Invitation To Exhibit. 99 Th Annual Meeting Exhibition of the American Academy of Periodontology

Transcription

1 Invitation To Exhibit 99 Th Annual Meeting Exhibition of the American Academy of Periodontology September 29 October 1, 2013

2 ATTENDEE PROFILES Doctors 1,827 Hygienists 233 Office Staff 185 Dental Students 494 Spouses 417 Exhibitors 533 Doctors 3,141 Hygienists 783 Office Staff 321 Dental Students 521 Spouses 573 Exhibitors 581 Doctors 2,500 Hygienists 302 Office Staff 291 Dental Students 477 Spouses 428 Exhibitors 1, Denver, CO Doctors 2,049 Hygienists 320 Office Staff 202 Dental Students 458 Spouses 369 Exhibitors 1,217 Doctors 2,489 Hygienists 373 Office Staff 253 Dental Students 592 Spouses Washington, DC Doctors 2,911 Hygienists 501 Office Staff 234 Dental Students 584 Spouses 522 Doctors 2,242 Hygienists 193 Office Staff 245 Dental Students 531 Spouses 314 Doctors 2,825 Hygienists 270 Office Staff 175 Dental Students 666 Spouses Honolulu, HI Doctors 2,074 Hygienists 283 Office Staff 217 Dental Students 508 Spouses Doctors 2,703 Hygienists 182 Office Staff 208 Dental Students 750 Spouses 470 Expected professional attendance at the 2013 Annual Meeting is approximately 2,300 periodontists. 3

3 GENERAL INFORMATION The American Academy of Periodontology (AAP) is an 8,400-member association of dental professionals specializing in the prevention, diagnosis and treatment of diseases affecting the gums and supporting structures of the teeth and in the placement and maintenance of dental implants. The current membership includes periodontists and general dentists from all 50 states as well as around the world. Eligibility Companies that market periodontal dental-directed products, equipment or services are eligible to exhibit at the 98th Annual Meeting of the American Academy of Periodontology. Breaks Morning Coffee Break Sunday (9/29) - Tuesday (10/1) 10:00-10:30 am Complimentary Attendee Lunch Sunday (9/29) - Tuesday (10/1) 11:45 am - 1:45 pm Exhibition Venue Pennsylvania Convention Center One Convention Center Place 1101 Arch Street Philadelphia, PA Exhibit Hall: Hall A Sunday, September 29, 2013 Monday, September 30, 2013 Tuesday, October 1, 2013 Targets move-in (freight only): Wednesday, September 25 Targets move-in: Thursday, September 26 General exhibitor move-in: Friday, September 27 Saturday, September 28 10:00 am - 6:00 pm 10:00 am - 6:00 pm 10:00 am - 3:00 pm 2:00-5:00 pm The service contractor will contact companies that will be targeted for move-in. Tuesday, October 1 Wednesday, October 2 3:00-11:59 pm 8:00 am - 2:00 pm Outside carriers should be checked in by 2:00 pm on Wednesday, October 2, Exhibitor Registration No badges, or badge holders will be mailed in advance. They will be available for pick-up in the registration area, Hall A of the Pennsylvania Convention Center. On-site exhibitor registration hours are as follows: On-site Exhibitor Registration Hours Thursday, September 26 Friday, September 27 Saturday, September 28 Sunday, September 29 Monday, September 30 Tuesday, October 1 2:00-5:00 pm 9:00 am - 2:00 pm 4

4 GENERAL INFORMATION Each exhibiting company is allowed four (4) complimentary badges per 100 square feet of exhibit space. Additional representatives may register at a fee of $100 each (advance) and $150 each (on-site). No refunds will be issued for additional badges purchased and unused. Badge information will be ed to the contact. Registration fees must be paid prior to, or at the time of registration. Badges will not be issued for children 18 years of age and under. Exhibitor Service Manual A comprehensive service manual will be available online beginning June, Log on to to learn more about the Annual Meeting. Philadelphia Marriott (headquarters) Housing reservation information will be ed from the Academy s housing and registration vendor. Shuttle Service No shuttle service will be provided at the meeting. Exhibiting companies of the 2013 Annual Meeting who wish to hold a social or educational function must submit a written request to the Exhibition Manager no later than sixty (60) days - July 26, before the Annual Meeting. A form will be included in the Exhibitor Service Manual. See Rule # 27, Exhibitor Regulations, for available dates and times. Booth Costs Booth space will be charged at the rates indicated below: square feet $29 per square foot $150 charge for each corner 400+ square feet $32 per square foot $150 charge for each corner Booth units are sized in increments of 100 square feet, with the smallest booth being a 10 x 10 unit. A deposit of $1,000 per 100 square feet of space is due September The remaining balance is due by April 1, Space assigned after September 2012 must be accompanied by the full amount due. Companies that have not paid their balance by May 1, 2013 will be charged an additional $100 per 100 square feet of space. Booths not paid in full by June 1, 2013 will be cancelled without notice. back wall and 3 high draped side rails aisles and lounge area Office Costs BOOTH COSTS AND OTHER FEES registration badges per 100 square feet of exhibit space Meeting on-site program of company name/address/ phone/fax/web site listing in Annual Meeting on-site program Companies can now rent offices on the Exhibit Floor! These 10 x 20 (200 square foot) for $2,900. The price includes hardwall office, locking door and area carpet. Labor Rates Straight-time (ST): Monday - Friday, Overtime (OT): Monday - Friday, 5:00 pm - 12:00 midnight; Saturday: Double-time (DT): All other hours and all holidays $116.75/hr Straight-time $175.13/hr Overtime Warehouse: $122.00/cwt Dock: $ /cwt Confirmed as of 1/23/13 $233.50/hr Double-time 5

5 BOOTH ASSIGNMENT PROCEDURES AND DEPOSITS Assignment of exhibit space is based on a priority point system. This system is as follows: participation within the last five years ( ) Meeting within the last five years ( ) Endowment Fund Endowment Fund retroactive to 1993 spent in an AAP publication between January 1 - December 31, 2012 spent in an AAP publication between January 1 - December 31, 2012 Sponsorships within the last five years ( ) Companies that select booth space September 30- October 1, 2012 should submit a $1,000 per (100 square feet space) deposit with the Application and Contract for Exhibit Space. The balance is due by April 1, All companies requesting booth space after October 1, 2012 must submit full payment with the Application and Contract for Exhibit Space. In all space assignments, AAP Show Management will make the final determination in the best interest of the Exhibition. Copies of the priority point system were distributed to exhibitors in September, To obtain additional copies, or if you have questions regarding the priority point system, please the Exhibition Manager at melodie@perio.org. Contracts will be assigned under the priority point system for booths selected on September 30, 2012, or October 1, After this date, space is assigned on a first-come, first-served basis. Booth space for the 2013 AAP Annual Meeting Exhibition in Philadelphia, PA will be assigned on Sunday, September 30 and Monday, October 1 in the Exhibitor Lounge in West Hall A of the Los Angeles Convention Center. An appointment schedule and 2013 Annual Meeting exhibition floor plan will be mailed to all 2012 exhibitors September, More information will follow in Exhibitor Updates, which are sent via to the company contacts. Application and Contract for Exhibit Space - sides A and B. feet) for booths reserved on September 30, 2012, or October 1, The remaining balance is due by April 1, payment due. exhibited at Annual Meeting (new exhibitors only). of Insurance. Submit To: Melodie Anderson Senior Manager, Exhibits and Registration The American Academy of Periodontology 737 N. Michigan Avenue, Suite 800 Chicago, Illinois Phone: Fax: melodie@perio.org 6

6 LABOR JURISDICTIONS Union Labor Pennsylvania is NOT a right-to-work state. The installation and dismantling of prefabricated displays comes under the jurisdiction of the union. Union Labor is available to assist in the installation and dismantling of exhibit booths. Exhibit labor, freight and rigging labor, electricians and plumbers can be arranged for at established rates, using the enclosed order forms. Union exhibit labor claims jurisdiction for the installation and dismantling of prefabricated exhibits and displays. However, one (1) full-time exhibiting company employee may work without union labor in exhibit booths that are no larger than 300 square feet provided only non-powered hand tools are used. Exhibitors in booths that are 300 square feet or less may use the following tools: screwdrivers, tape measure, wrenches, hex keys, pliers, paint brushes, staple gun, nut drivers, level. Exhibitors are not permitted to use the following tools on booths of any size: saws, hammers, ladders, power or battery operated tools. Booths larger than 300 square feet will need to use union labor. Please order labor through Shepard Exposition Services by using the Labor Order Forms provided in the Service Manual. Shepard Exposition Services has the responsibility of receiving and handling all exhibit materials and empty crates that comes in via over the road carriers. It is Shepard s responsibility to manage docks and schedule vehicles for the smooth and efficient move-in and move-out of the exhibition. Shepard will not be responsible, however, for any materials they do not handle. Unloading or reloading of any freight into the exhibit hall by any and all private vehicles and contracted carriers will be handled by Shepard Exposition Services. Rates for material handling services are enclosed in this exhibitor service manual. The Fire Marshal absolutely prohibits the storage of empty containers in the Exhibit Hall. Arrangements have been made with Shepard Exposition Services to store empty crates. Please refer to the Material Handling Information sheet in this service manual for the handling of empties, disposal of skids, etc. Gratuities /Breaks Tipping is expressly prohibited. This includes such practices as giving money, merchandise, or other special consideration for services rendered. Do not give coffee breaks other than mid-morning and mid-afternoon, when the union has a 15 minute paid break. Meal breaks are one hour. Any attempt to solicit a gratuity by an employee for any service should be reported immediately to Shepard Exposition Services. In General Exhibitors do not have to respond to grievances or complaints from union and trade personnel with respect to work jurisdictions. Please refer all such disputes and/or questions to Shepard management personnel immediately. Safety Safety of everyone working in the hall is of our utmost concern at all times. Standing on chairs, tables and other rental furniture is prohibited. This furniture is not engineered to support your standing weight. Shepard Exposition Services cannot be held responsible for injuries or falls caused by the improper use of this furniture. If assistance is required in assembling your booth, please order labor on the Labor Order Form included in this manual and the necessary ladders and tools will be provided. 7

7 CERTIFICATES OF INSURANCE Exhibiting companies must submit an original copy of their Certificate of Insurance to The American Academy of Periodontology. Certificates must include the following information: Full Company Name and Mailing Address September 28 October 1, 2013 September 25 October 2, 2013 (This includes exhibitor move-in, show dates, and move-out.) American Academy of Periodontology, Pennsylvania Convention Center, and their respective members, officers, trustees, directors, agents, employees, contractors and assigns. Use of facilities for convention being held through October 2, Inclusive coverage includes Hold Harmless and Waiver of Subrogation. Minimum amounts of $1,000,000 combined single limit bodily injury and broad form property damage coverage, including broad form contract liability and business interruption insurance. The American Academy of Periodontology reserves the right, in its sole discretion, to cancel the Application and Contract for Exhibit Space of any Exhibitor failing to meet these insurance requirements. 11

8 EXHIBITOR PARTNERS The following companies serve on the Exhibitor Advisory Council and work closely with AAP Show Management and the Official Service Contractor in developing a better exhibition. These council members work in conjunction with Show Management on exhibit hall hours, new incentives, and programs offered by the Academy. Companies are divided into three categories, each with two representatives per category. The 2011 EAC is as follows: 400 sq feet or greater 1. A. Titan Instruments 2. Straumann 3. Zimmer Dental sq ft 1. Exactech 2. Panda Perio 3. Quintessence Publishing Official Service Contractor Shepard Exposition Services PO Box Atlanta, Georgia Phone: Fax: Show Management Melodie Anderson Senior Manager, Exhibits and Registration The American Academy of Periodontology 737 N. Michigan Avenue, Suite 800 Chicago, Illinois Phone: Fax: melodie@perio.org 100 sq ft 1. Salvin Dental Please contact Melodie Anderson at melodie@perio.org, or by phone at if you are interested in serving on the council. 12

9 PROMOTIONAL AND MARKETING OPPORTUNITIES Mailing lists for all 2013 AAP Annual Meeting professional attendees will be sold exclusively to 2013 Annual Meeting exhibiting companies. To assist you with your marketing efforts, advance attendee and total attendee mailing labels will be available after August 30, The cost is $350 for advance attendees and $450 for total attendees. Companies that have exhibited with the AAP for a minimum of 5 consecutive years receive a 50% discount. Further information and an order form will be provided in the online Exhibitor Service Manual (online June 2013). Place an ad in the Annual Meeting issue of the Journal of Periodontology to direct potential customers to your booth before they even step onto the exhibit floor. Enhance your booth investment and get a jump on the competition by reserving your ad space today! For more information, contact: Todd Goldman Advertising Sales Manager The American Academy of Periodontology 8406 Benjamin Road, Ste G Tampa, FL Phone: CELL: Fax: todd@svoapublishing.com Exhibitor Coupon Booklet This limited opportunity allows exhibitors to reach attendees directly with an advertisement of a show special. Booklets will be made available to all attendees in the registration area. This opportunity is complimentary to all exhibitors, first-come, first-served. More information will be included in the online Exhibitor Service Manual. Hotel Room Drop Advertise show specials and have them placed in the attendee s hotel room on Saturday, September 28, Additional fees apply. More information will be included in the online Exhibitor Service Manual. Companies can send advertising directly to attendees before the start of the meeting. Attendees generally receive the booklet 2-3 weeks prior to the meeting. Additional fees apply. More information will be included in the online Exhibitor Service Manual. The Green Package allows exhibitors to upload their handouts (.pdf format) so that they are displayed and available for download by users of the Mobile Application. The package also includes your logo (.jpg format, at most 72 dpi) on the interactive floor map and the Exhibitor detail page. 13

10 TENTATIVE SCHEDULE OF EVENTS 3:00-5:00 pm Registration 3:00-5:00 pm AAP Member Central 7:00 am - 5:00 pm Registration 7:00 am - 5:00 pm AAP Member Central 8:00-11:00 am American Board Review Part 1 8:00-11:00 am Clinical and Basic Science Symposium sponsored by District 8 8:00 am - 1:00 pm Hands-On Workshop 1 Hands-On Workshop 2 Hands-On Workshop 3 Moderate Sedation 8:30 am - 12:30 pm Dental Hygiene Symposium 9:00-11:30 am Predoctoral Directors Organization Workshop 9:00 am - 4:00 pm Comprehensive Periodontal Insurance Workshop 11:00 am - 12:00 noon District 8 Section Meetings 11:45 am - 1:15 pm Predoctoral Directors Organization Business Meeting and Luncheon 1:00-4:00 pm American Board Review Part 2 1:00-4:00 pm Balint Orban Memorial Program 1:00-4:45 pm Corporate Forum 6:00-7:30 pm Welcome Reception 7:00-8:00 pm D. Walter Cohen Fund Reception 6:30-7:30 am AAP Foundation Ambassador Meeting 7:00 am - 4:00 pm Registration 7:00 am - 4:00 pm AAP Member Central 8:00-10:00 am General Session 10:00 am - 6:00 pm Exhibition 10:00 am - 6:00 pm Research Forum Poster Session 10:15-11:45 am Innovations in Periodontics Session 1 10:15-11:45 am Innovations in Periodontics Session 2 11:45 am - 1:45 pm Complimentary Lunch in the Exhibit Hall 12:30-2:00 pm Student Event 12:30-2:00 pm District Forums 2:00-4:30 pm Continuing Education 5:30-6:30 pm Awards Celebration 5:30-6:30 pm AAP Foundation Visionary Society Reception (tentative - confirm time) 5:30-7:00 pm Student Reception 6:30 and beyond Alumni Receptions 14

11 TENTATIVE SCHEDULE OF EVENTS 6:30-8:00 am AAP Foundation Estate Planning Breakfast for Periodontists and Spouses 6:30-8:00 am Journal of Periodontology Editorial Advisory Board 8:00-10:00 am General Session 8:00 am - 4:00 pm Registration 8:00 am - 4:00 pm AAP Member Central 9:00 am - 4:00 pm Medical Coding 101 9:30 am - 12:00 noon Postdoctoral Directors Organization Workshop 10:00 am - 6:00 pm Exhibition 10:00 am - 6:00 pm Research Forum Poster Session (authors present from 10:00 am - 12:00 noon) 10:15-11:45 am Innovations in Periodontics Session 3 10:15-11:45 am Clinical Technique Showcase 1 10:15-11:45 am Clinical Technique Showcase 2 10:15-11:45 am Focused CE 11:45 am - 1:45 pm Complimentary Lunch in the Exhibit Hall 12:00 noon - 1:30 pm Postdoctoral Directors Organization Business Meeting and Luncheon 2:00-4:30 pm Continuing Education 5:15-6:15 pm General Assembly Business Session 5:30-6:30 pm Dental Hygienist Reception 6:30 pm and beyond Alumni Receptions 8:00-10:00 am General Session 8:00 am - 12:00 noon Registration 8:00 am - 12:00 noon AAP Member Central 10:00 am - 3:00 pm Exhibition 10:15-11:45 am Innovations in Periodontics Session 4 10:15-11:45 am Clinical Technique Showcase 3 10:15-11:45 am Focused CE 11:45 am - 1:45 pm Complimentary Lunch in the Exhibit Hall 2:00-4:00 pm General Session 15

12 IMPORTANT DATES AND DEADLINES October 1, 2012 $1,000 per (100 square feet of space) deposit due for booths reserved on September 30, 2012 and October 1, 2012 April 1, 2013 Remaining balance due for booths reserved September 30 October 1, 2012 March/April 2013 April 30, 2013 May 1, 2013 June 2013 July 12, 2013 August 20, 2013 September 25, 2013 September 27-28, 2013 September 29, 2013 October 1, 2013 October 2, 2013 Booth cancellation with full refund Housing information sent via Booth cancellation with 50% refund No refund for booths cancelled on or after this date Exhibitor Service Manual available online Social/Educational Function request deadline Letter of Intent to Use a Non-Official Contractor deadline Certificates of Insurance for Installation and Dismantle Companies deadline Targeted freight only move-in begins General exhibitor move-in Exhibition opens at 10:00 am Exhibition closes at 3:00 pm Outside carriers must be checked in by 3:00 pm Exhibition Dates September 20-23, 2014 San Francisco, CA (Exhibits open Saturday) November 14-17, 2015 Orlando, FL September 11-13, 2016 San Diego, CA Other important dates will be outlined in Exhibitor Bulletins. 16