EXHIBITOR INFORMATION

Transcription

1 December 7-10, 2014 Omni Shoreham Hotel Washington, DC EXHIBITOR INFORMATION Exhibit Hours: 7:00 a.m. 5:30 p.m. on Monday, December 8 7:00 a.m. 5:30 p.m. on Tuesday, December 9 Doors will open at 6:30 a.m. each day for exhibitors Exhibit Setup: Exhibits may be set up between 3 p.m. 7 p.m. on Sunday, December 7, Omni is now using UPS as their in-house Shipping/Receiving Department. They are located in the West Registration foyer, and will be open on Sunday from 3 p.m. 7 p.m. Space Assignment: Space assignments will be made on a first reserved and paid, first served basis. Hot Topics reserves the right to make changes in assignments at any time. Again this year, all exhibits will take place in the Diplomat and Palladian Rooms. Break foods will also be placed in these rooms at the far end of each room to allow plenty of space for attendees to move through the rooms safely. Exhibit Description: Included in the cost of each exhibit is ONE 6 x 30 table with two chairs. Additional tables are available for an extra fee. You may not bring an extra table with you from outside the hotel. Freestanding displays are permitted if dimensions have been submitted to conference staff in advance of the conference. Electricity is available for an additional fee. Please complete the Omni s Electrical Order Form and submit to the Omni. Internet access is also available through the hotel. Please complete the ENCORE EVENT TECHNOLOGY Networking Telecom Form and return to the Omni. Video, sound and computer equipment can also be rented through ENCORE EVENT TECHNOLOGY, using the ENCORE EVENT TECHNOLOGY Exhibit Rental Order Form. Questions about electrical service, equipment or internet access can be directed to Jennifer LoPiano, jlopiano@omnihotels.com (jlopiano@omnihotels.com) Exhibit Breakdown: Exhibits must be broken down and cleared from the room no later than 6 p.m. Tuesday, December 9. Please attach a completed air bill to your boxes to be shipped and in-house UPS staff will pick up and arrange to send on to their destinations.

2 Exhibitor Access: Exhibitors are allowed up to three representatives per booth. Exhibitors will be allowed access into the exhibit area each day 60 minutes before the start of registration. If you would like to send additional representatives to the conference, please contact Karen Bidus at Each additional exhibitor will cost $500 their badge will give them access to the Audiovisual Room if they would like to sit in on the conference. Giveaways: Customary descriptive product literature and other items of a modest nature may be distributed. Any giveaway with a value of more than $25 must be approved by Hot Topics staff. No giveaways of over $100 will be allowed. No contests, lotteries and/or games of chance allowed. Food: Any significant food & beverage provided at your exhibit must be ordered through the Omni. It is permitted to bring in bite-size candy, for example, from the outside, but it is not permitted to bring in more significant food items. Cancellation Policy: This agreement may be cancelled no later than one month prior to the above mentioned event without penalty upon giving written notice to Hot Topics conference management (info@hottopics.org). Cancellation after this date will result in forfeit of the exhibitor s fee. Shipping: Please see the attached UPS brochure for more information on shipping your exhibit and materials. No hotel staff will unload or load any vehicle Items will be accepted a maximum of 4 business days prior to arrival. Items received prior to this will be charged a double rate. Please plan to ship to arrive no earlier than Wednesday, December 5, You can stop by the UPS Business Center in the West Registration Foyer to arrange pickup of your packages. Please plan to ship in boxes/cases that are manageable by no more than two people. Mailing instructions: ( do not send to the attention of any hotel employee) Omni Shoreham Hotel ATT : ( registered guest name or person picking up package, and phone number) Arriving on (date) HOT TOPICS Calvert Street NW Washington DC

3 Exhibitor s Information Sheet (EIS) Representative: Company: Address: Phone #: Exhibit space includes audio visual (AV) room admittance for 3 representatives: Please print name and address of individuals attending. (Other representatives may attend for an additional $500 in AV room only. Please register additional individuals by contacting Karen Bidus kbidus@nemours.org Name Name Name Exhibit Location: Omni Shoreham, Washington, DC Exhibit Date: December 8-9, 2014 Exhibit Set-Up Time: Anytime after 4 p.m. on December 7, 2014 (NOTE: Exhibits must be in and set-up prior to start of registration.) Booth Size: 1-6 x30 table with skirting and 2 chairs. Garbage disposal provided. Booth Cost: $5000, $2500 for second table Non-profits - $2500, $1250 for second table Exact dimensions (height/width) of any freestanding displays MUST be documented in advance in order to provide appropriate space. Otherwise, space provided is limited to a standard 6 x 30 tabletop. Cancellation Policy: This agreement may be cancelled no later than one month prior to the above mentioned event without penalty, upon giving written notice to the CME office at the appropriate Nemours location. Cancellation after this date will result in forfeit of the exhibit fee Payment Options: $ Checks can be made payable to: Nemours and mailed with completed exhibit form to Office of CME, Nemours/Alfred I. dupont Hospital for Children, PO Box 269, Wilmington, DE Credit Card Visa, MasterCard, American Express or Discover #: Expiration Date CVN Signature: Please sign this sheet and return to: Alfred I. dupont Hospital for Children, Office of Continuing Medical Education, PO Box 269, 1600 Rockland Road, Wilmington, DE 19899, Phone: (302) , FAX: (302) Nemours Federal ID # (Exhibitor s Signature and Date) Questions? If you have any questions, please contact Karen Bidus at (302) , fax or kbidus@nemours.org

4 Exhibitor Registration Form The Omni Shoreham Hotel, Washington, DC December 7-10, 2014 Name: Credentials: Company: Address: City, State, Zip: Country: $500 - Audiovisual Room (December 8, 9, 10) Online syllabus available to all ( FREE ) Type of card: Card # Exp Date: 3 or 4 digit security code: Name on card: Address associated with card: address for confirmation

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13 Return form to: Engineering Department Omni Shoreham Hotel Phone: Calvert Street, NW Fax: Washington, DC Event Name: Set Up Date & Time: Location: Ordered By: On Site Contact: Omni CS Manager: ELECTRICAL AND ENGINEERING SERVICES REQUEST FORM EXHIBIT BOOTH ELECTRICAL Exhibitor: Move Out Date & Time: Booth # Phone # Phone # Phone # QUANTITY ADVANCE FLOOR 1. For your protection you should install a Exhibit Booth Set Up NEEDED ORDER ORDER SUBTOTAL surge protector on your computer(s). All 120 Volt Single Phase Service $ $ electrical installations and connections to Set up includes extension cord & labor all electrical service will be made by an IMPORTANT: All electrical services other than the Exhibit Booth drop will Omni Hotel electrician. Omni Hotel will not require labor. A minimum of 1 hour must be ordered to allow inspection of be responsible for any damage or lost equipment connected into our system. Labor exceeding the minimum, will be equipment, componet, computer hardware, charged at the appropriate rate, as shown in the labor section. ADDITIONAL LABOR FOR ELECTRICAL SET UPS or software and/or any damage or injury to any person caused by the installation, HOURS connection or plugging into any electrical NEEDED RATE SUBTOTAL outlet by a person other than an Omni Monday - Friday 7:00am to 3:30pm $125/HR Hotel electrician. 2. All column and wall outlets are not a part THIS IS AN ESTIMATE ONLY. FINAL CHARGES ARE BASED of booth space. A separate outlet must be ON TIME AND ACTUAL POWER INSTALLED.Labor: Any installations or removals ordered at regular price for each piece of BEFORE 7:00am or after 3:30pm. M-F or all day on SAT /SUN/HOL equipment to be ordred at regular price for will be subject to a 4HR minimum at the current rate of $125.00/HR HEAVY DUTY ELECTRICAL each piece of equipment to be connected. 3. Labor must be added for electrical request QUANTITY ADVANCE FLOOR except for an Exhibit Booth Set Up. 208 Volt Single Phase Service NEEDED ORDER ORDER SUBTOTAL 4. To receive Advance Order pricing, all orders 20 Amps each $ $ must be received with payment 10 days 30 Amps each $ $ prior to the set up date. 208 Volt Three Phase Service NEEDED ORDER ORDER SUBTOTAL 5. All production companies are to provide 20 Amps each $ $ pig tails and cables to designated power 30 Amps each $ $ location. 60 Amps each $ $ Amps each $ 1, $ 1, Amps each $ 1, $ 2, Amps each $ 3, $ 4, ELECTRICAL REGULATIONS ADDITIONAL SERVICES 5 or more power strips or extension cords will require labor charges GENERAL INFORMATION 1. All equipment connected by Omni Hotels must comply with NEC, Federal, State, QUANTITY ADVANCE FLOOR and local codes. RENTAL EQUIPMENT NEEDED ORDER ORDER SUBTOTAL 2. All cords, plugs, and power strips must Power Strips $ $ be UL Listed. 25' Extension Cord $ $ All equipment shall be tagged and wired 50' Extension Cord $ $ with complete information as to type of QUANTITY ADVANCE FLOOR current, voltage, phase, cycle, horsepower, MISC. NEEDED ORDER ORDER SUBTOTAL etc. Fire Alarm Disable (min. 4 hours) $300/HR N/A Grand Total Enclosed PAYMENT INFORMATION CHECK ENCLOSED IN THE AMOUNT OF: $ (Payable to: Omni The Shoreham) CHARGE MY CREDIT CARD IN THE AMOUNT OF: $ MC VISA AMX OTHER CARD # EXP. DATE: / NAME AS IT APPEARS ON THE CARD: AUTHORIZED SIGNATURE: Notes: Rates are subject to change. Updated June 1, 2007.

14 NETWORKING / TELECOM PRICE GUIDE Networking/Telecom Request Form NOTE: ALL SECTIONS MUST BE COMPLETED ITEM DAILY RATE QUANTITY DAYS TOTAL Standard Wired Internet Services (SHARED) Single user/device shared Ethernet connection -1st device $ Additional user/device $ Wireless Internet Services (SHARED) Single user/device shared WiFi connection -1st device $ Additional user/devices $ HD Displays SUBTOTAL: SUBTOTAL: 24 LED Monitor/w Table Stand $ Samsung HD Monitor/w Floor Stand $ Samsung HD Monitor/w Floor Stand $ Sharp HD Monitor/w Floor Stand Please Call 70 Sharp HD Monitor/ Please Call Telecommunication Services Direct Inward Dial (DID) Please Call Standard Analog Line Please Call Polycom Speakerphone $ EQUIPMENT TOTALS SUBTOTAL: SUBTOTAL: Standard Wired Internet Services (shared): Wireless Internet Services (shared): Special Network Services by Request: Telecommunication Services: TOTAL: (Before Taxes and Service Charges) : ABOVE TOTAL DOES NOT INCLUDE TAXES OR SERVICE CHARGES. RENTAL CONTRACT MUST BE COMPLETE FOR ORDER TO BE PROCESSED. Return completed form to: Fax: omnishoreham@encore-us.com

15 NETWORKING / TELECOM PRICE GUIDE Networking/Telecom Request Form Client Information Group/Organization Event On-Site Contact Requested by Phone # Phone # Fax # Fax # Address Address Address City State Service Request FUNCTION SPACE Start Date & Time: End Date & Time: NOTE: ALL SECTIONS MUST BE COMPLETED Zip ROOM / BOOTH ROOM / BOOTH ROOM / BOOTH ROOM / BOOTH ROOM / BOOTH Note: All computers are required to receive a DHCP assigned IP address passing through NAT from the AVT network unless other arrangements have been discussed and agreed upon with AVT. Payment Information IF YOU CLAIM SALES TAX EXEMPTION, PLEASE FURNISH A COPY OF YOUR TAX-EXEMPT CERTIFICATE WITH YOUR ORDER OR TAX WILL BE CHARGED. This section must be completed before your order can be processed. A credit authorization is requested as a deposit against additional services and/or labor. Payment of any balances may also be made by company check upon presentation of statement while at the show, but a credit cardauthorization shouldbe on file. Anybalancesoutstanding asof move-out will be chargesto your account. Please do not ask us to bill you. 1 - Master Account #: Authorized Signer s Name: 2 - Room #: Name on Reservation: Confirmation #: 3 - Credit Card #: CCID: Card Type: Exp: x Customer Signature Print Name (as it appears on credit card) Date Frequently Asked Questions x Q. What equipment do I need to connect to the internet? A. A PC or laptop with a Network Interface Card (NIC) that has an RJ45 jack, or a wireless network adapter. Q. Do I need any special configuration on my computer? A. Typically not as long as the TCP/IP service is installed on your computer. Some security measures and/or VPN software may require intervention by your company s IT department. Q. Can I access my company s secure server? A. If you can access your company s secure server via the internet, you will be able to access it through this network. Should you require a public IP address, please contact our representatives in advance. Q. Can I get my IP information in advance? A. Yes. Our on-site IT representation will be able to provide IP information to you upon request. Q. Can I bring my own wireless access point or other networking infrastructure equipment? A. No. Customer-supplied networking equipment is not allowed without prior authorization by AVT Event Technologies. Customer-provided wireless access points, routers, switches or other similar network infrastructure devices are prohibited to ensure uninterrupted operation of existing wired/wireless infrastructure. Return completed form to: Fax: omnishoreham@encore-us.com

16 NETWORKING / TELECOM PRICE GUIDE Networking/Telecom Agreement It is understood that AVT Event Technologies does not own or control the telecommunications facilities used to access the Internet and that the Internet is a non-regulated public domain. Customer agrees that AVT shall have no responsibil - ity and no liability whatsoever with respect to insuring access to the Internet. Customer further agrees to indemnify and hold harmless AVT from any and all claims, damages, losses and causes of action whatsoever which may arise directly or indirectly in connection with the Internet services provided. The total order cost will be billed to the form of payment sp Cancellation charges will be incurred at 100% for cancellatio ns within 24 hours of your event. You are responsible for bringing your own NIC (Network Interface Card) or Wireless Access Card. Customer-provided wireless access points, routers, switches or other similar network infrastructure devices are prohibited to ensure uninterrupted operation of existing wired/wireless infrastructure. Please contact your sales manager for pricing on AVT provided available options. I understand the above condition Authorized Signature: Please Type or Print Name: All materials and equipment furnished by AVT for this service order shall remain the property of AVT and shall be re - moved only by AVT at the close of the meeting. All requests for services after your arrival are subject to the availability of the equipment and the services of our techni - cians. Under no circumstances shall anyone attempt to gain unauthor ized access to or tamper with any part of the network. You agree to remain entirely liable for all activities conducted through the network connections. The Network may only be used for lawful purposes and in accordance with these terms and conditions. Transition of any materials in violation of any local, state, federal, or international regulation(s) is prohibited. This includes but not limited to, copyrighted materials legally judged to be threat ening or obscene, or material protected by trade secrets. These terms and conditions supersede all previous representations, understanding, or agreements and shall prevail notwithstanding any variance with terms and conditions of any order submitted. These terms and conditions may be No service will be provided without a signed copy of this form. This form must be received no later than one (1) week prior to the meeting. If you are uncertain of your requirements or of any changes, to your personal computer. you must notify an AVT representative. MY SIGNATURE INDICATES THAT I HAVE RECEIVED THIS INTERNET REQUEST FORM AND SERVES AS AGREEMENT OF MY ORDER AND ITS TERMS AND CONDITIONS AND WARRANTS THAT THE UNDERSIGNED HAS THE AUTHORITY TO EXECUTE THIS DOCUMENT AS AN EMPLOYEE AND/OR AGENT ON BEHALF OF CUSTOMER S EMPLOYER AND/OR PRINCIPAL, IF ANY. Customer Signature: Date: Title: Return completed form to: Fax: omnishoreham@encore-us.com