AGREEMENT TO TERMS AND CONDITIONS (“T&Cs”)
Each attendee, exhibitor and sponsor for himself and his employees (which may be referred to as ‘you’ or ‘your’ as applicable), agrees to abide by these terms and conditions, it being understood and agreed that the sole control of the 2020 Specialty Pharmacy Summit rests with Asembia Specialty Pharmacy Summit, LLC (“Asembia”) and that Asembia may render final and binding decisions with respect to interpretation of all rules and regulations herein and with respect to eligibility and participation in this event. Asembia’s Specialty Pharmacy Summit is a private business event. Asembia monitors registration and attendance. Registration and/or attendance may be denied to any person or entity by Asembia, in its sole discretion.
As an exhibitor, you must agree to the following:
Asembia will not guarantee that space requested will be assigned until full payment received by the deadlines provided. Exhibit space cancelled or downsized by February 14, 2020, will be refunded 50% of the booth rental fee. All cancellations must be submitted in writing. Exhibiting companies must abide by the rules and regulations governing the Summit as printed in the exhibitor prospectus. By applying for exhibit space, all company representatives agree to abide by the terms and conditions.
SPONSOR AND EXHIBIT BOOTH CANCELLATIONS
All Sponsor cancellations and/or cancellations or adjustments to exhibit booth space must be submitted in writing and are subject to the following amounts:
- On or before February 14, 2020 – 50% refund of sponsorship fee and/or booth rental fee, as applicable
After February 14, 2020 – no refund
Design criteria for island booth setups are more lenient. All island booths must submit complete booth diagrams for approval no later than March 6, 2020.
Booth diagram must include:
Overhead hanging signs or anything else hung from an island booth or the exhibit hall ceiling require special approval from Asembia. Requests for approval of hanging signs must be received in writing, no later than March 6, 2020. Attachment to Wynn ballroom ceiling beams or trusses is permitted only through pre-approval. Exhibitors and sponsor receiving exhibition space may not hang signs that exceed 20 feet from the floor to the top of the sign. Overhead hanging signs must be installed no later than 8:00 AM on Monday, May 4, 2020. Final approval will be dependent upon location of booth on show floor. Approval process may be up to 14 days, please allow for extended response time.
Heights and widths of all structures
Overview of booth
Isometric views of booth
Any overhead hanging elements with layout & description (materials, fabric, weight & construction)
PAYMENT & ASSIGNMENT OF BOOTH SPACE
Exhibit applications will be accepted until January 17, 2020 or when exhibit hall sells out. Applications will only be accepted with payment of 50% deposit.
Final payment will be due prior to final booth assignment. Applications received with full payment will be assigned first choice booth selection as available. Applications requesting to be invoiced remaining 50% will be assigned space upon receipt of final payment. Assigned space will be based on booth availability at time payment is received.
Booth space will not be deemed “purchased” until full payment is received. The fee for an exhibit booth includes one complimentary full conference registration. Registration confirmation with hotel link will be provided to exhibitor upon receipt of payment. All other company personnel and booth staff must register for the conference and pay the appropriate registration fees. Exhibit only badges are not available.
INSTALLATION & DISMANTLE OF EXHIBITS
The exhibit hall has been reserved for exhibit installation on Sunday, May 3, 2020 from 12 PM - 7 PM and Monday, May 4, 2020 from 8 AM - 7 PM. All exhibits must be operational by 1 PM on Tuesday, May 5, 2020.
Any space not claimed or occupied two hours prior to the show opening may be resold or reassigned without refund. All booths must be staffed by an authorized company representative during all show hours. Each exhibit must be open for the full duration of official show hours and must be closed at all other times.
Dismantling or packing of exhibits cannot begin any earlier than 6 PM on Wednesday, May 6, 2020. All exhibits must be ready for removal by 11 AM on Thursday, May 7, 2020. These times may be subject to change. Any exhibits not removed by 11 AM on Thursday, May 7 are subject to be dismantled and exhibitor charged accordingly for time and labor.
To assist you in planning your participation in your show, we are certain you will appreciate knowing in advance that union labor will be required for certain aspects of your exhibit handling. Please refer any questions you may have to an on-site GES Management employee. We will be happy to assist you in any way possible.
TEAMSTERS UNION: EXHIBIT LABOR
Teamsters Union Local #631 has jurisdiction through a labor agreement with GES for the erection, touch-up painting, dismantling, and repair of all exhibits when this work is done by persons other than your full time company personnel. This work is to include wall coverings, floor coverings, pipe and drape, painting, hanging of signs and decorative materials from the ceiling, placement of all signs and the erection of platforms used for exhibit purposes. Local #631’s jurisdiction does not cover the placement of your products on display, the opening of cartons containing your products, nor the performance, testing, maintenance or repairs of your products. If full-time company personnel are utilized to set an exhibit, they should carry positive company identification, such as a medical identification card or payroll stub. This rule prohibits the utilization of workers hired from a non-union agency or company. To secure labor, please utilize the GES labor forms enclosed.
Teamsters Union Local #631 has jurisdiction through a labor agreement with GES for the loading and unloading of all trucks, trailers and common and contract carriers as well as the handling of empty crates and the operation of material handling equipment. It also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment as well as the reverse process. GES has the responsibility of receiving and handling all materials and empty crates. It is our responsibility to manage docks and schedule vehicles for the smooth and efficient move-in / move-out of the trade show. GES will not be responsible for any material it does not handle. An exhibitor may hand carry material provided they do not use material handling equipment to assist them. When exhibitors choose to hand carry material, they may not be permitted access to the loading dock / freight door areas.
Stagehands handle programmable theatrical lighting, production, related rigging, and audio-visual. Suspended trusses with or without legs, that contain dimmable or programmable lighting, studio or motion picture lighting, sound system projectors, video wall, special effects equipment, and laser lighting are to be installed and removed by the stagehands. If the above list of equipment is not present on the truss, then it is either Teamster or Electricians as stated above. Meeting room ground support truss with Stagehand’s equipment is Stagehand’s responsibility.
Our work rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, product or gifts in kind by any employee (union or non-union). Our employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed.
Customer acknowledges that the show site and surrounding areas are active work zones. Customer, its agents, employees and representatives are present at their own risk.
ALWAYS HONEST® HOTLINE
GES requires the highest standards of integrity from all employees. Please call our confidential Always Honest® hotline at (800) 443-4113 to report fraudulent or unethical behavior.
The use of helium inflated balloons as part of the exhibit display or as a giveaway is prohibited.
You will need to wear your badge at all times while attending Asembia’s 2020 Specialty Pharmacy Summit.
All individuals must pick up their own badge. Coworkers or friends cannot pick up your badge and you cannot pick up theirs. To pick up your badge, all registration fees must be paid in full and you will need to show a government-issued form of photo ID, like a driver’s license or passport, matching the name on your registration. If you’ve had a recent change in your name (for example, if you got married) and your registration does not match your photo ID, please bring documentation of your name change and come see us at on-site registration in the Petrus room.
You will be required to take a photo which will be printed on your badge. These photos are part of our security and are used to verify your identity throughout the event. We reserve the right to deny entry to anyone who refuses to take an identifiable photo without any form of refund or compensation.
Only you can use your badge, meaning you can’t share it, give it, or sell it. We reserve the right to revoke any badges that we determine are being used by someone other than the registrant whose name appears on it. If we revoke your badge, you shall not receive any form of refund or compensation.
If your badge is lost or stolen, you should notify us at on-site registration in Petrus. We will issue replacement badges on a case-by-case basis and at our sole discretion. Badge re-prints will be subject to a fee of up to the on-site registration fee.
Badges will feature a QR code which may be scanned as you enter certain sessions or events. Among other things, this helps us to track information on capacity, as well as make sure folks have the right access. Sponsors and continuing education companies may scan your badge to retrieve personal information that you provided at registration, including your name and email address. If your data is collected by scanning your badge or through any other means, it will be used and stored according to that vendor’s privacy and data retention policies, which they should allow you to review. You are never required to allow anyone to scan your badge and if you are not comfortable with any of their policies, you should not provide them with your data.
All 10’x10’ booths include one (1) complimentary registration with full access to all scheduled Summit events. Additional registrations can be purchased on asembiasummit.com. There is no exhibit only badge available. All exhibiting company representatives who will be present in the booth during open exhibit hours must be registered and wear their official Summit name badge for access to the exhibit hall prior to open hours and during show hours. Individuals who do not have badges will not be admitted into the exhibit area prior to open hours. Badges may not be altered or covered in any manner. Individuals found in violation may be asked to relinquish their badge and escorted from the exhibit hall. There is no exhibit-only badge.
The use of sound systems is permitted provided they do not interfere with the ability of neighboring exhibitors to conduct business activities. Any exhibit may be closed if deemed by the Summit Exhibit Hall Committee, in its sole discretion, to have an excessive noise level. Exhibitors are responsible for obtaining appropriate licenses for any copyrighted music used in connection with their exhibit.
EXHIBIT BOOTH ACCESS
Exhibit personnel may not enter another exhibitor’s booth without obtaining permission, nor may they conduct activities, which in the opinion of the Summit Exhibit Hall Committee, impede another exhibitor’s ability to conduct business. This is in respect of the rights of other exhibitors to conduct business during exhibit hours without interference or improper intervention. The Summit Exhibit Hall Committee, it’s representatives and employees, shall have free access to any exhibit at all times.
Exhibitors will be permitted to distribute food and beverage items only if ordered through the Wynn & Encore hotels. No outside food and beverage items of any type are permitted in hotel or exhibit hall.
AFTER-HOURS ADMISSION TO EXHIBIT HALL
During show days, exhibitors wearing badges may enter the exhibit hall during exhibit set-up and breakdown times only as listed in the prospectus.
SUBLETTING SPACE/BOOTH SHARING
Subletting of exhibit space is prohibited. Exhibitors may not assign, sublet or apportion the whole or any goods other than those manufactured or distributed by the exhibitor in the regular course of the exhibitor’s business or permit any representative of any firm not exhibiting to solicit business or take orders in the exhibitor’s space. Subletting of space is grounds for Asembia’s immediate termination of the exhibitor’s contract.
INDIVIDUAL REGISTRATION CANCELLATION
We get it, things happen. Here’s how individual registration cancellations and refunds work:
Cancelled registrations are non-transferable. To cancel your registration, and get your refund (if applicable), you will need to notify us in writing to firstname.lastname@example.org.
If you’re entitled to a refund, you will be refunded to your original payment method.
Remember that cancelling your registration does not automatically cancel your hotel and travel arrangements. You are responsible for cancelling your own hotel and travel reservations.
Cancellations made on or before April 30, 2020, will be fully refunded, less a $100 administrative fee.
Cancellations made after April 30, 2020 will not be given a refund regardless of the reason that you are cancelling (this includes personal reasons, weather conditions or other reasons out of your control).
You have the option of transferring your registration to another person within your company, prior to April 17, 2020. Registration transfers cannot be made on cancelled registrations. Transfers received after April 17, 2020 are not guaranteed and are subject to registration fees.
You can request a registration transfer by emailing email@example.com and completing the registration transfer form.
Remember that transferring your registration does not automatically transfer your hotel and travel arrangements. You are responsible for transferring your own hotel and travel reservations.
HOTEL ROOM RESERVATIONS
You must be a registered attendee of the conference to participate in the Asembia room block. Once registered, you will receive a confirmation email containing a link to book your hotel room at the Wynn or Encore Hotels. You must book your own hotel and travel.
Hotel reservations are on a first-come, first-served basis. We suggest you make your reservation upon receipt of your registration confirmation email. Hotel rooms sell out early. The discounted hotel room rate and availability cannot be guaranteed. To make changes to a hotel reservation, you will need to contact the Wynn or Encore hotels directly.
PHOTOGRAPHY, VIDEO AND AUDIO RECORDINGS
By attending Asembia’s 2020 Specialty Pharmacy Summit and related events, you consent to having your image, voice, likeness, presentation and/or other copyrightable material recorded, including video, audio and still photography. We reserve the right to use recordings taken at Asembia’s 2020 Specialty Pharmacy Summit and related events however we might choose to, without giving you notice or compensation. We might use them in our press release(s), marketing materials, or other publications.
SOLICITATION BY NON-EXHIBITING COMPANIES
Solicitation by non-exhibitors is prohibited. Firms and representatives not assigned exhibit space are prohibited from soliciting business in any form. Violators of this prohibition will be required to immediately leave the exhibit hall.
Asembia does not assume responsibility for any theft. Asembia strongly suggests that all items of value be secured within your booth or personal lodging. Booth security and protective storage is available for hire.
Safety is our main priority and Asembia works to create a safe environment for all attendees. By attending Asembia’s 2020 Specialty Pharmacy Summit, you agree to wear your official Summit name badge in the Wynn & Encore conference centers, hotel suites and evening events. You also understand we might randomly check bags or other belongings, and you agree to not leave any of these unattended at any time. You agree that you won’t bring anything that could cause a safety hazard. All security concerns should be reported to Asembia’s staff or security immediately. Our security team may take whatever measures they deem appropriate without prior notice to ensure the safety of attendees. You must comply with the direction of our security team, as well as all applicable rules and regulations of the venues where Asembia’s Specialty Pharmacy Summit is held.
In the interest of the success of the entire conference, attendees and exhibitors agree not to extend invitations, call meetings, or otherwise encourage absence of attendees or exhibitors from the conference or exhibit hall during the official hours of the Summit. Check the current agenda for official hours.
AMENDMENT TO RULES AND REGULATIONS
Asembia may, in its sole discretion and without notice, make changes, amendments, or additions to the Rules and Regulations. Any such changes shall be binding to all individuals, including but not limited to exhibitors, sponsors and attendees.
TERMINATION OF MEETING AND EXHIBIT
Should the premises in which Asembia’s 2020 Specialty Pharmacy Summit is to be held become, in sole judgment of Asembia, unfit for occupancy, or should the Meeting and Exhibition be materially interfered with by reason of action of the elements, strike, picketing, boycott, embargo, injunction, war, riot, emergency declared by a government agency, or other act beyond the control of Asembia, the Application and Contract may be terminated by Asembia. Exhibitor agrees that Asembia shall not be liable for damages or loss sustained or incurred by the Exhibitor as a result of such termination. In the event of such termination, the Exhibitor expressly releases and shall hold harmless Asembia of and from all claims for damages or loss, and agrees that Asembia shall have no obligations or liability in connection with such termination except to refund to Exhibitor a prorated share of the aggregate amount received by Asembia (as rental for exhibit spaces for said Exhibit), after deducting all costs and expenses in conjunction with such Exhibit, including a reasonable reserve for claims.
RIGHT TO REMOVE EXHIBITOR'S PROPERTY
Asembia reserves the right to remove from the hotel or Exhibit Hall premises any or all property of the Exhibitor should the conference or convention be canceled or relocated, or should the Exhibitor violate any of the conditions of this agreement. This right may be exercised without prior notice and without hearing.
VIOLATIONS OF THE CONDITIONS
Any of the following actions by an Exhibitor shall constitute violation of the conditions of this agreement
Use of display equipment, products, or services that varies in any significant way from the description on the Booth Space Application Form or for which approval or appropriate fees have not been paid.
Violation of any municipal, state, or federal laws, rules, or regulations, including safety codes and union agreements.
Failure to follow the procedures prescribed in these contract conditions
Failure to remove property from the hotel or Exhibit Hall upon cancellation or relocation of the conference or convention.
Exhibitors will comply with all applicable statutes, ordinances, rules and requirements relating to health, fire, safety, use of the premises, and the offering of promotions to Exhibition attendees. Booth decorations must be flame-proofed, and all hangings must clear the floor. Electrical wiring must conform with all federal, state, and municipal government requirements and to National Electrical Code Safety Rules. If inspection indicates that Exhibitor has neglected to comply with these regulations, or otherwise incurs re hazards, Asembia reserves the right to cancel at Exhibitor’s expense all or such part of the exhibit as may be noncompliant. Exhibitor shall police its booth to ensure that the noise level from any demonstrations or sound systems is kept to a minimum and does not interfere with others. Remember, the use of sound systems or equipment producing sound is an exception to the rule, not the norm. Asembia reserves the right to determine at what point sound constitutes interference with others and must be discontinued. The Exhibitor agrees to pay all royalties, license fees or other charges accruing or becoming due to any firm, person, or corporation by reason of any music, either live or recorded, or other entertainment of any kind or nature, played, staged or produced by the Exhibitor, its agents, employees or subtenants within the premises covered by the Contract, including but not limited to royalties or licensing fees due to Asembia. Exhibitor agrees to indemnify and hold harmless Asembia, its agents and employees against any and all such claims and charges and to defend, at its own expense any and all such claims and charges. Exhibitors shall have the right, however, to protest and if desired, to litigate and adjudicate any and all such claims.
LIABILITY AND INSURANCE
Exhibitor assumes full responsibility and liability for losses, damages and claims arising out of injury or damage, including that by fire, and theft, to Exhibitor’s displays, equipment and other property brought upon the premises of The Wynn and to individuals who visit Exhibitor’s booth. Exhibitor shall indemnify and hold harmless The Wynn, Asembia, and their agents, servants, employees, officers, directors, staff and members against such losses, damages and claims. Exhibitor releases Asembia from and agrees to indemnify it against any and all claims for such loss, injury or damage. If Asembia shall be held liable for any event that might result from Exhibitor’s action or failure to act, or Exhibitor’s failure to comply with applicable law, Exhibitor shall reimburse and hold harmless Asembia against any liability resulting there from. Exhibitor must adequately ensure its materials, goods, wares and exhibits against loss or injury of any kind and must do so at its own expense. Asembia and The Wynn are not responsible for any loss (however caused) to any property of any exhibitor. Exhibitors are solely responsible for their own actions and that of their employees, contractors, agents and representatives during Asembia’s Specialty Pharmacy Summit.
PAYMENT & SUBMISSION
CE Provider applications must be submitted prior to December 6, 2019 to firstname.lastname@example.org. For check payment, an invoice will be provided for payment due within 10 days of invoice date. For credit card payment, you will be contacted for processing.
Cancellation of a session must be sent in writing to Asembia no later than January 17, 2020. After January 17, 2020, CE providers will be held responsible for 50% of the CE session slot fee if a program is cancelled.
CE SESSION GUIDELINES
CE Provider applicant agrees to abide by the rules and regulations governing the 2020 Specialty Pharmacy Summit, hosted by Asembia, as outlined in contract conditions and which are part of this application. Acceptance of this CE Provider application by Asembia Specialty Pharmacy Summit, LLC constitutes a legally binding contract. This CE Provider application will not be accepted unless signed and dated above.
Asembia’s Specialty Pharmacy Summit is a private business event. As founder and host, Asembia monitors registration and attendance. Registration and/or attendance may be denied to any person or entity by Asembia, in its sole discretion.
Sessions are to be focused on topics important to the specialty pharmacy industry and/or the therapeutic categories serviced by specialty pharmacies. A specific disease state focus, pharmacy best practices, patient management, professional development, the expanding role of the specialty pharmacist, legal updates and other topics are encouraged.
During the Summit, providers who are organizing and hosting CE sessions must provide CE credits to all qualified attendees who participate and complete applicable requirements. It is solely the responsibility of the CE provider to coordinate and arrange for CE credits to be attained by applicable attendees. Asembia does not participate in or have responsibility for the development of CE sessions, therefore is unable to provide CE credits for programs scheduled.
Upon acceptance of a proposal, CE providers must provide written confirmation to Asembia that funding has been secured for their proposed session. You are also responsible for supplying all session information to Asembia such as title, speaker bio/headshot and session description prior to applicable deadlines for inclusion in conference materials.
CE PROVIDERS ARE RESPONSIBLE FOR THE FOLLOWING:
Assuming the cost for advertising, audio/visual equipment rental, technicians, Fire Marshal, food and beverage (for sessions scheduled during meal times), fire marshal application cost and any other expenses related to the session.
Providing on-site management of the session including check-in of session attendees as applicable. No additional registration fees for attendance at a CE session will be required for general Summit attendees.
CE PACKAGE INCLUDES:
One (1) meeting room at Asembia’s Specialty Pharmacy Summit.
CE session listing on the agenda featured on the Summit website, printed program guide and digital program guide.
One (1) full page advertisement in the digital program guide, featured on the Summit website and promoted through social media and email.
Collaborative marketing support from Asembia to promote session.
Asembia Summit logo will be given to the CE provider to be used on all marketing materials, websites, posters, postcards, etc.
Pre-conference and on-site social media promotion announcing the session.
Placement of one (1) postcard per session on the CE information table in the on-site Summit information center. This is the only location for materials to be placed during the Summit. Printed materials cannot be placed on existing hotel furniture/tables or distributed to attendees in any manner. Postcards must include the 2020 Summit logo.
Placement of up to three (3) posters (24” x 36”) outside the assigned meeting room promoting the session (one located at meeting room entrance and two directional posters; all posters must be pre-approved by Asembia). Posters must include the 2020 Summit logo. All sessions will display Asembia logo on podium.
Registration code will be provided upon confirmation of speaker(s) for a reduced rate of $895 per speaker.
Discounted registration of $895 will be provided for up to 2 on-site staff and up to 2 on-site vendors providing support for the program. Limited access badges are not available. Registration code will be provided upon confirmation of both.
Note: Asembia does not guarantee attendance at the continuing education session and will not refund any fees based on attendance.
SUBLETTING OF SPACE
CE provider is prohibited from assigning or subletting any part if its allotted meeting space to another individual, business or firm. Contracts for meeting space are between Asembia and each individual CE provider, not between exhibiting companies. Therefore, the subletting of space is strictly prohibited and is grounds for Asembia’s immediate termination of CE provider’s contract.
AGREEMENT TO CONDITIONS
Each Attendee, and each CE provider for himself and his employees, agrees to abide by these conditions, it being understood and agreed that the sole control of the 2020 Specialty Pharmacy Summit rests with Asembia and that Asembia may render final and binding decisions with respect to interpretation of all rules and regulations herein and with respect to eligibility and participation in this event. The annual Specialty Pharmacy Summit is a private business event. Asembia monitors registration and attendance. Registration and/or attendance may be denied to any person or entity by Asembia, in its sole discretion.