2025 Fall Conference Exhibitor

September 13, 2025

University of British Columbia – Robson Campus
Vancouver, BC

EXHIBIT & SPONSORSHIP OPPORTUNITIES

Meeting Agenda (Tentative Schedule)

Saturday, September 13

Exhibit Hours

Saturday, September 13, 2025

1. Breakfast: 8:00 – 9:00 AM
2. AM Coffee Break: 11:00 – 11:30 AM
3. Lunch: 12:30 – 2:00 PM
4. PM Coffee Break: 3:00 – 3:15 PM
5. End of Meeting: 4:15 PM
6. Reception: 4:15 – 5:00 PM

How Many Representatives Can Attend?

All exhibitor representatives must be registered and wear the official PNWSP meeting badge throughout the weekend. Each exhibit table includes up to two representatives. Please contact the PNWSP office with any questions.

Where Can Industry Representatives Stay?

PNWSP does not have a room block for this meeting. However, there are several hotels in Vancouver, BC near UBC.

Exhibit Information

This is a very tight space, and we anticipate selling out the booth spaces early as we have in past years. We are offering tabletop exhibit space only. Pop up displays cannot be placed on either side of your table, nor block the view of other exhibit tables. Please be considerate of attendees and other exhibitors and be sure not to block pathways and exits.

Attendee Lists

Exhibitors will receive a list of pre-registered attendees in your meeting packet at the registration desk. This list will include the name, credentials, and attendee city/state for all registered attendees that have given consent to share thier contact information, per ACCME rules. Please note the following 2022-2023 Accreditation Rules regarding names and contact information. “As of January 2022, the ACCME put into effect a new rule with respect to how exhibitors and sponsors are given conference attendee names and contact information. This means that all attendees must give explicit consent to provide their name and contact information prior to exhibitor’s receiving a list of attendees.”

ACCME Offical Language

Booth Assignments

We will assign booths by August 15, 2025.

Shipping

Please email the PNWSP office if you need shipping/receiving information. UBC and PNWSP are unable to take responsibility for damaged or lost shipments.

Exhibit Practices and Regulations/CME-Related Rules and Regulations

• The PNWSP reserves the right to refuse exhibit space or promotional activity space for any reason. The PNWSP reserves the right to close an exhibit or promotional activity for any reason. In addition, any representatives of the exhibiting company who conduct themselves unethically or outside the guidelines provided by the CAP (PNWSP’s CME accrediting body) may be asked to remove their company’s exhibit.
• Adherence to Guidelines – It is the responsibility of the exhibiting company to distribute the guidelines below to all company representatives attending the CME activity and/or working in the exhibit space.
• Arrangements for commercial exhibits and/or promotional activities and/or in-kind support cannot influence planning or interfere with the presentation, nor can they be a condition of the provision of commercial support for the CME activity. Exhibit and/or promotional activity fees and/or in-kind support are not considered commercial support of the CME activity and will not be acknowledged as educational grants.
• Live (staffed exhibits, presentations) or enduring (printed or electronic advertisements) promotional activities must be kept separate from CME. Distribution of literature, samples, etc., in the exhibit area by firms that are not participating as paid exhibitors is strictly prohibited. Social events or promotional activities at the CME activity cannot compete with, or take precedence over, the CME activity or other official conference activities.
• Industry-sponsored social events or promotional activities, including exhibiting company-sponsored social events or promotional activities, must be approved by the PNWSP, even if the events are off-site. The exhibiting company must be granted prior approval from PNWSP if it desires to provide funds for the use of social events and/or promotional activities. The exhibiting company must provide all funds approved for such events to the PNWSP.
• No other payments shall be given to the director of the activity, planning committee members, teachers or authors, or any others involved with the supported activity.

The exhibiting company agrees that its actions, and the actions of its
representatives, shall not violate the following guidelines:

• Product-promotion materials or product-specific advertisement of any type is prohibited in or during CME activities.
• Advertisements and promotional materials cannot be displayed or distributed in the educational space immediately before, during, or immediately after the CME activity.
• Educational materials that are used during a CME activity cannot contain any advertising, corporate logo, tradename, or a product group message of an ACCME defined commercial interest.
• Representatives of an exhibiting company can attend the CME activity at the discretion of the PNWSP but cannot engage in sales or promotional activities while in the space of the CME activity, as determined by PNWSP, consistent with the ACCME guidance. Representatives of the exhibiting company must remove their company name badges and anything with a corporate logo, tradename, or a product group message while in the educational space of the CME activity.

General terms of this agreement to exhibit at the PNWSP meeting:

• No subletting of space is permitted without the consent of PNWSP management.
• Exhibitors are responsible for shipping, storage, and installation of exhibit materials, and all costs involved thereby.
• Cancellations: PNWSP requires all cancellations to be made in writing/via email.
• Cancellations made on or prior to August 15, 2025, will receive a refund minus a $250.00 administrative fee. Cancellations made after August 15, 2025 will not be refunded. PNWSP and UBC do not guarantee against theft, vandalism, or other damage to exhibitor booths.
• It is expressly understood that exhibitors shall indemnify and hold harmless PNWSP and UBC of all liability (damage or accident) that might arise from any cause in connection with transfer, installation, maintenance, or removal of exhibits, or in display of exhibits.
• In the event of fire, strikes, or other uncontrollable circumstances, the contract for space will not be binding.
• It is expressly understood that PNWSP will not pay for special equipment, facilities, and services ordered by exhibitors.
• Electrical and other apparatus must be operated so that the noise does not interfere with other exhibitors.
• All electrically wired display material must comply with the requirements of the National Board of Fire Underwriters.
• Care must be taken by the exhibitor not to deface or destroy any part of the exhibit areas. In the event of property damage caused by the exhibitor, the exhibiting company will be held responsible.
• Use of the name “Pacific Northwest Society of Pathologists” or that of any officer or staff member of PNWSP, in recommendation of a product or services, is expressly prohibited.
• Table space not occupied by 7:30 AM, Saturday, September 13, 2025, will be forfeited by the exhibitor and this space may be resold, reassigned, or used by the conference management (unless special arrangements have been made with PNWSP management prior to this date.
• If for any reason exhibitor representatives need to reach PNWSP staff from Saturday, September 13, 2025, they should email admin@pnwsp.org.