Exhibit Dates & Hours
|Friday, October 7 (Set Up)||7:00 a.m. - 12:00 p.m.|
|Friday, October 7||
12:00 p.m. - 1:00 p.m.
2:30 p.m. - 3:00 p.m.
5:00 p.m. - 8:30 p.m.
|Saturday, October 8||
7:30 a.m. - 8:15 a.m.
9:45 a.m. - 10:30 a.m.
11:45 a.m. - 1:30 a.m.
3:00 p.m. - 3:30 p.m.
4:45 p.m. - 8:15 p.m.
|Sunday, October 9||
8:30 a.m. - 9:20 a.m.
11:15 a.m. - 12:00 p.m.
|Sunday, October 9||12:00 p.m. - 3:00 p.m.|
*All times are subject to change.
Posterboards, refreshment breaks and exhibits will all be intermingled for optimal traffic. Exhibits may not be dismantled or removed prior to 12:00 p.m. on Sunday, October 9. All exhibit material must be dismantled and removed by 3:00 p.m. on Sunday, October 9.
The booth space includes a six-foot skirted table, two chairs, and a wastebasket. To maintain uniformity and to prevent obstruction of view of adjoining booths, no solid or draped walls can be higher than eight (8) feet
in the back and four (4) feet on the sides.
Sponsors are responsible for the cost of A/V, electrical, internet, and shipping and handling costs pertaining to their exhibit space. Once registration is complete, an order form will be provided to you so that this can be ordered to your needs. All services or material supplied by any contractors ordered by exhibitors/sponsors will be billed directly by the contractor to the exhibitor/sponsor. Therefore, the meeting does not assume any liability or responsibility for any act performed or omitted by such official contractors.
Assignment of Space
All booths will be assigned on a first come, first served basis in the order of sponsorship level from highest to lowest.
All exhibit personnel must be registered with their own individual email addresses. No exhibitor will be admitted to the exhibit area without an exhibitor’s badge. Registered representatives may attend all scientific sessions and social events; however, no business may be done within session rooms, and badges must be removed.
Sponsor agrees in consideration of the sponsorship benefits outlined in the Sponsorship Prospectus to pay in full the selected sponsorship level amount(s) by the required due date. The CHSF and HSF and Sponsor
acknowledge that the Sponsor’s role in the SHSA is limited to making a financial contribution and receiving sponsorship benefits, and that the Sponsor is not otherwise involved in the SHSA. The Sponsor is neither a decisionmaker nor an advisor to the SHSA.
All payments must be paid in USD. For wire transfer information, please contact Cyndi Powers at email@example.com. Full payment is due within 30 days of sponsorship registration. A 2.5% fee will be applied to
payments after 30 days and sponsorship may be cancelled for non-payment after 60 days or after September 15, whichever comes first. Sponsorship registrations received after September 15 must be accompanied with full payment to be considered.
Checks should be made payable to HS Foundation and mailed to:
c/o Cyndi Powers
400 Winding Creek Blvd
Mechanicsburg, PA 17050
HSF Tax-ID: 20-3246772
The following rules and regulations are designed to give structure to the relationship between the Hidradenitis Suppurativa Foundation (HSF), the Canadian Hidradenitis Suppurativa Foundation (CHSF), and sponsoring companies in preparation for and during the Symposium on Hidradenitis
Suppurativa Advances (SHSA). Neither the rights nor obligations under this Agreement shall be assigned or otherwise disposed of without the prior written consent of the non-assigning party. Any attempted assignment of this Agreement shall be null and void and shall constitute a breach of the Agreement, resulting in cancellation at the discretion of the CHSF and/or HSF. The CHSF and HSF are the sole authority for resolving questions or issues arising from the interpretation of the following rules and regulations. The authorized sponsor signing the Agreement is responsible to ensure the company representatives who will be involved in any activity relating to the Symposium on Hidradenitis Suppurativa Advances (SHSA) will be aware of and comply with these regulations.
Sponsors will be limited to those companies or other entities offering materials, products, or services of specific interest to registrants, as determined by CHSF and HSF in their sole discretion. CHSF and HSF reserves the right to determine the eligibility of any assets for display at the Symposium on Hidradenitis Suppurativa Advances (SHSA).
Notification of cancellation must be one in writing to firstname.lastname@example.org. The benefits provided to meeting sponsors start immediately upon payment or receipt of purchase order. No refunds will be given for any cancellations of a sponsor/exhibitor within 30 days of the conference.
In the event of cancellation by the Sponsor (other than because of any restrictions enforced by COVID-19 government regulations), the following cancellation fees will apply:
|Cancellation Date||Cancellation Fee|
|More than 90 days (July 6, 2022)||25% of total fee|
|60 – 90 days (July 7, 2022 – August 7, 2022)||50% of total fee|
|30 – 60 days (August 8, 2022 – September 6, 2022)||75% of total fee|
|After September 6, 2022||100% of total|
Standards for Integrity and Independence in Accredited Continuing Education
As a vendor, you will need to understand and agree to follow the policies of the ACCME’s Standards for Integrity and Independence in Accredited Continuing Education and the guidelines of the American Medical Association set for physicians in support of the 2022 Symposium of Hidradenitis Suppurativa Advances. By accepting the purchase of exhibit
space, the HSF and CHSF are in no way endorsing products or services offered by this company.
All companies providing support to the 2022 Symposium of Hidradenitis Suppurativa Advances, through educational grants or exhibits, will be acknowledged during the meeting and on associated literature distributed throughout the meeting.
All representatives of sponsors/exhibitors must register and wear the official badge for admission to and while in the exhibit & meeting space. Company badges will not be accepted in lieu of the official badge. Individuals who do not have badges will not be permitted into the exhibit area. Badges must be removed when entering any room offering CME credits.
Sponsors/ Exhibitors are permitted to demonstrate the company’s equipment and to make informational presentations regarding the product line or service in the booth space. However, other attention getting devices in the form of entertainment, or demonstrations of non-product items or services must be approved in writing by the Meeting Manager. Only such activities which, in the discretion of the Meeting Manager, are in keeping with the professional deportment of the technical exhibits program will be
permitted. All demonstrations shall be confined to the space allocated each exhibitor. The use of other than closed-sound systems will be permitted only with the prior approval of the Meeting Manager. Any exhibit may be closed if deemed by the Meeting Manager to have an excessive noise level.
Sponsors/Exhibitors or their affiliates may not host educational events or meetings involving registrants of the SHSA during the conference without prior permission from the HSF and/or CHSF. Requests for sponsoring educational events or meetings should be made directly to the HSF and/or CHSF. Approved events cannot conflict with any official SHSA activities and must have no formal marketing, production demonstrations or scientific presentations. No exceptions to this rule will be allowed.
Shipping information will be provided with 60-days of the meeting date. Sponsors/Exhibitors are responsible for all fees associated within shipping materials.
It is the responsibility of each sponsor/exhibitor to maintain insurance against injury to person or damages or losses of property in such amounts as the exhibitors deems adequate. Insurance protection will not be
provided either by HSF, CHSF, or the Hotel.
The exhibit area will be in public space of the Hotel. The host organizations may provide security when the meeting is not in session. It is encouraged and recommend that nothing of significant value is left in the exhibit space
during off hours.
Liability and Indemnification
The sponsor/exhibitor will be fully responsible for any claims, liabilities, losses, damages, or expenses relating to or arising out of any property of exhibitor or any other property where such injury, loss or damage is incident to, arises out of, or is in any way connected with exhibitor’s participation in SHSA. The exhibitor shall protect, indemnify,
hold harmless and defend HSF, its officers, directors, agents and employees, the CHSF, its officers, directors, agents and employees, and the Hotel and its agents and employees from and against any and all such claims, liabilities, losses, damages and expenses; provided that the foregoing shall not apply to injury, loss or damaged by or resulting from the negligence or willful misconduct of HSF, its officers, directors, agents and employees, the CHSF, its officers, directors, agents and employees, and the Hotel and its agents and employees.
In case any part of the exhibition hall is destroyed or damaged so as to prevent SHSA from permitting an exhibitor to occupy assigned space during any part of the whole of the exhibition period, or in case occupation of assigned space during an part or the whole of the exposition period is
prevented by strikes, Acts of God, national emergency or other cause beyond the control of SHSA, then the exhibitor will be charged for space only for the period the space was or could have been occupied by exhibitor; and the exhibitor hereby waives any claim against HSF, its officers, directors, agents and employees and the CHSF, its officers, directors, agents and employees for losses or damages which may arise in consequence of such inability to occupy assigned space.
In case of Force Majeure, the HSF and CHSF reserves the right to modify dates, time schedules, event plans and programs. In case of forced cancellation of the event, money paid by Sponsors will be reimbursed, subsequent to proportional deduction of expenses incurred.
Interpretation and Application of Rules and Regulations
All matters in question not specifically covered by these rules and regulations are subject to the decision of the HSF and the CHSF through the Boards. Sponsors/Exhibitors agree to comply with all subsequent reasonable rules adopted by SHSA. The HSF and the CHSF may grant permission to exhibit, subject to such special conditions or limitations, as it deems necessary to assure that an exhibit satisfies the basic criteria for technical exhibits.
Promotion and Advertising
Sponsors are not to self-promote their participation in the SHSA without prior permission from the HSF and/or CHSF. Requests for advertising within the SHSA venue property should be made directly to HSF and/or CHSF.
Contests and Drawings
Prize contests, awards, drawings, raffles, or lotteries of any kind are not permitted during the SHSA.
Media Related Activities
Sponsored media events may not be held during the SHSA.
The SHSA is wholly owned by HSF and CHSF and is not a public event. Unauthorized use of program images, program content, the name of an Association speaker and/or program title, or the name of the Association without the written consent of HSF and/or CHSF is prohibited.
Representations and Warranties
The Sponsor represents and warrants that it has the right, power, and authority to enter into this Agreement and to grant the rights and licenses conveyed in this Agreement and is not subject to any Agreements, claims
or arrangements which conflict or adversely affect the rights granted in this Agreement.
The Sponsor acknowledges and agrees that it has no proprietary right or authority or interest in the SHSA and any branding material except as otherwise provided herein and no provision of this Agreement shall be construed or interpreted as an assignment or grant to the Sponsor of
any right, title, or interest in or to the SHSA or the branding manual.