Exhibitor Terms & Conditions
Booth Assignment
Technical exhibit space will be assigned by The New York State Society of Anesthesiologists, Inc. (NYSSA) on a priority system based on points. The system is designed to recognize a company’s past exhibits with the PostGraduate Assembly (PGA).
Exhibitor Badges
Exhibitor booth representatives are restricted to owners, executives, or employees of exhibiting companies. Exhibitors are not permitted to have representatives of non-exhibiting companies in their booth without permission from the PGA committee. The number of allowed representatives will be limited to five (5) persons per 10’ booth unit per exhibit day.
Booth Specification
Each booth will measure 10’ across the back and 8’ depth unless otherwise noted on the floor plan. Booth height is limited to 10 feet. Exhibits will be provided with an eight foot drape back-wall and drape side rails approximately 42 inches high. A booth identification sign indicating company name and location will be provided. Booths are required to be professional in appearance.
NOTE: The Marriott Marquis Exhibit Hall is carpeted. Nothing shall be attached to columns, walls, floors or other parts of the exhibit hall or hotel furniture. Exhibit space may not project beyond the space allotted. Aisles must be kept clear for traffic. Canvassing or distribution of any material outside assigned booths is not allowed. Exhibitors may not assign, sublet or apportion the whole or any part of space allotted to them and may not advertise or display goods or services other than those manufactured or sold by them in the regular course of their business. Noise from equipment or microphones which may interfere with surrounding booths is not permitted nor is activity that causes aisle congestion. No construction is allowed on the side of any booth that would obstruct the line-of-site of adjacent booth(s).
Commercial Educational Activities
No commercial exhibitor may conduct an educational activity in association with the PGA, either before, during or after conference hours unless the activity is an approved Satellite Symposium that is held either before or after the official PGA hours.
Required Certificate of Insurance for The New York State Society of Anesthesiologists, Inc.
The Exhibitor and Exhibitor Appointed Contractor must provide a certificate of insurance with at least the following:
a. Comprehensive General Liability not less than $1,000,000 with respect to injuries to any one person in an occurrence.
b. $2,000,000 with respect to injuries to more than one person in any occurrence.
c. Worker’s Compensation insurance including employee liability coverage, in a minimum amount not less than $1,000,000 of individual and/or aggregate coverage.
d. The New York State Society of Anesthesiologists, Inc. must be named as additional insured.
Security
All exhibitors will be provided with 24 hour perimeter guard service. However, the PGA, the New York Marriott Marquis, and GES do not guarantee or protect exhibitors against loss or damage of any kind. Exhibitors are urged to secure their own insurance.
Fire Rules
Volatile or inflammable drugs may not be stored or exhibited. Compressed gas other than oxygen or air will not be allowed on the premises. Compressed air or oxygen must be held in the I.C.C. inspected and approved cylinders at standard pressure. Total amount held on the premises cannot exceed a maximum of 20 cubic feet of 300 lbs. without a permit. Cylinders must be firmly supported at all times from any source of heat.
Playing or Reproduction of Music
Exhibitors shall not provide or permit the playing or reproduction of music in any form at any time unless prior approval has been received from the PGA.
Photographs
Photographs of exhibit spaces or merchandise shall not be taken without the prior consent of management and the exhibitor involved.
Union Labor
Exhibitors must comply with all union regulations applicable to set-up, display, and dismantling of its exhibits as outlined in the Exhibitor Service Manual.
Agreement
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owners, and its management company, the NYSSA as well as each of their respective agents, servants, and employees from any and all such losses, damages, and claims, except to the extent caused by the sole negligence of the Hotel. In addition, exhibitor acknowledges that the NYSSA. and the New York Marriott Marquis do not maintain insurance covering exhibitor’s property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage insurance covering such losses by exhibitor. Performance by either party to this Agreement shall be excused, or suspended to the extent that impossibility of performance is temporary, in case of acts of God, war, acts of terrorism, riots, fire, explosion, flood, strike, lockout, injunction, quarantine, freight embargoes, unusually severe weather, national defense requirements, acts of enemies, revolutions or other disorders, inability to obtain fuel, power, or without limiting the foregoing, by any other cause not within the control of the party whose performance is interfered with, and which by the exercise of reasonable diligence, the party is unable to prevent, and which renders performance by such party impossible. Should the NYSSA, Inc. be unable to fulfill some or all of its contractual obligations with the New York Marriott Marquis, we reserve the right to cancel and/or modify this contract.
Payment
Fifty percent of the full balance is due at time of registration.
The remaining balance is due by July 31, 2019.
Cancellation
Before July 31, 2019, 75% of your full payment will be refunded.
Before October 1, 2019, 50% of your full payment will be refunded.
After October 1, 2019 no refunds will be issued.
Satellite Symposium Cancellation
Before September 2, 2019 - 75% of your full payment will be refunded.
After September 2, 2019 - 50% of your full payment will be refunded.
After October 1, 2019 - No refunds will be issued.
Technical exhibit space will be assigned by The New York State Society of Anesthesiologists, Inc. (NYSSA) on a priority system based on points. The system is designed to recognize a company’s past exhibits with the PostGraduate Assembly (PGA).
Exhibitor Badges
Exhibitor booth representatives are restricted to owners, executives, or employees of exhibiting companies. Exhibitors are not permitted to have representatives of non-exhibiting companies in their booth without permission from the PGA committee. The number of allowed representatives will be limited to five (5) persons per 10’ booth unit per exhibit day.
Booth Specification
Each booth will measure 10’ across the back and 8’ depth unless otherwise noted on the floor plan. Booth height is limited to 10 feet. Exhibits will be provided with an eight foot drape back-wall and drape side rails approximately 42 inches high. A booth identification sign indicating company name and location will be provided. Booths are required to be professional in appearance.
NOTE: The Marriott Marquis Exhibit Hall is carpeted. Nothing shall be attached to columns, walls, floors or other parts of the exhibit hall or hotel furniture. Exhibit space may not project beyond the space allotted. Aisles must be kept clear for traffic. Canvassing or distribution of any material outside assigned booths is not allowed. Exhibitors may not assign, sublet or apportion the whole or any part of space allotted to them and may not advertise or display goods or services other than those manufactured or sold by them in the regular course of their business. Noise from equipment or microphones which may interfere with surrounding booths is not permitted nor is activity that causes aisle congestion. No construction is allowed on the side of any booth that would obstruct the line-of-site of adjacent booth(s).
Commercial Educational Activities
No commercial exhibitor may conduct an educational activity in association with the PGA, either before, during or after conference hours unless the activity is an approved Satellite Symposium that is held either before or after the official PGA hours.
Required Certificate of Insurance for The New York State Society of Anesthesiologists, Inc.
The Exhibitor and Exhibitor Appointed Contractor must provide a certificate of insurance with at least the following:
a. Comprehensive General Liability not less than $1,000,000 with respect to injuries to any one person in an occurrence.
b. $2,000,000 with respect to injuries to more than one person in any occurrence.
c. Worker’s Compensation insurance including employee liability coverage, in a minimum amount not less than $1,000,000 of individual and/or aggregate coverage.
d. The New York State Society of Anesthesiologists, Inc. must be named as additional insured.
Security
All exhibitors will be provided with 24 hour perimeter guard service. However, the PGA, the New York Marriott Marquis, and GES do not guarantee or protect exhibitors against loss or damage of any kind. Exhibitors are urged to secure their own insurance.
Fire Rules
Volatile or inflammable drugs may not be stored or exhibited. Compressed gas other than oxygen or air will not be allowed on the premises. Compressed air or oxygen must be held in the I.C.C. inspected and approved cylinders at standard pressure. Total amount held on the premises cannot exceed a maximum of 20 cubic feet of 300 lbs. without a permit. Cylinders must be firmly supported at all times from any source of heat.
Playing or Reproduction of Music
Exhibitors shall not provide or permit the playing or reproduction of music in any form at any time unless prior approval has been received from the PGA.
Photographs
Photographs of exhibit spaces or merchandise shall not be taken without the prior consent of management and the exhibitor involved.
Union Labor
Exhibitors must comply with all union regulations applicable to set-up, display, and dismantling of its exhibits as outlined in the Exhibitor Service Manual.
Agreement
The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend, and hold harmless the Hotel, its owners, and its management company, the NYSSA as well as each of their respective agents, servants, and employees from any and all such losses, damages, and claims, except to the extent caused by the sole negligence of the Hotel. In addition, exhibitor acknowledges that the NYSSA. and the New York Marriott Marquis do not maintain insurance covering exhibitor’s property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage insurance covering such losses by exhibitor. Performance by either party to this Agreement shall be excused, or suspended to the extent that impossibility of performance is temporary, in case of acts of God, war, acts of terrorism, riots, fire, explosion, flood, strike, lockout, injunction, quarantine, freight embargoes, unusually severe weather, national defense requirements, acts of enemies, revolutions or other disorders, inability to obtain fuel, power, or without limiting the foregoing, by any other cause not within the control of the party whose performance is interfered with, and which by the exercise of reasonable diligence, the party is unable to prevent, and which renders performance by such party impossible. Should the NYSSA, Inc. be unable to fulfill some or all of its contractual obligations with the New York Marriott Marquis, we reserve the right to cancel and/or modify this contract.
Payment
Fifty percent of the full balance is due at time of registration.
The remaining balance is due by July 31, 2019.
Cancellation
Before July 31, 2019, 75% of your full payment will be refunded.
Before October 1, 2019, 50% of your full payment will be refunded.
After October 1, 2019 no refunds will be issued.
Satellite Symposium Cancellation
Before September 2, 2019 - 75% of your full payment will be refunded.
After September 2, 2019 - 50% of your full payment will be refunded.
After October 1, 2019 - No refunds will be issued.