We are pleased to have this opportunity to invite you to participate, as an exhibitor, in our 16th Annual Pediatric Conference. The line-up for this conference, which will feature presentations on dog, insect and snake bites, child abuse, child trafficking, Down Syndrome, coping in our young and parent’s perspective of trauma with an expected attendance of approximately 100. We feel confident that you and/or your agency would benefit tremendously from the exposure an event like this one will offer.
We reserve the right to substitute speakers and/or topics in case of emergency or cancellation. Information presented during this conference represents the views and opinions of the presenters and does not necessarily constitute the opinion, endorsement of, or promotion by CoxHealth.
Our Pediatric Conference has been widely marketed throughout the southwest Missouri and northern Arkansas area to agencies that specialize in pediatric nurses, respiratory therapists, paramedics, and pharmacists. We believe your company/agency’s product(s) or material would be a tremendous supplement to the wealth of information that this conference promises as well as an opportunity for attendees to find opportunities to volunteer in the community.
The exhibitor hall will be open from 6:30 AM – 3:30 PM with opportunities for attendees to peruse offerings built into the schedule. Display locations will be determined by the level of vendor support. Premium locations will be reserved for platinum-level ($700), followed by gold ($500), then silver ($400), then bronze ($300), and non-profit or CoxHealth department (fee waived) on a first-come, first-serve basis. Should spots fill up, potential exhibitors will be placed on a waiting list in the order the registration was received, thus early registration is encouraged. Please take a moment to review the attached exhibitor information and registration form. If you have any questions, or need additional information, please do not hesitate to contact Jodi Page @ email@example.com .
Registrations can be mailed, with full payment, to Cox College Interprofessional Simulation & Education Center, 1423 N. Jefferson Ave. K-400, Springfield, MO 65802, attention Jodi Page. A receipt and confirmation will follow along with additional information as the conference draws near.
Thank you for your consideration of this invitation and for your continued efforts to enrich the lives of individuals and families who care for our pediatric population.
Pediatric Conference Planning Committee
Exhibit Location: Ramada Hotel & Oasis Convention Center, 2546 N Glenstone, Springfield, MO 65803
Exhibit hall date & hours: Tuesday, August 25, 2015 7:30 AM – 3:30 PM
Visibility: Exhibits will be in the vicinity of registration. This is a high traffic area for registrants and speakers.
Exhibit set-up: Tuesday, August 25, 2015 6:30 – 7:30 AM
Exhibit tear-down: Tuesday, August 25, 2015 3:45 – 4:30 PM
Included: 6-foot, skirted & clothed table, two chairs, wastebasket
Extras: Other Audio-visual equipment and power strip or extension cord for additional fee.
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Vendor Coordinator: Jodi.firstname.lastname@example.org
|Non-Profit||Fee Waived||Evidence of 501 (c) (3) status must be sent with vendor registration for waiver of fee. One lunch provided. Additional lunches may be purchased for $15 (lunch only).
Registration required if attending conference. Limited space of 10 booths.
|Platinum||$700||Prime display location, first booths upon entrance to registration and conference area. Double booth space with pipe and drape. Three complimentary conference registrations with lunch included.|
|Gold||$500||Located in the middle of the vendor hallway. Two complimentary conference registrations with lunch included.|
|Silver||$400||Further down the vendor hallway, based on when payment and registration received. One complimentary conference registration with lunch included.|
|Bronze||$300||One complimentary conference registration with lunch included.|
|CoxHealth Vendor||Fee Waived||One lunch provided; however, registration required if attending conference.|
Exhibitors not set up by the deadline will forfeit their booth space with no refund, unless prior arrangements have been made.
Paid vendor exhibits MUST be manned during ALL open exhibit hours. Any children accompanying exhibitors must remain with parents at all times; additional fees will be incurred for children receiving lunch.
It is at the discretion of the exhibitor whether or not to leave merchandise and/or materials on display during off hours; however, no cash, credit card information, expensive equipment or other valuables should be left unattended at any time. An Exhibitor badge must be worn at all times and no one will be admitted to the exhibit area during off hours without conference personnel or hotel security. Conference hosts assume no responsibility for lost, stolen or damaged goods or materials.
Booths must be torn down by the deadline without exception (teardown period is 3:45-4:30 pm)
Exhibitors are required to clean up their booth space including empty boxes; additional fees will be imposed if extra clean-up is required.
In instances where shipping items to the exhibition hall is necessary, exhibitors are required to pay all related shipping and handling costs. Please advise the Catering Office of your intent to ship packages, the number of packages to be shipped and the day they are anticipated to arrive. Handling fees will be assessed by the Hotel for accepting and storing packages. Consult Catering Sales Manager for applicable charges. The following information must be included on all packages to ensure proper delivery: (1) Group Name; (2) Date of Function; (3) Catering Sales Manager Name. Items may be set for delivery no sooner than 48 hours prior to Tuesday check-in.
Please note: Due to increasing regulations, door prizes and give-a-ways will not be permitted by vendors.
Any medications to be displayed by a vendor must be an approved formulary medication for CoxHealth.
ACCME Standards for Commercial Support of CME and AMA Regulations
The Accreditation Council on Continuing Medical Education Standards for Commercial Support and CoxHealth Continuing Education Policy for Commercial Support includes the following stipulations for management of funds from commercial sources:
1. Independence of the accredited sponsor (Cox College Interprofessional Simulation & Education Center) in the use of contributed funds.
a. Funds should be in the form of an unrestricted educational grant made payable to the accredited sponsor (CoxHealth Education Center) for the support of programming.
b. All funds from Commercial sources shall be paid to CoxHealth Education Center and not directly to the director, faculty, participant or others involved with the activity.
2. Payments to faculty of reasonable honoraria and reimbursement of out-of-pocket expenses are customary and proper.
3. Acknowledgement of commercial support may be made in printed announcements preceding or following syllabus content and must be announced to the participants prior to the beginning of the educational activity with no reference to specific products.
4. CoxHealth Education Center will not be required by a commercial interest to accept advice or services concerning faculty/lecturers, authors, participants or other education matters, including content from a commercial interest as condition of securing/accepting contributing funds or services.
5. Upon request, CoxHealth Education Center will report to the commercial supporter information concerning disbursement of funds provided for the educational activity.
6. Product-promotion material or product-specific advertisement of any type is prohibited in or during CME/CE activities. Live or enduring promotional activities must be kept separate from CME/CE.
7. Educational materials that are part of a CME/CE activity, such as slides, abstracts and handouts, cannot contain any advertising, trade name or a product-group message.
By completing the Exhibitor Application, the exhibitor agrees to abide by the ACCME Standards for Commercial Support of Continuing Medical Education and the AMA regulations regarding the Physicians’ Recognition Award, as well as Cox College Simulation & Education Center’s Policy for Continuing Education.
Reservations: Booth spaces are reserved only after the application is reviewed and payment in full is received and deposited. Any application received after the registration deadline will be considered dependent upon availability.
Application Deadline: August 19, 2015
Applications received after this date will be assessed a $25 administrative fee and based on available space.
Make checks payable to: Cox College Interprofessional Simulation & Education Center
Credit card payments can be made by phone by calling (417) 269-4117
Mail to: Jodi Page, Vendor Coordinator
Cox College Interprofessional Simulation & Education Center, K-400
1423 N. Jefferson Ave.
Springfield, MO 65802
Cancellation policy: Cancellations made in writing before August 19, will receive a full refund. A 50% refund of booth rental and other fees will be provided for cancellations made between August 19 and August 25 IF vacated booth can be re-sold. No refunds will be issued for cancellations made after August 25, 2015.
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