Conference Guide Ad Insertion Form
Contents
1. exhibitor they represent As a reminder of ONS policies exhibitors are only allowed to distribute literature journals and promotional materials from their designated booth area Any distribution of the mentioned materials outside of said booth will be a violation of the guidelines set forth by ONS and subject to removal from the learning hall floor This will be strictly enforced Special Visual and Audio Effects Audio visual and other sound and attention getting devices and effects will be permitted only in those locations and in such intensity as in the opinion of ONS do not interfere with the activities of neighboring Exhibitors Operational equipment demonstrated may not create noise level objectionable to neighboring exhibitors Subject to these limitations video recording is permitted within exhibitor s booth space Operation of all such equipment is subject to union regulations Subletting of Space The subletting or assigning of space is prohibited Two or more firms may not exhibit in a single space unless special arrangements have been made with ONS exhibit management Use of Space General All marketing activities of each exhibitor must be confined to the exhibitor s allotted booth space Aisle space may not be used for exhibit purposes for displays or signs or for solicitation of business Distribution of cards circulars samples or exhibit material is expressly forbidden in areas outside of the learning hall E2. ONS 41st Annual Congress 2016 Conference Guide Ad Insertion Order Form SmithBucklin Questions Contact Our Sales Managers 330 N Wabash Ave Jenny Shupe Amanda Strombeck Chicago IL 60611 jshupe smithbucklin com astrombeck smithbucklin com 312 673 5742 phone 312 673 4844 phone 312 673 6580 fax 312 673 6580 fax 3 Submit Your Payment 1 Your Contact Information List as you would like it to appear in all materials Send Check Oncology Nursing Society Contact name iem payable to ONS Exhibits Tte ooo tax ID 51 P O Box 3500 Company name 0183279 to Pittsburgh PA 15230 Address Address Ad space confirmations will not be issued until ci s gt j payment is received Space reservations are due WY _____________________ E p____________________ _ February 12 2016 Ad materials are due February Email 26 2016 You will receive information on where to send materials with your confirmation Website Phone Fax 4 Terms of Agreement C We agree to abide by all rules and regulations governing the ONS 41st ae oe Annual Congress which are part of this application Acceptance of this application by show management Select Ad Size Select Premium Positions Optional o e Bean Hes L Full page 3 495 LJ Cover 2 4 245 a L Half Page 2 645 LJ Cover 3 3 995 O Cover 4 4 745 Acceptable File Format O Other request 3 870 Authorized signature required PDF files 800 dpi or higher Name title pl
3. avoid conflicts Any space not reserved prior to the start of the conference may be deleted by ONS without any obligation on the part of ONS ONS reserves the right to assign booths as necessary to meet the requirements of all participants Assignments not rejected by exhibitor within 14 days from notification of space assignment will be considered accepted by the exhibitor and may thereafter be rejected or the application canceled only with the approval of the exhibit manager Care of Property No signs or other articles are to be fastened to walls or electrical fixtures The use of thumb tacks scotch tape nails screws bolts or any tool or material which could mark the floor or walls is prohibited Any damage to the convention center through carelessness of exhibitors or their employees or agents must be paid for by exhibitor causing such damage Certificate of Insurance Liability ONS requests exhibitors show evidence of a certificate of insurance for liability insurances workers compensation and automobile insurance if applicable for all events being offered to ONS registrants ONS should be named as an additional insured Children s Admission to the Learning Hall Children are permitted in the learning hall provided an attendee and or exhibitor accompany them at all times Strollers are prohibited for safety reasons The registered attendee and or exhibitor responsible for the child assumes all responsibility for any damage to ex
4. bit space is required at the time the application is forwarded unless the application is filed after October 1 2015 when 100 of exhibit cost must be forwarded Checks should be made payable to ONS and mailed to Oncology Nursing Society Exhibits P O Box 3500 Pittsburgh PA 15230 3500 Exhibitors canceling exhibit space from prior to June 1 will be charged a 250 processing fee Exhibitors canceling exhibit or meeting space from June 1 October 1 2015 will be responsible for 50 of the total fee Exhibitors canceling exhibit or meeting space after October 1 2015 will be charged the total fee of exhibit or meeting space reserved No sponsorship or event cancellation refunds will be granted due to ongoing promotions Should any contingency prevent holding of the exhibition neither ONS nor SmithBucklin shall be held liable for any expenses incurred by the exhibitor Performance of Music No copyrighted music if published via ASCAP or BMI may be played in the learning hall during the exhibit hours Unpublished original music used in promotional video audio tapes is not subject to this rule Pets Animals No pets or animals will be permitted in the learning hall Prize Contests All contests raffles and such must be approved by ONS exhibit management Email your requests to exhibits ons org Registration Each Exhibitor will be allowed three 3 complimentary exhibit hall only registrations per 10 x 10 booth with the option t
5. ease print 5 Submit Your Contract Email or fax this application to jshupe smithbucklin com or astrombeck smithbucklin com or 312 673 6580 fax Do not mail contracts Full Page 1 2 Page Vertical 1 2 Page Horizontal 8 1 8 x 10 7 8 3 3 16 x 10 7 x 41 2 ONS 4187 ANNUAL ress Sizes represent final trim size Please allow for a 1 8 bleed on all sides PDF files preferred 300 dpi or higher Exhibit and Sponsor Rules and Regulations ADA Compliance Exhibitors shall be fully responsible for compliance with all applicable provisions of the Americans With Disabilities Act If you have special needs or questions please contact exhibits ons org Assignment of Space Booth assignment will be made upon receipt of signed application ONS reserves the right to exercise its sole discretion in the acceptance or refusal of applications The preferences requested for booth space location are for guidance and are not guaranteed ONS does not represent that any space will be available to any applicant If space is not available a waiting list will be developed in the order of the date of receipt by ONS of each completed application for exhibit space ONS will refund all payments received with application for exhibit space to any applicant for whom space is not available or to whom exhibit privileges are not extended ONS reserves the right to modify the floor plan to accommodate space or change as necessary to
6. hibits Children under 18 are not permitted during set up or dismantle Eligibility Eligible exhibitors are those with an endorsement from ONS All exhibitors must be in good standing with ONS ONS reserves the right to revoke an exhibitor s privileges and terminate the exhibit agreement If ONS terminates this agreement for reasons other than those set forth in the payment policies then ONS will return to the exhibitor all deposits or fees paid by such exhibitor Exhibit Construction and Layout ONS reserves the right to control the layout of the exhibit hall Detailed regulations governing the construction height and layout of exhibits will be included in the Exhibitor Services Manual These Rules and Regulations are to be considered an addendum to this document and are subject to the full power and enforcement as set forth herein If you require immediate access to these Rules and Regulations please reference your service manual under the Rules and Regulations tab or contact ONS Show Management for a copy Each exhibitor will be held accountable for abiding by these rules and regulations governing stand construction and height limitations All exhibitors are required to provide some form of floor covering in their booth which must reach aisle to aisle Bare concrete is not permitted The exhibitor will also be responsible for any cost necessary to finish off the back wall and open area behind their pop up and or hard wall structure N
7. o cartons may be stored behind the booths Exhibitor Events No entertainment meetings tours special events hospitality suite functions or other private functions will be permitted during any scheduled ONS Congress activity unless approved in writing by ONS Exhibitors that are not in accordance with the stated rules may lose their privilege of exhibiting at this and future conferences Fire Regulations Fire hose cabinets must be left accessible and in full view at all times All display material must be flame proofed and subject to inspection by the local fire department No flammable fluids or substance may be used or shown in booths Fundraising Unless a special exception has been granted by ONS in writing exhibitors may not engage directly or indirectly in any fundraising in the learning hall Handouts Giveaways Any exhibitor must first obtain ONS s written approval before using the ONS conference logo and ONS must review and approve each giveaway item Email your requests to exhibits ons org In addition all food and beverage giveaways must have written approval from ONS and the convention center catering service Indemnification Hold Harmless Exhibitor releases ONS its contractors and their respective directors officers employees agents and members and each of them from any claims liabilities losses damages costs or expenses relating to or arising out of any injury to any personnel of exhibitor or to any o
8. o purchase additional exhibit booth personnel badges at an additional cost of 50 per badge All exhibitors are to register their personnel in advance of the conference All registered exhibitors must be employees of the exhibiting firm False certification of individuals as exhibitor representatives misuse of badges or any method used to assist unauthorized individuals to enter the conference area or sessions may be sufficient cause for expelling the violators from the conference barring them from further attendance of any activities or sessions associated with the conference without obligation by ONS for refund of any fees Release Exhibitor consents to and authorizes the use reproduction and public release by ONS of any and all recordings in whatever medium including video audio or other transcript gathered in relation to the conference Exhibitor agrees all such recordings will be the property of ONS solely and completely Exhibitor agrees to obtain sufficient rights and releases from any employees and agents working with Exhibitor at the conference to grant ONS a perpetual unrestricted and royalty free right to use their likeness photograph voice and or name in the recording including any portion thereof for advertising publicity trade or any other lawful purposes in any medium now known or hereafter to be developed and do hereby release and forever discharge ONS from any and all claims resulting directly or indirectly fr
9. om use of the recordings Sales Publishing companies are permitted to sell oncology related books and journals during show hours Otherwise no cash sales are permitted in the booth or learning hall unless approval is received by ONS All other companies organizations are limited to taking orders Exhibitors selling or taking orders in their booth are required to collect and remit city and state sales taxes Security Liability Watchmen will be on duty at all times However each exhibitor must take provisions to safeguard his goods from the time they are placed in his booth until they are removed by him Space is leased with the understanding that ONS SmithBucklin and the convention center will act for the exhibitor and his representatives only in the capacity of agent and not as principal Each party agrees to be responsible for his own property through insurance or self insurance and shall hold harmless each of the other parties for any and all damage caused by theft and those perils normally covered by a fire and extended coverage policy These rules and regulations are to be construed as part of all space contracts ONS reserves the right to interpret them as well as to make final decisions on all points not specifically covered Set Up and Dismantle If an exhibit is not set up by 5 pm on Wednesday April 27 2016 ONS reserves the right to re assign such space to another exhibitor or to make other use of the space as deemed necessar
10. ther person or any loss of or damage to any property of exhibitor or any other property where such injury loss or damage is incident to arises out of or is in any way related to exhibitor s participation in the event and the Exhibitor shall be responsible for any such injury loss or damage and any expenses relating thereto Exhibitor shall indemnify defend and hold harmless ONS and its contractors and their respective directors officers employees agents and members and each of them from and against all claims liabilities losses damages costs or expenses including reasonable attorney s fees and costs of litigation relating to or arising out of Exhibitor s participation in the event provided that the foregoing shall not apply to injury loss or damage caused by or resulting directly from the sole negligence of either ONS or its contractors The terms of this provision shall survive the termination or expiration of this agreement Limitation of Remedies In no event will ONS be liable for any lost profits lost savings incidental damages or other economic consequential damages even if ONS has been advised of the possibility of such damages ONS will not be liable for any damages claimed by the Exhibitor based on any third party claim Damages In no event will ONS be liable for any damages caused by failure of an Exhibitor to perform their responsibilities Payment Cancellation Policy A deposit of 50 of the total exhi
11. xhibitors are not permitted to use strolling advertisements Demonstrations in booths must be designed to take place and keep the audience within the existing booth space to allow the free flow of traffic in the aisles Exhibitors expressly agree not to hold any activity that in the sole opinion of ONS creates a material adverse effect on attendance during ONS conference hours If clarification is needed on a specific activity please submit it to ONS for approval Additional Exhibitor Regulations ONS reserves the right without recourse to absolutely control or prohibit any exhibit or any part of any exhibit which in its opinion is not suitable or in keeping with the character of the exhibition e g people things conduct printed matter souvenirs Advertisements not meeting approval must be removed upon request ONS approval can be confirmed through ONS exhibit management Unethical conduct or infraction of rules on the part of the exhibitor or his representatives or both will subject the exhibitor or his representatives or both to dismissal from the learning hall In this event it is agreed no refund shall be made by ONS and no demand or redress will be made by exhibitor or his representatives Disregard for any rule stated here is considered just reason for ONS to prohibit any exhibitor from attending all future ONS activities Questions regarding these policies should be directed to ONS exhibit management
12. y or appropriate at the expense of the exhibitor Exhibits are to be kept intact until the closing of the learning hall No part of an exhibit shall be removed during the learning hall without special permission from ONS Any exhibitor that begins dismantling its display before the close of the show will lose priority points for future ONS conference booth space selection and may altogether lose the privilege of exhibiting The exhibitor agrees to have the equipment or materials removed from the learning hall by the prescribed time Failure to remove equipment or materials may incur the billing of late charges If exhibitor fails to remove its equipment or materials the exhibitor shall appoint ONS as its agent to arrange such removal Exhibitor agrees to pay all charges for the breakdown removal and shipment of its equipment and materials as arranged by ONS All freight must be removed from the facility by the end of move out If exhibits are not removed by this time management has the right to remove exhibits and charge the expense to the exhibitor Solicitation In response to requests from past exhibitors the show floor will be policed to eliminate solicitation of exhibitors by other exhibitors and third parties If you are approached please report it to the exhibitor registration desk immediately Individuals who fail to observe the no solicitation policy will be removed from the learning hall floor and jeopardize the participation of the
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