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2019 SUPPORT AND EXHIBITION PROSPECTUS
New York State Pain Society Annual Meeting and Scientific Sessions
Dates: May 17-19, 2019
Location: Renaissance Westchester Hotel, West Harrison, New York
Exhibit Dates & Hours*
Set-Up
Thursday, May 16: 6:00 – 8:00 p.m.
Friday, May 17: 8:00 – 10:00 a.m.
Show Hours
Friday, May 17
10:00 a.m. – 7:00 p.m.
Networking Reception 6:00 p.m. – 7:00 p.m.
Saturday, May 18
7:30 a.m. – 4:00 p.m.
Tear Down
Saturday, May 18: 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 2019 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 200 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 is held 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.
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 Wednesday April 24, 2019, the hotel rates increase dramatically. Please visit www.nypainsociety.org to book you hotel room online or 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.
The Society’s rates expire when the rooms sell out
--or on April 24, 2019 - whichever is sooner.
Do not delay! Book today!
Cost/Payment -Exhibit Cost per -Tabletop (must be registered and paid by the dates below)
EARLY BIRD ends December 31, 2018 - $3,000
EARLY BIRD 2 ends February 1, 2019 -$3,250
REGULAR after February 1, 2019 $3,500 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, May 17, 2019
We assign space based upon receipt of your booking form. Upon receipt, we will send you a confirmation and invoice and link to pay fees online with visa/mastercard/ or by check. We do not accept American Express.
SPACE IS LIMITED TO 40 SUPPORTERS
--BOOK EARLY--
WE SELL OUT EACH YEAR!
Refunds and Cancellations
Cancellations received in writing by April 1, 2019 will be subject to a 25% administrative fee. There will be no refunds for cancellations received after April 1, 2019.
Space Assignment
We are limited to 40 exhibitors in 2019. BOOK EARLY! Space will be assigned in the order in which booking forms are received. Corporate Members are given priority placement. Applications received after April 1, 2019 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. *The Program Committee reserves the right to alter the Floor Plan at any time without prior notice.
Exhibit Services
On or about April 15, 2019, The Pain Society will issue a memorandum to registered exhibiting companies. The memorandum will contain all necessary information and order forms including:
Mailing List
Each registered exhibitor will receive a pre-registration list approximately 30 days before the meeting, a printed copy at the meeting, and a final registration list within 3 days after the meeting. Use of this list will be restricted to a one time only use and information directly related to the meeting.
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:
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 flame-proof 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 Listing in Supporter Booklet
Upon receipt of the booking form, you will be asked to send a 50-word Exhibitor Company/Product profile to Lisa Lineback by email. This will be published in the list of exhibitors in the Program. Failure to provide the profile by the deadline will preclude your company from being listed in the Program. Profiles are due on or before April 15, 2019.
Exhibitor Confirmation by Society
Once an Exhibition Booking Form is received, confirmation of your participation and an invoice will be sent to you by email. We will send you a confirmation and invoice and link to pay fees online with visa/mastercard/ or by check. We do not accept American Express.
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 April 15, 2019.
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 40 SUPPORTERS
--BOOK EARLY
WE SELL OUT EACH YEAR!
2019 ADDITIONAL OPPORTUNITIES
2019 PLATINUM CORPORATE MEMBERSHIP $25,000
2019 ANNUAL MEETING Participation as follows:
2019 Society Activity Participation as follows:
2019 GOLD CORPORATE MEMBERSHIP $10,000
2019ANNUAL MEETING Participation as follows:
2019 SILVER CORPORATE MEMBERSHIP $7,500
2019 ANNUAL MEETING Participation as follows:
2019 Society Activity Participation as follows:
2019 CORPORATE MEMBERSHIP $5,000
ANNUAL MEETING Participation as follows:
2019 Society Activity Participation as follows:
CONFERENCE BAGS $2500
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, May 17, 2019.
LANYARDS $ 500
Distributed to all attendees at annual meeting 2018. Company-provided lanyards for badges.
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.
Personal information:
Personal information is collected on this website only when you voluntarily submit it by, for example, registering for the website, or updating your user profile. We respect the privacy of your personal information. Any collected personal information will not be shared, sold, or disclosed to any person or party, and will only be used within to communicate our news, events, industry partner information (i.e. Corporate Members and Exhibitors) and other services with you.
Information collected from your computer or other electronic device:
We may also collect information about your online activities and your computer or other electronic device when you visit this website. This information may include your Internet Protocol (IP) address, domain name, browser type, date and time of your request and information provided by tracking technologies, such as cookies. This information does not identify any individual. We may also use tracking devices to identify websites that you visit before and after this website. This tracking helps us to understand our users better and to improve our website and the information it provides and to maintain and administer the website. This tracking does not involve the collection of personal information.
Access and choice:
Keeping your information accurate and up-to-date is important so we can provide you with helpful information and services. You may update, correct, or delete personal information by modifying your user profile. You can choose not to receive information about specific products and services, or any other promotional materials, from us by direct mail and/or e-mail at any time by modifying your communication preferences also located in your user profile.
Links to other websites:
We may provide links to third-party websites. We are not responsible for and cannot control the privacy practices of those other sites. Those sites will have their own privacy policy which may be different from this privacy policy. Please check the privacy policy for each site you visit.
Changes to the privacy policy:
We reserve the right to revise this privacy policy at any time. You will be notified of any significant changes made herein.
If you are not 100% satisfied with your purchase, you can return the product and get a full refund or exchange the product for another one, be it similar or not.
You can return a product for up to 30 days from the date you purchased it.
Any product you return must be in the same condition you received it and in the original packaging. Please keep the receipt.
By completing purchases with us you agree to have your Credit card and personal information securely stored as part of a payment profile within a 3rd party payment gateway. This securely stored payment profile will be used, when authorized, for automated recurring payments and will allow for easier and faster checkouts. No credit card information is stored within Member365 and all payment data is accessed by way of a secure API. Under no circumstances do we share credit card or personal details.
Who can access the The New York State Pain Society member portal?
Please note that the The New York State Pain Society member portal is to be used by members of The New York State Pain Society only. Certain workspaces within the member portal will be tailored for and restricted to certain membership types; access to these areas will be determined and approved by The New York State Pain Society staff. The Content that is displayed in your member portal will automatically vary based on your user / membership type.
What can be posted?
To ensure all interactions within the The New York State Pain Society member portal are safe and friendly, The New York State Pain Society staff will oversee the member portal activity and will review, edit, and delete any inappropriate content that has been submitted. This includes abusive or offensive language, spam, malicious files, or other disrespectful contact. To help provide a productive environment, please report any offensive or suspicious activity to The New York State Pain Society staff. Please note that not all user-submitted content is representative of The New York State Pain Society , nor does it necessarily represent the views of The New York State Pain Society , its staff or members.
Personal information:
Personal information is collected on this website only when you voluntarily submit it by, for example, registering for the website, or updating your user profile. We respect the privacy of your personal information. Any collected personal information will not be shared, sold, or disclosed to any person or party, and will only be used within to communicate our news, events, industry partner information (i.e. Corporate Members and Exhibitors) and other services with you.
Information collected from your computer or other electronic device:
We may also collect information about your online activities and your computer or other electronic device when you visit this website. This information may include your Internet Protocol (IP) address, domain name, browser type, date and time of your request and information provided by tracking technologies, such as cookies. This information does not identify any individual. We may also use tracking devices to identify websites that you visit before and after this website. This tracking helps us to understand our users better and to improve our website and the information it provides and to maintain and administer the website. This tracking does not involve the collection of personal information.
Access and choice:
Keeping your information accurate and up-to-date is important so we can provide you with helpful information and services. You may update, correct, or delete personal information by modifying your user profile. You can choose not to receive information about specific products and services, or any other promotional materials, from us by direct mail and/or e-mail at any time by modifying your communication preferences also located in your user profile.
Links to other websites:
We may provide links to third-party websites. We are not responsible for and cannot control the privacy practices of those other sites. Those sites will have their own privacy policy which may be different from this privacy policy. Please check the privacy policy for each site you visit.
Changes to the privacy policy:
We reserve the right to revise this privacy policy at any time. You will be notified of any significant changes made herein.
If you are not 100% satisfied with your purchase, you can return the product and get a full refund or exchange the product for another one, be it similar or not.
You can return a product for up to 30 days from the date you purchased it.
Any product you return must be in the same condition you received it and in the original packaging. Please keep the receipt.
By completing purchases with us you agree to have your Credit card and personal information securely stored as part of a payment profile within a 3rd party payment gateway. This securely stored payment profile will be used, when authorized, for automated recurring payments and will allow for easier and faster checkouts. No credit card information is stored within Member365 and all payment data is accessed by way of a secure API. Under no circumstances do we share credit card or personal details.