2015 ASCRS
GLAUCOMA DAY
Sponsored by the ASCRS Glaucoma Clinical Committee
EXHIBITOR PROSPECTUS
SAN DIEGO
Friday, April 17
www.ASCRSGlaucomaDay.org
ASCRS•ASOA 2015 Exhibitor Prospectus / 56
2015 INVITATION TO EXHIBIT
Dear Exhibitor:
We are pleased to invite you to exhibit at the ASCRS Glaucoma Day 2015 program on Friday, April 17.
This exhibit hall, opening one day prior to the ASCRS•ASOA Annual Symposium & Congress exhibit
hall, offers a unique opportunity to connect with the most important target market for your company’s
products and services. This important one-day program attracted more than 500 ophthalmologists and
their staff members in 2014.
In addition to the targeted access of this special pre-meeting exhibit hall, exhibiting companies
will be highlighted in the show issue of EyeWorld new smagazine and in the Final Program of the
ASCRS•ASOA Symposium & Congress.
To become part of this exhibit opportunity, please read through this prospectus carefully, and fill out
and submit your application by August 29, 2014.
Thank you for your support and interest in participating in our educational programs.
We look forward to seeing you in San Diego!
Douglas J. Rhee, MD Jamie Barbera
Program ChairExhibits Manager
ASCRS Glaucoma Day
ASCRS•ASOA
ASCRS•ASOA 2015 Exhibitor Prospectus / 57
EXHIBIT DATES/HOURS
IMPORTANT DATES TO REMEMBER
Friday, April 17, 2015
7:30 AM–4:00 PM
August 29
SPACE ASSIGNMENT
October 15
ASCRS Glaucoma Day exhibits are an extension of the continuing education
program. To be accepted by ASCRS Glaucoma Day, the products and
services should be related to ophthalmic or medical administrative fields.
November 17
Applications received by the August 29, 2014 deadline will be assigned
space on a first-come, first-serve basis. Exhibit space is limited, thus
companies are limited to one tabletop space. Requests for additional
tabletop spaces will be reviewed on an individual basis. Applications
received after August 29, 2014 will be honored provided space availability.
ASCRS•ASOA reserves the right to reconfigure the exhibit hall floor plan
and reassign any exhibiting company at any time. Should the affected
exhibitor cancel his space as a result of his booth reassignment, space
payments will be refunded in full provided the Exhibits Manager receives
the written cancellation within the designated time frame. The affected
exhibitor must submit his cancellation notification in writing within 30
days of notification of space reassignment.
The exhibit hall will be open for ASCRS Glaucoma Day attendees only:
• Morning and afternoon food & beverage breaks as well as lunch will
be provided.
All food and beverage for the program attendees will be served within the
exhibit area.
BOOTH SPACE GUIDELINES
Exhibits are for disseminating information and displaying products that can
easily fit within the allotted tabletop exhibit space. The maximum height of
products and display materials on the table may not exceed 7ft. from the
floor, nor can the products wrap around to produce any type of sidewall.
All exhibits are subject to review on-site and modification where necessary.
All exhibitors are required to keep their materials within their exhibit space.
Portable, pop-up back walls are NOT permitted. Custom-built booth displays
are strictly prohibited. Any requests to substitute the 6’ table with equipment
must be made in writing no less than 60 days in advance of the exhibition.
Booth Space Application/Contract due with 50% deposit
Booth space confirmation letters emailed
Last day to cancel exhibit space without incurring a penalty
November 18–December 18
Booth cancellation will forfeit 20% of total booth fee
December 19–February 16
Booth cancellation will forfeit 40% of total booth fee
December
GES Exhibitor Service Manual available online
January 23
Final booth payment due
February 17
Booth cancellation will forfeit 100% of total booth fee
March 20
EAC form and EAC Certificate of Insurance due to GES
March 20
Laser Safety Use Form due
April 16
Exhibit installation
April 17
Exhibit dismantle
Please note that the exhibit hall configuration is subject to approval by the
local Fire Marshall.
Any exhibitor who will be utilizing or displaying lasers or other hazardous
optical sources will be required to review the ASCRS Laser Safety Guideline
and submit the Safety Use form by March 20, 2015. Please see page 26
for complete details.
ASCRS•ASOA 2015 Exhibitor Prospectus / 58
EXHIBIT SPACE RENTAL FEES
• 119 days from show date (December 19, 2014)–60 days from show
date (February 16, 2015) forfeit 40% of total booth fee
The fee includes:
• 59 days from show date (February 17, 2015)–0 days from show date
forfeit 100% of total booth fee
• Space rental, 6 ft. draped table
• Two chairs
• If the exhibition is sold out and the canceled space is sold, the penalty
will be reduced to 40%.
• Registration for two representatives
• Mailing list for the meeting upon request. Please note: A sample of
the marketing collateral must accompany the request.
• A booth identification sign with company name and booth number
• Company listing in the ASCRS Glaucoma Day 2015 Final Programs
if provided by company
• 625 Priority Points toward exhibiting at the 2017 ASCRS•ASOA
Annual Symposium & Congress
• Company listing in the show issue of EyeWorld news magazine
• Company highlighted in the ASCRS•ASOA Annual Symposium
& Congress on-site Final Program
Exhibitors that fail to pay the cancellation fee will not be permitted to exhibit
at future ASCRS•ASOA meetings until the balance is paid in full.
Payment Methods
ASCRS•ASOA accepts VISA, MasterCard, American Express, checks,
and wire transfers. If you are paying via wire transfer, please include the
transaction fee in the total. ASCRS is not responsible for this amount, and
you will be billed for the balance.
For wire transfer instructions, please contact Bryan Sheering at
703-591-2220, or email [email protected].
Fee: $2,500
HOUSING
2014 ATTENDANCE PROFILE
The official housing management company for ASCRS•ASOA is OnPeak.
Housing opened on-site at the 2014 ASCRS•ASOA Annual Symposium &
Congress in Boston, MA and is open to all exhibiting companies.
PHYSICIAN
507
RESIDENT/FELLOW
76
STAFF
28
CORPORATE/OTHER
23
TOTAL
634
PAYMENTS AND CANCELLATIONS
Payment Schedule
The deposit of 50% of the booth cost is due with the application form. The
deadline is August 29, 2014. Contracts submitted without payment will not
be binding, and space will not be assigned or held. Final booth payment will
be due January 23, 2015.
Returned payments will be charged a fee of $30.
Cancellation Policy
Please note: Housing for the ASCRS Glaucoma Day exhibit hall is
part of your rooming block for the annual meeting. Please see
pages 18–20 in the ASCRS•ASOA Exhibitor Prospectus for complete
details and requirements.
OnPeak is the official housing management company for 2015
Phone (US Toll Free): (800) 370-8282
Phone (International): (312) 527-7300
Fax: (312) 329-9513
Email: [email protected]
ASCRS•ASOA has contracted rooms in 26 different hotels in San Diego
for the 2015 ASCRS•ASOA Annual Symposium & Congress. Any of these
hotels are considered “official” hotels. Hotels not listed are not within the
ASCRS•ASOA block.
In order to secure your exhibitor room(s) or block, you will need to submit
your request online. This will notify OnPeak of your requested housing needs
and on which nights you will need them for your staff.
Cancellation of assigned booth space must be submitted in writing to the
Exhibits Manager. Cancellations will not be taken on the phone.
•For 19 rooms or less please visit: onpeak.co/ascrs/exhibitorhousing
•For 20 or more rooms please visit: onpeak.co/ascrs/exhibitorhousing
Exhibitors canceling after space has been contracted will forfeit a percentage
of the total space fee based on the following schedule:
Any exhibitor requesting a room block of 20 rooms or more will be required
to accept the terms of the ASCRS•ASOA attrition agreement along with their
Exhibitor Room Block Request online.
• 150 days from show date (November 18, 2014)–120 days from show
date (December 18, 2014) forfeit 20% of total booth fee
ASCRS•ASOA 2015 Exhibitor Prospectus / 59
ASCRS•ASOA reserves the right to make adjustments to your room block
based on your organization’s history of rooms reserved vs. rooms utilized.
Any request for an increase in excess of 5% of your total room pick-up from
the previous year will only be granted when extenuating circumstances exist;
this is subject to approval by the ASCRS•ASOA Meetings Department.
AFFILIATE FUNCTIONS/MEETING
SPACE REQUESTS
All meeting space requests are subject to the ASCRS•ASOA Meeting Space
Guidelines & Procedures. Please refer to page 21–23 in the ASCRS•ASOA
Exhibitor Prospectus.
Headquarter Hotel
ASCRS•ASOA has designated the Hilton San Diego Bayfront as the
headquarter hotel for the 2015 ASCRS•ASOA Annual Symposium &
Congress.
The exhibitor room block is limited at this location. Exhibitors will be
permitted to request a maximum of 50 rooms per company at the
headquarter hotel. Please note this is subject to availability and is not
a guarantee of rooms at the headquarter hotel.
When requesting any type of suite, please note that it will count for more
than one room from your headquarter hotel allotment. A one-bedroom suite
will count as two rooms and a two-bedroom suite will count as three rooms.
All requests for suites that will be used as sleeping rooms must go through
OnPeak.
Hospitality Suite requests for the purpose of entertaining must be requested
through the Affiliate Function Process. Please see guidelines in the Exhibitor
Prospectus for more details on the ASCRS•ASOA Affiliate Function Process.
INSTALLATION OF EXHIBITS
Installation hours are: 1:00 PM–5:00 PM on Thursday, April 16. All
exhibit crates must be empty and tagged for storage no later than 5:00 PM,
and all crates must be removed from the exhibit floor by 5:00 PM on this
day as well. Display space not claimed and occupied by 4:00 PM on
Thursday, April 16, may be canceled or reassigned without notification
or refund. If the exhibit is on hand, ASCRS•ASOA reserves the right to
assign labor to set up any display that is not in the process of being erected
by 4:00 PM on Thursday, April 16 and/or order the removal of all display
materials and crates not in the process of being set up by 4:00 PM on
Thursday, April 16. The charge for labor to complete either of these options
will be billed to the exhibitor and ASCRS•ASOA shall have no liability for
such work. Labor within the booth can be provided either through an
exhibitor appointed contractor or the official service contractor. All
individuals working in the hall must be badged at all times.
All installation must be completed and be show ready by 6:00 AM,
Friday, April 17.
Room Assignment and Confirmation
All housing assignments will be made in the order they are received.
If your hotel choices are not available, an assignment will be made in a
hotel comparable to your requested choices.
OnPeak will send you a confirmation of your hotel assignment. You will
be able to distinguish email communications from OnPeak, as the official
housing management company, as they will have the ASCRS•ASOA 2015
Official Meeting logo within the communication as well as the official onPeak
seal.
Rooming Lists
Exhibitor group block rooming lists are due to onPeak by Friday,
February 20, 2015.
SHOW RULES AND REGULATIONS
ASCRS•ASOA Show Rules & Regulations detailed within the 2015
ASCRS•ASOA Symposium & Congress Exhibitor Prospectus
(pages 38–42) are in effect.
DISMANTLE OF EXHIBITS
The dismantling period is 4:00 PM–7:00 PM, Friday, April 17. All exhibitor
displays or materials left in the hall after 7:00 PM will be packed and shipped
at the discretion of the show management and all applicable service charges
will be applied to the exhibitor of record. IN NO CASE WILL DISMANTLING
BE ALLOWED BEFORE 4:00 PM, Friday, April 17. If Exhibitor violates this
regulation, a loss of Priority Points for future booth assignments will apply
or may be denied exhibit space in future trade expositions. Please book your
travel arrangements accordingly.
Exhibit booths must be staffed during all open show hours.
FLOOR COVERING
The ASCRS Glaucoma Day exhibit location will be carpeted, and companies
are prohibited from providing their own floor covering.
HANGING SIGNS
Hanging signs are strictly prohibited within the ASCRS Glaucoma Day exhibit
area.
ASCRS•ASOA 2015 Exhibitor Prospectus / 60
ASCRS GLAUCOMA DAY TABLE TOP EXHIBIT
DISPLAY GUIDELINES
S
IMPORTANT NOTE REGARDING ELECTRICAL SERVICES:
This year we have limited space for booths requiring electrical service.
Electrical services can be ordered, however you MUST notify ASCRS the
Exhibits Manager, Jamie Barbera, in advance to reserve placement where
**Exhibitors will be asked to remove any exhibits not in compliance
Glacoma
Day
/
Cornea
Day
Table
Top
Exhibit
Display
Guidelines
electrical service can be provided. If you require electricity please contact
with these guidelines**
Jamie Barbera at 703-591-2220 or via email at [email protected] by
March 20.
Your exhibit
space any
includes:
ill be asked
to remove
exhibits not in compliance with these guidelines**
• One draped table, 6’ Long x 2’ Deep x 30” High. The table is topped in
white and skirted purple.
Move-in/Move-out
Move-in is April 16, from 1:00 PM–5:00 PM
signHigh.
hung on
thetable
front of
table. in
11”white
Long xand
17” skirted
High. purple.
6’ Long x•2’Standard
Deep xID30”
The
is the
topped
Move-out is April 17, from 4:00 PM–7:00 PM
ng on the
front
of the
table. 11”
17”each
High.
• Two
chairs
are provided,
oneLong
placedx on
side of the table.
ided, one placed on each side of the table.
• One wastebasket is provided.
hibit fixtures, signage, products, etc… must be placed on top of the table top.
e allowed
in lieu
of provided
6’ x 24” table. Carts must not exceed display area limits of 66” High x 6’
Table
Display
Guidelines:
• Tabletop Height: Exhibit fixtures, signage, products, etc. must be placed
not extend
beyond
the table
on top
of the table
top. surface.
aching a maximum of 6’ Long x 30” High may be hung from the drape on the front of the table.
• Equipment carts are allowed in lieu of provided 6’ x 24” table. Carts must
ermitted on top of the table is 3’ 0”.
not exceed display area limits of 66” High x 6’ Long x 24” Deep.
p is your only display space.
• Display
space
doesisnot
extend beyond the table surface.
carpeted,
no other
flooring
allowed.
Signs or banners reaching a maximum of 6’ Long x 30” High may be
ge is not• permitted.
hung
from the drape on the front of the table.
e not permitted.
e will not• be
permitted,
will ordering
additional
chairs or a different size table be permitted.
Maximum
height nor
permitted
on top of the
table is 3’0”.
• Note: Your table top is your only display space.
ING ELECTRICAL SERVICES:
• The Exhibit
area iselectrical
carpeted, no
other flooring
is allowed.
ace for booths
requiring
service.
Electrical
services can be ordered through the MCCA,
• Freestanding
signage
is not
permitted.
SCRS Glaucoma
/ Cornea
Society
in advance
to reserve placement where electrical service can be
ctricity please
contact
Gailare
Reggio
at 703-591-0196 or via email at [email protected] by April
• Pop-up
displays
not permitted.
• Additional furniture will not be permitted, nor will ordering additional
chairs or a different size table be permitted.
th
4 , 2:00pm to 6:00pm.
h
, 3:30pm to 4:30pm.
ASCRS•ASOA 2015 Exhibitor Prospectus / 61
ASCRS GLAUCOMA DAY 2015 TABLE TOP DISPLAY GUIDELINES
AGREEMENT FORM
Please review the ASCRS Glaucoma Day 2015 Tabletop Display Guidelines.
You are required to sign and return this form to Jamie Barbera no later than March 20, 2015.
I have read and agree to comply with the ASCRS Glaucoma Day 2015 tabletop guidelines. I understand ASCRS (and or its general
services contractor, GES) reserves the right to require modifications to my tabletop exhibit on-site should it be deemed out if compliance.
Name:
Company:
Signature:
Date:
Please return to Jamie Barbera no later than March 20, 2015
Email: [email protected]
Fax: 703-547-8840
ASCRS•ASOA 2015 Exhibitor Prospectus / 62
ASCRS GLAUCOMA DAY EXHIBIT SPACE APPLICATION
Friday, April 17, 2015 • San Diego Convention Center • San Diego, CA
COMPANY INFORMATION—Please complete the information exactly as it should be published in the Final Programs.
Company Name:
Address:
City:
State: Zip: Country:
Phone:
Fax:
Company Email: Website:
CONTACT INFORMATION—Will not be published but must be completed.
CEO/President:
Marketing Contact:
Title:
Phone:
Exhibit Contact:
Title:
Exhibit Contact Address:
Exhibit Contact Phone: Payment Method
Please Check One:
VISA
MasterCard
Fax: American Express
Email:
Check
Wire Transfer
Amount Enclosed: $
Account Number:
Expiration Date:
Name of Cardholder:
Signature of Cardholder:
AUTHORIZATION Contracts will not be processed unless signed and include full payment. I am an authorized representative of the company with full power
and authority to sign and deliver this application and contract. The company listed on this application agrees to comply with all the policies, rules, and
regulations contained in the Exhibitor Prospectus and all policies, rules, and regulations adopted after publication of the prospectus.
Authorized Officer Name:
Authorized Officer Signature:
Date:
Please complete the application/contract as well as the company listing information and mail, fax or email to:
Mail: ASCRS•ASOAFax: 703-547-8840
Attn: Glaucoma Day
Email: [email protected]
4000 Legato Rd., Suite 700
Fairfax, VA 22033
ASCRS•ASOA 2015 Exhibitor Prospectus / 63
COMPANY LISTING INFORMATION (MUST ACCOMPANY APPLICATION)
Please provide a company description in 50 words or less for publication in the ASCRS Glaucoma Day 2015 Final Programs. If no company description is
supplied, the company name, address, telephone number, and booth number will be the only information published in the program.
ASCRS•ASOA 2015 Exhibitor Prospectus / 64