Contract Regulations

path to beach and ocean in Pensacola FL

Application

This application for space, with payment and formal notice of assignment, constitutes a contract for the right to use the exhibit space. All sponsors and exhibits are subject to the following regulations:

  • Applications are processed and assignments are made in the order received.
  • Space and tabletops included in rates listed on sponsorship registration form.
  • Sponsorship payment must accompany this application to be processed.
  • Deadline for application is July 31, 2025.

Arrangements

Exhibits must be arranged so as not to obstruct the general view or hide exhibits of others. The standard equipment provided for the sponsor by Advanced Retinal Therapeutics Institute will consist of one draped table with pleated skirt, two chairs. Sponsors are responsible for providing their own tabletop identification sign and name tags.

Installation and Dismantle

INSTALLATION OF EXHIBITS: Saturday, September 13, 2025, from 5:30 am to 6:30 am (Possible setup the night before on September12, TBD). EXHIBIT HALL HOURS: Saturday, September 13, 2025, from 7:00 am to 6:30 pm and Sunday, September 14, 2025, from 7:30 am to 1:00 pm.
(Note: The sponsor agrees not to dismantle, pack, or remove any part of this exhibit until the close of the exhibit hall at 1:00 pm on Sunday, September 14, 2025.)

Building and Equipment

The sponsor will be held liable for any and all damage to walls, doors, tabletops, equipment, or furnishings.
Conditions: No sponsor shall assign, sublet, or share the whole or any part of the space allotted. No sponsor is permitted to show goods or services other than those manufactured or provided by his/her firm in the regular course of business. No firm, organization, or individual not assigned tabletop space in the exhibit hall will be permitted to solicit business in any manner within the exhibit hall. Admission is not available to firms qualified to exhibit but not assigned space. If Advanced Retinal Therapeutics Institute should fail to hold the exhibit as herein provided, or to furnish to sponsor the space herein described, it shall promptly refund to the sponsor all sums paid hereunder, and such refund shall be accepted by sponsor in full settlement of all loss or damages suffered by sponsor.

Safety Codes

The sponsor assumes full responsibility for complying with city and hotel regulations concerning fire, safety, and health. It is understood that all exhibit materials shall be flameproof and bottled gas, or any other type of flame will not be permitted. All electrical displays and equipment must be wired in accordance with requirements. If you are in need of electricity for your booth, please bring an extension cord.

Solicitation

All demonstrations and interviews must be conducted within assigned tabletop space. All sponsor printed materials, souvenirs, and other articles must be distributed within assigned tabletop space. Absolutely no sponsor will be allowed distribution of printed materials, souvenirs, or other articles in or around the registration area, educational sessions, or exhibit hall entrance(s). Food and beverages, giveaways, and other promotional techniques may be utilized with prior authorization. Violation of that regulation may result in the eviction of a sponsor.

Restrictions

Advanced Retinal Therapeutics Institute reserves the right to restrict exhibits which, because of noise, method of operation, or any other reason, become objectionable. Exhibits, which in the opinion of Advanced Retinal Therapeutics Institute, detract from the general character of the exhibit as a whole will be prohibited. In the event of an eviction, Advanced Retinal Therapeutics Institute is not liable for any refunds. Sponsors are not allowed to place furniture or displays in/on aisles, or on the hotel walls.

Liability

Management will employ reasonable precautions for safeguarding the sponsor’s property. Neither Advanced Retinal Therapeutics Institute nor the Hilton Pensacola Beach Hotel will be liable for the loss or damage to the sponsor’s property or their representatives from theft, fire, accident, loss in transit, or other causes. Injury to persons, loss, or damage to property shall be the liability of Advanced Retinal Therapeutics Institute or the Hilton Pensacola Beach Hotel only in cases of negligence. The sponsor shall assume all liability for damage to the exposition facility due to their exhibit and shall indemnify Advanced Retinal Therapeutics Institute and the Hilton Pensacola Beach Hotel of all liability which might ensue from their exhibit or presence at the convention.

Admission

Exhibit Hall admission is by official badge only. All employees of exhibiting companies are permitted to wear sponsor name badges.

Regulations

These regulations are a part of the contract between the sponsor and Advanced Retinal Therapeutics Institute formulated in the best interest of the sponsor for each booth/table space rented. Points not covered in this contract are subject to the decision of Advanced Retinal Therapeutics Institute.

Payment

Make your checks payable to: Advanced Retinal Therapeutics Institute

**All refund requests must be submitted in writing and may be mailed to:
GCOS 2025
Attn: Kellie Krueger
5150 N Davis Highway
Pensacola, FL 32503

OR

emailed to kkrueger@southerneyenetwork.com
30 days prior to the event, FULL REFUND MINUS $25 PROCESSING FEE
29 – 15 days prior to the event, 25% REFUND
Less than 14 days prior to the event, NO REFUNDS WILL BE MADE