Breakdown is after the 3PM Break

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

The Ophthalmic Anesthesia 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. OAS does not endorse any of the products or services related to the exhibits that have been accepted for display and sale during the meeting.

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 January 9, 2024

CONTRACTS AFTER January 9, 2024: 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 January 9, 2024—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 OAS, 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 OAS, 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 OAS'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 OAS, 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, OAS will still have to pay these costs.  I understand that OAS's reliance on my promise to pay creates a legal obligation to pay OAS 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 OAS.  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.

CONTINUEING MEDICAL EDUCATION: This activity has been planned and implemented in accordance with the accreditation requirements and policies of the Texas Medical Association (TMA) through the joint providership of Texas Pain Society and Ophthalmic Anesthesia Society. The Texas Pain Society is accredited by TMA to provide continuing medical education for physicians.

Sales and advertising may not occur during scheduled CME sessions in the General Session 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. 

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. 

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.