10th ANNUAL MEETING  AND SCIENTIFIC SESSIONS 2019

December 6-8, 2019
 
The Belmond Charleston Place Hotel, Charleston, South Carolina 
 
 
Exhibit Dates & hours*
 Set-Up
Thursday, December 5, 7:00 P.M. – 9:00 P.M.
Show Hours 
Friday 
7:30 a.m. – 6:30 p.m.
Networking Reception 6:00 p.m. – 7:00 p.m.
 
Saturday
7:30 a.m. – 4:00 p.m.
 
Tear Down
Saturday 4:00 -5:00 P.M.
 
*Hours subject to change
 
 
The Pain Society of the Carolinas
Annual Meeting and Scientific Sessions
December 6-8, 2019
The Belmond Charleston Place Hotel, Charleston, South Carolina 
 
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 2019 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 2019 Annual Meeting and Scientific Sessions.
 
Attendance
Projected attendance for the Annual Meeting and Scientific Sessions includes an anticipated 250–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 Belmond Charleston Place Hotel is located at the very heart of downtown Charleston in the historic district and within walking distance of all Charleston has to offer. The Hotel blends gentility and old-world charm with a leading-edge conference facility.  To encourage optimum interaction, the Exhibit Hall will be located in close proximity to sessions and within the guidelines of ACCME rules.  Corporate Members have priority display placement.  The exhibit area 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 Belmond Charleston Place Hotel at the significantly discounted rate of  $299 per night standard room for up to two people, $379 Premier King, $499 Club King or One bedroom Suite (+ state and local taxes and any destination fees)
 
To ensure availability, please reserve your room as soon as possible by calling the Hotel toll free (800) 831-3490 and mention the Pain Society of the Carolinas Room Block  to obtain the special rate.  You can also reserve your room online at this link.
 
Please reserve by November 1, 2019 to take advantage of the group rate.  Your reservations are subject to the hotel cancellation policy in effect as stated on your confirmation from the hotel.
 
Cost/Payment
Cost per -Tabletop is $3,000 before October 1, 2019 and $ 3,500.00 after October 1, 2019 which includes:
➢ (1) 6’ table (2) chairs - YOUR DISPLAY MUST FIT ON A 6-Foot TABLETOP.
➢ (2) Complimentary representative badges – Additional badges may be purchased for $350.00 each.  EACH EXHIBITOR IS LIMITED TO A TOTAL OF 4 REPRESENTATIVES FOR AN EXHIBIT TABLE - 2 EXTRA BADGES ONLY.  NO SUBSTITUTIONS ARE PERMITTED. 
➢        Participation in the Networking Reception on Friday, December 6, 2019. 
 
The Society accepts Visa, MasterCard, Company Check or ACH.  
 
Refunds and Cancellations
Cancellations received in writing by October 1, 2019 will be subject to a 25% administrative fee. There will be no refunds for cancellations received after October 1, 2019.
 
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 October 1, 2019.  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, 2019, 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
➢        Labor regulations and rates
➢        Furniture, display and decorating rentals
➢        Electrical and telephone service
➢        Audiovisual and computer rentals
 
Shipping Information
Shipments should be made through the Pain Society of the Carolinas and Belmond Charleston Place Hotel and shipping instructions will be included in the exhibitor memorandum.
 
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 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 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, 2019.
 
Conducting Exhibits
Exhibitors shall be in accord with the ACCME, 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, 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 Belmond Charleston Place 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 of the Carolinas, its sponsors and endorsers, the Board of Directors, the Program Committee, members, and meeting managers as well as Belmond Charleston Place 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 Belmond Charleston Place 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 Belmond Charleston Place 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.
 
Questions?  Call Robin Hoyle, Pain Society of the Carolinas Executive Director at (941) 706-2166 or by email to robin@carolinapain.org
 
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 Final Program
Upon receipt of the booking form, you will be asked to please send a 50-word Exhibitor Company/Product profile to Lisa Lineback by email llineback.lisa@yahoo.com .   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 November 1, 2019.
 
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.
 
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, 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. 
 
For more information on Exhibition and Marketing Opportunities please contact:
Lisa Lineback, Director of Exhibits at llineback.lisa@yahoo.com
Robin L. Hoyle JD, Executive Director at robin@carolinapain.org
Society Office Telephone: 941-706-2166
 
 
ADDITIONAL OPPORTUNITIES
 
2019-2020 PLATINUM CORPORATE MEMBERSHIP $30,000
2019 ANNUAL MEETING Participation as follows:
•       Membership Designation included on all print materials, membership roster, and highlighted on website
•       One (1) Tabletop Exhibit Display in designated Corporate Member location 
•       Two (2) additional complimentary registrations for a total of four (4) registrations
•       One (1) Pre & Post Registration 
•       One (1) Platinum Corporate Member Showcase Luncheon timeslot with 60-minute Presentation (No CME provided). Slots available on Friday December 6, 2019 or Saturday December 7, 2019. The time slot includes separate presentation room, standard audiovisual, (Note: The Society provides food & beverage to all meeting attendees).  Company provides speaker. Speaker’s registration is waived by society.
•       Two (2) representatives appointed to the Industry Advisory Committee 
•       Website link at www.carolinapain.org
 
2019-2020 GOLD CORPORATE MEMBERSHIP      $20,000 
2019 ANNUAL MEETING PARTICIPATION AS FOLLOWS:
•       Membership Designation included on all print materials, membership roster, and highlighted on website
•       One (1) Tabletop Exhibit Display in designated Corporate Member location.
•       Two (2) additional complimentary registrations for a total of four (4) registrations
•       One (1) Pre & Post Registration Mailing List
•       Company-Provided Product Flyer in Annual Meeting Conference Materials
•       Corporate Member showcase timeslot at breakfast for 45 minutes on either Saturday Dec 7 or Sunday Dec 8.  This is the only session at this timeslot. Not parallel. The timeslot includes separate presentation room, standard audiovisual.  (Note:  The Society provides food & beverage to all meeting attendees).
•       One (1) representative appointed to the Industry Advisory Committee
•       Website link at www.carolinapain.org
 
2019-2020 SILVER CORPORATE MEMBERSHIP $10,000
2019 ANNUAL MEETING PARTICIPATION AS FOLLOWS:
•       Membership Designation included on all print materials, membership roster, and highlighted on website
•       One (1) Tabletop Exhibit Display in designated Corporate Member location.
•       Two (2) additional complimentary registrations for a total of four (4) registrations
•       One (1) Pre & Post Registration Mailing List
•       Company-Provided Product Flyer in Annual Meeting Conference Materials
•       Corporate Member showcase dinner for up to 25 attendees. Company provides speaker. Society provides audiovisual, private room, dinner, beverages to attendees.
•       One (1) representative appointed to the Industry Advisory Committee
•       Website link at www.carolinapain.org
 
2019-2020 CORPORATE MEMBERSHIP     $5,000                                            
 
 2019 ANNUAL MEETING PARTICIPATION AS FOLLOWS:
•       Membership Designation included on all print materials, membership roster, and highlighted on website
•       One (1) Tabletop Exhibit Display in designated Corporate Member location.
•       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
•       One (1) representative appointed to the Industry Advisory Committee.
•       Website link at www.carolinapain.org
 
 
CONFERENCE BAGS    $2,500
Distributed to all attendees.  Your company logo along with the Pain Society of the Carolinas Logo is imprinted on bag. You may include One (1) Company/product flyer in the bag
                                                                                                                                                            
PROMOTIONAL MATERIAL   $ 500   
Distributed to all attendees.  Company-provided Product Flyer in the annual Meeting Conference Materials.  
 
Lanyards $500
Distributed to all attendees. Company-provided lanyards for badges.            
Distributed to Attendees. Company provides 2GB USB Zip Drives – Company Logo at Company’s discretion.
 
WINE POUR AT NETWORKING RECEPTION $1000 
Serve up to 10 bottles of society-provided wine from your display during the Networking Reception on Friday, 
December 6, 2019.  
 
 
THANK YOU FOR SUPPORTING PSOC!
 
 

 

Support and Exhibit Opportunities

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  • December 6 - 8, 2019
  • Belmond Charleston Place Hotel
    205 Meeting Street
    Charleston, South Carolina
    United States
    29401