Terms & Conditions: TOA’s 2024 Sponsorships

In exchange for payment in full for the exhibit(s) contracted by the exhibitor/sponsor, Texas Orthopaedic Association (TOA) will provide the following for each booth: 6’X30” booth and two chair(s). All equipment will be available through the hotel. Exhibitors may provide their own equipment or furnishings as long as it fits within the allotted space. Internet charges and electricity at table are to be paid by the exhibitor and set-up through the hotel. All shipping must be handled through the hotel; TOA is not responsible for shipping.

Neither TOA nor the facility assume responsibility for damage to, loss, or theft of property of the exhibitors, the exhibitors’ agents, employees, or invitees.

Payment in full is due at time of application. In the event that you cancel sponsorship or exhibit space, 50 percent of the contracted amount will be refunded to the company if TOA receives notice of cancellation by February 1, 2024. After February 1, 2024, there will be no refund of sponsorship payment. All sponsorships cancellations must be submitted in writing to TOA. No-shows are not eligible for refunds.

TOA reserves the right to adjust table top or exhibit space assignments.

In the event of failure or inability to fulfill this contract, or to furnish the space, due to fire, strikes, authority of the law, act of God, or any other cause or reason, TOA agrees to return to the sponsor all deposits or other monies paid, and thereupon this agreement shall be deemed canceled by mutual consent, and TOA shall be relieved from all responsibility.

No sponsorship events outside of approved TOA events are allowed at the facility.

Exhibitors/sponsors are not to share with others any space allotted to them without prior written consent by TOA. TOA reserves the right to adjust the layout or limit the space allotted to  each exhibitor/sponsor, postpone the exhibition or transfer it to another site if unforeseen circumstances warrant such action. Should any contingency prevent the holding of the exhibition, TOA will not be held liable for expenses incurred other than the cost of exhibit space rental fees.

An accredited CME provider, the Texas Orthopaedic Association is governed by the Texas Medical Association’s Standards for Commercial Support of Continuing Medical Education. TOA reviews its own program and awards CME credits according to TMA’s Standards. In accordance with the Standards, TOA has established the following policies for commercial exhibits held in conjunction with its educational activities: Arrangements for exhibits may neither influence planning nor interfere with the presentation of the educational activity.

Commercial/promotional materials may not be displayed or distributed in the same room immediately before, during, or immediately after the CME activity.

Representatives of commercial supporters and exhibitors may attend the CME activity if they wish, but they may not engage in sales activity in the room where the educational activity is held.

As the accredited CME sponsor of this educational activity, TOA requires all exhibitors to disclose, through signage at exhibit booths, the FDA status of the medical devices or pharmaceuticals displayed.

Exhibits cannot be a condition of provision of commercial support for CME activities.

Acceptance of these terms in TOA’s electronic registration form acknowledges receipt of and agrees to abide by the Exhibit Rules & Regulations as published by the association.

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; (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; and (iv) exhibitor/sponsor confirms that it covers at least $1 million in business liability insurance.

TOA does not guarantee the number of attendees. It is understood that all sponsorship agreements are subject to review by the Board of Directors. It is agreed that disapproval of an exhibit by the Board of Directors will result in termination of the agreement without penalty to either party. All claims or suits arising out of the application’s acceptance or rejection shall be governed by the laws of the State of Texas, and any obligations arising out of the application’s acceptance or rejection shall be considered as occurring in Travis County, Texas.