AS OF JULY 31, 2023
AGREEMENT TO CONDITIONS
Each attendee, exhibitor and sponsor for himself and his employees, agrees to abide by these conditions, it being understood and agreed that the sole control of the 2024 Pharmacy Benefit Summit rests with Pharmacy Benefit Institute of America Summit, LLC (“PBIA”) and that PBIA may render final and binding decisions with respect to interpretation of all rules and regulations herein and with respect to eligibility and participation in this event. PBIA’s Pharmacy Benefit Summit is a private business event. PBIA monitors registration and attendance. Registration and/or attendance may be denied to any person or entity by PBIA, in its sole discretion.
As an exhibitor, you must agree to the following:
PBIA will not guarantee that space requested will be assigned until full payment received by the deadlines provided. Exhibiting companies must abide by the rules and regulations governing the Summit as stated in the terms and conditions. By applying for exhibit space, all company representatives agree to abide by the terms and conditions.
COVID-19 (CORONAVIRUS)
BADGES
You will need to wear your badge at all times while attending PBIA’s 2024 Pharmacy Benefit Summit. Individuals must pick up their own badge. Coworkers or friends cannot pick up your badge and you cannot pick up theirs. To pick up your badge, all registration fees must be paid in full and you will need to show a government-issued form of photo ID, like a driver’s license or passport, matching the name on your registration. If you’ve had a recent change in your name (for example, if you got married) and your registration does not match your photo ID, please bring documentation of your name change and come see us at on-site registration.
Only you can use your badge, meaning you can’t share it, give it, or sell it. We reserve the right to revoke any badges that we determine are being used by someone other than the registrant whose name appears on it. If we revoke your badge, you shall not receive any form of refund or compensation.
If your badge is lost or stolen, you should notify us at on-site registration. We will issue replacement badges on a case-by-case basis and at our sole discretion. Badge re-prints will be subject to a fee of up to the on-site registration fee.
Badges will feature a QR code which may be scanned as you enter certain sessions or events. Among other things, this helps us to track information on capacity, as well as make sure attendees have the right access. Sponsors and continuing education companies may scan your badge to retrieve personal information that you provided at registration, including your name and email address. If your data is collected by scanning your badge or through any other means, it will be used and stored according to that vendor’s privacy and data retention policies, which they should allow you to review. You are never required to allow anyone to scan your badge and if you are not comfortable with any of their policies, you should not provide them with your data.
EXHIBITOR REGISTRATION
All 10’x10’ booths include one (1) complimentary registration with full access to all scheduled Summit events. Additional registrations can be purchased on PBIAsummit.com. There is no exhibit only badge available.
All exhibiting company representatives who will be present in the booth during open exhibit hours must be registered and wear their official Summit name badge for access to the exhibit hall prior to open hours and during show hours.
Individuals who do not have badges will not be admitted into the exhibit area prior to open hours. Badges may not be altered or covered in any manner. Individuals found in violation may be asked to relinquish their badge and escorted from the exhibit hall. There is no exhibit-only badge.
PAYMENT & ASSIGNMENT OF BOOTH SPACE
50% of final payment is required upon approval of exhibitor application to hold your booth space. Final payment will be due prior to final booth assignment. Applications received with full payment will be assigned first choice booth selection as available. Applications requesting to be invoiced remaining 50% will be assigned space upon receipt of final payment. Assigned space will be based on booth availability at time payment is received.
Booth space will not be deemed purchased until full payment is received. The fee for an exhibit booth includes one complimentary full conference registration. Registration confirmation with hotel link will be provided to exhibitor upon receipt of payment. Exhibit only badges are not available. All other company personnel and booth staff must register for the conference and pay the appropriate registration fees.
INDIVIDUAL ATTENDEE REGISTRATION CANCELLATIONS
We get it, things happen. Here’s how individual attendee registration cancellation and refunds work:
- Cancellations made on or before March 1, 2024, will be fully refunded, less a $100 processing fee.
- Due to contractual relations at host hotel and financial commitments, refunds cannot be made for cancellations made on or after March 1, 2024, regardless of the reason you are cancelling (this includes personal reasons, weather conditions or other reasons out of your control).
Registration cannot be reinstated after cancelling. You will need to re-register for the conference. Cancelled registrations are non-transferable. To cancel your registration, and get your refund (if applicable), you will need to notify us in writing to info@pharmacybenefitinstitute.com.
If you’re entitled to a refund, new registrations will be refunded to the original payment method.
Rollover registrations cancelling on or before March 1, 2024 must complete a cancellation form to receive a refund, less a $100 processing fee. To request a cancellation form, email info@pharmacybenefitinstitute.com. Rollover cancellations will be refunded via check. Cancellations received after March 1, 2024 will not be refunded.
Remember that cancelling your registration does not automatically cancel your hotel and travel arrangements. You are responsible for cancelling your own hotel and travel reservations.
INDIVIDUAL ATTENDEE REGISTRATION TRANSFERS
You have the option of transferring your individual attendee registration to another person, prior to June 1, 2024. Registration transfers cannot be made on cancelled registrations. Transfers received after June 1, 2024 are not guaranteed and are subject to registration fees.
You can request a registration transfer by emailing info@pharmacybenefitinstitute.com and completing the registration transfer form.
Remember that transferring your registration does not automatically transfer your hotel and travel arrangements. You are responsible for transferring your own hotel and travel reservations.
INSTALLATION & DISMANTLE OF EXHIBITS
The exhibit hall has been reserved for exhibit installation on Tuesday, July 9, 2024 from 12:00 PM – 7:00 PM. All exhibits must be operational by 8:00 AM on Wednesday, July 10, 2024.
Any space not claimed or occupied two hours prior to the show opening may be resold or reassigned without refund. All booths must be staffed by an authorized company representative during all show hours. Each exhibit must be open for the full duration of official show hours and must be closed at all other times.
Dismantling or packing of exhibits cannot begin any earlier than 12:00 PM on Friday, July 12, 2024. All exhibits must be ready for removal by GES by 5:00 PM on Friday, July 12, 2024. These times may be subject to change. Any exhibits not removed by 5:00 PM on Friday, July 12, 2024 are subject to be dismantled and exhibitor charged accordingly for time and labor
EXHIBIT BOOTH ACCESS
Exhibit personnel may not enter another exhibitor’s booth without obtaining permission, nor may they conduct activities, which in the opinion of the Summit Exhibit Hall Committee, impede another exhibitor’s ability to conduct business.
This is in respect of the rights of other exhibitors to conduct business during exhibit hours without interference or improper intervention. The Summit Exhibit Hall Committee, it’s representatives and employees, shall have free access to any exhibit at all times.
ISLAND BOOTHS
- Heights and widths of all structures
- Overview of booth
- Isometric views of booth
- Any overhead hanging elements with layout & description (materials, fabric, weight & construction)
BOOTH CATERING
Exhibitors will be permitted to distribute food and beverage items only if ordered through the Crystal Mountain Michigan. No outside food and beverage items of any type are permitted in hotel or exhibit hall.
AFTER-HOURS ADMISSION TO EXHIBIT HALL
SUBLETTING SPACE/BOOTH SHARING
EXHIBITOR CANCELLATION
All cancellations or adjustments to booth space must be submitted in writing and are subject to the following amounts:
- On or before February 1, 2024 – 50% refund of booth rental fee
- After February 1, 2024 – no refund
SPONSOR CANCELLATION
All cancellations or adjustments to sponsor packages must be submitted in writing and are subject to the following amounts:
- On or before February 1, 2024 – 50% refund
- After February 1, 2024 – no refund
HOTEL ROOM RESERVATIONS
You must be a registered attendee of the conference to participate in the PBIA room block. Once registered, you will receive a confirmation email containing a link to book your hotel room at the Crystal Mountain Michigan. You must book your own hotel and travel.
Hotel reservations are on a first-come, first-served basis. We suggest you make your reservation upon receipt of your registration confirmation email. Hotel rooms sell out early. The discounted hotel room rate and availability cannot be guaranteed. To make changes to a hotel reservation, you will need to contact the Crystal Mountain Michigan directly.
PRIVACY POLICY
PHOTOGRAPHY, VIDEO AND AUDIO RECORDINGS
By attending PBIA’s 2024 Pharmacy Benefit Summit and related events, you consent to having your image, voice, likeness, presentation and/or other copyrightable material recorded, including video, audio and still photography. We reserve the right to use recordings taken at PBIA’s 2024 Pharmacy Benefit Summit and related events however we might choose to, without giving you notice or compensation. We might use them in our press release(s), marketing materials, or other publications.
SOLICITATION BY NON-EXHIBITING COMPANIES
SECURITY
PBIA does not assume responsibility for any theft. PBIA strongly suggests that all items of value be secured within your booth. Booth security and protective storage is available for hire.
Safety is our main priority and PBIA works to create a safe environment for all attendees. By attending PBIA’s 2024 Pharmacy Benefit Summit, you agree to wear your official Summit name badge in the Crystal Centers, hotel suites and evening events. You also understand we might randomly check bags or other belongings, and you agree to not leave any of these unattended at any time.
You agree that you won’t bring anything that could cause a safety hazard. All security concerns should be reported to PBIA’s staff or security immediately. Our security team may take whatever measures they deem appropriate without prior notice to ensure the safety of attendees. You must comply with the direction of our security team, as well as all applicable rules and regulations of the venues where PBIA’s Pharmacy Benefit Summit is held.
OFF-AGENDA EVENTS
In the interest of the success of the entire conference, attendees and exhibitors agree not to extend invitations, call meetings, or otherwise encourage absence of attendees or exhibitors from the conference or exhibit hall during the official hours of the Summit. Check the current agenda for official hours.
AMENDMENT TO RULES AND REGULATIONS
TERMINATION OF MEETING AND EXHIBIT
Should the premises in which PBIA’s 2024 Pharmacy Benefit Summit is to be held become, in sole judgment of PBIA, unfit for occupancy, or should the Meeting and Exhibition be materially interfered with by reason of action of the elements, strike, picketing, boycott, embargo, injunction, war, riot, emergency declared by a government agency, or other act beyond the control of PBIA, the Application and Contract may be terminated by PBIA.
Exhibitor agrees that PBIA shall not be liable for damages or loss sustained or incurred by the Exhibitor as a result of such termination. In the event of such termination, the Exhibitor expressly releases and shall hold harmless PBIA of and from all claims for damages or loss, and agrees that PBIA shall have no obligations or liability in connection with such termination except to refund to Exhibitor a prorated share of the aggregate amount received by PBIA (as rental for exhibit spaces for said Exhibit), after deducting all costs and expenses in conjunction with such Exhibit, including a reasonable reserve for claims.
RIGHT TO REMOVE EXHIBITOR’S PROPERTY
VIOLATIONS OF THE CONDITIONS
Any of the following actions by an Exhibitor shall constitute violation of the conditions of this agreement
- Use of display equipment, products, or services that varies in any significant way from the description on the Booth Space Application Form or for which approval or appropriate fees have not been paid.
- Violation of any municipal, state, or federal laws, rules, or regulations, including safety codes and union agreements.
- Failure to follow the procedures prescribed in these contract conditions
- Failure to remove property from the hotel or Exhibit Hall upon cancellation or relocation of the conference or convention.
LABOR/SAFETY/FIRE
Exhibitors will comply with all applicable statutes, ordinances, rules and requirements relating to health, fire, safety, use of the premises, and the offering of promotions to Exhibition attendees. Booth decorations must be flame-proofed, and all hangings must clear the floor. Electrical wiring must conform with all federal, state, and municipal government requirements and to National Electrical Code Safety Rules. If inspection indicates that Exhibitor has neglected to comply with these regulations, or otherwise incurs hazards, PBIA reserves the right to cancel at Exhibitor’s expense all or such part of the exhibit as may be noncompliant.
Exhibitor shall police its booth to ensure that the noise level from any demonstrations or sound systems is kept to a minimum and does not interfere with others. Remember, the use of sound systems or equipment producing sound is an exception to the rule, not the norm. PBIA reserves the right to determine at what point sound constitutes interference with others and must be discontinued.
The Exhibitor agrees to pay all royalties, license fees or other charges accruing or becoming due to any firm, person, or corporation by reason of any music, either live or recorded, or other entertainment of any kind or nature, played, staged or produced by the Exhibitor, its agents, employees or subtenants within the premises covered by the Contract, including but not limited to royalties or licensing fees due to PBIA.
Exhibitor agrees to indemnify and hold harmless PBIA, its agents and employees against any and all such claims and charges and to defend, at its own expense any and all such claims and charges. Exhibitors shall have the right, however, to protest and if desired, to litigate and adjudicate any and all such claims.
LIABILITY AND INSURANCE
Exhibitor assumes full responsibility and liability for losses, damages and claims arising out of injury or damage, including that by fire, and theft, to Exhibitor’s displays, equipment and other property brought upon the premises of the Crystal Mountain Michigan and to individuals who visit Exhibitor’s booth.
Exhibitor shall indemnify and hold harmless the Crystal Mountain Michigan, PBIA, and their agents, servants, employees, officers, directors, staff and members against such losses, damages and claims. Exhibitor releases PBIA from and agrees to indemnify it against any and all claims for such loss, injury or damage. If PBIA shall be held liable for any event that might result from Exhibitor’s action or failure to act, or Exhibitor’s failure to comply with applicable law, Exhibitor shall reimburse and hold harmless PBIA against any liability resulting there from.
Exhibitor must adequately insure its materials, goods, wares and exhibits against loss or injury of any kind and must do so at its own expense. PBIA and the Crystal Mountain Michigan are not responsible for any loss (however caused) to any property of any exhibitor. Exhibitors are solely responsible for their own actions and that of their employees, contractors, agents and representatives during PBIA’s Pharmacy Benefit Summit.
In addition, Exhibitors are solely responsible for the information about their products and services that is shared by such Exhibitors within their exhibit space (“Displayed Information”). Each such Exhibiting Company indemnifies and holds PBIA harmless with respect to any claim made by a third party that Exhibitor did not have the right to use or share such Displayed Information.
SHOW SITE WORK RULES
UNION INFORMATION
TEAMSTERS UNION
EXHIBIT LABOR
Teamsters Union Local #631 has jurisdiction through a labor agreement with GES for the erection, touch-up painting, dismantling, and repair of all exhibits when this work is done by persons other than your full-time company personnel.
This work is to include wall coverings, floor coverings, pipe and drape, painting, hanging of signs and decorative materials from the ceiling, placement of all signs and the erection of platforms used for exhibit purposes. Local #631’s jurisdiction does not cover the placement of your products on display, the opening of cartons containing your products, nor the performance, testing, maintenance or repairs of your products.
If full-time company personnel are utilized to set an exhibit, they should carry positive company identification, such as a medical identification card or payroll stub. This rule prohibits the utilization of workers hired from a non-union agency or company. To secure labor, please utilize the GES labor forms enclosed.
FREIGHT HANDLING
Teamsters Union Local #631 has jurisdiction through a labor agreement with GES for the loading and unloading of all trucks, trailers and common and contract carriers as well as the handling of empty crates and the operation of material handling equipment.
It also has the jurisdiction of the unloading, uncrating, unskidding, leveling, painting and assembly of machinery and equipment as well as the reverse process. GES has the responsibility of receiving and handling all materials and empty crates. It is our responsibility to manage docks and schedule vehicles for the smooth and efficient move-in / move-out of the trade show.
GES will not be responsible for any material it does not handle. An exhibitor may hand carry material provided they do not use material handling equipment to assist them. When exhibitors choose to hand carry material, they may not be permitted access to the loading dock / freight door areas.