All dates are relative to the 2020 RNS 13th Annual Conference. Hearby for the remainder of the document the 2020 RNS 13th Annual Conference shall be known as “event”. (See 21.a)
1.Contract: a. Contract for booth space must be completed online, mailed, or faxed, and must be executed by an individual who has the authority to act on behalf of the applicant.
2. Exhibit Booth Price: a. The prices for exhibiting and what is included are indicated on the event portal page. b. 50% of the exhibit fee is due within 30 days of contract submission; the remainder is due and payable 30 days prior to the event. C. Booth space is NOT guaranteed until payment-in-full is received by RNS. d. If full payment is not received by aforementioned due dates, RNS will have the right to resell the assigned booth space. The exhibitor understands that any deposits made will be forfeited.
3. Exhibitor Booth Badges: a. Each 10’ x 10’ booth space is allowed no more than four representatives to work inside the booth at any given time. b. Each representative receives a full conference registration. c. Only two registrations are included with each 10’ x 10’ space; however additional registrations may be purchased online at the given conference rate. RNS requires a list of all exhibitor representatives 3 weeks (21 days) before the event.
4. Cancellation of Booth Space: a. Cancellations and requests for refunds must be received in writing no later than 30 days before the date of the specific event, for 50% of the exhibit fee refunded, payable after the event. b. Cancellations received after aforementioned dates, are non-refundable.
5. Assignment of Booth Space: a. Booth space is assigned on a first-come, first-served basis with priority given to RNS Corporate Members. b. Booths are assigned 2 weeks prior to each event.
6. Hospitality and Entertainment: a. No entertainment, social functions, or events may be scheduled by an exhibitor to conflict with educational program hours, exhibit hours, or social events held during the conference. Companies that are not exhibiting are prohibited from hosting hospitality or social functions.
7. Conduct of Exhibits: a. Interviews, demonstrations, and distribution of literature or samples must be made within the booth space assigned to the exhibitor. b. Canvassing or distribution of advertisements outside of the exhibitor’s own booth will not be permitted. Such conduct is subject to immediate removal from the event and future events. c. It is the sole responsibility of the exhibitor for ordering and paying any corkage fees associated with the hotel for food or beverage items distributed within the booth. This includes any release of liability as well as providing any liability
insurance required by the hotel.
8. Installation and Dismantle of Exhibits: Based on Rheumatology Nurses Society vast variety of annual events: the shipping, install and dismantle of exhibits, and service time vary from event-to-event. In accordance, RNS will provide these details via an email sent out no less than 30 days prior to each event. Should this information not be received in a timely manner please email events@RNSNurse.org.
9. Exhibits Contractor: You will receive an Exhibitor Service Manual with the RNS Official Exhibits Contractor contact information approximately 30- 45 days prior to the event. The Exhibit Service Manual will contain complete instructions on exhibiting and additional services available (i.e. electricity, carpet, etc.). An exhibitor customer service desk will be accessible during the installation and dismantling of the exhibits.
10. Hotel Discount Room Rates: a. Hotel rooms are the sole responsibility of each exhibitor; however, we have negotiated a limited-time discount with the host hotel. You will find a link to the discounted hotel rooms on the RNS Event Registration website. Availability is limited to first-come-first-served as well as the published deadline.
11. Indemnification: a. The Exhibitor agrees to abide by the terms of this Contract, the Terms and Conditions, and any applicable provisions under the Rheumatology Nurses Society’s agreement with the management of the event hotel, all of which are made a part of this contract by reference and fully incorporated herein. b. The Exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitor’s displays, equipment, and other property brought upon the premises of the hotel. c. The Exhibitor shall indemnify and hold harmless the event hotel, its agents, servants, and employees, and the Rheumatology Nurses Society, it’s board members, contractors, sub-contractors, agents, employees, and directors, and Lyons DS, LLC d/b/a Lyons Den Solutions from any and all such losses, damages, and claims, except for losses, damages and/or claims that arise from the negligence or willful misconduct of the conference hotel, its agents, servants and employees, and/or the Rheumatology Nurses Society, its board members, contractors, sub-contractors, agents, employees or directors.
12. Music Licensing: a. The exhibitor warrants that it will comply with all copyright restrictions applicable to exhibitors including, but not limited to, any music performance agreements required by the American Society of Composers, Authors and Publishers (ASCAP) or Broadcast Music, Inc. (BMI). Audio devices used as part of an exhibit, which project sounds beyond the perimeter of the exhibitor’s booth, are not permitted.
13. Insuring Exhibits: a. Exhibitors are encouraged to insure their exhibits, merchandise, and display materials against theft, fire, etc. at their own expense. It is recommended that the exhibitor contact its insurance broker to obtain all-risk insurance or a rider policy covering exhibit property while absent from home premises for exhibit purposes.
14. Fire Regulations and Health Precautions: a. No exhibitor will be allowed to use any flammable decorations in the exhibit booth. Latex materials are not allowed in the exhibit hall.
15. Exhibit Space and Floor Plan: a. Every effort will be made to maintain the original configuration of the exhibit floor plan; however, RNS reserves the right to assign other than the requested space and to rearrange the floor plan and/or relocate exhibits, if necessary, without warning or notification.
16. Shipping Instructions: a. Information on shipping exhibit materials will be included in the Exhibit Service Manual prepared by CTD. A copy will be available on the RNS website approximately 30-45 days prior to the event.
17. Subletting of Exhibit Space: a. Exhibitors are prohibited from assigning or subletting a booth or any part of the space allotted to them. Exhibitors may not exhibit, or permit to be exhibited in their space, any merchandise or advertising materials that are not part of their own products, or those of their subsidiaries.
18. Selling in Exhibit Space: a. The selling of any products/services and the related taxes for delivery of products/services during the RNS Conference is the sole responsibility of the exhibitor.
19. Exhibit Contractors: a. Should an exhibitor choose to use a contractor for booth setup and dismantling, the contractor must comply with the requirements of CTD as specified in the exhibit manual. The exhibitor will provide the RNS with the name and contact details of any contractors, as well as evidence that the contractor has a Certificate of Insurance with a minimum of one million dollars liability coverage, including property damage, one week prior to the event.
20. Subject to Change: a. Pricing, offering, and availability are all subject to change. RNS reserves the right to change, cancel, or modify all offerings within the RNS Exhibitor Prospectus. All hours and events are preliminary and are subject to change. RNS reserves the right to refuse exhibit space and sponsorship participation for any reason.
