ARMED FORCES DISTRICT

Transcription

1 ARMED FORCES DISTRICT EXHIBITOR PROSPECTUS Join us for the premier meeting for US Military OBGYNs & Women's Health Professionals! 2018 Annual Meeting Honolulu, HI Ala Moana Hotel September 23-26, 2018

2 WHO WE ARE The American College of Obstetricians and Gynecologists (the College) is the preeminent authority on women s health care. The College is a professional membership organization dedicated to advancing women s health by building and sustaining the obstetrics and gynecology community and actively supporting its members. The College pursues this mission through education, practice, research and advocacy. We emphasize lifelong learning and incorporate new knowledge and information technology. The College works primarily in four areas: Serving as a strong advocate for quality women's health care. Maintaining the highest standards of clinical practice and continuing education for its members. Promoting patient education and stimulating patient understanding of and involvement in medical care. Increasing awareness among its members and the public of the changing issues facing women s health care. TABLE OF CONTENTS WHY EXHIBIT?...3 EXHIBIT FEES...4 IMPORTANT DATES TO REMEMBER...4 EXHIBIT HALL FLOOR PLAN...5 ON-SITE EXHIBITS...6 INSTALLATION OF EXHIBITS...6 EXHIBIT DAYS, DATES & TIMES...6 HOW TO REGISTER...7 HOTEL INFORMATION...7 EXHIBITOR MARKETING OPPORTUNITIES...8 ATTENDEE DIRECT MARKETING...8 SPONSORSHIP PACKAGES...9 CME FORUMS...10 EXHIBIT HALL RULES & REGULATIONS ARMED FORCES DISTRICT ANNUAL MEETING

3 ATTENDEE DEMOGRAPHICS ACOG Life Fellow/FSS Medical Students ACOG JF Residents ACOG JF in Practice Non-ACOG Physicians ACOG Fellows EXHIBIT HALL HIGHLIGHTS: Two days of exhibits! Multiple opportunities to support the meeting and network with meeting attendees. Access to meet with US military OBGYNs, normally inaccessible on base! WHY EXHIBIT? The Armed Forces District (AFD) is the only ACOG District whose membership is a functional rather than a geographic one. It includes ob-gyns located world-wide who have served or are serving in the United States Armed Forces or Public Health Service, and is comprised of three sections: the Air Force, Army, and Navy. All actively serving and retired members of the Uniformed Services of the United States are eligible for membership in the Armed Forces District. Reserve members and separated members of the Armed Forces are also eligible. This meeting aims to provide clinically actionable information to those in practice. The purpose of the Exhibit Hall is to extend the educational nature of the meeting by showcasing current and improving technologies, equipment products and services in the field of obstetrics and gynecology. The exhibits also inform our members of developments in areas that are identified as being of interest to patients. Generate new sales leads, expand your market reach and brand awareness! Introduce new products and services to attendees. Exhibitor-only access to Marketing & Sponsorship Opportunities ARMED FORCES DISTRICT ANNUAL MEETING

4 EXHIBIT FEES: Advanced Fee: (Payment before May 18, 2018) $1,800 Late Registration: (Payment May 19, 2018 or later) $2,000 Includes: (1) 6' Draped Table (1) Waste Basket Company Identification Sign (2) Exhibit Hall Badges for Exhibit Representatives Complimentary Listing in Final Program* Complimentary Listing in Mobile App Inclusion in the Exhibit Hall Traffic Driver* Pre-Registration Attendee List A/V, Electrical, Catering, and other items can be ordered through our Exhibitor Service Manual. *For applications paid and confirmed before print deadlines IMPORTANT DATES TO REMEMBER: Late Registration Pricing Begins May 19, 2018 Cancellation Deadline for Refund August 3, 2018 Deadline for Application for CME FORUM August 3, 2018 EAC Notification Letter & Insurance Certificates Due August 3, 2018 Hotel Cut-Off Date August 15, 2018 Deadline for Exhibitor, Sponsor, & Supporter Final Program Inclusion August 20, 2018 Exhibit Installation Saturday, September 22, :00 PM 5:00 PM Exhibits Open Sunday, September 23, 2018 Monday, September 24, 2018 Exhibits Dismantlement Monday, September 24, :30 PM 2:30 PM ARMED FORCES DISTRICT ANNUAL MEETING

5 14 EXHIBIT HALL FLOOR PLAN Table-Tops 1 & 15 are reserved for Deluxe Sponsors. See p. 9 for details. EXHIBIT HALL FLOORPLAN IS SUBJECT TO CHANGE AT ANY TIME. Exhibits Coordinator Brittany Dismuke bdismuke@acog.org (202) Visit for the most current floor plan and exhibit information ARMED FORCES DISTRICT ANNUAL MEETING

6 ON-SITE EXHIBITS Exhibits must be open and have representatives during all Exhibit Hall Breaks. When breaks have completed, exhibit staff are welcome to remain in the Hall or leave until the next break, except following the official close of the Hall for the day. Exhibits must be completely set by 5:00 PM on Saturday, September 22, Exhibits are not to be broken down before the beginning of the Exhibit Hall dismantlement window (Monday, September 24, :30 PM). Exhibits that are broken down/packed before this time, without prior approval from Exhibits Management, may not be invited back to participate in future ACOG events. INSTALLATION OF EXHIBITS Saturday, September 22, :00 PM - 5:00 PM All exhibit material must be unpacked and set by 5:00 PM on Saturday, September 22, 2018, to permit the removal of empty crates and cartons from the exhibit area. Any exhibit not unpacked/set by this time will be placed in storage. No refuse, such as empty cartons, may be placed in the aisles after the final sweeping of the aisles in the exhibit area. EXHIBIT HALL HOURS* Sunday, September 23, :30 AM - 11:30 AM Monday, September 24, :30 AM 9:00 AM 11:15 AM 12:30 PM *Exhibit Hall hours are subject to change. DISMANTLEMENT OF EXHIBITS Monday, September 24, :30 PM 2:30 PM No packing of equipment, literature, and other exhibit items or dismantling of exhibits will be permitted until the official closing time. All exhibits must be packed by 2:30 PM on Monday, September 24, ARMED FORCES DISTRICT ANNUAL MEETING

7 HOW TO REGISTER To register your exhibit space for the Armed Forces District Annual Meeting, please go to If you have exhibited with us previously at our Annual District meetings you already have an account! To start just enter in your address and click go! If your is already in our system, you will be asked to login. If not, the system will display a red "Register Now" button. Click the button to begin the process of creating an account. Paying by check or wire transfer? Please contact Brittany Dismuke at bdismuke@acog.org for a physical contract and invoicing. Not sure if you have an account or having trouble with the registration process? Just send an to bdismuke@ acog.org for assistance. All of the most current exhibit information can be found on the exhibitor website: EXHIBITOR BADGES Each Table-Top space includes two (2) Exhibit Hall badges. Information regarding registration for your exhibit staff will be ed to the primary contact before the meeting dates. HOTEL INFORMATION Ala Moana Hotel 410 Atkinson Drive Honolulu, Hawaii (808) A block of rooms has been reserved at the Ala Moana Hotel for the 2018 Armed Forces District Annual Meeting. The special rates designated for the block rooms will be available three days before and after the official dates of the meeting(s) based on availability. Exhibitors will receive the official hotel booking link for the reserved room block in their confirmation ARMED FORCES DISTRICT ANNUAL MEETING

8 EXHIBITOR MARKETING OPPORTUNITIES To help your company maximize its exposure at ACOG s Armed Forces District Annual Meeting, we offer multiple marketing opportunities for. Marketing opportunities are exclusively available to exhibiting companies. FINAL PROGRAM MOBILE APP Full Color! Full Page Ad $2,000 Half Page Ad $1,000 The Final Program for the Armed Forces District Annual Meeting will be printed for each attendee and housed in PDF format on the mobile app. The information included in each Final Program book will consist of a Welcome Letter from the district chairs; a list of the district officers; speakers; a schedule of the educational program; a list of the exhibitors and the floor plan, and a thank you to our sponsors (as available by print deadlines). ATTENDEE DIRECT MARKETING Enhanced Exhibitor Listing $500 Stand out from the crowd! Add your logo, company or product description and social handles to your exhibitor listing in the meeting app. In 2017, an average of 68% of Annual District Meeting attendees downloaded the meeting app. The 2017 Annual District Meeting App had an average of 5,584 views per meeting. Raise awareness of your product and services before and after the meeting with one of the attendee direct marketing opportunities. MAILING LABELS Pre-Show Mailing Labels $300 Post-Show Mailing Labels $375 Pre-Show Mailing Labels allow you to promote your presence at the show and stimulate the attendees interests. Perfect for sending a pre-show postcard or invitation! Post-Show Mailing Labels allow you to thank opted-in attendees, while providing an opportunity for you to contact meeting attendees that may not have had a chance to stop by your booth. Mailing labels are sent in pdf format and only one mailing is allowed per list. Only attendees who opted-in to receive exhibitor mailings will be included. BLAST Pre-Show Blast $1,000 Post-Show Blast $1,500 blast to all opted-in registered attendees before or after the show! Similar in use and purpose to the pre-show mailing labels, one of the limited opportunities for an electronic reach. No list will be given to exhibitors. Copy and content of the will be sent to and approved by ACOG before being ed to attendees. Content for pre-show blasts must be approved by AUGUST 30, ROOM-BLOCK DOOR DROPS Exclusive In-Room Drop $1,500 Door-Drop $750 The Exclusive In-Room Drop at the Ala Moana Hotel is a great way to promote your company or presence at the meeting. Take advantage of this exclusive offer and drop in a note card or gift to each attendee in the ACOG room block. Only one In-Room Drop allowed per peak night (Saturday, Sunday & Monday)! A Door-Drop at the Ala Moana Hotel will allow you some of the exposure of the Exclusive In-Room Drop, but for an economical price. Have a flyer or postcard delivered to the door of every attendee in the ACOG room block delivered outside their door. Pricing is only for access to ACOG room block, Company will arrange payment as well as logistics, giveaway and for door-drop fees directly with meeting hotel after fee has been paid to ACOG. NETWORKING EVENT 1 Welcome Reception Ticket $45 2 Welcome Reception Tickets $80 Extend your time with attendees by joining them at the Armed Forces District Meeting Welcome Reception on Sunday, September 23, 2018 from 6:00-8:00 PM. Includes two drink tickets per Reception ticket d! Exhibitors must ticket to attend the Welcome Reception ARMED FORCES DISTRICT ANNUAL MEETING

9 SPONSORSHIP PACKAGES Sponsorship and support opportunities are available for by district meeting exhibitors. To assist you in getting the most visibility and brand recognition possible, we have designed two package options. Select the package and the sponsorship opportunity that best suits your needs! BASIC: $2,500 (1) 22"x28" single-sided sign with logo at sponsored event (1) Exhibit Hall badge for sponsorship representative Recognition as supporter in the Final Program Inclusion in Pre-Show Marketing Acknowledgment of your company/product during the event Acknowledgment in the Meeting App Exhibit Space Sold Separately. DELUXE: $6,000 All BASIC SPONSORSHIP PACKAGE inclusions Pre-registered attendee list (1) Complimentary exhibit space in one of two Prime Locations (1) 6' draped table, waste basket and company sign (4) Exhibit Hall badges for booth representatives Final Program listing Enhanced exhibitor listing Half-page Final Program ad Pre-Show Mailing Labels* Post-Show Blast* *Content approval by ACOG Exhibits Management required. Have additional sponsorship or support interests? Contact Brittany Dismuke at AVAILABLE EVENTS FOR SPONSORSHIP DAILY COFFEE BREAKS Keep our attendees alert and refreshed by sponsoring a day of coffee breaks at the Armed Forces District Meeting. Signage will be prominently displayed throughout the sponsored day. Sponsoring companies may provide logo beverage napkins for use at the coffee stations. TRI-STAR JEOPARDY ROUNDS Join us for an evening of food, drinks, and spirited competition. Hosted by the Armed Forces District Junior Fellows and following the format of the popular JEOPARDY! game show, teams representing the Air Force, Army and Navy battle against one another to determine who is champion. The triumphant team will maintain bragging rights for the year to come! Support this highly attended event by sponsoring a round of Jeopardy. Final Jeopardy available to Deluxe Sponsors only ARMED FORCES DISTRICT ANNUAL MEETING

10 CME FORUMS The American College of Obstetricians and Gynecologists (ACOG) invites organizations to host CME Forums during the Armed Forces District Annual Meeting, but limits when those events may take place. ACOG offers affiliates the opportunity to host Adjunct CME. These 60 minute sessions should provide attendees with novel and innovative approaches to issues impacting physicians in the area of obstetrics and gynecology. AVAILABLE TIME SLOTS: Monday September 24 5:15 AM 6:15 AM SOLD Tuesday, September 25 5:00 PM 6:00 PM SOLD CME FORUM: $10,000 Includes: (1) 60-minute time slot Access to ACOG District Meeting attendees Room rental fee Pre-show attendee list (by request) Listing in the Final Program Listing in meeting app Inclusion in Pre-show Blast to all meeting attendees about paid CME sessions Lead retrieval scanner for capturing session attendee data The sponsoring company is responsible for any signage, pre-registration, ordering any audio-visual or food and beverage requirements for their CME Forum. Once payment has been received and a CME Forum slot has been assigned, ACOG will provide the hotel contact information for your convention service manager. CME Forum time slots are subject to change. ACOG Exhibits Management will make every effort to assign your first choice of time slot, but is not guaranteed. OTHER EVENTS Other events, such as focus groups, advisory meetings, or receptions are approved by the district leadership on a case-by-case basis. Events of this nature will not be approved if they overlap or conflict with an ACOG district event. For availability and pricing, please your full event description to smarshall@acog.org ARMED FORCES DISTRICT ANNUAL MEETING

11 EXHIBIT SPACE CME FORUM DELUXE SPONSORSHIP PACKAGE BASIC SPONSORSHIP PACKAGE COST $1,800* $10,000 $6,000* $2,500 EXHIBIT SPACE Included +$1,800* Included +$1,800* EXHIBIT LOCATION Assigned based on availability & co preference Assigned based on availability & co preference PRIME LOCATION See Floor Plan Assigned based on availability & co preference REPRESENTATIVE BADGES FINAL PROGRAM LISTING Included Included MOBILE APP LISTING Included Included PRE-SHOW MARKETING INCLUSION PRE-SHOW ATTENDEE LIST Printed, Onsite Available on request PRE-SHOW MAILING LABELS POST-SHOW MAILING LABELS BLAST FINAL PROGRAM AD ROOM-BLOCK DROPS SIGNAGE BOOTH & SPONSORSHIP ENHANCED BOOTH LISTING & SPONSORSHIP BOOTH & SPONSORSHIP BOOTH & SPONSORSHIP N/A Included Included Included Provided by sponsoring company Provided by sponsoring company *If d before May 18, After May 18, pricing moves to late registration rate. Available on request Included (1) Post-show ½ page (2) Single-sided 22 x28 signs Available on request (2) Single-sided 22 x28 signs ARMED FORCES DISTRICT ANNUAL MEETING

12 EXHIBIT HALL RULES & REGULATIONS CONTRACT By signing the Exhibit Application and Contract, the Exhibitor agrees to abide by all of the requirements contained in this Exhibitor Prospectus and the Exhibitor Service Manual. Together, these documents comprise the contract between ACOG and the exhibitor. AGREEMENT Exhibitor hereby agrees to and does indemnify, hold harmless, and defend ACOG from and against all liability, responsibility, loss, damage, cost, or expense of any kind whatsoever (including, but not limited to, cost, interest, and attorney s fees), which ACOG may incur, suffer, be put to, pay or be required to pay, incident to or arising directly or indirectly from any intentional or negligent act or omission. BOOTH RENTAL RATES The floor plan on page 5 shows the exhibit areas with numbered spaces. The fee includes a (1) six-foot draped and skirted table, company identification sign,and badges for company representatives. Assignment of booths will be made only when ACOG Exhibits Management receives full payment. Internet and electrical requirements are additional. There may also be an additional charge to attend social functions. ELIGIBILITY TO EXHIBIT To exhibit at the 2018 Annual District Meetings, all organizations must be approved by the American College of Obstetricians and Gynecologists (ACOG). All organizations participating in the exhibition must have a product or service that is related to the field of obstetrics and gynecology or may benefit the attendees technologically or assist in creating a work/life balance. SPACE ASSIGNMENT Whenever possible, space will be assigned per the exhibitor s choice, but the final arrangements will be determined by ACOG Exhibits Management. Space will be assigned on a first-come, first-served basis. Once an application with full payment is received, a confirmation letter with your booth number will be sent to the contact listed on the application. The Exhibit Hall Floorplan is subject to change at any time for the betterment of the show. Visit for the most current floor plan and exhibit information. ACOG will notify the primary contact for the booth of such changes. LOCATION RELATIVE TO OTHER EXHIBITS Exhibitors may use the application for exhibit space to designate their preference for location near other companies or their desire not to be located adjacent to or opposite designated companies. These requests will be honored to the greatest extent possible in conjunction with assignment priorities and requests for specific locations on the exhibit floor. EXHIBITOR CANCELLATION Notification of an exhibitor s decision to cancel exhibit space must be submitted in writing to ACOG Exhibits Management. ACOG reserves the right to reassign cancelled booth space. A refund minus a 10% cancellation fee will be possible only if the cancellation is received in writing no later than AUGUST 3, There will be no refunds after AUGUST 3, THERE ARE NO EXCEPTIONS TO THIS RULE. ACOG CANCELLATION If ACOG cancels the meeting and/or the exhibits for any reason, the exhibiting company may receive a full refund. ACOG will not be responsible for, nor pay any other penalties, fees, damages, liquid damages, expenses, salaries/vendor or employee compensation that the exhibiting company may suffer. SERVICE MANUAL The Official Service Contractor for this meeting is International Convention Services (ICS) and are appointed to ensure the orderly and efficient installation and removal of the overall exhibition. Exhibitor service manuals will be ed once available to paid exhibitors. A complete set of forms for ordering services (freight & shipping, labor regulations & rates, furniture, display & other decorating rentals) will be included in the service manual. Exhibitors are urged to take advantage of cost reductions (if applicable) offered by most contractors for advance orders. Many services cost substantially more when ordered onsite. EXHIBIT HOURS Exhibit Hall hours are subject to change. At least one company representative must be present at the booth throughout the designated Exhibit Hall open hours ARMED FORCES DISTRICT ANNUAL MEETING

13 EXHIBIT HALL RULES & REGULATIONS, CONTINUED CRATE STORAGE Empty crates, boxes and cartons must be removed from the exhibit area by Saturday, September 22, 2018, at 5:00 PM. These materials should be nested as much as possible. Empty stickers, which will be available at the Exhibitor Service Desk, must be placed on all containers to be stored and returned at the close of the exhibition. Containers or skids without the empty stickers will be considered refuse and disposed of. Crates, boxes and cartons may not be stored behind booth backgrounds. Do not store anything of value in crates that will be placed in storage. EXHIBITOR APPOINTED CONTRACTOR (EAC) All exhibitors using an EAC must submit to ACOG, in writing, on the exhibiting company s letterhead (letters from contractors will not be accepted), the name of the contracted company and address, a contact person and business telephone number. ACOG Exhibits Management must receive this letter by the date outlined for each district. Letters received after the district cancellation deadline (AUGUST 3, 2018) will not be approved and EACs will not be allowed to provide their services. EACs must submit to ACOG an original certificate of insurance that provides for the same insurance coverage as required of an Exhibitor. This certificate must name ACOG as the certificate holder and as additionally insured, and must be valid over the dates of exhibition including installation and dismantlement. The EAC must indemnify ACOG and the meeting venue. All original certificates must be received by ACOG by the specified due dates. An EAC that fails to send in an official insurance certificate by the specified due dates will not be allowed to provide their services. NO EXCEPTIONS. SHIPPING INSTRUCTIONS Materials shipped in advance should be sent directly to the official contractor and addressed exactly as shown in the service manual. You will receive a service manual, when available, after your application and payment have been received by ACOG. Shipment must include all the information indicated in the service manual. If it is not included and excessive handling is called for, an additional fee will be assessed to include time and labor involved in placing the shipment. Do not ship exhibit materials directly to the designated hotels. The facilities & ACOG will assume no responsibility for your shipments if lost, damaged, or stolen. LIABILITY Exhibitor shall indemnify ACOG, its officers, directors, agents, employees, and members against all liability, loss, claims or actions, and the defense thereof (including reasonable attorney s fees and costs), based upon or arising out of damages or injury (including death and environmental damage) to persons or property caused by or related to any act or omission of exhibitors, its employees, agents, subcontractors, or vendors. Exhibitor further agrees that ACOG, and its respective agents and employees, shall not be responsible in any way for 1) damage, loss or destruction of any property of exhibitor or 2) injury to exhibitor or its representatives, agents, employees, licensees or invitees. Exhibitors shall not allow any children in the Exhibit Hall during installation or dismantlement. INSURANCE It is the responsibility of each exhibitor to maintain insurance against injury, property damage, theft, fire, and any other forms of property loss. Exhibitors shall maintain at a minimum the following insurance: Commercial General Liability (CGL) $1,000,000 per occurrence/$2,000,000 aggregate to include bodily injury, property damage, products/completed operations, personal injury & contractual liability. Automobile Liability including owned, hired and nonowned vehicles with minimum limits of $1,000,000 CSL (combined single limit). Umbrella Liability limit of not less than $1,000,000. Workers Compensation as required in the jurisdiction where services are to be provided or performed and employer s liability of $1,000,000 Bodily Injury by Accident, each accident; $1,000,000 Bodily Injury by Disease, policy limit; $1,000,000 Bodily Injury by Disease, each employee. The Certificate of Insurance (COI) should list ACOG, International Convention Services (ICS), and Ala Moana Hotel as additional insured. The Exhibitor shall provide ACOG with the COI evidencing the required coverage before the district meeting. SECURITY ACOG and the hotels assume no responsibility for the safety of the property of the occupants of the booths, their officers, agents, or employees from theft, damage by fire, accident, or other causes. FIRE REGULATIONS All display materials must be flame proof and subject to inspection by the local fire marshal. No flammable fluids or substances may be used or shown in the exhibit area. COMMERCIAL SUPPORT OPPORTUNITIES Commercial support opportunities for this meeting will provide substantial exposure for your company. Some of the opportunities include educational grants, audio-visual equipment sponsorships, daily continental breakfasts, and morning and afternoon coffee break sponsorships. Support will be acknowledged prominently in the meeting program, by signage, and elsewhere as appropriate. Please contact Stevie Cline, scline@acog.org for more information ARMED FORCES DISTRICT ANNUAL MEETING