2018 OCMS Annual Meeting Exhibitor & Advertising Prospectus

Transcription

1 You re Invited OCMS Annual Meeting Exhibitor & Advertising Prospectus January 23, 2018 Interlachen Country Club, Winter Park, Orlando, FL

2 Invitation to Exhibit Exhibitor registration is NOW open for the 2018 Orange County Medical Society Annual Meeting About OCMS Mission Statement: The OCMS is a leader in Central Florida dedicated to promoting high quality medical care and the value of physician services through education, collaboration, clinical excellence, transparency, and the design of a fair and competitive healthcare marketplace. Vision Statement: The OCMS is the organization of choice for physicians who advocate for patients and for the quality and sustainability of the practice of medicine. What are the benefits of exhibiting with OCMS? 1 1/2 hours of dedicated display time with the attendees. Access to the OCMS Community in the area from all practice/specialty settings large groups/solo and small groups etc. Your company s logo will be posted on OCMS website giving you more exposure. Publication of company information and a 50 word description in OCMS e-newsletters promoting the meeting. Sent to over 3,000 physicians. Ability to interact with attendees in networking sessions & at dinner. A mailing list of attendees available after the meeting. How Will OCMS Promote Your Presence at the Meeting? You will be acknowledged on OCMS s website and in the meeting materials. OCMS will provide attendees with your company name, description and website address. Cocktail Reception will be served in the exhibit area to encourage attendee interaction. Dinner with the physicians.

3 Meeting Overview Meeting Dates: Tuesday, January 23, 2018 Meeting Location: Interlachen Country Club, Winter Park, FL Interlachen Country Club 2245 Interlachen Ct. Winter Park FL Telephone: LARGO, FL, (800) Important Dates & Information: Exhibit Hall Schedule Exhibit Set-Up: Tuesday, January 23 5:30pm Exhibits Open: Tuesday, January 23 6:00pm 7:00pm Tuesday, January 23 9:30pm 10:00pm Exhibits Teardown: Tuesday, January 23 10:00pm Contact & Payment Information: To reserve your space, complete the exhibitor application and send to OCMS: Mail: Orange County Medical Society 1215 E Robinson Street Orlando, FL Fax: (813) All sponsorships must be paid in full by December 22, Applications after this date will only be confirmed when accompanied with full payment. Checks made payable to Orange County Medical Society. Federal Tax ID:

4 Exhibiting Overview In 2018, OCMS is letting you determine the placement and value of your exhibit during the annual meeting. Our intent is to place you in control of your exhibit space and experience. There will be two general classes of exhibits available. The cost of the two classes of exhibits fluctuates based on location. The premium location space (Class 1) offers the premier exhibiting experience in the Exhibit Hall. Class 2 exhibiting will still offer great value but at a more affordable cost for the vendors. Class 1 - $1,250 Class 2 - $900 Premier Location in Exhibit Hall Recognition at the beginning of the dinner, and will have the opportunity to speak for 3 minutes about your company and services. One 6 foot draped table and two chairs Complimentary registration for up to 4 representatives, including dinner. Listing and logo on OCMS s website A post-list of attendees including mailing addresses Company information and a 50-word description listed in all meeting promotion OCMS e-newsletters Recognition at the beginning of the dinner meeting. One 6 foot draped table and two chairs Complimentary registration for up to 2 representatives, including dinner. Listing and logo on OCMS s website A post-list of attendees including mailing addresses Company information and a 50-word description listed in all meeting promotion OCMS e-newsletters. PLEASE NOTE.Companies are welcome to purchase multiple joined exhibit spaces if a larger display is required

5 Terms & Conditions Exhibiting Overview In exchange for payment in full the Orange County Medical Society (OCMS) provides the benefits as outlined on the application. In exchange for payment in full for the exhibit(s) contracted by the exhibitor OCMS will provide the following for each booth: a 6ft skirted table & two chairs. All equipment will be made available through the venue. Exhibitors may provide their own equipment or furnishings. Any internet charges / electricity at the table are to be paid by the exhibitor and setup through the venue. Neither OCMS nor the facility assume responsibility for damage to, loss, theft of property of the exhibitors, the exhibitors agents, employees, or invitees. Payment in full is due by December 22, 2017 and after this date at the time of application. In the event that you cancel sponsorship or exhibit space, 50 percent of the contracted amount will be refunded to the company if OCMS receives notice of cancellation by December 12, If a sponsorship other than exhibiting is cancelled after OCMS has incurred associated costs ie. Room keys, flash drives, the costs incurred to OCMS will also be deducted from the amount to be reimbursed. After December 12, 2017there will be no refund of sponsorship payment. All sponsorships cancellations must be submitted in writing to OCMS. No-shows are not eligible for refunds. OCMS reserves the right to adjust table top or exhibit space assignments. In the event of failure or inability to fulfill this contract or to furnish the space due to fire, strikes, authority of the law, act of God, or any other cause or reason, OCMS agrees to return to the sponsor all deposits or other monies paid and thereupon this agreement shall be deemed canceled by mutual consent, and OCMS shall be relieved from all responsibility. Sponsor and/or exhibitor agrees to be responsible for his/her own property. Sponsor or exhibitor shall release, hold harmless and indemnify OCMS from any and all claims, obligations, liabilities, causes of action, lawsuits, damages and assessments, including legal fees that result from an allegation of negligence on the part of the sponsor or OCMS or third parties in the use of the exhibit space or activities in connection with the use of exhibit space. No sponsorship events outside of approved OCMS events are allowed at the facility unless approved prior by OCMS. If the exhibitor decides to furnish a raffle prize or drawing for attendees, any intention to condition the winning prize on a future meeting or product demonstration must be clearly stated to the attendee prior to the attendee providing contact information. Failure to provide notice or follow through with delivery of the prize may subject the exhibitor to review by the Board of Directors and restrictions on future participation in OCMS events. The signature at the end of Section 1 in the application acknowledges receipt of and agrees to abide by the Exhibit Rules & Regulations as published by the association which regulations are considered to be a part of the agreement between the commercial supporter and the Orange County Medical Society (OCMS) if this application is accepted by the OCMS. Acceptance of this application as an agreement between the commercial supporter and the OCMS will occur when confirmation occurs by an OCMS representative. OCMS does not guarantee the number of attendees. It is understood that all sponsorship agreements are subject to review by the Board of Directors. It is agreed that disapproval of an exhibit by the Board of Directors will result in termination of the agreement without penalty to either party. All claims or suits arising out of the application s acceptance or rejection shall be governed by the laws of the State of Florida.

6 OCMS Exhibit Space Application Terms & Conditions 2018 OCMS Annual Meeting Section 1 Company Information Company Name: (as it should appear on signage and printed recognition) Contact Name: Address: City: State: Zip : Website: Phone: address: Additional s for updates regarding meeting: Please attach a paragraph description of your company (no more than 50 words) and a logo with transparent background. EXHIBIT CLASS REQUESTED: Circle One Class 1: $1,250 Class 2: $900 Product or services to be exhibited: Do NOT locate me near: I agree to the terms and conditions listed on Page 5 of the exhibitor prospectus. Please mark with an X Signature: Print Name: Date: Section 2 Payment Information (OCMS Tax ID Number: ) Application with the payment and other communications may be addressed to the following: Lencie@ocms.org Mail: Orange County Medical Society 1215 E Robinson Street Orlando, FL Fax: (813) Enclosed is a check made payable to Orange County Medical Society in the amount of $ OR I hereby authorize the following amount to be charged to my credit card: Amount Authorized: Card #: Visa, MC, AMEX Expiration Date: Security Code or CIN Number: Billing Zip Code: Name as it appears on Card: Mailing Address for credit card: All sponsorships must be paid in full by December 22, Applications after this date will only be confirmed when accompanied by full payment.