Courtesy Holds & Payment Policy

Exhibitor and sponsorship opportunities are available on a first-come, first-served basis. You can reserve a booth or sponsorship for up to one month while processing payment. Any unpaid items will be released after this courtesy hold period and may be purchased by others.

Benefits associated with sponsorships and booths will be activated upon receipt of payment. Full payment must be completed by February 24, 2025 to ensure you receive all partnership package benefits. We encourage you to submit your payment promptly to maximize your package benefits!

Cancellation Policy

PCRS understands that circumstances may arise that prevent Exhibitors from fulfilling their commitment to exhibit at the Annual Meeting. Exhibitors who cancel prior to January 1, 2025, will receive a refund of their balance minus a $250 fee. Exhibitors who cancel between January 1, 2025, and February 1, 2025, will receive a refund of their balance minus a $500 fee. Exhibitors who cancel after February 1, 2025, do not receive a refund but may apply up to 50% to the following year's exhibit fees. To petition for a refund of exhibit fees, cancellation must be made in writing and delivered via e-mail.

To petition for a partial refund of exhibit fees, cancellations must be made in writing and delivered via e-mail to [email protected]. Refunds will be less credit card service fees.

Lodging and Accommodations Policy

Sponsors and exhibitors will be offered hotel rooms on a first come basis subject to availability within the PCRS Exhibitor Room Block. The maximum number of hotel rooms available to sponsors and exhibitors is determined by partnership level as detailed in the 2025 PCRS Prospectus

Hotel reservations are not guaranteed with your booth or sponsorship purchase. Rooms are limited and allocated on a first-come, first-served basis. Payment in full for your booth and/or sponsorship is required prior to booking your hotel rooms.

Your room block booking is for the permitted number of rooms during the main nights of the conference, March 19-22, 2025. You will be able to add additional nights, based on availability, when you receive your booking confirmation email.

Names and credit card information must be provided for room reservations by January 15, 2025. Any rooms not assigned by this date will be released. You may continue to make changes to your room reservations up until your arrival date. 

PCRS reserves the right to cancel reservations inadvertently made within the block beyond your allocation and will notify you of the cancellation. Failure to comply with the exhibitor policies may jeopardize eligibility to exhibit at future PCRS events.

Unauthorized Events and Use of Meeting Space

All Sponsors/Exhibitors agree to not host any kind of unapproved event during the conference (March 19-23, 2025), neither on or off the property. They shall not encourage the absence of attendees or any invited guests (e.g. by extending invitations, calling meetings, etc.) from the Event or Event Facility during the official hours of the Event or any function sponsored in connection with the Event by PCRS or its official sponsors. Hosting an unapproved event will subject your organization to a penalty against further involvement in future PCRS conferences, subject to the discretion of PCRS. Any use of the meeting/function space at the Renaissance Esmeralda Resort and Spa during the conference must be approved by PCRS, please email [email protected], for any questions.

Use of PCRS Name and Logo

The PCRS name, logo and/or other identifying marks of the Pacific Coast Reproductive Society may not be used in advertising or promotion in any media before, during, or after the Conference, without written approval from PCRS. Illicit use of PCRS name/logo will subject your organization to a penalty against further involvement in future PCRS conferences, subject to the discretion of PCRS.

Admission to the Conference

Representative name badges entitle the wearer to attend conference sessions as “observers” only. CME credits will be awarded only to individuals who have paid full attendee registration fees and are issued a PCRS 2025 Annual Meeting official paid registration name badge.

Sponsor and exhibitor representatives must wear their badges at all times while in the conference area and at all events. These badges are issued for the exhibitor’s protection and identification. Admission to events will not be permitted without a proper badge.

Advance registration closes Monday, March 3, 2024. Registrations included with your exhibitor or sponsorship package must be redeemed by Monday, March 3, 2024. A maximum of 10 additional representative badges can be purchased prior to advance registration closing at a rate of $150.00 each. After the advance registration deadline has passed, all representatives must register on-site as a full conference attendee.

Name badges are not transferable and must not be loaned or given to other persons; violators will be barred from the Exhibition Premises. If a substitute representative needs an on-site badge, the original badge must be traded in at the registration desk, and a $50.00 on-site badge fee applies. A business card reflecting both the Exhibitor Company's name and the Representative's name may be requested. Failure to present an appropriate business card may result in the revocation of the badge and its associated benefits. A $50.00 fee will apply to ALL lost or misplaced badges.

After the exhibit set-up day, an Exhibitor will be permitted to enter the Exhibit Hall one hour before the scheduled opening time. Exhibitors are expected to be present at their booths in the hall at listed exhibit hours. Should an Exhibitor desire to enter the Exhibit Hall at any time other than the official Exhibit hours, a written request specifying the reason and names of all persons needing access shall be presented to the Exhibits Manager for approval. The Exhibit Hall Managers shall have sole control of the admission policy at all times.

Attendee Contacts

The 2025 PCRS Pre/Post Show Attendee List is the proprietary property of the Pacific Coast Reproductive Society. These lists may only be used to contact attendees up to two times, only for the specific purpose of promoting the purchaser’s exhibit booth at the specified show and/or as a follow-up after the show. The Sponsor/Exhibitor agrees not to duplicate, publish, permit the list to be published, merge it into the sponsor's/exhibitor’s company database(s), or use it for any other purpose not expressly provided for in the agreement. The Pre-Show Attendee List will be sent two weeks prior to the event date and the Post-Show Attendee List will be sent one week after the event date. The list(s) will only include registered attendees who opted-in to receive third-party communications. PCRS ([email protected]) must be included in all communications. Sponsors, exhibitors, staff, partners/guests, and vendors will not be included in the list.

Solicitation of business will be permitted by Exhibitors only; the tradeshow is for promotional purposes, and exhibitors are encouraged to gather leads only.

The Exhibitor agrees not to dismantle the booth or do any packing before 11:30 AM, Saturday, March 22, 2025 (following the morning break). No part of the exhibit, equipment, or literature may be removed, once it is set up, without permission from the Exhibit Hall Manager.

Exhibitors must make arrangements satisfactory to PCRS and Renaissance Esmeralda Resort & Spa staff for payment of any additional charges incurred in connection with exhibiting.

If the operation of any apparatus produces noise of sufficient volume or odors found to be annoying to neighbor Exhibitors and guests, it will be necessary to discontinue such operation. The Exhibitor agrees that radio, television, motion picture, or other audio-visual aids will be operated in such a manner and place as to provide no inconvenience to other Exhibitors. The sound may be at a level to reach the immediate vicinity of the Exhibitor’s area only and the Exhibits Manager reserves the right to prohibit the use of any equipment contravening these regulations.

Rejection and Penalties
The Exhibits Manager reserves the right to restrict, reject or prohibit any exhibit in whole or part because of noise or for any other reason that becomes objectionable, with or without giving cause. If an Exhibitor is rejected because of violation of these rules, or for any stated reason, no return of exhibit fees shall be made. The Exhibitor shall abide at all times by any and all regulations and requirements of the hotel and PCRS.