHIBITOR PROSPECTUS
The Pennsylvania Pain Society
Annual Meeting and Scientific Sessions
November 8-10, 2019
The Hershey Lodge, Hershey PA
Exhibit Dates & hours*
Set-Up
Friday, November 8, 2019 10:00 AM - 12:00 Noon
Show Hours
Friday –November 8, 2019
12:00 Noon – 7:00 pm
Networking Reception in the Exhibit Hall 6:00 PM - 7:00 PM
Saturday-November 9, 2019
7:30 am – 3:30 pm
Tear Down
Saturday 3:30-4:30 PM
*Hours subject to change
The Pennsylvania pain Society
Annual Meeting and Scientific Sessions
November 8-10, 2019
Hershey Lodge, Hershey PA
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 in beautiful, Hershey, Pennsylvania November 8-10, 2019. 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 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, 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 Hershey Lodge is located at 325 University Drive Hershey, Pennsylvania 17033. 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 $199.00 Queen/ King plus tax. Once the rooms are booked and or the sleeping block discount expires, the hotel rates increase Please visit www.hersheylodge.com to book your hotel room online or call the hotel directly at 1-717-533-3311. The Society’s rates expire when the rooms sell out --or on October 7, 2019- whichever is sooner. Do not delay! Book today!
Cost/Payment
Cost per -Tabletop is $2,000 if secured and paid by August 1, 2019 (early bird rate) $2250 after August 1, 2019, 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 $300.00 each.
➢ Participation in the Networking Reception on Friday, November 8, 2019.
We assign space based upon receipt of your booking form and payment in full. The Society accepts Visa/ MasterCard, Company Check or ACH.
Refunds and Cancellations
Cancellations received in writing by October 1, 2019 will be subject to a 25% administrative fee. There will be no refunds for cancellations received after October 1, 2019.
Space Assignment
Space will be assigned in the order in which booking forms are received. Corporate Members are given priority placement. Applications received after October 1, 2019 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 1, 2019 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 rentals
➢ 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.
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. There are no substitutions once badge is assigned. Additional badges are $300 each. Company representative names and email addresses are due by email to llineback.lisa@yahoo.com on or before October 15, 2019.
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 Hershey Resort 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 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 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 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 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, 2019.
Exhibitor Confirmation by Society
Once an Exhibition application via the online registration link is received, confirmation of your participation and an invoice (if paying by check) will be sent to you by email. Payments are due by October 1, 2019.
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, 2019.
SITE INSPECTIONS
Exhibitors and Supporters are free to visit the meeting venue at their convenience. Please contact the venue directly to arrange a tour.
For more information on Exhibition and Marketing Opportunities please contact:
Lisa Lineback, Director of Exhibits at llineback.lisa@yahoo.com Tel: (336) 816-2049
Society Office Telephone: (941) 706-2166
ADDITIONAL OPPORTUNITIES
2019 PLATINUM CORPORATE MEMBERSHIP - $15,000
2019 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) Platinum Corporate Member Showcase at the lunch hour (45 minutes) -Friday November 8, 2019
OR Saturday, November 9, 2019. 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
2019 GOLD CORPORATE MEMBERSHIP $10,000
2019 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 breakfast hour (30 minutes) - Saturday, November 9, 2019 or Sunday, November 10, 2019. 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
2019 SILVER CORPORATE MEMBERSHIP $7,500
2019 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 registrations for a total of three (3) registrations
¥ (1) Silver Corporate Member Showcase timeslot at dinner for up to 20 people in a private room on Friday November 8 or Saturday, November 9 after the close of sessions. The Society provides dinner (chosen by society), beverages (beer, wine, soft drinks, coffee), presentation room, standard audiovisual. Company provides speaker /talk topic (No CME provided). Total 2 available per evening.
¥ 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
2019 CORPORATE MEMBERSHIP $5,000
2019 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 $1,000
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
Distributed to Attendees. Company provides 2GB USB Zip Drives – Company Logo at Company’s discretion
We Invite YOU to Exhibit and Support PPS!
- November 8 - 10, 2019
-
325 University Drive
Hershey,
United States
17033
