2016 SESPRS 59 th ANNUAL SCIENTIFIC MEETING EXHIBIT OPPORTUNITY Disney s Grand Floridian Resort Orlando, Florida June 11-15, 2016

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1 2016 SESPRS 59 th ANNUAL SCIENTIFIC MEETING EXHIBIT OPPORTUNITY Disney s Grand Floridian Resort Orlando, Florida June 11-15, 2016 Dear Prospective Exhibitor/Supporter: We are pleased to invite you to exhibit at our 2016 SESPRS 59th Annual Scientific Meeting! Reach SESPRS members and meeting attendees while enjoying first-class facilities at Disney s Grand Floridian Resort and Spa, 4401 Floridian Way, Lake Buena Vista, Florida Phone: The Southeastern Society of Plastic and Reconstructive Surgeons is the oldest regional plastic surgery society in the United States and the Annual Scientific Meeting is recognized by many as one of the most outstanding regional meetings in the country. Our 2016 meeting promises to be educational, exciting and entertaining. The Annual Scientific Meeting will focus on basic and innovative scientific research and/or clinical studies that foster the pursuit of the highest levels of excellence in the specialty of Plastic Surgery. Interested companies may take advantage of this SPECIAL MEETING by completing the registration and agreement forms attached and ing or faxing them back with payment. Exhibitors will enjoy this relaxed meeting and have quality time with our attendees. Set-up will be on Saturday, June 11, 2016, at approximately noon (12:00 pm). There will be a Hot Topics Session on Saturday afternoon from 4-5:00 pm and a Welcome Reception to follow outside on the Summer House Patio and sand beach. All exhibitors are welcome to this event from 6-8 pm. You are welcome to be at your booths during the Hot Topics session that will be hosted in the adjacent ballroom. The Hot Topics Session which was introduced at our 2015 meeting will demonstrate new and innovative technology, procedures, etc. and will be presented by registered attendees. Industry is welcome to present at this session as long as the presentation is made by a registered attendee. Abstracts are currently being accepted through our on-line portal. Exhibits will be open daily and please plan to join us on Sunday evening for our Theme Party with a flair of imagination! Advertising Support Opportunities are also available. In return for supporting a program, you will be recognized for your support of the event with prominent signage and receive other appropriate benefits approved by the Society. Please discuss Support Opportunities with Susan Russell, srussell@sesprs.org or Exhibit booths and event support opportunities are reserved on a first-come, first-served basis. A tentative exhibit hall schedule and floor plan (subject to change) for the Annual Meeting is attached. An exhibit space registration and agreement form is also included. Your payment must accompany your exhibit application. We will begin assigning booth space for the Annual Meeting as fully paid contracts are received. We hope that you will accept our invitation to reserve an exhibit space and support these meetings. If you have any questions, please do not hesitate to contact Susan Russell at srussell@sesprs.org. You may also call us at (435) We look forward to seeing you at the Disney Grand Floridian Resort in June! Susan Russell SESPRS Executive Director Page 1

2 EXHIBITOR REGISTRATION AND AGREEMENT SOUTHEASTERN SOCIETY OF PLASTIC & RECONSTRUCTIVE SURGEONS 59th ANNUAL SCIENTIFIC MEETING JUNE 11-15, 2016 Disney s Grand Floridian Resort & Spa Exhibitor Registration and Agreement Form Company: Address: City: State: Country: Zip: Principal Contact Name and Phone Number (Responsible for coordination and communication with meeting planner): Representative Phone: Fax: Web Site Address: Yes, we will exhibit at the SESPRS 59th Annual Scientific Meeting Exhibit $3,250 each - 6 foot table top display. Welcome Reception, Saturday, June 10, 2016, no additional fee, note to left the number of exhibiting reps attending (2 included with each paid exhibit space). Tennis Tournament, Sunday, June 11, 2016, 1:30 pm, $60.00 per person includes transportation to and from the facility. Name of each tennis player Theme Dinner, Sunday, June 11, 2016, no additional fee, note to left the number of paid exhibiting reps attending. Name of each rep attending Golf Tournament, Monday, June 12, 2016, 1:30 pm, Palm Golf Course, $ per person, Club rental $20.00 per person. Name and handicap of each golfer Optional Black Tie Event, Tuesday, June 14, $200 per person. Name of each rep attending Page 2

3 EXHIBITOR REGISTRATION AND AGREEMENT (2 Representatives Included - Additional Representative $250 each - Limit 4 reps per exhibit booth) TOTAL ENCLOSED $ REPRESENTATIVES: Please list the names of all representatives who will be at the 2016 June SESPRS Meeting in conjunction with your exhibit. Registration for up to (2) representatives is included in the registration fee. An additional $ registration fee ($ on-site) is required for an additional representative. There is a maximum of four (4) representatives allowed per exhibit space. Each exhibit space consists of a six (6) foot table-top display. Cancellation of booth space requested in writing prior to Friday, April 15, 2016, will be granted, subject to a $50 processing fee. No cancellations will be considered after Friday, April 15, {Contact us if you have additional questions: or Susan at srussell@sesprs.org}. Representative In-Charge Name: (Included) Name: (Included) Name: ($250 Reg. Fee; $275 On-Site) Name: ($250 Reg. Fee; $275 On-Site) Credit Card: Visa MC AMX EXP Date: Card #: Security Code: SIGNATURE: DATE: Please allow sufficient time for credit card processing. The total contracted amount must be forwarded with this application form. The total fee must be received prior to space being assigned. If paying by check please make payable to The Southeastern Society of Plastic and Reconstructive Surgeons (SESPRS). To secure your exhibit space or fax or forward contract and payment to: SESPRS / Attn: Susan Russell 6300 Sagewood Drive, Suite H255 Park City, UT TEL: (435) FAX: (435) Page 3

4 EXHIBITOR REGISTRATION AND AGREEMENT Attestation: On behalf of my company, I have read, understand and agree to the terms and conditions set forth in the General Information and Conditions of Exhibitor Agreement sections of this prospectus. In addition, I agree that my company will abide by all ACCME regulations regarding corporate support as they are now and as they may be amended. NAME: DATE: SIGNATURE: Please see the exhibit space layout to follow. You may request a particular booth at the time your exhibitor agreement is received and paid in full. Space is on a first come, first served basis and a requested booth may be denied due to an earlier competitor company assignment. Grand Floridian Ballroom Salon 4 and Salon 5 will host our Exhibitors. Our poster presentations will be displayed within this space as well. Food and Beverage Stations will be in the center of Salon 4 & 5. See the diagram on the following page. The General Session will take place daily in Salon 6. Page 4

5 EXHIBITOR ROOM DIAGRAM MAIN ENTRY HALL GENERAL SESSION ROOM Entrance 13 EXHIBIT HALL 27 Entrance Food and Beverage Stations Poster Area Poster Page 5

6 EXHIBITOR HOTEL SHIPPING AND HANDLING INFORMATION RICOH is a world class organization delivering great results for your Disney program. We provide a Full Service Print Production Center on Walt Disney World property for Program Managers and Meeting Planners. We offer You, Your Attendees and Exhibitors a top-notch competitive and customized printing service on-site which: Eliminates the stress of longer lead times for printing Accommodates graphic designer, trainer and speaker tight deadlines Eliminates the cost of shipping Saves you the usual 10%-15% cost of printing overruns Adds NO delivery or rush charges Avoids the stress of lost or damaged materials Allows you to travel light and avoid shipping hassles by using our Print-On-Demand capabilities Supports green initiatives by reducing waste and lowering your carbon footprint Print ahead with proofs for your approval and have all of your conference printing waiting for you upon arrival. Discounted pricing for Business Center services will apply if you print with us as well as discounts for package processing fees. Services available: Large volume production of conference materials Conference Programs Training materials Brochures Handouts/Flyers Binders/Tabs Name Tags Table Tents Show dailies/convention news printing Fulfillment for attendee bags and other needs CLIENT COMMENTS Your flexibility, positive demeanor,excellent customer service and quality of print was superb. RICOH provided great service to us. We ed them something to print and by the time we arrived at the Business Center, our copies were ready for us. Although I was aware the resort outsourced services, you wouldn t even know it as RICOH s service delivery was seamless. Posters 8.5x11 to 40x60 inches Banners up to 3 feet by any length with or without grommets Wide variety of binding and finishing such as coil, GBC, fast-back, saddle-stitch Color and Black & White digital prints Equipment rentals and office supplies for your staff office CONTACT: Stacy CUSTOMER AustinLIAISON IKON CUSTOMER LIAISON customerliaison@ricohbusinesscenters.com asaustin@ikon.com Page 6

7 Convention Services If you want to have your shipment at your booth please submit this payment: Disney s Grand Floridian Resort 4401 Floridian Way Lake Buena Vista, FL Phone: Fax: Please Print Or Type Event Name: Company Name: Address: Phone: Event Dates: Booth No: City, State, Zip Fax: Handling Fees: Envelope/ Small Box (up to 4 lbs) $3.00 Quantity: Medium Box (5-20 lbs) $5.00 Large Box (21-70 lbs) $10.00 Boxes 71 lbs- over $.70/lb Display Cases (Up to 70lbs) $15.00 Display Cases (70lbs & Above) $.70/lb Pallets $.70/lb -Payment in full must be rendered before the beginning of the show either in advance or prior to the start of the event- Form of Payment: Visa MasterCard American Express Card No: Exp. Date: / / Name on Card You can now save money and have peace of mind through our EXHIBITOR AND SPEAKER DISCOUNTS which are competitive with sources you may now use. For a quote on printing, posters, banners, and custom print jobs, contact Customer Liaison Cell: customerliaison@ricohbusinesscenters.com Package Processing Discounts for projects printed on property. Page 7

8 GUEST PARCELS Telephone (407) Fax: (407) Hours of Operation Monday Friday 7:00 am 4:00 pm Saturday Sunday 8:00 am 1:00 pm Shipping Address: 4401 Floridian Way Lake Buena Vista, FL The Guest Parcels Department at the Boardwalk Resort is a full service Business Center operating 6 days a week for your convenience. We receive and ship packages via Fed-Ex, UPS, and private carriers. To expedite the handling of your shipment upon arrival, please include in the labels all the required information: Contact Name, Event Name, Booth #, and the number of packages. Please schedule your packages to arrive no more than 3 days prior to your event. We cannot accept packages or freight consigned to a decorator. There is a standard handling and processing charge assessed (based on weight) on all inbound/outbound packages and freight shipments. Weight/Type of Package Handling Fee Envelope $3.00 Small box (up to 4lbs) $3.00 Medium box (5-20lbs) $5.00 Large box(21-70lbs) $10.00 Golf Clubs $10.00 Display Cases $15.00 Pallets, boxes, and cases over 70lbs $0.70 per pound All handling/processing fees can be charged to your room, credit card and master account. Cash is accepted at the Business Center only. Page 8

9 IKON Business Center IKON Business Center From: DO NOT DELAY Company Name From: DO NOT DELAY Company Name c/o Disney's Grand Floridian c/o Disney's Grand Floridian 4401 Floridian Way 4401 Floridian Way Lake Buena Vista, FL Lake Buena Vista, FL To: Event: To: Event: IKON Business Center IKON Business Center From: DO NOT DELAY Company Name From: DO NOT DELAY Company Name c/o Disney's Grand Floridian c/o Disney's Grand Floridian 4401 Floridian Way 4401 Floridian Way Lake Buena Vista, FL Lake Buena Vista, FL To: Event: To: Event: Page 9

10 EXHIBITOR HOTEL EQUIPMENT INFORMATION AND REQUEST FORM Exhibitor Request Form Disney's Grand Floridian Resort Exhibitor Request Form Disney's BoardWalk Resort CUSTOMER INFORMATION DELIVERY INFORMATION PLEASE PRINT OR TYPE Convention Name: Company: Booth #: Address: On-Site Contact/Cell: City: State Zip: Delivery Pick-Up Phone: Fax: Date: Date: Contact: Time: Time: AV EQUIPMENT (*Service Fee) Qty Daily Rate # of Days TOTAL (2) Powered Speakers with Mixer $255 $ Wireless Microphone $175 $ DVD Player $100 $ 54" AV Cart w/drape $55 $ 32" Monitor/TV $200 $ LCD Projector 4000 lumens $425 $ 6'-8' Tripod Screen $60 $ RENTAL POLICY DISPLAY EQUIPMENT (* Service Fee) Daily Qty Rate # of Days TOTAL PAYMENT INSTRUCTIONS 17" LCD Flat Data Monitor $145 $ 21" LCD Flat Data Monitor $150 $ 46" LCD Monitor $525 $ 61" Plasma Monitor $600 $ Chrome Post Stand $120 $ Laptop 2Ghz/20gb/Win XP $275 $ VGA Cable 25'-50' $37 $ Wireless Mouse $60 $ Card Type: Amer. Express Visa MasterCard Pricing is effective October 1, 2015 through September 30, 2016 and is subject to change. All equipment to be in operating condition upon delivery. If a malfunction is experienced in operation, the problem must be reported immediately. We will replace or repair the equipment. We are not responsible for problems reported after the rental period. Clients are responsible for all items while in their use; this includes damage, loss, theft, or vandalism. Repair or replacement costs will be charged. Cancellation of Equipment: 48 hour notice of cancellation is required for rental equipment or a fee of 50% of the normal one day rental rate will be charged. If equipment is delivered, client will be charged the normal one-day rate. Prices are bsed on current rates and are subject to change without notice. All equipment is on a daily rate per-room/booth basis. Please indicate method of payment. This section must be completed before your order can be processed. A credit authorization is requested as a deposit against additional services and/or labor. Payment of any balances may be made by company check upon presentation of statement while at the event. However, a credit card authorization must be on file. Any balances outstanding as of move-out will be charged to your account. Card # Card holder name: Signature: Total Equipment Rental $ *20% Service Fee $ 6.5% FL Sales Tax $ TOTAL $ Exp. Date: To place order call (407) or fax (407) Equipment listed does not reflect our total inventory; please call for additional information and pricing. Disney 09/04/15 rwh Page 10

11 Disney s Grand Floridian Exhibitor Electrical Pricing Mailing Information: Audio Visual Department Phone: (407) TO ORDER: Disney's Grand Floridian Fax: (407) P.O. Box 10,000 Lake Buena Vista, FL SHOW NAME: NAME OF FACILITY: FIRM NAME: BILLING ADDRESS: TELEPHONE: ADDRESS: SIGNATURE: ON-SITE CONTACT: SHOW DATES: BOOTH: CITY, STATE, ZIP: FAX: PRINT NAME: CELL PHONE: For Outdoor Events 20 AMP Minimum Required ELECTRICAL OUTLETS (Approximately 120V A.C. 60 Cycle) Advance Regular 120 Volts Quantity PRICE $ PRICE $ Cost WATTS (5 AMPS) ,000 WATTS (10 AMPS) ,501-2,000 WATTS (20 AMPS) ELECTRICAL SERVICE CONNECTIONS (Approximately 208v A.C. 60 Cycle) 208 VOLTS SINGLE PHASE Labor of 1 1/2 hrs/hook-up & 1 hr/dismantle will be charged for 208 Volt Services 20 AMPS AMPS AMPS AMPS VOLTS THREE PHASE Labor of 1 1/2 hrs/hook-up & 1 hr/dismantle will be charged for 208 Volt Services 20 AMPS AMPS AMPS AMPS AMPS AMPS EXTENSION CORDS (Electricity not included) Single Outlet Quad Outlet/Power Strip LABOR STANDARD Mon - Fri 8:00 a.m. - 5:00 p.m (except Holidays) Information: Exhibits.GrandFloridian@psav.com OVERTIME Mon - Fri 5:00 p.m. - 8:00 a.m and Sat/Sun/Holidays SUB TOTAL $ 6.5% FL Sales Tax* TOTAL DUE $ All Tax Exempt clients must send a copy of their Tax Exempt Form TERMS AND CONDITIONS APPLY SPECIAL REQUIREMENTS Dedicated Circuit or 24 hours service required? Yes No (If yes, double electrical outlet or electrical service connection charge.) RATES FOR HIGHER WATTAGES, VOLTAGE, OR SPECIAL LIGHTING ON REQUEST. SPECIAL HANGING OR INSTALLATION DONE ON TIME AND MATERIAL BASIS. ISLAND BOOTHS A scaled floor plan must accompany orders showing locations of electrical outlets, connections, and lighting equipment. There is a minimum labor charge of (1.5) one and one half hours for hook-up and (1) one hour to dismantle for island booths, special events, and 208 volt services. FULL PAYMENT DUE PRIOR TO SHOW OPENING All credit cards will be processed by PSAV Make all checks payable to PSAV MasterCard Visa AMEX Discover Check Credit Card #: CCID# EXP Date: Card Holder's Name (PRINT) Authorized Signature: ALL ORDERS MUST BE PAID IN ADVANCE ON U.S. BANKS Rental rates quoted cover any portion of a seven (7) day consecutive period. Pricing is effective October 1, 2015 through September 30, 2016 and is subject to change. Applicable sales tax is not included. Page 1 of 2 Page 11

12 REGULATION AND GENERAL INFORMATION 1.Calculate your lighting needs by adding wattage in each location. 2.For other equipment, read the ratings from the metal plate attached to the unit (See Example). If the rating is in watts, order in wattage. If the rating is in amps, order in amperage. 3.Separate locations require separate outlets (500 watt min.). EXAMPLES OF HOW TO READ METAL PLATES ON EQUIPMENT V120 PH1 Hz60 = 120 Volts, Single Phase = 60 Cycles V230 A30 = 230 Volt =30 Amps Where will my outlet be located? Your outlet will be located as depicted, unless floor plan is received indicating otherwise. INLINE BOOTHS -PENIINSULA BACK TO BACK PENINSULA One drop within booth when power source in ceiling or one location at DEG s discretion when power source is in the floor. Please see Regulation #4 below. ISLAND BOOTHS 1. Orders must be received with payment a minimum of ten (10) business days prior to scheduled event set-up for discount rates. Orders received less than ten (10) business days prior to scheduled event set-up or without payment will be charged at the floor order rates. 2. The Disney Event Group (DEG) is not responsible for voltage fluctuations or power failure due to temporary conditions. For your protection, you should install a surge protector on your computer(s). All electrical installations and connections to all electrical service should be made by our electrician. We will not be responsible for any damage or loss of equipment, component, computer hardware, or software and/or damage or injury to any person caused by the installation, connection, or plugging into any electrical outlet by person other than our electrician. 3. A separate outlet must be ordered for each location where electricity is needed. 4. Rates listed for all connections including bringing the service to booth in the most convenient manner for DEG and DOES NOT INCLUDE connecting equipment, materials, special wiring, or labor. Normally, all electrical outlets will be placed on the floor in back of booth. Island booth outlets may be brought to one (1) location at our discretion if no information is provided and this charge is on a time and material basis. 5. A minimum charge of one and one half (1½) hour labor for installation and one (1) hour to dismantle will apply and time will commence upon exhibitor s request. Failure to start labor at requested time will result in a one (1) hour charge per electrician requested, unless 24-hour advance notice is provided in writing. 6. Additional service charges and labor charges may be assessed for installations. 7. All equipment regardless of source of power, must comply with Federal, State, and local codes. DEG reserves the right to inspect all electrical devices and connections to ensure compliance with all codes. DEG is required to refuse connections where the exhibitor wiring is not in accordance with local Electrical Code. 8. Standard wall and other permanent building utility outlets or sockets are not part of booth space and may not be used by exhibitors. A separate outlet must be ordered at regular price for each piece of equipment to be connected. 9. All electrical equipment must be properly tagged and wired with complete information as to the type of current required for operation, voltage, phase, cycle, horsepower, etc. 10. All exhibitor s cords must be minimum of 14/3 with ground. ALL exposed noncurrent carrying metal parts of fixed equipment, which are liable to be energized, shall be grounded. 11. Material and equipment furnished by DEG for this service order is furnished on a rental basis, remains our property, and shall be removed ONLY by DEG. Price also includes all necessary disposable supplies. 12. DEG employees are authorized to cut floor coverings when essential for installation of service otherwise indicated. 13. Claims will not be considered or adjustments made unless filed in writing by the exhibitor prior to close of event and this claim must be verified by DEG prior to close of event. 14. Credit will not be given for service installed and not used. 15. Exhibitor holds DEG harmless for any and all losses of power Exhibitor holds DEG harmless for any and all losses of power beyond DEG s control, including but not limited to losses due to utility company failure, permanent power distribution failure, power failure caused by vandalism, faulty exhibitor equipment, or overloads caused by exhibitor. 16. As the official Electrical Contractor, we will be responsible for: All under carpet distribution of electrical wiring All motor and equipment hook-ups requiring hardware connections The above items require electrical labor, which may be ordered in the Electrical Labor sections on the preceding page. 17. In the interest of public safety, exhibits in the convention facilities may be inspected to determine if any violations exist. If they are found, qualified electricians are available to correct the problems. This work will be performed on a time and materials basis. If the exhibitor does not wish to have the fault corrected, electrical service to the offending booth will not be connected. If an exhibitor is not informed or does not understand basic safety standards for electrical wiring, an electrician should be consulted. Serious risks are involved which can be eliminated by understanding basic requirements of safe wiring inside your booth. For the safety of you and the public, remember these points: All wiring must have a 3-wire grounded cord with a minimum of #14 gauge. The use of clip-on sign sockets, latex, or lamp cord wire in displays, or the use of 2-wire clamp-on fixtures, is prohibited by order of fire prevention bureaus at trade shows and conventions. Zip cords or 2-wire cords are ungrounded and could result in safety hazards. Their use is forbidden to all convention facilities. 18. Electricity will be turned on within 30 minutes of show openings and turned off within 30 minutes after the closing. Disney 09/04/15 rwh Page 2 of 2 Page 12

13 EXHIBITOR GENERAL INFORMATION BADGES: Two (2) complimentary representative badges will be issued to the exhibiting company for each paid space. The fee for each additional badge is $250 ($275 on site), for a maximum of four (4) representatives per table. Name badges are required for entrance to our Exhibit Room. CANCELLATION POLICY: In the event of cancellation, refunds will be made if notification of cancellation is received in writing prior to Friday, April 15, 2016, subject to a 25% processing fee. Refunds will not be made for cancellations made after Friday, April 15, EXHIBIT AND SPONSOR CONTACT INFORMATION: Applications with credit card information may be ed to Susan at srussell@sesprs.org. Please mail checks to: SESPRS - The Southeastern Society of Plastic and Reconstructive Surgeons ATTN: Susan Russell 6300 Sagewood Drive, Suite H255 Park City, UT Tel: EXHIBIT FEES: Exhibit Space; 6-foot table-top display only: $3250 Due to space constraints, we are able to offer a maximum of (2) tables per company. There will be approximately 32 spaces in our Exhibit Areas, which is the location of our, welcome reception, event breakfasts, coffee/refreshment breaks, posters and exhibits. In the event additional exhibit space is required adjustments to the attached diagram may be made by SESPRS. (Refer to Exhibitor Room Diagram on page 5) Exhibitors are welcome to take part in our tennis and golf tournaments. Additional fees apply. For additional details or call the Society office, or refer t EXHIBITOR REGISTRATION: Exhibitors may register beginning at 12:00 PM on Saturday, June 11, Name badges and information will be available at that time at the registration desk. No daily breakdown is required. Exhibits will be open beginning Saturday, June 11, 2016, and end on Wednesday, June 15, 2016, at 12:30 pm. EXHIBITOR REPRESENTATIVE: The exhibiting company will name one person as its duly authorized representative, who is responsible for the exhibit and hereby accepts and assumes all responsibility for all representatives or alternates in attendance at its exhibit throughout all exhibit periods. Please notify meeting representatives at any time if there are any changes. ALL MEETING INFORMATION IS SENT TO THE PRIMARY CONTACT S ATTENTION. Page 13

14 HOTEL INFORMATION AND RESERVATIONS: The 59th Annual Scientific Meeting will be held at Disney s Grand Floridian Resort, 4401 Floridian Way, Lake Buena Vista, Florida Phone: Reservations may be made by by visiting clicking on the meetings tab, choose the 59th Annual Scientific Meeting, click on the link to Reserve Your Room and it will take you to our Special Block Room Rate of $235 per night plus tax, service charges and resort fees. You may also call the hotel directly at HOURS OF EXHIBIT OPERATIONS: Saturday, June 11, :00 PM - Set-up 4:00 5:00 pm Hot Topics Session and Exhibit viewing 6:00 8:00 pm Welcome Reception at the Summer House Patio and Sand Beach Sunday, June 12, 2016 (Theme Dinner this evening - Exhibitors Welcome) 7:00 AM 1:00 PM 1:30 pm Tennis Tournament - fee applies - registration required Monday, June 13, :00 AM 1:00 PM 1:30 pm Golf Tournament - fee applies - registration required Tuesday, June 14, 2016 (Black Tie Dinner - Optional Fee, Registration Required) 7:00 AM 1:00 PM Wednesday, June 15, :00 AM 12:00 PM Each day s breakfast and coffee/refreshment break services will be held in the exhibit room. DISMANTLING OF EXHIBITS: All exhibits must remain intact until 12:30 PM on June 15, 2016, the official closing time. INSTALLATION OF EXHIBITS: Each paid exhibitor booth space will consist of one 6 foot table top display, table linens and (2) chairs will be provided. Your company name and logo will be listed in our exhibitor information and placed in each attendee registration folder and on on-site signage. Additional equipment i.e. electricity equipment, telephone/internet, etc. are to be provided by the hotel at the exhibitor s expense. All set-up and teardown of exhibits is the responsibility of the exhibitors. Should you require additional assistance, please contact the Hotel directly. Set-up of the exhibits will begin on Saturday, June 11, 2016, at approximately 12:00 PM. Displays are limited to tabletop exhibits only. Any additional enhancement that cannot be contained to the top of the tables is prohibited. Banners or flags may be permitted with the permission of the Society. Free-standing booths are prohibited. All exhibits, equipment, displays, literature, video, and audio equipment, etc., must be contained within the Page 14

15 allotted table space. Exhibits not adhering to these rules and regulations will be dismantled on-site at the exhibitor s expense with no refund. SHIPPING & DELIVERIES OF EXHIBITOR DISPLAYS: REFER TO PAGES 6-9 ABOVE SHIPPING AND HANDLING AND EQUIPMENT RENTAL (INTERNET, POWER, ETC..) MUST BE SECURED DIRECTLY THROUGH THE HOTEL. PLEASE SEE PAGES 6-12 OF THE PROSPECTUS FOR DETAILS AND ORDER FORMS. CONDITIONS OF EXHIBITOR AGREEMENT: 1. Assignment of Space: Booth space will be decided on a first-come, first-served basis based on the date of receipt of the Exhibitor Registration & Agreement Form, full payment and direct company competitors. Exhibitors may request a particular booth space although final decision will be determined by SESPRS. Once space is assigned, an exhibit may only be moved with the mutual consent of SESPRS and the specified exhibitor. 2. Payment: Full payment is required with a completed registration and agreement form for exhibit booth to be assigned. 3. Cancellations: Cancellations in writing to SESPRS on or before April 15, 2016, will receive a refund of the exhibit fee minus a 15% processing fee. No refunds will be made for cancellations received after April 15, Care of Exhibit Space: Exhibitors must maintain and keep their exhibit booth and the contracted space in good order, at their expense. 5. Insurance: In all cases, exhibitors wishing to insure their goods must do so at their own expense. Please send SESPRS proof of insurance. 6. Protection of Exhibit Space: Nothing shall be posted, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the hotel without the permission of SESPRS and/or a representative of the hotel. Packing, unpacking, and assembly or exhibits shall be done in designated areas and conform to instructions of SESPRS or hotel representatives. 7. Default Occupancy: An exhibitor who fails to occupy contracted space is not relieved of the obligation to pay for such space at the full rental price, and SESPRS shall have the right to use that space upon the show s opening. 8. Use of Space: Exhibits will only be permitted in the official exhibit area established by SESPRS. 9. Cancellation or Relocation of Meeting: If cancellation or relocation of the meeting is due to circumstances within SESPRS s control, SESPRS s liability will be limited to a refund of fees to the exhibitor. If SESPRS has no control over the cancellation or relocation, SESPRS will have no liability of any kind, but may at its discretion, refund any fees paid by the exhibitor. 10. Liability: SESPRS does not assume any responsibility for the protection of property of the exhibitor or their representatives, or of the property used in connection with the exhibit, from theft, damage, or destruction. Small or easily portable articles shall be properly secured or removed after exhibit hours and placed in safekeeping by the exhibitor. The exhibitor agrees to hold SESPRS harmless from all such claims and claims of liability of any kind arising from the activities of the exhibitors, its representatives, or Page 15

16 from the display or use of property of the exhibitor. SESPRS shall not be liable for failure to provide space to an exhibitor if non-delivery is due to destruction to the building or the exhibit space. CONDITIONS OF EXHIBITOR AGREEMENT: (Cont.) 11. Distribution of Printed Material: Distribution of materials by exhibitors or their agents is limited to the area rented by the exhibitor. Flyers or other printed material may NOT be delivered to hotel rooms of SESPRS registrants without advance permission from the resort and SESPRS. Any costs for such authorized distribution shall be the sole responsibility of the exhibitor. Other than the above, advertising circulars, brochures, etc. may only be distributed from exhibit tables and may not be placed in any meeting room or in the SESPRS registration area. 12. Exhibitor Seminars, Lectures, Food Functions, etc: As a condition of receiving exhibit space, the Exhibitor agrees not to conduct, sponsor, or promote any general seminars, lectures, or clinics in the same geographical area (within a radius of 25 miles) for a period of three days prior to or following the annual June meeting. 13. Company agrees that any Society mailing lists received as a part of this agreement may only be used to promote Company s participation in the Exhibit Hall at this official Society event. Further, Company agrees that nothing in this agreement is meant to provide an endorsement (express or implied) of the company s products or services, nor is Company granted the right to hold any social or other event at the Society s chosen meeting venue that is not considered an official SESPRS event. The opportunity to host a non-sanctioned event may be considered through a separate contract with the Society. Details of such a contract, and any associated fees, are to be negotiated separately. 14. Food or Beverage in Exhibitor Booths: No food, beverages or tobacco products of any type may be sold or distributed from an exhibitor table. 15. Price List: Advertisements, exhibit materials or promotion may include prices, but shall not make price comparisons with competitive products. 16. Removal of Exhibits by SESPRS: SESPRS has the right to prohibit, bar, prevent and remove any exhibit or proposed exhibit, or any part or portion thereof, which in the judgment of SESPRS is unsuitable or inappropriate for the exhibition. Such right shall extend to, but shall not be limited to, all equipment, materials, displays, installations or other items or things consisting of, part of, or used or distributed in connection with such exhibit. Specific punitive actions may be taken against companies that are determined by SESPRS to have violated any provision of these rules and regulations. 17. Selling of Products or Services: All transactions must be conducted in a manner consistent with the professional nature of the exhibits. 18. Pre-Meeting Mailings: Mailings to SESPRS members or meeting registrants may be undertaken only with the explicit permission of SESPRS. Permission also is based on review and acceptance of specific proposals (materials) with rationale for pre-distribution and payment of an additional fee. 19. Violation of Condition: The following actions shall constitute a violation of Conditions of the Exhibitor Agreement: (1) violation of any municipal, state, or national laws, rules, or regulations, including safety codes; and (2) failure to follow procedures prescribed in this prospectus. 20. Acceptance of Exhibit Contracts: SESPRS may refuse space to any company or individual whose products or services, in the judgment of SESPRS, do not further the educational and/or scientific purposes of the Annual Meeting. Page 16