Sponsor/Exhibitor Request Form

The SOBP Annual Meeting will be
Wednesday, May 15 – Saturday, May 18, 2019 in Chicago, IL. 

To request to be a sponsor or exhibitor, please complete the below information.  All requests will be reviewed by the SOBP Executive Office.  Approved sponsors may be listed in the SOBP program, if desired.

 EXHIBITOR OPPORTUNITIES

Table Top
Before April 10, 2019: $1,000
On or after April 11, 2019; $1,250

Table Top + Registration
This option comes with (1) full conference access registration to the booth representative.
Before April 10, 2019: $1,500
On or after April 11, 2019; $1,750

All exhibitors receive:
>
Listing in the Official Meeting Mobile App
>Listing on the Official Meeting Website
>Logo on conference sponsor sign
>Access to printed and online Meeting materials, including Meeting Guide and Registration List (email address are not included)
>One (1) 6 ft. x 30 in. skirted and draped table
>Two (2) Banquet Chairs

 EXHIBITION TIMES
Below is a brief outline of the conference. A detailed schedule of the conference will be made available later.

 WEDNESDAY, MAY 15
Set-up: 1:00 pm – 4:00 pm

THURSDAY, MAY 16
Registration opens & Breakfast: 7:00 am
Opening Plenary begins: 7:30 am
Lunch: 11:00 am – 12:30 pm
Poster Session: 5:00 pm – 7:00 pm

FRIDAY, MAY 17
Registration opens: 7:00 am
Opening Plenary begins: 9:00 am
Lunch: 11:30 am – 12:30 pm
Poster Session: 5:00 pm – 7:00 pm

SATURDAY, MAY 18
Registration opens & Breakfast: 7:00 am
Opening Plenary begins: 7:55 am
Lunch: 11:30 am – 12:30 pm
Poster Session: 5:00 pm – 7:00 pm

All exhibitor tables must be cleared by 5:00 pm on Saturday, May 18. SOBP is not responsible for any materials that may have been taken or thrown away.

EXHIBITION POLICIES

 Certificate of Insurance
Exhibitors and their authorized decorators must have liability insurance.  Each exhibitor must provide a one-page “Certificate of Insurance” in the name of the Society of Biological Psychiatry from their insurance company showing coverage for the duration of the event, including move-in and move-out.  The minimum requirement is liability and property damage insurance of no less than $1,000,000 per occurrence.

Assignment of Space
Exhibit booth assignments will be made on a first-come, first-served basis upon receipt of payment and a completed Exhibitor Registration form.  No assignments will be made without payment.  Upon assignment, you will receive a confirmation letter with your assigned number and location.  SOBP reserves the right to assign the next best available space when the requested space is unavailable.

Booth Restrictions
Booth banners and display elements cannot exceed a height of 3 feet, if placed on table.
(b) ‘Subleasing’ of space is not permitted.

Ancillary Events
An ancillary event is any function held during the SOBP meeting by a party other than SOBP.  All ancillary events must receive SOBP authorization whether the organizer is requesting SOBP meeting space or holding the event off-site.  No events may be scheduled during SOBP educational sessions.  To obtain SOBP meeting space, the organizer must be an exhibitor and/or meeting supporter. To request an event time go here.

Liability/Hold Harmless
Exhibitor hereby agrees to and does indemnify, hold harmless, and defend SOBP from and against any and all liability, responsibility, loss, damage, cost or expense of any kind whatsoever (including attorney’s fees), which may incur, pay or be required to pay, incidents, or indirect employee negligence, acts or omissions by Exhibitor/Attendees; and SOBP and its respective agents or employees shall not be responsible for loss, damage or destruction of property.

Protection of Exhibit Space
Nothing shall be posted, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts of the venue without the written permission of SOBP or a representative of the property, which must be provided to SOBP.

Enforcement of Rules and Regulations
The rules and regulations of SOBP exhibits are intended to bring order and fairness to the Meeting.  The exhibitor agrees that SOBP shall have the right to make such rules and regulations or changes in floor plan arrangements of booths for said exhibition as it shall deem necessary.  SOBP shall have the final determination for enforcement of all rules, regulations and conditions.  SOBP reserves the right without recourse to control or prohibit any exhibit or part of any exhibit that is contrary to the SOBP mission and values.  This includes the conduct of persons and the content and placement of printed matter.  SOBP may dismiss an exhibitor from the meeting for unethical conduct.  It is agreed that no refund of fees shall be made upon dismissal.

Exhibitor Responsibility and Badges
Each exhibitor must name at least one person to be representative in connection with installation, operation, tear-down and removal of the exhibit.  SOBP reserves the right to have the exhibit installed or cleared at the expense of the exhibitor.

Cancellations and Refunds
All cancellation requests must be received by the Society’s office in writing by email to sobp@sobp.org by April 1, 2019.  Fees will be refunded in the same manner in which they were received.  The following cancellation fees will apply:
Prior to April 1, 2019 – full refund less $75 US Dollars administrative fee
After April 1, 2019 – Refunds will not be issued

No refunds will be made to individuals who attend a portion of the meeting. No refunds will be made for cancellations due to inclement weather. SOBP reserves the right to substitute faculty, or cancel or reschedule sessions (because of low enrollment or other circumstances). If SOBP must cancel the meeting in its entirety, SOBP may refund the appropriate registration fees to all meeting registrants; no refunds will be made for travel expenses related to the meeting. No refunds in case of emergency.

Compliance with Fire Regulations & Laws
No volatile or flammable fluids, substances, or materials of any nature prohibited by local ordinances, the local fire department or insurance carriers, may be used in any booth or in the exhibit area.  Exhibitors must comply with all laws, rules, regulations and ordinances.

Terms and Conditions
By submitting an exhibit application, I hereby authorize SOBP to reserve exhibit space for use by my company or organization.  I hereby acknowledge receipt of and agree to abide by these Exhibit Rules and Regulations and to all conditions under which exhibit space is leased to SOBP.  SOBP reserves the absolute right, at any time, to determine the eligibility of any company or product for inclusion in the exhibit.  I acknowledge that space assignments shall be acceptable unless SOBP is notified in writing within fifteen (15) days of the date of assignment notification. I have signed the exhibit application indicating that I understand the rules and regulations.

If you have any additional questions, please email the Executive Office at sobp@sobp.org.

 

SOBP Exhibitors