39th Annual Conference, March 2, 2018 Utah Ophthalmology Society Regional Winter Meeting Exhibits/Sponsorships Our 39th Utah Ophthalmology Annual Conference is a popular and enthusiastically anticipated gathering of ophthalmologists, residents, and medical students from across Utah. The 2018 meeting will be held in the beautiful Salt Lake City valley, at the Sheraton Hotel and Convention Center on March 2, 2018. Healthcare organizations, pharmaceutical companies, device manufacturers, insurance companies, and other vendors are invited to participate as exhibitors and sponsors of the conference. The UOS extends opportunities for exhibit displays, and sponsorship of specific aspects of the meeting. Networking and recognition opportunities are abundant for health-related and consumer businesses that participate. Exhibitors who partner with the UOS receive: One 8 x 10 exhibit booth piped and draped, with signage, includes admission for 2 attendees Display time with ophthalmologists and ophthalmic technicians and nurses Breakfast, lunch and refreshment breaks with attendees Dinner with ophthalmologists when adding additional sponsorship Recognition of organization prior to, at the event, and post conference. Discounted group hotel rate Attendee contact lists (no personal emails included) Inclusion of Company Name on the Exhibit Sign at entrance Please review the enclosed exhibitor information and make plans soon to participate at this important meeting of the Utah ophthalmology community. If you have any questions or would like further information on the meeting or sponsorship opportunities, contact me at annette@utahmed.org. Please take a moment to look over the information included in this packet. Please complete pages 3 and 4 and return with payment. If you have any further questions feel free to contact Annette: annette@utahmed.org or visit our website at www.utaheyemds.org Annette Mahler Utah Ophthalmology Society Executive Director Mail to: Utah Ophthalmology Society 310 East 4500 South, Suite 500 Salt Lake City, UT 84107 Phone: 801-747-3500 Fax: 801-747-0851
39th Annual Conference, March 2, 2018 Exhibit Hours Thursday, March 1, 2018 1:00 pm to 5:00 pm Exhibit setup/installation Friday, March 2, 2018 7:30 am to 5:45 pm Conference hours for attendees Location Sheraton Hotel Conference Center 150 W. 500 S. Salt Lake City, Utah Hotel Phone: 800-325-3535 or local: 801-401-2000 Reserve Hotel Rooms Online https://www.starwoodmeeting.com/book/uteyemds2018 Salt Lake City International Airport is a 10-minute drive from the hotel Free parking, with easy in and out, making the hotel conference center an exhibitor favorite A dedicated exhibit area, with food service flowing throughout for maximum exposure Room block March 2-6 at the Sheraton hotel is $120.00 plus fees & tax Shipping and Power Power and shipping are not included with your booth rental. Once you have registered and paid for a booth, we will e-mail you a link to the GES web site with ordering information for any additional booth equipment, power, and material handling services. Ordering is done online. Please note: the exhibit area is carpeted but no electricity to your booth is included, and must be ordered separately. Do not ship your equipment directly to the Hotel; they will not accept responsibility for your shipped items. You are responsible to arrange any booth additional items as well as shipping to and from the conference in advance by contacting GES. Questions on Exhibitor Services Kit should be directed to: GES Exhibit Service Center phone:1-800-475-2098 Fax: 866-329-1437 Sponsorships/Exhibits Best Location! See map pg. 5, booth # s 1-5 Only 5 premium location booths available, these are maximum exposure, directly across from the physician session meeting room. Also, full-color company logo in conference program distributed to each attendee and company name indicating Platinum Sponsor on signage in exhibit hall. These booths will go fast, register early! $2200.00 Exhibit Booth Includes one, 8 x10 exhibit booth. Maximum of two attendees per booth $1100.00 Table Share Additional Representative Physician Reception Table Share Fee, maximum of 2 representatives from 2 companies when sharing one booth (in addition to exhibit space fee) Additional Charge for 3 rd or 4 th representative due at time of registration Sponsor the Physician Reception at the Sheraton immediately following the Conference large sign at entrance to reception indicating your sponsorship and you are invited to attend (up to four representatives from your company). $600 $300 each $2500.00 2018 Dates and Deadlines Jan 26 Early Registration Discount Ends Early registration and payment for all exhibit booth and sponsorships must be received by 5:00 PM (MST) Jan 26 Exhibitor Registration increases $300 per booth Jan 26 Last day to submit company logo for program, premium sponsors only Feb 9 Last day to register and pay for an exhibit booth- no exceptions March 1 Exhibit Move In 1pm-5pm (if you cannot make this timeframe, you must plan to arrive and have booth setup by 7:00 am March 2 or your booth will be forfeited and can be re-assigned. March 2 Booths must be in place by 7:00 am or you will forfeit your booth- Conference runs 7:30 am- 5:30 PM Exhibit breakdown following last break from scientific sessions or from 3:30-5:00 PM - Please do not dismantle booth prior to this time!
39th Annual Conference, March 2, 2018 REGISTRATION FORM for EXHIBIT AND Other SPONSORSHIP- complete pgs. 3-4 and return Booths assigned in order of payment received. Payment must be submitted before a booth will be held. The undersigned agrees to participate, according to the Terms and Conditions set forth on Page 4 of this Partnership Contract, as a sponsor and/or exhibitor at the 39th Annual Utah Ophthalmology Society Conference & Exposition, a program for ophthalmology practices, to be held March 2, 2018 at the Sheraton Hotel, Salt Lake City, Utah. Booth space is limited. Payment must accompany registration. Please see dates and deadlines on page 2. Exhibit booths and sponsorships costs increase $300 per category below after 5:00 pm MST on January 26, 2018. No additional booth registration will be available beginning February 9 Premium Booth Space- BOOTHS 1-5 DIRECTLY ACROSS FROM MEETING SPACE $ 2200.00 Includes booth directly across from physician meeting and logo in meeting program. Ad must arrive by 1/26/18 Exhibit Booth- BOOTHS 6-30 LOCATED IN EXHIBIT HALL $ 1100.00 Late charge for booths, beginning 1/26/18 $ 300.00 Additional each booth attendee over two $ 300.00 Booth sharing between 2 companies $ 600.00 plus the cost of exhibit booth Physician Reception at the Sheraton Hotel Immediately following the Conference $ 2500 Sponsoring physician reception after the meeting- we will hold a reception following the meeting at the Sheraton. This is a great opportunity for a company to attend and mingle with our physicians in an informal setting. Name of Card Holder: Card Number Payment Check or Credit Card Payment Information Make checks payable to the Utah Ophthalmology Society Address: 310 East 4500 South, Suite 500 Salt Lake City, UT 84107-4250- Card payment complete below. Questions email: Annette@utahmed.org Email or fax to: 801-747-0851 Email for cardholder receipt: Security back (3 or 4 digits) Card Address: City: State: Zip: Cardholder Email for receipt: Expiration Date: / Company Representative(s) Name badges will be from this information All booths include meeting badges for up to 2 representatives. Extra charge for 3 rd and 4 th representative. First Last Email Address- meeting information will go to these emails Additional Cost of $200 per additional attendee(s) below 3 rd Attendee 4 th Attendee 3
Exhibit Terms and Conditions 39th Annual Conference, March 2, 2018 UOS Tax ID#: 74-2506447 General The Utah Ophthalmology Society (UOS) reserves the right to exercise its sole discretion in the acceptance or refusal of exhibit applications. 2. Exhibit space is limited to two attendees; an additional $300 charge per person applies for a maximum of four attendees per booth. The UOS reserves the right to assign all exhibit space and rental. Each exhibit booth size is 8 x10'. Exhibit space includes space rental, standard pipe and drape, booth identification sign, general security service, and other exhibitor benefits. To allow an unobstructed view of neighboring exhibits, backdrops and decorations are not permitted to exceed eight feet in height, nor can they protrude more than 48 inches from the back wall line. Participants may not schedule other events such as breakfast, luncheons, or dinners during official UOS program hours or while the UOS Conference & Exposition are in progress unless UOS grants express permission. Extremely loud noises such as bells, sirens, buzzers, excessively loud voices, etc. will not be permitted in order to maintain a businesslike atmosphere Distribution of pamphlets, brochures, or advertising matter must be confined to the Exhibit Space. Installation and Dismantling The Utah Ophthalmology Society outlines specific move-in and breakdown times in the Exhibitor Services Manual. No part of an exhibit may be dismantled or abandoned during open exhibit hall hours. If spaces are not vacated within the specified breakdown period, The Utah Ophthalmology Society reserves the right to remove materials and charge for all moving, storage, shipping, and other expenses to the participant. UOS will not be liable if such removal causes damage to materials. Payment Information This application shall become binding upon receipt by UOS and will constitute a binding contract upon the applicant, subject to the terms, conditions, and regulations set forth in this contract. All monies are due and payable upon signing of the contract. Exhibit space must be paid in full before Exhibitor is allowed entry into the Exposition Hall for setup. Use of Space, Subletting of Space No exhibitor shall assign, sublet, or share the space allotted with another business or firm unless approval has been obtained in writing from Show Management. Exhibitors are not permitted to feature names or advertisements of non-exhibiting manufacturers, distributors or agents in the exhibitors display. Parent or subsidiary companies are an exception. Exhibitor Cancellation Space cancellations are accepted in writing only to UOS. Cancellation requests postmarked on or before February 5, 2018 will be charged a service fee of 50%. The full contract amount is payable and no refunds will be made for any cancellation postmarked after 5:00 pm (MST) on February 18, 2018. Cancellation of Conference If UOS is canceled due to fire, strikes, government regulations, acts of God, or other causes beyond the control of UOS, UOS and its representatives shall not be held liable for failure to hold the Convention & Exposition as scheduled, and UOS shall determine the amount of exhibit fees to be refunded. The participant agrees that UOS shall have the right to make such rules and regulations or changes in arrangements, as it shall deem necessary and to amend it from time to time. UOS shall have the final determination and enforcement of all rules, regulations and conditions. Release of Responsibility Neither UOS, the Sheraton Hotel management, nor any of the officers or staff members of UOS nor of the Sheraton Hotel shall be held responsible for the safety of the participants, or their property from theft, fire, accident, or other causes. Participants are advised to consult their insurance brokers for proper coverage on display material from the time it leaves their companies premises until its return. Neither UOS, the Sheraton Hotel, nor any of their officers, agents, employees, or representatives shall be held accountable or liable for, and the same are hereby released from accountability or liability for, any damage, loss, harm, or injury to any person affiliated with, or any property of, the applicant or any of its officers, agents, employees, or other representatives, resulting from theft, fire, accident, or other causes. Neither UOS nor the Sheraton management will obtain insurance against any such damage, loss, harm, or injury. Participants hereby agree to indemnify, defend, and protect UOS and the Sheraton management from any and all claims, demands, suits, or liability for any damage, loss, harm, or injury to any person affiliated with, or any property of, the applicant or any of its officers, agents, employees, or other representatives, including but not limited to claims of damage in loss to property, or from or out of any damage, loss, harm, or injury to the person or any property of the participant or any of its officers, agents, employees, or other representatives. Participants or their agents may not allow any articles to be brought into the Sheraton Hotel; or any act done on the premises that will invalidate the insurance or increase the premium on the policies held by the management of the Sheraton Hotel nor permit anything to be done by their employees through which act the premises, property, or equipment of the other participants will be damaged. Participants must also comply with all union rules and regulations as they apply to the movement of freight and the setup and dismantling of exhibits. No signs or articles may be affixed, nailed, or otherwise attached to walls, doors, etc. in such a manner as to damage them. All space is rented subject to these restrictions. Violations of these rules will annul the participant s contract, and participant will be held liable for any damage resulting from such violation. These Terms and Conditions are part of the contract between exhibitor and UOS. UOS respectfully requires full cooperation of the exhibitors in their observance of them. All points not covered are subject to the decision of UOS management. Company representative Signature Date: Print name: Email for Receipt: Address: State: Zip: 4
Sheraton Conference Area Map All physician & technician sessions will take place in the Canyons Ballroom. 39th Annual Conference, March 2, 2018 Premium Booths numbered 1-5 to be assigned to first 5 paid companies who send payment and receive notice that they are one of the first 5 companies to do so. Regular booths numbered 6-30 will be assigned in order of payment receipt ALL Booths will be assigned by the UOS following receipt of payment. No booths may be assigned prior to full payment. Independent sales representatives must register separately. Tables may be shared between two independent representatives for an additional fee of $600.00 Please do not plan to leave or dismantle your booth prior to the last break of the day. Breakdown will begin after the last meeting break on the day of the conference. All exhibit equipment and materials must be moved out by 6:00 pm. Our ACCME accreditation does not allow exhibitors or non-registered physicians or others in the scientific sessions. Please do not ask to attend the physician sessions. 5
Utah Ophthalmology Society 310 East 4500 South, Suite 500 Salt Lake City, UT 84107-4250 39th Annual Conference, March 2, 2018 Register now for best booth location. Cost increase begins JANUARY 26, 2018 Utah Ophthalmology Society 39th Annual Winter Conference March 2, 2018 Sheraton Hotel & Conference Center Salt Lake City, Utah 6