Vendor Agreement
Whether you register electronically or via email, you are bound by all of the terms on these pages. Thank you for allowing us to serve you.
Service Description
SSE will schedule events at biotech companies and academic institutions on your behalf.
SSE will promote the event within the institutions digitally and physically in advance.
SSE utilizes a top SaaS enterprise software to manage our registration system, providing you with credit card processing, invoicing, receipts and notifications along with other services to streamline our services for your company.
SSE will arrange all the accommodations for the events and give you detailed logistics to take the stress out of selling. We want you to focus on what you do and not on how to find prospects.SSE will timely provide you with sales lead information generated at events, whenever possible.
SSE cannot guarantee that every vendor will participate in all scheduled events, even if you register. Ultimately, the host account make the final decision as to which vendors are allowed to visit. SSE's goal, however, is to develop and maintain strong relationships with the host companies so they recognize the value of allowing a diverse range of representatives visit their facilities. It is rare for SSE to ever have to refund a registration.
SSE reserves the right, in its sole discretion, to exclude participation by a vendor of any event(s). SSE also reserves the right to exclude any vendor who fails to honor the terms of this agreement.
Vendor Commitments and Expectations:
Vendors are to arrive 1/2 to 45 minutes prior to the scheduled start time. Scientist Solutions Events staff appreciate arrival no sooner than one hour prior to the start of the event so that the room may be set up. Should you arrive early, please wait outside the event area.
Vendors are responsible for supplying their own extension cords, equipment, or any other supplies that might be needed for those events where the hosting company has approved the use of electricity.
Vendors are responsible for setting up and arranging their tables with displays in time for the start of the event.
Vendors are expected to stay for the duration of the event unless dismissed by SSE staff or the host company's point of contact.
Vendors are not permitted to visit labs following the show unless invited by the institution's staff.
All locked down spaces and spaces not accessible to the public are off limits. SSE shall not be liable for any vendor not following this rule.
Vendors are required to maintain a minimum insurance policy of $1,000,000.
Each participating vendor and the company they represent are solely responsible for their own actions while on the premises of the participating host company. Scientist Solutions Events, Inc. will not be responsible for any losses, injuries or damages arising from the action of the participating vendors at any time. Vendors are subject to the confidentiality policies of all facilities they visit through SSE whether the facility requires them to sign a formal agreement.
Fees
Occasionally vendors may request to share tables with other vendors. We charge a surcharge of $100 per vendor whether or not one vendor is paying the entire fee.
For vendors within the same company sharing the event fee, a processing fee of $25 per vendor is added on.
For any event where the institution requires a certificate of liability insurance listing the facility as additional insured on the vendor policy will be charged an additional $50 for the processing of this special request.
Payment Responsibilities
Payment is due in advance of the event and vendors are slotted in order of payment.
Payments by check are subject to a $25 processing fee.
Refund Policy
A. Vendor Cancellation
Cancellations by vendors less than 10 business days prior to the event date and "no-shows" are non-refundable.
For Canada events, cancellations made less than 15 days prior to the event date and "no-shows" are non-refundable.
Lead lists for all events that allow lead collection will be mailed following the event.
B. Rescheduled Shows
If an event needs to be rescheduled, vendors will be notified and registrations will be moved to the new date. SSE will not refund vendor travel and lodging costs.
Vendors who are unable to participate in the rescheduled event shall be given the option of:
C. Applying the funds to a future event
If a show is canceled due to an Act of God we will make every effort to reschedule to a date in the near future and your registration for the canceled event will be moved over to the new date. If for any reason a vendor is not able to participate in the new scheduled date, SSE will issue a credit toward any future show chosen by the vendor, provided that the show is of the same value. If a show is selected that exceeds the value of credit, then an invoice for the difference will be due and payable. If the value of the new selected show is less than the credit, SSE will carry over that credit to any future show.
NOTE: Exceptions to the SSE refund policy will be addressed on a case-by-case basis and must be approved by SSE Management.
Additional Matters
Typically biotech and pharmaceutical accounts and sometimes academic accounts which are locked down require SSE to provide a complete list of vendor attendees. For any accounts such as this it's imperative the registrant provide the names of all staff exhibiting. Because these accounts have strict policies to secure their intellectual property, SSE will take extra precautions to ensure staff exhibiting are approved in advance of the event. We reserve the right to exclude vendors and vendor companies from events.
Please understand that some accounts such as Government accounts will require vetting of attendees which may include proof of identification, U.S. Citizen or visitor status, etc
Each participating vendor and the company they represent are solely responsible for their own actions while on the premises of the participating host company. Scientist Solutions Events, Inc. and Biotech Institutions will not be responsible for any losses, injuries or damages arising from the action of the participating vendors at any time. Vendors are subject to the confidentiality policies of all facilities they visit through SSE whether or not the facility requires them to sign a formal agreement.