ASA EXHIBITORS FREQUENTLY ASKED QUESTIONS

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1 ASA EXHIBITORS FREQUENTLY ASKED QUESTIONS Are you a first-time exhibitor or an exhibit manager newly assigned to plan your company s participation in ANESTHESIOLOGY 2013 Exhibits? If your answer is yes, then the following information is for you! FAQs: ANSWERS TO THE MOST FREQUENTLY ASKED QUESTIONS BY EXHIBITORS. This information is prepared as a service to you, the exhibitor. Direct and early contact with exhibition management can be the key to your success as an exhibit manager. Do not hesitate to ask the obvious question, or call to verify conflicting information. Keep in mind each question answered in advance is one less problem to solve on-site. 1. Where and when is ANESTHESIOLOGY 2013 being held? ANESTHESIOLOGY October 12-16, 2013 Moscone Convention Center, San Francisco, CA. 2. What is included in my exhibit space rental? Booth rental includes the following: Two (2) complimentary exhibitor booth personnel badges per 10 x10 booth. Additional badges over the allotment may be purchased for an additional $60 each. 8 high back drape, 36 high side rails. 7 x 44 identification sign includes company name and booth number. Admittance to General Sessions based on seating availability. Publication of company name, city, state, phone number, website address and a 75 word company or products/services description in the ANESTHESIOLOGY 2013 Exhibit Guide for applications received by August 1, Company listing on the ANESTHESIOLOGY 2013 website. 3. What are the Exhibit Hours? Saturday, October a.m. - 6:15 p.m. *Welcome Reception 4:30 to 6:15 p.m. Sunday, October 13 9 a.m. to 4 p.m. Refreshment breaks 9:45 am - 10:45 am and 2:45-3:45 p.m. Monday, October 14 9 a.m. 3 p.m. Refreshment break 9:45-10:45 a.m. 4. Where can I see a list of current exhibitors? You may view 2013 current exhibitors by visiting the ANESTHESIOLOGY 2013 Annual Meeting website under the Exhibitors tab and selecting Current 2013 Exhibitors. 5. When is the deadline to submit my company product/service description? For printed conference related materials, descriptions are due by August How can I attend the meeting and obtain CME credits? Exhibitors who want to attend the meeting and receive CME credits are required to register as an Exhibiting Medical Supplier for a fee of $995 now through , and $1,150 on and later.

2 Suit casing/soliciting Only contracted exhibitors are permitted to promote their products, services or company at ANESTHESIOLOGY Unless a marketing opportunity has been contracted by the exhibitor, all company promotion and product sampling must occur within the contracted booth space. This includes, but is not limited to: ~ Roaming characters ~Approaching exhibitor booth to sell products ~Leaving and/or distributing product information in public space and show floor aisles Anyone found doing so will be sent back to their booth space and materials left will be recycled. Attendee will be asked to leave the show and forfeit their badge. Any suit casers should be reported to the Show office. Violators will be reported to Security and may result in loss of future exhibiting privileges. We make every effort to ensure you won t be solicited at your booth. However, we know this does occur at trade shows. Should you be approached, kindly take down the name and company and provide the information to the Show office or the ASA Exhibits Manager. 7. Are there any special rules I need to be aware of? Access the ASA Exhibitor Rules and Regulations by clicking here. The rules and regulations must be adhered to prior to and on-site, or your display may have to go through costly alternations before the Show opens. The display rules are not meant to limit your ability to showcase your product, but rather to ensure each exhibitor an equal opportunity, within reason, to present their product in the most effective manner to the audience. Your agreement to abide by these rules and regulations is a part of the space contract, and they will be strictly enforced by our Floor Managers. 8. How do I get badges for my exhibit staff? Exhibitor badges can be ordered online. Online registration will remain open throughout the conference. On-site, the Exhibitor Registration Desk will be located in the lobby outside the exhibit Hall of the Moscone Convention Center. For all questions regarding exhibit personnel badges (including modifying existing badge names, adding or deleting badges, or obtaining a receipt copy), contact CompuSystems directly. CompuSystems Registration Customer Service: Each exhibiting company will receive two complimentary badges for each 100 square feet of exhibit space purchased. A $60 fee will be assessed for each badge produced over the complimentary allotment. No refunds will be issued or badges purchased but not used. Exhibitor badges provide your personnel with early entry to the exhibit hall on exhibition days. Badges are nontransferable. 9. How should I ship my exhibit materials-in advance to the warehouse, or direct to the convention center? Making the right transportation decisions for your exhibit materials will not only save you time and money, but also a lot of aggravation. Exhibit transportation can be fairly complex. Review each transportation option in terms of cost, time frame, and type of shipment, and choose the one that best fits your situation. When possible, ship in advance to the warehouse. Our drayage contractor will receive materials and provide up to 30 days storage before delivering them to the Moscone Convention Center. Although the advance receiving rates are more than the direct shipping rates due to the additional handling, shipping your materials in advance is a good investment for the following reasons:

3 You can verify receipt of your materials well in advance of the exhibition, without worrying about lost or misdirected shipments. You won t have to deal with stand-by charges from your motor freight carrier while your direct shipment waits in line to be unloaded at the convention Center. You can be assured that your materials will be in your booth space when you, or your set-up crew, arrive to begin the installation process. If you choose to ship direct, be sure to forward a copy of your material handling order form/bill of lading to the drayage contractor to aid in tracing your shipment. Shipping addresses and timeliness will be included in your Exhibitor Service Kit. 10. Is there security provided for my booth? From the first day of move-in through the last day of move-out. There is 24 hour perimeter badge checkers for the exhibit floor. This level of security is intended to control the access of people and material to and from the exhibit halls in a safe and organized manner. It is not intended as individual security for your booth and materials. Please remember that the Moscone Convention Center is a public building to which hundreds of individuals have access let alone the number of individuals involved in the shipping of your materials to and from the exhibition, setting up and tearing down displays. It is critical that exhibitors work closely with Exhibition Management in making every effort to safeguard their investment in the exhibition. Be security conscious at all times during your stay. Do not leave items of value in your booth overnight during the installation period or exhibition days without taking security precautions. Exhibitors can order overnight booth security from the security vendor. Remember that the security of your product is your responsibility don t take any chances. 11. Should I insure my exhibit materials? Yes! Exhibitors are required to provide for their own floater insurance coverage, protecting against damage, loss of theft. Please remember that the drayage contractor cannot be held responsible for the disappearance of an exhibitor s materials after delivery to the booth, or before the materials are picked up for loading out after the exhibition. Remember that it is the responsibility of the exhibitor to insure his/her property. The Moscone Convention Center and their respective agents will not be responsible in any way against theft, fire or accident. 12. If I have a problem during installation, the exhibition or dismantle, who do I see? The first option is to visit the FREEMAN Service Center customer service desk located on the show floor. FREEMAN staff have many years of hands-on experience and have much to offer in the way of assistance. Another option is to visit the ASA Exhibit Sales Office. This office will be in operation from installation through dismantling. We are here to assist you by answering questions about rules, help with labor questions, and in general are a good source of information. 13. When can I begin dismantling my booth? When must I be completed? The exhibit hall will be open for exhibit dismantling from: Monday, October 14 Tuesday, October 15 Wednesday, October 16 3:00pm 11:00pm 8:00am 4:30pm 8:00am 10:00am Note: Exhibitors are cautioned when making return travel arrangements to allow sufficient time following the closing of the show at 3:00pm. All booths must be dismantled and packed by 10:00am on Wednesday, October 16. No exhibitors have the right prior to 3:00pm on Monday, October 14 to pack or remove any articles or exhibit. All outbound carriers must check in no later than 9:00am on Wednesday. Freight not called for by 10:00am on Wednesday will be rerouted via Freeman s exhibit transportation.

4 14. When does ANESTHESIOLOGY 2013 housing open? Housing for ANESTHESIOLOGY 2013 Exhibitors will open May 28 with details on hotels, rate information and reservations. 15. What is the headquarter hotel for the meeting? The Marriott Marquis San Francisco has been designated as the headquarter hotel for ANESTHESIOLOGY How can I find information on programs, meetings and sessions? Visit the ASA website at for complete information on ANESTHESIOLOGY Where are the educational sessions being held? Educational sessions will be held at the Moscone Convention Center, 747 Howard Street, San Francisco, CA 94103, tel: What is the dress code for the meeting? Business/casual attire and comfortable walking shoes are highly recommended. 19. What is the ASA Career Connection? Located in Hall A of the Moscone Convention Center the ASA Career Connection is a three-day event offering a semi-private area on the exhibitor floor dedicated to companies wishing to hire clinical, academic or research anesthesiologists. Saturday, October a.m. 6:15 p.m. Sunday, October 13 9 a.m. 5 p.m. Monday, October 14 9 a.m. 3 p.m. 20. Who do I contact at ASA for Advertising and Corporate Support Opportunities? Advertising Alex Kahl, Sales and Marketing Manager at or a.kahl@asahq.org Corporate Support Sara Moser, Director of Corporate Development and Sponsorships at or s.moser@asahq.org 21. What is the ASA Bistro? The Bistro concept is a convenient location in the exhibit hall with a diverse menu offering a variety of traditional, healthy, and international dining options. Create a lunchtime meeting destination, receive faster lunch service with shorter wait time, and enjoy a delicious lunch while remaining in the building. Dessert, included! Attendees and exhibitors may purchase individual tickets for $25 or reserve tables in advance and onsite. 22. Will there be refreshments in the Exhibit Hall? There will be refreshment breaks in the exhibit hall on Sunday, October 13 from 9:45 10:45 am and 2:45 3:45 pm and Monday, October 14 from 9:45 10:45am. 23. Will shuttle buses be provided during the meeting? There will be shuttle bus service between ASA designated hotels and the Moscone Convention Center, Saturday through Wednesday during the annual meeting. Shuttle schedule will be posted as we get closer to the meeting. 24. What are the dates and locations of future annual meetings? October 11-15, 2014 New Orleans, LA October 24-28, 2015 San Diego, CA October 22-26, 2016 Chicago, IL October 21-25, 2017 Boston, MA October 13-17, 2018 San Francisco, CA October 19-23, 2019 Orlando, FL

5 25. Who do I contact at ASA for additional exhibit related questions? The ASA Exhibits Team Mike Alberts, CMP, CEM Exhibits Conference Manager m.alberts@asahq.org Rose Berg, CMP Exhibits Sales Manager r.berg@asahq.org Susan O Brien Exhibits Assistant s.obrien@asahq.org IN CONCLUSION We hope you have found this information helpful in preparing an exhibit program. If there are important areas we did not cover, or specific questions you would like to see addressed in greater detail, please let us know. Your input is vital in helping us to produce an event that is efficient, productive, and profitable. Thank you for your participation and support! The ASA Exhibits Team