2021 LIVE PAIN SOCIETY OF THE CAROLINAS ANNUAL MEETING AND SCIENTIFIC SESSIONS

MEETING EXHIBITOR PROSPECTUS

December 3-5, 2021

The Belmond Charleston Place Hotel, Charleston, South Carolina

 

Exhibit Dates & hours*

 Set-Up

Thursday, December 2, 7:00 P.M. – 9:00 P.M.

Show Hours

Friday, December 3

9:00 a.m. – 6:00 p.m.

Networking Reception 6:00 p.m. – 7:00 p.m.

Saturday, December 4

7:30 a.m. – 4:00 p.m.

Tear Down

Saturday 4:00 -5:00 P.M.

*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 2021 LIVE 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 2021 Live Annual Meeting and Scientific Sessions.

 

Attendance

Projected attendance for the Annual Meeting and Scientific Sessions includes an anticipated 300–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, $389 Premier King, $509 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 or by email to groupres.cph@belmond.com and mention the Pain Society of the Carolinas Room Block  to obtain the special rate. A first night's deposit must be guaranteed via a major credit card, which will be forfeited if the reservation is cancelled less than 7 days prior to arrival.  A failure to cancel the reservation prior to the day of arrival will result in a cancellation fee for the full legnth of stay.

Please reserve by November 1, 2021.  After this date, rates increase dramatically during the holidays in Charleston.  These rates are available until sold out. If rates are sold out, please contact Robin Hoyle at the society to be placed on a waiting list.  Robin@carolinapain.org.

Refunds and Cancellations

Exhibit and Support Cancellations received in writing by August 1, 2021 will be subject to a $1000 administrative fee. There will be no refunds for cancellations received after August 1, 2021. For hotel cancellation policy, see above.

Exhibit Services

Upon receipt of payment in full you will receive an invitation to create your Virtual Exhibit Booth at the Society’s Virtual Meeting Portal.   Here, you can upload logos, videos on products, sales team contacts, brochures about your product etc.  It is essential that you complete the Virtual Exhibit Booth as the information provided to attendees is through this portal. This is an added benefit in 2021 - it is in addition to your live exhibit tabletop display at the meeting venue. The virtual portal serves as the onsite meeting APP and program.

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 August 1, 2021.  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.

Mailing List – Society Lead Retrieval System

Through the Society’s Meeting Portal, you will have an opportunity to correspond with the meeting registrants.  You will also have the opportunity to order lead retrieval.

Exhibit Services

On or about November 1, 2021, 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

➢       (if you have not already created your online presence) Virtual Portal instructions with opportunity to purchase lead retrieval

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 registration for any additional badges will be by online registration.

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 in the Exhibit Hall(s). 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 contents of value to the exhibitor 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 (844) 524-7246 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

The Final Program is generated from the information that you post to the Society’s Meeting Portal (APP). It is important that you compete this step so that your company is showcased in the best possible medium.

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. Your exhibit/support spot is not confirmed until payment in full is received by the Society.  You will then receive meeting portal credentials to create your profile.

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. 

Cost/Payment

Cost per -6-FOOT Tabletop Display is $3750. 

➢ (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.   Register by August 1, 2021 and receive an extra registration badge for a total of three (3) badges (a $350 value)

➢ (1) One (1)  online portal profile page for company and registered representatives. This portal  serves as the meeting tool (APP) that all attendees will use to attend and participate in the LIVE annual meeting.

 

ADDITIONAL OPPORTUNITIES

2021 PLATINUM CORPORATE MEMBERSHIP                                 $30,000  SOLD OUT   

2021 ANNUAL MEETING Participation as follows:

*             Membership Designation on poster at Meeting Venue

*             One (1) Tabletop Exhibit Display in designated Corporate Member location

*             Four (4) representative badges

*             One (1) Pre & Post Registration Mailing list

*             One (1) Platinum Corporate Member Showcase Luncheon on Saturday, December 4, 2021 This is a 60-minute timeslot (No CME provided).

* Onsite Poster advertising Corporate Member Showcase

*  Society Website advertisement of Corporate Member Showcase

* Society meeting portal exhibitor and support pages (2 total). This is the online portal profile pages for company and registered representatives

2021  SOCIETY Participation as follows:

Two (2) representatives appointed to the Industry Advisory Committee (IAC).  IAC members attend a Dinner with the Board of Directors on Thursday, December 2, 2021.

Website link at www.carolinapain.org

 

2O21 GOLD CORPORATE MEMBERSHIP                                           $10,000

2021 ANNUAL MEETING Participation as follows:

*             Membership Designation on poster at Meeting Venue

*             One (1) Tabletop Exhibit Display in designated Corporate Member location

*             Four (4) representative badges

*             One (1) Pre & Post Registration Mailing list

*             One (1) Gold Corporate Member Showcase at one of the following timeslots (No CME provided and Company provides food/beverage/a/v and speaker)

Friday, December 3, 2021 – Lunch (1-hour timeslot)  SOLD OUT

Friday, December 3,2021 – Reception / Dinner (not exclusive -3 available)

Saturday, December 4, 2021 – Breakfast (45 Minute timeslot – 1 available)

Saturday, December 4, 2021- Reception/Dinner (not exclusive -3 available)

REMINDER: All ancillary events at the Belmond Charleston Place Hotel  must be secured through the Pain Society of the Carolinas and space is limited so book early  - your booking is only confirmed when payment is received.  For all Gold Corporate Member Showcases:  Company provides food, beverage, audiovisual, and speaker.

*             Two e-blast invitations to all Attendees detailing the Corporate Member Showcase with RSVP to Company.

*             Onsite Poster advertising Corporate Member Showcase

*             Society Website advertisement of Corporate Member Showcase

*             Society meeting portal exhibitor and support pages (2 total). This is the online portal profile pages for company and registered representatives

2021  SOCIETY Participation as follows:

One (1) representative appointed to the Industry Advisory Committee (IAC).  IAC members attend a Dinner with the Board of Directors on Thursday, December 2, 2021.

Website link at www.carolinapain.org

 

2021  CORPORATE MEMBERSHIP                                                           $5,000                                           

2021 ANNUAL MEETING Participation as follows:

*             Membership Designation on poster at Meeting Venue

*             Company- provided product flyer in conference bag

*             One (1) Tabletop Exhibit Display in designated Corporate Member location

*             Four (4) representative badges

*             One (1) Pre & Post Registration Mailing list

*             Society meeting portal exhibitor and support pages (2 total)

*             Society meeting portal exhibitor and support pages (2 total). This is the online portal profile pages for company and registered representatives

2021  SOCIETY Participation as follows:

One (1) representative appointed to the Industry Advisory Committee (IAC).  IAC members attend a Dinner with the Board of Directors on Thursday, December 2, 2021.

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 in the Conference bags at registration check-in.  Company-provides Product Flyer/brochure.

Lanyards $500

Distributed to all attendees. Company-provided lanyards for badges.           

ZIP Drives $500

Company provides 2GB USB Zip Drives which contain talks of program and info about company product – 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, September 18, 2020. 

New this Year!  Promotional Video at and in Exhbit Hall  $500

Two large video screens placed strategically at the entrance to the Exhibit Hall and at the Food & Beverage Station at the back of the Exhibit Hall will present up to 5 minute videos on your product, team, and/or exhibit for an additional opportunity for attendees to be directed to your display and/or learn about your company.  This will be on continous play on Friday, December 4  and Saturday December 4.   

New this Year!   Room Drop $500

Opportunity to deliver to all hotel guest meeting attendees a brochure about your company.  This is for society permission to drop a flyer.  Company pays hotel fee for drop. 

New this Year!  Charging Station  $1000 (limit 2)

Have one of only 2 charging stations located next to your exhibit display complete with signage that you are supporting the station.  Note that this year, the meeting program is online via the meeting APP and attendees will be encouraged to bring laptops and tablets to the meeting.  They will need a charge!

 

Questions?  Call Robin Hoyle, Pain Society of the Carolinas Executive Director at (844) 524-PAIN (7246) or by email to robin@carolinapain.org

OR 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

 

2021 Support & Exhibit Registration

Register Now

  • December 3 - 5, 2021
  • Belmond Charleston Place Hotel
    205 Meeting Street
    Charleston, South Carolina
    United States
    29401