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ABMS Conference 2019 Exhibitor Agreement

EXHIBIT SCHEDULE

(times are subject to change)

Sunday, September 22

Move In
2:00 pm – 6:00 pm

Monday, September 23

Unopposed Times with Attendees
Breakfast with Exhibitors
7:00 am – 7:50 am

Lunch with Exhibitors
12:00 pm – 1:15 pm

Refreshment Breaks with Exhibitors
10:30 am – 11:00 am
2:30 pm – 3:00 pm

Poster Session and Special Reception
5:00 pm – 7:00 pm

Tuesday, September 24

Unopposed Times with Attendees
Breakfast with Exhibitors
7:00 am – 7:50 am

Move Out
9:30 am – 10:30am

EXHIBITOR BOOTH PACKAGES (Starting at $3,500)

$3,500 per 8 ft. x 8 ft. in-line booth
Limited number of larger spaces available – information and pricing available upon request.
Balance is due by Friday, August 9, 2019.
If space is not paid in full by Friday, August 9, 2019, ABMS reserves the right to cancel the reservation and remove the booth from the floor plan. No Exhibitor will be given access to attendee lists or the Conference without payment in full.

Exhibitor Booth Package includes:

  • Two complimentary full Conference registrations

  • One 8’ x 8’ booth

  • One 6’ table and two chairs

  • Wastebasket

  • Attendee list

  • Basic power and internet

  • Exhibitor description and website link on the ABMS Conference 2019 website

  • Listing in the ABMS Conference 2019 mobile app

In the application form, you will be asked to supply your exhibitor description; address; website URL; and high-resolution company logo (minimum width 3,000 pixels; maximum size 2 Mb) Accepted file formats: EPS, GIF, JPG, PDF, or PNG. No later than Friday, August 2, 2019.

IMPORTANT DATES

Signed Proof Sent by ABMS for Exhibitor Approval:
Monday, August 12, 2019

Exhibitor to Send Approval of Sign Proof to ABMS No Later Than:
Monday, August 19, 2019

Deadline for Cancellation with 50% Refund:
Friday, August 23, 2019

Materials for Inclusion in Attendee Bags (if provided) Due:
Thursday, September 5, 2019

Exhibitor Set Up Date/Time:
Sunday, September 22, 2019
2:00 pm – 6:00 pm

Exhibitor Date/Time:
Monday, September 23, 2019
7:00 am – 7:00 pm

Tuesday, September 24, 2019
|7:00 am – 9:30am

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

EXHIBITOR TERMS AND CONDITIONS

Exhibit Space Rules

We are excited to have you join the ABMS Conference 2019 (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. The rules for participating as an Exhibitor at the Conference are set forth herein. By participating in the Conference, your organization agrees to be bound by these terms and conditions.

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 5, 2019. 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.

Staffing

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 Move Out Hours

Sunday, September 22
Move In
2:00 pm – 6:00 pm

Tuesday, September 24
Move Out
9:30 am – 10:30 am

Exhibitor Booth Guidelines

ABMS reserves the right to (a) reject any Exhibit application; (b) reject, prohibit, restrict or otherwise require modification of any Exhibit for any reason; and (c) evict or ban any Exhibitor whose Exhibit, materials or conduct is objectionable for any reason.

Violation of any regulations on the part of the Exhibitor or its employees or agents shall void the right to occupy space, and such Exhibitor will forfeit to ABMS all monies that may have been paid.

Upon evidence of violation, ABMS may take possession of the space occupied by the Exhibitor and may remove all persons and goods at the Exhibitor’s risk. The Exhibitor shall pay all expenses and damages that ABMS may thereby incur.

Exhibitors may not affix anything to the walls, doors, floors or columns of the Exhibit Hall.

Exhibitors may not place brochures, marketing materials or flyers outside of that Exhibitor’s assigned exhibit space.

All illuminated displays and other equipment requiring electrical current must conform to local electrical codes. All extension cords must be three-wire grounded and UL-approved. Exhibitors are required to conform to all local labor regulations in the installation and dismantlement of their booth and exhibit fixtures.

Exhibitor Scheduling of Off-Site Events

ABMS must be notified of any off-site events scheduled by Exhibitors or sponsors. Scheduling of off-site events that compete with ABMS-scheduled events is strictly prohibited.

Subletting or Sharing of Space

Subletting exhibit space is not permitted. Sharing exhibit space is not permitted unless it is with divisions of the same organization and must be approved in advance by ABMS.

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.

Educational/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 are 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.

Gifts

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.

Drawings

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.

Exhibitors are not eligible for ABMS drawings.

Bag Inserts

Your company has the opportunity to provide one piece of literature in the attendee registration bag (if a bag is offered). Please either email a sample or send one of your inserts, which can be no larger than 8.5” x 11”, to the ABMS Office no later than August 23, 2019.

Booth Numbers

Exhibitors will be assigned booth numbers two weeks prior to the Conference and will be notified by email. Additionally, organization signs will be provided for each booth.

Attire

Attire for the Conference is business casual.

Accessibility for Persons with Disabilities

Your company is solely responsible for making your Exhibits and Exhibit space accessible to persons with disabilities as required by law.

Cancellation by an Exhibitor

An administrative charge of 50% of the Exhibitor fee will be assessed for any cancellation on or before Friday, August 23, 2019. To receive a refund of 50% of the Exhibitor 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 23, 2019. No refunds will be issued for cancellations received after that time. Cancellations should be sent to the following address:

American Board of Medical Specialties
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.

Insurance

At its sole cost and expense, each Exhibitor shall obtain and maintain all proper and necessary insurance to guard against all applicable and possible risk, that may include, but not be limited to, general liability insurance; workers’ compensation insurance; technology errors and omissions insurance; and cyber, privacy or network security liability insurance. Such insurance shall be maintained throughout the term of this agreement with sufficient minimum limits per claim and in the aggregate to cover all applicable and possible risk.

Indemnification

Exhibitor shall indemnify, defend and hold harmless ABMS and its subsidiaries, affiliates, members, directors, officers, employees and agents from and against any and all causes of action, proceedings, claims, disputes, losses, damages, liabilities, attorneys’ fees, expenses or costs asserted by third parties arising from or caused by any act or omission by Exhibitor in the exercise of its rights and performance of its duties under this agreement or due to any breach of this agreement. This indemnification obligation includes property damage or personal injury caused by the Exhibitor’s booth, displays, gifts, materials, equipment and other property.

Limitation of Liability

ABMS and its subsidiaries, affiliates, members, directors, officers, employees and agents shall not be liable to Exhibitor for damages of any type arising from Exhibitor’s presence and conduct at the Conference, including, but not limited to, direct or indirect special, punitive or exemplary, incidental or consequential damages, regardless of whether such damages are sought based on a breach of contract, breach of warranty, negligence, tort or any other legal or equitable theory, including strict liability. ABMS’s total aggregate liability under this agreement shall not exceed any amount paid by the Exhibitor to ABMS.

Force Majeure

The performance of this agreement is subject to termination without liability upon the occurrence of any circumstance beyond the control of either party, such as acts of God or government authorities, natural disasters, war, acts of terrorism, sabotage, government regulations, disasters, strikes or civil disorder, closure of air space or curtailment of transportation facilities, or any other emergency circumstance to the extent that such circumstance renders the performance of the agreement or the convening of the Conference illegal, impractical or impossible as scheduled and planned.

Admission

ABMS shall have sole control of admissions policies at all time. All Exhibitor representatives are required to be registered and wear an ABMS issued name badge while at the Conference.

Security

Security is not provided, therefore neither ABMS nor the facility assume responsibility for damage to, loss of, or theft of property.

Photography Consent

As part of the ABMS Annual Conference, you may be photographed or you may be recorded on audio and/or video. These items may be used in promoting future Conferences or in other marketing related to ABMS. Your signature below and attendance at this event constitutes your consent to be photographed or recorded.

Food/Beverage

ABMS must be notified of an Exhibitor’s intent to distribute food or beverage items. All such items must be approved by ABMS and ordered directly from JW Marriott Chicago. Exhibitors and sponsors are not permitted to bring in outside food or beverages. Small, prepackaged candies and similar items are allowed, but please notify ABMS at least two weeks prior to the Conference for approval.

Exhibit Storage

All Exhibitors are responsible for making appropriate arrangements for the storage of their materials; ABMS does not provide storage space. Exhibitors represent and warrant that they shall comply with all national, state, and local fire regulations and accept full responsibility for such compliance.

Attendee List

All Exhibitors shall be provided with a list of emails for registered attendees to the ABMS Conference 2019; provided, however, Exhibitor acknowledges that some attendees may request their contact information be withheld. The list of attendees who choose to share their email addresses will be emailed to Exhibitors on Thursday, September 19, 2019 at 12:00 p.m. This list is only to be used during Conference hours only. Any violation by an Exhibitor of this policy may, at ABMS’s sole discretion, result in denial of access to the exhibit area, denial of exhibit space installation, closing or removal of the Exhibitor and exhibit, and/or prohibition on participation in future ABMS Conferences.

Severability

If any provision of this agreement is to be held invalid for any reason, such holding shall not affect or nullify the validity of the remaining provisions of this agreement.

Entire Agreement

This agreement is the entire agreement between the parties and supersedes any and all other agreements either verbal or written with respect to its terms and conditions. All prior negotiations or conversations between the parties are merged into this agreement, and no understandings or accords other than those incorporated into this agreement exist. This agreement may only be modified or amended by a written addendum executed by both parties.

[Download this agreement in PDF form]