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Advertising Terms and Conditions

Welcome to our centralized Advertising Terms & Conditions. These terms apply to various advertising and sponsorship opportunities offered through our Media Kit and Sales Decks. Please review the sections relevant to your selected products.

⚠️ Important: Terms vary by product. Sections under “Applies to All Products” apply universally. All other sections are product-specific. Be sure to review the section(s) relevant to your selected placements.

Note: If you are unsure which terms apply to your purchase, please contact your Media Strategist for clarification.

APPLIES TO ALL PRODUCTS

PRODUCT SPECIFIC TERMS

APPLIES TO ALL PRODUCTS

  • GENERAL TERMS AND CONDITIONS
    • The Association and TriStar reserve the right to update the product offerings based on project developments.
    • All advertisements must be approved by the Association. For certain products—such as out-of-home placements and hotel tactics—vendor approval may also be required. If an ad is not approved, the advertiser will have the opportunity to submit revised creative.
    • Advertising purchases will not increase sponsorship level with the Association.
    • By submitting an insertion or purchase order, you agree to the terms and conditions listed herein.
  • FINANCIAL TERMS
    • Prices are NET; no agency commission or cash discounts permitted. 
    • Digital ad pricing is considered sponsorship (flat rate). Unless noted otherwise, there are no CPM guarantees provided due to the nature of target audience access. TriStar will not issue credits for data shortfalls in analytics.
    • Prepayment is required for all convention center sponsorships, out-of-home opportunities, hotel tactics, and retargeting—without exception.
    • Full payment is due from the responsible party no later than 30 days after receiving tear sheets or proof of advertisement, when applicable.
    • All invoices are payable in USD via check, ACH, credit card, or wire transfer.
      • Mail check payments to: 
        Accounts Payable, TriStar Event Media, LLC
        7285 W. 132nd Street, Suite 300
        Overland Park, KS 66213
      • Credit card payments incur a 3% surcharge.
      • Wire transfers incur a $40 processing fee.
  • The advertiser and/or agency (if applicable) shall be jointly and severally liable for all monies due.
  • Invoices unpaid after 45 days are past due and may accrue a 3% late fee.
  • TriStar reserves the right to prohibit future advertising if an account is past due 90 days. Accounts more than 90 days past due will result in loss of first refusal and waitlist rights and may bar the advertiser from future opportunities.
  • TriStar reserves the right to contact the client directly if the agency account is delinquent.
  •  A minimum $650 late fee will be charged for materials received after the specified due date. Digital assets received after the materials deadline may not be included in all scheduled traffic drivers. Inclusion is contingent on the types of creatives, complexity of setup, association approval, etc.
  • TriStar will be diligent in providing the highest quality products and services. TriStar will not provide any refunds or discounts on advertisements due to issues beyond the publisher’s control. 
  • TriStar reserves the right to cancel any publication or service in the event of revenue shortfalls. TriStar shall refund monies paid for participation in the publication or service. TriStar is not obligated to offer or replace the canceled publication or service.
  • Circulation is based on the projected attendance at the time of sales deck creation. There will be no monetary adjustments should attendance numbers decrease. 
  • Ads requiring reformatting or manipulation by TriStar will incur a minimum fee of $500, with the final cost determined by scope. TriStar will not alter or manipulate any ad content without the advertiser’s explicit approval and direction.
  • TriStar will make every effort to accommodate creative revisions submitted after the materials due date; however, acceptance is not guaranteed and additional charges may apply.
  • Most tactics are priced to include one creative submission. Additional fees may apply for multiple creatives.
  • CANCELATION POLICY
    • Advertising agreements are considered final and non-cancelable upon receipt of any of the following: email confirmation, signed agreement, insertion or purchase order, creative materials, or payment. 
  • PROOF OF PERFORMANCE
    • TriStar shall provide proof of performance and metric reporting in accordance with its standard practices. Any requests made outside of the standard reporting period may be subject to service fees.
    • TriStar reserves the right to modify its standard reporting practices, including the scope and frequency of reporting.
    • All metric data reports shared by TriStar shall be treated as confidential information.
  • LEGAL AND CONTENT LIABILITY
    • The advertiser and/or agency assumes full liability for all advertising content published by TriStar.
    • Advertiser and/or agency grants TriStar rights to use, reproduce, and distribute all supplied creative material.
    • TriStar shall not be held liable for any loss, damage, delay, failure, interruption, or non-delivery of advertising resulting from circumstances beyond its reasonable control, including the actions, omissions, policies, or operational decisions of third-party venues, platforms, vendors, or partners, from the operation, availability, performance, or audience behavior associated with TriStar-managed or owned digital properties, websites, email distributions, or platforms, or from delays or disruptions caused by advertiser materials, approvals, change requests, or schedule modifications. Examples include, but are not limited to, issues affecting physical or digital placements in public, outdoor, transit, airport, web, or in-app environments, such as platform or system outages, publisher or property overrides, national or global advertising takeovers, vandalism, weather-related damage, government actions, labor disputes, or other force majeure events. No discounts, credits, refunds, or make-goods will be provided for such occurrences.
  • NON-EXHIBITOR/EXHIBITOR ADVERTISING
    NOTE: The following policies will be based on the Associations rules:
    • Option 1: Non-exhibiting companies may participate with a 25% premium.
    • Option 2: Companies must be an official exhibitor in order to participate. 
  • THIRD-PARTY AD TAGS
    • CHANGING OF CREATIVES
      • Creative changes during the campaign period are not allowed without permission and approval from TriStar and the Association. Non-compliance will result in ads being removed. There will be no financial reimbursement for the campaign period not fulfilled. Approved creative changes may be subject to a change-out fee. 
    • AD BLOCKING
      • Ad tags containing ad-blocking parameters may inhibit ad delivery on certain webpages, including but not limited to those featuring content related to sensitive medical topics. In such instances, a default or alternate creative may be served in place of the submitted advertisement. All impressions, including those where alternate creative is served due to ad-blocking restrictions, will be counted in final reporting. Advertisers may resubmit ad tags without blocking parameters if desired.
    • RESTRICTIONS
      • Ad tags will not be accepted for use in email banner placements or retargeting campaign advertisements.
    • PERSONALLY IDENTIFIABLE INFORMATION (PII) COLLECTION
      • No advertising shall include any pixels, tags, or any other type of information collection software code (i.e. any such pixel, tag, code or device commonly referred to as a “Pixel”), nor place any beacons, cookies, or other information collection devices on the browsers of users. Specifically, advertisers may not use such pixels to collect any PII with respect to any user of the site referenced in the sales deck. 
      • Advertisers will not link any non-PII that is collected to any PII that it may have from any other source. 
      • Advertisers will not update any existing profile or create any profile in its database based on any data collected from channels affiliated with the Association, College, or Society referenced in the sales deck or any information derived from the information in the referring URL.
    • INTERNAL REDIRECT TAGS
      • Google Ad Manager compatible internal redirect tags are required when submitting third-party ad tags. This applies to website ads only.

PRODUCT SPECIFIC TERMS

  • OUT-OF-HOME ADVERTISING
    • ‘Out-of-Home Marketing’ (OOH) shall mean any paid advertising or promotional media, authorized by association, that is displayed in public or semi-public spaces within the host city, host and feeder airports, and surrounding areas where meeting attendees are likely to travel during the meeting period. This includes static printed, dynamic digital, and contextual formats intended to reach attendees outside the meeting venue. This definition encompasses any OOH activity occurring up to two weeks before and two weeks after the official meeting dates.
    • TriStar is the required agency through which Association exhibitors and non-exhibiting industry supporters must book airport and all out-of-home opportunities. No other vendor may be used.
    • Out-of-home marketing is subject to the terms and conditions set forth by the Association.
    • Prepayment is required.
    • Inventory is subject to availability at time of reservation and may not be exclusive to one supporter.
    • The supporting advertiser understands the advertising fee is based on the costs provided by the vendor upon sales deck creation. Pricing is subject to change and will be confirmed upon space commitment. Fee changes may occur if out-of-home vendors adjust pricing based on market conditions.
  • ADVERTISER-SUPPLIED MATERIALS
    • TriStar will provide specifications upon purchase of the advertising tactic.
    • A prototype must be submitted to TriStar for approval by the Association, regardless of prior approval for other promotional opportunities at the meeting. TriStar will confirm approval status with the advertiser. 
    • If changes are necessary, an updated prototype must be resubmitted. TriStar will provide written notice of final approval.
    • Advertisers are responsible for supplying all printed materials. Advertisers are responsible for correct piece count. TriStar will not be responsible for shortages due to under-shipping. 
    • Do not ship printed materials to the TriStar office. TriStar will supply a shipping label for the advertiser to complete and place on the outside of each box that is shipped. TriStar is not liable for distribution failures should the advertiser incorrectly fill out or choose not to use the supplied shipping label. Additional fees may be incurred for non-compliance or failure to fully complete the shipping label provided.
    • For questions related to material receipt, contact your TriStar Project Manager. 
    • Advertising fees may vary based on the type of collateral selected for distribution. 
    • Due to the weight and bulk of magazines, newspapers, and other publications, these items will not be permitted. 
  • HOTEL ADVERTISING
    • The advertiser is responsible for supplying all required materials as noted. Quantities may vary depending on hotel policies and staffing. TriStar is not liable for any resulting discrepancies.
    • TriStar reserves the right to adjust the advertising fee based on the advertiser’s selection of collateral being distributed. 
    • All distribution shipments must be sent directly to the designated hotels. TriStar will provide a shipping label, which the advertiser must complete and affix to each box. TriStar is not liable for distribution issues resulting from incomplete, incorrect, or unused labels. For questions regarding receipt of materials, please contact TriStar.
    • Due to stringent hotel labor policies, TriStar is not held liable for a hotel’s failure to deliver to rooms in the designated hotel room block. There will be no discounts or refunds given.
    • The production of hotel key cards is subject to supplier limitations and each hotel’s specific key system. As such, TriStar is not liable for variances in the finished product.
    • Distribution of materials during guest check-in may vary by hotel. Please consult your Media Strategist to confirm distribution methods and details for your specific campaign.
    • Advertising guidelines may vary by hotel branding tactic. Review details with your Media Strategist. 
  • DIGITAL AND EMAIL ADVERTISING
    • Ad creatives, tags or URLs changing out will incur additional fees. Contact your TriStar Media Strategist to discuss scope of work and associated fees.
    • A minimum $650 late fee will be charged for materials received after the specified due date. Digital assets received after the materials deadline may not be included in all scheduled traffic drivers. Inclusion is contingent on the types of creatives, complexity of setup, association approval, etc.
    • Digital ad units are considered sponsorship advertising. The analytics presented are based on the prior year and may vary annually. There are no CPM guarantees provided due to the nature of target audience access. TriStar will not credit the advertiser based on data shortfalls from the analytics presented.  
    • TriStar does not offer any guarantees regarding non-human traffic, consistent with industry standards for sponsorship advertising. Spam filtering and invalid traffic reduction are managed through trusted third-party platforms that follow industry best practices. TriStar relies on these tools to support quality reporting and minimize invalid clicks and impressions.
    • Viewability thresholds are not guaranteed and may vary based on device and ad unit. When developing its advertising inventory, TriStar prioritized placements that provide the strongest ROI and visibility.
    • Email distribution numbers, as listed in the sales decks, are estimates and may include both domestic and international recipients. For targeted opportunities, please contact your Media Strategist.
    • Email distribution dates are approximate and subject to change. Advertisers will be notified should a change occur.
  • RETARGETING
    • Companies selecting retargeting services must comply with all applicable laws, regulations and policies established by the contracted ad exchanges. Creatives will be reviewed for compliance of these requirements. Ads that include sensitive content may be manually reviewed before they can serve. Ad exchanges reserve the right to reject or block submitted content at any time. Some exchanges allow pharmaceutical manufacturers to advertise in select countries only. TriStar recognizes the policies established to maintain a safe and positive experience for users.