EXHIBITOR REQUEST FORM
The SOBP Annual Meeting will be
Wednesday, April 26 – Saturday, April 29, 2023 in San Diego, California.
To request to be an exhibitor, please complete the below information. All requests will be reviewed by the SOBP Executive Office. Approved exhibitors may be listed in the SOBP program, if desired.
EXHIBITOR OPPORTUNITIES
Exhibitor Booth
Before April 3, 2023: $1,000
On or after April 3, 2023: $1,250
All exhibitors receive:
-
- Listing on the Official Meeting Website
- Logo on conference exhibitor sign in the Virtual Meeting Platform
- Access to online meeting materials, including Meeting Guide and Registration List (email address are not included)
- One (1) Electronic Booth in the SOBP Virtual Meeting Platform
- Up to 4 Booth Representatives: Booth representatives will have their name, profile picture and bio listed in the online booth. They can host individual networking rooms or host rooms together. Note: Booth representatives must be registered for the 2023 SOBP Annual Meeting.
EXHIBITION TIMES*
Below is a brief outline of the conference. Exhibits are available throughout the conference. A detailed schedule of the conference will be made available later. *All times listed below reference CDT.
WEDNESDAY, APRIL 28
SOBP Kickoff with Virtual Networking: 7:30 PM – 8:30 PM
THURSDAY, APRIL 29
Opening Plenary begins: 8:00 AM – 11:00 AM
Women’s Lunch & Learn: 11:15 AM – 12:15 PM
Poster Session: 12:15 PM – 1:15 PM
Symposia: 1:30 PM – 3:30 PM
Concurrent Symposia & Oral Sessions: 4:00 PM – 6:00 PM
Informal Virtual Poster Networking Session: 6:00 PM – 7:00 PM
FRIDAY, April 30
Opening Plenary begins: 8:00 AM – 10:15 AM
Poster Session: 12:00 PM – 1:00 PM
Symposia: 1:00 PM – 3:00 PM
Informal Virtual Poster Networking Session: 3:30 PM – 4:30 PM
Concurrent Symposia & Oral Sessions: 4:30 PM – 6:30 PM
SATURDAY, MAY 1
Opening Plenary begins: 8:00 AM – 11:00 AM
Poster Session: 12:30 PM – 1:30 PM
Concurrent Symposia & Oral Sessions: 1:30 PM – 3:30 PM
Informal Virtual Poster Networking Session: 3:30 PM – 4:30 PM
Concurrent Symposia & Oral Sessions: 5:00 PM – 7:00 PM
All exhibitor electronic booths will be available in the virtual meeting platform through Saturday, May 01, 2021 at 7:00 PM.
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
All exhibitors will receive a virtual booth in the SOBP Virtual Meeting Platform. No assignments will be made without payment.
Booth Restrictions
Up to 4 booth representatives will be available for each virtual booth. All booth representatives must be registered for the 2021 SOBP Annual Meeting. ‘Subleasing’ of space is not permitted.
Ancillary Events
An ancillary event is any function held during the 2021 SOBP Annual 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 request that an ancillary event be added to the SOBP Virtual Meeting Platform Agenda, please contact sobp@sobp.org to obtain SOBP approval.
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.
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, 2021. Fees will be refunded in the same manner in which they were received. The following cancellation fees will apply:
-
- Prior to April 1, 2021 – full refund less $75 US Dollars administrative fee
- After April 1, 2021 – Refunds will not be issued
No refunds will be made to individuals who attend a portion of the meeting. 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.