sponsorship & exhibition opportunities · to help maximize your investment at the conference,...

SPONSORSHIP & EXHIBITION OPPORTUNITIES

Hyatt Regency Bellevue

Seattle - Bellevue

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TABLE OF CONTENTS

Welcome..………………………………………………...………………………………………………………3

The Society for Clinical Data Management……..………………..…………………………………………..4

SCDM Annual Conference in Numbers………………………………..…………………..………………....5

Sponsorship Opportunities………………………………..………………………………...………………….6

Individual Sponsorship Items………………………………..………………………………….…………….11

Advertising in Destination Seattle-Bellevue…………………………………………………………………13

Exhibition Packages………………………………………………..………………………………………….14

Exhibitor Add-Ons………………………………….…………………………………………………………..14

Exhibition Floor Plan…..…………………………………..…………………………………………………..15

Contract……………………………………………………………………………………………..…………..16

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WELCOME

Thank you for your interest in the SCDM Annual Conference, which will be held in Seattle - Bellevue on September 23-26, 2018.

To help maximize your investment at the conference, we are offering an extensive selection of sponsorship and advertising opportunities.

Over recent years, we have studied which channels and plans

offer the most effective exposure for sponsors. With this in mind, we have compiled tailored sponsorship and advertising opportunities in

personalized packages. Nevertheless, you will have your own marketing and sponsorship goals: we provide flexibility for you to

choose options that best fit your strategic aims.

The most successful conferences are ones that provide ample opportunities for sponsors and participants to share their expertise.

Our aim is to host a successful conference for you; allowing you to tell your story, promote your products and

widen your professional network.

These opportunities will allow you capture the attention of Clinical Data Management professionals before,

during and after the Annual Conference.

We are looking forward to working with you.

YOUR CONTACT

Deborah Sas Sales Manager

Society for Clinical Data Management

Tel: +1 (703) 574-1368

Email: [email protected]

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OUR MISSION

The Society for Clinical Data Management is a non-profit, international organization of 2,400+ members worldwide

founded to advance the discipline of clinical data management.

SCDM is organized exclusively for educational and scientific purposes, which reflects in all of SCDM’s services,

including the Certified Clinical Data Manager (CCDM™) program, online education offerings and publications. En-

gaged in collaborations and partnerships with other professional organizations, The Society for Clinical Data Man-

agement creates a network of professionals driving the industry forward on multiple fronts: technological, regulatory,

procedural and personnel.

SCDM strives to become the world’s leading advocate for the discipline of Clinical Data Management.

CORE VALUES

Knowledge and Experience of our Members

The intellectual capital and collective experience of our members are our greatest assets. We rely on and

embrace the participation and contributions of our members and volunteers.

Scholarship

We encourage and promote rigor and discipline in the research of topics affecting our industry. Our positions,

publications and programs will be the result of scholarly investigation.

Quality and Continuous Improvement

We are committed to the development and enhancement of products, services and relationships of the

highest quality.

Open Communication

We encourage open communication and information sharing. We provide our members with insight to the

organization’s initiatives and activities.

Integrity

We exemplify and expect honesty and integrity.

THE SOCIETY FOR CLINICAL DATA MANAGEMENT

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SCDM ANNUAL CONFERENCE IN NUMBERS

WHERE DO PEOPLE COME FROM?

More than 650 participants

From 5 different continents

From more than 22 different countries

US participants from more than 40 different states

WHO ARE THE PARTICIPANTS?

55% of our participants are Clinical Data Manager/Specialist

35% of our participants are from the CDM Management

10% of our participants are Top Industry Leaders

TYPE OF COMPANY/UNIVERSITY

Average based on past attendance

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KNOWLEDGE PARTNER Exclusive

Value: $27,000

Including all items:

Status as the Knowledge Partner

45-minute Product Demonstration (September 24 or September 25 - date and timing to be confirmed by SCDM)

Pre- & Post-Attendee Roster (incl. name, job title, company address and phone)

July 16, 2018

August 6, 2018

September 10, 2018

Post-Conference

BRANDING & ADVERTISING

1 x full page color advertisement in Destination Seattle-Bellevue – Due by July 13, 2018

Publication date August 23, 2018

1 x full page advertisement in Data Basics – Winter 2018 Issue

1 x conference bag insert (limited to a double sided flyer 8 ½ x 11 inches)

1 x pre & post push notification through the SCDM AC mobile app

Corporate logo on main conference signage

Corporate logo in sponsor looping slides prior to all sessions

Verbal recognition in the opening plenary

Recognition on Exhibitor Directory including company logo on the AC website & in the AC mobile app

Floor decal at Exhibit Hall entrance

EXHIBITION & REGISTRATION

2 x Exhibit Booths (10’x10’)

3 x Exhibit Hall Access Only Passes – Registration due by July 6, 2018

3 x Full Conference Passes – Registrations due by July 6, 2018

Opportunity to register additional staff at the special SCDM Member Fee

Sponsor & Exhibitor Ribbon

UNIQUE TO THIS PACKAGE

Corporate logo on the conference bag

Logo on ‘Save the Date 2018’

SPONSORSHIP OPPORTUNITIES

NOTE: Exhibiting is not required in order to participate as a sponsor

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TECHNOLOGY SPONSOR

EXCLUSIVE

Value: $23,500


Status as the Technology Sponsor



July 16, 2018

August 6, 2018

September 10, 2018

Post-Conference




Thank You to the sponsors in Data Connections – November 2018 issue

1 x conference bag insert (limited to a double sided flyer, 8 ½ x 11 inches)






Floor decal at Exhibit Hall entrance







UNIQUE TO THIS PACKAGE

Exclusive branding as SCDM AC Mobile App Sponsor

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DIAMOND SPONSOR

3 OPPORTUNITIES

Value: $21,500


Status as the Diamond Sponsor



July 16, 2018

August 6, 2018

September 10, 2018

Post-Conference

















A LA CARTE DIAMOND MENU CHOICE OF ONE PER SPONSOR

Co-Sponsor of the SCDM Networking Reception Tuesday with 4 complimentary entrance tickets

Small favors in the conference bag (subject to approval by SCDM)*

Pocket Program *Item to be provided by Sponsor

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PLATINUM SPONSOR

3 OPPORTUNITIES

Value: $17,000


Status as Platinum Sponsor


July 16, 2018

August 6, 2018

September 10, 2018

Post-Conference







Verbal Recognition in the opening plenary



1 x Exhibit Booth (10’x10’)





A LA CARTE PLATINUM MENU CHOICE OF ONE PER SPONSOR

Sponsorship of Monday AC lunch

Sponsorship of Tuesday AC lunch

Opening Reception on Sunday

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GOLD SPONSOR

5 OPPORTUNITIES

Value: $12,500


Status as Gold Sponsor


July 16, 2018

August 6, 2018

September 10, 2018

Post-Conference







Verbal Recognition in the opening plenary





1 x Full Conference Pass – Registrations due by July 6, 2018



A LA CARTE GOLD MENU CHOICE OF ONE PER SPONSOR

Customized Hotel Key Cards (one-color logo imprint)

Audio Response System

Co-Sponsor of Continental Breakfasts (Monday, Tuesday, Wednesday)

Coffee Breaks – Day 1 (total of 2 breaks - AM & PM)

Coffee Breaks – Day 2 (total of 2 breaks - AM & PM)

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SILVER SPONSOR

MULTIPLE OPPORTUNITIES

Value: $9,500


Status as Silver Sponsor


July 16, 2018

August 6, 2018

September 10, 2018

Post-Conference












1 x Full Conference Pass – Registrations due by July 6, 2018



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CONFERENCE LANYARDS*

Unique opportunity Value: $6,650

Benefit from prime visibility by placing your company logo on the conference lanyards provided to every

participant registered to the conference. The lanyards will be customized with the sponsor’s logo as well

as the SCDM 2018 Annual Conference logo. The production cost of the lanyards including 1 x one color

logo imprint is included in the package value.

RECHARGE ME! LOCKABLE CHARGING STATIONS

Unique opportunity Value: $7.550 A breakthrough strategy that connects with AC participants. Provide an invaluable customer service with

this exclusive branding opportunity. The charging station sponsorship provides participants an easy way

to charge their handheld devices, tablets and laptops at no cost. These kiosks are customizable

depending on the branding initiatives. Highly visible with locations in key areas of the AC venue.

INDIVIDUAL SPONSORSHIP ITEMS

NOTE: Exhibiting is not required in order to participate as a sponsor

NOTEPADS & PENS*


Take advantage of placing your company logo on notepads and pens distributed to all full conference participants. The production cost of the notepads & pens including 1 x full colour logo imprint is included in the package value.

HYDRATE ME! REUSABLE WATER BOTTLES*


Increase your company’s visibility by customizing reusable water bottles with your company logo. The production cost, including 1 x one colour logo imprint, is included in the package value.

PRODUCT SHOWCASE

Multiple opportunities Value: $1,950

Interested in showcasing your product? Sign up for your 45-minute session in our 20×20 demo booths located in the exhibit hall and invite your prospects! Complete with audio and seating.

ENERGIZE ME! FULL SERVICED MOBILE COFFEE CART

Unique opportunity Value: $7.550

The opportunity to sponsor a mobile coffee cart catering point within the AC venue, brand the space with your logo and literature. There is room for creativity with this opportunity in the most bustling area of the Show.

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SPECIAL REQUESTS

If the above sponsorship items do not meet your current marketing aims please do contact us at

[email protected] to discuss your needs and we will do our utmost to work on a

tailor-made package that would fit your objectives.

* IMPORTANT NOTE: The lanyards, conference tote bags, notepads & pens, reusable water bottles

are based on a maximum production of 600 units. Should the participant number exceed 600 participants, the additional item production cost will be

added to the package value.

GUEST ROOM AMENITY & ROOM DROP

Three opportunities available, one night each! Value: $2,250

Reach out to the conference participants on peak nights with personal favors (limited to one item per room drop) highlighting your company. Limited to 400 rooms. Items to be provided by the sponsor (subject to approval by SCDM).

ADVERTISING IN THE DESTINATION SEATTLE - BELLEVUE

The ‘Destination Seattle-Bellevue’ online document will be distributed to the entire SCDM database to share

important & detailed information about the scientific and educational program, information about the exhibiting

industry leaders as well as practical information on the conference and social program. The document will also be

made available on the official SCDM 2018 AC website.

SPECIFICATIONS FOR DELIVERABLES .

LOGOS All corporate company logos must be vector logos (in .EPS or .AI formats) to guarantee good quality.

ADVERTISEMENTS IN DESTINATION SEATTLE-BELLEVUE* SCDM cannot be held responsible by the printed outcome of any logos or ads if they do not comply with these

specifications. All deliverables must be received by SCDM by July 13, 2018.

Full page advertisements Size:

US Letter (8.5 x 11 in – 215,9 x 279,4 mm)

0.25 in (5mm) bleed and crop marks

Format: .EPS or High Resolution PDF/JPG

Half Page advertisements Size

5.5 x 8.5 in (139.7 x 215.9 mm)



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UPGRADED WEB LISTING - $275

Benefit from additional visibility by adding your company logo and link to your website on the SCDM

2018 Annual Conference website.

EXHIBITOR ADD-ONS (Exhibiting is required in order to benefit from the below add-ons)

EXHIBITION PACKAGES

EXHIBITION RESERVATION FEES

RESERVATION TYPE FEE (per 10’x10’)

On-show Reservation at SCDM 2017 AC $3,250

Early Reservation

(Sept 18, 2017 - Mar 16, 2018) $3,600

Regular Reservation

(Mar 17, 2018 - Sept 23, 2018) $3,750

The Exhibition, held from September 24-25, 2018 is an integral part of the SCDM 2018 Annual Conference with the

intention to provide a selection of top industry leaders, in one place, to the conference participants to learn more

about industry trends and to provide excellent networking opportunities. Comfortable Exhibition facilities,

conveniently located right next to the session rooms, are available for you at the Hyatt Regency Bellevue.

Do not miss out!

2 x Exhibit Hall Access Only Passes

(Exhibit Hall & Opening Reception access only)

Pre- & Post-attendee roster

(Name, job title, company, address, phone)

July 16, 2018

August 6, 2018

September 10, 2018

Post-Conference

Recognition on Exhibitor Directory on the AC

website & in the AC mobile app

1 x 10’ X 10’ booth

1 x 6’ draped table

2 x side chairs

1 x wastebasket

Exhibitor ribbon

UPGRADED LISTING IN MOBILE APP - $225

Take advantage of upgrading your company listing in the AC mobile app, available to all registered

conference participants and overall CDM community, by adding your company logo.

NOTE: A 24-hour security service will be provided during installation and dismantlement of the exhibition, as well as after-hours

security for the duration of the exhibition.

EXHIBITION SCHEDULE (Subject to change)

ALL EXHIBIT BOOTHS INCLUDE:

DAY & DATE OPENING HOURS

Sunday, Sept 23, 2018 6:00 PM to 8:00 PM

Monday, Sept 24, 2018 10:00 AM to 6:00 PM

Tuesday, Sept 25, 2018 10:00 AM to 3:30 PM

PROMOTIONAL GIVE-AWAY CONTEST - $50

Take advantage of entering the first ever ‘Promotional give-away contest’ at the SCDM exhibition. The

right trade show giveaways can help generate leads and support integrated marketing messages that will

prompt participants to tie that message back to your company long after the AC has ended. To enter the

contest please do submit a picture of your give-away by email to [email protected] latest by

September 3, 2018.

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EXHIBITION FLOOR PLAN (subject to change)

DATES

September 23 - 26, 2018

LOCATION


Grand Ballroom

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CONTRACTUAL AGREEMENT


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EXHIBITION & SPONSORSHIP CONTRACT

1. YOUR INFORMATION

First Name………………………………………………… Last Name ………………………………………………………….

Occupation………..…………………………………………………………………………………………………………………...

Email: ………...………………………………………………………………………………………………………………………..

Land Line………………………………………………….. Mobile ………………………………………………………………

Company………………………………………………………………………………………………………………………………

Address……………………………………………………………………………………………………………………………….

City…………………………………………………………… State…….. ………………………………………………………….

Postal Code…………………………………………………. Country.... ………………………………………………………….

Web Address……..…………………………………………………………………………………………………………………..

Additional Contact Name:…………………………………. Email: ……………………………………………………………….

2. EXHIBITION RESERVATION

Booth Location First Preference…………………….…………..… Second Preference………………………..…………….

Special Request…..…………………………………………………………………………………………………………………

TOTAL BOOTH COST $:...………………

PRODUCT & SERVICE (please check all that apply):

Authorized Education

Biostatistics

Clinical Data Management Staffing & Consulting

Clinical Research Organization (CRO)

Clinical Services and Software for Clinical Trials

Clinical Trial Management & Support

Data management

Drug development

Education, Research

Electronic Data Capture (EDC)

eSource Software Solutions for Clinical Trials

Functional sourcing (FSP)

Interactive Response Technologies

Medical Writing/Publishing

Non-profit organization

Professional Recruitment Services

Regulatory, Clinical, Processing Consulting

Scientific communications

Standards development organization

Other (please specify): ……………………..

RESERVATION TYPE FEE (per 10’x10’)

Onsite Reservation at SCDM 2017 $3,250

Advance Reservation

(Sept 18, 2017 - Mar 16, 2018) $3,600

Regular Reservation

(Mar 17, 2018- Sept 23, 2018) $3,750

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3. SPONSORSHIP RESERVATION - À LA CARTE

RECHARGE ME Lockable charging stations Value: $7,550

HYDRATE ME Reusable water bottles Value: $6,650

ENERGIZE ME Full serviced mobile coffee cart Value: $7,550

CONFERENCE LANYARDS Value: $6,500

NOTEPADS & PENS Value: $4,650

PRODUCT SHOWCASE Value: $1,950

GUEST ROOM AMENITY & ROOM DROP Day 1 – Sunday Day 2 – Monday Day 3 – Tuesday (Circle the day of your choice)

Value: $2,250

KNOWLEDGE PARTNER

Value: $27,000

Unique to this package:

- Exclusivity - Corporate logo on the Conference bag - Logo on Save the Date 2018

TECHNOLOGY SPONSOR

Value: $23,500

Unique to this package:

- Exclusivity - Exclusive branding as AC Mobile App Sponsor

DIAMOND SPONSOR

Value: $21,500

Choice of one per sponsor:

- Co-Sponsor of the SCDM Networking Reception on Tuesday night

with 4 complimentary entrance tickets

- Small favors in the conference bag (subject to approval by SCDM)*

- Pocket Program

PLATINIUM SPONSOR

Value: $17,000


- Sponsorship of Monday AC lunch

- Sponsorship of Tuesday AC lunch

- Opening Reception on Sunday

GOLD SPONSOR

Value: $12,500


- Customized Hotel Key Cards (one-color logo imprint)

- Audio Response System

- Co-Sponsor of Continental Breakfasts

- Coffee Breaks – Day 1 (total of 2 breaks - AM & PM)

- Coffee Breaks – Day 2 (total of 2 breaks - AM & PM)

SILVER SPONSOR

Value: $9,500

TOTAL SPONSORSHIP $:...…………………………

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ADD ONS

Upgraded web listing (link to website & logo) $275*

Upgraded Listing in AC mobile app $225*

Promotional ‘Give-Away Contest’ $50.00

*Please email logo in in .EPS or .AI format to [email protected]

4. ADD ONS AND ADVERTISING

SPECIFICATIONS FOR ALL DELIVERABLES

COMPANY DESCRIPTION Please email your completed form and Product/Service or Company description for use in the SCDM 2018 mobile app (maximum 50 words) to [email protected] by Monday, July 13, 2018.

IMPORTANT NOTE: Handwritten descriptions will not be accepted.

LOGOS All logos must be vector logos (in .EPS or .AI formats) to guarantee good quality once printed.

ADVERTISEMENTS IN DESTINATION SEATTLE-BELLVUE SCDM cannot be held responsible by the printed outcome of any logos or ads if they do not comply with these specifications. All deliverables must be received by SCDM by July 13, 2018. Artwork must be emailed to [email protected]

TOTAL ADD ONS $:...…………………………

Full page advertisements Size:

US Letter (8.5 x 11 in – 215,9 x 279,4 mm)



Half Page advertisements Size

5.5 x 8.5 in (139.7 x 215.9 mm)



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PAYMENT

TOTAL BOOTH COST $:...…………………………

TOTAL SPONSORSHIP $:...……………………….

TOTAL ADD ONS $:...………………………………

GRAND TOTAL $:..……………………………

PAYMENT BY CREDIT CARD

AMEX

MC

VISA

Card Number ………………………………………………………………………………………………………………………

Cardholder Name …………………………………………………………………………………………………………………

Expiry Date ……………………………CVV……………………………… Zip Code ………………………..………………..

Signature ………………………………………………………………………………………………………………………….

I agree that this application shall be deemed as valid and binding. Payment is due in full to reserve sponsorship packages, booth space, add on items. SCDM has final rights to move any reserved booth and will notify the exhibitor in writing no later than August 31, 2018.

I agree to all exhibiting and sponsorship deadlines and regulations.

For further information, please contact us at [email protected]

In making this application, we the undersigned agree to abide by all governing regulations set forth in the invitation to exhibit. The signatory of this contract must have the authority to bind the undersigned company with regard to this contract. ……………………………………………………………………………………………………………………………………….. Print Name/Title Authorized Signature Date

Make checks payable to Society for Clinical Data Management and return application to:

7918 Jones Branch Drive, Suite 300, McLean, VA 22102.

Fax: 703-503-3266 | E-mail: [email protected]

mailto:[email protected]

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EXHIBITOR RULES & REGULATIONS

By applying for exhibit space, exhibitors agree to abide by the following regulations:

Each exhibitor is responsible for compliance with the Americans with Disabilities Act (ADA) within its booth and

assigned space.

Attire of exhibit personnel should be consistent with the business casual atmosphere of the Annual Conference..

Only SCDM-sponsored decals, pins, lanyards and ribbons may be affixed to participant or exhibitor badge

holders duing the Annual Conference and on show site.

Demonstrations by exhibitors may not interfere with normal traffic flow nor infringe on neighbouring exhibits.

Demonstrations will not be permitted outside of the exhibitor’s assigned booth space. Any demonstrations must

be pre-approved by SCDM. Canvassing or distribution of advertising material by an exhibitor will not be permitted

outside of the exhibitor’s booth space.

Canvassing or marketing of any products or services in any part of the exhibit hall or meeting rooms by anyone

representing a non-exhibiting firm is strictly prohibited.

SCDM must be notified of an exhibitor’s intent to distribute food or beverage items in the exhibition hall. All such

items must be approved by SCDM and ordered directly from the Annual Conference hotel, the Hyatt Regency

Bellevue. Exhibitors are not permitted to bring in outside food or beverages.

Subletting of exhibit space is not permitted. Sharing of exhibit space is not permitted unless it is within divisions of

the same company. Any space sharing must be pre-approved by SCDM.

SCDM reserves the right to reject any exhibit application submitted; to reject, prohibit, restrict or otherwise require

modification of any exhibit for any reason; and to evict or bar any exhibitor whose conduct or materials are

objectionable to SCDM for any reason.

Exhibitors will not affix, nail or otherwise attach anything to the walls, doors, floors or columns of the exhibit hall

except where a nail strip is provided or by the permission of SCDM and the Hyatt Regency Bellevue.

All illuminated displays and other equipment requiring electrical current must conform to local electrical codes. All

extension cords must be 3-wire grounded and U.L. approved. More information on the specific requirements for

electrical equipment will be included in the exhibitor service kit which will be provided closer to the actual show.

Exhibitors are required to conform to all local labor regulations in the installation and dismantlement of their booth

and exhibit fixtures. More information on the specific labor regulations in effect will be included in the exhibitor

service kit.

SCDM must be notified of any on property or offsite events scheduled by exhibitors or sponsors. Scheduling of

offsite events that compete with SCDM scheduled events in prohibited.

PAYMENT

All payments must be made in U.S. dollars (USD). To ensure proper credit, please send a copy of your invoice with

your payment. For questions about your invoice, please contact us at [email protected].

Credit card payments, money orders and direct wire transfers in USD (and EURO) are accepted. If sending payment

by wire transfer, please use the following bank/wire transfer details;.

Bank/Wire Transfer Payable to:

Bank Account Holders Name: Society for Clinical Data Management

Bank Account Holders Address: Boulevard du Souverain 280, B- 1160 Brussels, Belgium

ING Belgium

IBAN Code: BE78310177451886

BIC: BBRUBEBB100

IMORTANT NOTE: Please clearly indicate your invoice reference or description and company name for any

processed payment. This is applicable for all means of payment, wire/bank transfer, credit card or check.

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SPONSORSHIP & EXHIBITOR CONTRACT INFORMATION

EXHIBIT, SPONSORSHIP & ADVERTISING PAYMENT

Payment is due in full to reserve booth space and to secure sponsorship packages and to benefit from any

advantages in return. Payment is due with the duly completed application and signed contract. If full payment is not

received latest by August 24, 2018, SCDM reserves the right to release booth space and/or sponsorship

opportunities.

ADDITIONAL ATTENDEES

Limited complimentary registration and exhibition booth passes are included in Knowledge Partner, Technology,

Diamond, Platinum, Gold and Silver sponsorships, as well as with a booth-only package.

ASSIGNMENT OF EXHIBITION SPACE

Exhibitors select their space via an online exhibition floorplan. SCDM reserves the right to move any exhibitor to

another booth location if necessary and will inform exhibitors accordingly.

HOLD HARMLESS CLAUSE

The exhibitor assumes the entire responsibility and liability for losses, damages and claims arising out of injury or

damage to the exhibitor’s displays, equipment and other property brought upon the premises of the exhibit facility and

shall indemnify and hold harmless the Society for Clinical Data Management, the Hyatt Regency Bellevue, the exhibit

hall service contractor HERITAGE and each of their employees and agents from any and all such losses, damages

and claims. In addition, the exhibitor acknowledges that it is the sole responsibility of the exhibitor to obtain business

interruption and property damage insurance covering such losses by the exhibitor.

CANCELLATION POLICY

Written notification must be sent to the SCDM administrative office if an exhibitor, sponsor or advertiser wishes to

cancel or reduce exhibit space, sponsorship package, add-ons or advertising, after assignment has been made.

Please note that when you cancel your sponsorship and/or exhibit booth, all of the benefits included in the package

are forfeited. The following cancellation fees apply:

DATE OF CANCELLATION APPLICABLE PERCENTAGE OF TOTAL

Contract signature – December 1, 2017 25% of total amount due

December 2, 2017 – May 1, 2018 50% of total amount due

May 2, 2018 – Conference start No Refunds

sponsorship & exhibition opportunities · to help maximize your investment at the conference,...

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