Affiliate Meeting Request - Baltimore 2018

Affiliate Room Rules & Regulations:

Affiliate Meeting Rooms are reserved for exhibitors, sponsors, symposia hosts, and educational forum hosts who wish to reserve additional private meeting space. All Affiliate Meetings in conjunction with the ISPOR event must be submitted to, and approved by ISPOR. .

Meeting space is limited and Affiliate Meeting Room requests that comply with these rules and regulations will be considered on a first-come, first-served basis. At this time, there is a limit to one room per company per day for the Baltimore meeting due to the amount of space available at the Baltimore Convention Center. If you wish to reserve additional space outside of the convention center, you are still requested to fill out request form on the next page, and someone from the ISPOR Exhibits team will assist you on finding another location.

Affiliate meetings must NOT overlap with scientific sessions, poster presentations, or designated ISPOR programming. When scheduling your affiliate meetings, please refer to the event program on our website to view the daily activity hours. Affiliate meetings held in the venue must be scheduled during hours the venue is open (8:00am – 7:00pm daily), to avoid additional cost to be incurred by ISPOR.

All participants of your affiliate meeting MUST be registered to attend the ISPOR event, and must wear their name badge to gain access to the venue and all meeting areas at the venue.

Please note that ISPOR is not responsible for private property being left unattended in the reserved Affiliate Rooms. Please be mindful of all personal property and valuables throughout the event. Affiliate groups requesting space are responsible for the actions of their employees and/or attendees and will be expected to follow all rules and guidelines outlined.

Marketing efforts associated with the affiliate group function space shall include the following messaging: “This is not an official ISPOR event, not sponsored or endorsed by ISPOR.” Affiliate meetings may have one small sign outside their meeting room door to identify the company/organization and may not place any additional signage or collateral materials in other areas of the venue unless approved by ISPOR.

Once your request is approved, contact information for all service providers will be forwarded with acceptance of your affiliate space request. This approval does not guarantee availability of space. The affiliate contact is responsible for all the meeting room rental fee and costs associated with the approved ancillary meeting (food/beverage, audio/visual, equipment, labor costs, etc.). It is the main contact’s responsibility to work with the assigned venue to make arrangements and finalize billing.

Disclaimers:
All matters and questions not covered by the above guidelines are subject to the discretion of ISPOR. These guidelines may be amended at any time by ISPOR, and all amendments shall be equally binding on all parties. In the event of any amendment or addition to these guidelines, written notice will be given by ISPOR to contracted parties.

The affiliate group shall protect, indemnify, hold harmless and defend ISPOR, its officers, directors, agents and employees against all such claims, liabilities, losses, damages and expenses, including reasonable attorneys’ fees and costs of litigation; provided that the foregoing shall not apply to injury, loss or damage caused by or resulting from the negligence of ISPOR, its officer, directors, agents or employees.

By submitting this form, the requestor understands that this meeting/event may not be approved should it be in conflict with any ISPOR Event function. There is no guarantee of venue requested. Meeting space will be assigned based on availability. All expenses associated with the above mentioned meeting are the sole responsibility of the company listed; not ISPOR. ISPOR reserves the right to attend/monitor all affiliate meetings without notice. Violators will jeopardize participation in future ISPOR Events.