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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:
You can sign up for either the major sponsorship or the vendor show of a seminar
luncheon or a workshop by visiting the PBSS home page and clicking
on the Register link in the event calendar.
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 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; PBSS Meeting on Date").
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 PBSS is an entirely volunteer-run organization and we
have to minimize the effort our volunteers have to spend on dealing with such issues.
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 PBSS
business only and can not be shared with anyone or any party outside the PBSS
management.
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 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.
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