Educational Retreat Exhibit Registration Form

2024 Educational Retreat Exhibitor Registration

Please complete this form to register as an exhibitor for our 2024 Educational Retreat. The information collected on this form will be used for internal administrative purposes only. Once you submit, you’ll be redirected to add your chosen exhibit level to the cart and check out. If you require an invoice, we will send you one within 14 business days of receipt of this form.

"*" indicates required fields

Today's Date*

MM slash DD slash YYYY

Name of Person Completing this form*

First Last

Email of person completing this form*

Are you one of the representatives who will attend the event?*

Yes

Are you the designated speaker for the event?*

Yes

We will not be speaking

Company Name*

Company Logo

Accepted file types: jpg, pnh, Max. file size: 64 MB.

Plase upload a high definition image of your company logo.

Company Address*

Street Address Address Line 2 City State ZIP Code

In addition to yourself, how many representatives will be in attendance at the event?*

None – we’re not sending any representatives

One – we’re only sending one representative – Just me

One – we’re only sending one representative – Another Individual

Two – we’re sending two representatives, myself and another

Two – we’re sending two representatives, two other individuals

Three or more – We need to purchase additional tickets

1st Representative Name*

First Last

Is the 1st Rep. the designated speaker for the event?

Yes

We will not be speaking

1st Representative Phone*

1st Representative Email*

2nd Representative Name*

First Last

Is the 2nd Rep. the designated speaker for the event?*

Yes

2nd Representative Phone*

2nd Representative Email*

Featured Product and/or Services*

In the space below, please describe your company’s products and/or services that you will be promoting at the event.

What are your top 1-3 reasons for exhibiting at our national retreat?*

Click on the field and select up to three reasons

Other

How can we best help you get a successful outcome?*

We are excited to partner with you at our upcoming event. To help us better serve you, can you tell us 1-3 things we can do to help you reach your goals at this event?

Which category of ODs is your ideal prospect?*

Private Practice Owners

Private Practice Associates

Corporate Lease Owners

Corporate Lease Associates

Independent Contractors

Ophthalmology Group Associates

Any Practicing Optometrist

Other

Exhibit Sponsorship Level*

Please select your sponsorship level below. Other option must be approved by administration.

Platinum Level – $7,900

Elite Level – $3,900

Certified Level – $2,900

Other Amount

Please Enter Other Sponsorship Amount Below*

Once confirmed, we will send you an invoice for the amount entered below.

To ensure we have enough booth tables on each day of the retreat, please select how many days to plan to attend below.*

All 3 Days

Two Days – Friday & Saturday

Two Days – Saturday & Sunday

Not Exhibiting

Other

Preferred Payment Method*

Pay online with credit card (Available on next page)

Need invoice to send check by Mail

Other

Are you bringing additional representatives/employees to the event?*

Yes

Additional Representative(s) Information. (Name, Phone, Email)*

Two (2) industry representative attendee badges are included with this sponsorship. Up to 2 additional industry representative badges may be obtained at the rate of $399 each in conjunction with a sponsorship. Click on the + sign on the right of the field to add up to 2 representatives. We will send you a separate invoice for additional representatives.

Representative Name

Phone

Email Address

Consent*

I agree to the terms and conditions below:

GENERAL TERMS AND CONDITIONS
Ensuring the quality of the Optometry Divas Educational Retreat (ODER) for attendees and exhibitors requires a mutual commitment of good faith and cooperation by all parties involved. Except as otherwise agreed in writing, the following General Terms and Conditions are designed to implement the principles of this mutual commitment in a fair, effective, and equitable manner.
CODE OF CONDUCT
The following Code of Conduct applies to all exhibitors/sponsors (herein “Exhibitor or Exhibitors”) and to each of their personnel in attendance. Failure to comply may result in loss of sponsorship, forfeit of all payments, loss of future sponsorship, and/or ejection from the conference.
a. Exhibitors and sponsors must wear their conference name badge at all times. Name badges may not be reassigned to other persons.
b. All promotional materials and literature must be in full compliance with FDA requirements to the extent applicable. c.Exhibitor/sponsor may not intrude on any other exhibitor’s/sponsor’s exhibit area.
d.Audio-visual and multimedia presentations must not interfere with any other exhibit.
e. Exhibitor/sponsor may not hold any educational, informational, or social event for attendees of this meeting except those contracted through Optometry Divas.
f. ODER shall be entitled to terminate this Agreement forthwith, close the exhibit, and remove the exhibitor’s property from the exhibit/conference area at any time for failure by the exhibitor or any of its officers, agents, employees, or other representative to perform, meet, and/or observe any term, condition, or rules set forth in these terms and conditions, and such exhibitor shall not be entitled to a refund of any payment.
CANCELLATION OF EXHIBIT
All exhibit space is non-cancelable and non-refundable.
DISPOSAL OF MEDICAL WASTE
Exhibitors must follow OSHA guidelines for disposal of any hazardous waste.
DISTRIBUTION OF PREMIUMS
Contests, lotteries, raffles, and games of chance are prohibited.
DISTRIBUTION OF PRODUCT INFORMATION
Product information cannot be distributed at any scientific session or in hotel lobbies. Companies may not display or demonstrate products, processes, or services, solicit orders, or distribute advertising material at any location (within or outside the Exhibit Hall) other than in their assigned exhibit space.
EXHIBITOR BADGE CONTROL AND REGISTRATION
All participants affiliated with exhibits and/or exhibitors must be registered. The official ODER badge must be worn whenever an exhibitor representative is in the exhibit area or meeting rooms. Individual exhibit representatives must check-in with the ODER registration desk to obtain name badges.
FIRE PROTECTION
All materials used in the exhibit area must conform to local fire ordinances and be in accordance with regulations established by the National Association of Fire Underwriters. All displays are subject to inspection by the local fire and safety authority. Fire stations and fire extinguisher equipment are not to be covered or obstructed in any manner.
INSTALLATION AND DISMANTLE POLICY
Exhibitors must install and tear down their exhibit space during the designated installation and dismantle times.

LIABILITY & INSURANCE
Exhibitor agrees to fully defend, indemnify, and hold harmless Optometry Divas Educational Retreat (ODER), OPTOMETRY DIVAS from any and all claims, lawsuits, demands, causes of action, liability, loss, damage and/or injury, of any kind whatsoever (including without limitation all claims for monetary loss, property damage, equitable relief, personal injury and/or wrongful death), whether brought by an individual or other entity, or imposed by a court of law or by administrative action of any federal, state, or local governmental body or agency, arising out of, in any way whatsoever, any acts, omissions, negligence, or willful misconduct on the part of Exhibitor while a participant of the ODER, its officers, owners, personnel, employees, agents, contractors, invitees, or volunteers. This indemnification applies to and includes, without limitation, the payment of all penalties, fines, judgments, awards, decrees, attorneys’ fees, and related costs or expenses, and any reimbursements to the ODER, OPTOMETRY DIVAS, for all legal fees, expenses, and costs incurred by it. Exhibitors wishing to insure their exhibit materials, goods, or wares against theft, damage by fire, accident, or loss of any kind must do so at their own expense.
MEETING CANCELLATION POLICY
If the ODER is abbreviated or cancelled due to circumstances beyond its control, including but not limited to, civil disturbance, earthquake, electrical outage, explosion, fire, strike or labor unrest, flood, hurricane, tornado or other acts of God, an act of war, or the act of any government, then this agreement shall be suspended without penalty and rescheduled within twelve (12) months. If, in the sole discretion of ODER it cannot be rescheduled, both parties shall be excused from this agreement without penalty or liability of any kind to the other and all funds collected shall be refunded in full.
PHOTOGRAPHY AND VIDEOTAPING
Photographing, videotaping and/or audio taping of any kind is prohibited during the conference without the permission of ODER. ODER may engage in photographing, videotaping and/or audio taping the meeting for post meeting promotion and/ or educational purposes.
SALES AND ORDER TAKING
Sales and order taking are permitted, provided all transactions are conducted in a manner consistent with the professional nature of the meeting. Products for sale must be the exhibitors’ own unaltered products, and the products or services must be pertinent to the attendees’ professional interest. ODER reserves the right to restrict sales activities that it deems inappropriate or unprofessional.
SECURITY
Exhibitors must make provisions for safeguarding its goods, materials, equipment, and display at all times.
SUBLETTING SPACE
Exhibitors may not permit any other party to exhibit in their space any goods other than those manufactured or distributed by the contracting exhibitor, or permit the solicitation of business by others within their booth space.
TERMS AND CONDITIONS COMPLIANCE
The sponsoring company agrees to abide by all terms and conditions outlined in this agreement. You also agree to share the terms and conditions with your company representatives who attend the ODER meeting. These terms and conditions may be amended at any time and all amendments, as communicated to and accepted by sponsor shall be equally binding on all parties affected by them as the original regulations.

Educational Retreat Exhibit Registration Form

2024 Educational Retreat Exhibitor Registration

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