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Exhibitor & Sponsor Policies and Procedures
All vendors must adhere to the following policies and procedures. These policies and procedures may be amended as PRIM&R deems necessary for the orderly conduct of the exhibit area. Contact us with questions.
Show Hours (subject to change)
Vendors are required to move-in/move out during the following hours*: • MOVE IN: November 6, 8 AM - 2 PM ET (booths must be set by 3 PM as we’re hosting a reception in the exhibit hall this evening)• MOVE OUT: November 8, 1:45 - 8:00 PM ET
Setting up/dismantling your booth outside of the designated move-in/move-out times is prohibited.
*Times are subject to change. Exhibit Hall hours are listed below. The Hall is open during the conference and we defer to vendors on when they want to be at their booths (we recommend during the functions listed).
Setting up/dismantling your booth outside of the designated move-in/move-out times is prohibited.
*Times are subject to change. Exhibit Hall hours are listed below. The Hall is open during the conference and we defer to vendors on when they want to be at their booths (we recommend during the functions listed).
Thursday, November 6, 2025
Registration: 7:30AM – 5:00PMSessions: 8:30AM – 4:30PM
Exhibit Hall: 4:30 – 6:30 PM
Friday, November 6, 2025
Registration: 7:00AM – 5:00PMExhibit Hall: 7:00AM – 6:00PMSessions: 8:30AM – 4:45PMReception 4:45PM – 6:00PM
Saturday, November 6, 2025
Registration: 7:00AM – 1:30PMExhibit Hall: 7:00AM – 1:30PMSessions: 8:30AM – 4:45PM
Exhibitor Logistics
Staff Registration/Badges
See information in this prospectus on the number of complimentary registrations provided to vendors.
Registration provides full access to PRIMR25 (PRIMR25 Workshops are not included, but can be purchased separately). Vendors can purchase additional PRIMR25 registrations and/or registration for PRIMR25 Workshops via the registration website.
Vendor staff are required to pick up their badges before entering the Exhibit Hall and must wear their badges for identification.
All staff attending this event are required to register by October 31, 2025.
Registration provides full access to PRIMR25 (PRIMR25 Workshops are not included, but can be purchased separately). Vendors can purchase additional PRIMR25 registrations and/or registration for PRIMR25 Workshops via the registration website.
Vendor staff are required to pick up their badges before entering the Exhibit Hall and must wear their badges for identification.
All staff attending this event are required to register by October 31, 2025.
On-site Booth Set-Up
Each on-site booth space is 10’ wide x 10’ deep and is carpeted. Exhibits cannot project beyond the space and aisles must be kept clear. Electricity, dedicated internet lines, additional furniture, and audiovisual equipment are NOT included in the setup. Information on ordering these services will be sent to vendor before the conference. Exhibitors are responsible for all costs associated with setting up their booth.
Third-Party Set-Up Companies
The use of third-party set-up companies is allowed, but these companies must adhere to the policies and procedures included in this prospectus. The name of the company and staff setting up must be sent to Paige LaDue by October 6,2025, so badges can be created for these individuals.
One-site Floor Plan and Booth Set-up
Booths are assigned on a first come basis. PRIM&R reserves the right to make modifications to the floorplan that may be necessary to meet the needs of the exhibit area. PRIM&R has the right to assign space among vendors and to relocate exhibits after initial assignment, if circumstances warrant, at its sole discretion. If you do not want to be near a specific vendor, note this on the application form next to your preferred booth space. We will do our best to accommodate preferences.
Food and Beverage in Booths
Vendors are welcome to host catered events in their booth. Catering must be done through the catering provider at the Convention Center (an exclusive service). No outside food and beverage is allowed, and vendors cannot sell/serve alcohol from their booths. PRIM&R can put vendors in touch with catering upon request.
Affiliate Events Policy
PRIM&R welcomes vendors to host affiliate events in conjunction with PRIMR25. All events are subject to the terms of our Affiliate Events Policy and must be submitted to PRIM&R via the Affiliate Events Application, even if they take place off-site. Applications are due by September 24, 2025.
Exhibitor Conduct
Booth Appearance/Staffing
Vendors agree to keep exhibits properly staffed during the show hours. PRIM&R reserves the right to prohibit or restrict exhibits that, because of in-person or virtual design, noise, method of operation, materials, or any other reason, become objectionable. In the event that restriction occurs, PRIM&R is not liable to refund any supporter or exhibitor expenses.
Event Conduct Policy
PRIM&R reserves the right to update this policy at any time. The policy in effect at the time of the event is the policy all attendees agree to.
The objective of PRIM&R’s conferences is to provide a safe and respectful environment for attendees to learn and confer with peers and experts in the field. PRIM&R is committed to being an impartial convener within the field, which encompasses people with a range of differing opinions. PRIM&R values freedom of expression, constructive and respectful dialogue, and spirited discussion, as they are essential to finding common ground and advancing the goal of responsible, ethical conduct of research. As such, PRIM&R will not tolerate the disruption of conference sessions that results in:
- The inability for the learning objectives of those programs and sessions to be met.
- The inability for dialogue, discussion, debate, learning, and/or networking to take place
- Harassment, badgering, or verbal threats.
- The use or threat of physical force by any individual or group of individuals against another.
- Destruction of property.
All content included in this conference is the property of the presenter(s) and is protected by United States and international copyright laws. Certain materials are used by permission of their respective owners. The conference is the property of PRIM&R. Conference content may not be reproduced, transmitted, or shared in any way without the prior written permission of the presenter(s)/PRIM&R. Access to this conference should not be construed as a license or right under any copyright, patent, trademark or other proprietary interest of PRIM&R or third parties.
By supporting/exhibiting at a PRIM&R event, you agree to refrain from conduct that is disruptive or destructive in the ways outlined above. In addition, all participants attending the conference are subject to the laws applicable in the state of the event. PRIM&R reserves the right to withdraw the name badge and, therefore, deny access to participants or vendors who do not adhere to these principles and values. Individuals asked to leave the meeting will not receive a refund and will be prevented from registering for or exhibiting at future PRIM&R events.
Marketing and Materials
Marketing Policies
rgUse of conference name/logo: Vendors are prohibited from using PRIM&R’s name or logo without receiving approval from PRIM&R first. The official title of the event is 2025 PRIM&R Annual Conference and it must be spelled out at first mention. Afterwards, PRIMR25 may be used.
Vendor marketing materials: Vendor marketing materials may not include mention of PRIM&R’s agenda or programming, unless it is an officially supported opportunity, such as a reception, session, etc.
Direct mail marketing to attendees: Vendors wishing to do direct mail marketing to the list of attendees can either purchase a chaperoned email (see above) or can contact attendees before/after the meeting using the registrant list. This list only includes postal addresses and PRIM&R must sign off on any marketing message sent. Contact Catherine Batsford for approval.
Vendor marketing materials: Vendor marketing materials may not include mention of PRIM&R’s agenda or programming, unless it is an officially supported opportunity, such as a reception, session, etc.
Direct mail marketing to attendees: Vendors wishing to do direct mail marketing to the list of attendees can either purchase a chaperoned email (see above) or can contact attendees before/after the meeting using the registrant list. This list only includes postal addresses and PRIM&R must sign off on any marketing message sent. Contact Catherine Batsford for approval.
Distribution of Promotional Materials
Distribution of flyers, brochures, and/or any marketing materials must be confined to your in-person or virtual exhibit area. Advertising may not be displayed in convention center hallways or other common areas unless otherwise allowed as part of your supporter opportunity.
Registrant List
Vendors will receive an electronic copy of the registrant list provided before and after the meeting. The list will include attendee names, titles, organizations, and mailing addresses only; this list will not include email addresses, anyone who has opted out of being included in the attendee list during the registration process, nor anyone from the EU/EEA. For those wishing to collect email addresses, you must add website lead retrieval to your website listing and/or purchase on-site lead retrieval.
Cancellation
Cancellation Policy
Planning for this event requires advance coordination with the general service contactor who sets-up the exhibit hall, the convention center, and those working with the center’s utilities, etc. Due to COVID-19’s impact on the meeting industry and supply chain, our partners need to plan/order materials earlier. As such, once an exhibitor application is recognized by those suppliers, PRIM&R is billed for services rendered and supplies ordered related to the exhibitor regardless if that vendor shows up. Therefore, as the event nears closer, we’re not in a position to refund fees due to the cost we owe our partners. The cancellation schedule is as outlined:
- Date of signing to August 30, 2025: Funds paid will be refunded minus $100 processing fee.
- August 31-October 5, 2025: Funds paid will be held as a credit on the vendor’s account that they can use for a future support opportunity (must be used within one year).
- October 6-November 1, 2025: No refunds on exhibit spaces or support opportunities.
Vendors must send notification of cancellation via email to Catherine Batsford.
Other Terms
Liability
Vendors assume entire responsibility and hereby agree to protect, indemnify, defend, and save PRIM&R and The Baltimore Convention Center against all claims, losses, and damages to persons or property, and attorney’s fees arising out of or caused by supporters and exhibitors installation, removal, maintenance, occupancy, or use of the exhibit space, excluding any such liability caused by the sole negligence of PRIM&R and The Baltimore Convention Center . In addition, vendors acknowledge that PRIM&R and The Baltimore Convention Center do not maintain insurance covering vendor’s property, and it is the sole responsibility of the vendor to obtain insurance, including, if desired, business interruption and property damage insurance covering losses by vendors. Responsibility for the security of a vendor’s area, product, and property rests solely with vendors.
Unforseen Events
In the event of circumstances beyond PRIM&R’s reasonable control, including, but not limited to, acts of God, war, riot, governmental action, epidemic or pandemic, fire or flood, strikes or threat of strikes, acts and/or threats of terrorism (supported by creditable evidence or government warning) in the city or state where the Conference is to be held, curtailment of transportation services preventing attendance of at least thirty percent (30%) of the anticipated attendees from attending the event, or enactment by state or local governments or governmental agencies of restrictive legislation, ordinances or administrative policies in direct conflict with the Conference and/or PRIM&R’s fundamental purpose or mission (i.e. similar to or the same as North Carolina's Anti-LGBT known as Senate Bill 2), or litigation filed by state or local governments or governmental agencies related to or arising from the Conference or PRIM&R's fundamental purpose or mission statement, making it illegal, impossible, commercially impracticable, or inadvisable to hold the Conference or provide the essential facilities as originally planned, PRIM&R reserves the right to postpone or cancel the Conference. Under these circumstances PRIM&R would try to reschedule the Conference, rather than cancel outright.
- Should a conference need to be rescheduled, exhibitor fees would be transferred to the subsequent offering.
- Should the Conference be moved from in-person to a virtual offering, see below.
- Should the conference need to be cancelled outright, instead of being rescheduled or moved to a virtual only event, exhibitor fees would be credited towards any conference, educational program, or workshop offered by PRIM&R within 12 months from the cancellation date. Fees not used within the 12 months from the date of issue would expire.
PRIM&R is planning an in-person conference with a virtual component, but is monitoring the pandemic and it’s potential impact on this event. In light of circumstances brought about by COVID-19 and its variant strains, or for any other reason outside of PRIM&R’s control (see above), PRIM&R reserves the right to create an all-virtual event if that’s what’s in the best interest of our community. Should PRIM&R need to turn the in-person event into a virtual only event:
- Vendor booths will still be listed virtually; vendors can upgrade their booths if needed.
- Support opportunities will be accommodated where possible and/or companies may choose to adjust their support opportunities in light of this change.
- Fees from the in-person conference will be applied to the virtual exhibit hall. Remaining funds will be held as a credit on the vendor’s account that they can use for a future support opportunity (must be used within 12 months of the event).
- If a vendor does not wish to participate virtually, their fees will be held as a credit on the vendor’s account that they can use for a future support opportunity (must be used within 12 months of the).
Please note that this policy is subject to change. Vendors will be notified of any changes.