2019 Annual Meeting Exhibit Information

Meeting Dates: October 18-19, 2019

Meeting Location: Samoset Resort

Corporate Member/Exhibitor Accommodations: Rockland Harbor Hotel

2019 Annual Meeting Exhibit Table Request Procedures

Due to the demand for exhibit tables outpacing available space, NNECOS will be piloting a new procedure for the reservation of exhibit tables for the 2019 NNECOS Annual Meeting in Rockport, Maine. This procedure applies to any company who has not reserved space via corporate membership or via an existing two-meeting exhibit agreement.

Goal:

Our goal in piloting this new procedure is to provide a clear window for companies to sign up for a table, with a specific time frame to finalize the commitment or release the spot to the another company seeking the opportunity.

Timeline/Procedure:

  • The request period will be open from May 20, 2019 through June 3, 2019.
  • Requests should be made via the online exhibit table request.
  • If the number of requests exceeds the number of available tables at the conclusion of the request period, a lottery will be held to determine which companies will have the opportunity to exhibit.
  • Companies will be notified of the request results on or around June 4, 2019.
  • Companies not selected in the first round will be placed, in order, on a waitlist for additional tables should they become available.
Exhibit Payment Terms:

As part of the new procedures, we will also be implementing a clear timeline for payment, to ensure spots aren't held for companies without payment for an inordinate amount of time.

  • All Exhibit Fees are Non-Refundable
  • Upon selection as an exhibiting company, the following guidelines will apply:
      • Payment or written documentation of funding approval must be received within 30 days of notification of a table being assigned.
      • After 30 days, the table will be released to the next company on the waitlist.

      Questions should be directed to info@nnecos.org.

      Tentative Schedule Information - subject to change
      • Exhibit space setup time will be announced in the early fall.
      • Exhibits will be open beginning at 7:30am on Friday for attendees participating in the Palliative Care Symposium (PCS) or the new Patient Navigation and Financial Advocacy Symposium
      • The first scheduled break for those participating in the pre-meeting symposia is expected to be around 10:00 AM. 
      • Annual Meeting attendees not participating in the pre-meeting symposia will be invited to come early for lunch/to visit with exhibitors beginning at 12:00 PM, but the first annual meeting session does not begin until 12:50 PM. 
      • Exhibits close at 7:00 PM on Friday
      • Saturday exhibit times are currently TBD, pending agenda finalization 
      LOGISTICS:
      • All exhibit tables are assigned
      • Exhibit space includes a single 6' table with cloth and skirt. 

      PACKAGES: TBD

      Northern New England Clinical Oncology Society
      P.O. Box 643
      Sandown, NH 03873-0643
      Telephone (603) 887-1948
      info@nnecos.org

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