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After you have registered for your exhibit, use this page as a resource to plan the details including shipping, setup, staff registration, and more!
By signing up as an exhibitor, everyone has agreed to our Terms and Condition
Full specifications and details can be found on the Prospectus
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| Accommodations |
All events are taking place at the Renaissance Dallas Hotel, 2222 N Stemmons Fwy, Dallas, TX 75207
Hotel reservation information is provided on the exhibitor confirmation email.
Guest room rate is $180.00 per room per night, plus 15.26% taxes.
Self Parking discounted to $15.00 per day plus tax.
A credit card is required to guarantee the guest room reservation. Cancellation must be made before 3 business days prior to arrival to avoid one night room and tax charge.
TPS conference rate expires Thursday, October 3rd. After that time, rates are subject to best available.
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| Exhibit Setup |
- All exhibit table tops include a 6ft draped/skirted table, two chairs, and a wastebasket with a 10'x10' footprint (no drape)
- A diagram and booth assignments are provided by September 1st, 2024
Setup Thursday, October 24, 2024 6:00 - 10:00 pm CST
Teardown Saturday, October 26, 2024 3:30 pm - 6:00 pm CST
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| Audio Visual / Power |
- For Power, Audio, Visual, or any other Tech needs please use the link below.
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| Food and Beverage |
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Stand Out
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The Texas Pain Society provides you with direct access to Pain Physicians in Texas and allows you to personalize your interactions for memorable connections. Consider upgrading your experience with one of the many Sponsorship Options or Enhancements. |
| Blackout Times |
All events cannot conflict with TPS Conference Agenda Items.
BLACK OUT TIMES
Supporter events (on or off premises) may not be scheduled or conducted during the following hours:
Friday, October 25, 2024 - 10 am -7 pm
Saturday, October 26, 2024 - 7 am - 7 pm
Sunday, October 27, 2024 - 7 am - Noon
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| Ancillary Events |
There are limited Dinner options at the hotel. Top Tier sponsors receive first right of refusal for private dinner space. Please coordinate with Texas Pain Society staff.
Independent industry-sponsored events must not compete with official TPS events and must be pre-approved in writing. Failure to have written approval from TPS may result in exclusion from all TPS meetings and events, and payment of any associated hotel or venue cancellation fees. TPS strongly urges all companies to seek TPS’ written pre-approval before incurring event fees to avoid such charges.
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| Shipping Information |
To ensure that your packages are handled appropriately by the hotel, please follow these instructions carefully:
Send this form into [email protected] prior to October 22, 2024
Shipping in:
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All boxes should be labeled with the guest who will be in charge of the boxes on site, the company name, the name of the conference and the table/booth number like below:
c/o Joe Smith
Medtronic Booth #1
TPS Annual Conference
2222 N Stemmons Frwy
Dallas, TX 75207
- If your boxes are correctly labeled, they will be delivered to your exhibit table at exhibit set up time.
The hotel will charge for box handling per the prices on the link above. After your boxes are received and weighed, they will invoice you at your table where you can charge to your guest room or pay by credit card.
Shipping out:
- Have your preprinted label for shipping filled out.
- Bring your tape and tape it up!
- Leave the boxes at your booth.
- For any correctly labeled boxes, the hotel will manage UPS, FedEx and USPS. Any other service will need to be called in for pickup in the hotel's shipping receiving area. The hotel will then move the boxes for you.
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| Register Staff |
You can register your staff during the exhibit/ sponsorship registration process.
OR you can download this form and submit it by October 1, 2024, to register staff. Guest room reservation totals must correlate with registrants. If an exhibitor is occupying a room at the host hotel, they will be charged a registration fee.
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| Exhibit Agenda |
Thursday, October 24, 2024
- Setup: 6:00 - 10:00 pm CST
Friday, October 25, 2024
- 9:30 - 11:00 am- Exhibit Hall Open
- 1:30 - 2:00 pm- Break in Exhibit Hall
- 4:00 - 4:30 pm- Break in Exhibit Hall
- 6:00 - 7:00 pm- Welcome Reception in Exhibit Hall
Saturday, October 26, 2024
- 8:00 am- Exhibit Hall Open
- 10:00 - 10:30 am- Break in Exhibit Hall
- 1:00 - 1:30 pm- Break in Exhibit Hall
- 3:00 - 3:30 pm- Final Break in Exhibit Hall
- Teardown: 3:30 pm - 6:00 pm CST
Sunday, October 27, 2024 - No Exhibits
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| Load In/ Out |
Map to Dock 1
If you're using the loading dock for any large equipment, we need to communicate date and time of estimated delivery. That can be done on your shipping form above.
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| Deadlines & Due Dates |
- September 1, 2024
- Booth assignments distributed by TPS
- September 16, 2024
- All artwork due for custom items and advertisements. This includes Syllabus ads, Large Print Items, Logo items, Key Cards, Charging Stations
- Registrations after this date may not have access to custom items, inclusion in print, advertisements, etc.
- October 1, 2024
- Eblast information due, if applicable
- Attendee lists distributed by TPS (Only attendees that approve their information to be shared, per ACCME standards)
- All registration payments are due
- Cancellation subject to 100%
- Hotel reservation deadline
- October 11, 2024
- 325 Bag Inserts due- Shipping address provided on confirmation email
- October 22, 2024
Food and Beverage
Please keep in mind that Food and Beverage is for attendees first. The hotel has many outlets include a Coffee Shop and All Day Dining options, should you require supplements.
The sponsored breakfasts and lunches are only for attendees and special invites of the sponsors that own that meal period.
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FAQ
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- See the FAQ Section for all of your unanswered questions, and more!
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| CME Important Information |
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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:
- Exhibitors are welcome in the CME room but please remember to remove your name badge and hide any industry branding
- Any conversations about your services or products must be outside of the CME room.
- 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.
- 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.
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| ROI |
In honor of your support, we’re excited to bring you the buyers for your products. We work hard to strategically place exhibits and traffic flow so that we’re optimizing your exposure. But we can only do so much.
Our industry is very relationship driven and there are many ways you can build bridges beyond the exhibit hall. Make the most of your time so you can have fun with us again next year!
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