Guidelines for PCRS Exhibitors

 

ADMISSION TO CONFERENCE

Exhibitor name badges entitle wearer to attend conference sessions as “observers” only. CME credits will be awarded only to individuals who have paid full attendee registration fees and been issued a PCRS 2018 Annual Meeting official paid registration name badge.

Exhibitors and their representatives must wear exhibitor badges at all times while in the conference area and at all events. These badges are issued for the exhibitor’s protection and identification. Admission to events will not be permitted without a proper badge.

A final list of company representative names must be provided within your exhibitor registration by Friday, February 23, 2018. Standard booths include up to 4 badges, Large booths include up to 6 badges, and Extra Large booths include up to 8 badges. Additional badges requested by February 23, 2018, will be billed at $50.00 per name.

Anyone not on your company’s list by February 23, 2018, may face delays when requesting a name badge on site and will be charged a $35.00 on-site badge fee. Name badges are not transferable and must not be loaned or given to other persons; violators will be barred from the Exhibition Premises. If a substitute representative needs an on-site badge, the original badge must be traded in at registration desk, and a $35.00 on-site badge fee applies. A business card reflecting both Exhibitor Company name and the Representative's name may be requested. Failure to present appropriate business card may result in the revocation of the badge and its associated benefits. A $75.00 fee will apply to ALL lost or misplaced badges.

After exhibit set-up day, an Exhibitor will be permitted to enter the Exhibit Hall one hour before the scheduled opening time. Exhibitors are expected to be present at their booths in the hall at listed exhibit hours. Should an Exhibitor desire to enter the Exhibit Hall at any time other than the official Exhibit hours, a written request specifying the reason and names of all persons needing access shall be presented to the Exhibits Manager for approval. The Exhibit Hall Managers shall have sole control of admission policy at all times.

REJECTION AND PENALTIES

The Exhibits Manager reserves the right to restrict, reject or prohibit any exhibit in whole or part because of noise or for any other reason becomes objectionable, with or without giving cause. If an Exhibitor is rejected because of violation of these rules, or for any stated reason, no return of exhibit fees shall be made. The Exhibitor shall abide at all times by any and all regulations and requirements of the hotel and PCRS.

CANCELLATION POLICY

PCRS understands that circumstances may arise that prevents Exhibitors from fulfilling their commitment to exhibit at the Annual Meeting. Exhibitors who cancel prior to January 1, 2018, will receive a refund of their balance after a $250 fee. Exhibitors who cancel between January 1, 2018, and February 1, 2018, will receive a refund of their balance after a $500 fee. Exhibitors who cancel after February 1, 2018, do not receive a refund but may apply up to 50% to the following year’s exhibit fees. Refunds will be less credit card service fees.

ADVERTISING MATTER

The Exhibits Manager reserves the right to refuse to permit distribution of souvenirs, advertising, printed matter or anything else considered objectionable. Distribution of allowed materials other than from within an Exhibitor’s space is forbidden. The Management must approve name signs or courtesy cards on any equipment loaned to an Exhibitor. Prize drawings, raffles or promotions contests are prohibited.

SOLICITATION OF BUSINESS

Solicitation of business will be permitted by Exhibitors only.

ARRANGEMENT OF EXHIBITS

Exhibitors must agree to arrange their exhibits so as not to obstruct the general view or hide other exhibits (see booth floorplan). The Exhibits Manager must approve large display signs, but Exhibitors may use cards signs of appropriate size on individual exhibits and on partitions following the rules and regulations of the Exhibit Manager.  Rules are slightly different for large areas of 3 or more booths.

Exhibit tables are 6 feet long, two feet wide and 30” tall. The maximum height for display materials on a center table is 65” from the floor (table at 29” plus your table top display at a maximum of 36” will equal 65” from the floor).  The maximum height for display materials on a table adjacent to a wall is 90” from the floor (table at 30” plus your table top display at a maximum of 61” will equal 90” from the floor).

INSTALLATION OF EXHIBITS

Booth spaces will be available for installation from 4:00 to 7:00 PM on Wednesday, March 21, 2018, and 7:30 to 9:00 AM on Thursday, March 22, 2018. The installation of exhibits and removal of all boxes and crating must be completed before 9:00 AM on Thursday, March 22, 2018.

PCRS Exhibit staff will be available for set-up, and are stationed inside the Exhibit Hall during the entire set-up process to assist you in finding your booth space, answer your questions and coordinate the hotel's electrical, engineering and communications departments to ensure you have received your Exhibit's electrical and communications requests.

Electrical and communications request forms must be completed and in the Society's possession by February 23, 2018, in order to avoid on-site fees of $35 per form in addition to cost of service.

DISMANTLING

The Exhibitor agrees not to dismantle the booth or do any packing before 10:45 AM, Saturday, March 24, 2018 (following AM refreshment break). No part of the exhibit, equipment, or literature may be removed, once it is set up, without permission from the Exhibit Hall Manager.

Exhibitor further agrees to have all materials removed by 12:00 PM, Saturday, March 24, 2018. Because another event takes place in the same room used as the Exhibit Hall, no extensions will be made to the teardown schedule. Any materials left on the floor after this time will be stored and charged at the prevailing rates. Greater than average amounts of refuse (large crates, etc) will be discarded with cartage rates charged.

Exhibitors must make arrangements satisfactory to PCRS and Renaissance Indian Wells staff for payment of any additional charges incurred in connection with exhibiting.

NOISY AND OBNOXIOUS EQUIPMENT

If the operation of any apparatus produces noise of sufficient volume or odors found to be annoying to neighboring Exhibitors and guests, it will be necessary to discontinue such operation. The Exhibitor agrees that radio, television, motion picture or other audio-visual aids will be operated in such a manner and place as to provide no inconvenience to other Exhibitors. Sound may be at a level to reach the immediate vicinity of the Exhibitor’s area only and the Exhibits Manager reserves the right to prohibit the use of any equipment contravening these regulations.

LODGING ACCOMMODATIONS

Exhibitors will be offered confirmed hotel rooms in the PCRS Meeting Block within these guidelines:  Standard booths may book up to 2 rooms, Large booths may book up to 4, and Extra Large booths may book up to 8 hotel rooms. Your sponsorship level may alter these guidelines.  

FAILURE TO COMPLY WITH EXHIBITOR POLICIES MAY JEOPARDIZE ELIGIBILITY TO EXHIBIT AT FUTURE PCRS EVENTS.

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