Sponsors and Exhibitors

Exhibitors

We are excited to offer multiple packages for our exhibitors this year! Booths are available on-site at the Hyatt Regency Chicago, on the virtual event platform, or both. More details can be found in the prospectus. If you are interested in becoming an exhibitor and/or sponsor for the summer meeting, or have questions about the event, please reach out to our team at exhibits@nrgoncology.org.

NRG 2022 Summer Meeting Exhibitor Prospectus

NRG 2022 Summer Meeting Exhibitor Prospectus (fillable version)


Sponsorship

If your company is interested in sponsoring the NRG Oncology Summer 2022 meeting, we are offering several packages and standalone opportunities. We anticipate a cumulative total of 2400 attendees. Please view the prospectus to learn more about the exclusive and non-exclusive standalone opportunities.


Registration

Upon receipt of full payment, NRG's exhibit team will send an exhibit/sponsor kit to the primary exhibitor contact. This will include instructions on complimentary registration(s), table number, media requirements, etc. Registration will open at the beginning of May 2022.

Please note: Exhibitor badges will be picked up at the Hyatt Regency Chicago. Badges are linked to the registration profile so please be sure your registration information is complete. All attendees and exhibitors must acknowledge the Assumption of Risk and Compliance policy.


On-Site Exhibit Information

Chicago, IL | July 21-23, 2022

On-site exhibitor support will be available at the Exhibitor Service Desk located inside the Exhibit Hall. Please click HERE to view the map of the exhibit area in the East Tower.


Exhibition Installation Hours

Exhibit Set-up begins: 4:00 pm CT, Thursday, July 21st, 2022

Exhibits must be dismantled by: 3:00 pm CT, Saturday, July 23rd, 2022 (subject to change as our schedule is finalized)

Main Exhibit Hours:
July 22nd - 7:00am - 5:00pm CT

July 23rd - 7:00am - 2:00pm CT

Blackout times will be Friday, July 22nd from 12:00 -1:00pm CT and 3:00 - 4:30pm CT


Hotel Reservations

All on-site exhibitors are responsible for making their own reservations. Reservations can be made HERE. For your convenience, all Continental Breakfast and Beverage Breaks will be held in the Exhibitor Display Area.


Virtual Exhibitor Support

Online | July 18-25, 2022

Branding opportunities are available on our meeting resources landing page, the virtual program book, and the virtual event platform. The virtual event platform will serve both on-site attendees (phone app) and virtual attendees (webpage – attendee hub). For exhibitors who select the platinum and gold packages, a virtual exhibit booth is complimentary. Virtual booths can optionally be staffed or materials can be made available along with company links and contact information. If you wish to have representatives virtually available at select times during the main meeting days, please let NRG meeting staff know after registration.

  

Cancellation

Written requests for cancellation must be received by June 24th to receive a full refund, less a $100.00 administrative fee. Any Cancellations after June 24th will receive a 50% refund, less $100.00 administrative fee. There will be no refunds for any cancellations after July 1st, 2022.


Attendee Policies

Exhibitors and all company representatives must agree to all attendee policies during registration and throughout the meeting.


Sponsor & Exhibitor Meeting Policies

SECURITY - Neither NRG Oncology nor the meeting facility will guaran­tee exhibitors against loss and will not be held responsible for loss of any material by or for any cause. Exhibitors must make provisions for safeguarding of their goods, materials, equipment and display at all times. Exhibitors are encour­aged to carry their own insurance through their own sources at their expense.

INSURANCE - It is the responsibility of each exhibitor to maintain insurance against injury, property damage, theft, fire, and any other forms of property loss or injury. NRG Oncology re­quires that all exhibitors maintain general liability insurance in the amount of $1,000,000 and must name NRG Oncology as an additional insured for the period of July 21st-July 23rd, 2022.

PENALTIES - Failure to have an exhibit installed on time, to keep exhibit intact until closing time, or other infractions of the rules set forth in this Prospectus or established by the Convention Center may re­sult in penalties prescribed by the Director of Exhibits.

CANCELLATION - In the event that the Summer 2022 Meeting is postponed due to any occurrence not occasioned by the conduct of NRG On­cology or Exhibitor, whether such occurrence be an Act of God or the common enemy or the result of war, riot, civil commotion, sovereign conduct, or the act or conduct of any third party, then the performance of the parties of their re­spective meeting obligations shall be excused for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof. If the occurrence results in can­cellation of the meeting, the obligations of the parties under applicable agreements shall automatically be terminated and all exhibit payments shall be refunded to Exhibitor, less a pro rata share of expenses actually incurred by NRG Oncology in connection with the meeting.

LIABILITY/HOLD HARMLESS - Exhibitor hereby agrees to and does indemnify, hold harmless, and defend NRG Oncology Foundation, Inc. (“NRG”) from and against all liability, responsibility, loss, damage, cost or expense of any kind whatsoever (including attorney’s fees), which may incur, pay or be required to pay, incidents, or indirect employee negligence, acts or omissions by Exhibitor/Attendees; and NRG and its respective agents or employees shall not be responsible for loss, damage or destruction of property.

ENFORCEMENT OF RULES AND REGULATIONS - The rules and regulations of NRG exhibits are intended to bring order and fairness to the Conference. The exhibitor agrees that NRG shall have the right to make such rules and regulations or changes for said exhibition as it shall deem necessary. NRG shall have the final determination for enforcement of all rules, regulations and conditions. NRG reserves the right without recourse to control or prohibit any exhibit or part of any exhibit that is contrary to the NRG mission and values. This includes the conduct of persons and the content of the exhibit. NRG may dismiss an exhibitor from the conference for unethical conduct. It is agreed that no refund of fees shall be made upon dismissal.

TERMS AND CONDITIONS - By submitting an exhibit application; I hereby authorize NRG to reserve exhibit space for use by my company or organization. I hereby acknowledge receipt of and agree to abide by these Exhibit Rules and Regulations. I agree to ensure all company representatives will be registered attendees and update their name to include company information. NRG reserves the absolute right, at any time, to determine the eligibility of any company or product for inclusion in the exhibit. I have signed the exhibit application indicating that I understand the rules and regulations.

 

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