Hypertension 2015 Scientific Sessions. September 16-19, 2015 TABLE OF CONTENTS

Transcription

1 Hypertension 2015 Scientific Sessions September 16-19, 2015 TABLE OF CONTENTS Section 1: General Information Exhibitor Registration Hours Installation Dismantle Exhibit Dates & Hours Contacts Section 2: Association Services Booth Activities Form (Mandatory Form, Due August 14 th ) Exhibitor Appointed Contractor Form Section 3: Contractor Services Electrical Services Telephone Services Internet Services Lead Retrieval Section 4: Shipping & Receiving Shipping Information Section 5: Housing & Registration Exhibitor Housing Hotel Information Registration Information Exhibitor Staffing Section 6: Sponsorship & Advertising Sponsorship and Advertising Listing

2 GENERAL INFORMATION EPI/Lifestyle 2015 Scientific Sessions September 16-19, 2015 Exhibitor Registration Hours: Tuesday, September 15 th 2:00 p.m. 7:00 p.m. Installation: Tuesday, September 15 th 1:00 p.m. 5:00 p.m. Exhibit Dates & Hours Wednesday, September 16 th 8:00am 4:00pm Thursday, September 17 th 7:30am 4:00pm Friday, September 18 th 7:30am 3:30pm Dismantle: Friday, September 18 th 3:30 p.m. 7:30 p.m. CONTACTS American Heart Association 7272 Greenville Avenue Dallas, Texas (888) (inside the U.S.) (214) (outside the U.S.) Marketing Opportunities Heather Starks Manager of Corporate Sponsored Projects (214) Exhibitor Services Molly Larrick Associate Manager of Exhibits (214) (214) fax Omni Shoreham Hotel 2500 Calvert Street N.W. Washington, DC Hotel Link: on-dc-shoreham/meetings/hbpr-scientificsessions-2015

3 Association Required Forms Please make sure you have the following forms completed by August 14, You will receive an active link via or visit Association Services/Booth Activity Form Information contained on this form will be used in the exhibitor guide distributed onsite within registration and needs to be received by August 14, Exhibitor Appointed Contractor Form Submission of this form is ONLY necessary IF you are using the services of an independent contractor for any service such as booth installation and/or dismantle. Please make sure you indicate the information for each independent contract that you are using. Submission of this form must be completed by August 14, 2015.

4 SHIPPING AND RECEIVING Please make sure your materials arrive no earlier than September 13 th. The correct shipping address should read as follows: ATTN: Omni Shoreham Hotel ATTN: Hypertension 2015 Scientific Session Exhibits 2500 Calvert Street, NW Washington, DC REF: AHA s Hypertension Conference Label boxes with: ATTN: Guest Name- Hold for Guest Arrival Arrival Date: Exhibitor at American Heart Association Conference- September 16-19, 2015 Box # of (# of boxes) Upon arrival please visit Guest Services to arrange for your exhibit freight to be delivered to your booth. *Exhibitors are responsible for paying all associated shipping fees. If you are planning to ship a large quantity, heavy or large crates to the hotel there may be a labor fee in addition to the storage and handling fee. Please contact the hotel for quote.

5 EXHIBITOR HOUSING Housing Information - Conference Venue/Hotel Reservations All events take place at the Omni Shoreham Hotel: Omni Shoreham Hotel 2500 Calvert Street N.W. Washington, DC Since 1930, the luxurious Omni Shoreham Hotel in Washington, D.C. has played host to presidents, world leaders and inaugural balls, making it a true Washington landmark. Today, the hotel fuses modern comforts with distinguished service, creating a truly monumental experience. Located in one of the District's premier residential neighborhoods, this elegant urban retreat boasts a resort atmosphere and a personal taste of politics, culture, art and music. Rooms for conference participants are available at special rates of $229 per night (plus taxes) and will be available on a first come, first serve basis until they are filled or until Friday, August 24, (Room rate is offered from September 10 through September 23rd only). Reserve online or call THE-OMNI ( ) 24 hours a day to make their reservations. Be sure to refer to American Heart Association Hypertension Conference. EXHIBITOR REGISTRATION On-Site Exhibitor Registration Hours: Tuesday, September 15 th 2:00 p.m. 7:00 p.m. Exhibitors are entitled to two (2) complimentary full registrations. Complete the booth activity form to register your staff. Additional registration fees will apply per badge over your allotted amount. Additional registration badges may also be purchased on site.

6 Badges and Final Programs books will be available at the American Heart Association Registration Desk on site. Please advise all staff when picking up badges on site that they will be required to present a photo I.D. and business card at Registration. Photo I.D. and business cards are required even when the exhibitor has registered in advance. EXHIBITOR STAFFING Although exhibitors are encouraged to staff the booth for the duration of the exhibit hall hours it is only required during the unopposed breaks listed below. Please note food and beverage service will be in close proximity to the exhibit hall. Wednesday, September 16, 2015 Thursday, September 17, 2015 Friday, September 18, :00 a.m. 10:30 a.m. 3:30 p.m. 4:00 p.m. 7:30 a.m. 8:00 a.m. 10:00 a.m. 10:30 a.m. 3:00 p.m. 3:30 p.m. 7:30 a.m. 8:00 a.m. 10:00 a.m. 10:30 a.m.

7 Return form to: Engineering Department Omni Shoreham Hotel Phone: Calvert Street, NW Fax: Washington, DC (Engineering Coordinator) ELECTRICAL AND ENGINEERING SERVICES REQUEST FORM Event Name: Group: Set Up Date & Time: Move Out Date & Time: Location or Booth # Ordered By: Phone # On Site Contact: Phone # Omni CS Manager: EXHIBIT BOOTH ELECTRICAL GENERAL INFORMATION QUANTITY ADVANCE FLOOR 1. For your protection you should install a NEEDED ORDER ORDER SUBTOTAL surge protector on your computer(s). All 120 Volt Single Phase Service $ $ $ - electrical installations and connections to (Set Up Extension Cord and Labor) all electrical service will be made by an IMPORTANT: All electrical services other than the Exhibit Booth drop will Omni Hotel electrician. Omni Hotel will not require labor. A minimum of 1 hour must be ordered to allow inspection of be responsible for any damage or lost equipment connected into our system. Labor exceeding the minimum, will be equipment, componet, computer hardware, charged at the appropriate rate, as shown in the labor section. ADDITIONAL LABOR FOR ELECTRICAL SET UPS or software and/or any damage or injury to any person caused by the installation, HOURS connection or plugging into any electrical NEEDED RATE SUBTOTAL outlet by a person other than an Omni Monday - Friday 7:00am to 3:30pm $125 $ - Hotel electrician. 2. All column and wall outlets are not a part THIS IS AN ESTIMATE ONLY. FINAL CHARGES ARE BASED of booth space. A separate outlet must be ON TIME AND ACTUAL POWER INSTALLED.Labor: Any installations or removals ordered at regular price for each piece of BEFORE 7:00am or after 3:30pm. M-F or all day on SAT /SUN/HOL equipment to be ordred at regular price for will be subject to a 4HR minimum at the current rate of $125.00/HR HEAVY DUTY ELECTRICAL each piece of equipment to be connected. 3. Labor must be added for electrical request QUANTITY ADVANCE FLOOR except for an Exhibit Booth Set Up. 208 Volt Single Phase Service NEEDED ORDER ORDER SUBTOTAL 4. To receive Advance Order pricing, all orders 20 Amps each 0 $ $ $ - must be received with payment 10 days 30 Amps each 0 $ $ $ - prior to the set up date. 208 Volt Three Phase Service NEEDED ORDER ORDER SUBTOTAL 5. All production companies are to provide 20 Amps each 0 $ $ $ - pig tails and cables to designated power 30 Amps each 0 $ $ $ - location. 60 Amps each 0 $ $ $ Amps each 0 $ 1, $ 1, $ Amps each 0 $ 1, $ 2, $ Amps each 0 $ 3, $ 4, $ - ELECTRICAL REGULATIONS ADDITIONAL SERVICES For every 5 power strips ordered, there will be a single phase service charge 1. All equipment connected by Omni Hotels must comply with NEC, Federal, State, QUANTITY ADVANCE FLOOR and local codes. RENTAL EQUIPMENT NEEDED ORDER ORDER SUBTOTAL 2. All cords, plugs, and power strips must Power Strips 0 $ $ $ - be UL Listed. 25' Extension Cord 0 $ $ $ - 3. All equipment shall be tagged and wired 50' Extension Cord 0 $ $ $ - with complete information as to type of 120 Volt Single Phase Service 0 $ $ $ - current, voltage, phase, cycle, horsepower, QUANTITY ADVANCE FLOOR etc. MISC. NEEDED ORDER ORDER SUBTOTAL Fire Alarm Disable (min. 4 hours) 0 $300 N/A $ - Grand Total Enclosed $ - PAYMENT INFORMATION CHECK ENCLOSED IN THE AMOUNT OF: $ (Payable to: Omni The Shoreham) CHARGE MY CREDIT CARD IN THE AMOUNT OF: $ MC VISA AMX OTHER CARD # EXP. DATE: / NAME AS IT APPEARS ON THE CARD: AUTHORIZED SIGNATURE:

8 NETWORKING / TELECOM PRICE GUIDE Networking/Telecom Request Form NOTE: ALL SECTIONS MUST BE COMPLETED ITEM DAILY RATE QUANTITY DAYS TOTAL Standard Wired Internet Services (SHARED) Single user/device shared Ethernet connection -1st device $ Additional user/device $ Wireless Internet Services (SHARED) Single user/device shared WiFi connection -1st device $ Additional user/devices $ HD Displays SUBTOTAL: SUBTOTAL: 24 LED Monitor/w Table Stand $ Samsung HD Monitor/w Floor Stand $ Samsung HD Monitor/w Floor Stand $ Sharp HD Monitor/w Floor Stand Please Call 70 Sharp HD Monitor/ Please Call Telecommunication Services Direct Inward Dial (DID) Please Call Standard Analog Line Please Call Polycom Speakerphone $ EQUIPMENT TOTALS SUBTOTAL: SUBTOTAL: Standard Wired Internet Services (shared): Wireless Internet Services (shared): Special Network Services by Request: Telecommunication Services: TOTAL: (Before Taxes and Service Charges) : ABOVE TOTAL DOES NOT INCLUDE TAXES OR SERVICE CHARGES. RENTAL CONTRACT MUST BE COMPLETE FOR ORDER TO BE PROCESSED. Return completed form to: Fax: omnishoreham@encore-us.com

9 NETWORKING / TELECOM PRICE GUIDE Networking/Telecom Request Form Client Information Group/Organization Event On-Site Contact Requested by Phone # Phone # Fax # Fax # Address Address Address City State Service Request FUNCTION SPACE Start Date & Time: End Date & Time: NOTE: ALL SECTIONS MUST BE COMPLETED Zip ROOM / BOOTH ROOM / BOOTH ROOM / BOOTH ROOM / BOOTH ROOM / BOOTH Note: All computers are required to receive a DHCP assigned IP address passing through NAT from the AVT network unless other arrangements have been discussed and agreed upon with AVT. Payment Information IF YOU CLAIM SALES TAX EXEMPTION, PLEASE FURNISH A COPY OF YOUR TAX-EXEMPT CERTIFICATE WITH YOUR ORDER OR TAX WILL BE CHARGED. This section must be completed before your order can be processed. A credit authorization is requested as a deposit against additional services and/or labor. Payment of any balances may also be made by company check upon presentation of statement while at the show, but a credit cardauthorization shouldbe on file. Anybalancesoutstanding asof move-out will be chargesto your account. Please do not ask us to bill you. 1 - Master Account #: Authorized Signer s Name: 2 - Room #: Name on Reservation: Confirmation #: 3 - Credit Card #: CCID: Card Type: Exp: x Customer Signature Print Name (as it appears on credit card) Date Frequently Asked Questions x Q. What equipment do I need to connect to the internet? A. A PC or laptop with a Network Interface Card (NIC) that has an RJ45 jack, or a wireless network adapter. Q. Do I need any special configuration on my computer? A. Typically not as long as the TCP/IP service is installed on your computer. Some security measures and/or VPN software may require intervention by your company s IT department. Q. Can I access my company s secure server? A. If you can access your company s secure server via the internet, you will be able to access it through this network. Should you require a public IP address, please contact our representatives in advance. Q. Can I get my IP information in advance? A. Yes. Our on-site IT representation will be able to provide IP information to you upon request. Q. Can I bring my own wireless access point or other networking infrastructure equipment? A. No. Customer-supplied networking equipment is not allowed without prior authorization by AVT Event Technologies. Customer-provided wireless access points, routers, switches or other similar network infrastructure devices are prohibited to ensure uninterrupted operation of existing wired/wireless infrastructure. Return completed form to: Fax: omnishoreham@encore-us.com

10 NETWORKING / TELECOM PRICE GUIDE Networking/Telecom Agreement It is understood that AVT Event Technologies does not own or control the telecommunications facilities used to access the Internet and that the Internet is a non-regulated public domain. Customer agrees that AVT shall have no responsibil - ity and no liability whatsoever with respect to insuring access to the Internet. Customer further agrees to indemnify and hold harmless AVT from any and all claims, damages, losses and causes of action whatsoever which may arise directly or indirectly in connection with the Internet services provided. The total order cost will be billed to the form of payment sp Cancellation charges will be incurred at 100% for cancellatio ns within 24 hours of your event. You are responsible for bringing your own NIC (Network Interface Card) or Wireless Access Card. Customer-provided wireless access points, routers, switches or other similar network infrastructure devices are prohibited to ensure uninterrupted operation of existing wired/wireless infrastructure. Please contact your sales manager for pricing on AVT provided available options. I understand the above condition Authorized Signature: Please Type or Print Name: All materials and equipment furnished by AVT for this service order shall remain the property of AVT and shall be re - moved only by AVT at the close of the meeting. All requests for services after your arrival are subject to the availability of the equipment and the services of our techni - cians. Under no circumstances shall anyone attempt to gain unauthor ized access to or tamper with any part of the network. You agree to remain entirely liable for all activities conducted through the network connections. The Network may only be used for lawful purposes and in accordance with these terms and conditions. Transition of any materials in violation of any local, state, federal, or international regulation(s) is prohibited. This includes but not limited to, copyrighted materials legally judged to be threat ening or obscene, or material protected by trade secrets. These terms and conditions supersede all previous representations, understanding, or agreements and shall prevail notwithstanding any variance with terms and conditions of any order submitted. These terms and conditions may be No service will be provided without a signed copy of this form. This form must be received no later than one (1) week prior to the meeting. If you are uncertain of your requirements or of any changes, to your personal computer. you must notify an AVT representative. MY SIGNATURE INDICATES THAT I HAVE RECEIVED THIS INTERNET REQUEST FORM AND SERVES AS AGREEMENT OF MY ORDER AND ITS TERMS AND CONDITIONS AND WARRANTS THAT THE UNDERSIGNED HAS THE AUTHORITY TO EXECUTE THIS DOCUMENT AS AN EMPLOYEE AND/OR AGENT ON BEHALF OF CUSTOMER S EMPLOYER AND/OR PRINCIPAL, IF ANY. Customer Signature: Date: Title: Return completed form to: Fax: omnishoreham@encore-us.com

11 March 3-6, 2015 April 29-May 1, 2015 May 7-9, 2015 July 13-15, 2015 Sept. 9 12, 2014 BANNER AD HERE 16 scientificsessions.org