Partnership Opportunities | 2026 Sponsors & Exhibitors | Partnership Resources | Polices & Terms of Services

Sponsor & Exhibitor Resources

Exhibit Hall Schedule

WEDNESDAY, MARCH 18
12:00 PM – 7:00 PM	Move-In
THURSDAY, MARCH 1999
7:30 AM – 9:00 AM	Move-In
9:30 AM – 3:15 PM	Exhibit Hall Hours
9:30 AM – 10:00 AM	Networking Break with Exhibitors
11:30 AM – 12:30 PM	Lunch Served in the Exhibit Hall
2:45 PM – 3:15 PM	Networking Break with Exhibitors
FRIDAY, MARCH 20
7:30 AM – 3:30 PM	Exhibit Hall Hours
7:30 AM – 8:15 AM	Breakfast Served in Exhibit Hall
10:00 AM – 10:30 AM	Networking Break with Exhibitors
11:45 AM – 12:45 PM	Lunch Served in the Exhibit Hall
3:00 PM – 3:30 PM	Networking Break with Exhibitors
SATURDAY, MARCH 21
7:00 AM – 11:30 AM	Exhibit Hall Hours
7:00 AM – 8:00 AM	Breakfast Served in Exhibit Hall
10:45 AM – 11:30 AM	Networking Break with Exhibitors
11:30 AM – 6:00 PM	Move-Out

Exhibit Booth Details

Each 8'x6' booth includes:

8’ High Backwall Drape
3’ High Siderail Drape
(1) 6’ Skirted Table
(2) Side Chairs
(1) Wastebasket
Standard Booth Identification Sign

FLOORING: The hall is carpeted. You may choose booth flooring to complement your booth space but it is not required.

ELECTRICITY: Power hook-ups are not included with exhibit space. To purchase electricity, see the Electrical & AV section for ordering information.

WI-FI: Exhibitors will have access to the complimentary conference Wi-Fi. See the Electrical & AV section for information on ordering additional services.

Cabana Details

We are excited to have you join us pool-side for the PCRS 2026 Annual Meeting! To locate your cabana location, view the cabana map (use the maps list to toggle between the exhibit hall and pool).

What's Included

Full-day reservation of your selected cabana (8 am - 10 pm)
Sofa Seating
Two Lounge Chairs
Mini-Fridge with (4) Bottles of Water and (8) Assorted Sodas
Choice of Chips & Salsa or Fruit Plate (additional food and beverage can be purchased through the hotel)

Food & Beverage

The pool bar offers food service from 11 am – 4 pm and beverage service until 5 pm. For catering arrangements, please reach out to David Giraud.

How To Make The Most Of Your Cabana

Host a happy hour, giveaway, or meet and greet with your team! Outside of the Saturday PCRS Pool Time, there is no set programming at the pool. We encourage you to utilize the attendee list to promote any activities you have planned and invite attendees to stop by. You can reference the full conference schedule to help determine the best times to activate your cabana.

Sponsorship Handbook

The handbook linked below contains details and deadlines for all sponsorship assets and deliverables. If you have questions about your sponsorship, please reach out to [email protected].

Sponsorship Handbook - COMING SOON!

2026 PCRS Prospectus

Company Profile

Shortly after registering for your exhibit booth or sponsorship, you will receive an email from our exhibitor management platform, MapDynamics, with instructions to access your company profile. If you have not received your access link, please reach out to [email protected] for assistance.

Once you receive your MapDynamics access link, log in to complete your company profile. From here you can also view and pay open balances and add-on lead retrieval, cabanas, and other sponsorship opportunities.

Your company profile is visible to attendees. We encourage you to utilize the various features and fill in the fields on each tab to create an engaging profile for attendees to interact with.

MapDynamics Exhibitor Profile Login

Hotel Reservation

Preferred Rate: $299 per night

Sponsor and exhibitor room block bookings are managed by the PCRS staff. You will not be able to book directly with the hotel. Please review the information below for details on exhibitor room block reservations.

Your partnership level determines the maximum number of rooms you can reserve within the PCRS exhibitor room block.
Please note that hotel reservations are not guaranteed with your booth or sponsorship purchase. Rooms are limited and allocated on a first-come, first-served basis.
Once payment for your sponsor and/or exhibitor commitments has been received, PCRS staff will notify the host hotel to reserve the approved number of rooms (subject to availability).
A confirmation email for each room reservation will be emailed to the main point of contact for your sponsorship or exhibit booth. If you have been approved for multiple rooms, you will receive a separate email for each room reservation. It may take up to 7 days for your reservation to be processed and your confirmation email to be sent.
The confirmation email will be sent from [email protected] and will contain a link to manage that room reservation. Use the "click here" link in the email to make changes to your reservation (guest name, payment information, rewards number, reservation dates, etc.). Be sure to update each of your bookings if you have multiple reservations.
By default, room reservations are made for the peak nights of the conference. You can adjust the check-in and check-out dates, based on availability, by clicking on the link in the confirmation email.
Names and credit card information must be provided for room reservations by January 15, 2026. Any rooms missing payment information or not assigned by this date will be canceled and released back into inventory.

View Lodging and Accommodations Policy

Registering Representatives

Representative badges provide access to the exhibit hall, meals, and social events at the conference. The Saturday evening Celebration Dinner is NOT included with a representative badge but may be added on during representative registration. Space permitting, representatives may attend the educational sessions as observers but are not eligible for CME credits.

Redeeming Complimentary Registrations

Select “Sponsor/Exhibitor Representative” as your registration type.
Choose “Redeem INCLUDED Representative Registration.”
On the summary page, enter the code PCRSREP26 and click “Apply” before submitting.

Purchasing Additional Badges

Sponsors and exhibitors may purchase up to 10 additional representative badges at the discounted rate of $250 each.
To purchase, select “Sponsor/Exhibitor Representative” and then “Representative Registration.”
Additional badges beyond the 10 should be completed as an attendee and selecting the Allied Professional option.

Register for the PCRS Annual Meeting

Furnishings, Shipping, & Material Handling

Steele Tradeshows is the contracted exhibitor services provider for this event. Exhibitors will receive an email invitation from Steele Tradeshows to access the exhibitor kit with information on fixtures and material handling. If you do not receive an email you can contact Steele Tradeshows:

Rico Ibanez
STEELE TRADESHOWS
760-360-7722

[email protected]

Log in to the Steele Tradeshow Exhibitor Services Portal to order furnishings for your booth, view material handling rates, and print shipping labels.

Steele Tradeshows Exhibitor Portal – Available Early 2026

Electrical & AV

Electricity, dedicated internet connections, and AV equipment orders should be placed through Encore using the form linked below.

Electrical & AV Order Form

Engagement Program

To encourage engagement in the exhibit hall, attendees will have the opportunity to participate in the Passport to Prizes program! Each exhibit booth will have a unique QR code that attendees can scan using the conference app. Once they have visited all of the booths/scanned all of the codes, they will be entered into a prize drawing.

All exhibitors and cabana sponsors will be included in the Passport to Prizes program. Receive even more exposure by donating a prize! Partners that donate a prize will be recognized in the conference app and during the prize drawing plus the winner of your donated prize will be instructed to retrieve it from your booth. Email [email protected] to sign up for a prize donation!

Attendee List

The 2026 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.

All sponsors and exhibitors will receive the Pre-Show Attendee List 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.

Unauthorized Vendors

Please be aware of potential scammers who may attempt to contact you under the guise of our association or event management team. These individuals may offer services, claim to sell attendee lists, hotel reservations, or solicit unauthorized payments.

Please be advised:

Our association will always communicate with you directly through official channels.
We do not engage third-party companies to sell attendee lists or other services on our behalf.
If you receive any suspicious emails, phone calls, or messages claiming to be from our event, do not engage with the sender.

For your security:

Verify the legitimacy of any communication by contacting us directly.
Never provide payment details or personal information to an unsolicited contact.

Your participation is incredibly important to us, and we want to ensure your experience is secure and positive. If you have any doubts or questions about the authenticity of a communication, please reach out to us immediately. We also encourage you to report fraudulent activity to the report fraud activity to the Federal Trade Commission.