Exhibit and Sponsorship Information and Registration

Transcription

1 37th Annual Conference, March 4, 2016 Exhibit and Sponsorship Information and Registration Dear Business Associates, Our 37th Utah Ophthalmology Annual Meeting is a popular and enthusiastically anticipated gathering of ophthalmologists, residents, and medical students from across Utah. Our 2016 meeting will be held in Salt Lake City, Utah at the Sheraton Hotel and Convention Center on March 4, Based on our numbers from the past several years, we expect attendance at about 330 making this one of the most highly attended and popular ophthalmology meetings in the intermountain region! Healthcare organizations, pharmaceutical companies, device manufacturers, insurance companies, and other vendors are invited to participate as exhibitors and sponsors of the three-day meeting. The UOS extends opportunities for exhibit displays, and sponsorship of specific aspects of the meeting. Sponsorship opportunities are available at different monetary levels to fit all types of needs and budget constraints. Networking and recognition opportunities are abundant for health-related and consumer businesses that participate. Supporters receive: Display time with ophthalmologists and ophthalmic technicians and nurses Friday breakfast, lunch and refreshment breaks with attendees Friday dinner with ophthalmologists for exhibitors sponsoring a portion of the dinner Discounted group hotel rate Attendee contact lists (no personal s included) Recognition of organization in print, in on-site program Please review the enclosed exhibitor information and make plans soon to participate at this important meeting of the Utah ophthalmology community. If you have any questions or would like further information on the meeting or sponsorship opportunities, contact me at annette@utahmed.org. Please take a moment to look over the information included in this packet. To exhibit or provide other support of the meeting, please complete pages 4 & 5. If you have any further questions feel free to contact Annette: annette@utahmed.org or visit our website at Annette Mahler Utah Ophthalmology Society Executive Director Utah Ophthalmology Society 310 East 4500 South, Suite 500 Salt Lake City, UT Phone: Fax:

2 37 th Annual Conference, March 4, 2016 Location Sheraton Hotel Conference Center 150 W. 500 S. Salt Lake City, Utah Hotel Phone: or local: Airport is just a 10 minute drive from the hotel Free parking, with easy in and out, making the hotel conference center an exhibitor favorite A dedicated exhibit area, with food service flowing throughout for maximum exposure Reserve Hotel Rooms Our room block at the Sheraton hotel for $ plus tax for dates March 3-5, 2016 Website to Reserve Hotel Rooms for Conference Shipping and Power Power and shipping are not included in your order. Once you have registered and paid for a booth, we will you a link to the GES web site with ordering information for any additional booth equipment, power, and material handling services. Ordering is done online. Please note: the exhibit area is carpeted but no electricity to your booth is included, and must be ordered separately. Please do not ship your equipment directly to the Hotel; they will not accept responsibility for your shipped items. You are responsible to arrange any booth additional items as well as shipping to and from the conference in advance by contacting GES. GES National Service Center Phone: Questions on the Exhibitor Services Kit should be directed to: GES Exhibit Service Center at: Fax: Included in booth charge Registration for up to two representatives, which includes breakfast, breaks, and lunch List of ophthalmologists registered for conference (no addresses will be included) Corporate name in the final conference program if payment is submitted by Feb.15, 2016 Corporate name listing in UOS Newsletter, to be sent to all UOS Members February 4 February 5 February 5 February 15 March 3 March Dates and Deadlines Early Registration Discount Ends Early registration and payment for all exhibit booth and sponsorships must be received by 5:00 PM (MST) Exhibitor Registration increases $300 per booth Last day to submit ads for program, premium sponsors only Last day to register and pay for a booth- no exceptions Exhibit Move In 1pm-4pm Booths must be in place by 7:00 am - Conference runs 7:30 am- 5:30 PM Exhibit breakdown following last break from scientific sessions or from 3:30-5:00 PM - Please do not dismantle booth prior to this time! Please Note: Booths will be assigned by the UOS following receipt of payment. No booths may be assigned prior to full payment. Independent sales representatives must register separately. Tables may be shared between two independent representatives for an additional fee of $ Please do not plan to leave or dismantle your booth prior to the last break of the day. Breakdown will begin after 4:00 pm the day of the conference. All exhibit equipment and materials must be moved out by 7:00 pm. Our ACCME accreditation does not allow exhibitors or non- registered physicians or others in the scientific sessions. Please do not ask to attend the physician sessions.

3 Annual Conference March 4, 2016 Available Sponsorships/Exhibits - Register early! Cost increase after February 4, 2016 Questions? Annette@utahmed.org Premium Location! See map below, booth # s 1-5 *NEW - 5 booths available, maximum exposure - includes 1, 8 x10 booth located directly across from the physician session meeting room. Also, full- color advertisement in conference program distributed to each attendee and company name indicating Platinum Sponsor on signage in exhibit hall. These booths will go fast, register early! Exhibit Booth Includes one, 8 x10 exhibit booth. Maximum of two attendees per booth $850 $1,800 Table Share Additional Representative Additional Sponsorships Available Table Share Fee, maximum of 2 representatives from 2 companies when sharing one booth (in addition to exhibit space fee) Additional Charge for 3 rd or 4 th representative Physician Dinner, Lanyard logos for conference attendee $500 $150 each See pg. 4 Sheraton Hotel Exhibit Area Map All sessions will take place in the Canyons Ballroom. Booths assigned by UOS once payment is received. Regular booths will begin at # 6 and assigned in order. Premium Booths. Booth numbers 1-5 to be assigned to first 5 paid companies who select premium booths 3

4 Annual Conference March 4, 2016 REGISTRATION FORM for EXHIBIT AND Other SPONSORSHIP Please complete pgs. 4-5 and return to: Fax to , or to Booths assigned in order of payment received. Payment must be submitted before a booth will be held. The undersigned agrees to participate, according to the Terms and Conditions set forth on Page 5 of this Partnership Contract, as a sponsor and/or exhibitor at the 37th Annual Utah Ophthalmology Society Conference & Exposition, a program for ophthalmology practices, to be held March 4, 2016 at the Sheraton Hotel, Salt Lake City, Utah. Booth space is limited. Payment must accompany registration. Please see dates and deadlines on page 2. Payment and Registration Exhibit booths and sponsorships costs increase $300 per category below after 5:00 pm MST on February 4, All booths include meeting badges for up to 2 representatives. Extra charge for 3 rd and 4 th representative. Check Payment Mail to: UOS 310 East 4500 South, Suite 500 SLC, UT Checks payable to Utah Ophthalmology Society All booths assigned by UOS, please list any location preferences Please mark and total your choice(s) $ Premium Booth Space- booths numbered 1-5 Includes booth directly across from physician meeting and full color advertisement in meeting program. Ad must arrive by 2/4 $ Exhibit Booth- booths numbered 6-30 $ Physician Dinner (includes 2 tickets to our annual physician dinner, on 3/4/16) $500/available only to those registering for an exhibit booth, 1/4 pg. program AD, must be received by 2/4/16 $1500/Lanyard Sponsor, co. logo must be received by 1/7/16 to allow time for ordering and printing of lanyards $300/Additional charge for booths, beginning on 2/5/16 no booths will be added after 2/15/16 $150/Per each additional booth representative (attendees 3 and 4) Total $ Credit Card Payment Cardholder Information all information required Visa Mastercard Am Exp Card No: Exp date / Security (3 digits Visa and MC) Security (4 digits, Am Exp) Cardholder Name: Cardholder Signature: Address on Card: State: Zip code: address of cardholder: Phone number of cardholder: Company Representative - List Name(s) first 2 included, maximum of 4 allowed per booth First Last Address 2 Additional Cost of $150 per additional attendee(s) below 3 4 4

5 Exhibit Terms and Conditions General Annual Conference March 4, 2016 The Utah Ophthalmology Society (UOS) reserves the right to exercise its sole discretion in the acceptance or refusal of exhibit applications. 2. Exhibit space is limited to two attendees; an additional $150 charge per person applies for a maximum of four attendees per booth. The UOS reserves the right to assign all exhibit space and rental. Each exhibit booth size is 8 x10'. Exhibit space includes space rental, standard pipe and drape, booth identification sign, general security service, and other exhibitor benefits. To allow an unobstructed view of neighboring exhibits, backdrops and decorations are not permitted to exceed eight feet in height, nor can they protrude more than 48 inches from the back wall line. Participants may not schedule other events such as breakfast, luncheons, or dinners during official UOS program hours or while the UOS Conference & Exposition are in progress unless UOS grants express permission. Extremely loud noises such as bells, sirens, buzzers, excessively loud voices, etc. will not be permitted in order to maintain a businesslike atmosphere Distribution of pamphlets, brochures, or advertising matter must be confined to the Exhibit Space. Installation and Dismantling The Utah Ophthalmology Society outlines specific move-in and breakdown times in the Exhibitor Services Manual. No part of an exhibit may be dismantled or abandoned during open exhibit hall hours. If spaces are not vacated within the specified breakdown period, The Utah Ophthalmology Society reserves the right to remove materials and charge for all moving, storage, shipping, and other expenses to the participant. UOS will not be liable if such removal causes damage to materials. Payment Information This application shall become binding upon receipt by UOS and will constitute a binding contract upon the applicant, subject to the terms, conditions, and regulations set forth in this contract. All monies are due and payable upon signing of the contract. Exhibit space must be paid in full before Exhibitor is allowed entry into the Exposition Hall for setup. Use of Space, Subletting of Space No exhibitor shall assign, sublet, or share the space allotted with another business or firm unless approval has been obtained in writing from Show Management. Exhibitors are not permitted to feature names or advertisements of non-exhibiting manufacturers, distributors or agents in the exhibitors display. Parent or subsidiary companies are an exception. Exhibitor Cancellation Space cancellations are accepted in writing only to UOS. Cancellation requests postmarked on or before February 19, 2016 will be charged a service fee of 50%. The full contract amount is payable and no refunds will be made for any cancellation postmarked after 5:00 pm (MST) on February 19, Cancellation of Conference If UOS is canceled due to fire, strikes, government regulations, acts of God, or other causes beyond the control of UOS, UOS and its representatives shall not be held liable for failure to hold the Convention & Exposition as scheduled, and UOS shall determine the amount of exhibit fees to be refunded. The participant agrees that UOS shall have the right to make such rules and regulations or changes in arrangements, as it shall deem necessary and to amend it from time to time. UOS shall have the final determination and enforcement of all rules, regulations and conditions. Release of Responsibility Neither UOS, the Sheraton Hotel management, nor any of the officers or staff members of UOS nor of the Sheraton Hotel shall be held responsible for the safety of the participants, or their property from theft, fire, accident, or other causes. Participants are advised to consult their insurance brokers for proper coverage on display material from the time it leaves their companies premises until its return. Neither UOS, the Sheraton Hotel, nor any of their officers, agents, employees, or representatives shall be held accountable or liable for, and the same are hereby released from accountability or liability for, any damage, loss, harm, or injury to any person affiliated with, or any property of, the applicant or any of its officers, agents, employees, or other representatives, resulting from theft, fire, accident, or other causes. Neither UOS nor the Sheraton management will obtain insurance against any such damage, loss, harm, or injury. Participants hereby agree to indemnify, defend, and protect UOS and the Sheraton management from any and all claims, demands, suits, or liability for any damage, loss, harm, or injury to any person affiliated with, or any property of, the applicant or any of its officers, agents, employees, or other representatives, including but not limited to claims of damage in loss to property, or from or out of any damage, loss, harm, or injury to the person or any property of the participant or any of its officers, agents, employees, or other representatives. Participants or their agents may not allow any articles to be brought into the Sheraton Hotel; or any act done on the premises that will invalidate the insurance or increase the premium on the policies held by the management of the Sheraton Hotel nor permit anything to be done by their employees through which act the premises, property, or equipment of the other participants will be damaged. Participants must also comply with all union rules and regulations as they apply to the movement of freight and the setup and dismantling of exhibits. No signs or articles may be affixed, nailed, or otherwise attached to walls, doors, etc. in such a manner as to damage them. All space is rented subject to these restrictions. Violations of these rules will annul the participant s contract, and participant will be held liable for any damage resulting from such violation. These Terms and Conditions are part of the contract between exhibitor and UOS. UOS respectfully requires full cooperation of the exhibitors in their observance of them. All points not covered are subject to the decision of UOS management. I, as authorized representative for (company name as you wish it to appear in program) accept the following conditions for exhibiting. Signature of Authorized Representative Rep. Name (please print) Street Address City Title Telephone # UOS Tax ID#:

6 Utah Ophthalmology Society 310 East 4500 South, Suite 500 Salt Lake City, UT Annual Conference March 4, 2016 Register Early Exhibitor Booth cost increases after February 4, 2016 Utah Ophthalmology Society 37th Annual Winter Conference March 4, 2016 Sheraton Hotel & Conference Center Salt Lake City, Utah 6