ABMS Conference 2018 Exhibitor Application & Agreement

Exhibit Schedule: Monday, September 24*

9:30 am – 11:30 am

Exhibit Booth Hours
12:00 pm – 6:30 pm
Unopposed Times with Attendees
Lunch Break with Exhibitors
12:00 pm – 1:15 pm

Refreshment Break with Exhibitors
2:30 pm – 3:00 pm

Poster Session and Special Reception
5:00 pm – 6:30 pm

Exhibit Schedule: Tuesday, September 25*

Exhibit Booth Hours
8:00 am – 11:00 am
11:00 am – 11:45 am

*Times are subject to change but will be finalized by Monday, August 6.

Exhibitor Booth Package: $2,500 includes...

Two complimentary full conference registrations

One 10' x 10' space with 6' table and two chairs

One 11” x 14” tabletop sign
Please include a high-resolution (at least 3,000 pixels wide) logo artwork file in a .jpeg or .eps format with your application submission no later than Friday, August 17, 2018. Sign to include company name and logo. A proof will be emailed to you for approval no later than Monday, August 20, 2018. Approval of proof by exhibitor to ABMS is due no later than Wednesday, August 22, 2018.

Basic power and internet

Inclusion of one item in the registration bag
ABMS must approve said item per terms of the Exhibitor Registration Rules. Exhibitor is responsible for all costs associated with the item, including but not limited to the production and shipping of the item. Materials for inclusion in conference attendee registration bags must be sent directly to the hotel by midnight ET on Thursday, September 6, 2018 to:

Aria Hotel and Conference Center
3730 S. Las Vegas Blvd.
Las Vegas, NV 89158
ATTN: ABMS/Jill Bokalders

Exhibitor description and website link on the ABMS Conference 2018 website

Listing in the ABMS Conference 2018 mobile app

Important Dates*

Exhibitor Application and Agreement Deadline:
Friday, August 17, 2018

Email Acceptance of Exhibitor Application by ABMS:
Monday, August 20, 2018

AV Needs Checklist Sent to Exhibitor:
Monday, August 20, 2018

Sign Proof Sent by ABMS for Exhibitor approval:
Monday, August 20, 2018

Exhibitor to Send Approval of Sign Proof to ABMS No Later Than:
Wednesday, August 22, 2018

Deadline for Cancellation with 50% Refund:
Friday, August 24, 2018

Invoice Sent by ABMS:
Week of August 27, 2018

Materials for Inclusion in Attendee Bags Due:
Thursday, September 6, 2018

Exhibitor Payment Deadline:
Friday, September 7, 2018

Exhibitor Set Up Date/Time:
Monday, September 24, 2018
9:30 am – 11:30 am

Exhibiting Dates/Times:
Monday, September 24, 2018
12:00 pm – 6:30 pm
Tuesday, September 25, 2018
8:00 am – 11:00 am

*Times are subject to change but will be finalized by Monday, August 6.

For questions or additional information please contact Dave Urda, exhibitors@abms.org, or (312) 436-2674.

Exhibitor Agreement

Please review the agreement, fill out the application and enter your electronic signature below.

Exhibit Space Rules 
We are excited to have you join the American Board of Medical Specialties (ABMS) Conference 2018 (the “Conference”). The Conference gives you the opportunity to showcase your organization’s latest technologies, products, programs or services with conference participants from the ABMS Boards community who lead and develop programs and initiatives in the areas of assessment and learning, board certification, continuing certification, quality improvement, policy, patient safety, research, board operations, marketing and communications. A limited number of exhibit spaces are available. Below are the rules for participation as an ABMS Exhibitor. By participating in the Conference your organization hereby agrees to be bound by these rules.

Exhibit Eligibility
The Exhibits are a supplement to the Conference. For an Exhibit to be accepted by ABMS, the technology, program, product, or service must be related in some way to the field of learning and assessment, continuing certification, board certification, quality improvement, policy, patient safety, board operations, marketing, communications or research (each an “Exhibit”). Each application for an Exhibit will be reviewed for eligibility and, if your organization is selected, you will receive written notification from ABMS of the acceptance of your Exhibit for inclusion in the Conference no later than Monday, August 20, 2018. Additionally, and before space assignment is made, all Exhibits will be reviewed on-site by ABMS for content and ABMS, at its sole discretion, may forbid installation or require removal of any Exhibit that is determined to be unrelated to one of the fields targeted by the Conference, unprofessional in nature, or inappropriate in any way. No refunds will be given in such instance.

As a courtesy to participants and fellow Exhibitors, as well as for security, Exhibits must be opened and staffed by your organization’s representative(s) during the official exhibition hours and dates.

Exhibit Move-In and Teardown Hours*
Monday, September 24

9:30 am – 11:30 am

Tuesday, September 25

11:00 am – 11:45 am

*Times are subject to change but will be finalized by Monday, August 6.

Subletting or Sharing of Space
No subletting or sharing of booth space is permitted.

Product Display and Distribution
Exhibitors may display technologies, programs, products, or services only in their assigned space. The distribution of any medication and/or medical device samples (i.e., anything that has a potential therapeutic effect) is not allowed within the exhibition space, in the Exhibit Hall or at any time during the Conference.

Education/Promotional Materials
Distribution of educational/promotional materials by your organization or representatives is limited to each Exhibitor’s space in the Exhibit Hall (not in ABMS meeting rooms, or delivered to participants’ guest rooms) during official exhibition hours. ABMS reserves the right to review and approve all items intended for inclusion in the conference attendee registration bags as well as content intended for dissemination during the post-conference attendees' Exhibitor emails. ABMS may refuse items or content that is deemed to be unrelated to one of the fields targeted by the Conference, unprofessional in nature, or inappropriate in any way.

Shipping to and from the Hotel
Exhibitors are responsible for all expenses incurred for shipping of materials, including but not limited to the Exhibits, to and from the hotel.

Use of ABMS Logo
The ABMS name and logo are the exclusive property of ABMS and as such, may not be used by your organization in signs, advertising, or promotions in any of your organization’s marketing materials or on descriptive products either inside or outside of the Exhibit Hall without ABMS’ prior written permission. This rule applies before, during, and after the Conference.

Exhibitors must follow the American Medical Association’s (AMA’s) Opinion on Gifts to Physicians from Industry (8.061), when distributing gifts to participants (i.e., physicians and/or other CME and board staff professionals) at the Conference. Gifts must be of benefit to a Conference attendee, be of nominal value ($100 or less), and come with no strings attached. ABMS may, at its discretion, withhold or withdraw permission to distribute gifts to participants not in compliance with this opinion and/or if such gifts are considered by ABMS to be unprofessional in nature.

Prize drawings are permitted if they are of benefit to a Conference attendee, are of nominal value ($100 or less), and come with no strings attached.

Accessibility for Persons with Disabilities
Your company will be responsible for making your Exhibits and Exhibit space accessible to persons with disabilities. It is understood that ABMS and the meeting organizers will be indemnified and held harmless by your organization for the failure to comply with this requirement.

Cancellation by an Exhibitor
An administrative charge of 50% of the Exhibitor fee will be assessed for any cancellation on or before Friday, August 24, 2018. To receive a refund of 50% of the Exhibit fee, cancellation must be made in writing and sent by mail or email to ABMS at the address below. Cancellation must be received by ABMS no later than 5:00 pm Central time on Friday, August 24, 2018. No refunds will be issued for cancellations received after that time. Cancellations should be sent to:

353 N. Clark St., Suite 1400
Chicago, IL 60654
ATTN: Dave Urda
Email: exhibitors@abms.org

Cancellation by ABMS
In the event that the Conference is canceled for any reason, ABMS shall refund any Exhibitor fees paid by your organization to ABMS.

Each Exhibitor assumes the entire responsibility and liability to pay for any and all property damage, personal injuries, economic losses, thefts, and/or damages or any other claims arising out of Exhibitor’s displays, equipment, and other property and/or the acts or omission of its employees, agents, or business invitees (whether negligence, intentional misconduct, or otherwise), while onsite. Exhibitor agrees to indemnify, defend, and hold harmless ABMS and its officers, directors, agents, managers, employees, subsidiaries, and affiliates, from any and all such liabilities arising out of any such property damage, personal injuries, losses, thefts, damages, claims, and charges resulting from the Exhibitor’s displays, equipment, acts, omissions or other use of the property. Exhibitor liability includes all losses, thefts, damages, or claims arising out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, or business invitees which arise from or out of the Exhibitor’s occupancy and use of the exhibition premises, or any part thereof. Exhibitor understands that ABMS does not maintain insurance covering the Exhibitor’s property, and it is the sole responsibility of each Exhibitor to obtain such insurance. Furthermore, the Exhibitor acknowledges that ABMS shall in no event be liable to an Exhibitor for any lost business opportunities or other type of indirect or consequential damage alleged to be due from ABMS to Exhibitor. It is understood that any liability of ABMS to the Exhibitor shall not exceed the amounts paid by the Exhibitor to ABMS for Exhibitor’s participation in the Conference.