Sponsor Rules, Regulations and Conditions

You may also find a copy of these in the LTEN Medical Device and Diagnostic Trainers Summit Sponsorship Agreement. 

For questions concerning these policies, please contact Gregg Haunroth at ghaunroth@L-TEN.org


Sponsor Rules, Regulations, and Conditions

TABLETOP EXHIBIT SPACE INCLUDES

Space is limited. Sponsorship includes a High-Top table 32″ in diameter and approx. 4 ft. tall and floor space for a 33 inch wide and 80 in tall pop up that is up to 15 in deep. The ceiling height is 8 ft. tall. Promotion and laptops may be used on the table top.

Set up 8:30 PM on Tuesday October 17. Breakdown is any time after close on the 19th. Please make sure to remove any valuables each night as the foyer area will not be secured at night.

GENERAL TABLETOP GUIDELINES

TABLETOP HEIGHT

Exhibitors may be asked to remove any display items not in compliance with these guidelines.

INTENT
Each exhibitor is entitled to a reasonable sight line from the aisle, regardless of the size exhibit. With written permission, variances may be allowed. Requests for variations must be submitted to Show Management no later than 30 calendar days prior to the set-up day for the show.

TABLETOP ASSIGNMENT POLICY
Requests for table locations will be handled on a first-come, first-served basis. No table will be assigned without full payment. Show Management reserves the right to determine final exhibit table assignments.

CONTACT
If you have any questions regarding tabletops at the LTEN Medical Device & Diagnostic Summit, please contact Gregg Haunroth at ghaunroth@l-ten.org or 608-562-6537.

OFFER AND ACCEPTANCE
Sponsor’s submission of the Sponsor Agreement shall constitute an offer from the Sponsor to enter into such Agreement with LTEN for the LTEN Medical Device and Diagnostic Trainers Summit held on October 18-19, hereinafter referred to as the MDD Summit. Such offer can only be accepted by a legal representative of LTEN. After signing LTEN will send to Sponsor a fully-signed copy of the Agreement document, which sending shall constitute LTEN’s acceptance and cause the Agreement as a whole to become effective.

OBLIGATIONS OF THE PARTIES
A Sponsor whose application is received after September 15, 2017 may not be included in the on-site promotional materials or signage.

PAYMENT AND CANCELLATION
PAYMENT IN FULL must be sent by check or credit card upon completion of the online registration form, available at the time the sponsorship agreement is signed. All requests for cancellation are invalid unless submitted in writing to Gregg Haunroth. The date upon which the cancellation is received and confirmed by Gregg Haunroth shall apply as the official date of cancellation. Acceptance of cancellation is at the discretion of LTEN. Refunds for cancellation are at the discretion of LTEN. The sponsor is responsible for the total sponsorship fee regardless of the reason for cancellation.

RESTRICTIONS
LTEN reserves the right, at its sole and absolute subjective discretion, to exclude from display or demonstration any materials or part thereof which it deems to be objectionable to the Summit as a whole or to the purpose and/or proper functioning of the LTEN Medical Device and Diagnostic Trainers Summit.

No signs or other articles are to be fastened to hotel walls, floors, ceilings, or electrical fixtures. The use of tacks, glue, plastic tape, nails, screws, bolts, or any tools or materials that could mar the facility is prohibited.

LTEN reserves the right to cancel, limit or restrict any operations that might be considered objectionable. LTEN will, after due notice, shut down any table top in violation of these policies without refund to the sponsor, and the sponsor will be responsible for any costs associated with this shutdown.

No open flame devices, candles, or other similar materials are permitted to be used inside the hotel. A fire department permit is required to display and operate any heaters, barbecues, or other heat-producing devices, and the use of such items may be further restricted by LTEN and the hotel.

All demonstrations, interviews, or other activities, such as the distribution of circulars and advertising material of any description, must be confined to table tops.

Any reuse or broadcast of videos, recordings, and photos taken at the event must be pre-approved in writing by LTEN.

The sponsor agrees not to assign, sublet, or share the whole or any part of their assigned space without the prior knowledge and written consent of LTEN. When two or more sponsors occupy the same table top, an additional fifty percent (50%) of the total fee will be charged to each sponsor.

REGISTRATION AND BADGES
All sponsors personnel staffing are required to register and display their assigned badge at all conference events. Sponsors cannot add any ribbon(s) or other I.D. tags to LTEN badge. Only official LTEN badges and ribbons will be allowed to be worn by sponsor’s staff. Sponsor personnel attending functions outside the limits of their registration will be required to pay the full registration fee or be evicted from the conference.

GENERAL RESTRICTIONS ON THE OPERATION OF SPONSORS
LTEN reserves the right to restrict any sponsor because of noise, a method of operation, or any reason that is judged dangerous or objectionable. LTEN reserves the right to prohibit or evict any sponsor that is considered to detract from the general character of the Summit as a whole. This includes persons, material, conduct, or anything deemed objectionable by LTEN. If this occurs, LTEN is not liable for any refund of any sponsor’s expense.

HOSPITALITY EVENTS
Sponsors are prohibited from entertaining LTEN members during conference event hours.

FOOD AND BEVERAGE
No sponsors will be allowed to sell, give away, or distribute any food or beverage items without written permission from LTEN and the convention center. Upon agreement of all parties to the types of food, beverages, and hours of distribution, a table top food permit may be issued. Sponsor distribution of food and beverages for consumption at the Summit shall be at the sponsor’s risk and expense and shall comply with all applicable federal, state, and local health and safety laws and regulations. Children under the age of eighteen (18 yrs.) are not allowed at the Summit.

Sponsor(s) found in violation of any of the policies may be required to leave the conference immediately without refund, will be removed from the LTEN database, and will not be welcome to sponsor future LTEN functions.

By attending the LTEN Medical Device and Diagnostic Trainers Summit, you are authorizing LTEN to use your image in any promotional or informational material produced by or on behalf of LTEN. Registration to sponsor the LTEN Medical Device and Diagnostic Trainers Summit is your acceptance of the terms and conditions listed in this document.

DISTRIBUTION OF PROMOTIONAL MATERIALS BY SPONSORS
Circulars or advertising material of the Sponsor or any related entity shall be distributed only at the table top assigned to the Sponsor. Such materials shall not be distributed to any other area of the Summit or to the hotel rooms of the LTEN registrants or in any other area of the Facility unless approved by LTEN.

DELIVERY & STORAGE OF EQUIPMENT
Sponsor shall be responsible for the delivery of their materials and for removal of the material. Sponsors understand that no security will be provided and that any valuables should not be left unattended. LTEN is not responsible for any lost or stolen property.

LTEN MEDICAL DEVICE AND DIAGNOSTIC TRAINERS SUMMIT INSTALLATION AND DISMANTLING SPONSOR MOVE-IN / MOVE-OUT
Move-in time is designated on Monday, October 5th between 6 – 8 pm and also on Tuesday, October 6th between 6 am – 7 am. All sponsors should plan to have their materials in place by 7:00 am on Tuesday, October 7th. For dismantling, sponsors will have from 12:00 pm – 2:00 pm on Wednesday, October 8th. Table tops must be packed and ready for shipping by 2:00 pm on Wednesday, October 8th, and any table tops not removed by that time will be removed by LTEN at the expense of the sponsor. The sponsor is liable for any damage caused to building floors, walls or columns, or to standard sponsor equipment, or to other sponsor’s property. NOTE: Sponsors may not dismantle their materials before the official dismantling time begins at 12:00 pm, Wednesday, October 8th.

AMERICANS WITH DISABILITIES ACT
If any sponsor has a disability that may impact participation in this event or has special dietary restrictions, a statement must be attached to this application regarding that condition and all related needs. LTEN does not assure the availability of appropriate accommodations without prior notification of specific need.

LIMITED WARRANTY
The Parties agree that LTEN does not warrant or guarantee any specific level of traffic at this Event. Sponsor assumes the sole risk with regard to the amount of business traffic at this Event. LTEN shall not be liable to sponsors for any reduction in traffic at the Event and shall make no refund or other exchange with regard to a decrease or reduction in expected traffic.

FORCE MAJEURE
LTEN is not liable to any sponsor for a cancellation of the LTEN Medical Device and Diagnostic Trainers Summit, either before or during the LTEN MDD Summit, due to causes beyond LTEN’s control, such as acts of God, war, curtailment or interruption of transportation facilities, threats or acts of terrorism or similar acts, U.S. State Department of Homeland Security Department travel advisory, a U.S. government elevation of the terrorism alert level to elevated or imminent, civil disturbance, or any other cause beyond LTEN‘s control that would make it inadvisable, illegal, impossible, or impractical (either because of unreasonable increased costs or risk of injury) to hold or continue the LTEN MDD Summit. If a cancellation occurs under the terms of this provision, then LTEN will determine the amount, if any, of the sponsor fees to be refunded.

POSTPONEMENT OR CANCELLATION OF LTEN MEDICAL DEVICE AND DIAGNOSTIC TRAINERS SUMMIT
LTEN reserves the right, without liability and at its sole discretion, to postpone or cancel the LTEN MDD Summit. Should a contingency prevent the LTEN MDD Summit from taking place, LTEN shall retain only part of the sponsor‘s rental as required for expenses incurred up to the time such contingency has occurred or deferred. The sponsor waives all claims for damages or recovery of payments made.

LIMITATION OF LIABILITY
LTEN, its officers, and employees are not liable for damage or loss to any sponsor‘s properties through theft, fire, accident, or any other cause whether the result of negligence or otherwise. The sponsor shall indemnify LTEN against, and hold it harmless from any complaints, suits, or liabilities resulting from the negligence of the sponsor in connection with sponsor‘s use of display space. Sponsor shall insure their materials, display materials, and products through the term of the MDD Summit against claims for bodily injury, death and property damage. Such insurance shall include contractual liability and product liability coverage. LTEN assumes no liability for any injury that may occur to visitors to the sponsor’s table top space or materials. The sponsor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to sponsor‘s displays, equipment, and other property brought upon the premises of The Westin Michigan Avenue – Chicago, IL and shall indemnify and hold harmless The Westin Michigan Avenue – Chicago, IL and its officers, directors, agents, and employees from any and all such losses, damages, and claims.

INDEMNIFICATION
The sponsor hereby indemnifies and holds harmless LTEN, The Westin Michigan Ave – Chicago, IL and any officer, director, employee, or agent thereof (each of the foregoing beings hereinafter referred to individually as the ‘indemnified party‘) from and against all costs (including reasonable attorney‘s fees), losses, expenses, or liabilities to third parties (other than liability solely the fault of the indemnified party) arising from any act or omission (negligent or otherwise) of the sponsor or its representatives in connection with the sponsor‘s participation in the LTEN MDD Summit.