Palm Beach Infectious Disease Institute

  Download Contract for Industry Sponsorship and Exhibit Booth Space  in PDF
 

The Palm Beach Infectious Disease Institute (“PBIDI”)
Presents
ID Symposium 2012: Progress and Controversies in Infectious Disease (“IDS 2012”)

April 27 and 28, 2012
The PGA National Resort, Palm Beach Gardens, Florida

Contract for Industry Sponsorship and Exhibit Booth Space
 

Contract Registration Deadline: February 29, 2012

• Contracts for booth space or sponsorship item must be received by PBIDI no later than February 19, 2012.
• Fees must be received by the following dates:
  • 50% of the fee must be received by February 29, 2012
  • The balance of the fee is due by March 15, 2012
• The Sponsorship Packet will be provided to Industry once full payment is received.

SPECIAL RATES

10% EARLY SPONSORSHIP DISCOUNT RATES EXTENDED TO FEBRUARY 21 ST.

 10% Discount for Early Sponsorship Registration and additional Symposium Program Registration Fees

Completed contract and 50% fee must be received by PBIDI prior to February 21, 2012 to receive 10% discount on exhibit booth space fee or sponsorship item.

30% Discount on Exhibit Booth Space will be provided to all Non-Profit Organizations

 SPONSORSHIP ITEMS:

• Platinum Sponsor: $5000 - Exclusive Category (Includes Exhibit Booth Space)
• Gold Sponsor: $3500 – limit of 2 (Includes Exhibit Booth Space)
• Silver Sponsor: $2500 – limit of 3 (Includes Exhibit Booth Space)
• Exhibit Booth: $1200
• Saturday Breakfast Symposium: $2500 - limit of 2; non CME event
• Keynote Speaker, Saturday Luncheon and Awards Ceremony: $10,000
• Faculty/Donor Dinner: $7500 - Friday Evening
• Cocktail Reception/Poster Exhibits: $5000 - Friday Evening
• Registration Bag Sponsor: $2000 (limit 1)
• Program Flash Drive Sponsor: $1500 (limit 1)
• Name Tag/ Lanyard Sponsor: $1000 (limit 1)

INDUSTRY SYMPOSIUM PROGRAM REGISTRATION FEE - $295 per additional ticket

GUEST TICKET OPPORTUNITIES

• Cocktail Reception/Poster Exhibits - Friday Evening - $35.00 each
• Key Note Speaker/Awards Luncheon and Ceremony - $65.00 each

SYMPOSIUM PROGRAM REGISTRATION FEE - $295 per additional ticket
(10% discount available prior to February 15, 2012)

TERMS AND CONDITIONS:

EXHIBITOR ELIGIBILITY
All companies that manufacture or distribute products and/or services that promote the field of infectious diseases or HIV/AIDS are invited to exhibit at IDS 2012. The Palm Beach Infectious Disease Institute (“PBIDI”) reserves the right to determine eligibility.

EXHIBITOR CONTRACT
The signed registration contract along with the exhibit space deposit allows for the use of the space allotted. If full payment is not received by the final payment due date, PBIDI reserves the right to reassign the allotted space and exhibitor’s initial deposit will not be refunded. If Exhibitor is a “no show” without prior written notice to PBIDI, Exhibitor will forfeit all fees paid to PBIDI.

SYMPOSIUM CANCELLATION POLICY
In the event that the ID Symposium 2012: Progress and Controversies in Infectious Disease is abbreviated or canceled because of circumstances beyond PBIDI’s control, including, but not limited to, civil disturbance, earthquake, electrical outage, explosion, fire, freight embargo, strike or labor unrest, flood, hurricane, tornado or other acts of God, an act of war, terrorism, or any other causes that would prevent PBIDI from continuing the meeting, PBIDI reserves the right, at PBIDI’s sole discretion, to unilaterally terminate the agreement between PBIDI and the exhibitor. In these circumstances, the exhibitor expressly agrees to waive any claim the exhibitor/sponsor may have against PBIDI, including, but not limited to, those for fees paid by, or on behalf of, the exhibitor for booth spaces, registration, breakfast symposia, advertising, promotional opportunities, food and beverage, grants, audiovisual services, signage, housing, and travel. After considering expenses and obligations incurred by PBIDI up to the time of the symposium cancellation, PBIDI will issue a partial refund to sponsoring companies.

CANCELLATION of EXHIBIT BOOTH SPACE and/or SPONSORSHIP ITEM
Receipt of a signed contract for exhibit booth space or sponsorship is a commitment to exhibit at IDS 2012. Therefore, notification of booth space or sponsorship cancellation must be submitted in writing on company letterhead to PBIDI and exhibitors are required to pay appropriate fees or cancellation penalties. Sponsors who cancel or reduce exhibit booth space or sponsorship items will pay the following fees:

• For cancellation or reduction on or before March 25, 2012, the exhibitor will pay 50% of the total fee.
• For cancellation or reduction after March 25, 2012, the exhibitor will pay 100% of the total fee.

SUBLETTING/SHARING OF SPACE
Subletting or sharing of space is not allowed at any time.

ASSIGNMENT OF EXHIBIT SPACE
Exhibit Booth Space assignments will be determined by PBIDI on a first come, first served, basis in conjunction with the layout provided by the hotel conference center and the dimensional needs of the exhibitor. The exhibitor will be notified of their booth assignment. Should the booth assignment not meet the needs of the exhibitor, PBIDI requires that exhibiting companies submit their preferences in writing within one week of receipt of their assignment. PBIDI will make every effort to accommodate all requests, but reserves the right to make final decisions.

FDA REGULATIONS
Exhibitors with products regulated by the Food and Drug Administration (FDA) must comply with FDA guidelines and restrictions. For more information, contact the FDA Division of Drug Marketing.

PROMOTIONAL ITEMS
If providing promotional items, PBIDI requests that all Industry exhibitors and sponsors comply with the guidelines as set forth within the statements and opinions of the following:

• Standards for Commercial Support on Continuing Medical Education, Accreditation Council for Continuing Medical Education
• Gifts to Physicians from Industry, American Medical Association Council on Ethical and Judicial Affairs
• Code of Pharmaceutical Marketing Practices, Pharmaceutical Manufacturers Association

METHOD OF PAYMENT
Payment may be made via check, payable to “PBIDI” in U.S. currency drawn on a U.S. bank or PBIDI accepts American Express, Master Card and Visa, which can be processed on-line through the link provided.

FIRE AND ELECTRICAL REGULATIONS/NON-SMOKING
All exhibiting companies must comply with the conference center’s local, state, and federal fire and electrical regulations and safety rules as well as non-smoking policies. Additional information will be provided in the Sponsorship Packet.

INSURANCE
The exhibitor shall, at its sole cost and expense, procure and maintain throughout the term of the contract for exhibit space, comprehensive general liability insurance against claims of bodily injury or death and property damage occurring in or upon or resulting from the premises leased. The general liability insurance should recognize the Palm Beach Infectious Disease Institute (PBIDI) as an additional insured. Such insurance shall include contractual liability and products liability coverage with the combined and single limits of liability of not less than $1,000,000. The exhibitor shall, at its sole cost and expense, procure and maintain throughout the term of this contract worker’s compensation and occupational disease insurance in full compliance with all federal and state laws governing all of the exhibitor’s employees engaged in the performance of any work for the exhibitor. The exhibitor shall obtain and shall furnish upon the request of the conference facility management a certificate of insurance evidencing the required insurance.

LIABILITY
PBIDI will not be responsible for any loss, injury, theft, or damage of any kind to any of the exhibiting company’s employees or property. The exhibiting company shall hold harmless PBIDI, The PGA National Resort, and their respective employees, agents, and contractors against all claims, fines, liabilities, thefts, injuries, and damages of any kind to persons or property. If PBIDI is held liable for an exhibitor’s action or inaction, the exhibitor shall reimburse PBIDI for all expenses and hold PBIDI harmless from any liability.