1) Application, registration and order confirmation

After Texas Association of Neurological Surgeons (“TANS”) has received and approved of an applicant’s completed application form, the applicant is registered as an exhibitor/sponsor (collectively “exhibitor”) at the TANS 2027 Annual Meeting, held February 4–7, 2027 at the Omni Barton Creek Resort & Spa in Austin, Texas (the “event”). By completing the application form, the applicant declares himself or herself familiar with the objective of the event, and agrees to exhibit only those products and/or services which come within the scope of the conference. The person signing the application and acceptance of the terms TANS’s electronic registration form warrants that he or she is authorized to bind the exhibitor to the Terms and Conditions and to participate as an exhibitor.

It is understood that all agreements are subject to review by the TANS Board of Directors. It is agreed that disapproval of an exhibit by the TANS Board of Directors will result in termination of the agreement without penalty to either party.

2) Stand allocation and excluded products/services

In exchange for payment in full for the exhibit(s) contracted by the exhibitor, TANS will provide the following for each booth: 6’X30” booth and two chairs.

TANS is not responsible for shipping, equipment, or set up of booth. Exhibitors must handle all shipping through the hotel/event venue. Internet and electricity at the booth are to be arranged and paid for by the exhibitor through the hotel/event venue. Exhibitors may provide their own equipment or furnishings as long as they fit within the allotted space. TANS reserves the right to allocate booth space to exhibitors. The wishes of the exhibitor are taken into account as much as possible.

TANS reserves the right to adjust table top or exhibit space assignments. TANS does not guarantee the number of attendees.

3) Cancellations and event modifications

In the event that an exhibitor cancels sponsorship or exhibit space, 50 percent of the contracted amount will be refunded to the exhibitor if TANS receives written notice of cancellation on or before January 1, 2027. After January 1, 2027, there will be no refund of sponsorship payment. All sponsorship cancellations must be submitted in writing to TANS. No-shows are not eligible for refunds.

TANS reserves the right to resell any booth cancelled by the exhibitor. TANS reserves the right to adjust the layout or limit the space allotted to each exhibitor/sponsor, postpone the exhibition or transfer it to another site if unforeseen circumstances warrant such action. TANS is authorized to cancel the event due to unforeseeable circumstances.

In the event of failure or inability to fulfill this contract, or to furnish the space, due to fire, strikes, authority of the law, Act of God, or any other cause or reason, TANS agrees to return to the sponsor all deposits or other monies paid, and thereupon this agreement shall be deemed canceled by mutual consent, and TANS shall be relieved from all responsibility.

In the event of cancellation by TANS or the organizers, or the exhibitor, no hotel, airline expenses, or actual or compensatory damages shall be reimbursed by TANS.

Exhibit and sponsorship fees purchase access to the event and the opportunity to exhibit, without regard to sales generated, attendance figures, lead volume or any other business result. Once TANS has made the exhibit space available, all contracted exhibitor benefits are considered delivered in full, and the fees are earned in full and non-refundable as of the opening of the event, notwithstanding the pre-event refund schedule described above. The exhibitor permanently gives up, and agrees not to pursue, any chargeback, payment dispute or reversal of an exhibit or sponsorship fee through its card issuer, its bank or any third party. Pursuing any such action, or otherwise attempting to recover fees for services already rendered, constitutes a material breach of these Terms and Conditions.

4) Stand space and activities

All stands must be set up and ready at least 30 minutes prior to opening of the event. Exhibitors are required to ensure that the space rented to them is kept clean.

Any stand space not occupied will be considered a no-show, and the space will be forfeited by the exhibitor. The forfeited space may be resold or used by TANS without obligation for any refund whatsoever, unless arrangements for delayed occupancy have been made.

The exhibitor shall not be authorized to share, sub-let or assign the stand to any other company or to entrust it to other parties in any other way, unless the exhibitor has received prior written approval from TANS.

Activities at, and operations of, the booth shall be carried out in such a way that no nuisance will be caused to the event or to neighboring booths. In cases to the contrary, TANS shall be authorized to exclude the exhibitor from the event. In the event of exclusion, TANS will not refund any payments.

All exhibition items must be removed from the exhibition area after the closing of the exhibition on the date and time specified by TANS. If the exhibitor fails to remove the items by the specified time and date specified TANS is entitled to, but not required to, remove the items at the exhibitor’s own risk and expense.

No sponsorship events outside of approved TANS events are allowed at the facility.

5) CME related requirements

An accredited continuing medical education (“CME”) provider, TANS is governed by the Texas Medical Association’s Standards for Commercial Support of Continuing Medical Education. TANS reviews its own program and awards CME credits according to TMA’s Standards. In accordance with the Standards, TANS has established the following policies for commercial exhibits held in conjunction with its educational activities:

Arrangements for exhibits may neither influence planning nor interfere with the presentation of the educational activity.

Commercial/promotional materials may not be displayed or distributed in the same room immediately before, during, or immediately after the CME activity.

Representatives of commercial supporters and exhibitors may attend the CME activity if they wish, but they may not engage in sales activity in the room where the educational activity is held.

As the accredited CME sponsor of this educational activity, TANS requires all exhibitors to disclose, through signage at exhibit booths, the FDA status of the medical devices or pharmaceuticals displayed.

Exhibits cannot be a condition of provision of commercial support for CME activities.

6) Limitation of liability

Neither TANS nor the facility assume responsibility for damage to, loss, or theft of property of the exhibitors, the exhibitors’ agents, employees, or invitees.

The exhibitor is liable for any damage including loss of or damage to goods caused either by himself or by any of his assistants to the exhibition venue. The exhibitor is also liable for any other damage arising from the exhibitor’s failure to supervise the space rented by exhibitor.

TANS is not responsible for the exhibited property, including but not limited to theft or damage to exhibited property. TANS is not responsible for the exhibitor’s losses or expenses, nor its indirect losses, including but not limited to loss of profits or loss of goodwill.

To the fullest extent legally permissible, exhibitor agrees: (i) it shall be fully responsible for paying for any damage to property owned by the facility, its affiliates, or any of their respective owners or managers that results from any act or omission of exhibitor; (ii) to defend, indemnify and hold harmless, TANS and the facility and their respective owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from exhibitor’s use of the property; and (iii) its liability shall include all losses, costs, damages, or expenses arising from, out of, or because of any accident or bodily injury or other occurrences to any person or persons, including the Exhibitor, its agents, employees, and business invitees.

The exhibitor acknowledges that its fee is paid solely for access and the opportunity to exhibit. TANS makes no representation, warranty or guarantee concerning attendance, booth traffic, leads or sales, and no outcome of that kind amounts to a defect in, or a failure to deliver, the services TANS provides.

7) Insurance

TANS will bear no insurance risk on behalf of the exhibitor. Exhibitor confirms that it maintains at least $1 million in business liability insurance, and that such insurance would cover its operations, actions and losses at the event. Exhibitor represents and warrants that it is adequately insured.

8) Amendment of Terms and Conditions

TANS reserves the right to amend these Terms and Conditions at any time. All amendments shall be binding on the exhibitor with the provision that the exhibitor is advised of any such amendment. Any matters not specifically covered herein are subject to decision by TANS.

9) Intellectual property rights

TANS maintains all intellectual property and marketing rights regarding the exhibition and event, including websites, logos, company names, etc.

10) Severability

If one or more provisions of these Terms and Conditions are found invalid this shall not affect the rest of the provisions’ validity.

11) Entire agreement and discrepancies

These Terms and Conditions and any document referred to herein are the entire agreement between the exhibitor and TANS.

The Terms and Conditions prevail in case of any discrepancies between these and other agreements between the Parties.

12) Governing law and jurisdiction

The Terms and Conditions are subject to Texas law. Any dispute arising in connection with the Terms and Conditions, or the application’s acceptance or rejection shall be governed by the laws of Texas, and the parties agree that the jurisdiction and venue for any disputes regarding the event, the Terms and Conditions, or the acceptance or rejection of the application shall be the courts in Travis County, Texas.

In any dispute, chargeback proceeding or other action arising out of or relating to these Terms and Conditions or to any exhibit or sponsorship fee, the prevailing party is entitled to recover its costs along with reasonable attorneys’ fees.

13) Payment

An exhibit or sponsorship reservation is confirmed only once TANS has received both a completed application and payment in full. A company that submits an application but has not paid in full by December 4, 2026 may forfeit its space to a company on the waiting list. Space is assigned in the order in which applications and full payments are received, and no space is assigned until payment has been received in full. Companies are not listed on event signage, in printed materials or on the TANS website until payment has been received. To be assured of a listing in printed materials, payment must reach TANS at least 30 days before the first day of the event.

TANS reserves the right, in its sole discretion, to require any exhibitor to pay by check, ACH or wire transfer, and to condition acceptance of an application on receipt of payment in that form. Checks should be made payable to the Texas Association of Neurological Surgeons and mailed to:

Texas Association of Neurological Surgeons
[STREET OR PO BOX]
Austin, TX [ZIP]

14) Image capture and likeness release

By attending or taking part in any event or activity held in connection with the TANS 2027 Annual Meeting, exhibitors, sponsors and their representatives grant TANS, together with its employees and agents, permission to capture, retain and use their image, likeness, voice and actions, whether captured live or recorded, in any format or medium. TANS may display, exhibit, publish or reproduce that material in any medium or context and for any purpose, including commercial and promotional purposes, without further notice, authorization or compensation.

15) Acceptance

Acceptance of these terms in TANS’s electronic registration form acknowledges the exhibitor’s receipt of and agreement to abide by the Exhibit Rules & Regulations as published by the association and these Terms and Conditions.

By accepting these Terms and Conditions, the exhibitor further acknowledges and agrees that, having attended the event and used its exhibit space, it has received the full benefit of every contracted exhibitor service, and that the exhibit or sponsorship fee is fully earned and non-refundable.