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Exhibitor
Information
REGISTRATION
FORM
Click HERE to register
We look forward to your
participation and support.
Sincerely,
Artie Kavanaugh, MD
Program Director |
George M. Martin, MD
Program Co-Director |
Nicole M. Gomez
Meeting Manager |
Invitation to
Exhibit
Rheumatology Winter Clinical
Symposium 2011 invites you to participate in the Exhibit Program for
this meeting. Rheumatology Winter Clinical Symposium offers exhibiting
companies the opportunity to display their products and services to
rheumatologists from all over the United States.
EXHIBIT DATES
AND HOURS
| Tuesday, January 11 (SET UP) |
2:00pm-6:00pm |
| Wednesday, January 12 |
7:30am-1:00pm |
| Thursday, January 13 |
7:30am-1:00pm |
| Friday, January 14 |
7:30am-1:00pm |
| Saturday, January 15 (DISMANTLE) |
7:30am-11:00am,
DISMANTLE 1:00pm |
Continental breakfast will
be served daily from 7:30 am to 8:30 am. One 30-minute refreshment
break per Scientific Session will be held in the Exhibit Area.
CATEGORIES OF
EXHIBITS
The exhibit program is
designed to provide rheumatologists with firsthand information about
products and services specific to the area of rheumatology and to serve
as a forum for updating the physician's knowledge of current
technological advances in the field of rheumatology. The exhibit
program is an integral part of the overall education program for this
meeting.
Rheumatology Winter Clinical
Symposium will consider application for exhibit space for products and
services in the following categories:
- Pharmaceuticals specific to
Rheumatology (both prescription and non-prescription).
- Equipment and devices, that
are designed for diagnosis and treatment of Rheumatologic conditions.
- Office equipment,
record-keeping equipment, or services relating to the support of
nonmedical aspects of the practice of rheumatology.
- Scientific educational
publications.
CRITERIA FOR
ACCEPTANCE
permission to exhibit may
be granted to firms only if their proposed exhibit meets the following
criteria:
- The product or service
relates specifically to the medical and scientific aspects of the
practice of rheumatology;
- The products or services to
be displayed are safe when used in accordance with the instructions or
recommendations of the applicant;
- The products or services are
capable of safely performing in accordance with the claims made by the
applicant;
- The products or services to
be displayed contribute significantly to the education goal of the
meeting.
APPLICATION
DEADLINE
In order to be considered for first assignment of space, applications
must be returned by October 1, 2009.
REVIEW
PROCEDURES
Applications for exhibit space will be reviewed to determine whether
they satisfy the criteria for acceptance. Also, please note the
following:
- Each applicant must supply
specific information concerning the products or services to be
displayed with the exhibit application.
- When deemed necessary,
Rheumatology Winter Clinical Symposium may request additional
supporting data from the applicant.
BOOTH
INFORMATION
All booths will be approximately 8’ x 10’ (80 square feet).
To maintain uniformity and to prevent obstruction of view of adjoining
booths, no solid or draped walls can be higher than eight (8) feet in
the back and four (4) feet along the dividers and aisles. The price of
the booth includes, in additional to the space itself for the entire
exhibit, a lone line sign, showing firm name, and one (1) complimentary
registration per booth.
The exhibit area is carpeted.
Sufficient lighting is provided for adequate illumination in the
exhibit area, but no individual electrical outlets are provided in the
booth space. The appropriate electrical contractor to ensure that all
safety requirements and fire regulations of the hotel are met must
supply all electrical work. All draping or display materials of cloth
must be fireproofed. Under no conditions will combustible oils or gases
be permitted in the exhibit area.
ASSIGNMENT OF
SPACE
All booths will be assigned on a first come, first served basis.
preferences will be given to companies that also provide Rheumatology
Winter Clinical Symposium with an educational grant.
PAYMENT
Booth fees are $1,800.00 USD per 8’ x 10’ area if space is
booked prior to September 15, 2010. After September 15, 2010 there will
be an additional charge of $200.00 USD per exhibitor.
Full payment must be submitted
with the application for exhibit space. no application will be
processed or space assigned until payment is received.
CONTRACTOR
SERVICES
Once your deposit is received, you will receive information on any
contractor services. All official contractors act in their own behalf
in all arrangements with exhibitors and are not agents, employees or
representatives of the Meeting. All services or material supplied by
such contractors on order of the exhibitor will be billed directly by
the contractor to the exhibitor. Therefore, the meeting does no assume
any liability or responsibility for any act performed or omitted by
such official contractors.
REGISTRATION
Registration forms will be sent to each exhibiting company with their
exhibitor confirmation. These forms should be returned not later than
October 30, 2009. no exhibitor will be admitted to the exhibit area
without and exhibitor’s badge. Each exhibitor is allowed one (1)
registration per booth without charge. Maximum of three (3) exhibitors
per booth.
The Rheumatology Winter
Clinical Symposium registration desk will be located adjacent to the
meeting rooms and will be in operation during exhibit hours. Housing
information will be included in the program book and mailed to you at a
later date.
CANCELLATION/REFUND
POLICY
Notification of an exhibitor’s decision to cancel must be mailed
in writing on company letterhead to Rheumatology Winter Clinical
Symposium. If written notification of cancellation is received by:
October 31, 2010 Full Refund (less $100 fee); November 1 - November 30,
2010 50% Refund; after November 30, 2010 no provision for any refund.
SET UP AND
DISMANTLING OF EXHIBITS
Exhibit Set-up: January 11 * 2:00pm-6:00pm
Exhibit Dismantle: January 15 *
11:00am-1:00pm
RULES AND
REGULATIONS
By applying for exhibit space, a company agrees to adhere to all
conditions and regulations outlined in this Invitation to Exhibit. The
following rules and regulations have been designed for the benefit of
all exhibitors. Rheumatology Winter Clinical Symposium requests full
cooperation of the exhibitor in their observance. Please be sure that
your promotional department or anyone else involved in the arrangements
for your exhibit had a copy of these rules and regulations.
It is the responsibility of the
exhibitor to guarantee that booth staff are aware of and adhere to
these rules, and conduct themselves in a professional manner throughout
the meeting. For your own protection please read the exhibitor rules
and regulations outlined in the prospectus. Also, it is important to
review these terms and conditions as well as any general information
with your exhibitor representatives who will be staffing our booth
on-site.
REGISTRATION
FORM
Click HERE to register
ADDITIONAL
RULES AND REGULATIONS
Advertising
Exhibit items, advertising literature or pamphlets that are distributed
may contain only recognized indications and claims. Advertising in any
media that particular products or services have been exhibited at the
meeting or in a manner that could be construed as an endorsement by the
meeting is prohibited.
Exhibitors shall not transmit
nor permit anyone to transmit a description of any part of the meeting
by means of radio, television, cable, videotape or other method of
transmission of audio or visual reports with written consent.
Advertising materials cannot be
distributed outside the exhibitor’s booth. This applies to
distributing fliers, handbills, invitations, magazines or other
advertising material to hotel rooms of meeting attendees. Distributing
material in any part of the facilities used by the meeting is forbidden.
Badges
All representatives of exhibiting firms must register and wear the
official exhibitor’s badge for admission to and while in the
exhibit hall. Company badges will not be accepted in lieu of the
official badge. Exhibitors may not deface or mark badges in any manner.
Affixing stick-on items, punching, stamping or marking badges is not
permitted. Individuals who do not have badges will not be permitted
into the exhibit area.
Booth
Activities/Demonstrations/Audiovisual Presentations
The exhibitor is permitted to demonstrate the firm’s equipment
and to make information presentations regarding the product line or
service in the booth. However, other attention getting devices in the
form of entertainment, or demonstrations of non-product items or
services must be approved in writing by the Meeting Manager. Only such
activities which, in the discretion of the Meeting Manager, are in
keeping with the professional deportment of the technical exhibits
program will be permitted. All demonstrations shall be confined to the
space allocated each exhibitor. The use of other than closed-sound
systems will be permitted only with the prior approval of the Meeting
Manager. Any exhibit may be closed if deemed by the Meeting Manager to
have an excessive noise level.
Contests and Drawings
Prize contests, awards, drawings, raffles or lotteries of any
description held at any time or place within the auspices of the
meeting are not permitted. Attendees may not be registered for
drawings, raffles or lotteries, which might be conducted. Gaming
devices of any description are not allowed in the exhibit hall.
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
or devices. The FDA also forbids the promotion of approved drugs or
devices for unapproved uses. In addition, under FDA rules, the
background of the exhibit must show the generic name of any drug
products featured.
Smoking
Rheumatology Winter Clinical Symposium has established a non-smoking
policy for the meeting. This applies to the entire meeting. Thank you
for not smoking.
Hospitality Functions
Prior Rheumatology Winter Clinical Symposium approvalis required for
all exhibitor hospitality functions. Hospitality functions cannot
conflict with official Rheumatology Winter Clinical Symposium
activities and must have no formal marketing, production demonstrations
or scientific presentations. no exceptions to this rule will be
allowed. Requests for such activities must be submitted in writing to
the Meeting Manager prior to November 30, 2009. The request must
specify date, time and location as well as type of function and
anticipated attendance.
Subletting/Sharing of Space
No part of any exhibit space assigned to an exhibitor may be
reassigned, sublet or shared with any other party by the exhibitor.
Shipping Information
Shipping information will be sent to you upon receipt of your deposit.
Exhibitors are responsible for all fees associated with shipping
materials.
Insurance
It is the responsibility of each exhibitor to maintain such insurance
against injury to person or damage or losses of property in such
amounts as the exhibitor deems adequate. Insurance protection will not
be provided to the exhibitor either by Rheumatology Winter Clinical
Symposium or the Hotel.
Security
Watchmen will NOT be available. The exhibit hall entrances will be
closed after exhibit hours each day.
There is not to be any assumption of obligation or duty with respect to
the protection of the property of the exhibitors, which shall at all
times be the sole responsibility of each exhibitor.
Liability and Indemnification
The exhibitor will be fully responsible for any claims, liabilities,
losses, damages or expenses relating to or rising out of any property
of exhibitor or any other property where such injury, loss or damage is
incident to, arises out of, or is in any way connected with
exhibitor’s participation in Rheumatology Winter Clinical
Symposium. Its officers, directors, agents and employees and the Hotel
and its agents, servants and employees from and against any and all
such claims, liabilities, losses, damages and expenses; provided that
the foregoing shall not apply to injury, loss or damaged by or
resulting from the negligence or willful misconduct of Rheumatology
Winter Clinical Symposium, its officers, directors, agents or employees
or of the Hotel and its agents, servants or employees. In case any part
of the exhibition hall is destroyed or damaged so as to prevent
Rheumatology Winter Clinical Symposium from permitting and exhibitor to
occupy assigned space during any part of the whole of the exhibition
period, or in case occupation of assigned space during an part or the
whole of the exposition period is prevented by strikes, Acts of god,
national emergency or other cause beyond the control of Rheumatology
Winter Clinical Symposium, then the exhibitor will be charged for space
only for the period the space was or could have been occupied by
exhibitor; and the exhibitor hereby waives any claim against
Rheumatology Winter Clinical Symposium, its directors, officers, agents
or employees for losses or damages which may arise in consequence of
such inability to occupy assigned space.
Interpretation and
Application of Rules and Regulations
All matters in question not specifically covered by these rules and
regulations are subject to the decision of Rheumatology Winter Clinical
Symposium through its board. Exhibitors agree to comply with all
subsequent reasonable rules adopted by Rheumatology Winter Clinical
Symposium. Rheumatology Winter Clinical Symposium may grant permission
to exhibit, subject to such special conditions or limitations, as it
deems necessary to assure that an exhibit satisfies the basic criteria
for technical exhibits.
REGISTRATION
FORM
Click HERE to register |
