2014 EXHIBITOR PROSPECTUS McCormick Place Lakeside Center Chicago, Illinois April 26-30, 2014 Annual Clinical Meeting The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting Table of Contents INTRODUCTION......................................................................... 1 IMPORTANT DATES TO REMEMBER.................................... 2 ACM INDUSTRIAL EXHIBITS.................................................. 3 Top 4 Reasons Why You Should Exhibit at the ACM.............. 3 Our Relationship with Industry................................................. 3 EXHIBIT FEES AND POLICIES................................................. 4 Tentative Schedule................................................................... 4 Cost for Exhibit Space.............................................................. 5 Exhibit Space Includes............................................................. 5 Payments.................................................................................. 5 Cancellation/Exhibit Space Reduction..................................... 5 No Shows................................................................................. 5 After Hours Admission to Exhibit Hall..................................... 5 ACM GUIDELINES FOR ASSIGNING EXHIBIT SPACE........ 6 For Prior Approved Exhibitors................................................... 6 How to Apply for Exhibit Space............................................... 6 2014 Booth Fees....................................................................... 6 Contacts.................................................................................... 6 USAGE OF EXHIBIT SPACE...................................................... 7 Advance Exhibit Space Sales................................................... 7 Eligibility for Exhibiting............................................................ 7 Priority Point Calculation.......................................................... 7 Relocation of Exhibits and Other Floor Plan Revisions............ 7 Official Exhibits......................................................................... 7 Children..................................................................................... 8 Subletting of Exhibit Space...................................................... 8 CME.......................................................................................... 8 Non-Exhibiting Companies....................................................... 8 Product/Service Displays......................................................... 8 Selling....................................................................................... 9 Internet/Web-based/Medical Record Exhibitors.................... 9 Live Scanning............................................................................ 9 Exhibit Photographing/Videotaping......................................... 9 Music, Videotapes, and Posters/Pictures................................ 9 Surveys and Questionnaires..................................................... 9 GENERAL INFORMATION...................................................... 10 ACM Travel Agency/Airline Discounts.................................. 10 Shuttle Service....................................................................... 10 Hotel Accommodations.......................................................... 10 Hospitality Suites................................................................... 10 EXHIBITOR ACM — REGISTRATION GUIDELINES........... 10 Proper Attire........................................................................... 10 No Smoking Policy.................................................................. 10 Registration/Badges............................................................... 10 Temporary Personnel.............................................................. 11 Guest Badges.......................................................................... 11 Work Badges.......................................................................... 11 EXHIBITOR REQUIREMENTS................................................ 11 Contract.................................................................................. 11 Violations................................................................................ 11 Indemnification....................................................................... 11 Insurance................................................................................ 12 Cancellation and Postponement of ACM.............................. 12 Exhibitor Disputes and the College........................................ 12 MARKETING AND PROMOTIONS........................................ 12 ACM Exhibit Guide................................................................. 12 Exhibit Guide Advertising....................................................... 12 Hotel Room Drop Service “Doctor’s Bag”.............................. 13 Mailing Labels........................................................................ 13 ACM Show Daily.................................................................... 13 Lead Retrieval......................................................................... 13 Obstetrics & Gynecology Journal Advertising........................... IMPORTANT RESTRICTIONS................................................ 13 ACM Sponsorship, Marketing and Advertising Opportunities...................................................... 14 Badge Categories................................................................... 14 Official Contractors and Services........................................... 14 Advance Shipping................................................................... 14 Shipping to Show Site............................................................ 15 Material Handling/Storage/Hauling...................................... 15 Accessible Storage................................................................. 16 OFFICIAL CONTRACTORS AND SERVICES......................... 16 ACM OFFICIAL VENDORS...................................................... 16 EXHIBITOR-DESIGNATED CONTRACTORS........................ 17 BOOTH CONFIGURATION AND CONSTRUCTION............. 18 Hanging Signs/Lights............................................................. 18 Island Exhibits......................................................................... 18 In-Line Exhibits....................................................................... 18 Peninsula Exhibits................................................................... 18 SECURITY AND FIRE REGULATIONS................................... 18 Security................................................................................... 18 Possible Demonstration ........................................................ 18 Product/Equipment Removal.................................................. 19 Fire Regulations...................................................................... 19 2 0 1 4 E X H I B I T O R P R O S P E C T U S 1 Introduction Dear Exhibitor, You are invited to participate in the country’s “most” important medical meeting for women’s health professionals! The American College of Obstetricians and Gynecologists 62nd Annual Clinical Meeting (ACM) provides an interactive educational forum for OB-GYNs and affiliate health care providers. Industry has always been a vital determinant in the success of our meetings, and we THANK YOU! Exhibiting at the ACM increases your visibility to consumers in a rapidly growing competitive market. OB-GYNs need to know what you have to offer, specifically equipment, products and services that will help them provide better quality care and improve patient safety. They need you to educate them on the available resources in the current market and prospective future opportunities. This prospectus provides an overview of the opportunities available at the 62nd ACM. Act now to be the first to select from these sought after opportunities. Secure your booth participation by completing the Exhibit Application and Contract. Take advantage of this exceptional exhibiting opportunity! We hope you will partner with us in hosting a wonderful interactive and educational meeting! Sincerely, Francine I. Hippolyte, MD Chair, Committee on Industrial Exhibits 62nd Annual Clinical Meeting McCormick Place | Lakeside Center | Chicago, Illinois | April 26-30, 2014 2 The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting Important Dates to Remember 2013 May 8 Exhibit application and deposit due (to take advantage of priority point placement) August 30 Cancellation and exhibit space reduction deadline (less 10% processing fee) 2014 January 31 Deadline for the following: Balance due on exhibit space Cancellation and Exhibit Space reduction with a 50% penalty of the cost for total exhibit space reserved, no refunds after this date Access to Exhibitor Service Manual (ESM) (Date subject to change) February 28 Deadline for the following: Symposia application and fee for exhibitor symposia and/or special events Submitting exhibitor company information for the ACM Exhibit Guide Exhibitor letter of intent to use an exhibitor-designated contractor (EDC) Approval of new products/services Submitting housing forms to receive discounted hotel rate Submitting certificates of insurance from EDC March 17 Deadline for the following: Request staff meeting space Approval of booth activity/giveaways/entertainment /raffles/drawings Submission of sample surveys/questionnaires Submission of pre-registrant mailing list requests April 25–27 Exhibit installation (installation must be completed by Sunday, April 27, at 2:00 pm) April 27, 29, 30 Advance Exhibit Sales for 2014 ACM by priority points April 28-30 Exhibition Hall Open Arthinia Morgan Exhibits Manager (202) 863-2437 amorgan@acog.org Tara Gaskins Exhibits Coordinator (202) 314-2333 acmexhibit@acog.org Meetings and Exhibits Staff Contact Information: Please note that an exhibitor’s support or participation in any College meeting, or event, or publication/production does not constitute an endorsement or recommendation of any kind by the College. 2 0 1 4 E X H I B I T O R P R O S P E C T U S 3 ACM Industrial Exhibits 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: n Serving as a strong advocate for quality health care for women. n Maintaining the highest standards of clinical practice and continuing education for its members. n Promoting patient education and stimulating patient understanding of and involvement in medical care. n 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! n Association/Medical Society n Computer Software/Hardware/Technology n Diagnostic Equipment/Systems Kits n Educational/Training Materials n Electronic Medical Records Software n Financial Services n Food/Nutritional Products n Government Agencies n Leasing and Insurance Companies n Laboratory Services/Cytology/Hematology n Laser and Laser Supplies n Luxury Consumer Goods (cars, electronics, jewelry) n Management (Practice) n Market Research n Maternity Products/Clothing/Supplies n Medical Equipment n Medical Supplies/Gloves/ Gowns n Office Equipment/Supplies/Furniture n Personal Hygiene Products n Pharmaceuticals n Photographic, X-ray, Imaging, and Ultrasound Equipment n Physician Recruitment n Publishing/Books n Skin Care Procedures n Skin Care Products n 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 1. Introduce your products or services to women’s health care providers 2. Meet customers in a face-to-face sales environment 3. Build product and brand recognition among influential decision makers 4. Gain recognition in the complimentary ACM Exhibit Guide, and the ACM website The 2014 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. Don’t miss this opportunity, reserve your exhibit space now for the 2014 ACM. Contact the Meetings and Exhibits Department at (202) 314-2333 or by email at acmexhibit@acog.org. 4 The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting Exhibit Fees and Policies Convention Dates: April 26-30, 2014 Exhibition Dates: April 28-30, 2014 Location of the Meeting/Exhibition: McCormick Place Convention Center West Building Chicago, IL The Annual Clinical Meeting’s Industrial Exhibits will be held in Exhibit Hall F, West Building at the McCormick Place Convention Center. Tentative Schedule: Exhibitor Registration Hours Friday April 25 8:00 AM - 5:00 PM Saturday April 26 8:00 AM - 5:00 PM Sunday April 27 8:00 AM - 5:00 PM Monday April 28 8:30 AM - 5:00 PM Tuesday April 29 9:00 AM - 4:00 PM Wednesday April 30 9:30 AM - 3:00 PM Exhibitor Move-In Hours Friday April 25 8:00 AM - 5:00 PM Saturday April 26 8:00 AM - 5:00 PM Sunday April 27 8:00 AM - 5:00 PM Exhibition Open Hours Monday April 28 10:30 AM - 5:00 PM Tuesday April 29 10:00 AM - 4:00 PM Wednesday April 30 10:30 AM - 3:00 PM Exhibits must be staffed during all exhibit hours. Exhibitor Move-Out Hours Wednesday April 30 3:00 PM - 8:00 PM Thursday May 1 8:00 AM - 5:00 PM Friday May 2 8:00 AM - 12:00 PM Move-In Policies An exhibit not in the process of being installed by 12 pm, Sunday, April 27, 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, April 27. 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, April 28, 2014. 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, April 27, 2014. 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, April 30. No dismantling is permitted prior to 3:00 pm. 2 0 1 4 E X H I B I T O R P R O S P E C T U S 5 Exhibit Fees and Policies Cost for Exhibit Space The standard exhibit size available for the 2014 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 Booth Fees Chart on page 6). Exhibit Space Includes: Standard inline exhibits are allowed a height limit of 10 feet and island displays are allowed a height limit of 20 feet. Heights will be checked. n Each 10’x10’ standard inline space will be provided with an 8’ backwall drape and a 3’ siderail drape. n Signage with company name and location is complimentary. n Four complimentary exhibit staff badges are provided with 10’x10’ space purchased. (Additional charges apply for badges beyond the allotted complimentary badges). n 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 2014 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 2014 ACM. After January 31, 2014, full payment must accompany applications to exhibit. Applications submitted without the required deposit will not be processed until a deposit is received. The date on 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, 2014. After January 31, 2014, 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 8, 2013 were assigned exhibit space by priority points. Exhibit Applications received after May 8, 2013 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, or email. The following schedule will be used when acknowledging refunds for cancellation or reduction: n Cancellation or exhibit space reduction requests received by August 30, 2013, will receive a refund of fees paid less 10% of total booth costs. n Cancellations or exhibit space reductions received after August 30, 2013 to January 31, 2014, will receive a refund of 50% of the cost for total booth fee. n No refunds will be made for cancellations or reductions received after January 31, 2014. No Shows Exhibiting companies that reserve exhibit space and do not provide the College with written notice of their inability to exhibit by March 31, 2014, 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 n Exhibitors wearing badges may enter the exhibit hall two hours before the opening of the exhibition on Monday, April 28, 2014. n Exhibitors may enter the exhibit hall one hour before the exhibition opening on Tuesday, April 29, and Wednesday, April 30, 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. n On Wednesday, April 30, exhibitors may stay until 9 pm to dismantle their exhibit. n 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. 6 The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting ACM Guidelines for Assigning Exhibit Space 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, 2014, and after January 31, 2014, full payment should be sent 3. One (1) sample of ALL brochures to be distributed at the 2014 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. How to Apply for Exhibit Space To ensure timely processing of your application, please be mindful of the following: 1. The Exhibit Application/Contract must be signed and dated by an authorized representative of the participating organization. 2. A 50% deposit is required at the time of onsite booth selection. Full payment must be paid by January 31, 2014. 3. One (1) sample of all brochures to be distributed at the 2014 ACM must be sent electronically to acmexhibit@acog.org by January 31, 2014 The American College of Obstetricians and Gynecologists will accept the Exhibits Application/Contract 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 2014 ACM. The onsite exhibitor space selection will take place in the Exhibits Management office in the registration area of the Convention Center. Please refer to the exhibitor booth selection schedule that was emailed to exhibitors. Tax ID number is 36-2217981 2014 Booth Fees Dimensions Type Total # of 10x10 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 Tara Gaskins Exhibits Coordinator (202) 314-2333 acmexhibit@acog.org Arthinia Morgan Exhibits Manager (202) 863-2437 amorgan@acog.org Contacts 2 0 1 4 E X H I B I T O R P R O S P E C T U S 7 Usage of Exhibit Space Advance Exhibit Space Sales The 2013 participating exhibitors were allowed to purchase exhibit space in advance for the 2014 Annual Clinical Meeting (ACM) during the 2013 ACM in New Orleans. 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 2014 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 Exhibit Application and Contract and submit it along with the appropriate payment and one (1) copy of product literature and/or pamphlets that will be distributed at the 2014 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 and payment is received. After the required forms and materials are reviewed, notification of acceptance or denial of the exhibition request will be e-mailed within three business days. 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. Priority Point Calculation n Organizations will receive 10 points for each 10’x10’ exhibit space purchased and occupied at the ACM. n Organizations are awarded 25 points for having exhibited in at least the past five consecutive ACMs. n For each consecutive year after the fifth, an additional 25 points will be awarded. n 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. n 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 April 30, 2014. 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 April 30, 2014, 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. 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 may be subject to relocation. 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 industrysponsored 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. 8 The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting Usage of Exhibit Space 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 exhibit 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: n Products designed to assist physicians in preparing for board certification examinations; n Not FDA approved; n Manufactured and sold only through physicians’ offices or the Internet; n Not available throughout North and Central America and the Caribbean; n Multi-level marketing/profit enhancement opportunities or any variation; n 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; n 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 prior to March 17, 2014. If you have questions, please call the Meetings and Exhibits Department at (202) 314-2333 or send an email to acmexhibit@acog.org. 2 0 1 4 E X H I B I T O R P R O S P E C T U S 9 Usage of Exhibit Space 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. At ACOG’s discretion, photographs taken by the official photographer at the Annual Clinical Meeting may be used in future ACOG publications and the ACOG website. 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. n 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 March 17, 2014. n 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. n All meeting participants must be allowed to complete a survey if they so desire. n An exhibitor may not deny an attendee from participating in a survey/questionnaire based on age, sex, race, or any other reason. 10 The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting General Information GENERAL INFORMATION ACM Travel Agency/Airline Discounts MacNair Travel Management has been appointed as the official travel agency for the 62nd 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, April 25, and continue through Wednesday, April 30. 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. Any organization that obtains housing outside of the ACM room block will be sanctioned. 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. 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. Exhibitor Guidelines for Public Relations Representatives For answers to questions regarding press, or press passes, contact our Communications Department at (202) 484-3321. 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 March 17, 2014. 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 2 0 1 4 E X H I B I T O R P R O S P E C T U S 11 Exhibitor Requirements 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 exhibitor-designated 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 exhibitordesignated contractor to receive a work badge. Work badges will be distributed from the Exhibitor-Designated Contractor (EDC) Registration Desk or the Freeman Service Center. EXHIBITOR REQUIREMENTS 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 remove 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 an exhibitor removal 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. Indemnification Exhibitor shall indemnify, defend and hold harmless the College, ACOG Land Holding Corporation (LHC), and the American Congress of Obstetricians and Gynecologists (the Congress) and the convention center, and their respective officers, directors, agents, employees, guests and members (the “Indemnified Parties”) from and against any and all liability, loss, claims, damages or actions (including liability assumed in contractual agreements with third parties), and the defense thereof (including reasonable investigation costs and reasonable attorney’s fees and costs), based upon, arising out of, or otherwise attributable to, 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, assignees, or delegates. Exhibitor further agrees that the College, ACOG LHC, the 12 The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting Exhibitor Requirements Congress and the owners and managers of the convention center shall not be responsible in any way for 1) damage, loss, or destruction of any property of Exhibitor or (2) injury including 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 – $1,000,000 each accident, $1,000,000 policy limits, and $1,000,000 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. Contractor shall also provide any additional insurance required by the convention center or the city where the ACM is held. If requested by the College, Exhibitor shall provide the College with certificates evidencing the required coverage before the ACM. Cancellation and Postponement of ACM 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 conduct, or wide spread dissemination of an infectious disease, curtailment of transportation facilities, or the act 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. 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. MARKETING AND PROMOTIONS 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 March 17, 2014. 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. ACM Sponsorship, Marketing and Advertising Opportunities The ACM is an outstanding venue for education, marketing, branding and relationship building. Everything from Rapid Charging Stations and the new ACM Exhibitor Scavenger Hunt to the Ob-Gyn Reporter Program and Banners are available for support. To learn about all of our options for Chicago, please see the 2014 Corporate Support Catalog available on our website in early August. To select your opportunities, contact Katie O’Connell, Senior Director of Development, at koconnell@acog.org or (202) 863-2546. We are looking forward to helping your reach your visibility and traffic goals. 2 0 1 4 E X H I B I T O R P R O S P E C T U S 13 Marketing and Promotions Exhibit Guide Advertising The 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 and serves as a resource for attendees far after the meeting closes. Please contact Arthinia Morgan at (202) 863- 2437 or acmexhibit@acog.org for more information. 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” Distribute advertisements and invitations to meeting participants during the ACM in the Doctor’s Bag. The Doctor’s Bag is placed on attendee hotel doors daily. 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. Please contact Ascend Media at (913) 344-1420 or sdittberner@ascendintegratedmedia.com for more information. 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 2014 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: 2013 Attendee Labels (approx. 3,000) - $600 2014 Pre-Registered Attendee Labels - $650 2014 Post-Registered Attendee Labels - $750 ACM Show Daily Maximize your company’s 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 54,000 College members (who are mailed the ACM News, Preview Edition before the meeting) and more than 3,000 attendees who receive the ACM News Daily Edition with three separate issues, distributed daily during the 2014 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. For more information, please contact Ascend Media at (913) 344-1359. An ad reservation form will be included in your exhibitor service manual online. 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 can be reached at (888) 270-8467. 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. 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. 14 The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting Example of approved statements: “ Visit Daewood Industries at booth #1234 at the 2014 ACM in Chicago, Illinois” “ Stop by and let Johnson Wax Company at booth #111 show you how to shine at the 2014 Annual Clinical Meeting.” “ Visit Brown & Lee at booth #1523 2014 Annual Clinical Meeting American College of Obstetricians and Gynecologists April 26-30, Chicago, Illinois” Exhibiting companies may only advertise or distribute information using the marketing opportunities listed. 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. 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 Spouse/Guest Red Exhibitor Black Exhibitor Guest Pass Clear College Staff and Vendors (Badge colors may change without notification.) Official Contractors and Services The Annual Clinical Meeting (ACM) official general contractor is: Freeman Customer Service Dept. 5040 West Roosevelt Road Chicago, IL 60644-1436 Phone: (773) 473-7080 Fax: (773) 621-5603 Email: FreemanChicagoES@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: n Booth cleaning services n Convention and security n Material handling services n Audio visual and computer rental services n Electrical services n Plumbing services n 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 18, 2014. (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 2500 West 35th Street Chicago, IL 60632 Official Contractors and Services Green stripe 2 0 1 4 E X H I B I T O R P R O S P E C T U S 15 Shipping to Show Site Direct shipments to show site will be accepted beginning, Friday, April 25, 2014. 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 McCormick Place West 2301 South Indiana Avenue Chicago, IL 60616 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: n Storage prior to the show (30 days) n Transportation from warehouse to exhibit n Removal and storage of empty crates n 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. Official Contractors and Services 16 The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting Official Contractors and Services 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. 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 full-time 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: Marry Ellen Dearhammer 1888 North Market Street Frederick, MD 21701 (847) 966-5456 Email: acogexh@experient-inc.com 2 0 1 4 E X H I B I T O R P R O S P E C T U S 17 Booth Configuration and Construction EXHIBITOR-DESIGNATED CONTRACTORS Exhibitors may use Exhibitor-Designated Contractors (EDC) for other services than those mentioned under “ACM Official Vendors”. 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 17, 2014. Requests received after March 17, 2014, 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 April 26-May 3, 2014. All original insurance certificates must be received by the College’s Meetings and Exhibits Department no later than March 17, 2014. A list of clients that the EDC will be servicing during the 2014 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 coworkers. 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 ontime opening of the exhibition or whose employees fail to observe the regulations and procedures contained in this Exhibitor 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 move-out 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 17, 2014. 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. 18 Booth Configuration and Construction The American College of Obstetricians and Gynecologists | 62nd Annual Clinical Meeting 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: n Island exhibits may not exceed 20 feet in height. n No two-story exhibits will be allowed. n No exhibitor will be allowed to merge two corner exhibits (peninsula exhibits). n No exhibit may include, or overflow into, an aisle or an exhibit occupied by another organization. n No balloons are allowed in the convention center. n 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. For an island booth, the top of a sign suspended from the exhibit hall ceiling or attached to the exhibit booth must not exceed 20 feet from the exhibit hall floor and cannot block visibility of ACOG signs or other exhibitors’ booths. Hanging signs must be suspended directly over the island booth and not over the aisles. No part of any exhibitor signs shall be posted, nailed, or otherwise attached to columns, walls, floors, or other parts of the building or its furniture. Lighting must be directly over or in the exhibitor’s booth and may not extend into the aisles or neighboring booths. Exhibitor lighting cannot affect other exhibitors or aisles. It is the responsibility of the exhibiting company’s contact person to notify their contractors and agents of the height restrictions for hanging signs and lighting. Island Exhibits An island booth is a 400-square-foot (20’x20’) or larger exhibit space exposed to the aisles on all 4 sides with a height restriction of 20 feet. Solid walls must be set back four feet from the aisles. Island booths must be constructed to allow access from all sides. Island booths should have open sight lines around and through the design (including hanging signs/structures), so that the surrounding area can be viewed through the booth and that neighboring booths are not inappropriately obstructed. The top of the booth’s sign must not extend more than 20 feet from the exhibit hall floor and cannot block visibility of ACOG signs. Variances will not be granted. Exhibitors who wish to construct an island booth that will be 400 square feet or larger, are required to submit a digital drawing, rendering, or architectural plans to ACOG Exposition Management by April 1, 2014. Any changes that occur after initial submission must be resubmitted to ACOG Exposition Management for approval prior to the meeting. Should booth construction at the meeting deviate from the actual submitted and approved floor plans, ACOG Exposition Management reserve the right to ask the exhibitor to make modifications at the exhibitor’s expense. When scheduling activities that may draw crowds, exhibitors must make available (in contracted floor area) adequate space for lines. In-Line Exhibits Exhibits and signage may not exceed 10 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 10 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. SECURITY AND FIRE REGULATIONS 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 April 23, 2014, to 5 pm on May 3, 2014. 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.) 2 0 1 4 E X H I B I T O R P R O S P E C T U S 19 Booth Configuration and Construction 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. 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: n Flammable liquids n Combustibles n Hazardous materials/waste and equipment n Cooking devices (e.g., microwaves, hot plates, radiant ovens, etc.) n Anything producing an open flame Questions about Fire Department regulations should be directed to the Convention Center. 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