2015 ASPR Annual Conference. Exhibitor and Sponsor Information Packet Orlando. May 16-20, 2015 Hyatt Regency Orlando Orlando, FL

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1 th 2015 ASPR Annual Conference Exhibitor and Sponsor Information Packet Orlando May 16-20, 2015 Hyatt Regency Orlando Orlando, FL

2 About This Conference Plan to join us as we celebrate our 25th anniversary at the 2015 ASPR Annual Conference in Orlando, FL. Many members and vendors agree that this conference has developed into the SUPERBOWL of the physician recruitment industry. Each year, this conference has witnessed record growth in popularity and attendance. ASPR expects to see steady growth in membership far into the future, especially with the physician shortage becoming more severe as we approach 2020, when the US is projected to have an overall physician shortage of more than 250,000. This annual meeting provides organizations the unique opportunity to showcase their services to the broadest and largest audience of physician recruitment professionals in the industry! Don t miss out register today! Last year, our exhibit hall was sold out by early March! Planning Calendar Deadlines January 9 Deadline to be listed in the brochure as a conference sponsor (see sponsor options on pages 5-7) and deadline for early discounted exhibit rates March 23 Deadline for ads, prize listings, and sponsorship listings to be included in the onsite program Exhibitor Move in Sunday, May 17 9:00 a.m. 3:00 p.m. Exhibit Hall Open Sunday, May 17 5:00 7:30 p.m. Monday, May 18 7:15 8:15 a.m. and 10:15 a.m. 3:45 p.m. Tuesday, May 19 7:15 a.m. 2:30 p.m. *Exhibit Hall schedule subject to change Exhibit Hall Move Out Tuesday, May 19 2:30 6:00 p.m. Exhibitors are required to remain set up until teardown time at 2:30 p.m. Evening Event Monday, May 18, 6:30 p.m. (exhibitors please plan to attend) Assignment of Space ASPR will make final assignment of booth space considering conference sponsorship, corporate contributor status, and date registration was received. We will accommodate your requests as much as possible, but cannot guarantee that you will be assigned to any of the spaces requested or not be placed near a competitor. Exhibit space is available on a first-come, first-served basis. Confirmation A registration confirmation will be ed to your company s contact upon receipt. Your booth assignment will be ed to your designated company contact in March. A final confirmation with important onsite information will be sent to all exhibitor representatives. Registration Deadlines Exhibit space is available on a first-come, first-served basis. Exhibit and sponsorship registration must be completed online. Paper registrations will not be accepted. If you are a conference sponsor and your registration is received by January 9, 2015, your company will be listed in the attendee registration brochure. The deadline for inclusion in the conference program booklet is March 23, ASPR Annual Conference

3 Exhibit Location Hyatt Regency Orlando 9801 International Drive Orlando, FL An exhibitor service kit will be ed to your designated company contact in advance of the meeting. Exhibit fee includes two tickets to both receptions on Sunday and Monday; continental breakfast, refreshments, and lunch for up to two exhibitors on Monday and Tuesday; a conference program booklet; and one (1) complimentary set of attendee mailing labels ed to you as a PDF at the end of April. This list of mailing labels will include all attendees who are registered by April 15, Cancellation Policy Written cancellation notice must be received via fax, mail, or by February 27, 2015, to receive a 50% refund. No refunds will be given after this date. If ASPR cannot hold the conference due to acts of God, war, government regulations, disaster, strikes, civil disorder, or curtailment of transportation facilitating other emergencies making it inadvisable, illegal, or impossible to provide the facilities or to hold the meeting, each prepaid registrant/exhibitor will receive a copy of conference handouts and any other materials that would have been distributed. Fixed conference expenses will be paid from the pre-registration funds. Remaining funds will be refunded to pre-registrants/exhibitors. ASPR is not responsible for any other costs incurred by pre-registrants/ exhibitors in connection with the conference. PLEASE NOTE: This is an application to exhibit. All exhibitor applications are subject to review and approval by ASPR. Moreover, we reserve the right to deny exhibitor privileges to any applicant. Contributions or gifts to ASPR are not tax deductible as charitable contributions. They may, however, be tax deductible as ordinary and necessary business expenses or under other provisions of the Internal Revenue Code. Consult your tax advisor. Exhibit Space Specifications All 8 x 10 booths include: 3 high side draping 8 back wall draping One 6 skirted table Two side chairs One wastebasket A one-line sign showing exhibitor name & booth # Cost: $2,000 by 1/9, $2,400 after 1/9. For 16 x 20 Islands: Cost: $11,000 Those wishing to purchase an island must commit to a sponsorship not less than $10,000. Please contact Carissa Wolf at carissaw@aspr.org by November 28, Booth Height Restrictions: In-Line Booths (includes Corner Booth): All exhibit fixtures, components and identification signs will be permitted to a maximum height of 10. All display fixtures over 4 in height and placed within 10 of an adjoining exhibit must be confined to that area of the exhibitors s space which is at least 5 from the aisle line. When standing at the end of an aisle, there must be a clear sightline of 5 from the aisle into each booth in that aisle. Island Booths: Exhibit fixtures, towers, and identification signs will be permitted to a maximum height of 18. Registering Your Company Representatives ASPR will request your company exhibit/sponsor representatives names in March. A form will be sent to your main exhibit contact to submit your representative names. Each booth includes exhibitor registration for two representatives. You may purchase up to two more registrations per booth. Additional representatives are $450 through April 15. After April 15, the price will increase to $475. The cost to register additional representatives onsite will be $500. No refunds will be provided for representative registrations. Representative registrations cover all three days of the exhibit hall. Switch-outs for single days, half days, or less time will not be allowed. 3

4 Insurance and Disclaimer Exhibitor hereby assumes entire responsibility and hereby agrees to protect, defend, indemnify and save the hotel, its owners, and its operator, and each of their respective parents, subsidiaries, affiliates, employees, officers, directors, and agents harmless against all claims, losses or damages to persons or property, governmental charges or fines and attorney fees arising out of or caused by its installation, removal, maintenance, occupancy or use of the exhibition premises or a part thereof, excluding any such liability caused by the sole gross negligence of the hotel and its employees and agents. Exhibitor shall obtain and keep in force during the term of the installation and use of the exhibit premises, policies of Comprehensive General Liability Insurance and Contractual Liability Insurance, insuring and specifically referring to the contractual liability set forth in this exhibit agreement, in an amount not less than $2 million combined single limit for personal injury and property damage. The hotel, its owners, and its operator shall be included in such policies as additional named insureds. In addition, exhibitor acknowledges that neither the hotel, its owners, nor its operator maintain insurance covering exhibitor s property and that it is the sole responsibility of exhibitor to obtain business interruption and property damage insurance insuring any losses by exhibitor. Lodging Information Hyatt Regency Orlando Rate: $ single/double Cutoff date: April 15, International Drive, Orlando, FL Phone: (407) Security The exhibit hall will be locked during non-show hours, but the Association of Staff Physician Recruiters and the Hyatt do not guarantee to protect the exhibitors against any loss or damage of any kind. Electricity If requires electricity or any other A/V needs, be sure to order those services accordingly from the packet provided by the show decorator. Shipping Information An exhibitor service kit from GES will be provided to all confirmed exhibitors and will include shipping information. The decorator will receive, store, and deliver your package directly to, and will be on-site Tuesday to assist with return shipments if necessary. You cannot ship directly to the hotel. All shipments MUST go through the decorator. The hotel will not accept advance shipments. Exhibit Materials and Activity ASPR reserves the right to prevent any Exhibitor from displaying beyond the bounds of the Exhibitor s rented exhibit space: noisy electrical devices (ex. loud appliances, machines, games), smells/scents that are offensive or commonly cause allergic or physical reactions (ex. industrial smells, chemical smells, nail polish, cleaners), displays, fire hazards (ex. open flames, highly flammable fumes), costumed mascots, live animals or anything which may prove objectionable. All aisles must be kept clear of displays. Inventory must be discreetly stored within an Exhibitor s booth space. The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitors. Exhibitors are allowed to sponsor prize drawings within their exhibit space. Any limitations on registering for or accepting the prize must be prominently displayed in the exhibit space. Promotion of Sponsorship or Exhibit Use of the ASPR logo in any promotions of the conference is subject to approval by ASPR. Using the logo without permission can result in a forfeiture of your exhibit booth and/or sponsorship. Please submit any proposed ads that use the ASPR logo to Sue Yoemans at suey@aspr.org for approval ASPR Annual Conference

5 Conference Sponsorship Options Extend your brand identity and marketing capabilities with a strong visible presence at the 2015 ASPR Annual Conference. Take advantage of the opportunity to tie your brand identity not only to ASPR, but to the educational aspects of this conference. Multiple levels of conference sponsorship opportunities are available. All sponsorship opportunities are first-come, first-served. Premier Keynote Sponsor: $30,000 Exclusive sponsor for Monday keynote session Signage at the keynote presentation and conference Opportunity to introduce the keynote speaker (5 min.) Ability to place promotional information at the tables during the keynote session (sponsoring company is responsible for placement of these items). No more than two promotional signs may be placed in the room Two 8x10 booth spaces including up to four booth representatives Two additional complimentary booth representatives Additional tables placed outside of main session room for marketing materials and representatives to meet and greet attendees entering for the keynote session Logo in the conference registration brochure as the keynote sponsor Logo in pre-conference marketing regarding the keynote in the ASPR Weekly Two full-page ads (with bleeds) in the conference onsite program Listing in onsite program agenda next to sponsored keynote Keynote Sponsor: $15,000 Exclusive sponsor for Wednesday keynote session Signage at the keynote presentation and conference Opportunity to introduce the keynote speaker (5 min.) Ability to place promotional information at the tables during the keynote session (sponsoring company is responsible for placement of these items). No more than two promotional signs may be placed in the room Full-page ad (with bleeds) in the conference onsite program Listing in onsite program agenda next to sponsored keynote Lunch Sponsor: $10,000 Monday and Tuesday available Exclusive sponsor for one conference lunch Signage at the lunch and conference Ability to place promotional information at the lunch tables on your designated day (sponsoring company is responsible for placement of these items) Half-page ad (with bleeds) in the conference onsite program Listing in onsite program agenda next to sponsored lunch Verbal recognition of your sponsorship at the conference 5

6 Lanyard Sponsor: $10,000 Exclusive sponsorship with company logo on conference attendee lanyards Half-page ad (with bleeds) in the conference onsite program Registration Bag Sponsor: $10,000 Company logo on conference attendee registration bags (bag and artwork must be approved by ASPR) Half-page ad (with bleeds) in the conference onsite program Monday Premier Evening Event Sponsor: $10,000 Premier sponsor of the evening event Four complimentary tickets for your staff to attend the Monday evening social/networking event plus ten additional drink tickets to dispense to clients Brief opportunity to address the attendees that evening Signage at the Monday evening event and conference Half-page ad (with bleeds) in the conference onsite program Verbal recognition of your sponsorship at the conference Monday Evening Event Co-Sponsor: $5,000 Six available Two complimentary tickets for two staff to the Monday evening social/networking event plus five additional drink tickets to disperse to clients Brief opportunity to address the attendees that evening Signage at the Monday evening event and conference Quarter-page ad in the conference onsite program Verbal recognition of your sponsorship at the conference ASPR Annual Conference

7 New Member Reception: $10,000 Exclusive sponsorship of the new member reception Up to four sponsor representatives may attend this reception (no speaking opportunity) Sponsor may provide a gift to attendees if they choose Signage at the new member reception Half-page ad (with bleeds) in the conference onsite program Verbal recognition and introduction of sponsor representatives at the reception NEW - Wi-Fi Sponsor: $7,500 Three available Sponsorship of the complimentary wi-fi that will be available to attendees on Mon. Wed. Company splash page will be displayed on one of the three days Half-page ad (with bleeds) in the conference onsite program if available NEW - Exhibit Hall Lounge Sponsor: $7,500 Two available Exclusive sponsorship of one of the lounges on the exhibit floor Up to two reps may welcome guests to the lounge; no sales pitches to attendees Signage in the exhibit hall lounge and at the conference Opportunity to select a booth space next to the lounge Half-page ad (with bleeds) in the conference onsite program if available (based on space) Hotel Room Key Sponsor: $7,500 Exclusive sponsorship with company logo on conference attendee room keys Half-page ad (with bleeds) in the conference onsite program 7

8 Fellowship Lunch Sponsor: $5,000 Three available Note: The 101 and 301 Fellowship Modules run concurrently on Sunday. The lunch will feature both sponsors. The 201 module runs alone on Saturday. Exclusive sponsor for one of the three Fellowship modules (101, 201 or 301) at the conference Quarter-page ad in the conference onsite program Time to address the participants prior to program (2 min.) Signage outside the room during lunch Opportunity to place materials on table inside room during designated module Listing in onsite program agenda next to sponsored module Verbal recognition of your sponsorship at the event and at the conference Four company representatives may join attendees for lunch Mobile App Sponsor: $5,000 Exclusive sponsorship of conference mobile app Banner ad in the conference mobile app Quarter-page ad in the conference onsite program Listing as a sponsor in the onsite program Mid-Morning Coffee Break Sponsorship: $5,000 Exclusive sponsor for the mid-morning coffee breaks on 5 mornings (Sat-Wed) Signage at the coffee stations Up to four company representatives may greet attendees at the coffee stations Quarter-page ad in the conference onsite program Learning Track Sponsor: $3,500 Six available Exclusive sponsor for one track at one day of the conference including two to three breakout sessions Quarter-page ad in the conference onsite program Signage outside the session room (no additional signs may be placed in the room) Opportunity to place materials on table inside room during designated track (sponsoring company is responsible for placement of these items) Listing in onsite program agenda next to sponsored track Verbal recognition of your sponsorship at the event and at the conference Please note: Monday learning tracks consist of three sessions; Tuesday learning tracks consist of two sessions Assignment of track sponsorships will be made on a firstcome, first served basis Visit to register online ASPR Annual Conference

9 Sunday Night Reception Sponsor: $3,500 Five available Signage at the Sunday evening event Quarter-page ad in the conference onsite program Listing on the conference sponsors page of ASPR Notebook and Pen Sponsor: $3,500 Sponsor to provide logoed notebooks and pens to be included in conference attendee bags Quarter-page ad the conference onsite program ASPR Advertising Options Maybe you can t attend the conference? You can still reach this target audience by placing a black and white or color ad in the conference program book that is distributed to attendees! Files must be 300 DPI or higher and in PDF format. Please purchase and upload your ad on aspr.org. Sponsors: Please send ads to Sue Yoemans at suey@aspr.org. Ads due: March 23, 2015 No Bleeds: Full page ad (8 w x 10.5 h): $1,000 Half page ad (8 w x 5 h): $500 Quarter page ad (3.75 w x 5 h): $300 Full Bleeds: Full page ad (8.5 w x 11 h trim, 9 w x 11.5 h with bleeds): $1,200 Half page ad (8.5 w x 5.5 h trim, 9 w x 6 h with bleeds): $700 Quarter page ad not offered with bleeds Afternoon Break Sponsor: $1,500 Monday and Tuesday available Signage at the break stations on day of sponsorship ASPR First Right of Refusal Sponsors at the $7,500 level or more will be given the first right of refusal for the same sponsorship next year. You will be contacted after the conference with more details regarding the following year s sponsorship. 9

10 Early Departure Fee: $1,000 To enhance the experience of attendees in the exhibit hall, ASPR requires that all exhibit booths must remain fully set up and attended by a company representative until the specified tear-down time. To assist in enforcing this policy, ASPR has instituted an early departure fee of $1,000 that will be assessed to any company that begins to dismantle its booth or leaves its booth unattended before the official tear down time denoted in the exhibitor prospectus. Payment of this fee will be required before the company is allowed to register for a booth space at the following annual conference and the company will be placed at the bottom of the list for booth assignments at the next annual conference. ASPR is dedicated to making our attendee and exhibitor experience enjoyable and educational at all times. Thank you for your continued support and cooperation on this matter. Important Exhibitor Information Only one company per exhibit space will be permitted. Attaching/hanging marketing materials from the ceiling in the exhibit hall is not allowed. Exhibiting companies who wish to provide food/ beverage for attendees must order directly through the hotel. Lead retrieval systems will not be used at the ASPR Annual Conference. Island exhibit layouts must be pre-approved by ASPR staff before the conference. All exhibit set-up and materials must stay within the given footprint layout set by ASPR. Island exhibit booths (16x20) will be limited to a maximum of 16 representatives. All exhibit booths (8x10), with the exception of islands, will be limited to 4 representatives (2 included with registration and an additional 2 with additional registration fees). Any additional people who plan to be at your company s booth must be included in your representative limit. This includes photographers, caricature artists, etc. Exhibitors and Sponsors are welcome to attend the keynote and plenary sessions and any Learning Track sessions for which they are Sponsors. Admittance to any other courses/sessions will not be permitted. Interactive displays (photo booths, money machines, etc.) must be approved by the ASPR office prior to the conference. Contact Us Carissa Wolf, carissaw@aspr.org 1000 Westgate Drive, Suite 252 Saint Paul, MN Office (800) Direct (651) Drawing Options ASPR Bingo Card Drawing Attendees will receive a bingo card with a listing of all exhibitors and must obtain at least 30 signatures to be qualified for the drawing. Drawings will take place at the conclusion of the business meeting on Tuesday. Bingo Card Drawing items will be listed on onsite materials that are distributed to all attendees. If you wish to contribute an item for the bingo card drawing, you must be present to give away the prize on Tuesday afternoon. Please indicate your participation on the application form. Prizes may not exceed $100 in value. One prize drawing per company. The bingo drawing will take place at the Tuesday Business meeting at approximately 3:30 p.m. Exhibitor Door Prize Drawing Exhibitors have the option to give away a door prize at their booth. Door Prize Drawing items will not be listed in onsite materials. There will be a board in the exhibit hall during the last break on Tuesday for you to post your door prize winners names. Exhibitors are responsible for contacting the winners directly. ASPR is not responsible for any prizes that are won and not collected ASPR Annual Conference

11 Exhibit Hall Please note: Exhibit Layout subject to change. Please visit for an up-to-date layout. ASPR Leadership Board of Directors Debbie Gleason, FASPR, CMSR-FMSD, President Laura Screeney, FASPR, President-Elect Michelle Seifert, DASPR, Treasurer Donna Ecclestone, FASPR, Secretary Frank Gallagher, Vice President, Governance Allen Kram, FASPR, Vice President, Education Lee Moran, FASPR, Vice President, Engagement Shelley Tudor, FASPR, Vice President, Research Education and Conference Planning Committee Chairs Jennifer Barber, PHR, FASPR, Co-Chair Robin Schiffer, FASPR, Co-Chair Fellowship Committee Chairs Mike Griffin, FASPR, Co-Chair Lynne Peterson, FASPR, Co-Chair These individuals can be contacted directly or through the ASPR office at 1 (800) 830-ASPR. 11

12 Association of Staff Physician Recruiters 1000 Westgate Drive, Suite 252 Saint Paul, MN (800) 830-ASPR