RULES & REGULATIONS
1. EXHIBIT PURPOSE Exhibits are intended for educational and informational purposes. No materials/equipment may contain inaccurate or misleading information. The LSMS reserves the right to determine if an exhibit meets the objective and standards of the LSMS. Exhibits should compliment the meetings and sessions by enabling registrants to see, hear, examine, question, and evaluate the latest developments in equipment, supplies and services relevant to medical professionals. 2. ELIGIBILITY TO EXHIBIT Exhibitors shall agree to meet the objectives stated above. Exhibitors shall not sell merchandise or services in the exhibit area. No product, apparatus instrument, device or drug that is the subject of litigation pending before the Food and Drug Administration may be exhibited; products, etc., in cases of pending compliance or non-compliance with the FDA may be exhibited if a disclaimer is posted stating, “FDA LISTING PENDING.” All products or services exhibited shall comply with all state and local regulations and with all FDA regulations for such products and services, except as provided above. 3. ASSIGNMENTS OF EXHIBITS Booth assignments are accepted on a first-come, first-served basis. Space assignments will be made in order of receipt and as space permits when payment is received. All COMPLETED CONTRACTS AND PAYMENTS MUST BE SUBMITTED TO the LSMS PRIOR TO APRIL 15, 2024. 4. INSURANCE Each exhibiting company shall insure itself against property loss or damage and against liability for personal injury and, upon request show proof of such insurance. The LSMS will not be liable for damage or loss of property. 5. PAYMENT AND CANCELLATION Booth space is guaranteed upon payment. Full payment shall be received with the completed contract to reserve booth space. No company will be allowed to exhibit unless the exhibit fee is paid in full. All booth cancellations must be submitted to the LSMS management in writing. In the event of cancellation of exhibit space by the Exhibitor, it is agreed that the actual damages which might be sustained by the LSMS by reason of such cancellation is uncertain. Cancellations made between April 15, 2024 and May 15, 2024 will be refunded at one-half amount. No refund will be granted after May 15, 2023. 6. REGISTRATION AND BADGES All exhibitors are required to register personnel in advance on the exhibit space contract provided by the LSMS. Each representative of an exhibiting company shall wear their conference badge at all times in the exhibit area. 7. MOVE-IN AND MOVE-OUT SCHEDULE Exhibitors shall have their items moved in and set up by 4:00 pm on Friday and may not move out any earlier than 12:00 pm on Saturday. Exhibitor is responsible for disposing of empty boxes that do not fit in the disposal units provided. 8. EXHIBIT ACTIVITIES All business activities, circulars and advertising materials of exhibitors shall
be conducted and/or distributed within the exhibit area only, unless specific permission has been granted by the LSMS. No materials may be placed on seats nor tables attached to any surfaces or ceilings in the exhibit hall or within the seminar rooms unless it is specifically approved by the LSMS . The main aisle of the exhibit area shall remain clear at all times. The LSMS reserves the right to restrict exhibits that detract from the general character of the display. This reservation includes persons, objects, conduct, printed materials, or anything of a character that may be objectionable to the exhibits as a whole. Expulsion of /or restrictions placed on an exhibitor may not give rise to a claim for any refund of rentals or other exposition-related expenses. Exhibitors shall be responsible for any damage done to the facility by themselves or by their employees. Exhibits shall be staffed constantly during move-in, exhibit hall hours and move-out for safety and security of equipment, products, displays, etc. Exhibitor agrees to obtain the appropriate copyright license(s) if they utilize any type of copyrighted music, literature, photos, etc., in their exhibit display. No exhibitor material may extend beyond the boundaries of the exhibit space or exceed the 8-ft. height restrictions. 9. SALES, ORDER-TAKING AND CANVASSING BY NONEXHIBITORS The exhibit area is limited to registered attendees and representatives of exhibiting companies of the LSMS Annual Meeting, as well as employees. No other persons will be permitted to demonstrate their products or distribute advertising materials in the exhibit area. A sale is interpreted as any activity that could be subject to sales tax, the exchange of money or the acceptance of binding contracts/order forms. Order forms intended for distribution are acceptable. 10. SUBLETTING OF SPACE Exhibitors may not assign, sublet or apportion the whole or any part of the space allocated. 11. SECURITY Exhibitors are strongly encouraged not to leave items of value unattended in exhibit space. LSMS and Baytowne Conference Center are not responsible for loss of any materials, equipment, products, etc. 12. LIABILITY The exhibitor indemnifies and agrees to hold harmless the LSMS and Baytowne Conference Center and their officers, directors, members, employees and agents from and against any action losses, costs, damages, claims and expenses (including attorney’s fees) arising from any damage to property or bodily injury to exhibitor, his/her agents, representatives or employees by reason of the exhibitor’s occupancy or use of the exhibition facilities. Upon signing the contract, the exhibitor expressly releases the foregoing institutions, individuals and committees from any and all claims for loss, damage or injury. This also includes the period of storage up to and following the conference. 13. CANCELLATION OF CONFERENCE Should any situation beyond the control of LSMS arise to prevent the 2024 LSMS Annual Meeting, LSMS will not be held liable for any expenses incurred by the exhibitor.
ANNUAL MEETING 2024
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