Dear Exhibitor,

The International Society for Pharmacoepidemiology (ISPE) invites you to exhibit at its 18th International Conference on Pharmacoepidemiology (ICPE). The 18th ICPE will be held at the Edinburgh Conference Centre on the Heriot-Watt University Campus, Edinburgh, Scotland, UK, 18-21 August 2002.

The ICPE is the preeminent conference on pharmacoepidemiology. It provides a unique scientific forum to learn about the use and effects of drugs in large populations, identification of rare adverse effects of drugs, promotion of more-rational prescribing practices, and recognition of new therapeutic benefits of drugs. Exhibiting by tabletop display at the ICPE is a prudent way to network with leaders from academia, government, and industry.

The Scientific Program Committee is working to make this conference ISPE's biggest and best yet! Visit the ISPE website www.pharmacoepi.org, then hit "Annual Meeting 2002" button to view the preliminary agenda and other meeting related information.

Edinburgh is perhaps the most exciting city in the UK to visit at the present time. Once again the seat of devolved government in Scotland, it is a dynamic centre of commerce and culture. There will certainly be an organized Conference social program, but in addition, delegates will want to know that the ISPE annual meeting coincides with the Edinburgh International Festival and Fringe. This 3-week long Festival provides a huge range of theatrical, musical, comedy and just plain strange events to suit all tastes.

More than 500 epidemiologists, researchers, physicians, and decision-makers from across the globe will participate in this conference. They look forward to learning how your products and services can help them perform their jobs better, more effectively, and more economically. Truth be told, you cannot afford to miss this meeting! So mark your calendars today.

Exhibit space is limited. I encourage you to send in your application and payment now. Please call the ISPE office at (301) 718-6500 x 6536, if you have questions.

Sincerely,

Mark Epstein, ScD
Executive Secretary

Conference Site

Edinburgh Conference Centre
Heriot-Watt University
Riccarton, Edinburgh, EH14 4AS
Tel 011-44-131-451- 3663
Fax 011-44-131-451-3199
CONTACT: Isobel Johnstone

Exhibit Dates & Hours (Preliminary)

Monday, August 19	0400-0700 * 0730-0830 1000-1030 1230-1430	Exhibits Set-Up Exhibits Open Exhibits Open Exhibits Open
Tuesday, August 20	0700-0800 1000-1030 1200-1400 1700-1800	Exhibits Open Exhibits Open Exhibits Open Exhibits Open
Wednesday, August 21	0730-0830 1000-1030 1200-1400 1400-1600	Exhibits Open Exhibits Open Exhibits Open Exhibits Open
* There is a social function in the exhibit hall Sunday evening.

Exhibit Space

Exhibitors are restricted to tabletop exhibits only because of the space constraints. Each exhibitor will have an area approximately 9'wide x 6'deep (2.7m x 1.8m) including a 5' table (1.5m x 0.75m), tablecoth, 2 chairs, and a booth sign. The exhibits will be in James Watt II, which is fully carpeted. For electrical or telecommunications services, or any additional equipment, please contact Isobel Johnstone, Heriot-Watt University, at 011-44-131-451- 3663.

Badges

Each exhibit space includes 1-complimentary registration badge. This badge will allow entrance to all meeting sessions, the Sunday evening Welcome Reception, the Monday evening social event (Dynamic Earth), and all coffee breaks and lunches. BADGES ARE NOT TRANSFERABLE. Additional badges for representatives will be provided at a discounted registration rate.

Shipping Information

All supplies for the meeting should be addressed as follows:

Isobel Johnstone
ISPE Conference
Edinburgh Conference Centre
Heriot-Watt University
Riccarton Campus
Edinburgh EH14 3ED
Scotland, United Kingdom

Your shipment should arrive at the Centre no earlier than Friday, 16 August 2002. Storage space is limited. Exhibitors are responsible for moving their material from the loading bay, which is only a few feet from the exhibit hall, to their space. If you have questions, please contact Isobel Johnstone at 011-44-131-451- 3663.

Housing

Most participants will stay at Heriot-Watt University. ISPE has reserved a large block of rooms. Housing at Heriot-Watt is available only through ISPE. Please click here for information about housing.

Exhibitor Application and Contract for Exhibit Space (pdf version)
Exhibitor Application and Contract for Exhibit Space (Word version)

Conference Centre Exhibit/Event Organizer's Handbook

1. Assignment of Space: ISPE will determine exhibitor space assignment. Once space is approved, an exhibit can only be moved with the mutual consent of ISPE and the specified exhibitor. Exhibitors will be given directions for installing and dismantling exhibits. All displays must be set up at least one-hour prior (i.e., 0630) to the official opening of the meeting on Monday, August 19. Space not set up by that time may be reassigned by ISPE.

2. Payment: Payment in full is required with a completed application for exhibit space. A completed form and payment must be received by July 15 to ensure inclusion in the final program book. Exhibitors are responsible for special equipment and services.

3. Cancellations: Cancellations in writing to ISPE on or before July 15, 2001 will receive the entire exhibitor fee less a $250.00 processing fee. No refunds will be made after July 15.

4. Care of Exhibit Space: Exhibitors must maintain and keep their exhibit space and the contracted space in good order, at their expense.

5. Insurance: In all cases, exhibitors wishing to insure their goods must do so at their own expense.

6. Protection of Exhibit Space: Nothing shall be posted, tacked, nailed, screwed, or otherwise attached to columns, walls, floors, or other parts of the Conference Centre without the permission of ISPE and a representative of the Conference Centre. Packing, unpacking, and assembly or exhibits shall be done in designated areas and conform to instructions of ISPE or Heriot-Watt representatives.

7. Default Occupancy: An exhibitor who fails to occupy contracted space is not relieved of the obligation to pay for such space at the full rental price, and ISPE shall have the right to use that space.

8. Use of Space: Exhibits will be permitted in the official exhibit area established by ISPE. Exhibitors shall not distribute printed matter, samples, or souvenirs, except from rented space. There shall be no sales of any kind, for neither cash or credit, for immediate or future delivery, nor shall there be any order taking.

9. Cancellation or Relocation of Meeting: If cancellation or relocation of meeting is due to circumstances within ISPE's control, ISPE's liability will be limited to a refund of fees to the exhibitor. If ISPE has no control over the cancellation or relocation, ISPE will have no liability of any kind, but may at its discretion, refund any fees paid by the exhibitor.

10. Liability: ISPE does not assume any responsibility for the protection or safety of the exhibitor, its official, agents, or employees. ISPE does not assume any responsibility for the protection of property of the exhibitor or their representatives, or of the property used in connection with the exhibit, from theft, damage, or destruction. Small or easily portable articles shall be properly secured or removed after exhibit hours and placed in safekeeping by the exhibitor. The exhibitor agrees to hold ISPE from all such claims and claims of liability of any kind arising from the activities of the exhibitors, its representatives, or from the display or use of property of the exhibitor. ISPE shall not be liable for the exhibitor for failure to provide space to an exhibitor if non-delivery is due to destruction to the building or the exhibit space.

11. Edinburgh Conference Centre Provisions: Exhibitors must comply with the Conference Centre Exhibit/Event Organizer's Handbook.

12. Violation of Condition: The following actions shall constitute a violation of "Conditions of the Exhibitor Agreement": 1) violation of any municipal, state, or national laws, rules, or regulations, including safety codes; and 2) failure to follow procedures prescribed in Sections 1-11.

NOTES:

1. Our experience suggests that often the person(s) who staff a display and the person(s) who arranged for the exhibit are not the same. Please ensure that the person on-site is aware of all the services that have been ordered and has copies of all orders placed.

2. Only tabletop displays will be used this year; no exceptions.

 

Last updated: 14 July, 2002