2017 Annual Meeting Exhibitor Prospectus

Transcription

1 ACS Chapters Ohio 2017 Annual Meeting Exhibitor Prospectus May 12-13, 2017 Wyndham Cleveland Playhouse Square Cleveland, Ohio

2 November 2016 Dear Industry Colleagues, On behalf of the Ohio Chapter of the American College of Surgeons (ACS), I invite you to join us at the 2017 Annual Meeting, May 12-13, 2017 at the Wyndham Cleveland Playhouse Square in Cleveland, Ohio. The Ohio Chapter is one of the largest statewide chapters of ACS in the country. With more than 1200 ACS members, the Ohio Chapter has positioned itself to be active in the legislative arena, focusing on issues that directly and exclusively impact its members. This year s meeting will provide you with an excellent opportunity to network with our members and build new relationships while promoting your product and/or services. Over 100 surgeons and affiliated professionals will attend the meeting to learn what new products and services your company has to offer. As we have done in the past, we will hold our raffle where members will be encouraged to visit with you and learn about your company. On behalf of all my colleagues of the Ohio Chapter of the American College of Surgeons, we hope to have you join us in May at the Wyndham Cleveland Playhouse Square Hotel in Cleveland! Sincerely, Walter Cha, MD, FACS President, Ohio Chapter, ACS 2

3 Exhibiting Information: This meeting provides you with an opportunity to interact with surgeons from around Ohio. Exhibiting will also provide our attendees the opportunity to learn about your products or services. There is strong encouragement for the Ohio Chapter attendees to visit the exhibits and participate in a raffle for prizes. Benefits of exhibiting: 99 Access to Ohio surgeons and affiliates during breakfast, breaks, lunch and President s Event 99 Special recognition in meeting program 99 Online recognition of exhibit support at for one year EXHIBIT FEE $2,000 One 6 draped table, 2 chairs and tabletop ID sign Three (3) complimentary registrations Includes one square on the Play to Win game where participants are encouraged to visit each exhibitor for a chance to win prizes Company listed in Exhibitor Directory Company listed on the Ohio Chapter website Rotating banner Ad on the Ohio Chapter website DELUXE EXHIBIT FEE $2,500 Two 6 draped table, 4 chairs and tabletop ID sign Four (4) complimentary registrations Includes one square on the Play to Win game where participants are encouraged to visit each exhibitor for a chance to win prizes Company listed in Exhibitor Directory Company listed on the Ohio Chapter website Rotating banner Ad on Ohio Chapter website Exhibit Information Displays larger than 10 feet wide will be charged the equivalent price of two (2) exhibits Booths are assigned as applications are received. Confirmation with table assignments will be sent. The Ohio Chapter pre-attendee list will be provided one month prior to the meeting. The list is solely for the purpose of sending marketing materials to attendees. The list will not include phone, fax or addresses. More details will be included in confirmation . Exhibit Schedule* EXHIBIT SET UP Thursday, May 11 4:00pm 8:00pm EXHIBIT HOURS (tentative) Friday, May 12 7:30am - 6:00pm 8:30 9:30am Continental Breakfast 5:00 6:00pm Welcome Recpetion Saturday, May 13 7:00am 10:00am 7:00 8:00am Continental Breakfast EXHIBIT TEAR DOWN Saturday, May 13 10:00am - Noon *Schedule subject to change. Networking Opportunities FRIDAY, MAY 12 Continental Breakfast Lunch Welcome Reception SATURDAY, MAY 13 Continental Breakfast 3

4 Hotel Information Wyndham Cleveland at Playhouse Square 1260 Euclid Avenue Cleveland, OH (216) Room Block Name: Ohio Chapter of the American College of Surgeons Reservation Deadline: April 10, 2017 Reservations: Room rate: $139 King Reservation Notes: Sleeping rooms are assigned on a first-come, first-served basis. Reservations must be made by April 10, 2017 to receive the discounted rate. Check-In/Out Time: Check-In time is 3:00pm and Check-Out time is 12:00pm Parking: $15 Daily, $24 Overnight Conference Demographics OHIO CHAPTER ANNUAL MEETING HISTORY 2016 Meeting Attendance - Columbus, OH Total Attendance: Meeting Attendance - Dayton, OH Total attendance: Meeting Attendance - Cleveland, OH Total Attendance: 125 PREVIOUS EXHIBITORS Bard Davol Inc. BD BG Medical Calzuro.com CSL Behring Ethicon Mallinckrodt Pharmaceuticals Medtronic Advanced Energy Myriad Genetics New York Life Ohip Physicians Health Program Shire 4

5 2017 Advertising Rate Sheet CONTACT INFORMATION NAME COMPANY ADDRESS CITY/STATE/ZIP PHONE PULSE (OHIO CHAPTER NEWSLETTER) Color Advertisements: 1/2 Page Color Ad = $300 1/4 Page Color Ad = $150 1/8 Page Color Ad = $100 B&W Advertisements: 1/2 Page B/W Ad = $100 1/4 Page B/W Ad = $75 1/8 Page B/W Ad = $50 OHIO CHAPTER WEBSITE BANNER ADS Full Banner Ad 1 Year (620 x 100 pixels) $750 Standard Banner Ad 1 year / 195 x 140 pixels $500 Agreement: Our company understands that upon submitting this form for advertising, we agree to adhere to the following advertising guidelines. We also understand that no refunds will be given prior to or after these services have been rendered. AUTHORIZED SIGNATURE DATE Two ways to order Ohio Chapter Attn: Judy Hambrick c/o American College of Surgeons 633 N. St. Clair St. Chicago, IL Fax: jhambrick@facs.org 5

6 2017 Ohio Chapter Exhibit Space Application The Ohio Chapter, American College of Surgeons, hereinafter referred to as Ohio Chapter, is hereby requested and authorized to reserve exhibit space for our use during the Ohio Chapter Annual Meeting. It is understaood and agreed that all space will be assigned on a first-come, first-served basis and that Ohio Chapter reserves the right to decline any application or exhibit which is not in keeping with the character of the meeting and to make reasonable shifts in location for the benefit of the exhibitor or deadlines and details. Exhibitors are bound by the exhibitor specifications and conditions on the Exhibitor Agreement. COMPANY NAME: (Please print the name of the company as it should appear in print) CONTACT: TITLE: ADDRESS: CITY, STATE, ZIP: PHONE: WEBSITE ADDRESS: (There will be a link on the Ohio Chapter website to your website.) AUTHORIZED SIGNATURE: EXHIBIT FEES (CHECK ONE) Exhibit Fee $2,000 Deluxe Exhibit Fee $2,500 Exhibit Deposit: A $1,000/$1,250 deposit is required with this application. THIS DEPOSIT WILL NOT BE REFUNDED. Full payment is due on March 24, If an exhibitor cancels space on or after March 24, 2017 there will be no refunds. Cancellation and Refunds: Written notification of a space cancellation must be received by the Ohio Chapter, ACS on or before March 24, 2017 to be eligible for a refund. A $1,000 service charge will be assessed for each cancelled space. No refunds will be given after March 24, Meeting Registration information will be mailed to the above contact. Fees Payable in U.S. Funds to: Ohio Chapter, ACS TAX ID Payment: Check (Enclosed) Visa MasterCard American Express CREDIT CARD NUMBER: EXPIRATION DATE: CSC: CARD ISSUED TO: SIGNATURE OF CARDHOLDER: Return application and payment to: Judy Hambrick, Exhibits Coordinator c/o Ohio Chapter, Association Management by the ACS 633 North Saint Clair Street - Chicago, IL Phone: / Fax: jhambrick@facs.org 6

7 Exhibit Rules & Regulations Upon receipt of Exhibit Space Application, the OCACS assumes that you have read the terms outlined below and agree to abide by these terms. Application is subject to acceptance by the Chapter. Written confirmation will be sent upon receipt of Application and full payment. 1. Eligibility to Exhibit - The meeting is intended for those companies that are related to the profession. Companies involved in providing education, supplies, and services to the medical profession; pharmaceuticals, instrumentation, practice management, publications, computer software, and so on. The Chapter reserves the right to determine the eligibility of any applicant as an exhibitor according to its Principles of Governing Corporate Support. With a limited number of exhibitors permitted, the Chapter reserves the right to deny exhibitors after the limit is reached. All products must be directly related to the practice of surgery or medicine and approved by Chapter in its sole and absolute discretion. Exhibitor shall not exhibit products or services other than those described in the application and approved by Chapter. A product that is an investigational device or drug must be clearly marked as such. Exhibitors must ensure that with respect to all such devices or drugs only permissible preapproved dissemination of scientific and educational information is provided at the exhibit and that appropriate disclosure and cautionary notices are included with the devices or drugs. An exhibitor shall not in any manner directly or indirectly imply that the Chapter endorsement or approval of exhibitor s product or service has been given merely because Chaper approved such product or service for display as an exhibit. Applications deemed ineligible by Chapter will be returned with full payment. 2. Cancellation and refunds - An exhibitor may cancel or withdraw from the meeting subject to the following conditions: 1) the exhibitor shall immediately file a written notice of intention to cancel or withdraw; 2) if written notice is received 30 days or more prior, the Chapter shall retain a sum of equal to fifty percent (50%) of the total cost of the reserved exhibit space; and 3) no refunds shall be made on cancellations received after March 24, Any exhibitor failing to occupy said space by the initial opening of the exhibit area shall forfeit that space and the Chapter shall have the right to use said space as desired. 3. Representatives - Each exhibiting company is entitled to up to (4) complimentary registrations at no additional charge. Additional registrations over the allotment can be purchased for an additional fee. Only exhibitors with badges will be permitted to enter the exhibit area during hours of installation and dismantling. 4. Failure to Occupy Space - Any space not occupied by 7:30am, Friday, May 12 will be forfeited by the exhibitor. This space may be reassigned or used by Chapter without refund, unless arrangements for delayed occupancy have received prior Chapter approval. 5. Liability - In the event the exhibition is cancelled, postponed, or relocated on account of fire, strikes, government regulations, causalities, Acts of God, or other causes beyond the control of Chapter, the exhibitor waives any and all damages and claim for damages and agrees that the sole liability of Chapter shall be to return to each exhibitor the exhibitor s rental payment. 6. Exhibit Hours - All exhibits must be staffed during open exhibit hours. It is agreed that no exhibitor will dismantle or remove any part of their exhibit prior to exhibition closing. 7. Exhibit Standards - Each exhibitor is entitled to a reasonable sightline from the aisle regardless of the size of exhibit. Exhibits must conform to the table contracted and must be of such character or arrangement so as not to obstruct the view or interfere with the exhibits of others. All demonstrations and exhibits must be confined to the contracted space. Questionable exhibits shall be modified at the request of Chapter staff. The fastening of materials to table drapery, building walls, ceilings, floors, carpeting, or columns is expressly prohibited. 8. Use of Space - No sharing, subletting, or assignment of space is permitted. The Chapter shall have the right to prohibit any exhibit or part of an exhibit that in its opinion is not suitable to or in keeping with the character or purpose of the meeting. Exhibitors are encouraged to verify helium balloon usage with the facility and will be held accountable for any charges resulting from their use. Exhibitor personnel are prohibited from working in aisles or other public areas. Smoking will not be permitted in the exhibit area. 9. Special Restrictions Giveaways are permitted only if approved in writing by Chapter prior to the meeting. Any activity in the exhibit aisles is strictly prohibited Fire hose cabinets and exits must be left accessible and in full view at all times. Decorations and displays must either be of non-flammable material or be treated by an approved fire prevention method. All display material must be flame proofed and is subject to inspection by the Ohio Fire Department. No flammable fluids or substances may be used or shown in booths. Displays may not be dismantled nor any packing begun before 10:00am on Saturday, May Exhibitor Events/Function Space - Scheduling of private function must be coordinated directly with the chapter. There shall not be any exhibitor entertainment, meetings, and/or any other activities aimed at attendees scheduled during exhibit hours or during scheduled meeting events without prior written approval, including all symposia, lectures, focus groups, sessions and social events FDA Regulations - Exhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including but not limited to any or all approved requirements. Exhibitors are reminded that the FDA prohibits the advertising or other promotion of investigational or unapproved drugs and devices and forbids the promotion of approved drugs or devices for unapproved uses. For additional information, contact FDA at or 7

8 12. Security - Exhibitors will be responsible for the security of their own exhibit areas and property. Chapter cannot guarantee or assume any liability against loss or damage of any kind but will endeavor to protect exhibitors by providing a security guard after meeting hours. 13. Contests, Prizes or Lotteries - In order to ensure the highly professional and educational standards of the meeting, contests, prizes, and lotteries are expressly prohibited unless fully explained in writing and submitted to the Chapter for approval at least two weeks prior to the meeting. The Chapter reserves the right to approve or decline any request. It is the exhibitor s responsibility to notify winners. 14. Signs/Announcements - No signs, posters, or brochures will be allowed anywhere in the hotel except within each exhibitor s booth. No signs or other articles are to be fastened to walls or electrical fixtures. The use of thumbtacks, tape nails, screws, bolts, or any tool or material that could mark the floor or walls is prohibited. 15. Chapter Logo - Use of the Chapter logo on signs or materials distributed is strictly prohibited without the written consent of Chapter. The use of logos, seals of approval, trademarks, or other similar property rights that are in disuse may not be used in connection with any product or service or advertising material displayed or disseminated at the exhibit. 16. Enforcement of Rules and Regulations - The Rules and Regulations of the Chapter Exhibition are intended to bring order and equity to all parties involved. In addition to being subject to restriction or termination of an exhibit, exhibitors who violate regulations could be prevented from exhibiting at future meetings. Chapter reserves the right to restrict or terminate an exhibit without notice if an exhibitor violates any of the Rules and Regulations contained herein. In the event of such restriction or eviction, Chapter is not liable for any refunds, rentals, or other exhibit expense. 17. Service Contractor - All costs of shipping, cartage, and handling are to be borne by the exhibitor. The Chapter will supply one skirted table and two chairs; all other services required must be ordered directly from the facility or outside contractor. 18. Liability, Insurance and Waiver of Subrogation - The Chapter, its staff, directors, volunteers, service contractors, nor the facility shall be held responsible for the safety of exhibits against fire, theft, or property damage, or for accidents to exhibitors or their employees from any cause prior to, during, or subsequent to the period covered by the Application. Exhibitors shall obtain, at their own expense, adequate insurance against such injury, loss, or damage. The exhibitor waives the right of subrogation by its insurance carrier (s) to recover losses sustained under the exhibitor s insurance for real and personal property. Any and all exhibitor charges for services levied by the facility or subcontractors are the responsibility of the exhibitor. The Chapter is not responsible for payment for any services connected with exhibitor requests and has no authority over any service charges, rental fees, set-up fees, labor contracts, etc., that are required by any venue. 19. Music and Amplification - Due to U.S. Copyright Laws, ASCAP, and BMI licensing requirements no copyrighted music, live or recorded, will be permitted in the exhibit area unless the exhibitor using the material has purchased the appropriate license. 20. Solicitation - The Online Membership Directory and the website s event See Who is Coming and the contents hereof are proprietary products of the chapter. The contents of these Directories may not, in whole or in part, be reproduced, copied, disseminated, entered into a computer database, used as part of or in connection with the names, addresses, telephone numbers, fax numbers, addresses, website addresses, and contact person of the Chapter members. 21. Other - The Chapter reserves the right to rule on all matters pertaining to the meeting, whether expressly mentioned or not, and the exhibitor, by executing Application, agrees that all rulings shall be binding upon both the exhibitor and the Chapter. CONTACT: Judy Hambrick, Exhibits Coordinator c/o Ohio Chapter, Association Management by the ACS 633 N. Saint Clair Street Chicago, IL P: F: jhambrick@facs.org 8

9 Exhibitor Company Listing & Badge Form DEADLINE: MARCH 17, 2017 Please complete the following information. The information will be printed in the Exhibitor Directory and on the Ohio website. The directory will be distributed onsite to all attendees. COMPANY NAME: ADDRESS: CITY: STATE: ZIP CODE: COUNTRY: PHONE: FAX: WEBSITE: CONTACT CONTACT NAME: LOGO (JPEG FORMAT ONLY) - Please attach company logo in JPEG format only. DESCRIPTION: (MAX: 30 WORDS) Complimentary Exhibitor Registrations: Please print clearly the names, titles and unique s of each staff attending the meeting. Confirmation will be sent to each registrant via . Exhibitor Registrations: (4 registrations for Deluxe Fee only) 1) NAME (PRINT) TITLE 2) NAME (PRINT) TITLE 3) NAME (PRINT) TITLE 4) NAME (PRINT) TITLE 9

10 ACS Chapters Ohio ACS Chapters Ohio c/o American College of Surgeons 633 N. Saint Clair St. Chicago, IL Annual Meeting Exhibitor Prospectus May 12-13, 2017 Wyndham Cleveland Playhouse Square Cleveland, Ohio