AANP 2013 ANNUAL CONference & EXPOSITION Walking Our Talk July 10-13, 2013 Keystone, Colorado exhibitor prospectus
The American Association of Naturopathic Physicians is thrilled to be holding the 28th Annual Conference & Exposition at the Keystone, CO Resort. We invite you to join us for the nation s largest gathering of Naturopathic Physicians! SHOW INFORMATION The purpose of the exhibition portion of the AANP Annual Conference is to complement the continuing education sessions and to inform and educate attendees on the latest developments in natural healthcare related technologies, products, services and equipment. Target audience: Naturopathic Doctors, Medical Doctors, Licensed Acupuncturists, Doctors of Osteopathy, Naturopathic Medical Students Anticipated attendance: Number of exhibits: Venue: 600-700 Physicians & Students (10% student attendance) 134 total booths. 102 General, 32 Premium, Non-Profit Pricing available Keystone, CO Resort Dates: EXHIBITOR SCHEDULE Exhibitor Move-in Show Dates Exhibitor Move-out Education July 10-13, 2013 Exhibition July 11-13, 2013 BOOTH SELECTION As you may know, AANP corporate members receive early, priority booth selection for the AANP Conference. Here is the timeline for booth selection: November 1, 2012 November 5, 2012 November 12, 2012 November 19, 2012 December 3, 2012 December 17, 2012 Premium booth selection opens for Emerald partners. Premium booth selection opens for Diamond partners. Priority booth selection opens for Platinum members. Priority booth selection opens for Gold members. Priority booth selection opens for Silver members. General booth selection begins. You may send your exhibit form at any time. Forms will be collected and saved in order of receipt until the first day of eligibility. Wednesday, July 10 :: 1-5pm Thursday, July 11 - Saturday, July 13 Saturday, July 13 Exact set up and tear down times will be sent with the Official Exhibitor Service Kit (typically mailed in April) EXHIBITOR FEES Please review the Exhibitor Contract for booth pricing and payment terms. NOTE: The expo hall is carpeted. If you would like to order additional carpet and/or padding, please contact Valley Expo Services directly. Exhibitor Service Kit will be available approximately 90 days prior to the event. ACCOMMODATIONS A wide variety of housing options are available at group rates ranging from $129 - $349. Please see naturopathic.org for descriptions of housing types. Group Rate Cut-off Date: June 12, 2013 Reservations: 1-800-258-0437 Group Name: AANP www.keystoneresort.com FOR MORE INFORMATION CONTACT SYNCOPATE MEETINGS & EVENTS, LLC AT INFO@SYNC-OPATE.COM (410) 590-7900 CHECK WWW.NATUROPATHIC.ORG FOR REGULAR UPDATES!
CONFERENCE SPONSORSHIPS AANP 2013 ANNUAL CONFERENCE & EXPOSITION AANP 2013 ANNUAL CONVENTION & EXPOSITION Walking Our Talk July 10-13, 2013 Keystone, Colorado Conference T-Shirt: $6,000 Opening Reception: $7,500 Host the Wednesday evening opening reception. Price is for sponsorship name only. Food/beverage etc will be at the expense of the sponsor. This sponsorship gives a company exposure in front of all of the attendees in any way the company wishes. Audio/Video presentations are welcome! Conference Bag: $7,500 The AANP conference bag is always a favorite. The last several years we have provided attendees with a reusable grocery style bag. Attendees tell us they love to bring home a bag they can use all year. We re sure a sponsoring company will love to have their logo included! Water Bottle: $8,000 Another give-away for conference attendees: AANP members carry and use these water bottles throughout the conference and during the year. The sponsoring company s logo will be engraved along side the AANP conference logo. Hotel Key Cards: $4,000 Have your logo or message printed on the hotel key card. What better way to advertise your booth location than on the key attendees use every day? Gala Reception: $3,500 The company sponsoring the Saturday night gala reception will receive large display signage and their logo/message printed on the back of the full color gala ticket. The sponsor will also have a few minutes at the microphone during the reception. Lanyards: $3,000 All attendees will receive a lanyard (nametag necklace) with their conference badge. The company who purchases this sponsorship will have their logo printed across the lanyard that every attendee is wearing. Daily Schedule Emails: $2,500 Have your logo and a direct link to your company website printed right on the daily schedule at a glance, which will be emailed to all attendees. Schedules will also be printed in hard copy, and will have your 8.5 x 11 ad on the back. Chaperoned Email: $2,500 A sponsoring company can provide an email message or designed ad and AANP will email it to the full AANP membership list. Bag Inserts: $1,000 Product samples will be inserted in attendees conference bag. For $1000 sponsorship fee, we will include your sample! This sponsorship is for product only, no paper/fliers please. Sponsors will be asked to provide up to 1000 samples. Coffee Break: $2,000 As a coffee break sponsor, your company will be highly visible during your sponsored break. We will post 1 large sign and several small signs around the coffee/tea service as well as list the company on main signage as a conference sponsor. Vendor Workshops: $2,500 The AANP conference is bringing back Vendor Workshops! These 30 minute sessions will be yours to do with as you please, they will not need to qualify for CE. Sessions will run 3 concurrent in the main lecture rooms immediately following lunch on Thursday, Friday and Saturday. Its a great time to invite your contact list and make it a special educational event. Workshops are first come first serve - so get in on this one early! Proceedings Book Ad: (pricing below) The proceedings book is the key to the information given to attendees. Speaker bios, session descriptions and conference schedules are joined with sponsorship ads in this book. This year, choose between black and white or full color. --Half Page: 8 x 5 BW: $750 / Color: $1,250 --Full Page: 8 x 10 BW: $1,250 / Color: $1,750 Have a great idea for a sponsorship? Let us know! Contact Syncopate Meetings & Events, LLC at INFO@sync-opate.com TO SECURE A SPONSORSHIP, PLEASE FILL OUT THE PAYMENT INFORMATION PAGE AND SEND AS DIRECTED ON THE FORM. ALL SPONSORSHIPS MUST BE ACCOMPANIED BY A DEPOSIT, OR PAYMENT IN FULL. QUESTIONS? CONTACT SYNCOPATE MEETINGS & EVENTS, LLC AT INFO@SYNC-OPATE.COM 410-590-7900
KEYSTONE RESORT & CONFERENCE CENTER COLUMBINE BALLROOM 8x8 BOOTHS (26) 8x10 PREMIUM BOOTHS (36) 8x10 BOOTHS (72) AANP 2013 Annual Conference & Exposition KEYSTONE :: KEYSTONE, CO JULY 10-13, 2013
RULES & REGULATIONS FOR AANP 2013 CONFERENCE & EXPOSITION MAIL: 44031 PIPELINE PLAZA STE 200 ASHBURN, VA 20147 FAX: 703.991.9133 1. PURPOSE The purpose of the exhibition portion of the 28th Annual Conference & Exposition is to complement the continuing education sessions and to inform and educate attendees on the latest developments in natural healthcare related technologies, products, services and equipment. 2. TERMS The term AANP used herein shall refer to the 28th Annual Conference & Exposition (held in Bellevue, WA at the Hyatt Regency August 15-18 2013) and, as the context may require, its employees or agents, duly acting for the AANP in the management of the conference and exhibition. 3. ELIGIBILITY & CRITERIA The AANP reserves the right to deny any application and or remove exhibitors from the exhibit hall at its sole and arbitrary discretion. Criteria for exhibitors includes (but is not limited to): (1) relevancy to the profession and the mission of the AANP, (2) stated claims must be true and supported by published materials, and (3) professional and ethical conduct required at all times by the exhibitor and its staff. 13. AMERICANS WITH DISABILITIES ACT Each exhibitor shall be responsible for compliance with all applicable provisions of the ADA within its booth and exhibit space including but not limited to wheelchair access. Exhibitors shall indemnify, hold harmless and defend the AANP from and against any claims, liabilities, losses, damages and expenses (including attorney s fees and expenses) resulting from or arising out of the exhibitor s failure (or allegation of failure) to comply with the provisions of the ADA. 14. OVER THE COUNTER SALES Exhibitors are encouraged to offer information that is educational, professional and instructional. Exhibitors may take orders for product sales. It is the responsibility of the exhibitor to contact local authorities for information regarding sales tax or other local laws and regulations. 15. MEDIA RELATED ACTIVITIES All public relations, press & media related activities must be approved by the AANP. 4. EXHIBIT SPACE RENTAL Please refer to the Exhibitor Application for rates, payment terms, and inclusions. 4A. EXHIBITOR EXPENSES Exhibitor is solely responsible (and indemnifies the AANP) for all expenses related to participation in the conference including: travel, lodging, food, shipping costs, booth furniture and supplies, etc. Each booth includes one full conference registration. Exhibitor understands that there is a MANDATORY fee of $175 per person for each additional staff badge (up to 4). Please see paragraph 10 for more information. Exhibitor understands that there is a MANDATORY fee of $175.00/person for additional badges (1 complimentary). Please see paragraph 10 for more information. 5. EXHIBIT SPACE SPECIFICATIONS All individual booths are 8 x10 and cannot be subdivided into smaller booth spaces. The back wall or any construction in linear booth shall not exceed eight feet (8 ) in height including: signs, company name/logo or product information. All display material is restricted to a maximum height of four feet (4 ) in the front half of the booth and a maximum of eight feet (8 ) in the back half. NO end caps are available. Multiple booths must be purchased in a linear row. Exhibitors may be asked to alter or remove any portion of their booth that is found to be questionable or impedes a neighboring exhibitor. 6. SPACE ASSIGNMENTS Exhibit space will be allotted on a first-come, first-serve basis. Corporate Members, however, will receive priority. For more information on Corporate Membership contact Mandisa Jones at 202.237.8150. 7. FLOOR PLAN/LAYOUT The AANP reserves the right to modify the existing floor plan to accommodate space sales, to avoid conflicts or to comply with local ordinances. 8. CANCELLATIONS & REDUCTIONS Once the contract is signed and exhibit space is allocated, you are contracted to exhibit space. Cancellations must be made in writing and will incur a cancellation fee as laid out herein. (1) Cancellations and booth downsize requests received by 4/30/12 are subject to a cancellation fee equal to 50% of the booth space. (2) Cancellations and booth downsize requests received on/after 5/1/12 are not eligible for a refund of any kind. 9. SUBLETTING BOOTH SPACE Exhibitors may not sublet booth space under any circumstances. Booths may be shared, however, only ONE contact person per booth is permitted. Sharing requests must be made at the time of application, but AANP reserves the right to review credentials and claims of all parties. 10. BOOTH STAFFING / BADGES Booths must be staffed by qualified employees of the exhibiting company at all times during show hours. Each booth will receive one (1) complimentary conference registration, which includes admittance to all educational sessions, meals and conference activities. Up to four (4) additional staff badges per booth are available for purchase. PLEASE NOTE: a MANDATORY fee of $175.00/person will be applied to each additional staff badge. This fee subsidizes the cost to provide breakfast, lunch & snacks to the exhibit staff. Corporate partners will receive one complimentary conference registration PLUS one additional booth staff badge (which includes meals). For information on corporate partnership, contact Mandisa Jones at 202-455-0403 or mandisa.jones@naturopathic.org. 11. BOOTH APPEARANCE & NOISE All exhibits will be inspected during setup to ensure all booths are decorated in good taste, safely secured and professionally designed. Noise from electrical or mechanical apparatus or other types of displays that causes interference or annoyance to other exhibitors must be discontinued. 12. CHILDREN NO Children under the age of 16 are allowed in the Exhibit Hall. 16. PRINTED MATERIALS / SIGNAGE Distribution of promotional materials printed by exhibitors or their agents is limited to the exhibit area rented by the exhibitor. Materials displayed in other areas may be removed by the AANP. 17. ADVERTISING / PUBLIC RELATIONS Third parties such as advertising/ public relations agencies acting on behalf of the exhibitors must also abide by all rules and regulations related to the AANP Annual Conference & Exposition. It is the responsibility of the exhibitor to make all parties aware of all rules & guidelines. 18. SPONSORED FUNCTIONS Social & hospitality functions conducted by the Exhibitor must be in a manner that is consistent with the professional and educational nature of the AANP Annual Conference & Exposition. All planned functions must be approved by the AANP Meetings Department in writing. Non-exhibiting companies are prohibited from hosting hospitality functions, market research or focus groups during the AANP Annual Conference without the express written approval of the AANP Meetings Department. 19. PROMOTIONS & GIVEAWAYS All printed promotions directly related to onsite activities must be approved by the AANP at least four (4) weeks prior to the event. No adhesive or noisy promotional materials are permitted under any circumstance. All drawings, raffles, lotteries and contests must be submitted to and approved by AANP. 20. DOOR DROPS A sponsorship opportunity, door drops must be arranged through the AANP Meetings Department. See Sponsorship page for details. 21. SECURITY The AANP, GSC, security vendor and conference venue will not be held responsible for the safety of the property of the exhibitors from theft, damage by fire, accident, vandalism or other causes. The AANP strongly recommends that exhibiting companies secure a rider to cover all booth and display items during transportation to, during and from this event. AANP insurance policies do not extend to exhibitor liabilities. 22. INDEMNITY The Exhibitor agrees to indemnify and hold the AANP, its employees, agents, officials and contractors and the conference venues harmless against any and all damages, claims, judgments, losses, costs and expenses (including attorney fees) that may be incurred, suffered, sustained by or imposed upon the AANP and/or the Conference venue by reason of exhibitor s activities pursuant to the approved exhibit space application and contract. This indemnification agreement includes but is not limited to all claims, damages, losses or expenses attributable to personal or bodily injury, sickness, disease or death, or injury to or destruction of tangible property, including the loss of such property. 23. COMPLIANCE WITH LOCAL ORDINANCES License and permit required by local statute, ordinance or regulations are to be obtained by and paid for by the exhibitor. Each exhibitor will be responsible for compliance with local health, fire and safety ordinances and regulations. The AANP strongly suggests that any company serving food or beverage samples contact local health departments to ensure compliance with local laws and ordinances. 24. DAMAGE TO FACILITIES Exhibitor must surrender space occupied/ rented in the same condition as the time of occupation. Exhibitors will be responsible for any damage done to the facilities and for any and all claims and demands on account of any injury, death or damage done to property occurring in or upon exhibitor s booth space or due to exhibitor s acts. No nails, tacks or screws may be driven into the floor, wall or woodwork of the building. 25. DISMISSAL Violations by exhibitor of any of these rules shall result in dismissal.