EXHIBITOR NEWSLETTER - April 2015 - last email reminder, please read thoroughly
Please use our meeting hashtag! #ASCRSASOA2015
I will be traveling to San Diego from Virginia on Monday, April 13th and will have limited access to email
until late Tuesday, April 14 in the evening. Please be patient while our team is travelling and also during
set-up hours.
Do not send multiple emails. I will respond to your inquiry as soon as possible.
During exhibition move in and also show open you may contact me on my cell at 407-271-7399 or you
may stop by my office in the back of Hall C. Text messaging is very welcomed as emails will have a slight
delay in response since I will mostly be walking the floor and talking to exhibitors and contractors.
FLOOR MANAGERS FOR ASCRS
We will have two Floor Managers assisting me throughout the duration of move in, show open and
move out. You may recognize them from previous years; Gayle Alldredge and Mandy Martin. They will
have designated sections of the exhibit hall and are here to help with anything you have questions on.
EXHIBITOR SERVICE DESK HOURS - Bayside Lobby, back of Hall C
GES, Electrical, Lead Retrieval, Shipping, F&B, Photography, AV, Security, Floral & Telecom will have a
desk in the service center to assist you.
4/14 Tuesday
4/15 Wednesday
4/16 Thursday
4/17 Friday
4/18 Saturday
4/19 Sunday
4/20 Monday
4/21 Tuesday
4/22 Wednesday
4/23 Thursday
7:30am – 4:30pm
7:30am – 5:00pm
7:30am – 5:30pm (may need to stay open later if busy)
7:30am – 5:30pm (may need to stay open later if busy)
7:30am – 5:30pm
7:30am – 5:30pm
8:00am – 9:00pm
8:00am – 5:00pm
8:00am – 5:00pm
8:00am – 12:00pm
EXHIBITOR REGISTRATION, INSTALLATION & DISMANTLE HOURS
Exhibitor Registration - Foyer of Hall D, lower level
•
•
•
•
•
•
Wednesday, April 15, 2015 8 AM–5 PM
Thursday, April 16, 2015
7 AM–5 PM
Friday, April 17, 2015
6 AM–6 PM
Saturday, April 18, 2015
7 AM–5 PM
Sunday, April 19, 2015
7:30 AM–5 PM
Monday, April 20, 2015
7:30 AM–4 PM
ASCRS•ASOA Exhibit Installation - Hall B-D Freight Target Floor Plan
•
•
•
Wednesday, April 15, 2015
Thursday, April 16, 2015
Friday, April 17, 2015
8 AM–5 PM
8 AM–5 PM
8 AM–5 PM
If you feel you will need additional time in the ASCRS exhibit hall to set up your booth, please fill out the
Additional Set Up Request form. Click Here
ASCR •ASOA Exhibit Dismantle - Hall B-D
•
•
•
•
Monday, April 20, 2015
5 PM–9 PM
Tuesday, April 21, 2015
8 AM–5 PM
Wednesday, April 22, 2015 8 AM–5 PM
Thursday, April 23, 2015
8 AM–noon
The exhibit hall for ASCRS will close promptly at 5pm on Monday, April 20. At that time GES will begin
delivering your access storage items and fibers/cases/boxes. GES will need approximately one hour to
roll up all aisle carpet. Empty returns will take all evening. We suggest that booths with empties being
returned plan on packing up the booth on Tuesday, April 21st. This will also stop you from incurring
overtime charges on Monday. Please plan your staff accordingly. Crate delivery all depends on order of
trucks at the loading dock.
WWCCVII & GLAUCOMA DAY INFORMATION
WCCVII Exhibit Hall - Sails Pavilion
•
•
•
•
Move In: Wednesday, April 15, 2015 from 1 PM to 5 PM.
WCCVII RECEPTION: Will take place in the WCCVII Exhibit Hall, Thursday, April 16, from 67:30PM PLEASE MAKE SURE YOUR BOOTH IS STAFFED FOR THIS EVENT!
Exhibit Hall Hours: Thursday, April 16, 2015 from 6:30 AM to 5 PM & Friday, April 17 from 7
AM-4 PM.
Move out: Friday, April 17, 2015 from 4 PM to 7 PM. In no case will dismantling begin before 4
PM.
Glaucoma Day Exhibit Hall - Ballroom 6A
•
•
•
Move In: Thursday, April 16, 2015 from 2 PM to 6 PM.
Exhibit Hall Hours: Friday, April 17, 2015 from 7 AM to 4 PM
Move Out: Friday, April 17, 2015 from 4 PM to 7 PM. In no case will dismantling begin before 4
PM.
REQUESTS FOR OVERHEAD LIGHTS TURNED OFF OVER BOOTH
If you are requesting lights in the hall to be turned off for set up as well as the duration of exhibits, there
will be a fee of $350 every time the building is called out to turn off lights. Number of lights turned off
does not change the price. Please advise Jamie Barbera, ASCSRS•ASOA Exhibits Manager as soon as
possible onsite or the ASCRS floor managers - Gayle & Mandy, during booth set up and the building will
be notified. Payment will be due and collected on the show floor by Credit Card ONLY.
ITEMS & SERVICES TO ORDER
All vendors will have a location at the Exhibitor Service Desk
•
•
•
•
•
•
•
•
Electrical - WCCVII, Glaucoma Day & ASCRS ASOA exhibits order from GES. Click Here
Security - WCCVII, Glaucoma Day & ASCRS ASOA exhibits. Click Here for order form
Cleaning - information can be found under Labor, Equipment & Storage section in Expresso
Catering - in booth catering Click Here
Audio Visual - ASCRS Form, WCCVII Form, Glaucoma Day Form
Lead Retrieval - ASCRS, WCCVII, Glaucoma Day
Internet/Telecom - SmartCity Order Form
Floral - Urban Jungle & Plant Orders
CLEANING OF BUSINESS SUITES
Exhibitors with business suites in the exhibit hall will be required to order cleaning, ASCRS is not
responsible for this service in your suite.
As a general rule, the cleaning company will not go into the Business Suites if they are locked at the end
of the day, therefore you will need to arrange for a set time to let them in if you want cleaning or you
can leave them unlocked overnight for cleaning. If it’s just a matter of emptying wastebaskets, you can
set those out overnight, but if you want vacuuming, you'll need to order this and let the cleaners in.
LASER CHECK SCHEDULE (if applicable)
•
•
•
WCCVII Laser Inspection = April 15 from 4pm-5pm
ASCRS Glaucoma Day Inspection = April 17 from 7am-7:30am
ASCRS Inspection = April 17 from 5pm-7pm
EXHIBITOR BADGE REGISTRATION
In order to enter the Exhibit Hall you must have a badge at all times.
We recommend that you register before you arrive however there is not a deadline for exhibitor badge
registration.
Exhibitor Registration will be located at the San Diego Convention Center on the Ground Level by Hall D
and will open starting at 8:00 AM on Wednesday, April 15. Please bring your photo ID for badge
verification.
*CHANGES TO A BADGE AFTER IT HAS BEEN PRINTED WILL RESULT IN A CHARGE OF $160.00
*REPLACEMENT OF A LOST BADGE WILL RESULT IN A CHARGE OF $160.00
Payment for the above is required at the time of request via Visa, Amex or MasterCard.
Click Here to enter badge registration. You will use the same password used to log in to your
dashboard.
TESLA INFORMATION
Exhibitors are NOT required to participate. There is no fee for the entry forms. We will come by your
booth on Friday, April 17 during set up and have you sign off as we hand you the tickets as well as if you
choose not to participate.
ASCRS BISTRO
Conveniently located on the exhibit floor in Hall D, ASCRS•ASOA Bistro will offer a variety of delicious
soup and salads, entrées, seasonal vegetables, and side items.
Tickets & Tables should be purchased in advance. Click Here to access the ASCRS Bistro website to pre
purchase tickets. Each ticket is good for one (1) lunch at ASCRS•ASOA Bistro
Open for Lunch in the Exhibit Hall:
•
•
•
Saturday, April 18, 2015 from 11 AM-2:30 PM
Sunday, April 19, 2015 from 11 AM-2:30 PM
Monday, April 20, 2015 from 11 AM-2:30 PM
$24.25 price per ticket. Each ticket is good for one (1) lunch at ASCRS•ASOA Bistro
Large Table Package (10 Tickets): $242.50
Small Table Package (20 Tickets): $485.00
ASCRS FOUNDATOIN / TEARLAB RUN FOR SIGHT
Join over 260 runners and walkers to raise money that will benefit needy patients. Click here to register
today!
ASCRS•ASOA DAILY NEWS TELEVISION @ THE ANNUAL MEETING
The ASCRS-ASOA Today Convention Television Program still has space available for advertising. Ads can
be accepted late, as final program edits do not take place until April 9. Click Here for details.
See you all next week! Safe Travels!
Thank you,
Jamie Barbera, Exhibits Manager
ASCRS•ASOA, ASCRS Glaucoma Day, WCCVII