Thank you for your interest in exhibiting at the 2020 Summer Pathology Conference with the Florida Society of
Pathologists (“Organization’’). All exhibitors
agree to the following information, guidelines, and regulations for purposes of exhibiting at our meeting,
superseding all prior discussions. This may be
supplemented by additional rules included in the exhibitor prospectus as well as any other information or updates
provided by the Organization.
EXHIBIT HALL HOURS.
All exhibitors must commit to having their exhibits displayed and staffed during the posted exhibit hours. Please do
not set-up late
or tear-down early. You agree to pay a $500 fee should the exhibit space get broken down before official tear-down
CANCELLATIONS & NO-SHOWS.
Once the application has been received, cancellation must be submitted to Organization, in writing, no later than
forty-five (45) days prior to the meeting. Upon receipt of a timely cancellation notice, a full refund minus a
$500.00 processing fee will be returned. If no
cancellation notice in writing is received, no refund will be made. There are no refunds for no-shows or those
canceling within forty-five (45) days.
Space will be assigned according to the order in which applications and full payments are received. No space can be
without full payment. Organization will confirm the receipt of money/contract along with a space assignment.
Organization reserves the right to re-arrange
the floor plan at any time prior to the conference even if a location has already been confirmed. It also reserves
the right to reject, at its discretion, any
application to exhibit. Organization will make every effort to separate direct competitors. Exhibit materials are
confined to the exhibit area.
EXHIBITOR BADGES & REGISTRATION.
Sponsorship level determines the number of badges afforded to exhibitor. Representatives without badges will
not be permitted in the exhibit hall. Exhibitor may pick-up name badges at the registration desk onsite.
DISPLAY REQUIREMENTS & RESTRICTIONS.
Organization retains the right to deny the exhibition of inappropriate items and products. Please contact the
Exhibit Coordinator with any questions. Drugs, chemicals, or other therapeutic agents listed in AMA’s New and
Non-Official Remedies, National Formulary
or U.S. Pharmacopeia, may be displayed. Proprietary drugs mixtures and special formulas may be displayed if
documentary evidence of their acceptance
by ethical medical organizations is on file with the Exhibit Coordinator. New, unlisted and/or initial display items
must be submitted for clearance prior to
opening of the convention. Clinical and laboratory tests and evaluation on such items must be submitted at least
three months prior to opening date of the
convention. The same restrictions apply to books, advertisements in medical journals or other publications on
display and to all promotional literature.
Machines and apparatus operated by electricity must not disrupt or annoy other exhibitors. Electrical arrangements
be made through the hotel, subject to their prices and conditions.
The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitor. No signs or other
articles shall be
posted, nailed or otherwise attached to any of the pillars, walls, doors, etc. in such manner as to deface or
destroy them. No attachments shall be made to
the floors by nails, screws or any other device. Exhibitor is responsible for damage to property. Organization
reserves the right to restrict exhibits that may
be objectionable, or to order the removal of any portion of an exhibit which in the judgment of Organization is
detrimental to or detracts from the general
order of the exhibits. This applies to persons advertising, soliciting or anything of a similar nature.
The use of models, biological tissues, or animals is strictly prohibited.
UNAUTHORIZED CANVASSING & DISTRIBUTION OF ADVERTISING MATTER.
Solicitation of outside business or conferences in the interest of business
except by exhibiting firms is prohibited. Exhibitors are urged to report to the Exhibit Coordinator any violations
of this rule. Canvassing by exhibitors outside
of their booths is also forbidden. Circulars or advertising matter of any description shall not be distributed
except from the exhibitor’s booth or by specific
permission of Organization.
Organization may contract an official meeting photographer to photograph or video all aspects of the meeting.
video may occur in the exhibit hall, limited to attendee activity. Exhibitor agrees to allow reasonable request from
Organization or the official meeting
photographer to take pictures outside the exhibitor’s booth.
SUBLETTING OF SPACE.
No subletting of space will be permitted. Only one company may exhibit per booth. Each company represented in the
must sign the exhibit application. Any person or company subletting a space, as well as the person or company
purchasing the space, will be subject to
eviction from the exhibit hall. No refund will be made to a company subletting its space.
Exhibitors are strongly urged to secure all valuables nightly or take them to their hotels rooms. Organization, the
hotel, and Compass
Management & Consulting, Inc. will not be responsible for lost or stolen items.
CERTIFICATE OF INSURANCE & LIABILITY.
The property hosting the conference will take all reasonable precautions against damage or loss by fire,
water, storm, theft, strike or any other emergencies of that character but does not guarantee or insure the
exhibitor against loss by reason thereof.
Organization will not guarantee exhibitors against loss of any kind. Reasonable care should be exercised by the
Exhibitor to protect all exhibits.
Exhibitors must provide Organization with a certificate of insurance no later than seven (7) days prior to the
meeting. Exhibitor assumes entire
responsibility and hereby agrees to protect, indemnify, and defend Organization, Compass Management & Consulting,
Inc., the affiliates, officers, directors,
agents, employees and partners of each, (“Indemnified Parties”) harmless against all claims, losses and damages,
including negligence, to persons or
property, governmental charges or fines and attorney’s fees arising out of or caused by exhibitor’s installation,
removal, maintenance, occupancy or use
of the exhibit premises or a part thereof. In addition, Exhibitor acknowledges that the Indemnified Parties do not
maintain insurance covering Exhibitor’s
property and that it is the sole responsibility of the exhibitor to obtain business interruption, property damage
and comprehensive general liability
insurance. Exhibitors are urged to take out a portal-to-portal rider available at a nominal cost on their own
insurance policy, protecting them against lost
through theft, fire damage, etc.
Organization neither warrants nor endorses any of the products or services advertised. You agree to indemnify,
defend, and hold harmless
organization for any and all costs, including reasonable attorney fees, associated with any claim based on your
Organization may estimate the number of attendees anticipated at the conference; however, such estimate does not
intend to guarantee
a number of conference attendees.
Payment in full is due upon submission of the exhibit application. If full payment is not received within 45 days of
submission of the application,
your booth space will be released.
Organization requests the full cooperation of the exhibitor in their observances. Please be sure that your
exhibitor appointed contractor, and anyone else involved in the arrangements for your exhibit has a copy of these
guidelines. For any questions, please
contact the Organization office at (904) 309-6261.