Exhibitor Rules
Location, Schedule, Etc.
DoubleTree by Hilton Hotel
200 McDonald Drive
Lawrence, KS 66044
Exhibit hours:
Noon to 2 p.m. on Friday, Aug. 22
Display Set Up & Dismantling
Exhibitors may check-in at the registration desk and begin setting up at 9 a.m. on Friday, Aug. 22. Exhibits must be completely set up by 11:30 a.m. and staffed through the exhibit hours. Packing or dismantling of equipment or materials will not be permitted until after the official closing time of 2 p.m. All booths must be dismantled by 4 p.m.
Electrical & Special Needs
Power to the exhibit space costs $75 per booth. Please mark the registration page if you will need electricity. The usage amount is up to 30 Amps/110 Volts
Payment of Exhibitor Fee
To reserve exhibit space, a deposit of one-half (50%) of the grand total exhibitor/sponsorship fee is due with completed contract. Remaining balance of exhibitor fee is due by Aug. 1. Any additional expenses incurred will be invoiced following the conference.
DEADLINES, Late Fees, Refunds, and Cancellation Policy
April 1 is the deadline for exhibitors to be guaranteed inclusion in the conference mailer. June 15 is the deadline to be included in the conference program. All program advertising is due by July 1. Absolute deadline for exhibit registration is Aug. 1. Contracts received after Aug. 1, will be charged a late fee of $100. Cancellations made before Aug. 1 are subject to a refund of 50% if written request is received by Aug. 1. Cancellations made after this date will not be eligible for a refund. Any refunds due will be processed within 30 days of notification.
Promotional Materials
Please email jen@ksrx.org to describe any items that you'll be providing. Items are due by Aug. 1.
Conference Registration
The number of complimentary registrations provided to sponsors is included in the fee. Please list names and provide all contact details of individuals attending the conference. Two complimentary registrations provided to exhibitors for Friday ONLY is included in the vendor fee. Please list and provide all contact details of individuals attending the conference. Exhibitors may add up to 3 additional booth representatives to their registration for $30 each (to cover the cost of lunch).
Shipment of Materials
Exhibitors wanting to ship display materials to the DoubleTree by Hilton must mark their packages as follows:
[Guest Name]
KPhA Annual Meeting & Trade Show
DoubleTree by Hilton
Attn: Dave Ranallo
200 McDonald Dr.
Lawrence, KS 66044
If sending multiple boxes, please list as “Box 1 of 4, Box 2 of 4, etc.” Please limit package arrival to no more than 1 week prior to the event. DoubleTree by Hilton will hold items free of charge. Exhibitors are responsible for all unpacking and setup of exhibit items. After the event, Exhibitor will be responsible for dismantling, repacking and sealing of outbound shipments. Exhibitor is responsible for its own shipping pickup arrangements and associated fees. FedEx and UPS come daily to the hotel. A shipping label for pickup will need to be made prior to the meeting so shipping companies are aware that an item needs to be picked up. Please take boxes to the front desk for pickup. Any special shipping and receiving requirements may be directed specifically to Dave Ranallo at 785.841.7077.
Hotel Reservations
Exhibitors are responsible for their own hotel accommodations. KPhA Annual Meeting participants are entitled to receive the special rate of $139 plus tax and fees, per night, single/double occupancy. To ensure a room at this rate, make hotel reservations before Monday, July 21, by calling the DoubleTree by Hilton at 785.841.7077. Mention "Kansas Pharmacists Association" to get the group rate.
Liability
Except to the degree of negligence and/or willfull misconduct of the Kansas Pharmacists Association, their members and/or representatives, the individual/exhibitor on signing this contract of agreement, expressly releases the Kansas Pharmacists Association, their members and representatives, from any and all claims of injury, loss or damage that may occur to the exhibitor, the exhibitor’s employees or the exhibitor’s property from any cause whatsoever.
Exhibitor assumes complete responsibility and liability to pay for any and all damages to property owned by DoubleTree by Hilton Hotel, its owners or managers, which results from any act of omission of Exhibitor.
Except to the degree of negligence and/or willfull misconduct of DoubleTree by Hilton Hotel, KPhA members and representatives, owners, managers, officers or directors, agents, employees, subsidiaries and/or affiliates, exhibitor agrees to defend, indemnify, and hold harmless DoubleTree by Hilton Hotel, KPhA members and representatives, owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from exhibitor’s use of the property.
Exhibitor’s liability shall include all losses, costs, damages or expenses (including attorney’s fees) arising from or out of or by reason of any accident or bodily injury or other occurrences to any person or persons, including the exhibitor, its agents, employees and business invitees which arise from or out of the exhibitor’s occupancy and use of the exhibition premises, DoubleTree by Hilton Hotel, or any part thereof.
DoubleTree by Hilton Hotel takes no responsibility for damage to or loss of any items left in the exhibit hall prior to, during and/or following any function and all such responsibility and liability is specifically disclaimed. DoubleTree by Hilton Hotel makes no and specifically disclaims any and all warranties or representations to the client or guest(s) other than those printed herein.
