EXHIBITOR PROSPECTUS

 

ANNUAL MEETING 

AND SCIENTIFIC SESSIONS

September 18-20, 2025

Embassy Suites Nashville South

Cool Springs Franklin Tennessee

 

Exhibit 

Dates & hours*

Set-Up

 

Thursday, September 18, 2025 -6:30 p.m.- 8:00 p.m.

Friday, September 19, 2025– 8:00 a.m. - 9:00 a.m.

 

Show Hours 

Friday, September 19, 2025

9:00 a.m. - 6:00 p.m.

Friday Morning Break 10:15 a.m.-10:45 a.m.

Friday Afternoon Break 3:30 p.m.- 4:00 p.m.

Networking Reception with Exhibitors 6:00 p.m. – 7:00 p.m.

 

Saturday, September 20, 2025

8:00 a.m. – 4:00 p.m.

Saturday Morning Break- 10:00 a.m-10:30 a.m.

Saturday Afternoon Break - 3:30 p.m.- 4:00 p.m.

 

Tear Down

Saturday, September 20, 2025, 4:30 p.m. -5:30 p.m.

 

*Hours subject to change

Tennessee Pain Society 

Annual Meeting and Scientific Sessions

September 18-20, 2025

Embassy Suites Nashville South Cool Springs

Nashville Tennessee

 

History

The Tennessee Pain Society is an association of physicians and healthcare practitioners whose mission is to serve people who suffer from acute and chronic pain by advancing research and treatment and to increase the knowledge and skill of the regional professional community.  We are pleased to announce that the 2025 program will continue to attract an average of 150 pain management specialists, family practice physicians with a clinical interest in pain management, anesthesiologists, orthopedists, physiatrists, neurologists, surgeons, physician assistants, nurse practitioners, nurses, therapists and healthcare professionals from Tennessee, Alabama and our other neighboring States who wish to network and learn the latest techniques, treatments, and options in acute and chronic pain management.   We invite you to support and exhibit at the 2025 Annual Meeting and Scientific Sessions.

 

Attendance

Projected attendance for the Annual Meeting and Scientific Sessions includes an anticipated 150 pain management specialists, family physicians with a clinical interest in pain management, anesthesiologists, orthopedists, physiatrists, neurologists, surgeons, general practitioners, psychiatrists, physician assistants, nurse practitioners, nurses, therapists and healthcare professionals from Tennessee, Alabama and our other neighboring States who have an interest and /or pain management practice and specialize in acute and/or chronic pain management.

 

Exhibit Information

 

Location

 

The Embassy Suites Nashville South is located in Franklin Tennessee and an easy drive from all points in Tennessee and our neighboring States.  To encourage optimum interaction, the Exhibit Hall will be located in close proximity to sessions and within the guidelines of ACCME rules.  Corporate Members have priority display placement.  The exhibit area will serve as the venue for all refreshment breaks as well as the Friday Evening Networking Reception.

Hotel Accommodations

On behalf of the meeting participants, the Society has secured sleeping rooms at The Embassy Suites Nashville South Cool Springs Franklin Tennessee at the significantly discounted rate of $ 189.00 per night standard room for single/double (plus taxes and fees) To ensure availability, please reserve your room before Monday, August 25, 2025.

Please call the hotel at 615-515-5151 with the dates needed for your stay and reference the Tennessee Pain Society to receive the discounted room block rate. Your reservations are subject to the hotel cancellation policy in effect as stated on your confirmation from the hotel.

Cost/Payment

Cost per -Tabletop is $3,950.  

➢      (1) 6’ table (2) chairs - YOUR DISPLAY MUST FIT ON A 6-Foot TABLETOP.

➢      (2) Complimentary representative badges – Additional badges may be purchased for $300.00 each.

➢      Participation in the Networking Reception on Friday, September 19, 2025 

Payment of the contracted space should be completed with the online Application for Exhibit Space by August 1, 2025. Visa and MasterCard are accepted payments online. We do not accept AMEX.

 

Refunds and Cancelations

Cancelations received in writing by August 1, 2025, will be subject to a $500 administrative fee. There will be no refunds for cancelations received after August 1, 2025. 

 

Space Assignment

Space will be assigned in the order in which applications with payments are received.  Corporate Members are given priority placement. The application deadline is August 1, 2025.  Applications received after this date will be on a space available basis. Exhibitors wishing to avoid assignment of space adjacent to a particular competitor should indicate this on their application. 
*The Program Committee reserves the right to alter the Floor Plan at any time without prior notice.

 

Exhibit Services

On or about August 18, 2025, the Tennessee Pain Society will issue a memorandum to registered exhibiting companies. The memorandum will contain all necessary information and order forms including:

➢      Drayage and shipping

➢      Labor regulations and rates

➢      Furniture, display and decorating rentals

➢      Electrical and telephone service

➢      Audiovisual and computer rentals

 

Shipping Information

Shipments should be made through the Tennessee Pain Society and the Embassy Suites Nashville South Cool Springs Hotel and shipping instructions will be included in the exhibitor memorandum.

 

Mailing List

Each registered exhibitor will receive a pre-registration list approximately 30 days before the meeting, an e-copy at the meeting, and a final registration list within 3 days after the meeting. Use of this list will be restricted to a one time only use and information directly related to the meeting.

 

Badge Policy

All participants affiliated with a company must be registered. Each person will be issued an exhibitor badge and must be employed by the Exhibitor or have a direct business affiliation. Each company is allotted two badges per tabletop purchased. Additional badges are $300 each and no exchanging badges is permitted. Company representative names and email addresses are due by email to lisa@painsocieties.org on or before August 15, 2024. 

 

Conducting Exhibits

Exhibitors shall be in accord with the ACCME, PhRMA, ADVAMED, and/or NEMA guidelines governing support of Healthcare Professionals. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. Character of the exhibits is subject to approval of the program committee. The right is reserved to refuse applications because of concerns over not meeting standards required or expected, as well as the right to curtail exhibits or parts of exhibits, which reflect against the character of the meeting. This applies to displays, literature, advertising, novelties, souvenirs, conduct of person, and unreasonable activity. 

 

Infringement

Interviews, demonstrations and the distribution of literature or samples must be made within the area assigned to the exhibitor. Canvassing or distributing of advertising matter outside the exhibitor’s own space will not be permitted and subjects the exhibitor to immediate dismissal from the meeting without refund.

 

Security

A security guard may or may not be furnished to be on duty in the exhibit area when the exhibits are closed, but the safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor at all times. The Tennessee Pain Society and the Embassy Suites Nashville South Cool Springs are not responsible for theft, loss or damage which may occur and advise each exhibitor to be sure that stands and tabletop displays, equipment and material is insured at full value, that the display is staffed during show hours, and that the display is stored each evening for safe keeping.

 

Liability

The Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend and save the Tennessee Pain Society, its sponsors and endorsers, the Board of Directors, the Program Committee, members, and meeting managers as well as the Embassy Suites Nashville South Cool Springs Hotel and its officers, employees and agents, harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorneys fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole negligence, gross negligence or willful misconduct of the Tennessee Pain Society, its Board of Directors, program committee, sponsors, endorsers, meeting managers, and the Embassy Suites Nashville South Cool Springs Hotel its employees and agents. Exhibitor acknowledges that the Tennessee Pain Society, its sponsors, members and endorsers, the Program committee, and/or meeting managers and the Embassy Suites Nashville South Cool Springs Hotel do not maintain insurance covering the exhibitor’s property and thus it is the sole responsibility and obligation of the exhibitor to obtain business interruption and property damage insurance covering such losses by exhibitor.

 

Fire Protection

All materials used in the exhibit area must be flame-proof and fire-resistant in order to conform to the local fire ordinances and in accordance with regulations established by the local Fire Department. Crepe paper or other paper is not to be used in crating merchandise. Display racks, signs, spotlights and special equipment must be approved before use, and all displays are subject to inspection by the Fire Prevention Bureau. Any exhibit or parts thereof found not to be fire-proof may be dismantled. All aisles and exits must be kept clear at all times. Fire stations and fire extinguisher equipment are not to be covered or obstructed.

 

Protection of the Hotel Building

Exhibitors will be held liable for any damage caused to the hotel property, and no material or matter of any kind shall be posted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors or other parts or portions of the building or furnishings. Whatever may be necessary to properly protect the building, equipment or furniture will be installed at the expense of the exhibitor. If any controversy arises as to the need or propriety thereof, the Convention Service Manager of the Hotel will be the final judge thereof and his/her decision shall be binding on all parties concerned.

Exhibitor Listing in Final Program

Upon receipt of the booking form, you will be asked to send your company logo and 50-word description which will be included on the Society website and in the final program. Deadline is August 1, 2025.

 

Exhibitor Confirmation by Society

Once an Exhibition Booking Form and payment is received, confirmation of your participation will be sent to you by email.  You can pay exhibit fees online or by check.  Please note Society address is the following:

Tennessee Pain Society

c/o Robin L. Hoyle Executive Director

560 Bay Isles Rd.  #9259

Longboat Key FL 34228

EIN:  47-1802998 (W9 furnished upon request)

ACCME Guidelines Related to the Separation of Promotional Activities from ACCME Accredited Educational Activities.

In compliance with the ACCME Standards for Commercial Support, all exhibiting companies must abide by the following:  

• Exhibit and other promotional fees shall be separate and distinct from educational grants/commercial support. 

• All exhibitors must be in a room or area separate from the education and the exhibits must not interfere, or in any way compete with the learning experience prior to, during, or immediately after the activity.

• All promotional activities including interviews, demonstrations, and the distribution of literature or samples must be made within the exhibitor’s space only. Canvassing or distributing promotional materials outside the exhibitor’s rented exhibit space is not permitted. 

• Company representatives may attend educational sessions at the Tennessee Pain Society discretion. However, representatives must refrain from holding any commercial discussions in the educational sessions.

• Onsite Monitoring - The separation of promotional materials and activities from the educational arena is strictly enforced throughout the activity by the Tennessee Pain Society onsite staff.

 

INSERT AND DISPLAY MATERIALS

Please note that all materials entering the venue will incur a handling charge by the hotel or the Society. This includes materials for inserts and display.  In order to receive a price quote for handling and to assure arrival of your materials, please be sure to complete any “Pre-Advise” form included in the shipping instructions when you receive the Exhibitor Memorandum on or about August 18, 2025.

SITE INSPECTIONS 

Exhibitors and Supporters are free to visit the Meeting venue at their convenience. Please contact the venue directly to arrange a tour.  

 

For more information on Exhibition and Marketing Opportunities please contact:

Lisa Lineback, Director of Exhibits at lisa@painsocieties.org

Telephone: (336) 816-2049

 

ADDITIONAL OPPORTUNITIES

2025 GOLD CORPORATE MEMBERSHIP                                $10,000

2025 MEETING Participation as follows:

• Membership Designation included on all print materials, membership roster, and highlighted on website

• One (1) Tabletop Exhibit Display in preferred location.

• Two (2) additional complimentary registrations for a total of four (4) registrations

• One (1) Gold Corporate Member Showcase at one of the following days/times
  • Lunch Friday, September 19, 2025
  • Breakfast Saturday, September 20, 2025
  • Lunch Saturday, September 20, 2025

Please note that company provides food/beverage, speaker, audiovisual as an additional expense.

• Company-Provided Product Flyer in Annual Meeting Conference Materials

•       Two e-blast invitations to all Attendees detailing the Corporate Member Showcase with RSVP to Company 

•       Agenda listing of Gold Corporate Member Showcase

•       Participation in the Networking Reception on Friday evening September 19, 2025.

 

2025 CORPORATE MEMBERSHIP                                           $5,000       

 2025 MEETING Participation as follows:

• Membership Designation included on all print materials, membership roster, and highlighted on website

• One (1) Tabletop Exhibit Display in preferred location.

•       Participation in the Networking Reception on Friday evening September 19, 2025

• One (1) additional complimentary registration for a total of three (3) registrations

• One (1) Pre & Post Registration Mailing List

• Company-Provided Product Flyer in Annual Meeting Conference Materials

• Company Acknowledgement at Annual Meeting

 

2025 Exhibit 6 -foot tabletop display                                       $3,950       

• One (1) 6’ table (2) chairs - YOUR DISPLAY MUST FIT ON A 6-Foot TABLETOP.
• Two (2) Complimentary representative badges – Any additional badges must be purchased for $350 each
• Participation in the Networking Reception on Friday September 19, 2025.

 

PROMOTIONAL MATERIAL                                                               $ 500  

Distributed to all attendees.  Company-provided Product Flyer in the annual Meeting conference materials 

 

LANYARDS                                                                                          $500

Distributed to all attendees.  Company-provided badge lanyard.

 

CONFERENCE BAGS                                                                          $500

Distributed to all attendees.  Company-provided conference bag.

         

Questions?   Call Lisa Lineback, Tennessee Pain Society Director of Support and Exhibition at (336) 816-2049 

or by email at lisa@painsocieties.org

 

We accept check, EFT, Visa, or Master Card. Sorry, we do not accept AMEX