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Policy on Sponsorship
Refund Policy for Vendors:
- Major sponsorship payments are refundable minus a $500 penalty up to 2 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 at the Event Registration page after you log into your
account.
- We hope that you can understand this policy, since we are a volunteer-run organization
and have to minimize the effort our volunteers spend on dealing with such issues.
Policy on Membership List 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 our internal
business only and can not be shared with any party externally.
Policy on Vendor Speakers for "Non-commercial" Presentations:
We often receive requests from vendors for providing a speaker for one of our scientific
meetings. Unfortunately, in order to avoid any impression of commercial promotion
or vendor favoritism, our 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 the vendor can recommend a client
scientist who is an expert on the vendor's technology.
Policies on Vendor Reps attending the vendor show and workshop:
- Each vendor show sponsor can send unlimited number of reps for attending the booth
(but not for attending the workshop). If the additional reps needs lunch, the lunch
can be purchased online in several ways: 1) the rep who is registering for the vendor
show can add more reps either at the point of paying for the vendor show or at a
later point by re-logging in; 2) the additional rep can log in on his/her own to
purchase the lunch.
- One rep per vendor can register for the workshop at just the cost of the handout
when registering for the vendor show.
- If an additional rep / employee wants to attend the workshop, he/she needs to register
as a regular attendee (workshop attendance + handout +/- lunch). If this rep does
not want to pay for the workshop, he/she may sit in without registration, space
permitting. However, that rep will not be able to purchase just a copy of the handout
separately online or on-site. He/she can register on-site at the regular online
workshop rate (workshop attendance + handout +/- lunch), as opposed to the much
higher on-site rate for the regular walk-in attendees.
- The Major Sponsor gets 2 free workshop seats + 2 copies of handout + 2 lunches;
No separate registration other than the Major Sponsorship payment is required.
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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