The New York State Pain Society

In-Person Annual Meeting and Scientific Sessions

April 28 & 29, 2023

Westchester Marriott, Tarrytown, New York

 

Exhibit Dates & Hours*

Set-Up

Friday, April 28, 2023 7:00 -9:30 a.m.

Show Hours

Friday, April 28

9:30 a.m. – 7:00 p.m.

Networking Reception 6:00 p.m. – 7:00 p.m.

Saturday, April 29

7:30 a.m. – 12:00 p.m.

Tear Down

Saturday, April 29, 2023  12:00-1:00 p.m.

*Hours subject to change

 

History 

The New York State Pain Society is an association of physicians and healthcare practitioners whose mission is to care for people who suffer from acute and chronic pain by advancing research and treatment and to increase the knowledge and skill of the regional professional community. The 2023 Annual Meeting will attract pain management specialists, family practice physicians with a clinical interest in pain management, anesthesiologists, orthopedics, physiatrists, neurologists, surgeons, psychiatrists, physician assistants, nurse practitioners, nurses, pharmacists, therapists and healthcare professionals from New York and our neighboring States who wish to network and learn the latest techniques, treatments, and options in acute and chronic pain management.    

Attendance

Projected attendance for the In-Person Annual Meeting and Scientific Sessions includes an anticipated 150 plus pain management specialists, family physicians with a clinical interest in pain management, anesthesiologists, orthopedics, physiatrists, neurologists, surgeons, general practitioners, physician assistants, nurse practitioners, nurses, therapists and healthcare professionals from New York and our neighboring States who have a professional interest in and/or a pain management practice and specialize in acute and chronic pain management. 

Location 

The In-Person Annual Meeting will be held at the Westchester Marriott in Tarrytown, New York.  To encourage optimum interaction, the Exhibit Hall will be located in close proximity to sessions and within the guidelines of ACCME, AANC, and ACPE rules.  Corporate Members have priority display placement.  The exhibit area will serve as the venue for refreshment breaks and the Friday Evening Networking Reception.

 

Do not delay! Book today!

Exhibit Fee                                                                            $4,000       

*One (1) 6’ table (2) chairs –Your Display must fit on a 6-Foot tabletop.   

*Two (2) Complimentary representative badges – Additional badges may be purchased for $350 each. (Register and pay by December 31, 2022 and receive a free extra badge!)

*Participation in the Networking Reception on Friday, April 28.

* Company listing at meeting website and onsite

We assign space based upon receipt of your booking form and payment. Upon receipt, we will send you a confirmation and invoice to pay fees with a check. You can also pay online with visa/master card/discover. We do not accept American Express. 

All exhibition, support, and/or membership payments are due by March 1, 2023 – we cannot release Exhibitor Instructions without payment in full. 

SPACE IS LIMITED TO 30 SUPPORTERS

--BOOK EARLY--

 WE SELL OUT EACH YEAR!

 

REFUNDS AND CANCELLATION POLICY

Cancellations received in writing by March 1, 2023 will be subject to a 25% administrative fee. There will be no refunds for cancellations received after March 1, 2023.

 

FORCE MAJEURE 

If for any cause beyond the control of the Association—such as, but not limited to, disease, pandemic, government order affecting attendees ability to travel, the destruction of the exhibit facilities by an act of God, the public enemy, authority of the law, fire, or other force majeure—the Association is unable to comply with the terms of this contract and deliver the space allotted hereunder, this contract shall be considered terminated and any payments made hereunder by the exhibitor shall be refunded to the exhibitor, less expenses incurred by the Association to the date of the termination allocable to the exhibitor after proration thereof among all exhibitors.

 

SPACE ASSIGNMENT

We are limited to 30 exhibitors in 2023.  BOOK EARLY!  Space will be assigned in the order in which booking forms are received.  Corporate Members are given priority placement.  Applications received after March 1 will be accepted on a space available basis. Exhibitors wishing to avoid assignment of space adjacent to a particular competitor should indicate this on their application or by email to Llineback.lisa@yahoo.com. *The Program Committee reserves the right to alter the Floor Plan at any time without prior notice.

 

Exhibit Services 

On or about March 27, 2023, The Pain Society will issue a memorandum to registered exhibiting companies. The memorandum will contain all necessary information and order forms including: 

• Drayage and shipping 
• Labor regulations and rates 
• Furniture, display and decorating rentals 
• Electrical and telephone service 
• Audiovisual and computer rentals 

 

Mailing List 

Each registered and paid exhibiting company will receive a pre-registration roster with the pre-meeting materials.

 

Badge Policy 

All industry at the meeting must be affiliated with an exhibitor/corporate member. In addition, participants affiliated with exhibitors must be registered. Each person will be issued an exhibitor badge and must be employed by the Exhibitor or have a direct business affiliation. Each company is allotted two badges per tabletop purchased. Additional badges are $350 each.  Each company representative will be required to register and once 2 badges are allocated, a fee of $350 will be charged for each additional badge. Corporate Members receive additional badges as indicated in the prospectus.

 

Hotel

The Society has reserved a block of sleeping rooms at the Westchester Marriott at the discounted group rate of $179 per night plus taxes and fees.  Please call the hotel at (914) 631-2200 and ask for the NY State Pain Society rate.  You can also book at our Reservation Page HERE.

Conducting Exhibits 

Exhibitors shall be in accord with the ACCME, AANC, ACPE, PhRMA, ADVAMED, and/or NEMA guidelines governing support of Healthcare Professionals. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. Character of the exhibits is subject to approval of the program committee. The right is reserved to refuse applications because of concerns over not meeting standards required or expected, as well as the right to curtail exhibits or parts of exhibits, which reflect against the character of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of person(s), and unreasonable activity.  

Infringement 

Interviews, demonstrations and the distribution of literature or samples must be made within the area assigned to the exhibitor. Canvassing or distributing of advertising matter outside the exhibitor’s own space will not be permitted and subjects the exhibitor to immediate dismissal from the meeting without refund.

 

ACCME Guidelines Related to the Separation of Promotional Activities from ACCME Accredited Educational Activities. 

In compliance with the ACCME Standards for Commercial Support, all exhibiting companies must abide by the following:    

• Industry representatives in attendance must be associated with an exhibiting / supporting company.
• Exhibit and other promotional fees shall be separate and distinct from educational grants/commercial support.  
• All exhibitors must be in a room or area separate from the education and the exhibits must not interfere, or in any way compete with the learning experience prior to, during, or immediately after the activity. 
• All promotional activities including interviews, demonstrations, and the distribution of literature or samples must be made within the exhibitor’s space only. Canvassing or distributing promotional materials outside the exhibitor’s rented exhibit space is not permitted.  
• Company representatives may attend educational sessions at the Pain Society’s discretion. However, representatives must refrain from holding any commercial discussions in the educational sessions and must sit in the industry-only seating provided.

 

• NYSPS reserves the right to cancel any applications for participation should the products / company not be in compliance with the rules and regulations stated herein as well as if the products/ company do not relate to the medical subject matter/content.

• Onsite Monitoring - The separation of promotional materials and activities from the educational arena is strictly enforced throughout the activity by The Pain Society’s onsite staff. 

Security 

A security guard may or may not be furnished to be on duty in the exhibit area when the exhibits are closed. The safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor at all times. The Pain Society and Hotel venue are not responsible for theft, loss or damage which may occur and advise each exhibitor to be sure that stands and tabletop displays, equipment and material is insured at full value, that the display is staffed during show hours, and that the display is stored each evening for safe-keeping. 

 

Liability 

The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save The Pain Society, its sponsors and endorsers, the Board of Directors, the Program Committee, members, management, as well as the Hotel venue and its officers, employees and agents, harmless against all claims, losses or damages to persons or property, Governmental charges or fines and attorneys fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence, gross negligence or willful misconduct of The Pain Society, its Board of Directors, program committee, sponsors, endorsers, management, and the Hotel venue, its employees and agents. Exhibitor acknowledges that The Pain Society, its sponsors, members and endorsers, the Program committee, and/or meeting managers and Culinary Institute of America do not maintain insurance covering the exhibitor’s property and thus it is the sole responsibility and obligation of the exhibitor to obtain business interruption and property damage insurance covering such losses by exhibitor.

Fire Protection 

All materials used in the exhibit area must be flameproof and fire-resistant in order to conform to the local fire ordinances and in accordance with regulations established by the local Fire Department. Crepe paper or other paper is not to be used in crating merchandise. Display racks, signs, spotlights and special equipment must be approved before use, and all displays are subject to inspection by the Fire Prevention Bureau. Any exhibit or parts thereof found not to be fire-proof may be dismantled. All aisles and exits must be kept clear at all times. Fire stations and fire extinguisher equipment are not to be covered or obstructed. 

Protection of the Hotel Venue 

Exhibitors will be held liable for any damage caused to the venue property, and no material or matter of any kind shall be posted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts or portions of the building or furnishings. Whatever may be necessary to properly protect the building, equipment or furniture will be installed at the expense of the exhibitor. If any controversy arises as to the need or propriety thereof, the Convention Service Manager of the Venue will be the final judge thereof and his/her decision shall be binding on all parties concerned. 

Exhibitor Confirmation by Society 

Once an Exhibition Booking Form is received, confirmation of your participation and an invoice/receipt will be sent to you by email.  Once payment is received, 

Insert and Display Materials

Please note that all materials entering the venue may incur a handling charge by the Hotel venue or the Society. This includes materials for inserts and display.  In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete any “Pre-Advise” form included in the shipping instructions when you receive the Exhibitor Memorandum on or about March 27, 2023.

Site Inspections

Exhibitors and Supporters are free to visit the meeting venue at their convenience. Please contact the venue directly to arrange a tour.   

 

SPACE IS LIMITED TO 30 SUPPORTERS--BOOK EARLY -WE SELL OUT EACH YEAR!

ADDITIONAL SUPPORT OPPORTUNITIES

2023 PLATINUM CORPORATE MEMBERSHIP                       $25,000 

• Membership Designation included on all annual meeting print materials, membership roster, and highlighted on website 
• One (1) Tabletop Exhibit Display in designated Corporate Member location at annual meeting 

• Two (2) additional complimentary registrations for a total of four (4) registrations for annual meeting
• One (1) Pre & Post Registration for annual meeting  
• One (1) Platinum Corporate Member Showcase Luncheon Time slot with 45 minute Presentation on Friday, April 28 OR Saturday, April 29 2023 (No CME provided). This is the only session at each time slot. Not parallel.  The time slot includes separate presentation room, standard audiovisual, food/beverage to all attendees.  Company provides speaker.
• Company-Provided Product Flyer in Annual Meeting Conference Materials 
• Participation in the Networking Reception on Friday, April 28.
• * Company listing at annual meeting website and onsite

 

• 2023 GOLD CORPORATE MEMBERSHIP                $10,000

ANNUAL MEETING Participation as follows: 

• Membership Designation included on all print materials, membership roster, and highlighted on website 
• One (1) Tabletop Exhibit Display in designated Corporate Member location at annual meeting.
• Two (2) additional complimentary registrations for a total of four (4) registrations at annual meeting.
• One (1) Pre & Post Registration Mailing List 
• Company-Provided Product Flyer in Annual Meeting Conference Materials 
• Corporate Member showcase time slot at one of the following timeslots.  (Note:  Company provides food, beverage, a/v and speaker. Society provides separate presentation room).
  • Friday Dinner (2 available) 
  • Saturday Breakfast (1 available)  
• Company Acknowledgement at Annual Meeting
• Company-Provided Product Flyer in Annual Meeting Conference Materials 
• Participation in the Networking Reception on Friday, April 28
• Company listing at annual meeting website and onsite

 

2023 CORPORATE MEMBERSHIP                                     $5,000 

ANNUAL MEETING Participation as follows: 

• Membership Designation included on all print materials, membership roster, and highlighted on website 

• One (1) Tabletop Exhibit Display in designated Corporate Member location at annual meeting
• Two additional complimentary registrations for a total of four (4) registrations at annual meeting
• One (1) Pre & Post Registration Mailing List 
• Company-Provided Product Flyer in Annual Meeting Conference Materials 
• Participation in the Networking Reception on Friday, April 28.
• Company listing at annual meeting website and onsite
• Choice of one of the following:
  • Lanyards (supplied by company and distributed to attendees)
  • Conference Bags (supplied by company and distributed to attendees)
  • One of the scheduled breaks recognition
  • Charging station next to exhibit display
  • Wine pour (up to 10 bottles served at your display during the networking reception on Friday evening)

 

PROMOTIONAL MATERIAL                                                       $ 500    

Distributed to all attendees at Annual Meeting.  Company-provided Product Flyer in the annual Meeting Conference Materials. 

BLAST EMAIL TO ATTENDEES                                                  $500

Alert the Attendees that you will be at the meeting.  One blast email to Attendees within 2 weeks prior to the start of the meeting.     

 

Questions?   Call Lisa Lineback, New York State Pain Society Director of Support and Exhibition at (336) 816-2049

 or by email to Lisa@painsocieties.org