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Exhibit Hall Policies: 2017 OPSC Annual Convention
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Application Submission

Applications to exhibit will be accepted for review as long as space in the Hall is available.  However, applications received after January 20, 2017 may not have their information included in event publications. 

 

Submitting an application indicates willingness to abide by all terms and regulations set by OPSC and deemed necessary for the success of the exhibition.

 

Purpose of Exhibit

The Exhibit Hall is intended to serve as an integral part of the educational experience at this event.  Exhibitors should plan to provide participants with useful information about products and services relate to the practice of medicine.

 

Sales of items in the following categories are permitted within the confines of assigned exhibit spaces: medical books, medical devices/equipment, medical software.  For sales of any items not falling within one of these categories, advance approval is required.  Please submit a list of items intended for sale to OPSC's Director of Meetings at meetings@opsc.org for approval.  Please allow three weeks for the approval process.  Submission of items for sale does not guarantee approval.  OPSC retains the right of final determination as to which items fall within the approved categories.

 

Space Configuration

All exhibit spaces consist of one (1) six-foot skirted table and two chairs.  To maintain uniformity and prevent visual obstruction of adjoining spaces, displays must not be higher than eight feet and nothing may erected which blocks aisles or interferes with the view or visitation of adjoining spaces.  OPSC reserves the right to move or remove any obstacles which, in OPSC’s sole opinion, obstruct views or interfere with visitation of other spaces.

 

Exhibit Staffing

Exhibitor representatives must be able to explain or demonstrate the products or services on display.  Exhibit space must be staffed during all posted exhibit hours.

 

Badges

OPSC will provide up to two (2) badges per exhibit space purchased for exhibitor staff, which permit entry into the Exhibit Hall.  Names of onsite exhibitor representatives must be provided to OPSC no later than two (2) weeks prior to the event.  If no names have been received by that date, generic badges will be provided.  All exhibit staff should check in at the event registration desk to provide a business card and collect their badge.

 

Assignment of Space

Exhibit tables will be assigned by OPSC in the order in which applications and payments are received.  Those exhibitors who participated in last year’s event will be given higher priority in placement.  Although every effort will be made to prevent direct competitors from adjoining, OPSC cannot guarantee specific locations in the hall or ensure that every possible conflict can be avoided.

 

Payment for Exhibit Space

Full payment of exhibit fees must be received no later than three (3) weeks prior to the opening day of the Exhibit Hall.  OPSC reserves the right to refuse or rescind the application of any exhibitor who is unpaid on or after the deadline.

 

Cancellation

Any exhibitor desiring to cancel an exhibit space after submitting an application must do so in writing no later than three (3) weeks before the opening day of the Exhibit Hall.  If space is cancelled prior to the deadline, up to 50% of the exhibit fee may be refunded.  No refunds will be made for cancellation requests made after the deadline.

 

Security and Indemnification

Security is not provided at any time for the Exhibit Hall.  Please be sure to never leave your booth unattended and take all valuables with you when you do leave.  Neither OPSC nor the hotel can be held responsible for any loss of merchandise, materials, or personal belongings.  Indemnification language is included on the application to exhibit.

 

Advisory

Solicitations, advertising, or demonstrations by exhibitors must be confined to assigned exhibit space.  While promotional giveaways and/or drawings are permitted and encouraged, no exchange of currency for products or services is permitted.

 

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