Pharmaceutical & BioScience Society, PBSS

Instructions for Major Sponsorship & Vendor Shows

Major Sponsorship:

At least 1 day before the event, you MUST email your slides to the organizer. Keep in mind that your slot has only 10 minutes and you need to plan accordingly.
Complimentary lunch is provided to two representatives of the major sponsor during a workshop / symposium. If it is a seminar luncheon, the number of lunch is unlimited. Online registration is required.

Lunch Option for Vendor Show Representatives:

Seminar luncheon vendor show: lunches are complimentary , but online registration is required.
Workshop / symposium vendor show: lunches can be purchased during the online registration process.

Attending a Vendor Show:

Each vendor will get a 6' display table. You can display anything appropriate on the table, as well as a poster on the wall behind the table using painters tape.
The table next to the meeting room entrance is reserved for the Major Sponsor.
For seminar luncheons and afternoon workshops, arrive by 11:00 AM to set up. For full-day workshops, arrive by 8:00am to set up.
If you have signed up for lunch, you need to check in with the meeting check-in desk to get your lunch ticket.
You are encouraged to bring a raffle prize to attract attendees (we limit one prize per vendor). If it is a seminar luncheon, the raffle drawing takes place at the end of the seminar, 1:15 PM. If it is a workshop, the drawing takes place normally right before the final workshop session, ~4 PM.
Vendor show time:
- Seminar luncheon vendor shows: 11:00 AM - 12:15 PM
- Afternoon workshop vendor shows: 11:00 AM - 12:45 PM. Indicate your name, company name, our organization name and meeting date before the workshop; During the workshop breaks (typically ~2:30 - 2:45, ~3:45 - 4:00 PM).
- Morning vendor shows: ~8:00 - 8:45 AM, ~10:30 - 10:45 AM

If you plan to ship your vendor show display materials to the meeting in advance:

You can ship to the Banquet Office of the meeting venue hotel (Indicate your name, company name, our organization name and meeting date.).

Other Sponsorship Info:

How to sponsor?

You can sign up for either the major sponsorship or the vendor show of a seminar luncheon or a workshop by visiting the Boston-PBSS/CACO-PBSS home page and clicking on the Register link in the event calendar.

Instructions for Major Sponsorship & Vendor shows

Lunch option for vendor representatives:

The seminar luncheon vendor show:

lunches are provided free of charge. You can sign up for the lunch option when you sign up for the vendor show (at the registration options pop-up window). Your other fellow reps attending the show must sign up for the lunch individually through the seminar luncheon registration process as a regular attendee.

The workshop/forum luncheon vendor show:

lunches are optional for a fee.

Attending the vendor show (seminar luncheon or workshop/forum):

Each vendor (and major sponsor) will get a 6-ft vendor show table. You can display anything approriate on the table, as well as a poster on the wall behind the table using painters tape.
For seminar luncheons and afternoon workshops, arrive by 11:00 AM at the venue to set up your display on a 6-ft table (first come first serve).
For full-day workshops, arrive by 8:00am to set up.
If you have signed up for lunch, you need to check in with the Boston-PBSS/CACO-PBSS check-in desk to get your lunch ticket.
You are encouraged to bring a door prize to attract attendees (we limit one prize per vendor). If it is a seminar luncheon vendor show, the raffle drawing takes place at the end of the seminar, roughly ~1:15 PM. If it is a workshop seminar, the drawing takes place normally right before the final workshop session, ~4 PM.
Vendor show time: Seminar luncheon vendor shows: 11:00 AM - 12:15 PM Afternoon Workshop vendor shows: 11:00 AM - 12:45 PM before the workshop; During the workshop breaks (typically ~2:30-2:45, ~3:45-4:00 PM). Morning vendor shows: ~10:30-10:45 PM

If you plan to ship your vendor show display materials to the meeting in advance:

Our SF Bay Area meetings typically take place at Crowne Plaza Foster City. You can ship to Banquet Office, Crowne Plaza, 1221 Chess Drive, Foster City, CA 94404 (Indicate "For your name; Boston-PBSS/CACO-PBSS Meeting on Date").

Policies on Sponsorship (Refund policy, Membership list sharing, Vendor speakers)

Refund Policy for Vendors:

Major sponsorship payments are refundable minus a $500 penalty up to 3 months prior to the date of the sponsored event. Vendor show payments are refundable minus a $100 penalty up to 2 weeks prior to the date of the sponsored event. After the refund deadline, the sponsorship payment becomes non-refundable. All refund requests must be made online after you log into your account. We hope that you can understand this, since Boston-PBSS/CACO-PBSS is an entirely volunteer-run organization and we have to minimize the effort our volunteers have to spend on dealing with such issues.

Boston-PBSS/CACO-PBSS Policy on Membership Information Sharing:

In order to protect the privacy of our members, our membership information, such as membership list and meeting attendees list, is strictly used for Boston-PBSS/CACO-PBSS business only and can not be shared with anyone or any party outside the Boston-PBSS/CACO-PBSS management.

Boston-PBSS/CACO-PBSS Policy on Vendor Speakers:

We often receive interests from vendors in providing a speaker for one of our meetings. Unfortunately, in order to avoid any impression of commercial promotion or vendor favoritism, the Boston-PBSS/CACO-PBSS policy generally prohibits use of vendor speakers, except in rare cases where a vendor holds a unique technology that we are interested in hearing about. One compromise solution is that vendors can recommend a client scientist who is an expert on the vendor's technology.