Telephone cancellations cannot be accepted. A written notice of cancelation must be received no later than August 1, 2022 to receive a refund minus a $75.00 administration fee. All Opportunities are on a First-Come, First-Served Basis Exhibitors are required to sign & submit the “Exhibitor Space Contract” provided in this packet.
EXHIBITOR SPACE CONTRACT
As a recognized Continuing Medical Education (CME) provider, New Mexico Medical Society (NMMS) is governed by the Accreditation Council for Continuing Medical Education Standards for Commercial Support. In accordance with these standards, NMMS has established the following policies for commercial exhibits held in conjunction with its education activities:
Arrangements for exhibits may neither influence planning nor interfere with the presentation of the educational activity.
Exhibits cannot be a condition of the provision of commercial support for CME activities.
Commercial/promotional materials may not be displayed or distributed in the same room immediately before, during, or immediately after the CME activity.
Representatives of commercial supporters and exhibitors may attend the CME activity if they wish, but may not engage in sales activity in the room where the educational activity is held.
In order to meet requirements of the standards and to maximize benefits to you as an exhibitor, New Mexico Medical Society (NMMS) has made the following arrangements for exhibitors at our conference:
Exhibits will be placed in an area of the hotel conference center which is either to be next door or adjacent to the educational activity. Installation – Set-up time is 8:00 a.m. – 9:00 a.m. on Friday, September 30, 2022.
Exhibits may be displayed between the hours of 9:00 a.m. – 8:30 p.m. on Friday, September 30, 2022, and 9:00 a.m. – 3:00 .pm. on Saturday, October 1st. Exhibits are to be dismantled between 3:30 -5:30 p.m. on Saturday, October 1, 2022.
Exhibitors will be listed in the conference brochure or handout to attendees. Liability for Losses – Neither NMMS, nor the hotel/conference center will be responsible for loss or damage resulting from any cause connected with transfer, installation, maintenance, storage or removal of exhibits, or management of the exposition.
The exhibitor assumes complete responsibility and liability for all injury to any and all persons or property in any way connected with exhibitor’s display or caused by exhibitor, his agents, representatives or employees, except for liability that arises from the negligence or willful misconduct of NMMS and/or the hotel/conference center.
Protection of Property – Nothing shall be pasted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Exhibitors violating this regulation are expressly bound, at their expense, to repair any such damage they may cause. Refunds – No refunds will be granted after August 1, 2022. However, if the meeting is cancelled due to circumstances beyond the control of NMMS or the hotel/conference center, only those payments refunded by the hotel/conference center, if any, will be used to issue refunds for space rental or meals will be refunded.
In making this application, we agree to abide by all regulations governing exhibits as set forth in this exhibit space contract.