EXHIBITOR PROSPECTUS

15^th ANNUAL MEETING AND SCIENTIFIC SESSIONS 

December 5-8, 2024

The Francis Marion Hotel

387 Kings Street Charleston, South Carolina

Exhibit Dates & Hours*

 Set-Up

Thursday, December 5, 2024 - 6:00 PM – 8:00 PM

Friday, December 6,, 2024 -  7:30-9:30 AM

Show Hours

Friday, December 6, 2024

9:30 AM – 6:00 PM

Networking Reception 6:00 PM – 7:00 PM

Saturday, December 7, 2024

8:30 AM – 1:00 PM

Tear Down

Saturday, December 7, 2024 - 1:00 PM - 2:00 PM

 

*Hours subject to change

 

History

The Pain Society of the Carolinas is an association of physicians and healthcare practitioners whose mission is to serve 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.  We are pleased to announce that the 2024 program will continue to attract pain management specialists, family practice physicians with a clinical interest in pain management, anesthesiologists, orthopedics, physiatrists, neurologists, surgeons, physician assistants, nurse practitioners, nurses, therapists and healthcare professionals from North Carolina, South Carolina, and our neighboring States who wish to network and learn the latest techniques, treatments, and options in acute and chronic pain management. We invite you to support and exhibit at the 2024 Annual Meeting and Scientific Sessions.

 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 North Carolina, South Carolina, and our neighboring States who have an interest in and /or  a pain management practice and specialize in acute and chronic pain management.

 Exhibit Information

Location

The Francis Marion Hotel is located in the historic district of Charleston, South Carolina. PSOC has contracted all meeting space so that we encourage optimum interaction with our industry supporters. The Exhibit Hall will be located  in the Colonial Ballroom with close proximity to sessions and within the guidelines of ACCME rules.  Corporate Members have priority display placement.  The exhibit hall will serve as the venue for all refreshment breaks as well as the Friday Evening Networking Reception.

 

Hotel Accommodations

On behalf of the meeting participants, the Society has secured sleeping rooms at The Francis Marion at the significantly discounted rate of $199 single/double plus taxes and fees To ensure availability, please reserve your room as soon as possible and no later Tuesday November 12, 2024.

 

Please call the hotel at 843-722-0600 with the dates needed for your stay and reference the group to receive the discounted room block rate.

Or book online at this site only:  

Booking Engine 4.0 URL: https://reservations.travelclick.com/76320?groupID=4126751

Online Code: PAIN24

SITE INSPECTIONS

Exhibitors and Supporters are free to visit the meeting venue at their convenience. Please contact the venue directly to arrange a tour. 

 

Cost/Payment – Exhibit is a 6-foot tabletop display

Cost per -Tabletop is $3,750 which includes:

➢ (1) 6’ table (2) chairs - YOUR DISPLAY MUST FIT ON A 6-Foot TABLETOP.

➢ (2) representative badges – Additional badges may be purchased for $350.00 each.  EACH REPRESENTATIVE AT THE MEETING MUST BE REGISTERED AND NO SUBSTITUTIONS ARE PERMITTED. 

➢        Participation in the Networking Reception on Friday, December 6, 2024.

The Society accepts Visa, MasterCard, Company Check or ACH.

Refunds and Cancellations

Cancellations received in writing by November 1, 2024, will be subject to a $500 administrative fee. There will be no refunds for cancellations received after November 1, 2024.

 

Space Assignment

Space will be assigned in the order in which applications with full payment are received.  Corporate Members are given priority placement. The application deadline is November 1, 2024.  Applications received after this date 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 November 1, 2024, the Pain Society of the Carolinas will issue a memorandum to registered exhibiting companies. The memorandum will contain all necessary information and order forms including:

➢        Drayage and shipping rates

➢        Labor regulations and rates

➢        Furniture, display and decorating rentals

➢        Electrical, Wi-Fi and telephone service rates

➢        Audiovisual and computer rentals

 

Shipping Information

Shipments should be made through the Pain Society of the Carolinas and the Francis Marion Hotel

Shipping instructions will be included in the Exhibitor memorandum issued 30 days prior to the meeting.

Mailing List

Each registered exhibitor will receive a pre-registration list approximately 30 days before the meeting, an updated list one week prior to the start of 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 participants affiliated with exhibits 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 $350 each - no exchanging of badges allowed. Company representative names and email addresses are due by email to Lisa Lineback at llineback.lisa@yahoo.com on or before November 15, 2024

Conducting Exhibits

Exhibitors shall be in accord with the ACCME, PhRMA, ADVAMED, NEMA guidelines and laws 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, 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.

 Security

A security guard may or may not be furnished to be on duty in the exhibit area when the exhibits are closed, but the safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor at all times. The Pain Society of the Carolinas and Francis Marion 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 all responsibility and hereby agrees to protect, indemnify, defend and save the Pain Society of the Carolinas, its sponsors and endorsers, the Board of Directors, the Program Committee, members, and meeting managers as well as the Francis Marion 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 of the Carolinas, its Board of Directors, program committee, sponsors, endorsers, meeting managers, and Francis Marion Hotel, its employees and agents. Exhibitor acknowledges that the Pain Society of the Carolinas, its sponsors, members and endorsers, the Program committee, and/or meeting managers and the Francis Marion 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.

FOOD AND BEVERAGE POLICIES – THE FRANCIS MARION HOTEL DOES NOT PERMIT FOOD AND BEVERAGE TO BE BROUGHT INTO THE HOTEL PUBLIC AND MEETING ROOM SPACES.

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 Confirmation by Society

Once an Exhibition Booking Form is received, confirmation of your participation and an invoice if payment will be made by ACH or check will be sent to you by email.  If you pay by credit card, a copy of your paid receipt will be sent to you.

All payments must be received before set-up is allowed at the meeting.

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: 

•     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 Pain Society of the Carolinas’ discretion. However, representatives must refrain from holding any commercial discussions in the educational sessions.

•     Onsite Monitoring - The separation of promotional materials and activities from the educational arena is strictly enforced throughout the activity by Pain Society of the Carolinas’ onsite staff.

 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 November 1, 2024.

ADDITIONAL OPPORTUNITIES

2024 GOLD CORPORATE MEMBERSHIP                                          $10,000

2024 MEETING Participation as follows:

• Membership Designation included on all print materials, membership roster, and highlighted on website

• One (1) Tabletop Exhibit Display in preferred location.

• Two (2) additional complimentary registrations for a total of four (4) registrations

• One (1) Gold Corporate Member Showcase at one of the following days/times
  • Lunch Friday, December 6, 2024
  • Breakfast Saturday, December 7, 2024
  • Lunch Saturday, December 7, 2024

Please note that company provides food/beverage, speaker, audiovisual as an additional expense.

• Company-Provided Product Flyer in Annual Meeting Conference Materials
• Two e-blast invitations to all Attendees detailing the Corporate Member Showcase with RSVP to Company OR Virtual Reality Workshop Station
• Agenda listing of Gold Corporate Member Showcase
• Complimentary registration for showcase speaker(s)
• Participation in the Networking Reception on Friday evening December 6, 2024.

 

2024 CORPORATE MEMBERSHIP                                                                    $5,000           

 2024 MEETING Participation as follows:

• Membership Designation included on all print materials, membership roster, and highlighted on website

• One (1) Tabletop Exhibit Display in preferred location.
• Participation in the Networking Reception on Friday evening December 6, 2024.

• 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

 

2024 Exhibit 6 -foot tabletop display                                                          $3,750.00           

• One (1) 6’ table (2) chairs - YOUR DISPLAY MUST FIT ON A 6-Foot TABLETOP.
• Two (2) Complimentary representative badges – Any additional badges must be purchased for $350 each
• Participation in the Networking Reception on Friday December 6, 2024.

 

PROMOTIONAL MATERIAL                                                                                             $ 500  

Distributed to all attendees in conference materials.  Promotional material provided by company.

LANYARDS                                                                                                                             $500

Distributed to all attendees.  Company-provided badge lanyard.

CONFERENCE BAGS                                                                                                          $500

Distributed to all attendees.  Company-provided conference bag.

 

 

Accommodation:

We strive to host inclusive, accessible events that enable all individuals, including individuals with disabilities, to engage fully. To be respectful of those with allergies and environmental sensitivities, we ask that you please refrain from wearing strong fragrances.  To request an accommodation or for inquiries about accessibility for any of our meetings, please contact Robin Hoyle, Executive Director via email at Robin@painsocieties.org or by phone at 844-524-7246

 

Questions?   Call Lisa Lineback, Pain Society of the Carolinas Director of Support and Exhibition at (336) 816-2049 or by email to llineback.lisa@yahoo.com

 

           

We accept check, EFT, Visa, or Master Card. Sorry, we do not accept AME