Exhibitor FAQs

1. What is the name of the meeting and exhibition? 
Safety Pharmacology Society Annual Meeting and Exhibition 

2. What is the location? 
Phoenix Convention Center
100 North 3rd St, South Hall
Phoenix, AZ  85004

3. What are the meeting dates? 
October 1 - 4, 2012
 
4. What are the exhibit dates and hours? 

Laura R. Helm
Safety Pharmacology Society 
1821 Michael Faraday Drive
Suite 300
Reston, VA 20190
Phone: 703.547.0874
Fax: 703.438.3113
E-mail: lhelm@safetypharmacology.org

6. What are the installation and dismantle dates and times? 

9:00 AM - 3:00 PM

7. How are the space assignments determined?
Space assignments will be made on a first-come, first-served basis.

8. What are the booth rental fees? 
Inline Exhibit Booth - $2,400 USD

Corner Exhibit Booth - $2,600 USD

9. What are the terms of payment? 
50% payment is due upon reserving the booth, and final payment is due by June 1, 2012. Full payment must accompany any booth requests made June 1, 2012, or later.  The Society reserves the right to cancel the contract in any event, on written notice to applicant, if the Society considers it inadvisable to hold the Exhibition.

Space assignments are sold on a first-come, first-serve basis based on space availability.

10. How many complimentary badges do we have?
Each Exhibitor booth registration includes two complimentary full conference badges for booth staff. If you register for more than one booth you get two additional badges for every booth you register for. For example, if you register for 3 booths, you will receive 6 complimentary badges.

If you have more than two booth staff, additional staff can register for the meeting at the regular attendee rate (does not include Continuing Education Sessions).

11. Is insurance required?
All Exhibitors, their contractors and suppliers working in the exhibit area are required to carry liability insurance. Exhibitors must operate and maintain their exhibit so that no injury will result to any person or property. Every reasonable precaution is taken by the exhibition location and the Society to safeguard and protect the Exhibitors’ property while at the exhibition.

Request a certificate of insurance if you are using an Exhibitor Appointed Contractor. Certificates must list SPS as an additional insured for not less than one million dollars. Certificates may be sent to: lhelm@safetypharmacology.org, fax: 703.438.3113, or mailed to 1821 Michael Faraday Drive, Suite 300, Reston, VA 20190.

12. Where can I find information on booth rules and regulations?
Please Visit our Rules and Regulations Page.

13. What is my exhibitor login?
Your exhibitor login is the company password sent to you in the booth confirmation email. If you need to retrieve this password please visit the Exhibitor Login page.

14. How do I find my current booth number?
Your booth number was sent to you in your booth confirmation email, and can also be found  on the Exhibitor List page of the Web site.

15. How do I get/update my company information for the directory?
Please login to the exhibitor login section of the SPS Exhibits website using your company password. Chose the “Booth Profile” option to update your company description. If you need help logging in please contact: 
Laura Helm 
Safety Pharmacology Society
Phone: 703.547.0874
E-mail: lhelm@safetypharmacology.org

16. How do we get hotel rooms for our staff?
SPS has secured rooms at the Hyatt Regency Phoenix.  You will be notified when the reservations system is available.

17. When will we receive our badges?
Please pick up Exhibitor badges at the SPS Registration desk. 

18. What is the Cancellation Policy?
Canceling exhibitors are required to provide notice in writing:

1. Email Laura Helm, Exhibits Coordinator, at lhelm@safetypharmacology.org or
2. Send a confirming letter of cancellation or space reduction to Laura Helm, Safety Pharmacology Society, 1821 Michael Faraday Drive, Suite 300, Reston VA 20190.
The date the exhibitor's written notice is received will be the official cancellation/reduction date. Reduction of island space dimensions after assignment has been confirmed may result in relocation of the booth space. SPS may cancel exhibitor rooms and room blocks held by company canceling booth space.
It is agreed that:
a. If the exhibitor cancels or reduces space between the date the application was received and April 2, 2012, the company will pay an administrative fee of 10 percent of the canceled space.
b. If the exhibitor cancels or reduces space between April  2, 2012, and May 31, 2012, the company will pay 50 percent of the total canceled booth space fee as liquidated damages.
c. If the exhibitor cancels or reduces space after June 1, 2012, the company will pay 100 percent of the total contracted booth space fee as liquidated damages.
d. If the exhibitor cancels and the Society is able to sell out the hall, there will be an administrative fee of $300. The balance of monies received will be refunded.
e. Space not claimed and occupied by 5:00 P.M. on Monday, October 1, 2012, will be forfeited by the exhibitor, and the exhibitor will pay as liquidated damages 100% of the total contracted booth space fee.
f. Exhibitors who fail to show up at SPS will still be liable 100% of the total contracted booth space. No refunds or transfer of funds to the next show will be permitted.