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We are currently sold out of exhibit space. If you would like to be put on a waiting list, please contact us through email at [email protected]

Some sponsorship items are still available. Let us know if you would like to discuss.  

The Texas Pain Society’s Annual Scientific Meeting is the premier educational conference for pain management physicians in Texas. 





Take steps to secure your spot!

1.  Identify if you want to Exhibit or Sponsor as a Platinum, Gold, Silver, or Bronze tier.  Select options that meet the minimum spend for each Sponsorship tier.  Review the extra benefits you receive by meeting these minimums. 
2.  Review add-ons through our DRIVE BOOTH TRAFFIC options, including logo items, displays, entertainment, Partner Up option, and more. 
3.  Enhance your presence through syllabus ads, bingo participation, digital ads, or bag inserts. 
4.  REGISTER
5.  Visit the Plan Your Exhibit page for hotel upgrades, exhibit schedule, and more.



Exhibitor Rates

  • $1,875 – Early Bird Rate (Before August 31st, 2023)

  • $2,300 – Regular Rate (September 1st, 2023 - September 30th, 2023 )

  • $3,000 – Late Rate (October 1st, 2023 - October 13th, 2023)

    Registration ends October 13th.  No onsite exhibitor registrations are available. 

Due to limited space, a reduced number of exhibitors are available.  Be sure to secure your spot today!

Exhibitor Benefits
 
 
 
  • 6’x30” draped table in a 10x10 footprint (no pipe and drape), two chairs, and a wastebasket
  • Two (2) representative badges with Ribbons.
  • Additional available by meeting Sponsorship levels below OR purchase more for $300 each
  • Pre- & post-attendee mailing list (does not include email address)
    Only attendees that approve their information to be shared, per ACCME standards. 
  • Social media posting for members and sponsors
  • Program and website listing
Exhibiting Hours       Subject to Change
   

Friday, October 27th, 2023

Setup Hours: 
    Beginning Thursday, October 26th, beginning at 7 PM CST - 10 PM CST, Continued on Friday starting at 7 AM CST - 10 AM CST

  • 9:30–10:00 AM- Be available for registration traffic        
  • 2:00- 2:30 PM- Break following Lunch
  • 4:00- 4:30 PM- Break in the Afternoon
  • 6:00- 7:00 PM-  Welcome Reception

Saturday, October 28th, 2023

  • 7:30 - 8:30 AM - Limited attendance flow
  • 10:30- 11:00 AM- Mid-Morning Break 
  • 1:30- 2:00 PM- Break following Lunch
  • 3:30- 3:45 PM-  Break in the Afternoon

Teardown Hours:
     3:45 PM CST through 6:00 PM CST

 

The ROI on your investment is entirely up to what you put into it.  In honor of your support, we’re excited to bring you the buyers for your products.  We work hard to place exhibits and traffic flow to optimize your exposure strategically.  But we can only do so much.  Our industry is very relationship-driven, and you can build bridges beyond the exhibit hall in many ways.  You can spend time together in networking events, engage with speakers, engage with attendees between breaks, hang out in the hotel outlets and bars, buy potential customers meals or drinks outside of conference times,  and many more.  Bridges are built away from the exhibit table.  Please make the most of your time so you can have fun with us again next year! 


 Companies who advertise at the $20,000, $12,500, $7,500, or $5,000 level will receive the benefits outlined below:

During registration, select the options you wish to participate in below.  The total $$ you spend will determine what tier you qualify for. 


Please note that to secure one of the sponsorship opportunities below, you must have a tabletop in the exhibit hall.

NETWORKING OPPORTUNITIES 

SOLD to a GOLD Sponsor Friday Lunch - Non-CME Presentation

Enjoy dedicated time with meeting attendees when there are no other competing events.  Use this time to feature product and industry insight.  Sponsors of this event are responsible for actual food costs from the Hotel and any Audio Visual needs—estimated attendees-150 and not guaranteed.  The sponsor is responsible for advertising to the attendance.
$10,000

SOLD to Silver Sponsor Saturday Breakfast - Non-CME Presentation

Enjoy dedicated time with meeting attendees when there are no other competing events.  Use this time to feature product and industry insight.  Sponsors of this event are responsible for actual food costs from the Hotel and any Audio Visual needs.  Estimated attendees-100 and not guaranteed.  The sponsor is responsible for advertising to the attendance.
$7,500

SOLD to Platinum Sponsor Saturday Lunch - Non-CME Presentation

Enjoy dedicated time with meeting attendees when there are no other competing events.  Sponsors of this event are responsible for actual food costs from the Hotel and any Audio Visual needs.  Estimated attendees- 200 and not guaranteed.  The sponsor is responsible for advertising to the attendance.
$10,000

SOLD Sunday Breakfast - Non-CME Presentation


Enjoy dedicated time with meeting attendees when there are no other competing events.  Use this time to feature product and industry insight.  Sponsors of this event are responsible for actual food costs from the Hotel and any Audio Visual needs—estimated attendees-100 and not guaranteed.  The sponsor is responsible for advertising to the attendance.
$7,500

Saturday Evening Wine and Cheese Reception 

Enjoy dedicated time with meeting attendees while supporting pain fellows in training programs.  Sponsors of this event are responsible for actual food & wine costs billed after the event.
$5,500

Breaks- 2 Available 1 remaining


All meals and coffee breaks are in the exhibit hall for 2023 to help encourage traffic flow to booths.  Get extra attention by supporting these breaks.  You will receive complimentary signage acknowledging support, but TPS can also brand the break with your company’s cups, napkins, signage, and other fantastic items. 
$5,000

Vendor Headquarters  SOLD OUT

Need a place for your staff to meet?  Training, meetings with prospects?  Or just time away to check emails and take calls?  A limited number of small rooms are available for up to 40 people  
$1,250 per day

 

 

 

 

 

ENHANCE YOUR BOOTH AND DRIVE TRAFFIC

Live Music Experience 

Austin is known as The Live Music Capital of the World.  Make the exhibit hall lively by sponsoring a live band for the opening reception.  Guarantee traffic during this fun event! 
$2,500

SOLD to Platinum Sponsor Lounge Sponsor - 1 Available

Provide a welcoming area for attendees to hang out around your booth.  A setup of beautifully appointed sofas, chairs, and tables can adorn your booth area, providing the best opportunity to network! 
$6,000

 Host a Fellow Digital Poster

Bring innovative research to your booth.  Every year, Pain Fellows compete to showcase their latest research.  Have they used your product?  Do you want to support the up-and-coming physicians to solidify your future relationships?  A TV screen with their poster presentation will be placed near your booth, and they’ll be present to explain their research to attendees. 
$2,500 each

Partner Up Booth

Need booth traffic?  Get partnered with a non-industry booth that appeals to the attendees.  Shoe Shine, Massage, Cigars, Fast Cars, Suits, Therapy Dogs, etc.  It can be anything! We’ll work on pairing you with a suitable vendor to bring in the docs. 
$5,000

Partner Up Booth- Friday Reception Only


Beer Burros or Alpacas? We’ve got both that can be with you during the reception.

$2,500 each
The vendor is responsible for purchasing the beer for the beer burros. 

Product Spotlight Demo

Showcase a new product or service in one of the Exhibit hall parks.  Spotlights are scheduled during the Breaks:

Friday, October 27th, 2023

  • 2:05 - 2:25 PM
  • 4:05 - 4:25 PM

Saturday, October 28th, 2023

  • 10:35 - 10:55 AM
  • 1:35 - 1:55 PM

Setup includes stage, audience seating, screen, projector, lavalier microphone, signage, an email blast, and text notification before your time slot.  Spotlights have a maximum presentation time of 20 minutes. 
$5,000 for each time slot

 

GET YOUR NAME IN THEIR HANDS WITH MARKETING PROMOTIONAL ITEMS 

SOLD to Platinum Sponsor Logo Lanyards 

Your company’s name and logo will be proudly displayed on the Meeting lanyards.  All attendees will receive a lanyard to hold their name badges.  This is great for name recognition!  Must Confirm by 9/22/23
$5,500

Attendee Folder Ad Space

Each attendee receives a conference folder with their syllabus, bingo card, and marketing bag inserts.  Customize this folder with your ad inside the front cover. It’s one of the most repetitive things they will see!  Must Confirm by 9/22/23
$3,000 for each side. 

 

SOLD to Gold Sponsor Logo Messenger Bags

Your company’s name and logo will be prominently placed on the front of each official Meeting bag alongside Texas Pain Society Branding.  Must Confirm by 9/22/23
$5,000

Meeting Pens 

Have your company’s name and logo on all official Meeting pens!  Each attendee will receive a pen in their conference bag throughout the meeting.  Must Confirm by 9/22/23
$2,500

 

Hotel Keycards

Hotel key cards are a great way to advertise to attendees – each attendee will carry and see your message throughout the conference!  Must submit artwork by 9/18/23
$5,500

Hotel Key Card Packets

Everyone receives their key cards at check-in right inside an envelope.  This envelope goes with them everywhere!  Must submit artwork by 9/18/23
$3,000

Bag Inserts

All attendees receive a free tote bag at registration.  With this sponsorship, you can distribute your brochures, flyers, pamphlets, notepads, etc!  (Note: you are responsible for creating, producing, and shipping all materials to TPS. We will then place the item in each bag).  Items are due October 1st, 2023. Ship-to information is provided in the confirmation email.   Plan for 325 total.
$1,250

SOLD Water Bottle Sponsor 

Each attendee gets water bottles in their bag.  Customize them with your booth information and product, or show your support with your logo!  Extra bottles will also be available throughout the event.  Must Confirm by 9/22/23
$2,500

 Room Drop | Door Hangers - 2 Available 1 remaining

Get a head start and reach all meeting attendees with an invitation to your booth or a flyer to showcase your newest product.  Materials will be dropped/hung Friday or Saturday.  SHIP to the Hotel before Conference
$2,500 Each

Exhibit Hall Bingo

All attendees will receive a bingo card in their Meeting bags.  To qualify for the grand prize, attendees must visit each company on the card and get it stamped by a booth representative.  Platinum, Gold, Silver, or Bronze Sponsors have this included in their package.
$150

 Syllabus Advertising

All attendees will receive a copy of the official meeting program notes, including agenda information, hotel maps, exhibit hall map, etc.  Leave a lasting impression with this take-home item by having your company ad in their hands!

$1,000 – Full Page
$750– Half Page
$500– Quarter Page

due October 1st, 2023  
DOWNLOAD THE SPECS SHEET

 

 

   

PROMOTIONAL DISPLAYS

Event Venue Branding

Attendees will walk the all of the event space with prominent columns, banners, walls, and other displays.  Over 20 different options are available! 

Download the many options here.

ARTWORK DUE 9/22/23

Prices Vary and are included on the link above. 

Branded Charging Stations- 5 available 2 Remaining

Be sure to catch the attention of attendees and encourage them to visit your exhibit booth when your message is wrapped around a column in one of the many prominent locations.  ARTWORK DUE 9/22/23
$1,500 each

BYOS 

Bring Your Own Sign!
Already have something created that’s informative and appealing?  Bring it along!  Your standing signs will be placed in the hallways and foyer spaces for all to see!
Sponsor provides the banner stand with a banner.  TPS must approve all signage.  It cannot exceed 4’ wide. 

Single-Sided:  $1,500 
Double-Sided: $2,500 

 

   

DIGITAL ADVERTISING

Website 12-Month Digital Ad

Be permanent!  Submit a 500px by 236px wide ad for permanence on our website and live there for 12 months! 
$2,500

 

Internet Sponsor 

All attendees will receive a complimentary password to use the internet in the meeting room.  Your company’s name and logo will be prominently displayed in the meeting syllabus as well as additional signage in the exhibit hall. 
$2,000

Event Page Advertising-Rotating

Submit a 250px by 250px ad.  It will be live on the main event website for three months.  Attendees continue to access the website even after the event to submit CME. 
$1,500

Eblast before the event 

You tell us what to say, and we will send it to all attendees before the event!
$1,500

   
 


 

We are currently sold out of exhibit space. If you would like to be put on a waiting list, please contact us through email at [email protected]

Some sponsorship items are still available. Let us know if you would like to discuss.  

 

 


Find the exhibitor schedule, information on adding AV to your booth, shipping instructions, and more on the Plan Your Exhibit Site.

   



If your company produces devices, pharmaceuticals, educational materials, or other applications that comply with federal and state regulations and would benefit a pain management physician, patient, or other healthcare provider specializing in pain management, this would be an ideal meeting for you! 

These terms and conditions represent the contractual agreement between the Organizer and the Exhibiting and/or Supporting Company.

The Texas Pain Society is a non-profit organization.  The exhibits complement the professional meetings and clinical sessions by enabling registrants to evaluate the latest developments in equipment, supplies, and services relevant to patient care.  TPS does not endorse any of the products or services related to the exhibits that have been accepted for display and sale during the meeting.

Disclosure of Investigational Uses of Products, Devices, or Procedures: All exhibitors must follow the Food and Drug Administration (FDA) imposed rules and regulations on displayed products.  These rules require disclosing current FDA status by appropriately labeling all displayed products, such as medical devices and pharmaceuticals.  Further information on these rules and regulations may be obtained from the FDA.

CONTRACT SUBMISSION:
You must submit a 50% deposit with all contracts.  This amount will be applied to the full fee.  The balance must be paid by September 22nd, 2023.

CONTRACTS AFTER September 22nd, 2023: Your contract must be accompanied by full payment for processing your application. 

CANCELLATION: Full refunds, less a 25% processing fee for space canceled, will be granted.  All refunds must be requested in writing and postmarked on or before September 22nd, 2023—no refund for booth space or advertisements canceled after this day will be granted.

TERMS & CONDITIONS: Exhibits and advertising are allocated on a first-come, first-served basis, and you must be an approved vendor.  Exhibit booths are not to be split between companies, with one booth per company.

LEGAL OBLIGATION
Exhibitors: I understand that TPS, relying on my promise to pay for exposition space, will remove the space from the inventory it has reserved with the Convention Center for use by exhibitors.  I also understand that TPS, relying on the promise of exhibitors to pay for space, has agreed to pay the Convention Center for all space reserved for exhibitors, including space that is not used.  I further understand that TPS’s reliance on my promise to pay creates a legal obligation on my part to pay the agreed-upon amounts, including applicable cancellation fees, as set forth herein.

Supporter: I understand that TPS, relying on my promise to provide support, will go forward and incur significant costs in preparation for the event.  I understand that if I do not pay as promised, TPS will still have to pay these costs.  I understand that TPS’s reliance on my promise to pay creates a legal obligation to pay TPS the agreed-upon amount, including applicable cancellation fees, as set forth herein.

EXHIBITION REGULATIONS: Exhibitors are not to share with others any space allotted to them without prior written consent by TPS.  The Organizer reserves the right to adjust the layout or limit the space allotted to each Exhibitor/Supporter, postpone the exhibition, or transfer it to another site if unforeseen circumstances warrant such action.  Should any contingency prevent the holding of the exhibition, the Organizer will not be held liable for expenses incurred other than the cost of exhibit space rental fees.

Continuing Medical Education CME: As an accredited CME provider, the Texas Pain Society is governed by the Accreditation Council for Continuing Medical Education’s Standards for Commercial Support of Continuing Medical Education.  By these Standards, TPS has established the following policies for commercial exhibits held in conjunction with its educational activities:

    • Arrangements for exhibits may neither influence planning nor interfere with the presentation of the educational activity.
    • Commercial/promotional materials may not be displayed or distributed in the same room immediately before, during, or immediately after the CME activity.
    • Representatives of commercial supporters and exhibitors may attend the CME activity if they wish but may not engage in sales activity in the room where the educational training is held.
    • As the accredited CME sponsor of this educational activity, the Texas Pain Society requires all exhibitors to disclose, through signage at exhibit booths, the FDA status of the medical devices or pharmaceuticals displayed.

Sales and advertising may not occur in the CME room.  Industry representatives shall not influence CME content in any way.  Companies should never approach planning committee members or faculty to discuss the planning, presentation, or evaluation of the CME content. 

GUEST ROOM BLOCK: Vendors or exhibitors reserving ten or more guest rooms for your company will be responsible for hotel attrition liability. Booking a block of guest rooms puts your future customers at risk of getting a room at the conference (and potentially not attending). It puts Texas Pain Society at risk of contract liability with the venue.  Therefore, any company that reserves ten or more rooms will be responsible for fulfilling all nights of that reservation that were confirmed.  For example: 
        10 Reservations for Check-in October 26th to Check out October 28th = 20 Total Room Nights
         1 Reservation cancels 
         1 Reservation shortens their stay from 2 nights to 1 night
The new Total Room nights are 17. Three (3) short of the original confirmed reservations. 
Your company will assume responsibility for the three guest room charges (Hotel rate of $229 plus applicable taxes per night), and the total will be added to an invoice that is payable immediately. 

To avoid these fees, TPS recommends not reserving guest rooms until you know your staff’s travel plans. 

AFFILIATED EVENTS, SPONSORED DINNERS: All independent industry-sponsored events affiliated with the TPS Scientific Meeting must be approved and not compete with official TPS events.  Failure to have approval may result in exclusion from all TPS meetings and events.  Based on the available facilities, no request is guaranteed until confirmed by TPS in writing, even if you have already confirmed with the Hotel.  The vendor is responsible for hotel cancellation fees if they do not receive approval from TPS before confirming their event/ reservation with the Hotel.

Blackout times: 

      • Friday 10 AM-7 PM
      • Saturday 7 AM- 7 PM
      • Sunday 7 am-Noon



CONDUCT: Conduct deemed unprofessional or disruptive to the meeting will result in the vendor being removed from the ha, ll, and the vendor will be prohibited from exhibiting at future meetings.

Exhibitors with aggressive sales tactics are not allowed under any circumstance.  Should an exhibitor representing any of these categories be found on the exhibit floor, they will be removed immediately with no refund of funds paid. 

FRIDAY LUNCH, SATURDAY BREAKFAST OR LUNCH AND SUNDAY BREAKFAST:  The planning committee cannot GUARANTEE that all events will have attendance.  Symposia will NOT be eligible for AMA PRA Category 1 Credit.  The planning committee must approve symposia topics and faculty and reserve the right to alter or change to ensure compliance, fair balance, and program integrity.  Symposia times will be assigned on a first-come, first-served basis.  Symposia fees do not include food and beverage charges associated with the sponsored event.  Food and beverage for the session must be coordinated through the Hotel and comply with acceptable standards for the session.  Symposia fees include basic audiovisual, inclusion in the meeting program, symposia space, signage, and any required reporting to comply with the Sunshine Act.  Any handouts or materials associated with symposia must be pre-approved by the planning committee and provided by the symposia sponsor.

Literature Distribution Circulars may be distributed only within the space assigned to the Exhibitor distributing such materials.  No advertising circulars, catalogs, folders, or devices shall be distributed by exhibitors in the aisles, meeting rooms, registration areas, lounges, or grounds of the host facility.  Trade publishers are prohibited from soliciting advertising during the exhibition.  Trade publications may be distributed from their booth upon request only.

LIABILITY: To the fullest extent legally permissible, Exhibitor agrees: (i) it shall be fully responsible for paying for any damage to property owned by the Hotel, their affiliates, or any of their respective owners or managers that results from any act or omission of Exhibitor; (ii) to defend, indemnify and hold harmless, Hotel and their respective owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from Exhibitor’s use of the property; and (iii) its liability shall include all losses, costs, damages, or expenses arising from, out of, or because of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees.

Where is the conference/hotel located?

How do I reserve my hotel room for the conference?

How do I become a Bronze, Silver, Gold, or Platinum sponsor?  
  • The way our sponsorships work is your order from the selection of items above, including # of Booths, Add Ons, Printing, Additional Attendees, etc.  If you meet a certain threshold, you move into the tiered sponsorships.  The extra benefits kick in once you meet those thresholds, per the chart above. 

How many badges come with my exhibit space?  Can I get more? 

  • Your number of badges is based on Your sponsorship tier or how many tables you purchased, any additions, and/or if you are buying any additional rep badges for $300 each.  Standard exhibits come with two badges. 

How do I ensure booth traffic? 

  • There are many options to upgrade your exposure, including logoed items, touchpoints, Bingo Cards, and more.  Visit the Drive Booth Traffic section for details. 

What if I have specific questions regarding my company’s participation?

  • If you need any additional information, or if we can assist you, don’t hesitate to contact us: Telephone: (512) 535-0010 OR [email protected]

What is my booth number?

  • Booth numbers are assigned based on your level of participation and provided after October 1st. 

How can I purchase my electricity, furniture, and AV?

  • Information on detailing your exhibit is available on the Plan Your Exhibit page.

What happens if I tear it down early?

  • Any exhibitor who chooses to dismantle outside of the dedicated teardown times will be prohibited from signing up for exhibit space at next year’s conference until 30 days from the conference date.

What are the Expo Hall hours?

  • Find the exhibit hours on the Plan Your Exhibit page.  All breaks and food service will be in the Exhibit hall.  The Exhibit hall will be connected to the General Session area for optimal traffic flow. 

What are the hours for move-in and teardown?

  • Move In the beginning at 7 PM CST on Thursday, October 26th, through 10 AM CST Friday, October 27th
  • Tear down begins after 3:30 PM CST on Saturday, October 28th 
  • See the full agenda on the Plan Your Exhibit page.

What are the deadlines?

How can my company get presentation time in the lunch or breakfast spots? 

  •  Previous Gold and Platinum sponsors receive First Right of Refusal on items purchased the last year.  New this year, we’re opening up more meal times with non-CME opportunities for you to capture the audience.  These spots go fast and will be first come, first serve.

How do I get an opportunity to have Saturday’s Lunch Sponsorship? 

This is the premier opportunity for companies to get in front of 200+ decision-makers using their products.  This non-CME event is highly sought after, and TPS provides this opportunity to the most prominent supporters.  Beginning in 2023, this is how the program will work: 

  • The opportunity is only available to companies that have supported the TPS Conference for the previous two consecutive years at the Platinum level and are a current Platinum sponsor for the year the lunch is desired. 
  • Once a company has supported two consecutive years, they’ll be given the first right of refusal on the 3rd year to own the lunch for that year.  I.e., if two or more companies qualify for the option, the opportunity will be given to the sponsor who did not have the lunch the previous year. To not conflict with the CME Activities, the sponsor is responsible for advertising and arranging all details for the luncheon.

 Estimated expenses: 

To TPS: 

  • $10,000 Sponsorship fee to TPF
  • $1,875 minimum 1 exhibit table
  • Any other add-ons to meet or exceed the $20,000 minimum for Platinum Sponsor
Additional expenses meal sponsors should plan for:

• $3,000-$6,000 Estimated Audio Visual Expense
• $15,000- $20,000 Estimated Lunch Expense
• Marketing expenses to advertise the lunch to attendees
• Signage expenses, as needed, based on lunch programming
• Others TBD based on Sponsors’ needs
 
Last Updated on Tuesday, September 26, 2023 11:19 AM