2021 SUPPORT AND EXHIBITION PROSPECTUS

9th   New York State Pain Society Live

 Annual Meeting and Scientific Sessions

October 28-30, 2021

Renaissance Westchester Hotel, West Harrison, New York

Exhibit Dates & Hours*

Set-Up

Thursday, October 28 6:00 – 8:00 p.m.

Friday, October 29   7:00 -7:30 a.m.

Show Hours

Friday, October 29

7:30 a.m. – 7:00 p.m.

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

Saturday, October 30

7:30 a.m. – 4:00 p.m.

Tear Down

Saturday, October 30  4:00 P.M. – 4:30 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 2021 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 Annual Meeting and Scientific Sessions includes an anticipated 250 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 Annual Meeting will be held LIVE at the Renaissance Westchester Hotel, West Harrison, 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. 

New this year:  We will host up to 4 hands-on presentations in the exhibit hall during the scheduled networking breaks. Corporate members have the opportunity to showcase products on these stages at one of the scheduled breaks.  Spots are limited and available until sold out.

Hotel Accommodations 

The Society has reserved a limited number of sleeping rooms at the deeply discounted rate of $169.00 Single/Double or $299 executive suite plus tax. Once the rooms are booked and/or the sleeping block discount expires on September 20, 2021, the hotel rates increase dramatically.  Please call the hotel reservations department at 1 (800) 891-2696 or local (914) 694-5400.   Mention the “New York State Pain Society” when calling to obtain the discounted rate.

Payment for your full stay is due at the time of booking.  Please note that the society may incur a fee should you cancel after September 20, 2021 so please book early and please do not cancel. Should you have to cancel within 30 days of the meeting, please email the society at Robin@nypainsociety.org so that she may attempt to find another attendee who needs a room thereby mitigating your cancellation fee for the full amount of the stay. The society cannot guarantee a replacement and will make a reasonable inquiry to assist you.  This policy is required because the Society may incur fees for a cancellation within 30 days of the meeting.   The Society’s rates expire when the rooms sell out --or on September 20, 2021- whichever is sooner. 

Do not delay! Book today!

Cost/Payment 

Exhibit Cost per –Tabletop (must be registered and paid with Check, EFT, VISA, Discover or MC by the dates below - we do not accept AMEX)

EARLY BIRD ends January 15, 2021 - $3,500

REGULAR January 16, 2021 and after - $4,000 which includes: 

*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 $300 each. 

*Participation in the Networking Reception on Friday, October 29, 2021.

We assign space based upon receipt of your booking form. Upon receipt, we will send you a confirmation and invoice to pay fees with a check. You can also pay online with visa/mastercard/discover. We do not accept American Express.  *For early bird discount, payment must be received at the Society by January 15, 2021.  All payments are due by August 1, 2021 – we cannot release Exhibitor Instructions without payment in full by August 1, 2021.

SPACE IS LIMITED TO 45 SUPPORTERS

--BOOK EARLY--

 WE SELL OUT EACH YEAR!

 REFUNDS AND CANCELLATIONS POLICY

Cancellations received in writing by August 1, 2021 will be subject to a 25% administrative fee. There will be no refunds for cancellations received after August 1, 2021.

Space Assignment 

We are limited to 45 exhibitors in 2021.  BOOK EARLY!  Space will be assigned in the order in which booking forms are received.  Corporate Members are given priority placement.  Applications received after August 1, 2021 will be 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 October 1, 2021, 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 virtual exhibit booth for the purposes of communicating with attendees and ordering lead retrieval at $199.  This will be in the exhibitor services information provided on or about October 1, 2021.

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 $300 each.  Each company representative will be required to register and once 2 badges are allocated, a fee of $300 will be charged for each additional badge.

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 Renaissance Westchester Hotel 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 Renaissance Westchester Hotel 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 Renaissance Westchester Hotel, its employees and agents. Exhibitor acknowledges that The Pain Society, its sponsors, members and endorsers, the Program committee, and/or meeting managers and Renaissance Westchester Hotel 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 Building 

Exhibitors will be held liable for any damage caused to the hotel 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 Hotel 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, Lisa Lineback will send you instructions on how to complete your online exhibit information – this is an important element to your live participation as the final program APP will be developed from this information.  It allows you to upload your team profiles and then allows them to communicate with attendees.

Insert and Display Materials

Please note that all materials entering the venue may incur a handling charge by the hotel 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 October 1, 2021.

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 45 SUPPORTERS

--BOOK EARLY 

WE SELL OUT EACH YEAR!

2021 ADDITIONAL OPPORTUNITIES

2021 PLATINUM CORPORATE MEMBERSHIP                       $30,000 

2021 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  
  • Two (2) additional complimentary registrations for a total of four (4) registrations 
  • One (1) Pre & Post Registration  
  • One (1) Platinum Corporate Member Showcase Luncheon Timeslot with 60 minute Presentation (No CME provided).  Slots available on Friday OR Saturday. (Saturday is SOLD) This is the only session at this timeslot. Not parallel.  The timeslot includes separate presentation room, standard audiovisual, (Note:  The Society provides food & beverage to all meeting attendees). 
  • Company-Provided Product Flyer in Annual Meeting Conference Materials 

2021 Society Activity Participation as follows: 

  • Two (2) representatives appointed to the Industry Advisory Committee that meets Thursday evening, October 28, 2021 for dinner with the Board and committee meeting.
  • Website link at www.nypainsociety.org 

2021  GOLD CORPORATE MEMBERSHIP                 $10,000 SOLD OUT

2021 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. 
  • Two (2) additional complimentary registrations for a total of four (4) registrations 
  • One (1) Pre & Post Registration Mailing List 
  • Company-Provided Product Flyer in Annual Meeting Conference Materials 
  • Corporate Member showcase time slot at breakfast for 30 minutes on Saturday.  This is the only session at this time slot. Not parallel. The time slot includes separate presentation room, standard audiovisual.  (Note:  The Society provides food & beverage to all meeting attendees).   
  • Company Acknowledgement at Annual Meeting

2021 Society Activity Participation as follows: 

  • Two (2) representatives appointed to the Industry Advisory Committee that meets Thursday evening, October 28, 2021 for dinner with the Board and committee meeting. 
  • Website link at www.nypainsociety.org 

2021 SILVER CORPORATE MEMBERSHIP                              $7,500 

2021 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. 
  • One (1) additional complimentary registrations for a total of three (3) registrations 
  • One (1) Pre & Post Registration Mailing List 
  • Company-Provided Product Flyer in Annual Meeting Conference Materials 
  • One (1) Silver Corporate Member Showcase Time slot at dinner for up to 25 people in a private room on Friday evening after the close of sessions. Society provides food (plated dinner chosen by society), beverage (wine, soft drinks, coffee), room, and standard a/v. Company provides speaker / talk topic (no CME provided). These run parallel. Total 4 available. 1 is sold –total 3 remain.

2021 Society Activity Participation as follows: 

  • Two (2) representatives appointed to the Industry Advisory Committee that meets Thursday evening, October 28, 2021 for dinner with the Board and committee meeting.
  • Website link at www.nypainsociety.org 

2021 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. 
  • One (1) additional complimentary registration for a total of three (3) registrations 
  • One (1) Pre & Post Registration Mailing List 
  • Company-Provided Product Flyer in Annual Meeting Conference Materials 
  • Company Acknowledgement at Annual Meeting 
  • Sunday hands-on workshop participation for device companies (company provides devices/learning modules/supplies) or one networking break demo on stage in exhibit hall (total four per break)

2021 Society Activity Participation as follows: 

  • One (1) representative appointed to the Industry Advisory Committee that meets Thursday evening, October 28, 2021 for dinner with the Board and committee meeting.

 CONFERENCE BAGS                                                               $1500

Distributed to all attendees (Annual Meeting) your company logo along with the New York State Pain Society Logo is imprinted on bag. You may include One (1) Company/product flyer in the bag.

PROMOTIONAL MATERIAL                                                       $ 500    

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

WINE POUR                                                                                 $750

Serve a selection of wines from your exhibit display during the Networking Reception on Friday evening, October 29, 2021.

LANYARDS                                                                                 $ 500 

Distributed to all attendees at annual meeting 2018. Company-provided lanyards for badges.        

ZIP DRIVES                                                                                    $500

Company provides 2GB USB Zip Drives that contain talks of program and info about company product – Company Logo at Company’s discretion. 

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.     

New this Year!  PROMOTIONAL VIDEO AT/IN THE EXHIBIT HALL $500

 Two large video screens placed strategically at the entrance to the Exhibit Hall and at the Food & Beverage Station at the back of the Exhibit Hall will present up to 5-minute videos on your product, team, and/or exhibit for an additional opportunity for attendees to be directed to your display and/or learn about your company.  This will be on continuous play on Friday, October 29 and Saturday, October 30, 2021.

New this Year!   ROOM DROP                                               $500

Opportunity to deliver to all hotel guest-meeting attendees a brochure about your company.  This is for society permission to drop a flyer.  Company pays hotel fee for drop. 

New this Year!  CHARGING STATION                            $1000 (limit 2)

Have one of only 2 charging stations located next to your exhibit display complete with signage that you are supporting the station.  Note that this year, the meeting program is online via the meeting APP and attendees will be encouraged to bring laptops and tablets to the meeting.  They will need a charge!

Questions?   Call Lisa Lineback, New York State Pain Society Director of Support and Exhibition at (336) 816-2049 or by email to LLineback.Lisa@yahoo.com

 

We accept check, EFT, Visa, Mastercard or Discover. Sorry, we do not accept AMEX

 

 

 

 

WE LOOK FORWARD TO YOUR PARTICIPATION IN THE LIVE

 2021 ANNUAL MEETING AND SCIENTIFIC SESSIONS

Support and Exhibition NYSPS Live 2021 Annual Meeting

Register Now

  • October 28 - 30, 2021
  • Renaissance Westchester Hotel
    80 West Red Oak Lane
    West Harrison, New York
    United States
    10604