2021 Conference Policies for Vendors
Registration Policies for Sponsors and Exhibitors
You will purchase your sponsorship or exhibit space and choose your tentative location in the exhibit hall before June 30, 2021. If your organization chooses to pay by check, your space will be held for thirty (30) days. If the check is not received your space will be released.
If your organization requires NORM to sign a Commercial Agreement these must be completed by July 15, 2010.
All promised funds must be received within thirty (30) days of completing the purchase. For those registering at the last minute funds must be received no later than August 1, 2021. If funds are not received August 1, 2021 NORM cannot promise that their corporate name will be included in our written materials, in our Conference App, or that the organization will be allowed to exhibit.
Logos are due to NORM no later than July 15, 2021. They must be in EPS format.
Cancellation/Subletting of Exhibit Space Policies
Cancellation of exhibit space and requests for refunds must be received in writing by June 1, 2021 for a 50% refund if space is sold to another vendor, payable after the conference. Cancellations received after June 1, 2021 are non-refundable.
Cancellation of sponsorships are non-refundable unless another sponsor steps forward for the event or item.
No subletting of space is permitted. Each firm represented in the Exhibit Hall must submit the on-line Exhibit Registration Form and sign acknowledging that they have read these policies. Any person subletting space will be subject to eviction.
Vendors will not plan any event that conflicts in any way with NORM sponsored events. Choosing to plan an event that conflicts with a NORM sponsored event will result in the organization not being invited to join us at our next event.
An event is any activity from dinner with one conference attendee to an event to which many attendees are invited.
Each vendor will respect the exhibit set-up hours established by NORM. Exhibit set-up and shipping information will be shared with all Vendor by July 15, 2021. The vendor will follow instructions regarding shipping items to the hotel. If instructions are not followed NORM is not responsible for missing exhibit items.
Exhibit space will be provided as indicated in the Prospectus.
Exhibits must be installed within the parameters of your exhibit space with no components extending beyond. All interactive features must be installed with the confines of your exhibit space. Your installation may not block other exhibitors. If your organization will not need the tables provided, your space will be noted on the floor. You must notify NORM that you will not be using your tables no later than August 1, 2021. No banners, signs or other material may be nailed, taped, hung to any hotel property.
The NORM Board works hard to encourage attendees to visit the exhibit hall during exhibiting times. Thus, each vendor will have at least one representative at their booth when the exhibit hall is open (breakfast, lunch and breaks each day). Each vendor will not break down their booth early. The agenda will be shared with your corporate contact, will be posted on the NORM website, and will be on the mobile app.
Each vendor will receive the number of name badges appropriate for their level. Additional name badges may be purchased.
Distribution of literature/advertising materials may only occur in your exhibit space. No literature / advertising materials may be left on dining tables in the exhibit hall. Interviews, focus groups, etc are to occur within your exhibit space. If you wish to hold additional sessions, you must notify NORM’s administrative director (the times and locations) and await approval before moving forward with plans.
While the exhibit hall will be monitored during the day and locked after our sessions end, exhibitors and sponsors are encouraged to insure their exhibits, merchandise, and display materials against theft, fire, etc at their own expense. NORM is not responsible for any damage to the exhibits.
Sponsor/Exhibitor Attendance for Educational Sessions
Vendors are welcome to attend the general sessions unless they are for members’ only and this is indicated on the conference brochure. Chairs will be set in the back of the general session space for their use. Vendors may not sit with the membership. Please respect our attendees and speakers and do NOT carry on a conversation with your colleagues. If conversations become a problem the corporate member will be asked to leave the room.
If there is space representatives may attend the breakout sessions. Vendors are not to enter the breakout room until all attendees have entered. Vendors must sit in the back of the room.
The NORM Educational Committee (NEC) sessions and Circles of Knowledge are for NORM members only.
The NORM annual membership meeting is for NORM members only and Vendors may not attend.
Guest Rooms for Sponsors/Exhibitors
Hotel rooms are the responsibility of the Vendor. We have negotiated a guestroom block at the host hotel. Detailed information regarding guestroom reservations available in Cvent our registration system. This will be shared with our contact and they will register everyone for the conference and make hotel reservations. Please do not overbook or double book rooms.
Vendors agree to abide by these terms, and any applicable provisions under NORM’s agreement with the management of the Arizona Grand Resort & Spa.
Vendors assume full responsibility and liability for any loss, damage or claim arising out of injury or damage to sponsor and exhibitor’s displays/materials.
Vendors agree to defend, indemnify, and hold harmless the Arizona Grand Resort & Spa from and against all claims, actions, causes of actions, or liabilities, including reasonable attorney’s fees arising out of or resulting from any act undertaken or committed by Vendor or any contractors hired or engaged by the Corporate Member, Exhibitor or Sponsor in connection with the conference. Vendors also agree to defend, indemnify, and hold harmless the Arizona Grand Resort & Spa from any liability resulting from any claim, action or action, which may be asserted by third parties arising out of the performance of the Vendor’s obligations pursuant to this agreement, except those which are due to misconduct or negligence of the Arizona Grand Resort & Spa.
Vendor Responsibility Clause
To the fullest extent permitted by law, the person/legal entity described as “Exhibitor” in this clause and in this exhibitor contract (regardless whether such person/legal entity is also described as “Exhibitor” in this contract) hereby assumes full responsibility and agrees to indemnify, defend and hold harmless Arizona Grand Resort & Spa (“Hotel”), Hotel’s owner, managers, subsidiaries, affiliates, employees and agents (collectively, “Hotel Parties”), as well as National Organization of Rheumatology Managers, a Virginia nonstock corporation, d/b/a National Organization of Rheumatology Management (“Group”), from and against any and all claims or expenses arising out of Exhibitor’s use of the Hotel’s exhibition premises.
By creating an e-signature and logging in, or using your 2019/2020 login information and logging in, you are acknowledging that you have reviewed all policies.