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Exhibitor Information

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Exhibit Hall and Conference Center Map

EXHIBIT HOURS

Exhibit Set-Up: Thursday, Jan 23: 10:00 am-5:00 pm

Power strips will be available for all exhibitors. All exhibits must be set-up by 7:00 am on Friday or the space is forfeited. Additional exhibit orders provided by the Renaissance Phoenix Glendale Hotel & Spa can be viewed and contracted using this EXHIBITOR ORDER FORM.

Exhibit Display: Thursday, Jan 23

Registration opens at 7:00 am and the Welcome and Introduction to Scientific Programming begins at 2:00 pm. We encourage you to have your booth set up before this time as attendees and poster presenters begin to arrive.

Opening General Session Exhibit and Poster viewing break
3:45 pm - 4:00 pm

Exhibit Display: Friday, Jan 24

Breakfast
7:00 am - 8:00 am

Morning Exhibit and Poster viewing break
10:30 am - 10:45 am

Lunch
12:00 pm - 1:30 pm

Afternoon Exhibit and Poster viewing break
3:15 pm - 3:45 pm

Friday Networking Reception
6:30 pm - 7:30 pm

Exhibit Display: Saturday, Jan 25

Breakfast
7:00 am - 8:00 am

Morning Exhibit and Poster viewing break
10:30 am - 10:45 am

Lunch
12:00 pm - 1:30 pm

Exhibit Tear-Down: Saturday, Jan 25: 12:00 pm - 5:00 pm

NOTE: We request you open your displays on time each day and staff them throughout the posted exhibit hours. The tabletop displays are designed to have two staff members at each display table. There is an additional $100 charge for extra exhibit staff.

LOCATION

Renaissance Phoenix Glendale Hotel & Spa
ATTN: PRISM Annual Meeting
9495 W Coyotes Blvd, Glendale, AZ 85305
Phone: (623) 937-3700

Shipping

Package shipments should be arranged through the hotel Shipping & Receiving Department and labeled as follows:

Renaissance Phoenix Glendale Hotel & Spa
ATTN: PRISM Annual Meeting, Solana FGHI, Table #, Company Name, Onsite Contact Name and Cell number
9495 W Coyotes Blvd, Glendale, AZ 85305
Phone: (623) 937-3700

All packages should be labeled with your company name, your name and PRiSM Annual Meeting, Solana FGHI, Table #, Company Name, Onsite Contact Name and Cell number

Due to limitations in secured storage space, the Hotel will only accept packages as follows: 

Boxes/packages may be sent for arrival no earlier than January 20th and must be marked with PRISM Annual Meeting, Solana FGHI, Table #, Company Name, Onsite Contact Name and Cell number.

You must also fill out the shipping and handling form and scan it back to the hotel prior to 1/2/2020 . All shipments that arrive prior to set up date with clearly written label will be placed at the exhibitors booth/table the day of set up ready to go when the doors open for set up. When the shipments  are ready to be shipped back please fill out appropriate carriers form ( FedEx )and package up what needs to be shipped back up and leave it at your table/booth for the hotel shipping department to receive it and place it on our dock for pick up by the carrier.

TABLE TOP DISPLAY SPECIFICATIONS

Size: 6 ft. draped table

Drape Colors: Black

Carpet: Multicolor pattern

Display fee: $1,500

Display Location

Exhibit tables are located in Solanas F-I, along with Scientific Posters and the breakfast/lunch buffets. Specific display locations will be assigned, first-come, first-served. Company names will be placed on sign at each table. Locate your company table prior to set-up. A meeting floor plan can be viewed HERE.

POLICIES, PROCEDURES AND INFORMATION

FDA Regulations

Exhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including any or all approved requirements. Any product that is an investigational device or drug must be clearly marked as such. All products and services exhibited shall comply with FDA policy and procedures (particularly with respect to the marketing and labeling of investigational or unapproved drugs and devices) and other applicable policy and procedures. Exhibitors are reminded that the FDA prohibits the advertising or other promotion of investigational or unapproved drugs and devices. The FDA also prohibits 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 product featured. Additional information may be obtained from the FDA website at www.fda.gov.

Cancellations and Refunds

Written notification of a cancellation must be received by PRiSM by December 31st to be eligible for a refund. A $750 administrative fee will be assessed for each booth cancellation.

Space not claimed by 7:30 AM, Friday, January 24th may be resold or reassigned by PRiSM without obligation to refund exhibit fees or to assign the exhibitor to another space, unless special arrangements have been made with the CME Office in advance.

PRiSM reserves the right to rearrange the floor plan at any time and to relocate exhibitors if it becomes necessary for causes beyond the control of PRiSM or is advisable in the best interest of PRiSM.

Exhibitor Identification

Exhibitor identification in all PRiSM publications and on all signs and booth graphics, related to this specific meeting, must be the one company name submitted on the Exhibitor Registration Form.

Storage of Cases, Boxes, Etc.

PRiSM has reserved a room for storage of crates, boxes, etc. Contact the registration desk on-site for information. Shipping cases should not be stored within view of the attendees.

Commercial Press

Reporters must have prior approval from PRiSM. Contact the office at (414) 918-9876.

Registration/Badge Policy

All company representatives must be pre-registered by January 3, 2020. The Exhibitor Registration Form should be returned to PRiSM and should include the list of representatives attending the booth. After this date, any additions or changes will be completed on site. PRiSM badges must be worn and visible at all times to all symposium functions. Business cards are not to be inserted over the official PRiSM badge.

Reps Attending Sessions

Exhibitors who are pre-registered as such are eligible to attend the educational sessions as long as another attendee is present at that booth during that time. Representatives who wish to attend the educational sessions and who are not representatives of the booth may must register and pay the full membership rate of $350. Late and cancellation policies will apply.

Security

The exhibit area is located in the hotel conference center foyer. PRiSM has reserved a storage area for overnight storage of items of value (e.g., display equipment, instruments, etc.). Exhibitors will be able to leave their displays up overnight, but we recommend that any items of great value be secured by you (computers, cell phones, etc.). Neither the hotel security staff nor PRiSM will be responsible for loss of or damage to any property. Exhibitors are responsible for safe-guarding their goods, materials, equipment and exhibits at all times.

Hotel’s Hold Harmless Clause

The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor's activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owner, and its management company, as well as their respective agents, servants, and employees from any and all such losses, damages, and claims.

PRiSM will not be responsible or liable for any loss, damage, or claims arising directly from the Hotel's own negligence. PRiSM will be responsible to negotiate the contract with its exhibitors.

Marketing and acknowledgements

Company logos may be used on promotional items as well as signage. However, product names and/or logos are against the policy of the Accreditation Council for Continuing Medical Education (ACCME). Your exhibiting participation will be noted in text vs logo representations.


All exhibitor inquiries can be directed to Heather Schrader at hschrader@prismsports.org or 414-918-9876.