November 13-14, 2010
JW Marriott at the Galleria
Houston, Texas
Jointly sponsored by Scott & White and the Texas Chapter of the ACP
The Texas Chapter of the ACP annual meeting will take place this November 13-14, 2010, in Houston at the JW Marriott, located in the heart of the Galleria shopping center. This Houston luxury hotel is near more than 200 exclusive stores as well as fine dining, entertainment and local museums.
Program chairs, Clark R. Gregg, MD, FACP, Governor, ACP Northen Region, Ft. Worth, Philip Orlander, MD, Local Program Committee Chair, Houston and Biykem Bozkurt, MD, Local Program Committee Chair, Houston have assembled an outstanding faculty and program for this year's meeting. Clark R. Gregg, MD, FACP, Governor, ACP Northern Region is the host of the meeting.
Space in the exhibit hall is currently available for the Texas Chapter of the ACP meeting.
Bronze Level Exhibitors
American College of Physicians
Amgen
Dept. of Assistive and Rehabilitative Services
GIMSPP
PedsPal
Sound Physicians
Texas Medical Liability Trust (TMLT)
Exhibitor Rules & Regulations
Defined Terms:
a) The term “TXACP” means the Texas Chapter of the American College of Physicians and each of its respective officers, directors, staff, agents and representatives.
b) The term “TXACP Exhibit Hall” refers to the Texas Chapter of the ACP Annual Meeting, November 13-14, 2010 in Houston, Texas. The TXACP Exhibit Hall and all portions thereof, is owned, sponsored, produced, and managed by the Texas Chapter of the ACP.
c) The term “Exhibitor” means, collectively, the company or person that applied for exhibit space and agreed to enter into the contract upon acceptance by TXACP.
Qualifications of an Exhibitor: TXACP management will, in its sole discretion, determine whether a prospective Exhibitor is eligible to participate in the TXACP Exhibit Hall. Exhibitors shall be limited to those whose products or services are related to internal medicine. The TXACP reserves the right to refuse to provide exhibit space to any exhibitor not compatible with the general character and objectives of the TXACP Exhibit Hall or if the TXACP Exhibit Hall is full upon receipt of the application.
Compliance:
a) Smoking inside the TXACP Exhibit Hall is strictly prohibited.
b) Exhibitors may not serve alcohol inside the TXACP Exhibit Hall.
c) TXACP Exhibit Hall management reserves the right to reject, remove or prohibit any exhibit/display in whole or in part, or any Exhibitor or its representatives if, in the opinion of TXACP Exhibit Hall management, the exhibit or the activities of the Exhibitor or its representatives violates the contract, the Rules or Regulations, or are detrimental to the goals and purposes of the TXACP Exhibit Hall.
d) Prohibited or inappropriate conduct which results in the Exhibitor removal will also result in the forfeiture of all exhibit fees, or any other fees; the Exhibitor will remain liable for any damages due to its actions.
e) Use of an exhibit space by two or more firms is not permitted. Subletting of space is not permitted.
f) Any Exhibitor who is a “no show,” meaning that the booth is not set up and staffed by a representative of the company when the exhibit hall opens, without prior notice, will forfeit his/her booth space for the duration of the TXACP Exhibit Hall. Non-attendance does not constitute cancellation on the Exhibitor’s part and no refunds or credits will be issued. TXACP Exhibit Hall management will replace a “no show’s” booth space as it determines is in the best interest of the TXACP Exhibit Hall.
g) All Exhibitors will be required to follow the Food and Drug Administration (FDA) imposed rules and regulations on displayed products. These rules require disclosure of current FDA status by appropriate labeling of all displayed products, such as medical devices and pharmaceuticals. Further information on these rules and regulations may be obtained from the FDA.
Do Not Call Waiver – The Exhibitor consents and agrees to receive messages regarding the TXACP Exhibit Hall via email or fax.
Assignment of Exhibit Space:
a) Exhibitor may consider his/her space as reserved in the TXACP Exhibit Hall upon acceptance of the application. However, placement in the hall will not be assigned until full payment has been received. Exhibitor will be assigned the next available space closest to the exhibit hall entrance upon payment in full. Payment must be received by October 15, 2010 or TXACP reserves the right to cancel the Exhibitor’s contract.
b) Supporters will be listed as such in the initial attendee confirmation if application is received and accepted by October 8, 2010.
c) TXACP Exhibit Hall management reserves the right to assign exhibit space, change the floor plan or move Exhibitor’s exhibit space, without prior notice, if TXACP Exhibit Hall management determines that it is in the best interest of the TXACP Exhibit Hall.
Payment Policy:
a) Payment need not accompany the signed application. The Supporter will be listed in the attendee welcome packet if the application has been received by October 8, 2010.
b) Payment must be received by October 8, 2010 in order to participate in the exhibit hall and to avoid cancellation.
c) Types of payment: check drawn on a US bank, credit cards (VISA, MC, AMEX, DISCOVER)
Cancellation by Exhibitor
a) A full refund, minus a $100 administrative fee will be made to the Exhibitor if written notice is received by October 23, 2009.
b) After this date, no refunds will be issued. There will be no credit for resale of space.
c) This cancellation date will apply regardless of the date on which TXACP Exhibit Hall management accepted the Exhibitor’s application.
d) TXACP assumes no responsibility for having included the name of the cancelled Exhibitor in materials related to the TXACP Exhibit Hall.
Cancellation by TXACP:
a) If, after the contract is entered into, the TXACP fails or is unable to provide an Exhibitor with the opportunity to exhibit at in the Exhibit Hall, due to fire, strikes, authority of the law, act of God or any other cause or reason and the Exhibitor is not responsible for such failure, the Exhibitor’s sole and exclusive remedy shall be the return of all monies that it has paid in connection with the Application/Contract. In such case, the TXACP shall bear no further liability or responsibility under such agreement.
b) If the Exhibitor fails to make payment by the deadline, TXACP Exhibit Hall management may terminate the contract.
c) TXACP Exhibit Hall management reserves the right to refuse Exhibitor permission to move in and set up and exhibit if the Exhibitor is in arrears of any payment.
Relocation: TXACP Exhibit Hall management reserves the right to cancel, rename, or relocate the Exhibit Hall or change the dates on which it is held. In the unlikely event that TXACP Exhibit Hall management relocates the Exhibit Hall to another facility within the same city or changes the dates to dates that are not more than 30 days earlier or 30 days later than the dates on which the TXACP Exhibit Hall originally was scheduled, no refund will be due the Exhibitor, but TX ACP Exhibit Hall management will assign to the Exhibitor, in lieu of the original exhibit space, such other exhibit space as TXACP Exhibit Hall management deems appropriate. The Exhibitor agrees to use such space under the terms of the contract.
Insurance Requirements and Exhibitor Appointed Contractors
a) Exhibitors shall carry their own insurance to cover exhibit material against damage and loss, and public liability insurance of at least $1 million per occurrence and $1 million aggregate, against injury to the person and property of others.
b) The Exhibitor shall, at its sole cost and expense, procure and maintain through the terms of the contract for exhibit space, workers’ compensation insurance in full compliance with all federal and state laws governing all of the Exhibitor’s employees engaged in performance of work for the Exhibitor.
c) Policies shall list the TXACP as a named additional insured.
d) Carrier must be licensed to do business in Texas
e) If requested by the TXACP, Exhibitor may be required to submit a certificate of insurance evidencing the required insurance.
f) Exhibitor Appointed Contractors (EAC) are individually required, at their own expense, to secure and maintain insurance coverage equivalent to that listed above, and may also be asked to furnish a certificate of insurance.
g) Any EAC must adhere to and will be bound by the Rules and Regulations and terms stated in this contract.
h) Exhibitors will be responsible for their EAC’s.
Exhibit Booth Details
a) Each Exhibitor will be provided with a 6’ by 30” draped table and two chairs. Exhibitors must conform to this space requirement.
b) Telephone service, electrical service, decorating services and internet connections are not provided by the TXACP. The ballroom is carpeted.
c) Exhibitors are responsible for their own shipping fees.
d) Security guard services are not provided by the TXACP. All items brought into the facility are done so at the Exhibitor’s own risk. The Exhibitor is solely responsible for the security and safeguarding of their exhibit and its contents at all times.
Promotional Errors: TXACP will not be liable for any errors or omissions in the TXACP Exhibit Hall’s attendee lists, websites, newsletter or any other promotional or on-site materials. TXACP assumes no responsibility for having included the name of a cancelled Exhibitor in material related to the TXACP Exhibit Hall.
Disclaimer: If for any reason beyond TXACP’s control, the Exhibit Hall must be cancelled, shortened, delayed or otherwise altered or otherwise changed, Exhibitor understands and agrees that all losses and damages which it may suffer as a consequence thereof are its responsibility and not that of TXACP or TMA, or their respective directors, officers, employees or agents. Exhibitor understands that it may lose all monies it has paid to TXACP for space in the exhibition, as well as other costs and expenses it has incurred, including travel to the show, setup, lodging, freight, employee wages, etc.
Exhibitor, as a condition of being permitted by TXACP to be an exhibitor at the Exhibit Hall, agrees to indemnify and hold harmless TXACP and TMA, and their respective directors, officers, employees or agents, from any and all loss, which Exhibitor may suffer as a result of show cancellation, duration, delay or other alterations or changes caused in whole or in part by any reason outside TXACP’s control
Questions? Please Contact:
Jenny Holkesvik, Exhibits Manager
Texas Chapter of the ACP
401 West 15th Street
Austin, Texas 78701
Phone: (512) 370-1463
Fax: (512) 370-1635
Email: jenny.holkesvik@texmed.org
