2016 NATIONAL CONFERENCE - PENS Documents/PENS 2016/PENS AM 16_MP... · 2016 NATIONAL CONFERENCE Dear PENS Partner, The planning for our PENS 2016 National Conference in Denver, Colorado

THE SKY’S THE LIMIT:

TRANSFORMING OUR FUTURE

2016 NATIONAL CONFERENCE

MAY 12-15, 2016 DENVER, COLORADO

DENVER MARRIOTT CITY CENTER

MARKETING PROSPECTUS

PENS Exhibitor Hotline 877-936-7367 – www.PENS.org

Photo Courtesy VISIT DENVER.

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THE SKY’S THE LIMIT: TRANSFORMING OUR FUTURE


Dear PENS Partner,

The planning for our PENS 2016 National Conference in Denver, Colorado from May 12-15, 2016 is underway! We are making some changes for next year – the biggest change you will see is the PENS National Conference will begin on Thursday and end on Sunday. We had great feedback from the 2015 National Conference in Savannah thanks to the support of our many partners and we anticipate next year will be even better. We are pleased to have this pediatric endocrinology nursing conference available for not only novice, but experienced pediatric endocrine and diabetes nurses. We are requesting your support for this year to continue to make this conference a success. Please review the enclosed materials and main sponsorship opportunities available for the 2016 National Conference. We value your support of the PENS conference as it is a key factor to help us meet our mission of providing members with resources to advance pediatric endocrinology nursing, in order to meet the needs of the patient. If there are other sponsorship ideas for the PENS 2016 National Conference or opportunities throughout the year that you would like to discuss, please contact us directly so we can explore this further. If you have any questions or needs, please contact us at 913-895-4628 or by email at [email protected]. I am looking forward to working with you this coming year and having our members hear more about you throughout the upcoming conference in Denver.

Sincerely,

Maryann Johnson, BSN, RN PENS President

Feb. 13, 2016 Early Bird Exhibitor Cutoff

($100 Discount)

March 7, 2016Deadline to submit meeting support and

advertising applicationAll applications, descriptions and logos

due to be guaranteed in final conference materials

Deadline to submit company logo for website advertising

Deadline to submit print- or press-quality artwork for advertising

April 9, 2016Late Exhibitor Deadline (all applications

received after this date incur late fee)

Booth Representative Forms Due

April 19, 2016 Hotel Room Reservation Cutoff

MAY 12-15, 2016 DENVER, COLORADODENVER MARRIOTT CITY CENTER


Photo Courtesy Evan Semon.




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PENS offers several ways to increase your organization’s visibility to conference attendees. PENS National Conference support, advertising and exhibiting continue to be the best value for marketing opportunities in the industry. These opportunities are outlined here for your review. Using any or all of them will help better connect your company’s products or services to our meeting attendees.

CONFERENCE SUPPORT, EXHIBITING & ADVERTISING

Conference Support of a PENS EventSupporting a PENS event is the most effective way to show your potential/current customers that you support PENS. PENS offers many different levels of support. See Page 4 for more information.

Exhibiting at the PENS National ConferenceThe exhibit area will be located near the general and breakout sessions for high visibility. We attempt to locate refreshment breaks in or near the exhibit area to promote traffic, depending on space.

Exhibit Booth Each 10' × 10' booth receives two complimentary booth representatives. Each 10' × 20' booth receives three. Booth representatives are invited to participate in all food and beverage events held in the exhibit hall. Any exhibitor wishing to register for and attend the conference educational sessions will register through the registration process used by conference participants. Exhibitors paying conference registration fees will be awarded contact hours for educational sessions attended. Each booth also receives the PENS-discounted sleeping room rate (based on availability at the time of booking) and security during the hours the exhibit hall is not open. The exhibit space is an 10' × 10' area for you to display and/or demonstrate your company’s products and services. Pipe and drape will be provided.

Advertising in the Final Program BookThe PENS Final Program Book is distributed to all individuals registered for the conference. This book includes meeting timetables, exhibit descriptions and other essential information.

The Final Program Book is 5.5" x 8.5" in size with a full color cover and non-glossy text pages. Ads must be provided in a color, press-quality PDF file to [email protected] by March 7, 2016.

Material Distribution is available and consists of a maximum of three catalogues, brochures, or other printed materials to be stocked and serviced by PENS staff at the “Take One” table. Materials must arrive in our offices no later than April 22, 2016, to be included at the conference. See Page 5 for more information on advertising prices.

PRE-AND POST-CONFERENCE MAILING LISTS

One-time use Electronic Mailing List – $150 each

All underwriters will receive the following benefits in addition to the benefits provided by the specific underwritten items:

Acknowledgement in the Final Program

Acknowledgement in the General Sessions

Signage in the conference center

A pre- or post-show registrant mailing list

Ribbons for your company representatives identifying support





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Journal/Padfolio: ($25,000) (exclusive) All registrants will receive a jour-nal that can be used for taking valuable notes during the edu-cational sessions. In return for support, your company’s logo will be printed on the front cover of the journal. Other benefits of support include a promotional piece included in the tote bag and signage in the registration area.

Cyber Café: ($20,000) (exclusive)Sponsorship includes four (4) kiosks with one-meter signage and your home page displayed when not in use.

Welcome Reception: ($15,000) (exclusive)Gain broad visibility with your support of the Welcome Recep-tion of the PENS conference. In addition to the standard support benefits, your company’s name will be included on all news items and signs announcing the Welcome Reception.

Tote Bags: ($10,000) (exclusive)Every registrant will receive an official PENS Conference tote bag. In return for support, the underwriting company’s logo will be printed on one side of the bag. Other benefits of support include a promotional piece included in the tote bag and signage in the registration area.

Final Program Book Sponsorship:($10,000) (exclusive)Includes a full page color ad on the inside front cover and recog-nition throughout the conference materials.

Hotel Key Card Sponsorship: ($10,000) (exclusive)Sponsorship provides your com-pany logo and/or message on each attendee’s hotel key card.

Pocket Program: ($10,000) (exclusive)Your logo on our handy pocket program.

Sport Water Bottle: ($10,000) (exclusive)Every registrant will receive an official PENS reusable sport water bottle. In return for support, the underwriting company’s logo will be printed on one side of the bottle. Other benefits of support include a promotional piece included in the tote bag and signage in the registration area.

Award Breakfast: ($7,000) (exclusive)Your sponsorship of this break-fast will be recognized through-out the session. PENS award winners are recognized.

Leadership Lunch: ($7,000) (exclusive)Your sponsorship of this lunch will be recognized through-out the session. PENS leaders share their successes with the attendees.

First Timers/New Member/Past Presidents’ Reception:($7,000) (exclusive)Sponsorship provides the opportunity to thank all of the Past Presidents of PENS for their contributions to the Society – a Company representative is invited to make a brief welcome statement at the beginning of the reception.

Refreshment Breaks: ($6,000) (3 available)Includes coffee/tea and snack for all attendees.

Lanyards: ($5,000) (exclusive)Your logo on each attendee lanyard.

Please submit your company logo in both an EPS for signage as well as a 300 dpi JPG

or TIF file for final conference materials to [email protected] by March 7, 2016.

Below is a detailed list of the conference support opportunities for the 2016 National Conference. Support is accepted on a first-come, first-served basis. PENS will attempt to meet your request, however, we cannot guarantee availability. If you are interested in partial support of one of these options or have a different idea in mind, please contact us at [email protected]. We appreciate your support of the 2016 National Conference and PENS!

Diamond Level Sponsors: $75,000 and upSponsorship includes: Choice of evening themed event: Thursday, Friday, or Saturday (event is planned by the PENS Conference Planning Committee), 20’ 20’ booth, logo link on PENS website, hallway meter board signage (2), fifteen (15) booth representative passes, ten (10) event entrance tickets to the evening event sponsored, attendee bag insert; full page color advertisement in the program book, access to mailing list for one preshow and one post show mailer. Selection of evening event day will be determined on a first-come, first served basis.

Ruby Level Sponsors: $60,000-$74,999Sponsorship includes: Friday Poster Session sponsorship, 10’ 20’ booth, logo link on PENS website, hallway meter board signage (1), five (5) booth representative passes, attendee bag insert, full page advertisement in the program book, access to mailing list for one pre-show and one post-show mailer.

Emerald Level Sponsors: $50,000-$59,999 Combine any of the below options – first come, first served

Sapphire Level Sponsors: $30,000-$49,999 Combine any of the below options – first come, first served

Topaz Level Sponsors: $29,000 and under Combine any of the below options – first come, first served

CONFERENCE SUPPORT & ADVERTISING

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2016 NATIONAL CONFERENCEMAY 12-15, 2016 DENVER MARRIOTT CITY CENTER DENVER, COLORADO

STEP ONE: Contact Information Please print legibly and complete all information below. Information will be included in materials distributed to registrants on-site.

Company Name: _________________________________________________________________________________________________________________________

Contact Name and Credentials: ____________________________________________________________________________________________________________

Address: _________________________________________________________________________________________________________________________________

City, State, Zip: ___________________________________________________________________________________________________________________________

Phone: __________________________________________________________________ Fax: ___________________________________________________________

Email: ___________________________________________________________________ Website Address: ________________________________________________

STEP TWO: Conference Support LevelLevel of Support: Diamond Ruby Emerald Sapphire Topaz

Name of the activity/item(s) you wish to support:

_________________________________________________________________

_________________________________________________________________

Amount: $__________

STEP THREE: Exhibit SpaceIn order to purchase an exhibit space you must complete the Exhibit Application Form on Page 8 and submit the appropriate fees.

STEP FOUR: Advertising in Exhibit GuideAll ads must be submitted in color no later than March 7, 2016, to be included in the Final Program Book. Artwork must be high resolution (at least 300 dpi), CMYK. Preferred file types are .pdf, .tif, .jpg, or .eps.

Inside Front, Inside Back or Back Cover (5.5"w × 8.5"h)*. . . . . .$2,500

Full page (5.5"w × 8.5"h)* . . . . . . . . . . . . . . . . . . . . . . . . . . .$2,000 *Safe area: 4.25" x 8.25"; trim size: 5.5" x 8.5"; bleed size: 5.75" x 8.75".

Half-page (4.625"w × 3.875"h) . . . . . . . . . . . . . . . . . . . . . . . $1,750

Material Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $350Material Distribution consists of a maximum of three catalogs, brochures, or other printed materials to be stocked and serviced by PENS staff at the “Take One” table. Materials must arrive in our offices no later than April 22, 2016 to be included at the conference.

Additional One-time Use Mailing List . . . . . . . . . . . . . . . . . . . . $150

Pre- or Post-Conference

Amount: $__________

STEP FIVE: Total FeesTotal Conference Support (step 2) $_________

Total Advertising (step 4) $_________

TOTAL PAYMENT ENCLOSED $_________

STEP SIX: Method of Payment All funds MUST be submitted on a U.S. bank in U.S. funds. PENS does not accept purchase orders or invoice for services.

PENS Tax ID 38-2757646

Check made payable to PENS – check #____________

Charge payment to the following credit card:

American Express VISA MasterCard Discover

Credit Card Number Expiration Date

Name as it appears on Card:

Signature Date

STEP SEVEN: Send in Your Conference Support & Advertising Form

Fax: Fax completed form with credit card payment

information to: 913-895-4652.

Mail: Mail completed form and appropriate fees to:

PENS Executive Office P.O. Box 14516 Lenexa, KS 66285 Courier service only:

PENS Executive Office 18000 W. 105th St. Olathe, KS 66061

Please DO NOT mail AND fax your forms.

STEP EIGHT: Important Date to RememberMARCH 7, 2016: Deadline to submit meeting support &

advertising application

Deadline to submit print- or press-quality artwork and logos for advertising

Sponsorship Questions: Contact us at [email protected] or 913-895-4628.


EXHIBIT OPPORTUNITIES




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Each 10' × 10' booth includes pipe, drape and a one-line identification sign. All other materials including electricity, booth furnishings and freight handling must be ordered through Viper Tradeshow Services, the official service contractor company for the national conference. Not-for-profit exhibit booths may be located outside the exhibit hall. All locations will be carpeted.

Please note that booth assignments will not be made until after the late deadline, with conference sponsors receiving first priority – then on a first-paid, first-served basis.

Those organizations applying for not-for-profit booth space are required to submit an IRS verification letter of their not-for-profit status.

Exhibit Application Due DateThe early bird due date to reserve exhibit booth space is Feb. 13, 2016, which includes a $100 discount. Late booth registration deadline is April 9, 2016. After this date, exhibit applications will be accepted based on space availability. There will also be a late fee of $100 charged in addition to the late-rate booth price. All applications, descriptions and logos submitted after Monday, March 7, 2016 are NOT guaranteed to be included in the final conference materials.

Official Service ContractorViper Tradeshow Services is the official service contractor for the 2016 PENS National Conference. Once you receive your booth application confirmation, the information will be forwarded to Viper Tradeshow Services and an exhibitor packet will be sent to you. Booths will be assigned after the late registration deadline. All booth assignment numbers will automatically be sent to Viper and will be updated in their system. You do not need to update Viper with your booth number should you receive it after décor is ordered.

All shipments are to be sent through Viper Tradeshows. ABSOLUTELY NO SHIPMENTS SHOULD BE SENT DIRECTLY TO THE HOTEL. IF YOU SEND YOUR MATERIALS DIRECTLY TO THE HOTEL, THIS COST WILL BE ADDED TO YOUR BILLING BY VIPER TRADESHOW SERVICES. Contact Belinda Schlueter, Show Coordinator at Viper Tradeshow Services, at 816-541-8025 or [email protected].

PLEASE NOTEWithout exception, exhibitors must follow the set up and teardown times indicated in PENS plans and correspondence. Exhibitors must have their booths set and ready by the times indicated in booth confirmation letters. If exhibitors have not checked in 30 minutes prior to close of setup and begun to set up their booth, setup labor will be forced at prevailing labor rates. Exhibitors may not dismantle their booths earlier than the close of the show. Exhibitors who make earlier flight plans must arrange for another party to dismantle their booth. There are NO EXCEPTIONS to this policy. There will be a $250 penalty for early dismantling.

BOOTH SIZE 10' × 10'

10' × 10' BOOTH COST $1,500/$1,600

10' × 20' BOOTH COST $3,000/$3,200

NOT-FOR-PROFIT BOOTH COST $500

OFFICIAL SERVICE CONTRACTOR Viper Tradeshow Services 816-541-8025

EARLY BIRD DEADLINE Feb. 13, 2016

FINAL PROGRAM GUARANTEE DEADLINE March 7, 2016

BOOTH LATE DEADLINE April 9, 2016

PAST DEADLINE FEE April 10, 2016 – show, $100 late fee in addition to late-rate

Type Early Bird (Feb. 13) Late (Apr. 9) Additional Fee (Apr. 10 – Show)

Booth $1,500 $1,600 Late Rate +$100

Non-Profit $500 $500 Late Rate +$100


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Wednesday, May 11, 20161:00 p.m. – 5:00 p.m. Exhibitor Load-In

5:00 p.m. – 8:00 p.m. Exhibitor Registration

Thursday, May 12, 20168:00 a.m. – 4:30 p.m. Exhibitor Load-In

8:00 a.m. – 5:00 p.m. Exhibitor Registration

5:30 p.m. – 7:30 p.m. Opening Reception in Exhibit Hall

Friday, May 13, 201610:30 a.m. – 6:30 p.m. Exhibit Hall Open

11:00 a.m. – 11:25 a.m. Break in Exhibit Hall

12:30 p.m. – 2:00 p.m. Lunch with Exhibitors

4:05 p.m. – 6:30 p.m. Poster Reception in Exhibit Hall (No load out or empties return on Thursday)

Saturday, May 14, 20168:00 a.m. – 5:00 p.m. Exhibit Dismantling and Load-Out

FLOOR PLAN

EXHIBIT HALL HOURS

THIS SCHEDULE IS SUBJECT TO CHANGE.

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STEP ONE: Contact Information Please print legibly and complete all information below for use in the publications distributed on-site.

Company Name: ______________________________________________________________________________________________________________________________________

Address: ______________________________________________________________________________________________________________________________________________

City, State, Zip: ________________________________________________________________________________________________________________________________________

General Phone: _________________________________________________________________ General Fax: _________________________________________________________

General Email: __________________________________________________________________ Website Address: ______________________________________________________

Contact Name: ________________________________________________________________________________________________________________________________________

Contact Direct Phone: ____________________________________________________________ Contact Direct Email: __________________________________________________

STEP TWO: Description of Products and Services and LogosA description of the products or services you will be exhibiting will be included in the final conference materials. Email your description (50 words or less) to [email protected]. In addition, please include a high-res 300 dpi .jpg logo. Sponsors, please send logos in both .jpg and .eps file formats. All descriptions and logos are due no later than March 7, 2016, in order to be guaranteed in the final conference materials.

STEP THREE: Exhibit Space Selection PENS will make its best effort to accommodate your request.

____# 10' × 10' preferred (P) booth(s) @ $1,500 early bird, $1,600 late

____# 10' × 20' booth(s) @ $3,000 early bird, $3,200 late

____# 10' × 10' not-for-profit booth(s) @ $500 each

____# $100 Late Registration Fee for applications received after April 9, 2016

1st Choice: __________________________ 2nd Choice: _________________________ 3rd Choice:___________________________ 4th Choice:___________________________

List any exhibitors you DO NOT wish to be near: ___________________________________________________________________________________________________________

STEP FOUR: Exhibit RepresentativesEach 10' × 10' booth receives two complimentary booth representatives. Each 10' × 20' booth receives three. Additional Booth Representative Badges may be purchased for an additional $100 per badge. Booth representatives are invited to participate in all food and beverage events held in the exhibit hall. Any exhibitor wishing to register for and attend the conference educational sessions will register through the registration process used by conference participants. Exhibitors paying conference registration fees will be awarded contact hours for educational sessions attended.

Approximately 6-8 weeks prior to the meeting, you will receive a Booth Representative Form. At this time you may register your booth representative names and purchase additional badges. Booth Representative Forms will be due to be returned to the Executive Office no later than April 9, 2016. All booth forms received after this date will be processed on-site. Change forms will also be available at this time for any company wishing to change their booth reps after the deadline date.

STEP FIVE: Policies and Procedures Please read the policies and procedures on Page 9. I have read and understand and my company agrees to adhere to the policies and procedures listed in this document and will share this information with the company representative that will be on-site.

Signature_______________________________________________________________

STEP SIX: Total FeesTotal Exhibit Space Selection (step 3) $_________

TOTAL PAYMENT ENCLOSED $_________

STEP SEVEN: Method of Payment All funds MUST be submitted on a U.S. bank in U.S. funds. PENS does not accept purchase orders or invoice for services. PENS Tax ID 38-2757646

Check made payable to PENS – check #____________

Charge payment to the following credit card: American Express VISA MasterCard Discover

Credit Card Number Expiration Date

Name as it appears on Card:

Signature Date

STEP EIGHT: Send in Your Application

Fax: Fax completed form with credit card payment

information to: 913-895-4652.

Mail: Mail completed application form and appropriate fees to:

PENS Executive Office, P.O. Box 14516, Lenexa, KS 66285

Courier service only:

PENS Executive Office, 18000 W. 105th St., Olathe, KS 66061

Please DO NOT mail AND fax your application.Exhibitor Questions: Contact Caitlin Arnold at [email protected] or 913-895-4881.

RESERVATION DUE DATE: Feb. 13, 2016 – Early BirdMarch 7, 2016 – Deadline to submit applications, logos and descriptions to be guaranteed in the final conference materials.

After April 9, 2016 Late Deadline: Late rate plus $100 additional fee.

PENS EXHIBIT APPLICATION

PENS Exhibitor Hotline 877-936-7367 – www.PENS.org 9

POLICIES AND PROCEDURESBy applying for exhibit space, your company agrees to comply with all rules and regulations outlined below and further agrees to abide by the decision of PENS exhibit management with respect to interpretation of these rules. Please be sure that the company representatives attending the meeting are aware of and adhere to these rules.1. Exhibit Representatives. Each 10' × 10' booth receives two complimentary

booth representatives. Each 10' × 20' booth receives three. Additional Booth Representative Badges may be purchased for an additional $100 per badge. Booth representatives are invited to participate in all food and beverage events held in the exhibit hall. Any exhibitor wishing to register for and attend the con-ference educational sessions will register through the normal registration pro-cess used by conference participants. Exhibitors paying conference registration fees will be awarded contact hours for educational sessions attended.

2. Assignment of Space. Space assignments will be made based on the follow-ing criteria: Sponsorship level, booth size and payment date. Every effort will be made to respect the exhibitors’ space choices whenever possible, but PENS’ (hereafter known as “exhibit management”) decision shall be final. Exhibit man-agement reserves the right to transfer assignments and/or rearrange the floor-plan when such action is deemed to be in the best interest of the total exhibit effort.

3. Payment. Full payment of exhibit fees or sponsorship is required with this contract. Please make checks payable to: PENS, P.O. Box 14516, Lenexa, KS 66285-4516, USA. All telephone inquires: 913-895-4628; FAX 913-895-4652. International funds must be submitted on a U.S. bank in U.S. equivalents.

4. Refund for Cancellation. Should the exhibitor be unable to occupy and use the exhibit space contracted for, he or she shall promptly notify exhibit management in writing before April 9, 2016. If these requirements are met, 50 percent of the exhibit fee will be refunded. No refunds will be made after April 9, 2016.

5. Eligible Exhibits. Exhibit management reserves the right to determine the eligi-bility of any company or product for inclusion in the exhibition.

6. Booth Equipment and Services. The prices for exhibit space are as follows: $1,600 for each 10' × 10' booth and $3,200 for each 10' × 20' booth space. These prices include booth pipe and drape, an identification sign, and a listing in the Final Conference Materials. Any other items must be purchased through the official decorating company.

7. Contractor Service Information. In the best interest of the exhibitors, exhibit management has selected Viper Tradeshow Services, contact person Belinda Schlueter (816-541-8025), to serve as official contractors to provide various ser-vices to the exhibitors. It is agreed that the exhibitor will abide by and comply with the rules and regulations concerning local unions having agreement with the exhibition facility or with authorized contractors employed by exhibit man-agement. Complete information, instructions and electrical work, and cleaning, etc. will be included in the Exhibitor’s Service Kit, to be forwarded by the desig-nated service company after space has been confirmed. An Exhibitors’ Service Center will be maintained on the exhibit floor until the opening of the exhibit hall to facilitate service requests from exhibitors. Absolutely no shipments should be sent to the hotel. The hotel will not accept them. The Exhibitor’s Service Kit will provide you with shipping instructions.

8. Security. Security will be provided during the hours that the exhibit hall is not open by exhibit management during the show, beginning on the day of setup until tear down. However, each exhibitor should make provisions to safeguard his/her goods from the time they are placed in the booth until the time they are removed. Exhibit management will not be responsible for loss or damage due to any cause. All Exhibitors must wear the official exhibitor’s name badge for admission to and while in the exhibit hall.

9. Booth Construction and Arrangement. Exhibits shall be arranged as to not obstruct the general view, nor hide the exhibits of others. Viper Tradeshow Ser-vices will provide all booth materials and furnishings, including custom banners. It is expressly agreed by the exhibitor that in the event he or she fails to install his or her products in his or her exhibit space or fails to pay the space rental by the time specified, exhibit management shall have the right to take possession of said space and lease some or any part thereof to such parties and upon such terms and conditions as it may deem appropriate.

10. Set-up and tear-down times strictly enforced. It is expressly agreed by the exhibitor that in the event he or she fails to install his or her products in his or her exhibit space, or fails to pay the space rental at the time specified, exhibit management shall have the right to take possession of said space and lease same or any part thereof to such parties and upon such terms and conditions as it may deem proper. Exhibitors must check-in and have booth set up by time-lines given. Booth set-up will be forced at prevailing labor rates if exhibitor has not checked in at least 30 minutes prior to the set-up deadline. No exhibitor shall have the right prior to closing of exposition to pack or remove articles in exhibit. There are NO exceptions to this policy. There will be a $250 penalty for early dismantling.

11. Use of Exhibit Space. Exhibitors agree not to assign or sublet any space allot-ted to them without written consent of exhibit management, nor to display or advertise goods other than those manufactured or carried by them in the regular course of business. No persons, firm or organization not having contracted with

exhibit management for the occupancy of space in the exhibit will be permitted to display or demonstrate its products, processes or services, distribute adver-tising materials in the halls or corridors, or in any other way occupy or use the facilities for purposes inconsistent with these regulations.

12. Exhibitor Representative. Each exhibitor must name at least one person to be his or her representative in connection with the installation, operation and removal of the exhibit. Such representative shall be authorized to enter into such service contracts as may be necessary, and for which the exhibitor shall be responsible.

13. Restrictions. Exhibit management reserves the right to restrict exhibits which are objectionable because of noise, glaring or flashing lights, method of operation, or any other reason, and also to prohibit or evict any exhibit which, in the opinion of exhibit management, may detract from the general character of the exhibit. This reservation includes persons, things, conduct, printed matter or anything exhibit management judges to be objectionable. In the event of such restriction or eviction, exhibit management is not liable for any refund of any amount paid hereunder. No display material exposing an unfinished surface to neighboring booths will be permitted. Flammable decorations and latex are not permitted in the exhibit hall. Demonstrations must be so located that crowds collected will be within the exhibitor’s space, and not blocking aisles or neighboring exhibits. Contests of any kind must first be approved in writing by exhibit management. Photographing and video taping within the exhibit hall is prohibited except by the official PENS photographer unless requested in writing to exhibit management for approval.

14. Exhibitor Activities. Exhibitor agrees not to schedule or conduct any outside activity, including, but not limited to, receptions, seminars, symposia and hospi-tality suites that are in conflict with the official program of PENS, whether such activities are held at or away from the hotel, except with written approval of exhibit management. Exhibitor will submit an affiliate group events form with payment to exhibit management by March 11, 2016, any program exhibitor intends to hold at, or in conjunction with, its exhibit, for written approval as to time and place. Form found on Page 10 of this Prospectus.

15. Responsibility. If the exhibitor fails to comply in any respect with the terms of this agreement, exhibit management shall have the right, without notice to the exhibitor, to offer said space to another exhibitor, or to use said space in any other manner. This shall not be construed as affecting the responsibility of the exhibitor to pay the full amount specified by the contract.

16. Compliance. The exhibitor assumes all responsibility for compliance with all pertinent ordinances, regulations and codes of duly authorized local, state and federal governing bodies concerning fire, safety, health; together with the rules and regulations of the operators and/or owners of the property wherein the exhibit is held. Cloth decorations must be flameproof. Wiring must comply with fire department and underwriters’ rules.

17. Liability. PENS, Viper Tradeshow Services, the Hyatt Regency Savannah, and Applied Measurement Professionals, Inc., their agents or employees shall not be responsible for any loss, theft, or damage to the property of the exhibitor, his or her employees or representatives. Further, exhibit management will not be liable for damage or injury to persons or property during the term of this agreement from any cause whatsoever by reason of the use or occupancy of the exhibit space by the exhibitor or his assigns, and the exhibitor shall indemnify and hold harmless exhibit management from all liability, which might ensue from any cause whatsoever. If the exhibitor’s materials fail to arrive, the exhibitor is nev-ertheless responsible for all amounts due hereunder. Exhibitors are advised to carry special insurance to cover exhibit material against damage and loss, and public liability insurance against injury to the person or property of others.

18. Cancellation or Termination of Exhibition. In the event that the premises where the exhibition is to be held shall, in the sole determination of exhibit manage-ment, become unfit or unavailable for occupancy, or shall be substantially inter-fered with, by reason of picketing, strike, embargo, injunction, act of war, act of God, fire or state of emergency declared by any government agency or by reason of any municipal, state or federal law or regulation or by reason of any other occurrence beyond the control of exhibit management, exhibit manage-ment may cancel or terminate the exhibition. In the event of such cancellation or termination, the exhibitor waives any and all claims the exhibitor might have against exhibit management for damages or expenses and agrees to accept in complete settlement and discharge of all claims against exhibit management the exhibitor’s prorated share of the total amount paid by all exhibitors less all costs and expenses incurred by exhibit management in connection with the exhibition, including a reserve for future claims and expenses in connection therewith. In case exhibit management shall for any reason determine to cancel or terminate the exhibition, the exhibitor waives all claims the exhibitor might have against exhibit management for damages or expenses and agrees to accept in complete satisfaction and discharge of all claims against exhibit management a refund of all amounts paid by the exhibitor to exhibit management in accordance with this agreement.

19. Management. Exhibit management reserves the right to interpret, amend and enforce these regulations as it deems appropriate to ensure the success of the exhibition.

Photo courtesy of Steve Mohlenkamp and VISIT DENVER.

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2016 NATIONAL CONFERENCEMAY 12-15, 2016 DENVER MARRIOTT CITY CENTER DENVER, COLORADO

Please complete one form for each function requested, due no later than March 11, 2016. Please Note: Affiliate Group Events are not permitted to be scheduled during educational sessions.

Company Name: _________________________________________________________________________________________________________

Contact Name: ___________________________________________________________________________________________________________

Address: _________________________________________________________________________________________________________________

City, State, Zip: ___________________________________________________________________________________________________________

Telephone: ___________________________________ Email: _____________________________________________________________________________

Type of Event: Meeting Hospitality Suite Other

Preferred Date of Event: ___________________________ Preferred Time of Event: (Begin & End) _____________________________

Number of Attendees: ____________

Type of Setup: Classroom Rounds Theater Conference Hollow Square U-Shape

Name of Event: __________________________________________________________________________________________________________

Purpose of Function: _____________________________________________________________________________________________________

Function Fee ScheduleThe following fees apply to affiliate group meetings held in conjunction with the PENS 2016 National Conference at the Denver Marriott City Center in Denver, Colorado. Hospitality suite prices vary according to hotel availability.

Pricing

Non-Exhibiting Company $1,500

2,500 square feet or more $750

1,500 – 2,500 square feet $500

750 – 1,500 square feet $350

Less than 750 square feet $250

Payment information will be sent with a room availability email from Meeting Planner after this form has been received.

Please email this form to the PENS Meeting Planner at [email protected]. When your event is approved and space availability is confirmed, you will be sent an email including payment information. Meeting space and hospitality suites will not be confirmed until

PENS AFFILIATE GROUP EVENTS





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TRANSPORTATION INFORMATIONThe Denver Marriott City Center is located 26 miles from the Denver International Airport.

TaxiTaxis are approximately $60 one-way.

HOTEL INFORMATION

May 12-15, 2016

Denver Marriott City Center 1701 California St. Denver, CO 80202

303-297-1300

Instructions for reserving your hotel room will be posted on the PENS Website when conference registration opens in February.

Rate: $164 including guest room internet and complimentary fitness center access.

Deadline: Book by April 19, 2016, to receive the group rate.

Towering above the Mile High City, Denver Marriott City Center exceeds expectations with exceptional service and thoughtful amenities in a convenient location. This downtown Denver hotel boasts breathtaking views of the Rocky Mountains and city skyline and is near the Colorado Convention Center, 16th Street Mall, Coors Field, Pepsi Center, Sports Authority Field and Denver Art Museum. With farm-to-table dining at Prospect’s Urban Kitchen and Bar, a state-of-the-art fitness center, indoor pool and deluxe guest rooms with high-speed Wi-Fi and plush bedding, we make it easy for business and leisure travelers to relax and breathe in the fresh mountain air in style. A full-service Starbucks offers a jolt of java and variety of fresh pastries on site. The 29 modern event venues and spacious foyer feature 32,000 square feet of flexible space, ideal for conferences, weddings, receptions and social soirees. Thrive during your stay at Denver Marriott City Center while tapping into all of downtown Denver’s high energy.

Used with permission from the Denver Marriott City Center.

http://www.marriott.com/hotels/travel/dendt-denver-marriott-city-center/


Photo Courtesy Ron Ruscio and VISIT DENVER.

Photo Courtesy VISIT DENVER.




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