Rules and Regulations
About the Exhibition
The Virtual Platform & Exhibition will be accessible to attendees prior to the start of Continuing Education Courses on September 30 with activities planned through October 8, and On-Demand Access through December 31, 2021. While we have featured Exhibit Hours as outlined below we encourage our Exhibitors to staff their booths as they are able when activities are taking place. View the Full Agenda
| Dedicated Exhibit Hours (EDT) |
| October 4 |
12:30-14:00 |
| October 5 |
11:30-13:00 |
| October 6 |
12:00-13:00 |
| October 7 |
12:30-13:30 |
| October 8 |
14:00-15:00 |
Character of the Exhibition
The purpose of the Safety Pharmacology Society exhibit program is to further the education of the registrants by providing an area for Exhibitors to present information on products or services pertinent to the scientists’ professional interests. The Society reserves the right to determine the eligibility of any company product or service and the right to restrict, prohibit or evict any Exhibitor or product that in the opinion of Show Management detracts from the character of the exhibition or for any violation of the following Rules and Regulations. In the event of such restriction or eviction, the Society is not liable for refunding exhibit fees or any other cost incurred by the Exhibitor. Violations of the Rules and Regulations may also result in loss of Exhibitor priority. The Exhibitor accepts that the functionality and features of the "Virtual Booth" may be altered with or without notice due to product releases and updates by the Virtual Event Platform provider, Cvent.
Payment & Cancellation Terms
Payment Terms
- $2,000 USD (50%) of the booth cost is due by September 1, 2021 or net 30 days, whichever is sooner.
- Full payment must accompany booth requests made September 1, 2021 or later
Payments for any additional items purchased by the exhibiting company are due upon receipt of invoice
All payments must be made in U.S. currency, company check, money order, wire transfer or credit card are accepted. Any fees associated with wire transfers are the responsibility of the exhibitor.
Virtual Booths are sold on a first-come, first-serve basis based on availability. Applications for exhibit space are subject to the approval of SPS. The Society reserves the right to alter an Exhibitor’s space if it is deemed necessary in the best interest of the exhibitor. Before exercising its discretion, Show Management will consult with the Exhibitor. 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.
Cancellation Terms
Canceling exhibitors are required to provide notice in writing:
- Email Amy Willis, Meetings & Exhibits Manager at awillis@safetypharmacology.org or
- Send a confirming letter of cancellation or space reduction to Amy Willis, Safety Pharmacology Society, 11190 Sunrise Valley Drive, Suite 300, Reston VA 20191.
The date the exhibitor's written notice is received will be the official cancellation date.
It is agreed that:
- If the exhibitor cancels before September 1, 2021, the company will pay 50% of the total canceled booth space fee as liquidated damages.
- If the exhibitor cancels or reduces space after September 1, 2021, the company will pay 100% of the total contracted booth space fee as liquidated damages.
- Exhibitors who fail to build or “show up” at their booth for the Virtual Event will still be liable for 100% of the total contracted booth space. No refunds or transfer of funds to the next show will be permitted.
- The features and functionality of the Virtual Exhibit Booth may be subject to change outside of the control of Safety Pharmacology Society, by the software provider, Cvent. These product updates and releases are intended to improve the product and are not sufficient cause to exempt the exhibitor from the cancellation policies as outlined above.
General Conduct of Exhibits
The following practices are prohibited by the Safety Pharmacology Society: (1) canvassing or distributing any material outside the Exhibitor’s own space without the Society’s approval; (2) subleasing or sharing of exhibit space. Exhibitors may not release or assign any of their contracted booth space to another company; (3) the use of advertisements and/or display of materials outside the exhibit booth; (4) soliciting participation in surveys or otherwise harassing registrants; (5) publicizing and/ or maintaining any extracurricular activities, inducements, demonstrations, or displays outside of exhibit area during the meeting and exhibit hours; (6) entry into another Exhibitor’s booth without permission; (7) photographing, screenshoting, recording, or examining another Exhibitor’s equipment without permission; (8) the distribution of any give-away items (excluding items regularly manufactured by the exhibiting company) not approved by the Safety Pharmacology Society; (9) exhibiting or selling products/services to prospects before the opening of the show; (10) Exhibitors warrant that all (i) content provided by exhibitor will not infringe, misappropriate or violate intellectual property rights or rights of publicity or privacy of any third party and (ii) use of Customer Data will comply with all applicable laws and regulations. (11) the displaying of live animals and/or animals in distress in videotapes or photos as part of a display or sales literature. Exhibitors are requested to staff their exhibits during show hours with personnel attired in a manner consistent with the decorum of the meeting as well as knowledgeable in the products and policies of the company. The Exhibitor agrees to promptly remove from its exhibit space any person or thing that Show Management determines not to be suitable or in keeping with the character of the exhibition. Relevant portions of the foregoing prohibited practices are applicable to non-exhibitors at all times.
Indemnification
Exhibitor assumes entire responsibility and hereby agrees to indemnify, defend, and hold harmless the Safety Pharmacology Society and its employees and agents harmless against any claim, damage, expense, or loss, including but not limited to reasonable attorney’s fees at counsel of SPS' choice, arising out of or otherwise related to a Safety Pharmacology Society virtual event. The online platform shall generally be available excluding (1) scheduled maintenance; (2) emergency maintenance requested that must by its nature only be conducted outside the scheduled maintenance window; (3) a failure or malfunction resulting from equipment or services provided by end user, and (4) circumstances beyond SPS and Cvent's reasonable control, including but not limited to, the failure of third party applications required by end user (e.g. Webcasts, live streaming audio or video, webinars, etc.), delay, interruption or failure of telecommunication or Internet transmission. This exhibit space application/ contract may be terminated by the Society. In the event of such termination, the Exhibitor waives any and all damages and claims for damages, and agrees that the sole liability of the Society shall be of returning to each Exhibitor his or her booth payment less the prorated share of all costs and expenses incurred and committed by the Society. These Rules and Regulations are deemed part of all exhibit booth contracts. Any and all matters not specifically covered by the Rules and Regulation shall be subject solely to the decision of the Show Management. Show Management shall have full power to interpret, amend, and enforce these Rules and Regulations, provided any amendments, when made, are brought to the notice of Exhibitors. Each Exhibitor, for itself, its employees, and agents agree to abide by the Rules and Regulations and by any amendments or additions thereto in conformance with the preceding sentence.