PCRS 2027 Annual Meeting Sponsor and Exhibitor PoliciesPayment and Benefits Policy | Implementation of Benefits | Permissible Organizations | Cancellation Policy | Lodging and Accommodations Policy | Unauthorized Events and Use of Meeting Space | Use of PCRS Name and Logo | Admission to the Conference | Attendee List | Guidelines for Exhibit PAYMENT AND BENEFITS POLICYExhibit spaces reserved during the 2026 conference and before August 17, 2026 must be paid for in full by September 17, 2026. Exhibit spaces and sponsorships reserved between August 17, 2026 and January 17, 2027 will be held for one month while payment is processed. Booth and sponsorship commitments made after January 17, 2027 must be submitted with 100% payment. Payment Schedule
IMPORTANT NOTE: Exhibit space reservation and sponsorship commitments are not secured until full payment is remitted. If an exhibitor or sponsor fails to make required payments as described, PCRS may release any unpaid items without further notice and without obligation to refund moneys previously paid. To qualify for and retain the original reserved rate for exhibit space, full payment for the space must be remitted by the posted deadline. If full payment is not received by the deadline, any rate discounts obtained at the time of original booking will become void, the space will be subject to current posted rates, exhibitor will be responsible for the new adjusted total, and full payment must be remitted before space is officially assigned to exhibitor. IMPLEMENTATION OF BENEFITSPCRS will begin to recognize your company as a sponsor or exhibitor and fulfill agreed-upon benefits once payment in full has been received. PERMISSABLE ORGANIZATIONSPCRS limits exhibitor participation to organizations with products or services directly relevant to reproductive medicine. All applications will be reviewed, and PCRS reserves the right to decline any exhibitor or sponsor that does not align with the professional, clinical, and educational focus of the meeting. CANCELLATION POLICYNotice of cancellation of all or a portion of any exhibitor and/or sponsorship commitment must be submitted in writing to PCRS via email to [email protected] and is subject to the payment of cancellation fees as outlined below:
Exhibitors who cancel less than 3 months prior to the event do not receive a refund but may apply up to 50% of their payment to the following year's exhibit fees. To petition for a partial refund of exhibit fees, cancellations must be made in writing and delivered via e-mail to [email protected]. Cancellation fees will be imposed uniformly and will apply whether or not the space is resold. Refunds will be less credit card service fees. Exhibitors must inform PCRS via e-mail to [email protected] of booth downsizing. PCRS shall have sole discretion to use downsized booth space, including reselling the space, without any rebate or refund. PCRS reserves the right to reassign booth space due to downsizing. In addition to the above cancellation penalties, should you cancel within 60 days prior to the first move-in day, you may be assessed fees incurred by PCRS to cover the booth area and convert it to a lounge area. Cancellation of exhibit space includes cancellation of registration and hotel room allotted with exhibit space. Note that any exhibiting company that cancels exhibit space BEFORE it has made full payment is liable for full payment of the original cost of the total exhibit space less any applicable refunds as explained herein. LODGING AND ACCOMMODATIONS POLICYSponsors and exhibitors will have access, subject to availability, to a set number of hotel rooms at the preferred rate. The maximum number of hotel rooms available to sponsors and exhibitors is determined by their qualifying partnership level as detailed in the 2027 PCRS Prospectus. Payment in full for your booth and/or sponsorship is required prior to booking your hotel rooms. Rooms are limited and offered on a first-come basis. Hotel reservations are not guaranteed with your booth or sponsorship purchase. Your organization’s room block bookings may not exceed the maximum number of allotted hotel rooms for your partnership level. 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 these policies may jeopardize eligibility to exhibit at future PCRS events. The administrator for your group will be contacted to provide the names and information for those in your group who will be booked a room at the Westin Rancho Mirage. The determined attendees will be contacted with a confirmation email and credit card authorization email. They will have one week from receipt of the email to provide a valid credit card on file. Please note that adding your Marriott Bonvoy number is not the same as adding your credit card. If a card is not submitted after one week, your reservation will be released. You may continue to make changes to your room reservations up until your arrival date. UNAUTHORIZED EVENTS AND USE OF MEETING SPACESponsors and exhibitors agree not to extend invitations, call meetings, host hospitality events either on or off the property, or otherwise encourage the absence of attendees from the exhibit hall and meeting rooms during the hours of all conference activities and official evening events. Hosting an unapproved event will subject your organization to a penalty against further involvement in future PCRS conferences, subject to the discretion of PCRS. All requests for meeting rooms, hotel suites, and special function rooms must be approved by PCRS. Please email [email protected] for any questions. USE OF PCRS NAME AND LOGOThe 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 CONFERENCESponsor and exhibitor representatives must wear their badges at all times while in the conference area and at all conference events. These badges are issued for the exhibitor’s protection and identification. Admission to events will not be permitted without a proper badge. 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 Annual Meeting official paid registration name badge. Registrations included with your exhibitor or sponsorship package must be redeemed in advance during the online registration period. A maximum of 10 additional representative badges can be purchased during the advance online registration period at a rate of $325.00 each. After advance online registration has closed, 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 hall and conference venue. If a substitute representative needs an on-site badge, the original badge must be traded in at the registration desk, and a $75.00 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 $75.00 replacement fee will apply to ALL lost or misplaced badges. After the exhibit set-up day, representatives will be permitted to enter the exhibit hall one hour before the scheduled opening time. Representatives 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 Exhibits Manager shall have sole control of the admission policy at all times. ATTENDEE LISTThe PCRS Annual Meeting 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 sponsor/exhibitor’s participation at the specified show and/or as a follow-up after the show. PCRS ([email protected]) must be included in all communications. 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 this 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 within one week after the event date. The list(s) will only include first name, last name, title, organization, and email for registered attendees who opted in to receive third-party communications. Sponsors, exhibitors, staff, partners/guests, and vendors will not be included in the list. GUIDELINES FOR EXHIBITSInstallation of Exhibits Booth spaces will be available for installation from 9:00 AM to 7:00 PM on Wednesday, March 17, 2027, and 7:30 to 9:00 AM on Thursday, March 18, 2027. The installation of exhibits and removal of all boxes and crating must be completed before 9:00 AM on Thursday, March 18, 2027. Arrangement of Exhibits Exhibitors agree to abide by exhibit display and construction guidelines published by PCRS and included in the Exhibitor Services Kit. All exhibitors must remain within the confines of their own space, and no exhibitor will be permitted to erect signs or display products in such a manner as to obstruct the view, occasion injury, or disadvantageously affect the display of other exhibitors. The maximum height for displays in center booths is 65” from the floor. The maximum height for displays in booths adjacent to a wall is 90” from the floor. PCRS will be the sole assignor of the exhibitor’s space location and reserves the right to rearrange the floor plan and relocate any exhibit upon notification to said exhibitor. Exhibit Space Occupancy All exhibits must be open and staffed during the exhibition hours. The exhibitor is responsible for staffing its booth at all times during exhibit hours. Only authorized personnel with proper credentials may access the exhibit area. Solicitation of Business and Promotional Activities Solicitation of business will be permitted by exhibitors only; the tradeshow is for promotional purposes, and exhibitors are encouraged to gather leads only. Exhibitors may engage in promotional activities within their assigned booth space only. Distribution of promotional materials outside the booth area is prohibited unless expressly authorized by the Exhibits Manager. Any giveaways, contests, or food and beverage distribution must comply with venue policies and applicable laws. Exhibitors must obtain prior written approval from the Exhibits Manager for such activities. Code of Conduct Exhibitors agree to conduct themselves and ensure their representatives conduct themselves in a professional and respectful manner at all times during the Event. This includes interactions with attendees, other exhibitors, event staff, and venue personnel. Dismantling Exhibitors agree not to dismantle the booth or do any packing before close of show at 11:30 AM on Saturday, March 20, 2027. No part of the exhibit, equipment, or literature may be removed once it is set up, without permission from the Exhibits Manager. The exhibitor further agrees to have all materials removed by 5:00 PM, Saturday, March 20, 2027. Any materials left on the floor after this time will be stored and charged at the prevailing rates. Greater-than-average amounts of refuse (large crates, etc.) will be discarded with cartage rates charged. Noisy and Obnoxious Equipment If the operation of any apparatus produces noise of sufficient volume or odors found to be annoying to neighboring 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 a 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 venue and PCRS.
|