EXHIBITOR & SPONSORSHIP TERMS AND CONDITIONS
PLEASE READ CAREFULLY. By completing and submitting an exhibit or sponsorship registration, the Company agrees to enter into a binding contract with Horizon CME (“HCME”) and accepts the terms and conditions outlined below.
1. BINDING REGISTRATION AGREEMENT
By submitting an exhibit or sponsorship registration, the individual completing the registration (“Company Representative”) represents that they are authorized to act on behalf of the company identified in the registration (“Company”) and to commit the Company to the purchase.
Upon submission and acceptance of the registration by HCME, a binding contract is formed between HCME and the Company. The Company agrees to purchase the exhibit space, sponsorship, or other opportunities selected during registration and to pay the full amount associated with the purchase.
The Company’s contractual obligations are not contingent upon subsequent internal approvals, issuance of a purchase order, receipt of an invoice, attendance at the conference, or use of the purchased benefits.
The Company Representative acknowledges that completing the registration constitutes acceptance of these Terms and Conditions and creates a binding financial commitment on behalf of the Company.
2. PAYMENT TERMS AND DEADLINES
Full payment is due no later than 45 calendar days before the scheduled start date of the applicable conference, unless HCME expressly agrees to different payment terms in writing.
For registrations submitted and accepted fewer than 45 calendar days before the conference, full payment is due immediately upon acceptance of the registration.
The Company is responsible for ensuring that payment is received by the applicable deadline. Initiating a payment, requesting an invoice, submitting a purchase order, or indicating an intention to pay does not satisfy the payment obligation.
The Company remains responsible for the full contracted amount regardless of whether it attends, exhibits, staffs its tabletop, uses the purchased benefits, or subsequently cancels or withdraws from the conference.
Failure to pay by the deadline may result in suspension or cancellation of registration benefits, denial of exhibit access, reassignment of exhibit space, or other appropriate action by HCME. Such action does not release the Company from its obligation to pay the full contracted amount.
3. CANCELLATION, WITHDRAWAL, AND NONATTENDANCE
All exhibit and sponsorship registrations are final and non-refundable, subject to applicable law and the express provisions of these Terms and Conditions.
Once a registration has been submitted and accepted, the Company is financially responsible for the full contracted amount.
The Company’s payment obligation remains in effect if the Company:
Cancels or withdraws from the conference.
Is unable or chooses not to attend.
Fails to occupy or staff its assigned exhibit space.
Fails to use some or all of the purchased benefits.
Experiences changes in budget, staffing, business priorities, or internal approval.
Fails to provide required representative information or other materials.
Decides that the conference is no longer a suitable business investment.
The Company must submit cancellation requests in writing to HCME. A cancellation request does not automatically terminate the agreement or eliminate the Company’s financial obligations.
No refund, credit, transfer, or reduction of the contracted fee will be provided as a result of cancellation, withdrawal, or nonattendance unless expressly authorized in writing by HCME or required by applicable law.
4. CONFERENCE POSTPONEMENT, FORMAT CHANGES, AND CANCELLATION
If a conference is postponed or transitioned from an in-person event to a virtual format, HCME may transfer applicable payments and registration commitments to the rescheduled conference or corresponding virtual platform.
HCME reserves the right to make reasonable changes to conference dates, venues, formats, schedules, programming, and exhibit floor plans as necessary.
If HCME cancels a conference without rescheduling it or providing an alternative platform, HCME will address payments and outstanding contractual obligations in accordance with applicable law and any written agreement with the Company.
Nothing in this section limits rights or obligations that cannot lawfully be waived or modified.
5. EXHIBIT SPACE AND STAFFING REQUIREMENTS
The Company agrees to comply with all exhibit rules, staffing requirements, conference policies, and instructions communicated by HCME.
Exhibits must be staffed throughout the designated exhibit hours. For tabletop registrations requiring participation over two conference days, staffing is required throughout both days until after the lunch break on the second day, unless HCME approves a different arrangement in writing.
Unstaffed exhibits are prohibited.
Sharing a tabletop with an unrelated company is prohibited without prior written approval from HCME.
Early departure or removal of an exhibit before the end of the designated exhibit period may affect eligibility for future exhibit opportunities.
All representatives must comply with badge and registration requirements.
HCME reserves the right to assign or relocate exhibit space and modify the exhibit floor plan when necessary.
Exhibitors may not organize ancillary activities that conflict with conference programming without prior written approval from HCME.
HCME may restrict or revoke exhibit privileges for violations of these requirements. Such action does not automatically release the Company from its financial obligations.
6. EXHIBIT AND SPONSORSHIP BENEFITS
HCME will provide the exhibit space, sponsorship benefits, acknowledgments, and other inclusions specified in the accepted registration, subject to these Terms and Conditions and any written modifications agreed to by HCME.
Benefits may include pre- and post-registration attendee lists, company recognition, exhibit space, or other items described in the registration materials.
The Company’s obligation to pay the contracted fee is not contingent upon its physical attendance, use of purchased benefits, satisfaction with attendee demographics, number of attendees, leads generated, sales results, or return on investment.
HCME does not guarantee a particular number or type of attendees, business leads, sales, or commercial outcomes.
The Company’s failure to access, use, or take advantage of any included benefit does not entitle the Company to a refund or reduction in fees.
7. ACCME STANDARDS AND COMMERCIAL INTEREST REQUIREMENTS
The Company acknowledges that it may qualify as a commercial interest under applicable Accreditation Council for Continuing Medical Education (ACCME) standards and agrees to comply with all applicable ACCME requirements and HCME policies.
Product promotion and advertising must remain separate from accredited educational activities. Promotional materials may be displayed or distributed only in designated exhibitor areas and may not be placed in educational spaces or distributed during educational activities where prohibited.
The distribution of pharmaceuticals and any other prohibited promotional activities are not permitted.
HCME reserves the right to restrict or discontinue activities that violate applicable standards, policies, or requirements.
8. ANCILLARY EVENTS AND COMMERCIAL SUPPORT
The Company may not organize ancillary events associated with the APP Oncology Summit (APPOS) without prior written approval from HCME.
All commercial support associated with an accredited activity must be disclosed to and coordinated with HCME. The Company may not provide unauthorized payments, goods, services, or other benefits to course directors, planning committee members, faculty, joint sponsors, or other parties involved in the activity.
HCME reserves the right to refuse or revoke exhibit privileges for violations of these requirements without automatically waiving the Company’s payment obligations.
9. INSURANCE AND LIABILITY
The Company must maintain comprehensive general liability insurance with combined single limits of at least $2,000,000 and provide proof of coverage upon request.
To the extent permitted by law, the Company assumes responsibility for claims, losses, damages, and liabilities arising from its exhibit, representatives, personnel, property, or activities at the conference venue.
The Company agrees to indemnify, defend, and hold harmless HCME, the conference venue, their respective owners, affiliates, officers, employees, agents, and representatives against third-party claims, losses, damages, and reasonable expenses arising from the Company’s acts or omissions, negligence, willful misconduct, or violations of applicable law or these Terms and Conditions, except to the extent caused by the negligence or willful misconduct of the party seeking indemnification.
Nothing in this agreement excludes or limits liability to the extent such exclusion or limitation is prohibited by law.
10. PAYMENT PROCESSING FEES
Credit card payments are subject to a 3% processing fee where permitted by applicable law and properly disclosed. This fee may be avoided by paying via check or ACH.
For all payments, please make sure to include the conference series, location, and invoice OR order number as identifying markers, notes, or on the address attention line. Invoices are automatically generated for you at the time of registration. If you need assistance locating your invoice or order number, please reach out to sp**********@********me.com.
For check payments, make checks payable to:
Horizon CME
ATTN: Conference Name/Location/Invoice OR Order #
9123 SE Saint Helens St, Suite #280
Clackamas, OR 97015
HCME banking information is available upon request for ACH payments.
11. LATE PAYMENT AND COLLECTION
If the Company fails to pay any amount when due, HCME may suspend or withhold registration benefits, deny exhibit access, cancel the Company’s exhibit-space assignment, and pursue collection of all outstanding amounts.
To the extent permitted by applicable law, the Company is responsible for reasonable collection costs and attorneys’ fees incurred by HCME in enforcing its contractual rights.
The Company’s failure to receive an invoice, internal payment delays, purchase order requirements, or failure to submit payment to the appropriate department does not waive the payment deadline or eliminate the Company’s financial obligations.
HCME’s decision to permit participation despite an outstanding balance does not constitute a waiver of its right to collect the amount owed.
12. ELECTRONIC REGISTRATION AND ACCEPTANCE
The Company agrees that electronic registration records, required acknowledgments, electronic signatures, and other legally valid electronic acceptance methods may be used to establish acceptance of this agreement.
By submitting the registration and affirmatively accepting these Terms and Conditions, the Company Representative confirms that they have reviewed the agreement, understand the Company’s obligations, and have authority to bind the Company.
HCME may retain registration records, acknowledgments, and related communications as evidence of the agreement and for administrative, contractual, and legal purposes.
13. GENERAL PROVISIONS
These Terms and Conditions, together with the accepted registration and any written modifications approved by HCME, constitute the agreement between HCME and the Company regarding the applicable exhibit or sponsorship purchase.
Any exception or amendment must be approved in writing by an authorized HCME representative.
If any provision is found unenforceable, the remaining provisions will remain in effect to the extent permitted by law.
The Company may not transfer its registration or contractual obligations to another company without HCME’s prior written consent.
This agreement is governed by the laws of the State of Oregon, without regard to conflict-of-law principles, subject to applicable mandatory legal requirements. Any choice-of-venue or jurisdiction provision will be subject to applicable law.
14. REQUIRED CHECKOUT ACKNOWLEDGMENTS
By checking the required acknowledgment boxes and submitting the registration, the Company Representative confirms on behalf of the Company that:
I am authorized to enter into this agreement and commit the Company to the purchase.
I have read and agree to these Terms and Conditions.
I understand that submitting and having the registration accepted creates a binding contractual commitment.
I understand that full payment is due no later than 45 calendar days before the conference, or immediately upon acceptance if registration occurs fewer than 45 calendar days before the conference, unless HCME agrees otherwise in writing.
I understand that the Company remains responsible for the full contracted amount if it cancels, withdraws, fails to attend, does not staff its exhibit, or does not use the purchased benefits.
I understand that exhibit and sponsorship registrations are non-refundable, subject to the express terms of this agreement and applicable law.
I acknowledge the staffing requirements, payment obligations, applicable policies, and all fees associated with this purchase.