PROSPECTUS Exhibitor & Sponsorship - NEW LOGO - Neuroscience Education Institute
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NEW LOGO
Exhibitor & Sponsorship
PROSPECTUS
Reach up to 500 U.S.-based
Mental Health Care Professionals!
28 Booths Available
6 Industry Symposia Slots
#NEISynapseStrengthen Your Synapses NEI Synapse, held at the Omni Nashville Hotel, is an educational experience that offers all the essential psychopharmacology education mental health clinicians have come to expect from the Neuroscience Education Institute (NEI) in an intimate setting. This conference focuses on advancing professionals’ clinical knowledge and optimizing patient care. At NEI Synapse, expert faculty share insight and cutting-edge research on mental health treatments, benefits, side effects, drug interactions, and management in the uniquely NEI way, high science education simplified in a digestible format, enhanced by unmatched animation and excellent production value. Beyond the educational sessions, participants will benefit from opportunities to interact and engage with faculty and peers to enhance their NEI Synapse experience. NEI Synapse attendees will explore the Exhibit Hall, Industry Symposia and participate in other promotional opportunities to research products and services that may help them improve their patient care. Empower and inform 500 U.S.-based prescribers by supporting this transformational event. The 8th annual NEI Synapse is a conference that cannot be missed! We look forward to seeing you there. Sincerely, Sheri Mills Austin Drysch President Manager, Grant Development 817.223.4256 760.203.4725 smills@neiglobal.com adrysch@neiglobal.com 2| 2023 NEI Synapse PROSPECTUS
Table of Contents
General Information...........................................................................................................4
About NEI Synapse Attendees...........................................................................................5
Exhibit Opportunities.........................................................................................................6
Exhibitor Schedule............................................................................................................. 7
Advertisement Opportunities.............................................................................................8
Industry Symposia.............................................................................................................10
2023 NEI Synapse Order Form & Agreement................................................................... 11
2023 NEI Synapse Rules & Regulations.............................................................................14
3| 2023 NEI Synapse PROSPECTUSGeneral
Information
Location Conference Dates Exhibit Hall Date
The Omni Nashville Hotel March 30 - April 1, 2023 March 31, 2023
250 Rep. John Lewis Way South Thursday-Sunday Friday
Nashville, TN 37203
We Listened! Based on your feedback we’ve updated the exhibit
hall to one day with two hours of dedicated engagement.
Property Map
General Sessions (CME)
Legends Ballroom
Industry Symposia (non-CME)
Broadway East Ballroom
Industry Symposia
Broadway East Ballroom
General Sessions Exhibit Hall
(CME)
Legends Ballroom
Broadway West Ballroom
Exhibit Hall
Broadway West Ballroom
Hotel Accommodations Contact Us
Hotel Tower The Omni Hotel, Nashville TN Pharmaceutical Companies & Medical Affairs
Sheri Mills
NEI President
Room Rate From $299/night + tax
817.223.4256
smills@neiglobal.com
Cutoff Date February 27, 2023 (For discount)
All Other Companies
Reservations Info http://nei.global/synaccomm Gabriela Chevalier
Associate, Account Manager
760.203.4720 ext. 100
Cancellation Policy Hotel reservations are non-refundable gchevalier@neiglobal.com
SAVE THE DATE!
2023 NEI Congress 2024 NEI Congress
November 9-12, 2023 November 6-10, 2023
The Broadmoor, The Broadmoor,
Colorado Springs, CO Colorado Springs, CO
4| 2023 NEI Synapse PROSPECTUSAbout NEI
Synapse Attendees
92% of NEI Members have
US prescribing privileges
Discipline
4%
Physician Assistant (PA)
7%
61% UP TO 500 3% Registered Nurse (RN)
EXPECTED Other
Nurse Practitioner (NP)
ATTENDEES
25%
Physician (MD/DO)
Speciality Geography
Psychiatry - 94%
2% Internatioanal
Primary Care - 3% 17%
West 18%
22%
Northeast
Psychology - 1% Midwest
Pharmacy - 1%
Other - 1% 16%
Southwest
25%
Southeast
98%
of attendees are
US-based!
Attendees Treat the Full Spectrum of Mental Health Illnesses Every Week:
98% 94% 90% 85% 77%
treat patients treat patients with treat patients treat patients with treat patients
with Depression Bipolar Depression with ADHD Opioid Use Disorder with Schizophrenia
98% 72% 42% 38% 23%
treat patients with treat patients with treat patients with treat patients with treat patients with
Insomia Agitation Tardive Dyskinesia Postpartum Depression Narcolepsy
5| 2023 NEI Synapse PROSPECTUSExhibit
Opportunities
Only 25 booth spaces available for your chance to interact with 500+ attendees.
Reserve your booth today!
View Exhibit Hall Floorplan Exhibit Promo-Kit Packages
Booth space will be assigned on a first-come, Maximize your exposure and receive a 15%
first-serve basis. View the floorplan for current discount on your advertisement needs! Details on
availability and submit pages 11-13 to reserve page12.
your spot.
Booth Fees:
10’ x 10’ $3,250 10’ x 20’ $6,500
10’ x 30’ $9,750 20’ x 20’ $13,000
Virtual Booth Fees:
Premium: Reserve your spot in the first row of virtual booths. Results in a 100% increase in click
$10,000
throughs from the standard booth.
Priority: Reserve your spot in the first row of virtual booths. Results in a 50% increase in click
$7,500
throughs from the standard booth.
Standard $5,000
Exhibiting Benefits:
• Engage with prescribers who are engaged learners, eager to improve patient outcomes
• Five-hours of exhibit hall time
• Two hours of unopposed exhibit hall time
• Company overview in the Conference Program Guide and Mobile App
• Exhibitor Badges
• Exhibitor Lounge access with complimentary refreshments
• Complimentary Wi-Fi
• Back and side wall draping (black) for non-island booths
• One draped (black) table (6’ x 30”) and two chairs for 10’ x 10’ booths
• Access to discounted promotional kits
Exhibiting Company Overview & Badge Registration
Submit your company overview online by January 20, 2023. Exhibiting company overviews are included in the Conference
Program Guide and Mobile App, provided to all conference attendees.
Upload your company logo by January 20, 2023. Your logo will be added to the mobile app.Upload your logo here.
Register your booth personnel online by March 13, 2023. Exhibitor badges are for the Exhibit Hall only. To attend CME
sessions, a full conference registration is required—register here.
6| 2023 NEI Synapse PROSPECTUSExhibitor
Schedule*
Five Exhibit Hours, two unopposed hours*
Thursday, March 30
RUSH TIMES
11:15 am – 4:00 pm Exhibit Hall Setup & Booth Move-In
Friday:
8:00 am – 6:00 pm Exhibitor Check-In / Registration
9:45 am – 10:45 am
Friday, March 31 3:00 pm – 4:00 pm
9:45 am – 12:05 pm Exhibit Hall Open
12:05 pm – 1:05 pm Exhibit Hall Closed for Lunch
1:05 pm – 4:00 pm Exhibit Hall Open
Exhibit Hall Closed / Exhibit Hall
4:00 pm
Breakdown†
*Schedule is subject to change. Booths must be staffed during all open hours. NEI recommends staffing booths 15 minutes prior to Exhibit Hall
open hours, to accommodate any adjustments to General Sessions scheduling.
†
Each exhibitor is responsible for making sure all materials are removed from the exhibit area by 10:00 pm on Friday, March 31. Displays should not
be dismantled before 4:00pm.
7| 2023 NEI Synapse PROSPECTUSAdvertisement
Opportunities
Exclusive Opportunity
Conference Program Guide Hotel Room Key Cards - $15,000
Place your advertisement in the Conference Program Personalize the Omni Nashville Hotel room keycards with
Guide, a full color 8.5” x 11” print piece, provided to all your logo or advertisement. Electronic artwork must be
NEI Synapse attendees in their conference bag. Electronic submitted by the sponsor. NEI will manage production and
artwork must be submitted by the sponsor. onsite logistics.
Mobile App Announcement - $2,000
Advertisments Price
Drive attendees to your booth or Industry Symposia with a
Centerfold (Two-Page Spread) $5,500 graphic or video announcement pinned to the activity feed
home page of the conference mobile app. Each message
Inside Front Cover (Full-Page) $2,750
includes a custom title and a customized image or video link.
Inside Back Cover (Full-Page) $2,750 Title and image/ video must be created and provided by
the sponsor. NEI will schedule and deploy announcements.
Run-of-Book (Two-Page) $4,500
Announcements are appropriately timed to maximize your
Run-of-Book (Full-Page) $2,250 traffic.
Run-of-Book (Half-Page) $1,125 Mobile App Push Notification - $2,500
PI Page $1,250 per Send a customized text message to attendees who have
downloaded the conference mobile app. A custom text
Hotel Room Door Drop - $8,000 message (140-character maximum) must be created and
provided by the sponsor. NEI will schedule and deploy
Hotel room door drops allow you to deliver your own
announcements. Announcements are appropriately timed to
company literature right to attendees’ hotel doors at the
maximize your traffic.
Omni Nashville. Materials must be created and shipped to
the hotel by the sponsor. NEI will manage on-site logistics. Desktop Push Notification - $2,500
Tote Bag Insert - $5,500 Send a customized message to all virtual attendees on the
virtual platform. NEI will assist in scheduling and deploy
Place a custom insert into the NEI Synapse tote bags that
announcements. Announcements are appropriately timed to
are distributed to registered attendees as they check in.
maximize your traffic.
Materials can be up to 8.5” x 11” in size and double-sided.
Materials must be created and shipped to NEI’s fulfillment Daily Emails Advertisement - $10,000
house by the sponsor.
Bring more attendees to your exhibit booth or Industry
Conference Email Blast - $12,000 Symposia with a graphic advertisement included in the
daily emails that NEI sends to all attendees. Sponsors must
Send a custom email blast to all registered NEI Synapse
provide artwork as an electronic file.
attendees. Custom email must be provided by the sponsor.
NEI will manage distribution on the sponsor’s behalf.
Conference Direct Mailer - $3,000
Send a custom print mailing to all registered NEI Synapse
attendees. Materials must be created and shipped to NEI’s
fulfillment house by the sponsor. The sponsor must use NEI’s
fulfillment house for mailed distribution.
8| 2023 NEI Synapse PROSPECTUSAdvertisement
Opportunities
Exclusive Opportunity
Conference Badge Lanyards - $17,500 Virtual Attendee Box - $81,000
Place your logo on the NEI Synapse lanyard that attendees Draw attendees to your company message, industry
wear with their required name badge. Electronic artwork symposium, or exhibit booth prior to the event. The NEI
must be submitted by the sponsor. NEI will manage Congress Attendee Box will be sent to all virtual attendees
production and onsite logistics. with conference materials prior to the event and will include
shared marketing space for you to advertise with NEI.
Conference Tote Bags - $30,000
Electronic artworks must be submitted by the sponsor. NEI
Place your company or product logo on conference bags
will manage production and onsite logistics.
distributed to attendees as they check in at NEI Synapse.
Electronic artwork must be submitted by the sponsor. NEI will Lighted Advertisement Tower - $17,500
manage production and onsite logistics Enlighten attendees with your message with a four-panel
lighted display tower located near the entrance to the Exhibit
Cube Towers
Hall. Electronic artwork must be submitted by the sponsor.
Promote your message on stackable cubes that are sure to
NEI will manage production and onsite logistics.
catch the eyes of attendees as they pass by. Each stackable
tower includes three cubes, and each cube has four sides. Conference Wi-Fi Sponsor - $17,500
Electronic artwork must be submitted by the sponsor. NEI will Increase your exposure throughout the conference venue
manage production and onsite logistics. by sponsoring free Wi-Fi internet access to all NEI Synapse
attendees. The Wi-Fi sponsorship includes two branded
Cube Tower Price Wi-Fi information display signs, a custom landing page, and
One $17,500 customized Wi-Fi network name and password. Sponsorship
recognition will additionally appear in the NEI Synapse
Two $30,000 Program Guide and Mobile App. The sponsor must provide
artwork as an electronic file. NEI will manage production and
Exhibit Hall Charging Station - $17,500
onsite logistics.
Provide a 10’ x 20’ charging station lounge in the Exhibit Hall
to allow NEI Synapse attendees to recharge cellular phones Exhibit Hall Aisle Floor Decals - $12,500
and other personal electronic devices. Attendees will relax Increase your awareness by promoting your logo or
in comfortable seating as they plug in and recharge. The advertisement on floor decals placed along the aisles in the
sponsors signage will be displayed in the charging lounge. Exhibit Hall. Electronic artwork must be submitted by the
Electronic artwork must be submitted by the sponsor. NEI will sponsor. NEI will manage production and onsite logistics.
manage production and onsite logistics.
Exhibit Hall Coffee Stations - $15,000
Virtual Lobby Advertisement - $30,000 Perk up conference attendees by sponsoring the morning
Promote your message with a virtual lobby advertisement on coffee breaks in the Exhibit Hall on Friday. The coffee station
NEI’s newly redesigned virtual platform. Two total available. will include your company name/logo on disposable coffee
Electronic artwork must be submitted by the sponsor. cups and napkins. Electronic artwork must be submitted by
the sponsor. NEI will manage production and onsite logistics.
9| 2023 NEI Synapse PROSPECTUSIndustry
Symposia
Discuss issues on patient education, specific products, services, or new clinical science to a dedicated audience of opt-in clinicians
who have chosen to attend your Industry Symposium, Disease State or Medical Affairs event.
To secure your preferred slot (see page 12 for available options), complete and submit pages 11-13. Slots are assigned on
a first-come basis. NEI reserves the right to approve agreements and limit competing topics/products. Symposia are not for
CME credit. A booth rental is required to host an Industry Symposium, Disease State or Medical Affairs event, or other
customized activity that involves conference attendees.
Industry Symposium Benefits:
• Meals are provided by NEI through attendee registration fees—no “Sunshine Act” reporting required.
• Private ballroom is assigned for your Symposium, Disease State or Medical Affairs event to comply with ACCME guidelines.
NEI does not guarantee an audience size.
• Non-competing sessions to maximize attendance. Industry events do not overlap with our CME programs or other
industry events.
• Complimentary session scanning units. NEI will provide six (6) session scanning units onsite for you and your staff to scan
and track attendees. Staff to scan will NOT be provided, so please plan accordingly. Attendance reports will be available 7
days after the conference.
• Professional moderator to welcome attendees and introduce faculty. One (1) professional moderator will be onsite to
provide your team with any logistical assistance.
• Audio-visual equipment and show technician. NEI will provide lavalier mics for up to two (2) presenters,, two (2) screens,
one (1) projector, one (1) show computer with Windows 10 and PowerPoint (16:9 PowerPoint recommended), one (1)
wireless cue/remote slide advancer, one (1) large speaker timer, one (1) confidence monitor, and one (1) acrylic podium with
microphone. Additional A/V equipment can be purchased.
• Six (6) additional exhibitor badges for Industry Symposia staffing purposes. Must register online by March 13, 2023.
• Complimentary listing on conference mobile app, online agenda, and onsite signage. NEI does not guarantee an audience
size.
The sponsor is responsible for: content development of the presentation (agencies or 3rd party providers can assist the company),
door monitors/staff to welcome and scan attendee badges, all speaker related costs (flights, honorarium, accommodations,
conference registration, etc.), and the design, development, and production of any promotional material (subject to NEI’s
approval)—all material must include disclaimer statement on page 18.
Session title, overview, and presenter information must be submitted online to NEI by February 6, 2023. Industry personnel
must be registered online by March 13, 2023. See pages 17-19 for additional guidelines.
10 | 2023 NEI Synapse PROSPECTUS2023 NEI Synapse Prospectus
Order Form & Agreement
This legally binding agreement is made between the Company listed below (“Company”) and the Neuroscience
Education Institute (“NEI”).
COMPANY INFORMATION: PRIMARY CONTACT:
COMPANY NAME CONTACT NAME
PARENT COMPANY CONTACT TITLE
COMPANY MAILING ADDRESS CONTACT PHONE
CITY: STATE: ZIP: CONTACT EMAIL
INDUSTRY SYMPOSIUM INFORMATION: SECONDARY CONTACT:
(if applicable) (if applicable)
SESSION TYPE (INDUSTRY SYMPOSIUM / DISEASE STATE / MEDICAL AFFAIRS) CONTACT NAME
SESSION TITLE / TOPIC CONTACT TITLE
PROPOSED SPEAKER CONTACT PHONE
CONTACT EMAIL
By submitting this signed agreement, you (an authorized representative of the Company) hereby:
EXHIBITOR, ADVERTISER, AND SPONSOR AGREEMENT: Acknowledge that you fully understand and agree to abide
by all the 2023 NEI Synapse Prospectus Rules and Regulations published on pages 14-19 of this prospectus. Any exhibitor
and/or sponsor who violates or fails to abide by all such Rules & Regulations will result in a breach of the agreement
by the company and gives NEI the right to evict any exhibitor and/or sponsor that violates this policy. Agree to NEI’s
zero-tolerance cancellation and no-refunds policy. NEI reserves the right to approve all agreements and may restrict
inappropriate products/services. Agree to the payment terms, listed on pages 14, which state that payments are due in full
by December 1, 2022.
INDUSTRY SYMPOSIA AGREEMENT: Acknowledge that this is a legally binding agreement once signed and submitted
to NEI. Agree to the payment terms, listed on pages 14, which state that payments are due in full by December 1, 2022. If
full payment is not received by the above deadline, NEI has the right to forfeit the agreement, and give the opportunity to
the next applicant (in priority order). Agree to NEI’s zero-tolerance cancellation and no-refunds policy. Written notification
of cancellation must be received by Sheri Mills (smills@neiglobal.com). The company shall remain liable to NEI for the total
sponsorship fee for the cancellation. The company additionally acknowledges that attendance projections are an estimate
and not a guarantee. You fully understand and agree with all the 2023 NEI Synapse Prospectus Rules and Regulations
published on pages 14-19 of this prospectus.
SIGNATURE DATE NAME & TITLE
Please complete and return the remaining order form on pages 11-13 and payment information on page 13.
11 | 2023 NEI Synapse PROSPECTUS2023 NEI Synapse Prospectus
Order Form & Agreement
EXHIBIT BOOTH FEES
Size Fee Size Fee
10’ x 10’ Booth $3,250 10’ x 20’ Booth $6,500
10’ x 30’ Booth $9,750 20’ x 20’ Booth $13,000
Booth Preference: 1st ______________________________ 2nd ______________________________ 3rd _______________________________________
Competitors: ___________________________________________________________________________________________________________________
Virtual Booth: Premium – $10,000 Priority – $7,500 Standard – $5,000
INDUSTRY SYMPOSIA FEES
Date Time-slot Estimated Clinicians* Fee Sponsor
Wednesday, March 29, 2023 Poster Reception 150 $65,000 RESERVED
Thursday, March 30, 2023 Breakfast 250 $150,000 AVAILABLE
Thursday, March 30, 2023 Lunch 500 $255,000 SOLD
Thursday, March 30, 2023 Dinner 375 $200,000 SOLD
Friday, March 31, 2023 Breakfast 250 $150,000 SOLD
Friday, March 31, 2023 Lunch 500 $255,000 RESERVED
Friday, March 31, 2023 Dinner 375 $200,000 AVAILABLE
Saturday, April 1, 2023 Breakfast 250 $150,000 AVAILABLE
Add on Simulcast option $40,000 AVAILABLE
*Audience size is not guaranteed and could be comprised of a live audience and a simulcast audience. A booth rental is required to host an industry event. Meals are provided by
NEI through attendee registration fees.
EXHIBIT BOOTH PROMO-KIT† INDUSTRY SYMPOSIA PROMO-KIT‡
All your booth advertisement needs in one—includes a Everything you need to market your Industry Symposium
Conference Program Guide Advertisement (Run-of-Book Full event to conference attendees—includes a Hotel Room
Page), Tote Bag Insert, and Mobile App Push Notification at a Door Drop, Conference Email Blast, and Mobile App Push
15% discount! Notification at a 20% discount!
Promo-Kit Order Form Promo-Kit Fee INDUSTRY SYMPOSIA ADD-ONS‡
Industry Symposia Promo-Kit $18,000 Audience Response System $4,000
Exhibit Booth Promo-Kit $10,625 Video Recording File $12,500
Video Recording &
$4,000
†Requires purchase of an Exhibit Booth NEI Disease State Portal
‡Requires purchase of an Industry Symposia event PI Stand (# of stands: ________ ) $350 per
12 | 2023 NEI Synapse PROSPECTUS2023 NEI Synapse Prospectus
Order Form & Agreement
ADVERTISEMENT FEES
Item Fee Item Fee
Conference Program Guide Hotel Room Door Drop $8,000
Centerfold (Two-Page Spread) $5,500 Tote Bag Insert $5,500
Inside Front Cover (Full-Page) $2,750 NEI Virtual Attendee Box $81,000
Inside Back Cover (Full-Page) $2,750 Conference Email Blast $12,000
Run-of-Book (Two-Page) $4,500 Conference Direct Mailer $3,000
Run-of-Book (Full-Page) $2,250 Mobile App Announcement $2,000
Run-of-Book (Half-Page) $1,125 Mobile App Push Notification $2,500
PI Page (# of pages: _________ ) $1,250 per page Conference Badge Lanyards $17,500 SOLD
Cube Towers Conference Tote Bags $30,000
One Cube Tower $17,500 Conference Wi-Fi Sponsor $17,500
Two Cube Towers $30,000 Exhibit Hall Aisle Floor Decals $12,500
Lighted Advertisement Tower $17,500 Exhibit Hall Coffee Stations $15,000
Hotel Room Key Cards $15,000 Exhibit Hall Charging Station $17,500
Virtual Lobby Advertisement $30,000 Desktop Push Notification $2,500
Daily Email Advertisement $10,000
PAYMENT INFORMATION:
Total Amount: $_______________ Invoice required Formal LOA required
Payment Method: Credit Card (payments up to $10,000) Check (payable to Neuroscience Education Institute)
CREDIT CARD NUMBER CARDHOLDER PRINTED NAME
EXPIRATION DATE CVV CARDHOLDER SIGNATURE DATE
BILLING ADDRESS
CITY: STATE: ZIP:
SUBMIT THIS ORDER FORM & AGREEMENT TO:
Email: Sheri Mills (smills@neiglobal.com)
Fax: (760) 931-8713, Attn: Sheri Mills
Mail: Neuroscience Education Institute
Attn: Synapse Accounting
2720 Neilson Way FL 1 #5355
Santa Monica, CA 90409
13 | 2023 NEI Synapse PROSPECTUS2023 NEI Synapse
Rules & Regulations
The following 2023 NEI Synapse Prospectus Rules and Regulations are fully incorporated as part of the agreement between the
exhibiting, sponsoring, and/or advertisement company (“Company”) and the Neuroscience Education Institute (NEI).
NEI SYNAPSE NAME AND LOGO USAGE: its sole discretion for acts beyond its reasonable control,
The NEI Synapse name, logo, or other identifying branding which may include, but is not limited to: fire, strike, damage,
may not be used in signs, advertising, or other promotional construction or renovation, pandemic, government regulation,
material without prior written consent from NEI. To receive public catastrophe or natural disaster. NEI shall use funding
NEI approval, all advertisement materials must refer to the under this agreement to implement, in its sole discretion, the
conference by the correct name: “2023 NEI Synapse”. most reasonable solution for the supporter/sponsor to achieve
the goals originally set forth in the agreement.
INSURANCE AND LIABILITY:
PAYMENT & CANCELLATION POLICY:
Insurance and liability are the full and sole responsibility
of the Company. This contract shall not constitute or be Payments can be made by credit card (American Express,
considered a partnership, joint venture, or agency between VISA, or MasterCard) or by checks made payable to
NEI and the Company. “Neuroscience Education Institute” (Tax ID #33-0954691).
Credit Card payments accepted up to $10,000. All credit card
INDEMNIFICATION: company charges and bank charges will be the Company’s
The Company agrees to protect, save, and hold the responsibility.
Neuroscience Education Institute (NEI), and Omni Nashville
Payments can be mailed to:
Hotel, as well as all these entities’ owners, agents, and
Neuroscience Education Institute
employees (hereinafter collectively called Indemnities)
Attn: Synapse Accounting
harmless for any damages or charges imposed for violations
2720 Neilson Way Fl 1 #5355
of any law or ordinance, whether occasioned by the
Santa Monica, CA 90409
negligence of the exhibitor or those holding under the
exhibitor. Further, the Company shall, at all times, protect, Exhibit space, advertisement and/or sponsorship: All exhibit
indemnify, save, and hold harmless Indemnities against and space, advertisement and/or sponsorship order forms require
from any and all losses, costs (including attorney’s fees), payment in full in order to fully secure these opportunities. If
damage, liability, or expenses arising from or out of any payment and fully executed agreement (pages 11-13) are not
accident or bodily injury or other occurrence to any person received with your submission, NEI has the right to forfeit the
or persons, including its agents, employees, and business agreement, and give the opportunity to the next applicant (in
invitees, which arise from or out of, or by reason of said priority order).NEI has a zero-tolerance cancellation policy for
Company’s occupancy and use of the exhibition/meeting all exhibit space, and sponsorships, including, but not limited
room premise or a part thereof except to the extent such to: signs, virtual sponsorships, key cards, door drops, tote bag
losses, costs (including attorney’s fees), damage, liability, or inserts, guidebook ads, meeting app ads, WiFi sponsorship,
expenses are caused by the negligence or willful misconduct etc. No refunds will be issued for exhibit space, advertisement
of the Indemnities. and/or sponsorship cancellations, nor will they be issued to
no-shows.
FORCE MAJEURE:
NEI may cancel all or any part of the event or reduce the
amount of space allocated to the event for any reason at
14 | 2023 NEI Synapse PROSPECTUS2023 NEI Synapse
Rules & Regulations
Industry Symposia: The final balance for all Industry ATTENDEE LIST:
Symposia sponsorships is due by December 1, 2022. NEI NEI does not release pre- or post-conference attendee lists to
has a zero-tolerance cancellation and no-refunds policy for exhibitors and/or sponsors, or 3rd party vendors.
Industry Symposia. The company shall remain liable to NEI
for the total sponsorship, and remaining payments will be ADVERTISEMENT:
due within 30 days of cancellation request. It is prohibited to display material or signage of companies
other than those that have paid for exhibit space. Canvassing
All cancellations must be made in writing to Sheri Mills at
and solicitation of business or other conferences is strictly
smills@neiglobal.com.
prohibited. NEI appreciates being informed of any infraction
RIGHT OF FIRST REFUSAL: of this rule. All signs, flyers, distribution of literature and
souvenirs, entertainment, or any other activities must take
In order to allow other companies to participate in our
place directly adjacent to the contracted table only.
sponsorship, exhibit, advertisement, and/ or Industry
Symposium opportunities, NEI will not give companies right AMENDMENTS:
of first refusal for future conferences.
All matters and questions not covered in any of the rules
UNSANCTIONED EVENTS: and regulations are subject to the discretion of NEI. The
rules and regulations may be amended at any time by NEI,
Companies are not allowed to sponsor any unsanctioned
and all amendments shall be equally binding on all parties.
event which directly conflicts with conference events, before,
In the event of any amendment or addition to the rules and
during, or after. Failure to abide by this requirement will result
regulations, written notice will be given by NEI to such parties.
in a breach of the agreement by the Company and gives NEI
the right to revoke all exhibitor/sponsor badges and evict
EXHIBITORS
any exhibit that violates this policy. If you wish to host a small
off-site or onsite event, please contact Sheri Mills (smills@ BOOTH ASSIGNMENT:
neiglobal.com) for pricing and additional details. Booths will be assigned on a first-come, first-served basis. NEI
reserves the right to reconfigure the exhibit hall floor plan,
USE OF LIST POLICY:
with the provision that all exhibitors shall be advised of any
It is the fiduciary responsibility of all Companies, supporters,
such changes. It is the exhibiting company’s responsibility to
and their agencies to protect the privacy of NEI Synapse
confirm their placement on the floor plan.
attendees. All attendees have the right to refuse being
scanned and, per that refusal, the Companies, supporters EXHIBIT RESIZING:
and their agencies do not have the right to reach out to Refunds shall not be made for partial cancellations or
them. Furthermore, it is a violation to share these lists with reductions in the size or scope of the event. Any exhibitor who
3rd parties other than affiliates, alliance companies and cancels or reduces the size of their booth or sponsorship shall
agents or representatives. Companies may use their captured not be entitled to any refund.
attendee leads lists one time only. The information on the list
or any portion thereof may not be copied or extracted in any ELIGIBILITY FOR EXHIBITING:
form. Companies will not at any time permit any NEI Synapse All products and services exhibited must be relevant to the
list information to pass into the hands of another person, fields of science.. NEI reserves the right to refuse acceptance
association, organization, or company, other than affiliates, of the contract and/or entrance/setup to exhibitors not
alliance companies and agents or representatives. Any meeting required standards or in competition to NEI, as well
prohibited use by the Company shall constitute a material
breach of this contract.
15 | 2023 NEI Synapse PROSPECTUS2023 NEI Synapse
Rules & Regulations
as the right to curtail or close exhibits or parts of exhibits BOOTH STAFFING:
that reflect unfavorably on the character of the meeting. Booths must be staffed at all times during open hours.
This applies to displays, literature, advertising, novelties, Exhibitors that violate this policy may lose their eligibility to
souvenirs, the conduct of persons, etc. NEI will not make any exhibit at any future NEI conference.
refunds or otherwise be responsible for expenses associated
with such refusal, restriction, or eviction. Please email Sheri OBSTRUCTION OF BOOTHS OR AISLES:
Mills (smills@neiglobal.com) with any questions about Booths cannot obstruct attendees’ views of adjacent booths
eligibility to exhibit. from any angle. Booth activities that cause attendees to
congregate in the aisles and impede or restrict traffic are
EXHIBIT HALL LOCATION:
forbidden. Nothing is allowed to be attached to pillars, walls,
The exhibit area will be located in Broadway West Ballroom ceiling, windows, etc. Furthermore, exhibitors are not allowed
on the 2nd floor. All CME sessions will be held in the to scan attendees in the aisles or impede normal traffic flow
Legends Ballroom on the 2nd floor. All breaks will be served through the Exhibit Hall.
in the Exhibit Hall to generate traffic towards exhibitors.
AUDIO USE:
EXHIBIT HOURS:
Audio and/or video devices apart from the exhibit must be
Exhibit setup must be complete by 2:00 pm on March 30, conducted and arranged so that no noise will disturb adjacent
2023. It will be each Exhibitor’s responsibility to see that all exhibitors or attendees. NEI reserves the right to prohibit the
materials are removed from the exhibit area by 10:00 pm on use of amplifying devices that it considers objectionable.
March 31, 2023. Displays should not be dismantled before
5:30pm on March 31, 2023. FLOOR SALES:
The sale of any product on the exhibit hall floor is prohibited
EXHIBITOR CONDUCT:
without the written discretion of NEI. Exhibitors in violation of
Exhibitor personnel is expected to always behave in a this rule will be removed from the exhibit hall and disbarred
professional manner during NEI Synapse. NEI reserves the from exhibiting at any future NEI conference.
right to make onsite judgments regarding conduct that
detracts from the environment. GIVEAWAYS AND RAFFLES:
Giveaways and raffles are permitted on the exhibit floor when
EXHIBIT RIGGING:
used as a promotion to attract higher attendance at your
The ceiling in the Broadway West Ballroom is equipped with booth. However, public address announcements of winners on
rigging points that will support, truss, cabling, speakers, the exhibit floor are not permitted.
projection, lighting, and signage.
DATA CAPTURING & LEAD RETRIEVAL:
UNOCCUPIED SPACE:
The lead retrieval vendor will provide reports within 7 days
Space not occupied at the opening of the exhibition may be after the conference. Reports will include the following
reassigned by NEI to another exhibitor, without a refund of information on every attendee who chooses to be scanned:
the paid rental. first, middle, and last name; credentials; phone; specialty;
email; mailing address; and National Provider Identifier
SUB-LEASING OR SHARING BOOTH SPACE:
number. Exhibitors should only scan attendees that have given
Exhibitors are prohibited to sublet, assign or share any part of
their permission to provide their information to you. Exhibitors
the allocated space without prior written consent from NEI.
should have a touchless process plan for badge scanning.
16 | 2023 NEI Synapse PROSPECTUS2023 NEI Synapse
Rules & Regulations
EXHIBIT HALL FOOD & BEVERAGE: INCLUDED WITH EACH INDUSTRY SYMPOSIUM
All NEI Synapse breaks will be occurring in the exhibit area SPONSORSHIP:
to maximize networking opportunities with exhibitors. To • Meals are provided by NEI through attendee
promote higher attendance at booths, NEI will permit booth registration fees—no “Sunshine Act” reporting
required.
refreshments & snacks. These refreshments are limited to
coffee, specialty coffees, soft drinks, fruit juice, and water. • Private ballroom is assigned for your Symposium,
Disease State or Medical Affairs event to comply
Cookies, pastries, and individually wrapped ice cream bars with ACCME guidelines. NEI does not guarantee an
are also permitted. Due to the potential of long lines, the audience size.
distribution of these refreshments is limited to booths 200 • Non-competing sessions to maximize attendance.
square feet or larger. Lines may not block aisles or other Industry events do not overlap with our CME programs
or other industry events.
exhibitors’ booths, and control of lines is the responsibility of
the distributing company. Refreshments must be provided in • Complimentary session scanning units. NEI will
provide six (6) session scanning units onsite for you
conjunction with the hotel’s catering department. NEI must
and your staff to scan and track attendees. Staff to
be notified and approve all distribution of refreshments. scan will NOT be provided, so please plan accordingly.
Attendance reports will be available 7 days after the
SECURITY: conference.
NEI will provide perimeter/roving security personnel. • Professional moderator to welcome attendees and
Although security will be provided during installation, introduce faculty. One (1) professional moderator will
be onsite to provide your team with any logistical
show days, and dismantling, it is always the exhibitor’s assistance.
responsibility to ensure the security of his/her exhibit and its
• Audio-visual equipment and show technician. NEI will
contents. provide lavalier mics for up to two (2) presenters, one
(1) mic with stand for Q&A session, two (2) screens, one
CHILDREN: (1) projector, one (1) show computer with Windows 10
and PowerPoint (16:9 PowerPoint recommended), one
For safety purposes, children under 16 years of age are
(1) wireless cue/remote slide advancer, one (1) large
prohibited from the exhibiting areas during the hours of speaker timer, one (1) confidence monitor, and one
installation and dismantling. (1) acrylic podium with microphone. Additional A/V
equipment can be purchased.
INDUSTRY SYMPOSIA • Six (6) additional exhibitor badges for Industry
Symposia staffing purposes. Must register online by
TIMESLOT ASSIGNMENT: March 13, 2023.
Symposia applications will be assigned on a first-come, • Complimentary listing on conference mobile app,
online agenda, and onsite signage.
first-served basis. The timeslots noted on page 11 have
been approved by NEI and may not be modified by the
THE SPONSOR IS RESPONSIBLE FOR THE FOLLOWING:
sponsor. Times are subject to change, and the sponsors will
be notified. NEI reserves the right to approve all agreements • Content development of a 45 to 60-minute
presentation (agencies or 3rd party providers can assist
and may restrict inappropriate products/services. the company).
NON-COMPETE WITH CME SESSIONS: • Final session topic, title, and presenter information
due to NEI by February 6, 2023.
Symposia will be conducted during times that do not conflict
• Door monitors/staff to scan attendee badges.
with NEI’s CME sessions. All space and timeslots will be
scheduled by NEI. • Script for moderator, if any, to introduce presenter.
• All presenter-related costs (flights, honorarium,
accommodations, conference registration, etc.).
17 | 2023 NEI Synapse PROSPECTUS2023 NEI Synapse
Rules & Regulations
• The design, development, and production of any One of the following statements must appear prominently
promotional material (subject to NEI’s approval)—all on all handout materials or any printed materials
material must include disclaimer statement on page
18. distributed for an Industry Symposium:
FOR NEI PROVIDED MEALS, PLEASE USE:
LOCATION AND SETUP:
[Meal type: Breakfast, Lunch or Dinner] provided by
All Industry Symposia will be held in the Broadway Ballroom NEI.
East. Unless otherwise noted, the room will be set for the Example: “Breakfast provided by NEI”
expected number of clinicians as specified in the agreement.
FOR SPONSOR PROVIDED MEALS, PLEASE USE:
ATTENDEE REGISTRATION: [Meal type: Breakfast, Lunch or Dinner] provided by
NEI will not facilitate pre-registration for attendees. Industry [company].
Symposia are open to all NEI Synapse attendees and are Example: “Breakfast provided by [Company]”
available on a first-come, first-seated basis. Accommodations
must be provided for conference attendees who wish to DISCLAIMER FOR NON-CME SESSIONS:
attend the symposia without eating a meal or being scanned. Industry Symposia are considered promotional activities and
must be conducted in accordance with all applicable FDA
SESSION SCANNING UNITS:
regulations and other established standards and codes.
NEI will provide up to six (6) session scanning units onsite Continuing education credit may not be offered for Industry
for you and your staff to scan and track attendees. Staff to Symposia.
scan will NOT be provided; plan accordingly. Reports will
be available 7 days after the conference and will include The following disclaimer statement must appear
the following attendee information of each attendee prominently on all materials intended to promote your
who chooses to be scanned: first, middle, and last name; Industry Symposium, including but not limited to: the title
credentials; phone; specialty; email; mailing address; and and ending slides displayed at the beginning and end of
National Provider Identifier number. Industry personnel the symposium, websites, broadcast emails, promotional
should only scan attendees that have given their permission brochures, invitations, signage:
to provide their information to you.
“The content of this [Industry Symposium, Disease
FOOD AND BEVERAGE: State or Medical Affairs event] and the views expressed
therein are those of the presenting entity and not
Unless otherwise noted in the agreement, conference meals
of NEI. This symposium is not part of the scientific
are provided by NEI through attendee registration fees
program and does not provide CME credit.”
and are exempt from reporting under the Open Payments
(Sunshine Act) program. Meals will be placed near the All promotional material must be approved by NEI before
symposium room to encourage attendance. Meal additions release and distribution. Because changes may be required,
can be coordinated for an additional cost. Contact Sheri Mills it is strongly recommended that review and approval by
(smills@neiglobal.com) for more information. NEI occur before printing or production of the materials.
Organizations may distribute print material to promote their
symposium from inside their contracted booth space only. The
NEI logo and/or NEI Synapse graphics may not be used on
Industry Symposia materials. You should submit your materials
for review no later than March 6, 2023. Please allow 3 business
days for review.
18 | 2023 NEI Synapse PROSPECTUS2023 NEI Synapse
Rules & Regulations
SESSION ATTENDANCE: placed outside or near the meeting room 24 hours prior to the
NEI makes every attempt to project accurate attendance start of the session. Signage shall not interfere/block another
numbers; however, attendance at Non-CME Industry group’s signage. Should it be determined that signage is out
Symposia is not guaranteed. NEI is not responsible for of compliance with this rule, NEI management has the right to
audience generation to these activities. Marketing and relocate the sign immediately, without notice.
promotional opportunities are available on pages 8-9.
MARKETING EFFORTS BY NEI:
ROOM ACCESS: All symposia will be listed on the online conference agenda
Sponsors may have access to the room 3 hours prior to web page, the NEI Synapse mobile app, onsite signage, and
their symposium’s start time for setup for lunch and dinner potential print material. Additionally, NEI will, in our sole
events, and 1.5 hours prior to their symposium’s start time for discretion, send dedicated emails and app announcements to
breakfast events. If you require additional setup time, please encourage participants to attend these events.
contact Sheri Mills at smills@neiglobal.com.
ADDITIONAL MARKETING OPPORTUNITIES:
REHEARSAL ROOM: We encourage you to take additional measures to promote
Access to the designated Industry Symposia rehearsal room your symposium (see pages 8-9 for additional promotional
can be purchased for $4,000. This room will be equipped opportunities).
with a basic A/V kit designed for slide review. A drink station
SHIPPING INSTRUCTIONS:
will be provided upon request. Please contact Sheri Mills at
The Omni Nashville Hotel guests and non-guests can ship
smills@neiglobal.com for more details.
their symposium materials directly to the hotel. Any packages
STAGE REHEARSAL: being shipped to the Omni must be prepaid and any onsite
To schedule a stage rehearsal, please contact Sheri Mills at handling fees will be the shipper’s responsibility. Address all
smills@neiglobal.com with your preferred rehearsal date and packages as follows:
time. Additional fees will apply if you require a technician (Guest Name and Cell #)
present during your rehearsal. An A/V technician will be 250 Rep. John Lewis Way South,
provided (at no additional cost) during all symposia to Nashville, TN 37203
operate equipment and to ensure that sessions run smoothly. 2023 NEI Synapse, March 30 – April 1
(Guest Company Name) (Meeting Room) (Booth
PRESENTERS:
Number, if applicable)
NEI Synapse faculty are NOT permitted to participate in (# of # boxes)
Industry Symposia or any off-site meetings, sanctioned Please call the office at the Omni Hotel to confirm that your
or otherwise. Symposium presenters are not considered packages have arrived, and to schedule delivery to the
symposium room, the Broadway East Ballroom.
“faculty” at NEI Synapse and thus will not be provided the
same badge as NEI Faculty. The sponsoring organization To locate your package(s) onsite, you will need the package
is responsible for all presenter-related costs (flights, tracking number and carrier.
honorarium, accommodations, conference registration, etc.).
Schedule your delivery in advance! The office at the Omni
ONSITE SIGNAGE: needs time to find your packages, check them out, and deliver
NEI recommends and allows up to six (6) professionally them to your location. For information call the office at 615-
printed signs (maximum size is 30” x 40”). Signs may be 782-5300 or email BNADTN.leads@omnihotels.com.
19 | 2023 NEI Synapse PROSPECTUSYou can also read
