EXHIBITOR PROSPECTUS Sponsored by www.corneacongress.org ASCRS ASOA 2015 Exhibitor Prospectus / 65
2015 INVITATION TO EXHIBIT Dear Exhibitor: The Cornea Society welcomes you to participate in the World Cornea Congress VII (WCCVII), to be held from April 15 17, 2015 in San Diego, California. As the Cornea Society s premier educational and research meeting, this event is held only every five years and is a not-to-be-missed opportunity. The last World Cornea Congress broke attendance records and was one of the largest subspecialty meetings held in 2010. This year promises to be even better. Approximately 2,000 ophthalmologists from around the globe are expected to attend. The multi-day exhibit hall, immediately preceding the ASCRS ASOA Annual Symposium & Congress from April 17 21, 2015, gives you direct access to the most important target market for your company s products and services. In addition, exhibiting companies will be highlighted in a special show issue of EyeWorld news magazine and in the Final Program of the WCCVII. And what a great destination. The coastal city is California s second largest and a major tourist destination, thanks to its temperate climate and sandy beaches. Plus, San Diego is home to the San Diego Zoo, 40 museums and 6,400 restaurants. To become a part of this exhibit opportunity, please read the prospectus carefully and fill out and submit the 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! Jamie Barbera Exhibits Manager ASCRS ASOA Gail Reggio Executive Director The Cornea Society ASCRS ASOA 2015 Exhibitor Prospectus / 66
EXHIBIT DATES/HOURS Wednesday, April 15, 2015 Exhibit Hall Reception Thursday, April 16, 2015 Friday, April 17, 2015 Times are approximate and may change. 7:00 PM 8:30 PM 7:30 AM 5:00 PM 7:30 AM 5:00 PM SPACE ASSIGNMENT WCCVII exhibits are an extension of the continuing education program. To be accepted by WCCVII, the products and services should be related to ophthalmic or medical administrative fields. 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. WCCVII 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 WCCVII attendees only: Morning and afternoon food & beverage breaks 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. IMPORTANT DATES TO REMEMBER August 29 Booth Space Application/Contract due with 50% deposit October 15 Booth space confirmation letters emailed November 17 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 forfiet 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 15 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 / 67
WORLD CORNEA CONGRESS VII TABLE TOP EXHIBIT DISPLAY GUIDELINES **Exhibitors will be asked to remove any exhibits not in compliance with these guidelines** Glacoma Day / Cornea Day Table Top Exhibit Display Guidelines 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 electrical service can be provided. If you require electricity please contact Jamie Barbera at 703-591-2220 or via email at jbarbera@ascrs.org by March 20. ll be asked Your exhibit to remove space any includes: exhibits not in compliance with these guidelines** One draped table, 6 Long x 2 Deep x 30 High. The table is topped in Move-in/Move-out white and skirted purple. Move-in is April 15, from 1:00 PM 5:00 PM Long x 2 Standard Deep x ID 30 sign High. hung on The the table front of is the topped table. in 11 white Long x and 17 skirted High. purple. g on the Two front chairs of the are provided, table. 11 one Long placed x on 17 each High. Move-out is April 17, from 4:00 PM 7:00 PM side of the table. ided, one placed on each side of the table. One wastebasket is provided. ibit fixtures, signage, products, etc must be placed on top of the table top. allowed Table in lieu Display of provided Guidelines: 6 x 24 table. Carts must not exceed display area limits of 66 High x 6 Tabletop Height: Exhibit fixtures, signage, products, etc. must be placed not extend on top beyond of the table the table top. surface. ching 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 rmitted on top of the table is 3 0. not exceed display area limits of 66 High x 6 Long x 24 Deep. is your only display space. arpeted, Display no other space flooring does is not allowed. extend beyond the table surface. e is not permitted. Signs or banners reaching a maximum of 6 Long x 30 High may be not permitted. hung from the drape on the front of the table. will not be Maximum permitted, height nor permitted will ordering on top of the additional table is 3 0. chairs or a different size table be permitted. Note: Your table top is your only display space. NG ELECTRICAL SERVICES: ce for booths The Exhibit requiring area is electrical carpeted, no service. other flooring Electrical is allowed. services can be ordered through the MCCA, CRS Glaucoma Freestanding / Cornea signage Society is not in advance permitted. to reserve placement where electrical service can be tricity please Pop-up contact displays Gail are Reggio not permitted. at 703-591-0196 or via email at greggio@corneasociety.org by April Additional furniture will not be permitted, nor will ordering additional chairs or a different size table be permitted. th, 2:00pm to 6:00pm., 3:30pm to 4:30pm. ASCRS ASOA 2015 Exhibitor Prospectus / 68
WORLD CORNEA CONGRESS VII TABLE TOP DISPLAY GUIDELINES AGREEMENT FORM Please review the World Cornea Congress VII 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 WCCVII tabletop guidelines. I understand ASCRS/The Cornea Society (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: jbarbera@ascrs.org Fax: 703-547-8840 ASCRS ASOA 2015 Exhibitor Prospectus / 69
EXHIBIT SPACE RENTAL FEES The fee includes: Space rental, 6 ft. draped table Two chairs 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 WCCVII Final Programs if provided by company 1250 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 Fee: $5,000 2014 ATTENDANCE PROFILE (This was not World Cornea Congress) Physician 987 Resident/Fellow 228 Staff 69 Corporate/Other 40 Total 1318 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 Cancellation of assigned booth space must be submitted in writing. Cancellations will not be taken on the phone. Exhibitors canceling after space has been contracted will forfeit a percentage of the total space fee based on the following schedule: 150 days from show date (November 18, 2014) 120 days from show date (December 18, 2014) forfeit 20% of total booth fee 119 days from show date (December 19, 2014) 60 days from show date (February 16, 2015) forfeit 40% of total booth fee 59 days from show date (February 17, 2015) 0 days from show date forfeit 100% of total booth fee If the exhibition is sold out and the canceled space is sold, the penalty will be reduced to 40%. Exhibitors that fail to pay the cancellation fee will not be permitted to exhibit at future ASCRS ASOA & WCC meetings until the balance is paid in full. Payment Methods ASCRS ASOA/WCCVII 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 ASOA/WCCVII 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 bsheering@ascrs.org. HOUSING 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. Please note: Housing for the WCCVII 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: ascrs-asoa@onpeak.co 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. For 19 rooms or less please visit: onpeak.co/ascrs/exhibitorhousing For 20 or more rooms please visit: onpeak.co/ascrs/grouphousing ASCRS ASOA 2015 Exhibitor Prospectus / 70
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. 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. 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. 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. 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. Installation of Exhibits Installation hours are: 1:00 PM 5:00 PM on Wednesday, April 15. All exhibit crates must be empty and tagged for storage no later than 4:00 PM, and all crates must be removed from the exhibit floor by 4:00 PM on this day as well. Display space not claimed and occupied by 4:00 PM on Wednesday, April 15 may be canceled or reassigned without notification or refund. If the exhibit is on hand, WCCVII/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 Wednesday, April 15 and/or order the removal of all display materials and crates not in the process of being set up by 4:00 PM on Wednesday, April 15. The charge for labor to complete either of these options will be billed to the exhibitor and WCCVII/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 5:00 PM, Wednesday, April 15, 2015. Dismantle of Exhibits The dismantling period is 4:00 PM 6:00 PM, Friday April 17. All exhibitor displays or materials left in the hall after 6:00 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, it may lose Priority Points for future booth assignments 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 WCCVII exhibit hall will be carpeted, and companies are prohibited from providing their own floor covering. Hanging Signs Hanging signs are strictly prohibited within the WCCVII exhibit area. 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. 2014 Exhibitor Prospectus / 71 ASCRS ASOA 2015 Exhibitor Prospectus / 71
WCCVII EXHIBIT SPACE APPLICATION April 15 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: Company Email: CONTACT INFORMATION Will not be published but must be completed. CEO/President: Marketing Contact: Exhibit Contact: Exhibit Contact Address: Fax: Website: Phone: Title: Exhibit Contact Phone: Fax: Email: Payment Method Please Check One: VISA MasterCard American Express Check Wire Transfer Amount Enclosed: $ Account Number: Expiration Date: Name of Cardholder: Signature of Cardholder: Title: 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 ASOA Fax: 703-547-8840 Attn: WCCVII Email: jbarbera@ascrs.org 4000 Legato Rd., Suite 700 Fairfax, VA 22033 ASCRS ASOA 2015 Exhibitor Prospectus / 72
COMPANY LISTING INFORMATION (Must accompany application) Please provide a company description in 50 words or less for publication in the WCCVII 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 / 73