TMS 2021 Rules and Regulations

CONTRACTUAL AGREEMENT

It is understood that the following information is accepted as part of the contract between the American Psychological Association (APA) and those who secure Technology, Mind, and Society (TMS) 2021 Virtual exhibit space, a sponsorship, and/or advertising. 

It is agreed that the exhibitor/sponsor/advertiser will abide by all American Psychological Association (APA) and TMS 2021 Virtual Rules, Regulations, and Policies (hereinafter collectively referred to as Rules or The Rules and detailed at before, during, and after TMS 2021 Virtual. All matters and questions not covered by The Rules are at the discretion of APA. The Rules may be amended at any time by APA and all amendments that may be so made shall be equally binding upon publication on all parties affected by them, as are the original Rules. 

TMS 2021 VIRTUAL PLATFORM AND VIRTUAL BOOTH SET-UP 

X-CD is the official platform for the TMS 2021 Virtual event.  Virtual exhibitors/sponsors will receive details and instructions regarding virtual booth set up after their TMS 2021 exhibit space/sponsorship/advertising application has been approved and their participation has been confirmed. Exhibitors are responsible for completing their virtual booth set-up by or before October 27, 2021. 

TMS 2021 VIRTUAL SOLUTIONS CENTER OFFICIAL SCHEDULE

The schedule for TMS 2021 Virtual is currently in development. Once confirmed, the Solutions Center schedule will be provided to all TMS 2021 Virtual exhibitors/sponsors.

ACCEPTANCE OF VIRTUAL EXHIBITS AND/OR SPONSORSHIPS AND VIRTUAL EXHIBIT CONTENT 

Decisions regarding the acceptability of virtual exhibits and/or sponsorships will be made in the first instance by the APA Science Directorate. The APA, acting through its Chief Science Officer, reserves the right and sole discretion to reject any proposed virtual exhibit/sponsorship for any reason. Prospective TMS exhibitors/sponsors are advised that the acceptability of products or services for display at the TMS event – whether an in-person event or a virtual event — is based on legal, social, professional, and ethical considerations. 
 
Decisions on the acceptability of virtual exhibits and/or sponsorships are made on an annual and case-by-case basis. Inclusion of an exhibit in a prior TMS event — whether an in-person event or a virtual event — is not determinative of the acceptability for future TMS events, as acceptability is reviewed annually. 

Virtual exhibits and/or sponsorships must be consistent with the professional nature of the TMS event. Virtual exhibits and/or sponsorships are not intended for airing either side of a controversial social, political, or professional issue. TMS 2021 Virtual exhibits and/or sponsorships are not intended for the purpose of campaigning for APA president or any other APA governance office. 
 
The American Professional Agency is APA’s sole authorized and preferred provider of professional liability insurance to members. As such, no companies or businesses that offer any of these insurance products (or any insurance products that are included under the terms of the APA/American Professional Agency agreement) will be allowed to advertise, exhibit, promote, discuss, or provide information on their products through the use of APA media, venues or events. 
 
APA reserves the right to decline exhibitor and/or sponsor requests to conduct non-APA surveys in the TMS 2021 Virtual Solutions Center or any area where an APA event or function is being held during the TMS 2021 Virtual event. 
 
APA reserves the right to require APA exhibitors/sponsors to edit, amend, or eliminate parts of their virtual exhibits and/or sponsorships that in the Association’s opinion are not in keeping with the Association’s objectives or are otherwise inconsistent with APA policies. 
 
The exhibition of products or services at a TMS event – whether an in-person event or a virtual event — is neither an endorsement of the exhibiting organization nor of the products or services exhibited. APA is not responsible for any claims made by a TMS exhibitor/sponsor. In addition, TMS 2021 Virtual exhibitors/sponsors may not, without prior APA consent, incorporate in subsequent promotions the fact that a product or service has been exhibited at a TMS and/or APA event. 

 
APA ACCREDITATION REQUIREMENT 

The exhibiting/advertising of educational programs is restricted to those schools or other institutions fully accredited by regional or other institutional accrediting associations recognized by the U.S. Department of Education. In addition, for those areas of professional psychology where APA or Canadian Psychological Association (CPA) accreditation is currently provided (e.g., clinical, counseling, school, combined), APA will restrict exhibiting/advertising to only APA- and CPA-accredited programs. Programs accredited by either the APA or CPA must state in their exhibit/advertising materials that they are APA- or CPA-accredited and include contact information for the APA or CPA accreditation office.

FDA-APPROVAL REQUIREMENT

The following product types must conform to all federal regulations and policies of the Food and Drug Administration (FDA) to be displayed and/or sold in the TMS 2021 Virtual Solutions Center. Exhibitors with products in either of the two categories noted below must include with their TMS 2021 Virtual exhibit space/sponsorship/advertising application a copy of the relevant FDA-approval certificate. 

• Medical devices that have been approved by APA for display in the Solutions Center 
• Pharmaceutical products  

Additionally, if the application is approved by APA and virtual exhibit space is confirmed, then at all times during official TMS 2021 Virtual Solutions Center dates and hours, a PDF copy of the FDA-approval certificate must be available in the exhibitor’s virtual booth. 

NOTE: The regulations of the Food and Drug Administration (FDA) provide exacting legal controls over the claims that drug manufacturers may make for their products and require them to state contraindications, hazards, etc. unless “reminder advertising” makes no product claims. Adherence to legal requirements concerning the content of drug advertising is the manufacturer’s responsibility. The disorder or symptom for which a drug or other product is being recommended must be prominently stated in materials to be displayed in the exhibit space, except in reminder advertisements, as provided by the FDA regulations. Materials to be displayed may not in any way suggest the use of medication or other substance for the relief of the tensions or problems of everyday life rather than for the relief of symptoms of illness or disorders. In pharmaceutical advertising copy, the full generic name of each active ingredient shall appear. Pharmaceutical products for which approval by the FDA of a new drug application is a prerequisite for marketing are not eligible for display in the TMS 2021 Virtual Solutions Center until such approval by the FDA has been granted. 

TECHNOLOGY PRODUCTS AND SERVICES

Before a technology or software provider, or digital service related to mobile health (mHealth), telehealth, or other health care application is permitted to become a TMS 2021 Virtual exhibitor, sponsor, or advertiser, the submitted TMS 2021 Virtual exhibit space/sponsorship/advertising application and supporting information, if requested by APA, will be evaluated by professional staff (as applicable) against the criteria outlined in APA’s Technology Advertising Policy.

EQUAL EMPLOYMENT OPPORTUNITY 

The American Psychological Association (APA) endorses equal employment opportunity practices and accepts exhibit space/sponsorship/advertising applications only from organizations that are not discriminatory on the basis of race, color, sex, religion, national origin, gender, age, sexual orientation, gender identity or expression, marital status, number of dependent children or the ages of the children, physical or mental disability (visible or nonvisible), genetic information, status as a protected veteran, or any other basis on which discrimination is prohibited by federal or local law. 

 
EXHIBIT SPACE/SPONSORSHIP/ADVERTISING APPLICATION SUBMISSION & DEADLINE 

Submit a TMS 2021 Virtual exhibit space/sponsorship/advertising application via the TMS 2021 Virtual exhibit space/sponsorship/advertising online gallery or send a completed and signed PDF version of the application to: Jodi Ashcraft, Director, APA Media and Event Sales, jashcraft@apa.org. 

 
Application Deadline 

TMS 2021 Virtual exhibit space/sponsorship/advertising applications will be accepted through 5:00 p.m. EDT, October 25, 2021. Applications received after this time will not be accepted. 

EXHIBIT SPACE/SPONSORSHIP/ADVERTISING APPLICATION REVIEW 

TMS 2021 Virtual exhibit space/sponsorship/advertising applications are subject to review as detailed in Acceptance of Virtual Exhibits and/or Sponsorships and Virtual Exhibit Content. Additional information about the exhibiting company and/or the products/ services to be displayed/promoted may be requested before a final decision is reached. 
 

VIRTUAL EXHIBIT SPACE ASSIGNMENT 

TMS 2021 Virtual exhibit space/sponsorship/advertising applications who have been accepted by APA are processed and assigned on a first-come, first-served basis by the APA Media and Event Sales department. 

 
VIRTUAL EXHIBIT SPACE/SPONSORSHIP/ADVERTISING PAYMENTS: POLICY AND SCHEDULE 

Upon confirmation of TMS 2021 Virtual exhibit space, sponsorship, and/or advertising, TMS 2021 Virtual exhibitors/sponsors/advertisers will receive a confirmation letter and an invoice. Payments must be submitted in accordance with the instructions provided on the invoice and with the following payment schedule. 
 

Payment in full for TMS 2021 Virtual exhibit space, sponsorships, and/or advertising is due by or before October 15, 2021, as follows: 

APA reserves the right to cancel any virtual exhibit space, sponsorship, and/or advertising for which timely payments have not been received. Exhibitors/sponsors/advertisers who are unable to provide payment by the deadline noted on their invoice should contact Jodi Ashcraft, Director, APA Media and Event Sales, jashcraft@apa.org. 

TMS 2021 VIRTUAL REGISTRATION AND EXHIBITOR/SPONSOR BADGES 
Instructions for TMS 2021 exhibitor/sponsor registration will be included in the confirmation letter sent to exhibitors/sponsors once their TMS 2021 exhibit space/sponsorship/advertising application has been approved by APA. 

• TMS 2021 Virtual Exhibitors:  A total of four (4) complimentary exhibitor/sponsor registrations/badges will be provided to each confirmed exhibiting company.  Exhibitor/sponsor registrations provide full access to all TMS 2021 Virtual programming except for those with an associated fee (e.g., CE Workshops, etc.). 
• TMS 2021 Virtual Sponsors:  Confirmed tier sponsors receive additional complimentary exhibitor/sponsor registrations as follows:  Tier 1: six (6);  and Tier 2: five (5). 
  Complimentary exhibitor/sponsor registrations are not included with Tier 3 and Tier 4 sponsorships, but Tier 3 and Tier 4 sponsors who wish to attend the event may complete their paid registration(s) via the TMS 2021 Virtual website. 
• TMS 2021 Virtual Advertisers:  Complimentary TMS 2021 Virtual exhibitor/sponsor registrations/badges are not included with TMS 2021 Virtual advertising.  Advertisers who wish to attend the event may complete their paid registration(s) via the TMS 2021 Virtual website. 

 
EXHIBITOR/SPONSOR ACTIVITIES AND DISTRIBUTION OF MATERIALS 

Exhibitor/sponsor activities and/or the distribution of advertising or promotional materials by TMS 2021 Virtual exhibitors/sponsors are restricted to the APA exhibitors’/sponsors’ virtual booth in the TMS 2021 Virtual Solutions Center. 
 

OPERATING THE VIRTUAL EXHIBITS

Access for Persons With Disabilities: APA works to provide an accessible convention for all attendees with disabilities and believes that persons with disabilities should be given the opportunity to participate and interact to the fullest extent possible. TMS 2021 Virtual exhibitors/sponsors are encouraged to plan their virtual participation and materials to accommodate persons with disabilities. TMS 2021 Virtual exhibitors/sponsors should make order forms and/or promotional materials available in alternate formats (such as large print) for persons who are blind or visually impaired. Additionally, presentations and/or videos included in a virtual booth should be captioned for persons who are deaf or hard of hearing.

Subletting of Virtual Exhibit Booth Space: APA exhibitors/sponsors may not assign, sublet, or apportion all or any part of their virtual exhibit space. Materials other than those manufactured or distributed by the confirmed TMS 2021 Virtual exhibitor/sponsor in the regular course of business may not be displayed and/or promoted by the exhibitor or allowed by the exhibitor to be displayed and/or promoted by other persons or firms without written consent from the Director of Media and Event Sales. 

Copyrights and Proprietary Material: ASCAP, BMI, dramatist fees, copyright license fees, patent fees, or any other fee or royalty attached to copyrighted or proprietary material are the responsibility of the APA exhibitor. APA is not responsible for any violation for infringement rights of any owner or presented material. 

MANDATORY APA DATA EXCHANGE AGREEMENT 
An APA Data Exchange Agreement will be sent to exhibitors/sponsors upon confirmation of an TMS 2021 Virtual booth space and/or sponsorship.  Prior to November 3, 2021, the event start date, all TMS 2021 Virtual exhibitors/sponsors are required to complete, sign, and return the agreement form to Jodi Ashcraft, jashcraft@apa.org. 

TMS 2021 VIRTUAL SPONSORSHIPS

Policies

PROCEDURES 

• Prospective TMS 2021 Virtual sponsors may visit the online exhibit/sponsorship/advertising gallery to view sponsorship options and submit a TMS 2021 Virtual exhibit space/sponsorship/advertising application.  Upon review of the application by APA TMS management prospective sponsors will be notified regarding APA’s decision to accept or decline the sponsorship request. 

SPONSORSHIP PAYMENT PROCESS 

• Upon acceptance by APA of a TMS 2021 Virtual sponsorship, APA will provide the sponsor with an invoice and payment instructions. 

TMS 2021 VIRTUAL EXHIBIT SPACE, SPONSORSHIP, AND ADVERTISING CANCELLATION POLICY, AND DEADLINES 

Cancellations of TMS 2021 Virtual exhibit space, sponsorships, and/or advertising must be submitted in writing and sent to Jodi Ashcraft, Director, Media and Event Sales, jashcraft@apa.org. Refunds will be made in accordance with the following schedule: 

• Cancellations received prior to August 6, 2021: 100% refund 
• Cancellations received August 7 – October 1, 2021: 50% refund 
• Cancellations received after October 1, 2021: No refund 

TMS 2021 Virtual exhibitors/sponsors/advertisers who violate any of the TMS 2021 Virtual Rules, Regulations, and Policies are subject to the immediate cancellation by APA of their participation.  In such circumstances, no refunds will be made. 

TMS 2021 VIRTUAL NO-SHOW POLICY FOR EXHIBITORS/SPONSORS 

APA reserves the right to designate a virtual exhibitor/sponsor as a “no-show” if the exhibitor/sponsor virtual booth space is not fully set up and prepared for APA review by 5:00 pm EDT, October 29, 2021.  In such instances, the virtual exhibitor/sponsor agrees to forfeit their virtual booth space and may not receive a refund from APA for any submitted payment(s). 

USE OF APA / TMS 2021 VIRTUAL LOGOS AND IMAGES 

APA exhibitors/sponsors/advertisers are not permitted to use the APA logo and/or the TMS 2021 Virtual logo in any public or private promotional materials. 

RECORDING POLICY 

By participating as a TMS 2021 Virtual exhibitor/sponsor/advertiser you agree to the TMS 2021 Virtual recording policy.  APA strictly prohibits the recording (photographic, screen capture, audio and/or video) copying, distributing, reproducing or downloading of content from the sessions, presentations, and/or posters at the TMS 2021 Virtual event. 

LIABILITY AND INSURANCE / HOLD HARMLESS POLICY  

The APA exhibitor/sponsor/advertiser, upon contracting to virtually exhibit/sponsor/advertise, expressly releases the American Psychological Association (APA) or any of its officers, directors, employees, or committee members from any responsibility or liability for any injury, loss, or damage that may occur to the TMS exhibitor/sponsor/advertiser or to the exhibitor’s/sponsor’s/advertiser’s employees or property prior to, during, or subsequent to the period covered by the TMS exhibitor’s/sponsor’s/advertiser’s contract, including, but not limited to, any responsibility or liability for negligently caused injury, loss, or damage; and further, the TMS exhibitor/sponsor/advertiser agrees to hold harmless and indemnify the APA against any and all claims made against the APA by any person and arising out of the TMS exhibitor’s/sponsor’s/advertiser’s acts or omissions. If the TMS 2021 Virtual event is canceled due to circumstances beyond the control of the American Psychological Association, then all payments submitted by TMS 2021 Virtual exhibitors/sponsors/advertisers for TMS 2021 Virtual exhibit space/sponsorship/advertising will be refunded.