Click to download this entire page as a PDF

Forms:
Application for Exhibit Space (click to download PDF)
Credit Card Payment Authorization (click to download PDF)

Exhibitor Schedule

Silverado Resort
1600 Atlas Peak Road
Napa, California 94558

** Tentative Schedule. Removal of Exhibits prior to official closing time is prohibited.

DATE	TIME	EVENT
Tuesday, September 18	3pm – 6:30pm	Registration & Set-Up
Wednesday, September 19	6:30am – 7am 9am – noon/3pm-6pm	Breakfast in Exhibit Hall Exhibits Open**
	9am – noon	Late Exhibitor Registration
	6:30pm – 8pm	Reception in Exhibit Hall and Exhibits Open**
Thursday, September 20	6:30am – 7am 9am – 1:30pm	Breakfast in Exhibit Hall Exhibits Open**
Friday, September 21	6:30am – 7am 9am – 1:30pm 1:30pm	Breakfast in Exhibit Hall Exhibits Open** Exhibit Breakdown

SPONSORS
The course sponsors are Southern California Orthopedic Institute and The Sports Clinic Orthopaedic Medical Associates, Inc.

FUNCTION SPACE
Meeting space can be secured by completing this form and returning it to the course sponsor by August 1, 2012. Space is assigned on a first come first serve basis.

HOUSING
Rooms will be available through Silverado Resort.  Please book your room directly, and ask for the meeting rate to be included in our room block.

BOOTH ASSIGNMENT
Please review the entire prospectus carefully.

It includes important information about your participation in the meeting. The rules and regulations listed in the prospectus are part of the application for space, and consequently, constitute a contract between the exhibitor and Orthopedic Surgery Controversies 2012. Applications must be received by August 15, 2012, and will be considered only if accompanied by full payment.  No company will be allowed to exhibit without receipt of payment in full.

Exhibit contracts received after August 15, 2012 will be assigned booth space only if available and then according to the date received.

The meeting sponsor reserves the right to modify the exhibit floor layout to accommodate exhibitor booth space requirements.

In the event the 2012 meeting is sold out, companies will be automatically placed on a waiting list. As exhibit space becomes available, companies on the wait list will be notified of space availability.

Fees

Early Rate: premium location adjacent to entry/exit	$2000
Early Rate: standard location	$1800
Regular Rate: premium location	$2150
Regular Rate: standard location	$1950
Additional Representative per day (Advanced purchase)	$150

PAYMENT
Full payment must accompany the application.

Applications submitted without payment will not be processed until full payment is received.  Completed application must include credit card information or check, in US funds made payable to:

Southern California Orthopedic Research Education Center (SCORE)

CANCELLATION OR REDUCTION IN SPACE
Requests for cancellations or booth reduction of exhibit space must be in writing on company letterhead. If written notification of cancellation or booth reduction is received at the Association office by:

On or before August 15, 2012
Full refund less $100 will be granted.

After August 15, 2012
No refund of any fees will be made after the assignment of space.

No refunds will be made for space not occupied or any space occupied for only a portion of the exhibit time.

BOOTH INFORMATION
Booth carpeting is available at the exhibitor option and expense. The facility is not carpeted. Hanging signs need to be approved by show management in advance.

 ELECTRICAL REQUESTS
OSC 2012 will provide a six-foot skirted table and one 2 or 3 prong electrical outlet.  If you need additional electrical amps, i.e. 220v or 20 amps with 4 plugs, the Exhibitor Company will be financially responsible for the extra request.  The added charge per the hotel management is $300 per day.  Please note there is limited availability. We appreciate your understanding and cooperation in this important matter.

Force Majeure – Upon the occurrence of conditions beyond the control of OSC 2012 which make performance impossible or imprudent in the circumstances, including but not limited to government order, civil disruption, weather, strike or labor unrest, transportation difficulties, or orders or directions of the show management, OSC 2012 may alter, reduce, or redistribute allocated exhibit space, or even cancel this contract upon notice to the Exhibitor. In the event of such reduction or cancellation, OSC 2012 agrees to act in good faith to reduce or refund any exhibit fees paid by exhibitor to it but in no event shall be liable to Exhibitor for any damages resulting from such action.

CO-MARKETING
If two or more companies wish to be assigned exhibit space adjacent to one another, each company must attach a cover letter to its exhibit space application, explain the request and copy the other company.

SHARING SPACE
Sharing of exhibit space is permitted only for divisions of the same company. Exhibitors may not sublet or assign booth spaces.

EXHIBITOR REGISTRATION/BADGES
The following conditions have been developed by OSC 2012 for the safety and benefit of all exhibitors. Please distribute a copy of these conditions to all representatives staffing the booth and any person involved in your company’s exhibit process.

Badges are required for admission to the exhibit hall and all individuals on the exhibit floor must wear a badge at all times. All company representatives must register as exhibitors. Supplementing the badge with business cards, ribbons or company logo types is not permitted. Exhibitor badges may be made out only in the name of the company shown on the application for exhibit space. Exhibitors may not register as guests. Badges may not be traded, shared or reproduced.

BADGE DISTRIBUTION
All badges will be distributed on-site.  It is the responsibility of the exhibiting company to distribute these badges. Badges may not be returned to the exhibitor registration desk for employees for pick up.  A badge registration form will be mailed prior to the event.  Additional badges may be ordered at this time.

Badges purchased on-site may be picked up on an individual basis only and will not be released to a company representative for internal distribution.

ADMISSION TO SCIENTIFIC SESSIONS AND INSTRUCTIONAL COURSES
Unless the room is over crowded, booth personnel may attend scientific sessions which do not require a ticket by showing their name badge to the room monitor at the entrance to the meeting room.

CONTACT INFORMATION
All questions regarding exhibition space should be directed to:

Paige Ballus – Course Coordinator
OSC 2012

Telephone: 336-287-9895
Fax:  336-766-0318
E-mail: pballus@triad.rr.com

RULES AND REGULATIONS
The following rules and regulations have been designed for the benefit of all exhibitors. OSC 2012 requests the full cooperation of exhibitors in their observance.

ELIGIBILITY
The course sponsor reserves the right to determine the eligibility of the technical exhibit of any corporation for inclusion in this Meeting, either before or after the proper execution of the Exhibit contract.

The course sponsor reserves the right to decline or prohibit any exhibit or part thereof which, in its opinion, is not in keeping with the character and spirit of the meeting.

SUBLETTING OF BOOTH SPACE
Exhibitors may not let, sublet or transfer the exhibit privilege or space in whole or in part without the express written consent of the course sponsor.

DIAGNOSTIC IMAGING EQUIPMENT & LASERS
In compliance with the recommendation of the U.S. Department of Health & Human Services, exhibitors shall not demonstrate diagnostic imaging equipment using either ionizing or non­ionizing radiation (including diagnostic ultrasound). In addition, demonstrations of activated therapeutic lasers are prohibited.

DISRUPTIVE EXHIBITS, SOUND OR MUSIC
Exhibitors that use or display noisy devices, sound producing equipment or other devices which prove objectionable to the course sponsor because of noise, odor or other disagreeable features, must agree to keep the noise and/or odor of such devices at levels determined acceptable by the course manager or be discontinued. License agreements for music covered by the American Society of Composers, Authors and Publishers (ASCAP), Broadcast Music International (BMI), and other organizations are the sole responsibility of the exhibitor.

FDA COMPLIANCE
All products which are not FDA approved for a particular use in humans or which are not commercially available in the U.S. will be permitted to be exhibited only when accompanied by the appropriate signs that indicate the device’s FDA clearance status.

The following are signs which should be displayed:

The signs must be easily visible and placed near the devices themselves and on any graphics depicting the device. The exhibitors shall have available at the booth a letter from the FDA which describes the allowable use status of the product or products. Exhibitors are cautioned about the FDA’s prohibition on promoting cleared for marketing devices for unapproved uses.

EXHIBIT DIMENSIONS & LIMITATIONS
All exhibits and demonstrations are to be within the bounds of the exhibiting corporation’s assigned 8’ x 10’ exhibit space and will not interfere with aisle space.

Exhibitors should not limit or interfere with any adjacent or nearby booth in any manner. Exhibit signs, materials, or displays are limited to the assigned space and will not be permitted in any public space elsewhere in the meeting facility.

Exposed unfinished sides of the exhibit backgrounds must be draped or otherwise covered to present an attractive appearance. No part of any exhibit may span an aisle by roofing or floor covering without prior permission from the course sponsor.  No part of an exhibit or its signage may be nailed, taped, or otherwise attached to columns, walls, doors, or floors in such a manner as to deface or destroy them. If the premises of the facility are defaced or otherwise destroyed by the exhibitor, its agent, or representatives, the exhibitor will be liable to the facility for the amount necessary for restoration to its previous condition.

All exhibit materials must be flame-proofed and fire resistant to conform to local fire ordinances and regulations or insurance carriers. Any exhibit or portion of exhibits which do not meet these requirements will be ordered to be dismantled and will be removed from the premises. All aisle and exits will be clear at all times. Fire stations and fire extinguisher equipment will not be covered or obstructed in any manner.

No packing materials (trunks, cases) are to be left in the exhibit hall following installation of the exhibit. No packing materials are to be brought into the exhibit hall during exhibit hours.

FACILITY FIRE/SAFETY GUIDELINES
All drapes, curtains, table coverings and skirts, carpet or any materials used in the exhibit must be flame retardant. Crates, packing, materials, etc. may not be stored in the exhibit hall.

No flammable liquids shall be used or admitted inside of the Hotel except by approval of the Fire Marshall.

SECURITY
Hotel Security Guards will be engaged to provide protection for the overall exhibit area from the beginning of move-in to the end of move-out, but not for any particular exhibit. However, the course sponsor and Silverado Resort will not be held responsible for the loss or damage to exhibitor property, and urges the exhibitor to exercise precaution to discourage pilferage. Exhibitor is responsible for undertaking appropriate measures to safeguard of its equipment and property.

HOLD HARMLESS CLAUSE
The exhibitor agrees to indemnify, defend and hold OSC 2012, its official contractors, Silverado Resort, and their respective officers, directors, employees, representatives, agents, successors and assigns, harmless against any and all damages, claims, judgments, losses, costs and expenses that may at any time be incurred, suffered, sustained by or imposed upon OSC 2012 and or Silverado Resort or their respective officers, directors, employees, representatives, agents, successors and assigns by reason of any action which may result because of or after acceptance of this application or the providing of exhibit space.

This indemnification and hold harmless agreement include but is not limited to any and all claims, damages, losses or expenses attributable to personal or bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of such property.

INSURANCE
If the exhibitor wishes to insure exhibit materials against theft, damage by fire, accident or loss of any kind, he must do so at his own expense. The course sponsor does not provide insurance for exhibitor’s property.

MERGERS AND ACQUISITIONS
Companies who have undergone mergers or acquisitions must notify the course sponsor in writing, providing the company name and date of completion.

LIABILITY
Neither OSC 2012 nor Silverado Resort, nor any respective officer, agents or employees, shall be liable for any act or omission of guards hired to patrol the Exhibit Hall; for any damage or injury caused to an exhibitor or his property occasioned by the condition of the premises or its mechanical systems; loss by theft, mysterious disappearance or damage by fire, accident, or any other case; or any other act or omission of OSC 2012, or Silverado Resort and/or its officers, agents, and employees; or any damage or injury arising from any act, omission or negligence of OSC 2012, or Silverado Resort or its officers, agents or employees.

Exhibitor agrees that at the conclusion of the Exhibit, Exhibitor shall surrender the space occupied in the hotel in the same condition it was in at the commencement of the move-in. Exhibitor agrees that it is responsible for the defense and payment of any and all claims, demands, and suits on account of any alleged injuries, death or other loss by individuals, or damage to property or other loss, to any party occurring in the hotel area or elsewhere because of the acts or omissions of the Exhibitor, its employees, agents, licensees, guests or contractors.

GIFT AND PROMOTIONAL ITEMS
Exhibitors are permitted to distribute product samples from their exhibit booth during the meeting. Novelty items not manufactured by the exhibiting company must be submitted to the Association for review. These premiums should be items that can be used during the meeting or in the professional activities of the attendees.

Exhibitors many not distribute adhesive backed decals or stickers, unofficial badges or company nameplates.  Large shopping bags or tote bags are strictly forbidden. Small bags for distributing literature or products are acceptable.

SELLING AND ORDER TAKING
The technical exhibits are intended primarily for informational and educational purposes through product/service displays and demonstrations.

Sales and order taking are permitted, if the transactions are conducted in an appropriate professional and business-like manner. No signage or advertising of products pricing will be allowed. The exhibiting company is responsible for permits and paying sales tax, if applicable. The course sponsor reserves the right to restrict sales activities that it deems inappropriate or unprofessional.

CANVASSING BY NON-EXHIBITORS
No person, firm or organization not having contracted with OSC 2012  for the occupancy of space in the Exhibition will be permitted to display or demonstrate its products, processes or services or distribute promotional materials in or on the premises of the Exhibit Hall or Silverado Resort.  Any infringement of this rule will result in the removal of the offending person.

SOCIAL & EDUCATIONAL FUNCTIONS SEMINARS

Exhibiting companies of the 2012 Meeting that wish to hold a social or education function must complete Industry Workshop registration forms and submit full payment no later than thirty (30) days before the Meeting.

Social or educational functions in public space will not be permitted at any other times. Invitations shall be issued only to Meeting registrants. It shall be made clear that these are unofficial functions. Any Exhibitor who violates the above agreement may be ineligible to participate in any future Meetings.

Exhibitor activities held outside the exhibition hall may not be scheduled during the following times:

Wed, Sept 19	7am-12pm/3-6pm/ 6:30-8pm
Thurs, Sept 20	7am-1:30pm
Friday, Sept 21	9am-1:30pm

POLICIES AND SPECIAL NOTES FOR ADVERTISERS AND SPONSORS

1. Advertisers/Sponsors at the 2012 Meeting are limited to companies exhibiting.
2. All advertising will conform to applicable federal and state laws and regulations, specifically those promulgated by the U.S. FDA and or the U.S. Federal Trade Commission. Advertisement of any medical device not cleared for marketing by the U.S. FDA must include a statement of the device’s current clearance status.
3. Advertising for meetings or other activities conflicting with the meeting hours will not be permitted.
4. Exhibiting companies advertising in programs or providing sponsorships may not claim sponsorship for the Meeting as a whole or endorsement by the course sponsor.
5. The Course Sponsor reserves the right to reject or discontinue any advertising, and such right shall not be deemed to have been waived by acceptance or actual use of any advertising matter.
6. All advertising is subject to approval of the course sponsor.
7. Camera-ready art sized to the exact dimension is expected.
8. No exhibitor shall use the name of OSC 2012, or any symbol or logo in any way expressing that the exhibitor, products or services possess the approval or endorsement of the course sponsor.

ADVERTISING IN HOTELS
Exhibitors are not allowed to distribute fliers, handbills, invitations, magazines or other printed materials to hotel rooms of Meeting attendees without prior consent from the course sponsor.

AMERICANS WITH DISABILITIES ACT
The Exhibitor agrees to indemnify and hold OSC 2012 harmless from all liability, fines, and penalties and reasonable attorney fees arising from any failure of the exhibitor to comply with those requirements of the Americans with Disabilities Act, and any other federal, state and local laws and regulations intended to provide equal access for persons with disabilities, applicable to the exhibitor’s exhibit.

RESTRICTIONS AND RULES OF CONDUCT
Exhibits must be staffed at all times during exhibit hours.

Combustible materials, flammable liquids or gases will not be permitted. All cylinders containing compressed gases must be secured to prevent tip-over; exhibitors not complying with this regulation will not be permitted to have such cylinders in the exhibit hall. Radiologic equipment may be displayed but not operated.

Special Sound and Visual Effects: Audiovisual and other sound and attention getting devices and effects will not be permitted. Noises from electrical or mechanical equipment must not interfere with nearby exhibits.

The distribution or use of alcoholic beverages or other refreshments by exhibitors is prohibited.

Convention business attire must be worn by all exhibitors representatives while in the exhibit hall.

Only corporations exhibiting at the Meeting may host hospitality suites with prior. Hospitality Suites must not be open during exhibit hours or General Session hours.

CONTRACTOR SERVICE
Exhibitors using outside service contractors must notify the course sponsor at least 30 days prior to the Meeting and provide the names and addresses of regular and supervisory personnel who will be working in the exhibit area during installation and dismantling. Certificates of insurance for liability and workmen’s compensation are required for outside contractors admitted to the exhibit hall.

INSTALLATION & DISMANTLING
Installation of exhibits will begin at 3:00pm on Tuesday, September 18, 2012. The exhibits will close at 1:30pm on Friday, September 21, 2012. Dismantling may begin at 1:30pm. All exhibits must be removed from the exhibit hall by 3:00 pm on Friday, September 21, 2012. No exhibits are to be packed or dismantled in any manner prior to 1:30 PM dismantling time.

Space not occupied by 12:00 pm on Wednesday, September 19, 2012 will revert to the course sponsor for any purpose OSC 2012 may see fit, without any obligation on the part of OSC 2012 for a refund.

SERVICE CONTRACTOR
In the event that a nonofficial contractor is employed, a letter indicating such must be sent by the exhibitor by August 15, 2012.  The nonofficial contractor must also submit a letter of notification indicating the exhibiting company’s name, by which employed, and a certificate of insurance to the course sponsor.

CERTIFICATE OF INSURANCE
Exhibitors using the services of an independent contractor are responsible for ensuring that their contractor sends a certificate of insurance for receipt to the course sponsor by August 15.

Independent contractors who do not send a certificate of insurance by this date will not be allowed access to the exhibit floor.

The Certificate must include the following information:

1. Insured: Full Company Name & Mailing Address.
2. Date of the Meeting: Sept 18-21, 2012  (This includes exhibitor move-in, show dates and move-out)
3. Additional insured: OSC 2012, Silverado Resort and their respective members, officers, trustees, directors, agents, employees, contractors and assigns.
4. Liability Amounts: The certificate of   insurance must provide a minimum of  $1,000,000 public liability coverage.

DRAYAGE
Advance shipments of exhibit material must be coordinated with Silverado Resort.

Due to the move-in schedule, exhibitors are urged to advance ship materials directly to a warehouse, or Silverado Resort, if they can accommodate the materials. This will guarantee that your freight is in your booth prior to the start of the exhibit installation.

All shipments must be prepaid. Collect and C.O.D. shipments will not be accepted.

ACTION ITEM	DATE
Early Registration Closes	June 1, 2012
Application, Commercial Support Agreement and full payment for exhibit space due Last day to cancel with full refund less $100 Notification of use of contractor and proof of insurance Preliminary program/Exhibitor badge form mailed Approval of promotional items	August 15, 2012
Exhibitor booth personnel badge form due	August 15, 2012
Exhibitor registration & booth installation (3:00pm – 6:30pm)	September 18, 2012
Exhibits open 9am	September 19, 2012
Exhibits close and dismantle at 1:30pm	September 21, 2012

Forms:
Application for Exhibit Space  (click to download PDF)
Credit Card Payment Authorization (click to download PDF)

Click to download this entire page as a PDF