New Orleans The American COllege of obstetricians and gynecologists Exhibitor prospectus 61st Annual Clinical Meeting Ernest N. Morial Convention Center • New Orleans, LA Exhibition May 6-8, 2013 INTRODUCTION............................................................................. 1 COMMITTEE ON INDUSTRIAL EXHIBITS..................................... 1 IMPORTANT DATES...................................................................... 2 MEETINGS & EXHIBITS STAFF CONTACTS................................. 2 DEMOGRAPHICS........................................................................ 3-4 ACM INDUSTRIAL EXHIBITS......................................................... 5 Purpose of Industrial Exhibits.................................................. 5 Our Relationship with Industry................................................ 5 EXHIBIT FEES AND POLICIES.................................................... 6-8 Location and Dates/Times of Exhibits..................................... 6 Move-In Policies....................................................................... 6 Cost for Exhibit Space............................................................. 6 Payments.................................................................................. 6 Cancellation/Exhibit Space Reduction..................................... 7 No Shows................................................................................. 8 After Hour Admission to Exhibit Hall....................................... 8 ACM GUIDELINES FOR ASSIGNING EXHIBIT SPACE................. 9 Advance Exhibit Sales.............................................................. 9 Eligibility For Exhibiting........................................................... 9 Past Exhibitors......................................................................... 9 New/Potential Exhibitors......................................................... 9 Priority Point Calculations........................................................ 9 USAGE OF EXHIBIT SPACE.................................................... 10-11 Official Exhibits...................................................................... 10 Children................................................................................. 10 Subletting of Exhibit Space................................................... 10 CME....................................................................................... 10 Non-Exhibiting Companies.................................................... 10 Product/Service Displays....................................................... 10 Selling.................................................................................... 11 Internet/Web-based/Medical Record Exhibitors................... 11 Live Scanning......................................................................... 11 Exhibit Photographing/Videotaping...................................... 11 Music, Videotapes, and Posters/Pictures.............................. 11 Surveys and Questionnaires.................................................. 11 GENERAL INFORMATION........................................................... 12 Travel Agency/Airline Discounts............................................ 12 Shuttle Service....................................................................... 12 Convention Center Parking................................................... 12 Hotel Accommodations......................................................... 12 Hospitality Suites................................................................... 12 Guidelines for Public Relations Representatives................... 12 EXHIBITOR ACM REGISTRATION GUIDELINES........................ 13 Proper Attire.......................................................................... 13 No Smoking Policy................................................................. 13 Registration/Badges.............................................................. 13 Temporary Personnel............................................................. 13 Guest Badges........................................................................ 13 Work Badges......................................................................... 13 CONTRACTUAL CONSIDERATIONS.......................................... 14 Contract................................................................................. 14 Violations............................................................................... 14 Liability................................................................................... 14 Insurance................................................................................ 14 Exhibitor Disputes and the College....................................... 14 MARKETING AND PROMOTIONS......................................... 15-16 Exhibit Guide/Advertising..................................................... 15 Hotel Room Drop Service “Doctor’s Bag”............................ 15 Important Restrictions........................................................... 15 ACM Show Daily.................................................................... 16 Mailing Labels........................................................................ 16 Lead Retrieval........................................................................ 16 Badge Categories.................................................................. 16 Sponsorship Opportunities.................................................... 16 Obstetrics & Gynecology Journal Advertising....................... 16 GIVEAWAYS/ENTERTAINMENT/BOOTH ACTIVITIES/ RAFFLES & DRAWINGS.......................................................... 17-18 Food/Catering Activities in Booth......................................... 17 Raffles and Drawings............................................................. 17 Booth Activities (Celebrity or Theater Presentations)........... 17 Giveaways.............................................................................. 17 Application for Drawing & Giveaway Items........................... 18 OFFICIAL CONTRACTORS AND SERVICES.......................... 19-20 General Contractor................................................................ 19 Advance Shipping.................................................................. 19 Shipping to Show Site........................................................... 19 Material Handling/Storage/Hauling....................................... 19 Accessible Storage................................................................ 19 Personal Unloading/Reloading of Exhibits............................ 20 Unpacking/Porter Service...................................................... 20 Miscellaneous Deliveries........................................................ 20 Audio Visual (Exclusive Vendor)........................................... 20 Travel Agency........................................................................ 20 Florist..................................................................................... 20 Lead Retrieval........................................................................ 20 ACM Newspaper Advertising and Hotel Room Drop........... 20 ACM Video Broadcast News................................................. 20 EXHIBITOR-DESIGNATED CONTRACTOR GUIDELINES........... 21 EXHIBIT SPACE CONFIGURATION AND CONSTRUCTION...... 22 Hanging Signs/Lights............................................................. 22 Island Exhibits........................................................................ 22 In-Line Exhibits....................................................................... 22 Peninsula Exhibits.................................................................. 22 SECURITY & FIRE REGULATIONS............................................... 23 Security.................................................................................. 23 Possible Demonstrations....................................................... 23 Product/Equipment Removal................................................ 23 Fire Regulations..................................................................... 23 FUTURE MEETING SITES AND DATES....................................... 25 FLOOR PLAN........................................................................... 26-27 2012 ACM EXHIBITORS......................................................... 28-29 HOW TO APPLY FOR EXHIBIT SPACE........................................ 30 ACM EXHIBIT APPLICATION and CONTRACT.......................... 31 RULES AND REGULATIONS........................................................ 32 EXHIBITOR PARTICIPATION FORM...................................... 33-34 SYMPOSIA AND SPECIAL EVENTS....................................... 35-36 Rules and Regulations Governing Sponsored Symposia and Special Events............................................. 35 Unofficial Social and Educational Activities........................... 35 Symposia/Special Events Fees............................................... 35 Staff Meeting Space.............................................................. 35 Third-Party Medical Education Provider................................ 35 Promotional Brochures & Invitations..................................... 36 Signage/Flyer Distribution..................................................... 36 Audio Visual........................................................................... 36 Convention Center Meeting Rooms...................................... 36 SYMPOSIUM/SPECIAL EVENT APPLICATION...................... 37-38 HOTEL INFORMATION AND CITY MAP............................... 39-40 2013 ACM Product Theater............................................ 41-44 Table of Contents 1 MEMBERS: Lee W. Parsons, MD, Chair, Meridian, ID Francine I. Hippolyte, Vice Chair, MD, Brooklyn, NY Rita W. Driggers, MD, Fairfax Station, VA Joseph S. Sanfilippo, MD, Pittsburgh, PA Marc Alan Landsberg, MD, Philadelphia, PA STAFF: Sterling B. Williams, MD, MS, Vice President for Education Victor Robinson, Sr. Director of Meetings & Exhibits Arthinia Morgan, Exhibits Manager Tara Gaskins, Exhibits Coordinator COMMITTEE ON INDUSTRIAL EXHIBITS The Committee on Industrial Exhibits is responsible for the exhibition portion of the Annual Clinical Meeting. The committee monitors exhibiting companies during the Annual Clinical Meeting and helps to oversee College Policy. Dear Exhibitor, Please join us for the 2013 ANNUAL CLINICAL MEETING in New Orleans, Louisiana The American College of Obstetricians and Gynecologists (the College) invites you to participate in the 2013 Annual Clinical Meeting (ACM). This year the College will host its annual meeting in New Orleans, Louisiana. New Orleans is renowned for its idyllic climate, and recognized as the United States eighth largest city. The ACM will be held May 4-8, 2013, at the Ernest N. Morial Convention Center, New Orleans, Louisiana. The Annual Clinical Meeting is designed to provide its members and affiliate health care professionals with an interactive and educational forum. The educational courses and curriculum developed by the Committee on Scientific Program addresses recent developments and up-to-date management of challenges faced by our members in the rapidly changing health care environment. These courses and lectures are led by faculty who are considered to be among the best and most respected experts in their fields. The Annual Clinical Meeting is one of the most important medical meetings in the country for women’s health care professionals. A major part of our success has been due to the involvement of industry. This meeting provides you with the opportunity to introduce your organization to our members and improve your visibility in this increasingly competitive market. The ACM offers exhibitors the opportunity to market their products and services to attendees representing major hospitals, universities, as well as private institutions. Each exhibiting company will receive a complimentary listing in the ACM Exhibit Guide. This guide will include the exhibit booth number, company name, address, telephone number, fax number, and web site and serve as a useful reference for your clients and customers after the meeting is over. To further your contact with members and attendees, the College’s May issue of Obstetrics and Gynecology (Green Journal) will be distributed to approximately 54,994 College members, and an ad in this journal or the ACM official Exhibit Guide may extend your marketing efforts at the Annual Clinical Meeting for months or years to come. Information regarding advertising space can be found on pages 15 and 16. To register for this meeting and take advantage of the previously mentioned benefits of exhibiting, please complete the Exhibit Application and Contract, and the Exhibitor Participation Form located on pages 31 and 33. Thank you for your consideration. I hope that you will join us for an outstanding meeting and wonderful exhibiting opportunity. For further information please do not hesitate to contact Arthinia Morgan, Exhibits Manager, at (202) 863-2437, The American College of Obstetricians and Gynecologist, Meetings and Exhibits Department, 409 12th Street, SW, Washington, DC 20024. Sincerely, Lee W. Parsons, MD Chair, Committee on Industrial Exhibits Introduction 2 2012 May 9 • Exhibit application and deposit due (in order to be assigned by priority points) October 31 • Cancellation and/or Exhibit space reduction deadline for a refund, less a 10% processing fee of total exhibit space reserved 2013 January 31 • Balance due on exhibit space • Cancellation and/or Exhibit Space reduction deadline for a refund of 50% of the cost for total exhibit space reserved, no refunds after January 31, 2013 January 31 • Exhibitor Service Manual (ESM) available on www.freemanco.com (Date subject to change) March 29 • Deadline for symposia application with fee for exhibitor symposia and/or special events March 29 • Deadline for submitting exhibitor company information for the ACM Exhibit Guide • Deadline for exhibitor letter of intent to use an exhibitor-designated contractor (EDC) March 29 • Last day for approval of new products/services (new companies only) March 29 • Deadline for submitting housing forms to receive discounted hotel rate • Last day for additional product/service approval for prior exhibiting companies • Deadline for original insurance certificate from EDC April 12 • Last day for exhibitors to submit Exhibitor Registration Forms • Last day to request staff meeting space • Last day for approval of booth activity/giveaways/entertainment /raffles/drawings • Deadline for submission of sample surveys/questionnaries • Deadline for pre-registrant mailing label purchase April 26 • No Show Deadline, must notify the College that you will not be able to exhibit May 3–5 • Exhibit installation (installation must be completed by Sunday, May 5, at 2:00 pm) May 5, 7, 8 • Advance Exhibit Sales for 2013 ACM by priority points May 5 • Exhibition Hall Open • Welcome Reception – TBD May 8–10 • Exhibition Hall closes at 3:00 pm on May 8, and dismantlement begins (dismantlement must be completed by noon on May 11, 2013) Please note that an exhibitor’s support or participation in any College meeting, event, or publication/production does not constitute an endorsement or recommendation of any kind by the College. Meetings and Exhibits Staff Contact Information: Tara Gaskins Exhibits Coordinator (202) 314-2333 acmexhibit@acog.org Arthinia Morgan Exhibits Manager (202) 863-2437 amorgan@acog.org Important Dates to Remember 3 Primary Practice Specialty Breakdown 2012 Attendee Breakdown Medical Students Other Health Care Professionals Physicians Join us for the 2014 American College of Obstetricians and Gynecologists 62nd Annual Clinical Meeting in Chicago, IL 12 7 3,214 0 500 1000 1500 2000 2500 Ob Only 37 Gyn Only 255 Maternal-Fetal Medicine 181 Gynecologic Oncology 76 Primary and Preventive Care 49 Reproductive Endocrinology and Infertility 87 Urogynecology and Pelvic Reconstructive Surgery 52 Unspecified/Other 312 Ob/Gyn 2,210 Total Responses from 2010 ACM Participants 3,668 Demographics 4 Demographics MEETING ATTENDANCE from 2012 ACM demographics OF PHYSICian ATTENDEES 2012 international Attendee breakdown country The American College of Obstetricians and Gynecologists THE TEN GEOGRAPHIC DISTRICTS OF District X, the Armed Forces District, includes all Fellows on active duty in the Military Services or who, upon retirement, maintain membership in this district DISTRICT VIII Also includes designated Pacific Islands, Yukon and Northwest Territories, Belize, Costa Rica, El Salvador, Guatemala, Honduras, Nicaragua, and Panama DISTRICT II Also includes Bermuda DISTRICT IX DISTRICT XI DISTRICT IV DISTRICT V DISTRICT I Also includes Chile DISTRICT III Also includes the Dominican Republic DISTRICT VII DISTRICT VI ALASKA HAWAII BRITISH COLUMBIA NEW MEXICO ALBERTA SASKATCHEWAN MANITOBA NORTH DAKOTA SOUTH DAKOTA NEBRASKA IOWA MINNESOTA WISCONSIN MICHIGAN INDIANA KANSAS MISSOURI TENNESSEE OKLAHOMA ARKANSAS TEXAS MEXICO BELIZE HONDURAS PANAMA FLORIDA GUATEMALA EL SALVADOR SOUTH CAROLINA WEST VIRGINIA NORTH CAROLINA GEORGIA MARYLAND DELAWARE PENNSYLVANIA CONNECTICUT QUEBEC ONTARIO RHODE ISLAND MASSACHUSETTS VERMONT NEWFOUNDLAND MAINE NOVA SCOTIA PRINCE EDWARD ISLAND NEW BRUNSWICK ANTICOSTI ISLAND (QUE.) NEW HAMPSHIRE NEW YORK NEW JERSEY DISTRICT OF COLUMBIA VIRGINIA COSTA RICA (DISTRICT VIII) LOUISIANA ALABAMA MISSISSIPPI KENTUCKY OHIO WASHINGTON WYOMING MONTANA NEVADA ARIZONA UTAH COLORADO OREGON IDAHO CALIFORNIA PUERTO RICO WEST INDIES CARIBBEAN ISLANDS VIRGIN ISLANDS NICARAGUA ILLINOIS Other nondistricted section: Argentina 5 8 18 265 39 9 44 49 40 9 129 68 9 39 524 79 16 27 33 81 12 121 54 17 9 81 5 19 13 115 29 10 116 220 27 38 156 26 27 68 178 21 6 59 52 117 17 5 12 4 Other/Armed Forces 4 8 20 18 6 52 137 4 17 100 50 11 28 21 80 239 85 50 40 15 8 85 7 14 10 140 15 13 97 301 35 183 28 30 5 45 155 15 7 160 51 37 27 2 5 1 78 36 240 29 10 GEORGIA 70 10 17 Total: 2,953 Canada 86 Mexico 32 China 66 Brazil 44 Argentina 27 Dominican Republic 16 Philippines 32 Other (63 countries) 244 Total international Professional Attendance 547 Canada 86 Mexico 32 Other 244 Phillippines 32 Argentina 27 Brazil 44 China 66 Dominican Republic 16 5 ACM Industrial Exhibits Skin Care Products Surgical Instruments/Supplies …. And many more, so add your product or service to this diverse list! The American College of Obstetricians and Gynecologists would like to thank its exhibitors for their continued participation and support of the ACM. Contributions of the exhibitors are recognized by our officers, members, and staff as being a vital part of the ACM and help to complement and extend the educational program. Top 4 Reasons Why You Should Exhibit at the ACM • The perfect entrée to purchasers of your product or service. • Opportunity to meet with influential buyers face-toface in a direct sales environment. • To build recognition of your company and awareness of your products/services. • Complimentary publicity listings in the official ACM Exhibit Guide, and the ACM Convention Web site. The 2013 ACM Industrial Exhibits Hall is the central meeting place for our meeting attendees to visit ACOG Member services booth or the computer lab, and it is the location for convention events such as refreshment breaks, special drawings, luncheon conferences, and product demonstrations. Our Relationship with Industry The College takes every possible measure to ensure that ACM exhibitors follow the ethical standards and guidelines set forth by the College, PhRMA, AMA, and AdvaMed, and other regulatory organizations. The College is committed to ensuring that its educational mission is evidence-based and free from bias from all outside influences. In this effort, the ACOG Committee on Ethics has established a Committee Opinion which can be viewed on the College’s publications portion of the web site. It is the responsibility of exhibitors to ensure adherence to Food and Drug Administration (FDA) regulations, policies, practices and guidelines, and all other applicable industry guidelines (including but not limited to, those listed above), concerning the demonstration, discussion, use and/or display of products, technologies, and/or services at the College’s Annual Clinical Meeting. The American College of Obstetricians and Gynecologists (the College) is the pre-eminent authority on women’s health. The College is a professional membership organization dedicated to advancing women’s health by building and sustaining the obstetric and gynecology community and actively supporting its members. The College pursues this mission through education, practice, research, and advocacy. We emphasize life-long learning, and incorporate new knowledge and information technology. The College works primarily in four areas: • Serving as a strong advocate for quality health care for women. • 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. The purpose of the Annual Clinical Meeting Industrial Exhibits is to provide an opportunity to extend the educational nature of the ACM by informing attendees of 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 women as patients of obstetricians-gynecologists. If your company provides any of the following products or services, then our members are looking for you: Association/Medical Society Computer Software/Hardware/Technology Diagnostic Equipment/Systems Kits Educational/Training Materials Electronic Medical Records Software Financial Services Food/Nutritional Products Government Agencies Leasing and Insurance Companies Laboratory Services/Cytology/Hematology Laser and Laser Supplies Luxury Consumer Goods (cars, electronics, jewelry) Management (Practice) Market Research Maternity Products/Clothing/Supplies Medical Equipment Medical Supplies/Gloves/ Gowns Office Equipment/Supplies/Furniture Personal Hygiene Products Pharmaceuticals Photographic, X-ray, Imaging, and Ultrasound Equipment Physician Recruitment Publishing/Books Skin Care Procedures Don’t miss this opportunity, reserve your exhibit space now for the 2013 ACM. Contact the Meetings and Exhibits Department at (202) 314-2333 or by email at acmexhibit@acog.org. 6 Exhibit Fees and Policies Convention Dates: May 4-8, 2013 Exhibition Dates: May 6-8, 2013 Location of the Meeting/Exhibition: Ernest N. Morial Convention Center New Orleans, LA The Annual Clinical Meeting’s Industrial Exhibits will be held in Exhibit Halls D–F, at the Ernest N. Morial Convention Center. Tentative Schedule: Exhibitor Registration Hours Friday May 3 8:00 AM - 5:00 PM Saturday May 4 8:00 AM - 5:00 PM Sunday May 5 8:00 AM - 5:00 PM Monday May 6 8:30 AM - 5:00 PM Tuesday May 7 9:00 AM - 4:00 PM Wednesday May 8 9:30 AM - 3:00 PM Exhibitor Move-In Hours Friday May 3 8:00 AM - 5:00 PM Saturday May 4 8:00 AM - 5:00 PM Sunday May 5 8:00 AM - 5:00 PM Exhibition Open Hours Sunday May 5 WELCOME RECEPTION IN EXHIBIT HALL Monday May 6 10:30 AM - 5:00 PM Tuesday May 7 10:00 AM - 4:00 PM Wednesday May 8 10:30 AM - 3:00 PM Exhibits must be staffed during all exhibit hours. Exhibitor Move-Out Hours Wednesday May 8 3:00 PM - 8:00 PM Thursday May 9 8:00 AM - 5:00 PM Friday May 10 8:00 AM - 12:00 PM Move-In Policies An exhibit not in the process of being installed by 12 pm, Sunday, May 5, will have its crates and materials removed at the exhibitor’s expense and placed in off-site storage. All exhibit installation must be completed by 2 pm, Sunday, May 5. The exhibit hall will be cleared at 5 pm. If an exhibit is not set by 2 pm, Sunday, the organization may lose up to 25% of its priority points earned to date and you will not be allowed to complete the installation of your exhibit until the exhibit hall closes at 5 pm on Monday, May 6, 2013. The exhibiting company is responsible for notifying the College’s Exhibits Manager on-site, if they are unable to have their booth ready by 2:00 pm on Sunday, May 5, 2013. There will be an additional fee charged to the exhibitor for any materials or empty cartons placed in aisles after the aisle carpet has been installed. No refund of exhibit fees (in full or part) will be made for organizations that are unable to complete their exhibit installation by the time exhibit hall opens. Dismantlement of exhibits begins at 3:00 pm on Wednesday, May 8. No Dismantling is permitted prior to 3:00 pm. Cost for Exhibit space The standard exhibit size available for the 2013 ACM is a 10’ x 10’ inline exhibit at $3,200 and/or a corner space for $3,500 each. These rates are also for non-profit organizations. No exhibit smaller than a 10’x10’ will be sold. (See Exhibit Fee Structure Chart on page 7). Exhibit Space Includes: Standard inline exhibits are allowed a height limit of 8 feet and island displays are allowed a height limit of 16 feet. Heights will be checked. • Each 10’x10’ standard inline space will be provided with an 8’ backwall drape and a 3’ siderail drape. • Signage with company name and location is complimentary. • Four complimentary exhibit staff badges are provided with 10’x10’ space purchased. (Additional charges apply for badges beyond the allotted complimentary badges). • Complimentary exhibit hall guest passes for local customers, potential clients, or VIPs, a limit of three [3] per company (not to be used as work badges). All furniture, accessories, electrical requirements, carpeting (required), and cleaning for the exhibit space are the responsibility of the exhibitor. All measurements shown on the floor plan are approximate, and the College reserves the right to make modifications as may be deemed necessary, making equitable adjustment with any exhibitor or exhibitors thereby affected. The College also reserves the right to adjust the floor plan to meet the needs of the exhibition. Company checks, money orders, and credit cards (MasterCard, Visa, and American Express) are acceptable forms of payment of exhibit space. All checks/money orders must be in U.S. funds, made payable to “ACOG 2013 ACM” and sent to: THE AMERICAN COLLEGE OF OB/GYN ATTN: EXHIBITS MANAGEMENT 409 12TH STREET, SW WASHINGTON, D.C. 20024-2188 Payments A deposit of 50% of the total cost of the exhibit space requested must be sent with the Exhibit Application and Contract to reserve exhibit space for 2013 ACM. Applications submitted without the required deposit will not be processed until a deposit is received. The date on 7 Exhibit Fees and Policies which the deposit is received will be the date used when determining the order of the assignment of exhibit space. Balance of payment for exhibit space is due January 31, 2013. After January 31, 2013, the application and contract must be sent with full payment. If balance payment is not received by the due date, space(s) reserved may be reassigned and the deposit forfeited. Exhibit Application and Contracts received by May 4, 2012 were assigned exhibit space by priority points. Exhibit Applications received after May 9, 2012 are assigned exhibit space on a first-come, first-serve basis until all exhibit space is sold. Receipt of deposit does not guarantee assignment of exhibit space requested. The College reserves the right to reject any application for exhibit space. Cancellation/Exhibit Space Reduction Organizations participating in the exhibition may cancel the lease of exhibit space or reduce the exhibit space reserved at any time with written notice to the Meetings and Exhibits Department via postal mail, email or fax (202-484-3933). The following schedule will be used when acknowledging refunds for cancellation or reduction: • Cancellation or exhibit space reduction requests received by October 31, 2012, will receive a refund of fees paid less a 10% processing fee of total exhibit space reserved. • Cancellations or exhibit space reductions received after October 31, 2012 to January 31, 2013, will receive a refund of 50% of the cost for total booth fee (deposits or full payment). • No refunds will be made for cancellations or reductions received after January 31, 2013. • If an exhibitor cancels their exhibit space after January 31, 2013, they will be responsible for paying any unpaid balance, if one exists. The College reserves the right to resell any cancelled exhibit space without any notification to the cancelling party, or without refunding any fee paid by the exhibitor. Fees for island spaces include cost for four (4) corners. Dimensions Type Total # of 10'x10' booth units 50% deposit amount 10 x 10 inline $3,200.00 1 $1,600.00 10 x 10 1 corner $3,500.00 1 $1,750.00 10 x 20 inline $6,400.00 2 $3,200.00 10 x 20 1 corner $6,700.00 2 $3,350.00 10 x 20 2 corners $7,000.00 2 $3,500.00 10 x 30 inline $9,600.00 3 $4,800.00 10 x 30 1 corner $9,900.00 3 $4,950.00 10 x 30 2 corners $10,200.00 3 $5,100.00 10 x 40 inline $12,800.00 4 $6,150.00 10 x 40 1 corner $13,100.00 4 $6,550.00 10 x 40 2 corners $13,400.00 4 $6,700.00 20 x 20 island $14,000.00 4 $7,000.00 20 x 30 island $20,400.00 6 $10,200.00 20 x 40 island $26,800.00 8 $13,400.00 20 x 50 island $33,200.00 10 $16,600.00 20 x 60 island $39,600.00 12 $19,800.00 30 x 50 island $49,200.00 15 $24,600.00 40 x 50 island $65,200.00 20 $32,600.00 50 x 50 island $81,200.00 25 $40,600.00 50 x 60 island $97,200.00 30 $48,600.00 50 x 70 island $113,200.00 35 $56,600.00 Exhibit Fee Structure Chart For Prior Approved Exhibitors – To guarantee efficient processing of your application, your payment should be sent with the following forms: 1. Exhibit Application and Contract 2. 50% deposit if received on or before January 31, 2013, and after January 31, 2013, full payment should be sent 3. One (1) sample of ALL brochures to be distributed at the 2013 ACM. NEW - Products/services, electronic submission of the brochures will be accepted. Your application and contract will not be processed in a timely manner if any of these forms are missing or if the exhibit fee deposit is not included. Please contact the Meetings & Exhibits Department at (202) 314-2333 with questions. New/Potential Exhibitors – If your company is exhibiting for the first-time, please follow the instructions listed on page 9, under section – “New/Potential Exhibitors.” 8 Exhibit Fees and Policies No Shows Exhibiting companies that reserve exhibit space and do not provide the College with written notice of their inability to exhibit by April 26, 2013, will automatically be charged an additional lounge fee of $500, and are still responsible for paying any unpaid balance due for any outstanding exhibit fees, and/or lose up to 25% of the total accumulated priority points, and /or may not be allowed to participate in future exhibitions sponsored by the College. After Hours Admission to Exhibit Hall • Exhibitors wearing badges may enter the exhibit hall two hours before the opening of the exhibition on Monday, May 6, 2013. • Exhibitors may enter the exhibit hall one hour before the exhibition opening on Tuesday, May 7, and Wednesday, May 8, 2013, and may remain in the exhibit hall one hour after the close of the exhibition each day to reorganize their booths. After hour demonstrations are not allowed. • On Wednesday, May 8, exhibitors may stay until 9 pm to dismantle their exhibit. • Exhibitors needing access to the exhibit hall at times not stated above must get approval from the College’s Exhibits Manager and provide positive ID to security upon entering the hall. Only exhibitors with badges will be permitted to enter the exhibit hall. 9 ACM Guidelines for Assigning Exhibit Space Priority Point Calculation • Organizations will receive 10 points for each 10'x10' exhibit space purchased and occupied at the ACM. • Organizations are awarded 25 points for having exhibited in at least the past five consecutive ACMs. • For each consecutive year after the fifth, an additional 25 points will be awarded. • Organizations that advertise in the Obstetrics & Gynecology Journal will receive five (5) points for each page of advertisement, two and a half (2.5) points for a half page, and one (1) point for anything less than a half page. • Priority points will also be awarded for certain sponsorship opportunities selected by the College. A list of organizations and their priority point(s) standing is available upon request. To be assigned exhibit space by accumulated points, the Exhibit Application and Contract, and the deposit must be received on or before May 3, 2013. If two or more companies have the same number of points, they will be assigned in the order in which the application is received. If your application is received after May 2, it will be processed and space assigned in the order that the application is received. In the section provided on the Exhibit Application and Contract, please list six (6) preferable exhibit locations (see floor plan, pages 26-27). If at the time of making an assignment for a particular organization, the requested spaces are no longer available, you will be assigned the best space available that is closest to the preferred location first choice. Please keep in mind that there are many organizations applying for the same exhibit space. When making your selections, try not to concentrate all of your choices in one area. Exhibiting companies purchasing more than one exhibit space or exhibit spaces of an odd size will be processed in accordance with the point system unless adherence to the system will make multiple exhibit spaces unavailable. Relocation of Exhibits and Other Floor Plan Revisions ACOG retains the exclusive right to revise the Exhibit Hall floor plan(s) and/or relocate any assigned exhibitors as necessary for the betterment of the event as determined solely by ACOG. Exhibitors who change the size of their exhibit space are not guaranteed the originally assigned location and my be subject to relocation. Advance Exhibit Space Sales The 2012 participating exhibitors were allowed to purchase exhibit space in advance for the 2013 Annual Clinical Meeting (ACM) during the 2012 ACM in San Diego. A completed application and a 50% deposit was required to reserve space in advance and to be assigned space by accumulated priority points. Eligibility for Exhibiting To exhibit at the 2013 ACM, all organizations must be approved by The American College of Obstetricians and Gynecologists (the College). 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. NEW/PAST EXHIBITORS — All exhibitors must complete the enclosed Exhibit Application and Contract on page 31 and submit it along with the appropriate deposit and one (1) copy of product literature and/or pamphlets that will be distributed at the 2013 ACM. Submissions should be sent to acmexhibit@acog.org. To submit information for approval, please mail to: EXHIBITOR APPROVAL REQUEST ATTN: MEETINGS AND EXHIBITS DEPARTMENT 409 12TH STREET, SW Washington, DC 20024-2188 An Exhibit Application and Contract will not be accepted, nor exhibit space assigned until the organization has been approved to exhibit. After the required forms and materials are reviewed, notification of acceptance or denial of the exhibition request will be e-mailed within 2 weeks. After the initial review, the College will re-evaluate each approved exhibitor every 2 to 3 years. The reviews will help us to better serve the interest of our membership. It will also assist exhibitors in remaining compliant with current policies governing what may be displayed and what is appropriate in the exhibit hall. PLEASE NOTE: The receipt of your deposit does not guarantee the assignment of exhibit space. If the College chooses not to or can not assign your organization a space, the College will issue a full refund of the deposit. 10 Usage of Exhibit Space Official Exhibits All exhibits will be assigned by the American College of Obstetricians and Gynecologists (the College) and will be located in the designated exhibit hall(s). No company or their representatives may display, demonstrate, or distribute their products and/or services in any location other than their designated exhibit space(s). Displaying promotional advertisements, the distribution of printed materials, or the solicitation of orders outside of your exhibit space is strictly prohibited. These rules apply to all organizations, their vendors, contractors, staff and agents in attendance at the ACM. Exhibitors who have been approved to host an industry-sponsored event or who are participating in the “Doctor’s Bag” program or other ACM marketing programs may use these vehicles to promote their products/services which have been approved for display by the College. For more information on these programs please see pages 15-16. Children For the protection of your children and in order to maintain the scientific nature of the exhibition, no children under the age of 18 (with the exception of infants carried in a body harness at all times) will be allowed in the exhibit hall during installation, dismantle, and show hours. Strollers are not permitted in the exhibit hall at any time. Subletting of Exhibit space Subletting or sharing of exhibit space is not permitted. There may only be one (approved) exhibitor/company represented in an assigned exhibit space. A participating exhibitor may not assist a non-participating representative in gaining access to the exhibit hall. This includes public relations firms and other third party vendors. All signs, advertisements, publications, materials, products, and representatives’ badges must reflect the name of the contracted exhibiting company. Any violation of these regulations may result in an immediate shutdown and removal of the exhibit and materials in violation, as well as a loss of priority points. Additionally, organizations found to be in violation of these regulations risk denial of participation in future ACMs and removal from the College’s approved exhibitors list. Any variation to this regulation must be in writing and approved by ACOG’s Director of Meetings and Exhibits. CME The granting of CME credits to meeting participants, in any category, from an exhbit space is prohibited. Non-Exhibiting Companies Non-exhibiting companies and their personnel, agents, and contractors will not be permitted in the exhibit hall at any time. In addition, non-exhibiting companies will not be allowed to register for the meeting and will be denied entrance to any of the exhibitor-approved ACM functions for meeting attendees and approved exhibitors. Non-exhibiting companies will not be allowed to display or demonstrate any services or products in the convention center or any hotel within the College’s ACM housing block. We do not offer a walk through of the exhibition hall to non-exhibiting companies. Product/Service Displays The exhibitor is permitted to demonstrate devices, instruments, equipment, or services, to make presentations and to distribute printed materials related to those products or services that are listed on the Exhibitor Participation Form submitted and have been approved by the College. Please be aware that only those products or services that are related to the practice of obstetrics and gynecology or primary care for women are permitted. If your organization has products or provides services that may not be related to the profession of obstetrics and gynecology or women’s health and they have not been approved by the College, they may not be displayed. If such products or services are displayed, the College will require you to remove the unrelated product or service from your exhibit. We reserve the right to decide the appropriateness of any service, product, device, videotape, or audiotape. Products or services not acceptable for exhibition at the ACM include, but are not limited to: 1) Products designed to assist physicians in preparing for board certification examinations; 2) Not FDA approved; 3) Manufactured and sold only through physicians’ offices or the Internet; 4) Not available throughout North and Central America and the Caribbean; 5) Multi-level marketing/profit enhancement opportunities or any variation; 6) Exhibitors shall not offer, and the attendees cannot receive, any type of monetary compensation for the use of a product or service, referrals, or any similar activities; 7) Information or panels for “coming soon” pharmaceuticals or FDA-controlled devices that have not been FDA-approved may neither be distributed nor displayed. If you would like to display a product/service that was not included on the original Exhibitor Participation Form, an amended request must be submitted with five (5) copies of the pamphlet/brochure for written approval 11 Usage of Exhibit Space prior to March 30, 2013. If you have questions, please call the Meetings and Exhibits Department at (202) 314-2333 or send an email to acmexhibit@acog.org. Selling To assist companies with maximizing their exhibiting opportunity, exhibitors will be allowed to sell their products/services in the exhibition hall. The exchange of checks and credit cards for a product or service is allowed. Every transaction must be accompanied by a receipt for the purchaser. For security reasons, cash transactions are discouraged. It is the exhibitor’s responsibility to acquire any necessary licenses, permits, and/or identification numbers required by the local government to sell their products/services. Internet/Web-based/Medical Record Exhibitors Internet companies that offer web page hosting for physicians and their practices must require physicians to read and accept the terms of the site’s privacy, security, and/or confidentiality policies for information posted on the web site. These policies must disclose whether any information provided by the physician will be shared with third parties and describe how the information might be used and identify the third party. If any of the services being provided involve the transfer of medical records electronically, then HIPAA guidelines must be observed. For further details, visit www.cms.hhs.gov/ HIPAAGenInfo/. Internet companies must list on their web site any relationships with commercial entities (e.g., pharmaceutical companies, etc.). Prior to requesting personal information from users online, companies must require users to read and accept the terms of the site’s online privacy policy. Live Scanning The use of ultrasound, x-ray, or laser equipment for the purpose of live scanning of humans is strictly monitored. The College does not allow scanning of human models or animals. Bone density and/or ultrasound scanning of meeting participants may be approved on a case by case basis. Please email your written request to acmexhibit@acog.org, ATTN: Meetings and Exhibits Department. Make sure to provide a detailed letter with the specifications of the equipment you will be using, how it will be used, and a sample of a liability waiver that participants will sign holding the College harmless. This waiver must be approved by the College. Exhibit Photographing/Videotaping Recording video and taking photographs (with film or digital devices, including camera phones), other than by the College’s official photographer, including video or photographing an exhibitor’s own booth, is expressly prohibited. Unapproved photos, images and/or videos will be confiscated. A representative of one exhibiting company may not photograph or record video of another exhibitor’s booth. Violation of this rule will result in the expulsion of the offending exhibitor from the exhibit hall; confiscation of the photo, image and/or video, and the loss of priority points by the exhibiting company. During the Annual Clinical Meeting (ACM), attendees, vendors, guests, and exhibitors may be photographed by the official College photographer, or videographer. The College reserves the right to use an individual’s photo, likeness or image in future promotional ACM publications or materials. Exhibitors wishing to have their booths photographed by the ACOG official photographer should email Acmexhibit@acog.org or refer to the exhibitor service manual. Music, Videotapes, and Posters/Pictures At no time should music or videos be played at a level that interferes with a neighboring exhibitor’s booth activities. Music, videos, or posters/pictures containing sexually explicit or vulgar language or acts are strictly prohibited. The College reserves the right to determine what is appropriate regarding music, music volume, videos, and posters/pictures. Surveys and Questionnaires These guidelines are for exhibiting companies that are asking convention registrants to complete a survey/ questionnaire for marketing research, or analysis purposes. If you are only asking several questions to ‘qualify’ the registrant, approval is not needed. • Written approval from the Meetings and Exhibits Department is necessary if an exhibitor wishes to have meeting attendees complete surveys or questionnaires. Submission of sample survey/questionnaire must be received by April 12, 2013. • A copy of the survey/questionnaire must be submitted with a written statement of the purpose, specific identification of who will have access to the information provided by the survey/ questionnaire, and whether the information will be used in ads, publications, or statements to any news or media source. • All meeting participants must be allowed to complete a survey if they so desire. • An exhibitor may not deny an attendee from participating in a survey/questionnaire based on age, sex, race, or any other reason. 12 General Information ACM Travel Agency/Airline Discounts MacNair Travel Management has been appointed as the official travel agency for the 61st ACM. Tickets must be issued at least 7 days before departure to qualify for discounted fares. Call MacNair Travel Management at 1-877-760-5118 or email acog@macnairtravel.com and identify yourself as an ACM attendee. Delta Airlines is offering discounted fares from 2% to 10% off published airfares. These discounted airfares are in effect when ticketed between 30 days and 7 days in advance of the meeting and when booking through MacNair or directly with Delta. Applicable surcharges, taxes and fees will be added. MacNair agents are available Monday through Friday, 8:30 am-7:00 pm Eastern Standard Time. If you call the Delta Meeting Network directly at 1-800-328-1111, please refer to Meeting Code NMEZ7. These discounted airfares are not available if you book through your own travel agency. Shuttle Service Shuttle service will be provided between the official hotels in the College’s ACM room block that are not in walking distance to the convention center for registered attendees and exhibitors. Shuttle service will begin Friday, May 3, and continue through Wednesday, May 8. Hotel Accommodations The College has secured blocks of rooms in hotels convenient to the convention center area. Each hotel participating in the official ACM room block has set aside a portion of the room block for exhibitor use. These rooms have been set aside to ensure that exhibitors have the opportunity to reserve sleeping rooms as well as hospitality suites in the hotels of their choice. All reservations must be made through the College’s Registration Vendor — Experient, Inc. Hotels will not accept direct reservations. To take advantage of the ACM hotel discounts, exhibitor reservations must be made by March 29, 2013. After March 29, 2013, exhibitors may not be able to receive the ACM discounted rates. Any organization that obtains housing outside of the ACM room block will be sanctioned. Housing forms will be mailed, under separate cover, to every exhibitor that has been assigned exhibit space. Hospitality Suites Exhibitors that would like to request hospitality suites may do so when making the request for sleeping rooms. Hospitality suites are reserved for only those organizations participating in the exhibition. We charge a social event fee of $10,000 to reserve a hospitality suite. This fee provides access to our meeting participants and does not include hotel room charges or charges for a/v, food, etc. Hospitality suites and private parties are not permitted during regularly scheduled hours of meetings, exhibits, or other College functions. Hospitality Suites are allowed at all hotels, except the headquarter hotel (hotel list can be found on page 39.) Exhibitors that schedule private functions in conflict with the official College program, will be required to cease the activity and may be penalized. This policy will be strictly enforced. All functions must be approved by the College. Please see page 35 for detailed information for special events. Exhibitor Guidelines for Public Relations Representatives For answers to questions regarding press, or press passes, contact our Communications Department at (202) 484-3321. 13 Exhibitor ACM — Registration Guidelines Proper Attire All exhibitors and their agents are expected to dress and conduct themselves in a professional manner at all times and to comply with the rules, regulations, and policies enforced by the College during the ACM. Exhibitor representatives are required to staff their exhibit space(s) at all times when the exhibit hall is officially open. If your company is using models to demonstrate your product or service, such as examining tables, etc., they should wear a loose sweatsuit and sneakers. No leotards, shorts, bikinis, or stretch pants are permitted. No Smoking Policy The Committee on Industrial Exhibits has implemented a no smoking policy for the ACM. Smoking will not be permitted in any meeting area, common space in the convention center or exhibit hall. Registration/Badges All individuals representing an exhibiting company must register as an exhibitor and wear the appropriate badge. This policy applies to personnel staffing a particular exhibit for the duration of the exhibition as well as those who will be visiting for a short period of time. It is against the College’s policy for exhibitors to lend their badges to anyone. In addition, it is against the College’s policy for an exhibitor to assist an ineligible individual in obtaining a badge or gaining access to the exhibit hall. Anyone who violates this policy will be barred from further participation in this and future meetings and will have priority points deducted from the company that the exhibitor represents. Each exhibiting company will receive four (4) complimentary badges for each 10'x10' exhibit space purchased. There will be a $30 fee assessed for each badge produced over the complimentary allotment. An exhibitor’s badge is valid for admission to the exhibit hall and the scientific sessions only, depending on space availability. Attendance at Postgraduate Courses, Clinical Seminars, and Luncheon Conferences (ticketed events) are restricted to registered meeting participants. All company representatives must produce a business card for the exhibiting company they represent in order to pick up their badge. The card must have their name printed on it, and if requested, they must be prepared to present a positive form of ID (e.g., driver’s license, military ID) to obtain a badge. Group Pickup will be allowed on-site for companies that have registered 15 or more staff and who have submitted a badge list prior to April 12, 2013. Group badges can only be picked up by the contact specified on the Certified Exhibitor Representative Form. Please be aware that the College will not make a duplicate badge without charging a $30 badge replacement fee. Badges are not refundable and may only be worn by the individual named on the badge. We do not invoice for exhibitor badge fees. Temporary Personnel If it is necessary for your company to employ temporary personnel, be sure to provide them with the exhibiting company’s name, booth number, and the name of the contact at the exhibit. They must bring proof of affiliation with the temporary agency (e.g., name tag or time card), and a positive ID (e.g., driver’s license). All temporary personnel must wear a badge while on the exhibit floor, and be informed that the attire for the ACM is business attire. Temporary staff badges are counted toward your complimentary badge allotment. Guest Badges Each exhibiting company will receive three (3) complimentary one-day guest passes. These passes will allow the guest access to the exhibit hall during regular exhibit hours. These passes may be used on any one day of the meeting after the official opening of the exhibition hall. Guest passes should not be used by exhibitor’s representatives, personnel, or individuals that should buy exhibit space. Exhibitors that are not in compliance with this rule may lose up to 25% of total priority points accumulated to date and will be asked to leave the exhibit hall. The exhibiting company is responsible for all of its guests and may be penalized if their guests are found to be in violation of this rule. Guest passes can not be used for advanced registration of visitors. Work Badges Unregistered exhibitor agents, vendors, and exhibitordesignated contractors who wish to access the exhibit floor during installation and dismantlement hours will be required to show proof of affiliation with the exhibiting company or exhibitor-designated contractor to receive a work badge. Work badges will be distributed from the Exhibitor-Designated Contractor (EDC) Registration Desk or the Freeman Service Center. 14 Contractual Considerations Insurance It is the responsibility of each exhibitor to maintain insurance against injury, property damage, theft, fire, and any other forms of property loss. Exhibitor shall maintain at a minimum the following insurance: Workers’ Compensation insurance – statutory requirements; Employer’s Liability insurance – $100,000 each accident, $500,000 policy limits, and $100,000 each employee; Commercial General Liability insurance – $1,000,000 each occurrence; Personal Injury Liability insurance – $1,000,000 each occurrence; Business Automobile Liability – $1,000,000 each accident; Umbrella Liability – limit of not less than $1,000,000. If requested by the College, Exhibitor shall provide the College with certificates evidencing the required coverage before the ACM. Exhibitor Disputes and the College Exhibiting companies, their employees, agents, and vendors agree that any legal disputes, suits, or actions between the College and an exhibitor resulting from the participation in the exhibition or related activities of the Annual Clinical Meeting will be governed by the laws of the District of Columbia without regard to conflicts of law principles, and shall be adjudicated exclusively in the courts located within the District of Columbia. Exhibitor hereby consents to personal jurisdiction and venue in the District of Columbia. Contract By signing the Exhibit Application and Contract, the exhibitor agrees to abide by all of the requirements contained in this Exhibitor Prospectus, the Exhibitor Service Manual, and any correspondence from the American College of Obstetricians and Gynecologists (the College) to the exhibitor/exhibiting company, their staff, officers or agents. Together these documents comprise the contracts between the College and the exhibitor. Violations The College reserves the right to shut down any exhibit or bar future exhibition participation if, in the College’s opinion, the exhibitor disregards or refuses to observe The College’s/Convention Center’s defined policies, or it is determined that the exhibit is offensive or not in keeping with the professionalism or standards of the practice of ob/gyn, or written/verbal instructions. If a shutdown does occur, we will neither refund the exhibit fee paid nor pay for exhibitor losses such as exhibitor housing, travel, wages, or other fees associated with exhibiting. First Violation – Exhibitor may forfeit up to 25% of the total of priority points accumulated to date. Second Violation – Exhibitor may forfeit up to 50% of the total of priority points accumulated to date and may be barred from participation for 1 year. Third Violation – Exhibitor may not be permitted to exhibit at future College meetings. If in the College’s opinion, an exhibitor flagrantly disregards the College’s guideline(s), policies or directives, the College reserves the right to impose an appropriate penalty which may not be stated above. Liability Exhibitor shall indemnify the College, its officers, directors, agents, employees, and members against any and all liability, loss, claims or actions, and the defense thereof (including reasonable attorney’s fees and cost), 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 exhibitor, its employees, agents, subcontractors, or vendors. The exhibitor further agrees that the College and its respective agents and employees shall not be responsible in any way for 1) damage, loss, theft, or destruction of any property of the exhibitor or 2) injury to Exhibitor or its representatives, agents, vendors, employees, licensees, or invitees. 15 Marketing and Promotions IMPORTANT RESTRICTIONS Use of the College Name, Insignia, Logo, or Acronym (ACOG) or “The College” - neither the American College of Obstetricians and Gynecologists, insignias, logos, or acronyms (ACOG) or the convention show logo may be used in signs, advertising, or promotions in any media or on descriptive product literature either inside or outside the exhibit area. This rule applies before, during, and/ or after the meeting. The College’s names, insignias, logos and acronyms are properties of the College and may not be used without prior written permission of the College. Booth activities and educational/symposia events or receptions cannot be promoted together on the same promotional literature. The only exception are the statements similar to the following that can be used on booth promotional mailing pieces. The American College of Obstetricians and Gynecologists can only be used in a sentence following after the company name and booth number. ACOG or the College’s name should never be used on any promotional piece without written approval. All literature must be submitted to the College for approval. Example of approved statements: “Visit Daewood Industries at booth #1234 at the 2013 ACM in New Orleans, Louisiana” “Stop by and let Johnson Wax Company at booth #111 show you how to shine at the 2013 Annual Clinical Meeting.” “Visit Brown & Lee at booth #1523 2013 Annual Clinical Meeting American College of Obstetricians and Gynecologists May 4-9, New Orleans, Louisiana” Exhibiting companies may only advertise or distribute information using the marketing opportunities listed on pages 15-16. At no time is distribution of promotional material permitted by an exhibitor anywhere within the convention center (other than in exhibit space), hotel lobbies, shuttle buses, restrooms, or other common areas. Companies that distribute information outside of the College’s approved marketing opportunities may lose up to 50% of total priority points accumulated to date and materials will be removed and destroyed. As part of the hotel room drop service, (the College “Doctor’s Bag” program), a “Doctor’s Bag” will be placed on every meeting participant’s hotel door each morning. For more information, please contact Ascend Media at (913) 344-1359. An ad reservation form will be included in the exhibitor service manual. Please note that the promotional piece submitted for inclusion in the “Doctor’s Bag” program may only promote your company’s product, service, or event to be held or displayed during the ACM. If your piece contains advertisement(s) from other exhibiting or non-exhibiting companies, it will not be approved for participation in the “Doctor’s Bag” program. Advertisements cannot promote products/services that have not been approved for display by the College. Are you looking for a novel way to promote your company, reinforce brand loyalty, increase visibility, and profit from a tremendous marketing value? The College is pleased to provide the following opportunities for an exhibitor to advertise their products and services to the attendees of the ACM. ACM Exhibit Guide The ACM Exhibit Guide offers the exhibiting companies an opportunity to be recognized in numerous ways. The ACM Exhibit Guide contains a complete directory of exhibiting companies listed by booth number order, category, and in alpha company name order. Each company’s listing will contain the company name, address, phone number, company web site and product categories. Each exhibiting company will also be given a Final Program and an Exhibit Guide at the ACM. In order to be listed in the guide your company must reserve exhibit space and pay all fees in full by February 29, 2013. The exhibitor is responsible for completing the ACM Exhibitor Company Listing Form to guarantee the accuracy of your company’s information. The College will not assume responsibility for errors printed in the ACM Exhibit Guide. Exhibit Guide Advertising The Exhibit Guide is a fantastic advertising opportunity which promotes new products, educational symposia or company services. The ACM Exhibit Guide is given to every registered meeting participant at the ACM and is used as a reference tool long after the meeting is over. For more information regarding advertising in the ACM Exhibit Guide, please contact the College’s Meetings and Exhibits Department at 202-863-2437. The College reserves the right to merge the Exhibit Guide with an existing publication, or place on the web, at its sole discretion and without notification. Hotel Room Drop Service “Doctor’s Bag” Exhibiting companies that would like to distribute advertisements and invitations to meeting participants during the ACM may do so only by participating as exhibitors at the meeting. 16 Marketing and Promotions ACM Show Daily To assist your company maximize its exposure at the ACM, the College and Ascend Media have partnered to produce the ACM News, Preview Edition, the onsite ACM News Daily Edition, and the ACM News, Post Edition. Each of these opportunities offer a unique venue for your company to capture the attention of more than 54,994 College members (who are mailed the ACM News, Preview Edition before the meeting) and more than 8,000 attendees who receive the ACM News Daily Edition with three separate issues, distributed daily during the 2013 ACM. By establishing a presence in College publications, there is an opportunity to reach thousands of obstetricians-gynecologists, obstetrical and gynecological nurses, nurse practitioners, and other women’s health professionals who make purchasing decisions. Your advertisements can not promote products/services that have not been approved for display by the College. Ad reservations will not be accepted from exhibiting companies that have not submitted their Exhibitor Participation Form to the College. For more information, please contact Ascend Media at (913) 344-1359. An ad reservation form will be included in your exhibitor service manual online. Mailing Labels Companies that have registered to exhibit at the ACM may purchase the pre-registration or post-registration mailing lists. A sample of your promotional mailing must be submitted to the College for approval by the Meetings & Exhibits Department before your mailing label request will be processed. The meeting labels may not be duplicated or resold to another organization. Only 2013 ACM exhibitors may rent an advance registration mailing list. A mailing label order form will be included in your exhibitor service manual. Please contact Experient, Inc., at (888) 270-8467 for more information. Label Cost: 2012 Attendee Labels (approx. 3,500) - $600 2013 Pre-Registered Attendee Labels (est. 2,900) - $650 2013 Post-Registered Attendee Labels (est. 4,000) - $750 Lead Retrieval One of the best ways to measure your success at the ACM is to rent a lead retrieval device. Each meeting attendee is issued a smart card during registration that contains the attendee’s name, address, telephone, fax, and email information. The lead retrieval device allows you to capture the attendee’s information with speed and efficiency. You can also have your customized questions added to the information captured by the lead retrieval device. The information can be downloaded to provide you with the attendee’s information in various formats – labels, on disk, or add a printer for immediate printing options. A scanner order form will be included in the exhibitor service manual. Experient, Inc. is the official provider of our lead retrieval service and they can be reached at (888) 270-8467. Badge Categories Each meeting attendee will be required to wear a color-coded identification badge that represents one of the following meeting categories: Green Fellow, Life Fellow, Fellow Senior Status, Junior Fellow in Practice, Junior Fellow in Training Purple Associate Member/Educational Affiliate Blue Non-Member Resident/Non-Member Physician Yellow Medical student and one-day passes Orange Other Health Care Professional Green stripe Spouse/Guest RED Exhibitor BLACK Exhibitor Guest Pass Clear College Staff and Vendors (Badge colors may change without notification.) Sponsorship Opportunities The College provides many sponsorship opportunities. Sponsorship is beneficial for the exhibitor, as well as, the College. Sponsorship increases an organization’s visibility with meeting participants and creates a positive impression that one cannot gain through traditional means of marketing. Acknowledgement of sponsors will be made through printed signs positioned near the entrance to the exhibit hall and in the ACM Preliminary Program, Final Program, and the ACM Exhibit Guide (if applicable), if received by February 3, 2013. For more information on these opportunities, please contact Katie O’Connell, Director of Development and Industry Relations at (202) 863- 2546 or by email at koconnell@acog.org. Note: An organization will not accumulate priority points without having an exhibit. Obstetrics & Gynecology Journal Advertising Organizations may purchase advertising space in the College Journal, Obstetrics & Gynecology. Please contact Pharmaceutical Media, Inc. at (212) 685-5010, for more information. 17 Giveaways/Entertainment, Booth Activity, and Raffles/Drawings Giveaways Exhibiting companies are permitted to distribute giveaways in accordance with the AMA Ethical Guidelines, which can be found at www.ama.assn.org In addition, exhibitors are encouraged to review and adhere to other applicable guidelines and codes of ethics, such as the Pharmaceutical Research and Manufacturers of America (PhRMA) Code on Interactions with Healthcare Professionals, Advanced Medical Technology Association (AdvaMed) Code of Ethics on Interactions with Health Care Professionals and the Office of Inspector General’s (OIG) Compliance Program Guidance for Pharmaceutical Manufacturers. Pharmaceutical and device companies are reminded to pay special attention to the recently revised PhRMA and AdvaMed Codes, respectively which prohibit their members from distributing many traditional giveaway items. When possible, giveaways should be associated with products or services of the exhibiting company, and/or related to the physician’s work. A giveaway should not exceed a retail value of $100. Within this limit, the College encourages all exhibitors to check with their companies’ own medical affairs/compliance staff for guidelines adhered to by their own companies. All giveaways must be registered by April 12, 2013, using the enclosed Application for Drawing and Giveaway Items Form. Bottled water is permitted as a giveaway, buy must be approved by the College and purchased through the convention center. A corkage fee will be accessed by the Convention Center for anyone wishing to bring their own bottled water into the convention center. Food and refreshment booth catering services must be ordered through the official caterer of the Ernest N. Morial Convention Center. Food/Catering Activities at Booth All giveaways must be approved in writing by the College’s Meetings and Exhibits Department. If giveaway of food/beverage items are desired, please submit your request in writing outlining your suggested food/beverage giveaway and how it will be distributed. Requests must be submitted no later than April 12, 2013. Also note that no giveaway or its packaging can bear the College or ACM logo, name or acronym. Food and beverage giveaway items approved by the College must be ordered through the Convention Center’s official caterer at 504-582-3000. Raffles and Drawings Raffles and drawings may only occur before or after the official show hours. The winner need not be present to win. The winner’s name should be posted in your exhibit space. Cash for completing surveys/questionnaires is prohibited (this also includes travelers checks, Visa, MasterCard, and American Express credit cards). Please submit your raffle activity request in writing to the Meetings and Exhibits Department by April 12, 2013, in order to receive approval. Approval from the College is required before raffles/drawings may occur. Booth Activities (Celebrity or Theater Presentations) If you are planning to have a celebrity appear in your exhibit space or setup audience seating, please be sure that enough exhibit space has been purchased to comfortably seat your celebrity, exhibit staff, and meeting participants. No lines will be allowed to form in the aisles or overflow into another company’s exhibit space. All entertainers/celebrities, and magicians, etc. must be approved by the College’s Meetings & Exhibits Department in writing by April 12, 2013. Application for Drawing & Giveaway Items Application for Drawing & Giveaway Items The College’s rules and regulations are designed to create a fair and equitable business environment for all participating companies and meeting attendees. Giveaways may be distributed from an exhibitor’s booth with prior approval. Such giveaways must meet American Medical Association (AMA), Advanced Medical Technology Association (AdvaMed) and Pharmaceutical Research and Manufacturers of America (PhRMA) guidelines regarding gifts to physicians from industry. This form MUST be completed and returned to the College NO LATER THAN APRIL 12, 2013, for approval. Drawings and/or giveaway items will not be allowed after this date. The College strongly recommends obtaining approval before ordering giveaways in large quantities. This document will be returned to you identifying which items have been approved or denied. Please provide artwork sample of giveaways. COMPANY NAME:_________________________________ CONTACT: _______________________ BOOTH #_ _________ TELEPHONE NUMBER:______________________________________ EMAIL: _____________________________________ Note: Do not list brochures/flyers/literature that pertain to your business. No giveaway item, nor its’ packaging, can bear the College, Congress, or ACM logo, name, or acronym. All food and beverage giveaway items must be approved by the College, and must be ordered through the Convention Center’s official caterer. GIVEAWAY ITEMS – REQUEST FOR PERMISSION TO GIVE AWAY THE FOLLOWING ITEMS: Approved/Declined Approved/Declined   _____________________________   _____________________________   _____________________________   _____________________________   _____________________________   _____________________________   _____________________________   _____________________________ (If more space is needed, attach a separate sheet) DRAWING ITEMS – REQUEST FOR PERMISSION TO HOLD A DRAWING. DRAWING ITEMS ARE: 1. __________________________________________ 2. __________________________________________ Approximate Value of Item: $__________________ Approximate Value of Item: $__________________ 3. __________________________________________ 4 __________________________________________ Approximate Value of Item: $__________________ Approximate Value of Item: $__________________ (If more space is needed, attach a separate sheet) Below are some guidelines exhibitors must follow when holding a drawing from their exhibit space. 1. All meeting registrants must be eligible to participate in the drawing. 2. No purchase is required to receive a prize. 3. Raffles and drawings may only occur before or after the official show hours. 4. The winner need not be present to win. The winner’s name should be posted in your exhibit space. All drawings should be completed by 3:00 pm on the last day of the show. 5. Names, addresses and telephone numbers of those entering your drawing are for the exclusive use of the exhibitor. No sale or transfer of contact information is allowed. 6. Exhibitors shall undertake the responsibility for mailing, shipping, or delivering prizes to the winners. 7. Cash for completing surveys/questionnaires is prohibited (this also includes travelers checks, credit cards, and gift cards). Return by April 12, 2013 to: American College of Obstetricians and Gynecologists, Meetings and Exhibits Department, 409 12th Street SW, Washington, DC 20024-2188 EMAIL: acmexhibit@acog.org Approved By:_______________________________________________________________ Date:_______________________ 18 19 Official Contractors and Services The Annual Clinical Meeting (ACM) official general contractor is: Freeman Customer Service Dept. 1000 Elmwood Park Boulevard New Orleans, LA 70123 Phone: 504-733-7469 Fax: 504-733-8333 Email: FreemanNewOrleansES@freemanco.com After space has been assigned by the College, an exhibitor service manual will be available online. The service manual will enable the exhibitor to order services and equipment for their exhibit space. The following services must be performed exclusively by the College, our vendors/contractors, or convention center appointed contractors and vendors: • Booth cleaning services • Convention and security • Material handling services • Audio visual and computer rental services • Electrical services • Plumbing services • Telephone services Forms will be available in the exhibitor service manual online through Freeman Online. You will be notified by email when the exhibitor service manual is available at www.freemanco.com. Advance Shipping Freeman will receive, warehouse, transfer, and handle all exhibits. Exhibitors must ship all displays, ALONG WITH A BILL OF LADING, for arrival no later than Friday, April 27, 2013. (Deliveries received after the deadline date will incur additional fees.) Ship to: (Exhibiting Company Name) (Booth Number __________) HOLD FOR: AMERICAN COLLEGE OF OBSTETRICIANS AND GYNECOLOGISTS c/o Freeman Companies 905 Sams Avenue New Orleans, LA 70123 Shipping to Show Site Direct shipments to show site will be accepted beginning, Friday, May 3, 2013. Note: Advance and direct shipping labels are included in the exhibitor service manual . Direct shipments should be sent to: (Exhibiting Company Name) (Booth Number __________ ) HOLD FOR: AMERICAN COLLEGE OF OBSTETRICIANS AND GYNECOLOGISTS C/O Freeman Ernest N. Morial Convention Center 900 Convention Center Blvd. New Orleans, LA 70130 It is the responsibility of the exhibiting company to forward all pertinent information to their contractors (e.g., exhibitor service manual, move in/out instructions, shipping). Material Handling/Storage/Hauling The official material handling contractor, Freeman will move all freight from the docks to the company’s exhibit space. This service includes: • Storage prior to the show (30 days) • Transportation from warehouse to exhibit • Removal and storage of empty crates • Reloading at show site Freeman has the responsibility of receiving and handling all exhibit materials and empty crates. It is their responsibility to manage the docks and schedule vehicles for the smooth and efficient move-in/move-out of the exhibition. Freeman will not be responsible for any material it does not manage. An exhibitor may “hand carry” materials provided they do not use material handling equipment to assist them. When exhibitors choose to “hand carry” material, the loading dock/freight door areas must be used. Exhibitors may not use public entrances. Accessible Storage Accessible storage for sample materials and other items will be available. Prior to the opening of each day’s show, you may order deliveries as necessary. Labor charges are the responsibility of the exhibiting company. No four-wheeled carts are allowed on the exhibit (hall) floor once the show has opened. 20 Official Contractors and Services Personal Unloading/Reloading of Exhibits All exhibit materials personally delivered by vehicle to the convention center must be unloaded/reloaded at the loading dock. Exhibitors may unload and reload their own personal vehicles only, provided they are fulltime employees of the exhibiting company and do not use mechanized equipment such as dollies, hand trucks, pallets, jacks, etc. No deliveries are allowed through the main entrance of the convention center. Unpacking/Porter Service To maintain the aesthetic appeal of the meeting, any exhibitor unpacking products or giveaways must request porter service to remove refuse. The College reserves the right to order porter service, at the exhibitor’s expense, for any exhibitor that does not properly discard refuse in a timely manner, or creates an unsafe environment. Miscellaneous Deliveries Deliveries of items other than exhibit freight, e.g., equipment rentals, etc., must be sent through the convention center loading dock and distributed through the Freeman Service Center. Delivery personnel will not be badged and cannot gain access to the exhibit floor. No deliveries may be made through the lobby of the convention center. ACM Official Vendors The College has contracted with the following vendors for your convenience: Audio Visual (ACM Exclusive Provider) The Audio Visual Management Group, Inc. (AVMG) Contact: Karen Arnold 3310 Matrix Drive, Ste. 200 Richardson, TX 75082 (214) 343-2864 Fax: (214) 349-4658 Email: karnold@avmg.com Travel Agency MacNair Travel Management (877) 760-5118 Email: acog@macnairtravel.com Florist Convention Plant Designs, Inc. Contact: Debbie Farge 3100 Ridgelake Drive, Ste. 107 Metairie, LA 70002 (504) 454-7204 Fax: (504) 454-7262 Email: cpd@cpdi.net Lead Retrieval Experient, Inc. Contact: Melissa Hopson 1888 North Market Street Frederick, MD 21701 (866) 221-7921 Fax: (301) 694-3286 Email: melissa.hopson@experient-inc.com ACM Video Broadcast News Newsday Communications Contact: Janet L. Huillier 4817 W. 122nd Terrace Overland Park, KS 66209 (913) 327-8933 Fax: (913) 339-6129 ACM Newspaper Advertising & Hotel Room Drop Service Ascend Integrated Media Contact: Suzee Dittberner 7015 College Blvd., Ste. 600 Overland Park, KS 66211 (913) 344-1420 Fax: (913) 344-1492 Email: sdittberner@ascendintegratedmedia.com Decorator Freeman 1000 Elmwood Park Boulevard New Orleans, LA 70123 (504) 733-7469 Fax: (504) 733-8333 Email: FreemanNewOrleansES@freemanco.com Registration and Housing Experient, Inc. Contact: Iris Kaplan 1888 North Market Street Frederick, MD 21701 (847) 966-5532 Email: iris.kaplan@experient-inc.com 21 Exhibitor-Designated Contractors Prospectus, other official documentation, and/or exhibitor service manual. 6. An EDC must cooperate with the official contractors/vendors, especially by not interfering with the efficient use of an official contractor’s employees. EDC must be signatory to a current local labor agreement with the union claiming jurisdiction over the work to be performed by the EDC and must not commit any acts that lead to work stoppages, strikes, or labor problems. 7. An EDC must work from their client’s booth space. An EDC who is supplying personnel to an exhibitor may not set up a service desk in “aisles, common areas” or “the no freight aisles.” 8. Solicitation of business by EDCs in the exhibit hall is strictly prohibited. This includes, but is not limited to, the posting of signs, distribution of literature, business cards, or other forms of advertising/ marketing. 9. No EDC employee or agent is allowed on the exhibit floor during exhibition hours unless it is at the specific request of the exhibitor. This request must be made in writing to the Meetings and Exhibits Department and include the name of those individuals needing access as well as an explanation as to why such access is necessary. The College will treat these individuals as exhibitor personnel and attribute their registration to the overall booth registration total. If the badges prepared for these individuals exceed the allocated number of complimentary badges, the appropriate fees will be charged. 10. The EDC must adhere to the move-in and moveout schedules. If an EDC desires earlier access to the exhibition than the approved ACM schedule, a request must be submitted in writing from the exhibiting company to the Meetings and Exhibits Department for approval by March 30, 2013. 11. All employees must be dressed in appropriate business attire during the times when the exhibit hall is open (shirt and tie or polo shirt and slacks, no company logos, no shorts or sweat pants). 12. Exhibitors and their EDC’s will be responsible for any additional expense incurred by the College or Freeman (the College’s official show decorator), should any occur. Exhibitors and/or the Exhibitor Designated Contractor agrees to reimbursement of any expenses incurred by the College because of the activities of the EDC. Exhibitors may use Exhibitor-Designated Contractors (EDC) for other services than those mentioned under “ACM Official Vendors” on page 20. Exhibitors who decide to use an EDC must require their contractor to adhere to all of the College’s rules and regulations. Exhibit companies will be held responsible for any violations of our policies or the inappropriate actions of their EDC. Unauthorized EDC’s will not be granted access to the exhibit hall. 1. All exhibitors must submit to the College in writing, on the exhibiting company’s letterhead, letters from an authorized exhibiting company representative (letters from contractors will not be accepted) or the form in the exhibitor service manual, the name of the contracted company, the contact person, the company’s mailing address, business telephone, fax number, and email. This must be received by the Meetings and Exhibits Department no later than March 1, 2013. Requests received after March 1, 2013, will not be authorized. 2. All EDCs must submit to the College a certificate of insurance (an original, no faxes or photocopies) that provides for not less than $1,000,000 of general liability insurance including property damage and workman’s compensation. This certificate must name the American College of Obstetricians and Gynecologists (the College) as the certificate holder and additionally insured and must be valid from May 3-11, 2013. All original insurance certificates must be received by the College’s Meetings and Exhibits Department no later than March 29, 2013. A list of clients that the EDC will be servicing during the 2013 ACM must also be attached. EDCs that fail to send in an insurance certificate will not be allowed to provide their services. No exceptions will be made. 3. Exhibitor-Designated Contractors (EDC) must have licenses, permits or bonding required by federal, state, county, municipal governments and the Ernest N. Morial Convention Center prior to commencing work, and shall provide the College with evidence of compliance upon request. 4. Upon arrival at the convention center, EDC must check in at the EDC registration desk to receive permits to work in the exhibit hall. Daily passes will be issued to the labor supervisor only. The first representative will be responsible for distributing the passes to their co-workers. The College can assume no responsibility for the distribution of work passes. 5. The College reserves the right to remove any exhibitor or designated contractor whose actions jeopardize the on-time opening of the exhibition or whose employees fail to observe the regulations and procedures contained in this Exhibitor 22 Booth Configuration and Construction In an effort to maintain a uniform appearance, the College has adopted some guidelines for exhibit construction as suggested by the International Association of Expositions and Events and Healthcare Convention & Exhibitors Association. When designing your exhibit please keep in mind the following overall regulations: • Island exhibits may not exceed 16 feet in height. • No two-story exhibits will be allowed. • No hanging banners/signs or lights from the exhibit hall ceiling. • No exhibitor will be allowed to merge two corner exhibits (peninsula exhibits). • No exhibit may include, or overflow into, an aisle or an exhibit occupied by another organization. • No balloons are allowed in the convention center. • All exhibit spaces must be carpeted. The common drape and aisle carpet used by the College will be published in the exhibitor service manual. Hanging Signs/Lights Exhibitor’s signs or lights may not bear the College or ACM name or its logo. All signs or lights must be in your exhibit at all times and must be positioned or affixed in a manner that would not present a potential hazard. Hanging a sign/banner from the exhibit hall ceiling is not permitted. Island Exhibits Island exhibits may not exceed 16 feet in height. Full use of the floor area within the island is permitted; however, no part of the exhibit, demonstrations, or exhibitor activities may extend beyond the preestablished boundaries of the contracted exhibit space. Solid walls must be set at least 4 feet back from the aisles. Exhibitors with island spaces are reminded to provide sufficient see-through areas to prevent blocking views of adjacent exhibits. When scheduling activities that may draw crowds, exhibitors must make available (in contracted floor area) adequate space for lines. Please take this into consideration when determining how much space is needed for your exhibit. Individuals who desire to visit your exhibit will not be allowed to wait or form lines in the aisles. In-Line Exhibits Exhibits and signage may not exceed 8 feet in height. In-line exhibits may not contain construction that exceeds 4 feet in height in the front 5 feet of the exhibit. Diagonal site lines of neighboring exhibits cannot be obstructed. The rear 5 feet of the exhibit (5 feet from the back wall) may contain construction up to 8 feet. To accommodate the needs of our exhibiting companies, some in-line exhibit spaces may be converted into an island when assignments are made. These converted exhibit spaces may not be reflected on the floor plan contained in this exhibitor prospectus. All changes to the floor plan must adhere to all prevailing fire regulations and must be made by the College’s Meetings & Exhibits Department. Peninsula Exhibits Peninsula/end cap exhibits will not be assigned. 23 Security and Fire Regulations Fire Regulations All exhibiting companies and their personnel must comply with the local, state, and federal fire regulations. All decorating materials, furniture, signs, and equipment must meet the local, city, and state fire and public safety regulations. In accordance with the city fire marshall, no empty crates or boxes may be stored in the exhibit area, under draped tables, or behind the pipe and drape. Fire regulations require that any enclosed exhibit must be equipped with smoke detectors. The College requires that any exhibitor using or generating hazardous waste or potentially dangerous materials must obtain the written permission of the College’s Exhibits Management and the convention center prior to the opening of the Exhibition. Hazardous waste is considered to be any liquid, material, or substance that may cause fire, injury or make the air unsafe to breathe. The following are prohibited unless approved by the College prior to the date of exhibition: • Flammable liquids • Combustibles • Hazardous materials/waste and equipment • Cooking devices (e.g., microwaves, hot plates, radiant ovens, etc.) • Anything producing an open flame Questions about Fire Department regulations should be directed to the Convention Center. Security The College will not assume responsibility for any theft, damage, or loss of any kind. However, the College will strive to protect exhibitors and their equipment by providing general perimeter security in the exhibit hall on a 24-hour basis from 7 am on May 3, 2013, to 5 pm on May 11, 2013. Exhibitors desiring security specifically for their exhibit(s), may order guards for an additional fee by contacting the official contracted security firm; security forms will be contained in the exhibitor service manual. As a precaution, only the official security firm will be allowed to provide security for your exhibit. Possible Demonstration Please make the College aware if your organization may be the subject of a demonstration or protest group. This is necessary so that the appropriate measures may be taken to lessen the impact such demonstrations may have on the ACM attendees. (This will not have any bearing on your ability to exhibit at the ACM.) Product/Equipment Removal Exhibitors that would like to remove company equipment (e.g., medical equipment, computers, luggage, and boxes) from the exhibit hall during show hours must complete an equipment materials release form and provide the attending security personnel with a business card and a driver’s license or military ID for identification. Release forms can be obtained from the Freeman Service Center, security at the entrance to the exhibit hall, or from the main exhibitor’s registration desk. The College advises that you do not place products or any other items of value in your exhibit booth until there is a company representative in attendance. If an item missing from your exhibit booth is presumed stolen, please notify security immediately. Again, the College will assume no responsibility for missing or stolen items. Where do you go when it’s time to get away? N’Awlins! Direct doctors to your booth in New Orleans with the ACM Exhibit Guide Magnify your on-site visibility through the target exposure of the ACM Exhibit Guide, the ideal way to get your advertising message into the hands of your audience. Whether a physician is looking to navigate the Exhibit Hall Floor, finding a product, locating a booth, or researching industry-sponsored symposia or special events, they will turn to the ACM Exhibit Guide. Ads are interspersed throughout, providing maximum visibility and cross-over to the company, booth, and product listings. Don’t Miss this Opportunity! For more information contact ACOG Exhibits Manager, Arthinia Morgan (202) 863-2437 • acmexhibit@acog.org New Orleans The American COllege of obstetricians and gynecologists Exhibitor prospectus 61st Annual Clinical Meeting Ernest N. Morial Convention Center • New Orleans, LA Exhibition May 6-8, 2013 25 Future Meetings & Dates Annual Clinical Meetings Chicago, IL April 26-30, 2014 McCormick Place San Francisco, CA May 2-6, 2015 Moscone Convention Center District I, III & IV October 11-13 Rio Mar Beach Rio Grande, Puerto Rico District II October 25-27 Grand Hyatt Hotel New York, New York District V, VI, VIII & IX September 26-28 Grand Wailea Maui, Hawaii District VI & XI September 26-28 Westin La Cantera San Antonio, Texas Armed Forces District (X) October 27-30 Sheraton Baltimore City Center Baltimore, Maryland District XII August 16-18 The Breakers Palm Beach, Florida 2013 District Meetings (Tentative schedule, subject to changes.) 26 Floor Plan * 20' ENTRANCE LUNCHEON CONFERENCES 1-40 6' 6' 6' 6' 6' 6' 10' 6' 6' 6' 6' 6' 6' 6' LUNCHEON CONFERENCES 41-80 6' 6' 6' 6' 6' 6' 6' 6' RESERVED FOR ACOG AFFILIATES REGISTRATION Printer Email ACOG Career Connection Sliding Doors CASHIER Video Chair Computer/ STORAGE 2M Cabinet ACOG OFFICE OFFICE ACCOUNTING ON-SITE REGISTRATION REGISTRATION SHOWCASE B UY S ESSION RECORDINGS LOCAL HOST 10' FIRE EXIT 100 101 102 103 104 105 106 107 108 109 110 111 114 116 117 118 119 120 121 122 123 124 125 126 127 128 129 131 132 136 137 138 139 140 141 142 143 144 145 200 201 202 203 20' 204 206 208 209 20' 210 20' 216 217 218 219 220 221 222 223 224 225 226 228 229 230 231 236 237 238 239 240 241 242 243 244 245 300 301 20' 302 20' 304 307 309 311 Yale Pathology Labs 316 30' 317 50' 30' 322 324 325 327 328 20' 329 336 337 338 339 340 341 342 343 344 345 401 20' 20' 406 407 20' 408 410 411 424 425 426 20' 427 30' 436 437 20' 438 20' 440 442 443 20' 444 20' 501 503 505 506 30' 507 509 511 517 20' 30' 524 525 526 527 528 20' 529 531 537 20' 541 543 545 600 20' CSL Behring 601 50' Reserved 50' 604 606 608 610 Aprima Medical Software 617 American Medical Association 619 621 623 624 OBG Management 625 626 627 628 20' 629 636 20' 637 30' 640 642 643 644 645 716 20' 717 50' 80' ACOG Member Services Booth 720 722 724 726 20' 736 20' 737 739 740 741 742 743 744 745 801 50' Reserved 50' 836 Ob.Gyn.News 837 20' 838 20' 840 842 843 844 845 917 919 921 923 925 927 929 937 20' 941 942 943 20' 944 1001 20' Wallach Surgical Devices 1007 20' 30' CORD: USE Cord Blood Bank 1016 20' Karl Storz Endoscopy 1017 20' 20' Samsung Medison America, Inc 1020 1022 1023 20' 20' Medical Diagnostic Laboratories 1024 1026 20' 1029 20' 20' Myriad Genetics Laboratories Inc 1036 1037 30' Welch Allyn Inc 1038 1040 1042 20' 1043 1045 1100 20' American Medical Systems 1101 20' 20' Cook Medical 1107 Premier Medical Products 1109 20' Gynex 1117 20' 40' Sanofi BioSurgery 1129 20' 20' Applied Medical 1136 Expecting 411 1137 NextGen Healthcare 1138 20' 1139 20' 1142 20' 1143 1145 1201 50' Reserved 50' 1206 30' Mission Pharmacal Company 1217 Contemporary Ob/Gyn 1219 20' Ascend Therapeutics USA, LLC 1225 Novasys Medical 1227 20' Mast Biosurgery Inc 1236 Neoventa Medical 1237 20' 1238 20' 1240 1242 20' 1243 20' 20' 1316 20' Mead Johnson Nutrition 1317 50' Merck & Co 1320 Vista Staffing Solutions Inc 1324 FamilyCord-A California Cryobank Co 1325 20' 40' Watson Pharmaceuticals, Inc 1326 Da Capo Lifelong Books 1328 SIUI America Inc 1337 20' 20' 1343 1345 1401 1425 1437 20' Verinata Health Inc 1441 1442 1443 1444 1445 APGO 10' 10' 10' 10' 10' 10' 10' 13' 10' 13' 12' 10' 10' 10' 10' 10' 10' 20' 10' 10' 10' 10' 10' 10' 10' 10' 10' 20' 10' ACOG 2013 MAY 4-8, NEW ORLEANS MORIAL CONVENTION CENTER NEW ORLEANS, Annual Clinical Meeting 2013 May 4-8, 2013 Ernest N. Morial Convention Center • New Orleans , Louisiana 27 ACM 2013 — New Orleans, Louisiana * * * * * * * * * * FIREBOX FIREBOX PRODUCT THEATER ENTRANCE EXIT EXIT 20' 30' 6' 6' SEATING FOR 458 20' 30' REGISTRATION FREEMAN SERVICE DESK TELECOMMUNICATIONS ELECTRICAL FLORAL AVMG- AUDIO VISUAL PHOTOGRAPHY Freeman Storage 4m x 6m Service Desk Office 4m x 9m A.E. Office 4m x 5m Lead Retrieval 3m x 12m Floor Mgrs 4m x6m AVMG Convocation Robing Storage 13M x 12M 03 02 01 05 04 Email Printer 07 06 29 Messages Exhibit Storage Exhibitor Registration ACOG Advocacy 10' CATALOGS LITERATURE SHOWCASES SHOWCASES Poster Bin Holders Video ACOG BOOKSTORE ON-LINE EVAL./CERT. OF ATTEND. OFFICE VAL'S BAG STORAGE 2014 ACM Restaurant Reservations Spouse/Guest Tours ADVANCE REGISTRATION OFFICE STORAGE e-Syllabi DIAPER DRIVE CASHIER LEAD RETREIVAL Coat Check 10' x 20' Exhibit Office STORAGE 10' FIRE EXIT 10'-1" POSTER SESSIONS 5 4 3 2 1 12 13 14 15 16 21 20 19 18 17 28 29 30 31 32 37 36 35 34 33 44 45 46 47 48 53 52 51 50 49 60 61 62 63 64 69 68 67 66 65 76 77 78 79 80 8 7 6 9 10 11 24 23 22 25 26 27 40 39 38 41 42 43 56 55 54 57 58 59 72 71 70 73 74 75 10' 85 84 83 82 81 92 93 94 95 96 88 87 86 89 90 91 10' J6 J5 J4 J3 J2 J1 8' 6' 6' 6' 6' 6' 6' 6' 6' 6' 6' 6' 6' ACOG CAFE SEATING FOR 540 101 100 99 98 97 108 109 110 111 112 104 103 102 105 106 107 8' 8' 10' 8' 8' 8' 30' Inc 1401 50' Reserved 50' 1425 20' 40' 1437 20' Verinata Health Inc 1441 1443 1445 1517 50' 30' Teva Women's Health 1525 Workman Publishing 1527 20' Simbionix USA Corp 1536 20' Gaumard Scientific 1537 Neogyn Inc 1539 1540 1541 1542 1543 1544 1545 1601 50' 30' Conceptus Incorporated 1609 20' 20' Greenway Medical Technologies Inc 1624 20' Incisive Surgical Inc 1625 Teva Women's Health 1627 Center for Disease Detection 1628 Merz Pharmaceuticals 1629 20' Cerner Corporation 1636 20' 1637 Ellman International 1639 1640 1641 1642 1643 1644 1645 1709 20' Richard Wolf Medical Instruments Corporation 1717 20' 40' CooperSurgical, Inc 1724 20' Amnisure International LLC 1727 Everidis Health Sciences 1728 20' TeleVox 1729 20' 1736 20' Laerdal Medical 1737 20' 20' 1740 1742 1743 1744 1745 1801 30' Philips Healthcare 1808 20' American Society for Reproductive Medicine 1809 20' 20' Clinical Innovations Inc 1817 20' 20' Abbott 1823 20' Vermillion, Inc 1826 Medical Protective 1827 Southcentral Foundation 1828 20' CerviLenz Inc 1829 GU Logic Inc 1837 1839 1841 1842 1843 1844 1845 1900 McGraw- Hill 1901 Kaiser Permanente 1902 20' Smith & Nephew Endoscopy 1903 20' Intimina by Lelo 1909 20' 20' Alere 1917 20' Personal Medical Corp 1922 Jarrow Formulas, Inc 1923 20' 20' GenPath Women's Health 1924 Organization of Teratology Information Specialists 1926 1928 1936 1938 1940 1942 1944 2000 Danco Laboratories, LLC 2001 30' 2002 2004 Delphi Healthcare Partners 2009 20' 20' Upsher- Smith Laboratories, Inc 2016 20' CONMED 2017 20' 20' Hitachi ALOKA Medical 2023 20' 2029 20' 20' 2100 2101 2102 20' 2103 20' 2109 20' 20' Sequenom Center for Molecular Medicine 2122 20' 2125 20' 2129 2131 2200 20' Pathology, Inc 2201 50' Hologic Inc 30' 2204 2209 20' 20' Cord Blood Registry 2216 20' 2217 20' 30' 2220 2224 2225 2226 2227 30' 2228 2230 2237 2239 2241 2309 20' 2317 20' 2321 2324 2325 2326 2327 2328 20' 2329 20' 2336 2337 2338 2339 2340 2341 2401 PracticeLink 2403 2405 2408 20' 2409 20' 2416 ClientTell 2417 20' 40' 2418 2420 2424 2426 20' 2427 2429 2430 2431 2436 2437 2438 2439 2440 2441 2500 2501 20' 2502 2503 2504 2505 2508 2509 20' 2510 20' 2517 20' 30' 2525 2526 2527 30' 2528 2530 2536 2537 2538 2539 2540 2541 2601 20' 2602 20' 2604 2607 2609 20' 2617 30' 2623 2624 2625 2626 2628 2630 2636 2637 2638 2639 2640 2641 2701 2703 2705 2706 2707 2708 20' 2709 2711 2713 2715 2716 2717 2718 2719 2720 2721 2722 2723 2724 2725 2727 2729 Everyday Health Inc SonoScape Company Limited 2117 2119 2121 First Response/ Church & Dwight Co Inc Bio-Oil/ Pacific World Corporation 1929 20' 2028 20' MedGyn Products, Inc BOOTH CATERING 2629 2631 6' 6' 23' 10' 10' 10' 12' 10' 11' 10' 10' 10' 10' 10' 10' 10' 10' 20' 20' 10' 10' 10' 10' 10' 10' 10' 10' 10' 10' 10' 2013 2013 CENTER - FIRST FLOOR/ EXHIBIT HALL D-F ORLEANS, LOUISIANA Inventory as of 06/15/2012 Dimension 10'x10' 10'x20' 10'x30' 20'x20' 20'x30' 20'x40' 30'x50' 50'x50' 50'x80' Size 100 200 300 400 600 800 1,500 2,500 4,000 Totals: Qty 339 64 11 27 455 41 460 IMPORTANT ALL Island Booths must have an electrical floor within the perimeter of the booth. ALL in line 10' x 10' bays must have an electrical somewhere along the back wall. Floor Boxes in aisles cannot be used. Overhead electrical increases the electric rates ALL AISLES SHOULD BE 10' UNLESS OTHERWISE APPROVED IN ADVANCE *- Due to additional labor costs, a 50% be added to the total electrical bill for this SCALED TO FIT PAGE REVISION DATE: DRAWING STARTED: DISCLAIMER FACILITY: BOOTH COUNT BLDG. LEGEND: FILE PATH: 4/18/12 NP PROJECT NUMBER: ACCOUNT EXECUTIVE: C. ORRIS 252326 MORIAL CONVENTION CENTER O:\CAD\SHOWS 2013\Z_OTHER STATES\05-MAY\ACOG DRAWING NAME: ACOG 0513.dwg 6/15/12 NP © COPYRIGHT 2007, FREEMAN CO. RIGHTS RESERVED. EVERY EFFORT HAS BEEN MADE ENSURE THE ACCURACY OF INFORMATION CONTAINED ON FLOORPLAN. HOWEVER NO WARRANTIES, EITHER EXPRESSED OR IMPLIED MADE WITH RESPECT TO THIS FLOORPLAN. IF THE LOCATION OF BUILDING COLUMNS, UTILITIES OR OTHER ARCHITECTURAL COMPONENTS OF THE FACILITY A CONSIDERATION IN THE CONSTRUCTION OR USAGE OF AN EXHIBIT, IT IS THE RESPONSIBILITY OF THE EXHIBITOR PHYSICALLY INSPECT THE FACILITY VERIFY ALL DIMENSIONS AND LOCATIONS. Visit ACOG web site for a more current copy of the 2013 ACM floor plan: www.acog.org/acm/exhibition.cfm 28 2012 ACM Exhibitors Abbott Abbott Nutrition ABT-Belli Materna, Inc ACIGI Relaxation/Dr. Fuji ACOG’S VRQC Program & WHOQS Program ADP AdvancedMD Advanced Practice Strategies Advocate Medical Company, Inc. AirStrip Technologies LP Alere, LLC American Association of Pro-Life OB/GYNs American Express Open American Medical Association (AMA) American Medical Systems American Society for Reproductive Medicine AmniSure International LLC Applied Medical Aprima Medical Software Inc Aria Diagnostics ArjoHuntleigh Army Medical Recruiting ASCEND Therapeutics, a Besins Healthcare Company Association of Professors of Gynecology and Obstetrics (APGO) Astellas Pharma US, Inc Athenahealth Inc Avion Pharmaceuticals Baxter Healthcare Corp Bayer HealthCare Pharmaceuticals BD Diagnostics - Tripath Be Be Vu BELLEFIT, INC BellyBandit Beutlich LP Pharmaceuticals BIODIS/CITOFEM BioFilm Inc BioTech Pharmacal, Inc Bioteque America Inc Breckenridge Pharmaceutical Inc Brolex, LLC Cadence(TM) Pharmaceuticals, Inc California Cryobank/FamilyCord CareFusion Center for Disease Detection Central Drugs Cerner Corporation Cervilenz Inc Challenger Corporation Chison Medical Imaging Co, LTD Church & Dwight- First Response ClientTell Clinical Care Options Clinical Innovations Inc Coast Science Coloplast Corporation CombiMatrix Diagnostics Community Health Systems Comtron Inc. Conceptus Incorporated ConMed Corporation Contemporary Ob/Gyn Cook Medical CooperSurgical, Inc Cord Blood Registry CORD:USE Cord Blood Bank Covidien, LLC Crocs Rx Cryo-Cell International Inc Cryopen, Inc CSL Behring Cura Surgical, Inc. Da Capo Lifelong Books Danco Laboratories, LLC DDC/ DNA Diagnostics Center DEKA Medical Inc Delphi Healthcare Partners Inc Demandforce, Inc digiChart Doc’s Duds Lab Coats Doximity DrFirst DSM Nutritional Products featuring lifes DHA DuoFertility Ecleris eClinicalWorks Ellman International Elsevier e-MDs Esaote North America Everett Laboratories Everidis Health Sciences Everyday Health Inc. Evofem, Inc Expecting 411/Windsor Peak Press Fairhaven Health, LLC FemCap Inc Ferring Pharmaceuticals Ferring Pharmaceuticals Forest Pharmaceuticals, Inc. Gaumard Scientific GE Healthcare Geisinger Health System GenPath Women’s Health Gen-Probe Incorporated Glenveigh Medical, LLC Global Medical Staffing Greenway Medical Technologies Inc Group B Strep International Group Health Permanente GU Logic Inc Gynecor, A Division of Bostwick Laboratories Gynegen Gynex Halo Healthcare, Inc. Halt Medical Inc Hawaiian Moon Henry Schein MicroMD Hitachi ALOKA Medical Hologic Inc Hospital Corporation of America (HCA) Hospital Information Services HRA Healthcare Research & Analytics Ideal Protein i-Lipo-Chromogenex US Incisive Surgical Inc INGfertility Insight Pharmaceuticals International Society of Cosmetogynecology Intimina by LELO InTone by IncontrolMedical, LLC Intuitive Surgical It’s You Babe, LLC Jan Marini Skin Research, Inc Jarrow Formulas, Inc Jaypee Highlights Medical Publishers, Inc. Johnson & Johnson Family of Companies Kaiser Permanente Karl Storz Endoscopy Kinetic Concepts, Inc/KCI LabCorp LABORIE Laclede, Inc. Laerdal Medical Lexion Medical Lil’ Drug Store Products Limbs & Things Inc 29 Liposuction.com Lippincott Williams & Wilkins - Wolters Kluwer Health LocumTenens.com Marina Medical Instruments Masimo Massaging Insoles Mast Biosurgery McGraw-Hill McGuff Compunding Pharmacy Services, Inc. Mead Johnson Nutrition MEDA Pharmaceuticals Inc. Medafor, Inc Medelita Scrubs & Lab Coats MedGyn Products Inc Medi USA Medical Diagnostic Laboratories LLC Medical Doctor Associates Inc Medical Information Systems (ACOG Update) Medical Protective Mediwatch USA Medstreaming MedTech For Solutions Merck & Co Inc Merge Healthcare Merrill Lynch Merz Pharmaceuticals Midmark Corporation Millennium Laboratories Mimic Technologies, Inc. Mindray North America Ministry HealthCare Mission Pharmacal Company MMS/Medical Measurement Systems Model-Med International MSI Precision Myriad Genetic Laboratories Inc Natera National Society of Cosmetic Physicians Nature Made Neogyn, Inc Neoventa Medical New Life Shoes, LLC New Wave Surgical Corp. NextGen Healthcare Norcal Mutual Insurance Company Novasys Medical Novogyne Pharmaceuticals NutraBella, LLC Ob Hospitalist Group OB.GYN.News OBG Management Omnia Education/ReachMD OraSure Technologies Inc Organization of Teratology Information Specialists Bio-Oil Pamlab, LLC Pathology, Inc. Pearl Insurance PedsPal Group Purchasing Program Peri-FACTS PerkinElmer Labs Pfizer PFL-Medical Billing & Pre-Collections Philips Healthcare PhoneTree Plasma Surgical, Inc. PracticeLink Preeclampsia Foundation Premier Medical Products Prime Clinical Systems, Inc PriWater Inc. Clearblue ProPath Questcare Obstetrics Regency Therapeutics RF Surgical Systems, Inc Richard Wolf Medical Instruments Corporation Riverside Health System Roche Ryan Residency Training Program Salus Global Corporation Samsung Medison America, Inc. Sanofi US Conventions Sea-Band, Ltd Semprae Laboratories, Inc Sequenom Center for Molecular Medicine Shionogi Inc. Sidra Medical and Research Center Siemens Medical Solutions USA Inc Simbionix USA Corporation SIUI America Inc Smith & Nephew,Inc SonoScape Co Ltd Southcentral Foundation Southwestern Vermont Medical Center SpiraBrush CX-Shared Medical Resources, LLC SRS Medical Corp StemCyte Summit Doppler Systems Inc SurgiCount Medical SurgiMark, Inc. SurgiQuest Surgitools USA LLC Sutter Health Sacramento Sierra Region Syneron Candela Take Shape For Life TeleVox Software Inc Teva Women’s Health The Dannon Company The Female Patient The Hormone Foundation More (OB) Program The Pregnancy Power WorkBook Reclined View Thermedx, LLC Ther-Rx Corporation Thomas Medical Toshiba America Medical Systems Total Body Contouring Trigg Laboratories, Inc. Trophikos, LLC Ultimate Aloe Skin Care University of TN Phys Exec MBA Program Upsher-Smith Laboratories Inc UpToDate Utah Medical Products, Inc Venous Health Sytems, Inc. Venus Concept VerifyEMR Verinata Health, Inc Vermillion, Inc Victor Center for the Prevention of Jewish Genetic Diseases VISTA Staffing Solutions Inc Vitera Healthcare Solutions Vivere Health, LLC Wallach Surgical Devices Warner Chilcott Watson Pharmaceuticals, Inc. Weatherby Healthcare Welch Allyn Inc Wiley-Blackwell Publishing William Blair & Company LLC WomanCare Global LLC Women’s Health Laboratories Workman Publishing Company Xytex Cryo International, Ltd Yale Pathology Labs Yodle, Inc ZocDoc 30 How to Apply for Exhibit Space The American College of Obstetricians and Gynecologists will accept the Exhibits Contract/Application form along with company checks, money orders, and credit cards (MasterCard, Visa, and American Express) for payment of exhibit space. All checks and money orders must be in U.S. funds and made payable to – American College of Obstetricians and Gynecologists 2013 ACM and mailed to: 2013 ACM Attn: Meetings and Exhibits Department 409 12th Street SW Washington, DC 20024-2188 Tax ID number is 36-2217981 To assist with the efficient processing of your application, please make sure to follow the instructions listed below: 1) The College WILL NOT accept faxed applications or brochures. 2) Exhibit Application and Contract must be signed and dated by an authorized representative of the participating organization. 3) 50% deposit must accompany application if received on or before January 31, 2013, and full payment should be sent if submitted after January 31, 2013. The College will not invoice for initial deposit. 4) For All Exhibitors: Contract/Application with one (1) sample of all brochures to be distributed at the 2013 ACM must be sent with the Exhibit Application and Contract electronically to acmexhibit@acog.org. The Exhibit Application and Contract will not be processed in a timely manner if any of the above forms or payments are missing. For further exhibit information, please contact the Meetings and Exhibits Department at (202) 314-2333. ACOG Exhibit Application and Contract ACOG’s 61st ANNUAL CLINICAL MEETING Ernest N. Morial Convention Center – New Orleans, Louisiana – May 4-8, 2013 I/We agree to pay with application 50% of the total fee for booth space and pay the balance due by January 31, 2013. Applications received after January 31, 2013, must be submitted with full payment. Incomplete applications, unapproved exhibitor’s applications, and applications received without deposits will not be processed. This application and contract may be cancelled at any time by the College with written notice. ACM 2013 Exhibition Dates: May 6-8, 2013 • Early Bird Application Deadline: May 9, 2012 PLEASE PRINT OR TYPE Company or Organization Name (This name will appear in the Exhibit Guide.) Booth Contact (All exhibit material will be forwarded to contact at address below.) Title Mailing Address [No P.O. Boxes, please.] City State Zip Country Telephone Number Fax Number Email Address Please indicate the desired booth size. (Must be in increments of 10 feet.) Booth size:_____x____ Each inline booth is $3,200 and each corner space is $3,500. Cost of exhibit space inline(s): $___________ + corner(s) $___________ = Booth Total $__________ Booth(s) Request: (Please indicate booth choices in order of preference.) 1st______________ 2nd______________ 3rd______________ 4th______________ 5th______________ 6th______________ List up to three competitors that you do not wish to be placed within close proximity. (The College cannot guarantee that competitors will not be placed in close proximity, but all efforts will be made to honor requests.) 1) _________________________________ 2) _________________________________ 3) _____________________________________ Please note that all exhibitors must send sample brochures of products and services to complete the processing of this application. Agreement Exhibitors that promote, distribute, or display products/services that are not approved by the College, contrary to the College's purpose for industrial exhibits or the AMA Guidelines will be shut down immediately. I have read the information contained in the College Exhibitor Prospectus, and do hereby agree to abide by all requirements set forth in the Exhibitor Prospectus, the ACM exhibitor service manual and any correspondence from the College or its agent(s). Authorized exhibitor representative signature Date If paying by check, please make payable to ACOG 2013 ACM. If paying by credit card, please complete all of the information below to ensure that your credit card is accepted and your payment is approved. Credit Card Type: q Visa q MasterCard q American Express _____ Amount to charge: $________________________ Credit Card #_ _____________________________________________ Exp. Date_________/CVN #__________________________________ Printed Name on Card (as it appears)_________________________ Payment Authorized by:_____________________________________ FOR ACOG USE ONLY Natl. ID #____________________ Date Received ___________ Total Due $____________ Check #___________ Booth(s) Assigned _____________________________________ MAIL TO: ACOG 2013 ACM, ATTN.: Exhibits Management, 409 12th Street SW, Washington, DC 20024-2188; Tel: (202) 314-2333 or email acmexhibit@acog.org Organization description, please check all that apply: q Association/Medical/Society q Laser and Laser Supplies q Photographic, X-ray, Imaging, and Ultrasound q Computer Software/Hardware Technology q Market Research Equipment q Diagnostic Equipment/Systems/Kits q Maternity Products/Clothing Supplies q Publishing/Books q Education/Training Materials q Medical Equipment q Recruitment (Physician) q Electronic Medical Records Software (EMR) q Medical Supplies/Gloves/Gowns q Skin Care Procedures q Financial Services/Leasing/Insurance q Office Equipment/Supplies/Lights/ q Skin Care Products q Food/Nutritional Products Furniture/Gowns q Surgical Instruments/Supplies q Government Agencies q Personal Hygiene Products q Other____________________________________ q Laboratory Services/Cytology/Hematology q Pharmaceutical 32 Exhibitor Participation Form ACOG will review to ensure that only products, services, and information that the College deems appropriate or related to the field of obstetrics and gynecology will be displayed or distributed at the ACM. The College reserves the right to determine what is acceptable for exhibition at the ACM and may deny applications of previous or potential exhibitors, or restrict the material or information that is exhibited. All products or services that will be exhibited must be listed on this form. Only those products/services listed and approved by the College will be eligible for display in your exhibit space. Please complete and return this form to: Exhibitor Approval Request, Attn: Meetings & Exhibits Department, 409 12th Street SW, Washington, DC 20024-2188. (202) 314-2333 or acmexhibit@acog.org. Has the organization’s name changed within the past 5 years? Yes ❑ No ❑ If yes, list all previous name(s) used:____________________________________________________________________________ Has the organization applied to exhibit at the ACM within the past five years and been denied? Yes ❑ No ❑ Are the products or services: (check all that apply) ❑ sold through physician’s offices ❑ sold in retail stores ❑ sold by an organization representative ❑ sold over the Internet ❑ sold only through pharmacies ❑ available nationwide ❑ available in only limited locales If sold in retail stores, list retailer(s):____________________________________________________________________________ FOR College USE ONLY: Committee Member: ____________________________ Date: _________________ New Company: ______ New Product: ______ Exhibiting Company (enter guideline codes): Approved ___________________ Approved w/condition ___________________ Denied _____________________ Specific product(s)/service(s) denied (list by number): Approved with condition/Comment regarding decision: _________________________________________________________________ 2. 3. 4. 5. 1) Full FDA Approval 2) 510K FDA Approval 3) FDA Approval for Research Use Only 4) FDA Approval Not Needed 5) FDA Approval Pending Product Or Service Previously Exhibited at an ACM Please enter Y for Yes or N for No Describe the Product Use or the Service Provided Product Name or Service Enter the appropriate information: 1. Please list all products/services that will be displayed in the exhibit space at the ACM. New potential exhibitors or exhibitors with new products must include a pdf of products or services listed below. Electronic submission of brochure materials is acceptable. U.S. Federal Government agencies may send three (3) pamphlet/brochure copies. Please be sure to write in the appropriate FDA code for each product: 1) Product has Full FDA Approval; 2) Product has 510K FDA Approval; 3) Product is FDA Approved for Research Use Only; 4) FDA Approval Not Needed; 5) FDA Approval Pending Any spaces left blank for a product will delay the processing/approval of your materials. 33 Rules & Regulations over please➛ CODES AND REGULATIONS Exhibitor shall adhere to and be bound by 1) all applicable fire, utility, and building codes and regulations; 2) any and all rules or regulations of the facility where the ACM is held; 3) applicable terms of all leases and agreements between the College and the managers or owners of the facility; 4) the terms of any and all leases and agreements between the College and any other party relating to the Exhibit. Exhibitors shall not, nor permit others to do anything to the booth or do anything in the facility that will in any way void the policies or increase the insurance premiums payable by the College or the owners or managers of the facility. SPACE ASSIGNMENTS Booth assignments will be made in accordance with the College's priority point system under which each exhibiting company’s request for space is given a priority rating which reflects the company’s record as an exhibitor at previous ACMs, the number of booth spaces purchased, and as an advertiser/sponsor of certain College publications and programs. For more details, please see Exhibitor Prospectus. HOSPITALITY SUITES AND PRIVATE PARTIES Only participating exhibitors shall be authorized to use hospitality suites in the official hotel(s). No hospitality suites are permitted in the Headquarters hotel. Hospitality suites and private parties shall not be open during regularly scheduled hours of meetings, exhibits or other ACM functions. Exhibitors who schedule private functions in conflict with official ACM events will be penalized. This policy will be strictly enforced. All functions must be approved by the College. Please see the Symposium/Special Event Application. EQUIPMENT Booth equipment provided by the College and/or its vendors or agents shall be returned to the College at the end of the meeting, complete and in good condition, normal wear and tear expected. Exhibitor shall have no right, title or interest in such equipment. Exhibitor shall provide all other equipment at his or her own expense. All draping and decorative materials used by Exhibitor shall be flameproof. DEMONSTRATIONS All demonstrations and displays shall be confined to the Booth. The College shall have the right to exclude or to require modification of any display or demonstration that, in its sole discretion, is considered unsuitable to or not in keeping with the character of the Exhibition. The College shall have the right to prohibit the use of amplifying equipment or music that, in its sole discretion, is considered objectionable. The College shall have the right to demand modification of the appearance or dress of persons or mannequins used in connection with displays or demonstration. FOOD AND DRUG ADMINISTRATION (FDA) Exhibitors with products or devices regulated by the FDA are reminded that any mention of product names that is accompanied by information on usage and indications is considered advertising and is subject to applicable FDA guidelines. Exhibitors must also comply with the FDA restrictions on the promotion of investigational and pre-approved drugs and of approved drugs for unapproved uses. Information and guidance may be obtained from the FDA Division of Drug Marketing, Advertising, and Communications, 5600 Fishers Lane, Rockville, MD 20857; (301) 227-6822. Additional information is available through the FDA’s medical advertising information line, 1-800-238-7332. If FDA approval is required, then you must have FDA Approval before the College will allow you to exhibit your product. Single product exhibitors who are awaiting FDA approval must forward evidence of FDA approval by March 9, 2012 in order to be eligible to exhibit. Companies that exhibit multiple products, have exhibited in previous Annual Clinical Meetings, and are awaiting FDA approval of a new pharmaceutical or device must submit evidence of FDA approval to the Exhibits Management Department by April 6, 2012 if the company desires exhibiting that product at the 2012 Annual Clinical Meeting. If FDA approval is not obtained by the April 6, deadline, the exhibitor may only exhibit those products that have FDA approval and are related to women’s health care. PHOTOGRAPHY Exhibitors shall not take photographs of or videotape any booth(s). If a picture or video of your booth is desired, please contact the official photographer (see Official Contractors and Services section of the service manual). The College management or security will confiscate the film or tape of any exhibitor who violates this rule. The College reserves the right to photograph or videotape your exhibit, for use in the Exhibitor Prospectus or College publication. ASSIGNMENT AND SUBLEASE Exhibitor shall neither sublet the booth or any equipment provided by the College, nor shall the Exhibitor assign its lease in whole or in part to any other party without prior written notice to and approval from the College. LIABILITY Exhibitor shall indemnify the American College of Obstetricians and Gynecologists (the College), its officers, directors, agents, employees, and members against any and 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 Exhibitor, its employees, agents, subcontractors, or vendors. Exhibitor further agrees that the College, 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. Exhibitor shall not allow any children in the exhibit hall during installation or dismantle. INSURANCE Exhibitor shall maintain at a minimum the following insurance: Workers’ Compensation insurance — statutory requirements; Employer’s Liability insurance — $100,000 each accident, $500,000 policy limits, and $100,000 each employee; Commercial General Liability insurance — $1,000,000 each occurrence; Personal Injury Liability insurance — $1,000,000 each occurrence; Business Automobile Liability — $1,000,000 each accident; Umbrella Liability — limit of not less than $1,000,000. If requested by the College, Exhibitor shall provide the College with certificates evidencing the required coverage before the ACM. CANCELLATION AND POSTPONEMENT OF EXPOSITION In the event that the ACM is postponed due to any occurrence not occasioned by the conduct of the College or Exhibitor, whether such occurrence be an Act of God or the common enemy or the result of terrorism, war, riot, civil commotion, sovereign conduct, or the act or conduct of any third party, then the performance of the parties of their respective meeting obligations shall be excused for such period of time as is reasonably necessary after such occurrence to remedy the effects thereof. If the occurrence results in cancellation of the ACM, the obligations of the parties under applicable agreements shall automatically be terminated and all booth payments shall be refunded to Exhibitor, less a pro rata share of expenses actually incurred by the College in connection with the Meeting. HANDLING AND STORAGE The College and the owners or managers of the facility where the ACM is to be held shall not accept or store display material or empty crates, and Exhibitor shall make its own arrangements of shipment, delivery, receipt and storage of such materials and empty crates. Such arrangements may be made through the Official Contractor, if desired, and Exhibitor shall in any event provide the Official Contractor with copies of all bills of lading. All shipments and deliveries to the ACM shall be prepaid. Exhibitor shall not incur any obligation to the Official Contractor merely by reason of providing copies of any bills of lading hereunder. CANCELLATION/BOOTH REDUCTION Organizations participating in the exhibition may cancel this agreement at any time by written notice to the College's Exhibits Management Department. The following schedule will be used when acknowledging the cancellation and/ or booth reductions: Cancellations on or before 10/31/2012 will receive a refund less 10% processing fee. Cancellations 11/1/2012 - 1/31/2013 will receive 50% of the total booth fee (deposits or full payment). Booth reduction requests received 10/31/2012 - 1/31/2013 will be assessed a 10% penalty fee. No refunds for cancellations after 1/31/2013 but companies will be responsible for paying the balance of the booth space if one exists. The College reserves the right to resell any cancelled exhibit space without any notification to the canceling party, or without refunding any fees paid by the exhibitor. SECURITY The College shall provide guard service throughout the hours of installation, show and dismantlement period, and exercise reasonable care for the protection of the exhibitors’ materials and display. Beyond this, the College, the show facility, or any officer or staff member or vendor thereof will not be responsible for the safety of the property or the exhibitor, his agents or employees, from theft, damage by fire, accident, or any other cause. Exhibitor is required to secure sufficient insurance coverage for all booth contents. ARRANGEMENTS OF EXHIBITS Standard booth background and side rails, decorated with curtains and uniform two-line signs are provided without charge. Booth backgrounds are eight feet in height, and divider rails are three feet in height. In the area five feet forward from the rear background of each booth, display material may be placed up to a height not exceeding eight feet from the building floor. In any portion of the booth beyond five feet from the rear background of the booth, all parts of the exhibit shall be placed not to exceed four feet from the building floor. Islands will be permitted to a maximum height of sixteen feet. Exhibits not conforming to these specifications, or which in design, operation, or otherwise, are objectionable in the opinion of the College will be prohibited. No solid construction allowed within the first four feet of island booth space. HANGING SIGNS/LIGHTS AND BALLOONS Exhibitors’ signs or lights may not bear the College's name or its logo. All signs or lights must be in your booth at all times and must be positioned or affixed in a manner that would not present a potential hazard. Hanging banner or lights from the convention center ceiling in the exhibit hall is not permitted. NEW THIS YEAR! WELCOME RECEPTION IN THE EXHIBIT HALL The 2013 ACM Welcome Reception will be held in the Exhibit Hall of the Ernest N. Morial Convention Center on Sunday, May 5, 2013. All booths must be staffed during this time. This will be an excellent opportunity to have dedicated and uninterrupted face-to-face contact with ACM attendees!! Please plan accordingly For more information, please email acmexhibit@acog.org 35 Symposia and Special Events The American College of Obstetricians and Gynecologists (the College) continues its policy of inviting industry to host educational symposia and other events during the Annual Clinical Meeting (ACM), but limits when those events may take place. No industry-sponsored activities can be scheduled during the official program of the ACM, no activities can conflict with the Welcome Reception held on Sunday, May 5, 2013, and the “Party With The President” event held on Tuesday, May 7, 2013. All morning symposia/events must end by the AM time listed below and all afternoon symposia/events may not start prior to the listed PM time (the schedule below is subject to change): Saturday, May 4, 2013........... Before 7:00 AM and after 5:30 PM Sunday, May 5, 2013............. Before 7:00 AM and after 5:30 PM to 6:00 PM Monday, May 6, 2013............ Before 7:00 AM and after 5:30 PM Tuesday, May 7, 2013............ Before 7:00 AM only Wednesday, May 8, 2013...... Before 7:00 AM only Rules and Regulations Governing Sponsored Symposia and Special Events To receive approval for an unofficial activity, the exhibiting company’s outstanding fees must be paid in full to participate in the exhibition. If the exhibiting company’s space/booth is cancelled, the exhibitor will not be allowed to sponsor a symposia, social event, or any unofficial activity during the ACM. If you wish to host an event, the Symposium/Special Event Application must be completed and sent with the appropriate fee by March 29, 2013, see application on page 37. Symposium and special event requests for venues currently under contract by the College for use during the 2013 ACM may not be approved for industrysponsored events. Applications will be processed on a first-come, first-served basis. The College does not offer CME accreditation for industry-sponsored symposia. Unofficial Social and Educational Activities Unofficial activities are defined as any activities or events that are not sponsored by the College. This includes, but is not limited to, industry symposia, combination of symposia/social functions, focus groups and social events. If an unofficial event is approved by the College, it may not be held at the Headquarters hotel or the convention center. It will be assigned a space (pending space availability) to a hotel in the College’s hotel block depending on the listed choices on the submitted application form. Symposia/Special Event Fees Industry educational symposia may be held for a fee of $20,000. The fee provides access to the ACM meeting participants and does not include hotel charges for room rental, audio visual, food, airline travel, etc. Social events/food functions may be held for a fee of $10,000. Events are recognized as social functions if they provide no continuing medical educational portion (i.e., receptions, dinners, breakfasts at which no featured, scheduled, or impromptu speaker will provide an educational presentation, no posters or abstracts available and/or no discussion of company services/products). Sponsors whose programs are not placed due to lack of space or refusal of application will be refunded the total symposium/event fee. No refunds will be given for symposium/event cancellations unless the College cancels the event. If an exhibitor is scheduling an event involving any of the ACM meeting attendees or faculty in the city in which the College is hosting its ACM between May 4-10, 2013, the exhibitor must complete the Symposium/Special Event Application and pay the appropriate fee. Staff Meeting Space – meeting space request for staff meetings must also be submitted through the College (on a space available basis). Additional space will be approved on a case-by-case basis for a fee of $1,000. Staff meeting space must be for exhibit staff uses only and will be required to follow the same restricted meeting schedule as assigned to symposia and special events, with one exception: staff meeting space can be requested for anytime on Saturday and Sunday. If meeting space is required, you must contact the College directly (not the hotel) to reserve space, complete the Symposium and Special Event Application on page 37. If requesting staff meeting space, a letter must accompany the Symposium and Special Event Application stating that only employees of the exhibiting company or organization will be in attendance, and that no doctors or registered attendees will be participating in this meeting. Third-Party Medical Education Provider Sponsors who choose to use a third-party planner must submit a letter on company letterhead notifying the College of the company name, address, phone number, and company contact information. Symposium/Special Event Applications received from third-party planners without the required letter will be denied. The sponsoring organization will be held responsible for all actions of the vendor/third party, and any accident(s) or suit(s) arising from or in connection with the event. 36 Symposia and Special Events Promotional Brochures and Invitations All announcements and invitations should clearly indicate on the COVERS the name(s) of the education (or social) event sponsoring organization and the source of financial support for the event. The materials in no manner may imply, either directly or indirectly, that the program is a part of, or an official activity of the College. No symposia/event material may use language or terms such as “presented during,” “presented in conjunction with,” “preceding,” “prior to,” “following,” “live from,” or statements similar in nature may not be used. Use of the College logo, name, seal, or the ACM logo or name are not permitted. Booth activities and educational/symposia events or receptions can not be promoted together on the same promotional literature. See pages 15-16 for additional marketing guidelines and restrictions. All marketing and promotional materials for all industry-sponsored events must display on the covers the disclaimer: “This event is neither sponsored nor endorsed by the American College of Obstetricians and Gynecologists.” The Meetings and Exhibits Department must approve, prior to printing, all promotional announcements, invitations, and all materials intended for distribution to ACM attendees. In addition, all advertisements or invitation brochures must be approved in order to participate in any of the ACM marketing opportunities. All materials must be distributed through one of the ACM marketing opportunities (i.e. Mailing labels, Doctor’s Bag, Obstetrics & Gynecology Journal (Green Journal) and ACOG Today advertising, Exhibit Guide advertising, and/or ACM Show Daily). Symposia may only be held during restricted days and times. If a symposium or social event is held without the College’s approval, the sponsoring organization will be charged the applicable fee for the appropriate event plus 25% and may lose priority placement points. The College also reserves the right to bar violators from participation in future meetings. Symposium and social event sponsors may not deny ACM attendee(s) access to their event (except due to space limitations). Sponsored events must be open to all ACM professional registrants. In this regard, the education provided should be consistent with the scientific evidence available, promote the professionalism, compassion and trust inherent in the physician/patient relationship and should not conflict with the mission of the College. Promotional and distribution schemes or products that create or potentially create financial conflicts of interest for physicians or are of potential physical, emotional or financial harm to patients are prohibited. Likewise, exhibits that are actually or potentially discriminatory or demeaning to women, men, racial-ethnic populations, or any other groups are prohibited. Signage/Flyer Distribution Organizations may only advertise, promote or distribute information using the marketing opportunities listed on pages 15 and 16. At no time is distribution of promotional materials permitted anywhere within the convention center, hotel lobbies, shuttle buses, restrooms, or other common areas. Unapproved signs will be removed without advance notification to organizer and destroyed. Symposium or special event signs may only be placed in the hotel where the symposium/event is scheduled to take place, on the day of the event, with written permission of the hotel management and the College. All signage must be submitted to the Meetings and Exhibits Department for approval. Audio Visual The official educational symposia audio visual provider is Audio Visual Management Group, Inc. (AVMG). The College has selected AVMG, Inc. as our exclusive audio visual provider and requires all symposia organizers to use AVMG for all audio visual requirements, within the ACM hotel block. If your organizers have a preferred A/V vendor, AVMG will work with your vendor; however, AVMG must retain management of the event. To discuss audio visual needs contact AVMG at (214) 343-2864. Convention Center Meeting Rooms Sponsors will not be assigned meeting space in the convention center. All sponsored activities must be confined to the company’s exhibit space or a hotel in the College’s rooming block (industry-sponsored events are not allowed at the headquarter hotel). Any sponsor having a desire for meeting space, must submit a request using the Symposium/Special Event Application. The College does not guarantee the quality/condition of any facility’s function space or the service of its staff. Sponsors will be held solely responsible for any accident(s) or suit(s) arising from or in connection with their events Symposium/Special Event Application For College use only Batch ________________ Date Received _____/_____/_____ Check #________________________ Total Due $______________________________ Venue Assigned ___________________________________________________________________ Date Assigned______/______/______ I/We agree to abide by all rules and regulations governing industry-sponsored symposia and events, (etc.) as set forth in the 2013 ACM Exhibitor Prospectus herein, and any supported or related materials as it pertains to industry-sponsored symposia/events (etc.). The American College of Obstetricians and Gynecologists (the College) reserves the right to deny any application for symposia/events (etc.), if in the College’s opinion it does not serve the best interest of its members or is considered inappropriate. Limited meeting space is available. Symposia/Special Event application deadline is March 29, 2013. You must complete this form if you are planning an event between May 4-10, 2013 q Educational Symposia, $20,000 q Staff Meeting Space (Complimentary) q Social Events, $10,000 q Additional Staff Meeting Space, $1,000 q Focus Groups (20 or less), $5,000 PLEASE TYPE OR PRINT Company Name Company Contact Company Address Company Phone Fax Company Email Preferred Hotel/Facility: (Symposiums/events are not allowed at headquarter hotel or convention center) 1) _________________________________ 2) _________________________________ 3) ______________________________________ Preferred day and time of symposium/event: (Please list three selections, example: Monday, May 6, 6:00 am-7:00 am) 1) _________________________________ 2) _________________________________ 3) ______________________________________ Expected number of attendees ___________________ Approx. size of room desired ___________________ Room Set-up: q reception q theatre q rounds q classroom q conference q Other:_________________ Audio/Visual needs ________________________________________________________________________________________________ Will food or beverages be served? q No q Yes If yes, please describe: _ ________________________________________ Title of Symposium/Event __________________________________________________________________________________________ (This information will be listed in the ACM Exhibit Guide, if received by February 17, 2013.) Please list all speakers below: (if more space is needed please attach an additional page) 1) _________________________________ 2) _________________________________ 3) ______________________________________ Will CME credits be given? q No q Yes If yes, please specify quantity: ________________ No industry-sponsored activities can be scheduled during the official program of the ACM. No activities can conflict with the Welcome Reception held on Sunday, May 5, 2013, and the President’s Dinner Party event held on Tuesday, May 7, 2013. All morning symposia/events must end by the AM time listed below and all afternoon symposia/events may not start prior to the listed PM time (this schedule is subject to change): Saturday, May 4, 2013 Before 7:00 AM and after 5:30 PM Sunday, May 5, 2013 Before 7:00 AM and after 5:30 PM to 6:00 PM Monday, May 6, 2013 Before 7:00 AM and after 5:30 PM Tuesday, May 7, 2013 Before 7:00 AM only Wednesday, May 8, 2013 Before 7:00 AM only The sponsor agrees to notify the College in writing of any changes in the content of this application prior to the start of the ACM. This agreement is not valid until an approval letter has been received from the College’s Meetings and Exhibits Department. I have read and agree to the rules, regulations, and stipulations made by the College regarding symposia/events at the 2013 ACM. Signature of Authorized Company Representative Date Please mail this completed form to: American College of OB/GYN, Attn: Symposia/Events, 409 12th Street SW, Washington, DC 20024-2188; Tel.: (202) 863-2437 or email to acmexhibit@acog.org. *****The appropriate fee must accompany this application to ensure processing.***** 37 Please note: Credit Cards are not accepted, checks only. 38 Symposia/Special Event Application Deadline: MARCH 29, 2013 for all special event requests (symposia, social event) Fees (Non-Refundable): $20,000 – Symposium $10,000 – Social Events No Fee – One Complimentary Staff Meeting Space (limited) $1,000 – Additional Staff Meeting Space $5,000 – Focus Groups (20 or less) Make check payable to American College of Obstetricians and Gynecologists. Credit cards are not accepted. No refunds for symposiums/event cancellations received from the sponsor. Please mail completed form to: ACOG Meetings & Exhibits Department Attn: ACM Symposia Fee 409 12th Street SW Washington, DC 20024-2188 The appropriate fee must accompany this application to ensure processing. For more information, call: (202) 863-2437 or email acmexhibit@acog.org. 39 ACM Hotel Information Shuttle Service Shuttle service will be provided between the offi cial ACM hotels in the College’s room block, that are not in walking distance to the convention center, for registered attendees and exhibitors. Shuttle service will begin Friday, May 3, 2013 and continue through Wednesday, May 8, 2013. Shuttle rebates and housing commissions are included in the listed rates. 1. Westin New Orleans Canal Place Hotel 100 Rue Iberville New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $250.00 2. W New Orleans Hotel 333 Poydras Street New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $269.00 3. Windsor Court Hotel 300 Gravier Street New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $369.00 4. Omni Royal Orleans Hotel 621 St. Louis Street New Orleans, Louisiana 70140 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $249.00 5. Hotel Monteleone 214 Rue Royal New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $240.00 6. Hampton Inn & Suites New Orleans Convention Center 1201 Convention Center Boulevard New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $195.00 7. Embassy Suites Hotel New Orleans 315 Julia Street New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $239.00 8. DoubleTree New Orleans Hotel 300 Canal Street New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $212.00 9. InterContinental New Orleans Hotel 444 St. Charles Avenue New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $239.00 10. Astor Crowne Plaza 739 Canal Place New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $229.00 11. Hilton New Orleans Riverside Headquarters Hotel 2 Poydras Street New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $265.00 12. Loews New Orleans Hotel 300 Poydras Street New Orleans, Louisiana 70130 Single/Double (Luxury) Rate: . . . . . . . . . . . . . $280.00 Single/Double (Grand Luxury) Rate: . . . . . . . $300.00 13. JW Marriott Hotel 614 Canal Street New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $259.00 14. New Orleans Marriott Hotel 555 Canal Place New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $249.00 15. New Orleans Marriott Hotel at the Convention Center 859 Convention Center Boulevard New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $269.00 16. The Ritz Carlton Hotel 921 Canal Street New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $309.00 17. Renaissance New Orleans Arts Hotel 700 Tchoupitoulas Street New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $255.00 18. Renaissance Pere Marquette Hotel 817 Common Street New Orleans, Louisiana 70130 Single/Double Rate: . . . . . . . . . . . . . . . . . . . $219.00 Every effort has been made to provide attendees with a wide variety of quality hotels during the Annual Clinical Meeting. Hotel room rates do not include hotel sales and occupancy taxes. Hotel rooms at the Headquarter Hotel are not available to exhibitors. Hotel information and rates are listed below. 40 Hotels Walking Distance from Conv. Ctr. (Mins) Distance from Conv. Ctr. (Miles) 1 Westin New Orleans Canal Place 12 0.6 2 W New Orleans 8 0.4 3 Windsor Court 10 0.5 4 Omni Royal Orleans 19 1 5 Hotel Monteleone 18 0.9 6 Hampton Inn & Suites 5 0.3 7 Embassy Suites 3 0.2 8 Doubletree 11 0.6 9 InterContinental 15 0.8 10 Astor Crowne Plaza 17 0.9 11 Hilton New Orleans Riverside 6 0.3 12 Loews New Orleans 8 0.4 13 JW Marriott 15 0.8 14 New Orleans Marriott 15 0.8 15 New Orleans Marriott @ Conv. Ctr. 2 0.09 16 Ritz Carlton 20 1 17 Renaissance New Orleans Arts 6 0.3 18 Renaissance Pere Marquette 18 0.4 41 2013 ACM Product Theater Application The American College of Obstetricians and Gynecologists 61st Annual Clinical Meeting May 4-8, 2013 – New Orleans, Louisiana IMPORTANT: This application must be completed by all organizations planning to hold a Product Theater session during the 2013 Annual Clinical Meeting (ACM) and organizations must adhere to the Product Theater guidelines. This signed application must be received before time slot can be assigned. Applications without a signature and full payment will not be processed. Deadline: March 29, 2013 Company & Contact Information (Please type or print clearly)_______________ Please rank your desired date/time slot Company Name:_ ______________________________________________________ choices below: (i.e. 1, 2, 3) Street Address:________________________________________________________ __ Monday, May 6, 12:00 pm - 1 pm City/Province:__________________________________________________________ __ Tuesday, May 7, 12:00 pm - 1 pm State/Country:_ __________________________ Zip/Postal Code_______________ __ Wednesday, May 8, 12:00 pm - 1 pm Contact:_______________________________________________________________ Thirty (30) minute sessions: Title:__________________________________________________________________ __ Monday, May 6, 12:00 pm - 12:30 pm Direct Telephone:_ _____________________________________________________ __ Monday, May 6, 12:30 pm - 1:00 pm Mobile Telephone: ______________________ Fax: _ _________________________ __ Tuesday, May 7, 12:00 pm - 12:30 pm Contact’s Email: _ ______________________________________________________ __ Tuesday, May 7, 12:30 pm - 1:00 pm If company is exhibiting at 2013 ACM under a different name, list it below. __ Wednesday, May 8, 12:00 pm - 12:30 pm ______________________________________________________________________ __ Wednesday, May 8, 12:30 pm - 1:00 pm Session Topic: _ ___________________________________________________________________________________________________ (Please attach a brief outline of your product theater session.) TIME SLOTS & FEES Time slots are assigned by the College and are awarded on a first-come, first-serve basis, with priority given to one-hour slot reservations. All participating companies must also be exhibitors at the ACOG 2013 Annual Clinical Meeting. In order to help maximize the experience for Product Theater sponsoring organizations and attendees, the College reserves the right to limit competing topics/products in similar time slots. PAYMENT & CANCELLATION POLICY A check for full payment of your Product Theater session must accompany this application. If your program is not placed due to lack of space or refusal of application by the College, your full fee will be refunded. No refunds will be given for cancellation of a Product Theater, unless the College cancels the event. As only contracted exhibitors may retain theater space, cancellation of an exhibit space automatically results in cancellation of theater time slots. The College retains the rights to utilize cancelled theater time slots at its own discretion. AGREEMENT I, the undersigned, hereby make application for a time slot in the 2013 ACM Product Theater at the American College of Obstetricians and Gynecologists’ 61st Annual Clinical Meeting. I am an authorized representative of the company and with the full power and authority to sign and deliver this Application. The company listed on this application agrees to comply with the policies, rules and regulations contained in the ACOG 2013 Exhibitor Prospectus, the Exhibitor Service Kit, and all policies, procedures and regulations associated with participating in the 2013 ACM Product Theater. The American College of Obstetricians and Gynecologists (the College) reserves the right to deny any application, if in the College’s opinion it does not serve the best interest of its members or is considered inappropriate. Authorized Officer’s Name: _____________________________________________ Title: ____________________________________ Authorized Officer’s Signature: _ _________________________________________ Date: _ __________________________________ Send application by March 29, 2013 to ACOG Meetings and Exhibits Department, Attn: 2013 ACM Product Theater, 409 12th Street SW, Washington, DC, 20024-2188. For questions contact Arthinia Morgan, Exhibits Manager, at (202) 863-2437 or amorgan@acog.org. FOR ACOG USE ONLY Batch #____________ Date Received ________________ Check # ___________ Check Amt.______________ Please contact ACOG Meetings & Exhibits Department for additional time slot availability. Fees __ 30 minute session, no lunch, 150 ppl - $10,000 __ 60 minute session, no lunch, 250 ppl - $15,000 __ 60 minute session with box lunch for 150 ppl - $25,000 __ 60 minute session with box lunch for 250 ppl - $35,000 42 2013 ACM Product Theater Application Make check payable to (2013 ACM Product Theater). Credit cards are not accepted. No refunds for event cancellations received from the sponsor. Please mail completed form to: ACOG Meetings & Exhibits Department 2013 ACM Product Theater 409 12th Street SW Washington, DC 20024-2188 The appropriate fee must accompany this application to ensure processing. For more information, call: (202) 863-2437 or email acmexhibit@acog.org. 43 2013 ACM Product Theater The College is pleased to offer a new promotional opportunity for exhibitors – the 2013 ACM Product Theater. The College encourages industry involvement at its Annual Clinical Meeting and recognizes your interest in interacting with our attendees. Take advantage of this unique opportunity to reach the largest group of obstetricians and gynecologists in the United States. The College invites you to present new research findings on products, give product details, demonstrations, and highlight new products to a key audience. These sessions are promotional and are not eligible for continuing education credits. Product Theaters will be assigned on a first-come, first-serve basis, with priority given to one-hour sessions. Participating companies must be exhibitors at the 2013 Annual Clinical Meeting (ACM). Three (3) one-hour, or six (6) half-hour time slots are available at lunch times during the ACM in the exhibit hall. Half-hour slots are only available if the one hour time slots are not reserved by March 15, 2013. Theaters will not compete with the ACM educational sessions. Organizations accepted for a Product Theater are eligible to receive: • A complimentary listing in the official 2013 ACM Exhibit Guide • A complimentary email blast to the registered 2013 ACM attendees, distributed by the College • An opportunity to hand out branded materials to each participant entering the theater • Signage will be provided outside the Product Theater, at the main entrance to the Exhibit Hall, and in the main attendee registration area • The use of two (2) lead retrieval units for attendee data collection • An opportunity to participate in the hotel door drop program (Dr.’s Bag) at an additional cost to the sponsor • An opportunity to reserve ad space in the official Exhibit Guide and/or ACM Show Daily at an additional cost to the sponsor • A pre and/or post registrant list at an additional cost to the sponsor All product and promotional theaters will take place in an enclosed modular theater inside the Exhibit Hall. The College reserves the right to relocate the Product Theater on the official floor plan or in the convention center, if deemed necessary, at the sole discretion of the College’s Meetings and Exhibits Department, to be advisable or in the best interest of the 2013 ACM Exhibition. The Product Theater will be arranged by the College. The College will provide the following: • Enclosed Product Theater with 8’ Gem walls and carpeting throughout. • A standard theater setup with seating for 250 attendees • Low riser with a standing lectern and panel table with chairs and wired lavaliere microphones • Standard AV equipment including LCD projector, DVD player, screen sized appropriately for the room, sound system, and an extension cord. Computer for session use will be the responsibility of the supporting company. • Boxed lunches will be provided for those sessions whose sponsors have paid the appropriate lunch fees. • Additional microphones, LCD projectors, computers, lighting, and other equipment may be added to the existing AV set at the sponsor’s expense, if it does not affect the other presentation(s). Rules and Regulations Governing Product Theater To be eligible to host a product theater participating companies must be an exhibitor at the ACOG 2013 Annual Clinical Meeting. In order to help maximize the experience for Product Theater sponsoring organizations and attendees, the College reserves the right to limit competing topics/products in similar time slots. Although the College will attempt to accommodate requests for specific Theater time slots, no guarantees can be made that a company will be assigned the specific time slot requested. The sponsoring organization may not assign, sublet, share, or exchange all or any part of their Product Theater time slot with/or to another organization or business unless prior written authorization has been obtained from the College. The individual acting as an agent of the sponsoring organization, agrees to be bound by any and all such conditions and regulations. The individual accepts responsibility for informing all of the employees, speaker(s), supporters, and activity organizers of these conditions and for ensuring that they will abide by them fully. This individual further accepts (on behalf of the participating organization) responsibility for penalties, which may be assessed upon violation of these conditions, as well as understands the implications associated with the cancellation of the event. 44 2013 ACM Product Theater Payment & Cancellation Policy A check for full payment of the Product Theater session must accompany the application, credit cards and wire transfers are not accepted. If your program is not placed due to lack of space or refusal of application by the College, your full fee will be refunded. No refunds will be given for cancellation of a Product Theater, unless the College cancels the event. As only contracted exhibitors may retain theater space, cancellation of an exhibit space automatically results in cancellation of theater time slots. The College retains the rights to utilize cancelled theater time slots at its own discretion. Fees 30 minute session, no lunch, 150 ppl - $10,000 60 minute session, no lunch, 250 ppl - $15,000 60 minute session with box lunch for 150 ppl - $25,000 60 minute session with box lunch for 250 ppl - $35,000 Please contact ACOG Meetings & Exhibits Department for additional time slot availability. Promotional Brochures and Invitations The American College of Obstetricians and Gynecologists (the College) does not endorse or promote any products or services related to Product Theaters. There can be no implication in any promotion materials, handouts, or enduring materials that they are planned, sponsored by, or endorsed by the College, or ACOG. All announcements and invitations should clearly indicate on the “COVERS” the name(s) of the sponsoring organization for each Product Theater, and the source of financial support, if any, for the event. The materials in no manner may imply, either directly or indirectly, that the program is a part of, or an official activity of ACOG. No promotional materials for a Product Theater may use language or terms such as “presented during,” “presented in conjunction with,” “preceding,” “prior to,” “following,” “live from,” or statements similar in nature may not be used. The use of the College’s acronym (ACOG), logo, name, or Annual Clinical Meeting artwork, or any representations thereof shall be only at the express written consent of the College. All marketing and promotional materials for a Product Theater must include the following statement: “This Product Theater is a promotional activity and is not approved for continuing education credit. The content of this Product Theater and opinions expressed by presenters are those of the sponsor or presenters and not of the American College of Obstetricians and Gynecologists.” ACOG Meetings & Exhibits Department must approve, prior to printing, all promotional announcements, invitations, and all materials including websites, broadcast e-mail messages, and other materials intended for distribution to ACOG attendees to promote your Product Theater presentation. In addition, all advertisements or invitation brochures must be approved in order to participate in any of the ACOG marketing opportunities. All materials must be distributed through one of the ACOG marketing opportunities (i.e. Mailing labels, Doctor’s Bag, Obstetrics & Gynecology Journal (Green Journal) and ACOG Today advertising, Exhibit Guide advertising, and/or ACM Show Daily). Speakers All speakers and moderators for the Product Theater must be registered for the 2013 Annual Clinical Meeting and must be wearing their official ACM badges in order to be admitted to the exhibit hall. The organization coordinating the Product Theater is responsible for ensuring all speakers and moderators are registered in advance of the session. Signs One professionally produced sign, not to exceed 30”x40”, may be displayed outside the Product Theater area. The College does not permit the distribution or placement of presentation flyers or signs in any other area of the exhibit hall, convention center, shuttle buses, or ACM hotels, with the exception of the sponsoring organizations booth space. The College reserves the right to remove and discard signs and flyers of any organization violating this policy at the violator’s expense. Audio Visual The College has selected AVMG, Inc. as its exclusive audio visual provider and requires all Product Theater sponsors to use AVMG for all additional audio visual requirements or needs. AVMG, Inc.’s contact information is listed on page 20, under “Official Contractors and Services.” Limitation of Liability The American College of Obstetricians and Gynecologists (the College), and the Ernest N. Morial Convention Center will not be responsible for any loss, injury or damage whatsoever arising from participation in the Product Theater or related activities, which may occur to a sponsor or his contractors and/or its agents and product theater attendees in connection with a Product Theater. The sponsor expressly releases the College and the Ernest N. Morial Convention Center from any and all claims, injury or damage arising from the content, behaviors or other activities related to the Product Theater. 45 See you in Chicago!!! The American College of Obstetricians and Gynecologists 62nd Annual Clinical Meeting McCormick Place Convention Center April 26-30, 2014 American College of Obstetricians and Gynecologists 409 12th Street, SW Washington, DC 20024-2188 www.acog.org ACMexhibit@acog.org (202) 314-2333 (202) 484-3933 (Fax)