26th Annual Meeting and Workshops
Vancouver Convention & Exposition Centré
Vancouver, BC, Canada
May 10-13, 2001
ASRA Exhibitor Prospectus
Vancouver Convention & Exhibition Centré
900 Canada Place
Vancouver, BC, Canada
Friday, May 11, 2001
9:00-11:30am
2:00-4:00pm
5:30-7:00pm
Saturday, May 12, 2001
9:00-11:30am
Note: Attendance in the Exhibit Hall will be heaviest during scheduled breaks and the reception as noted in the final program. Final times may vary slightly.
Thursday, May 10, 2001
All exhibits must be set between 12:00noon-5:00pm
Saturday, May 12, 2001
Time: 12:00noon-9:00pm
Thursday, May 10, 2001 7:00am-5:00pm
Friday, May 11, 2001 7:00am-5:00pm
Saturday, May 12, 2001 7:00am-12:00noon
2002 Chicago, IL April 23-29
2003 San Diego, CA April 3-6
2004 Orlando, FL March 23-29
The American Society of Regional Anesthesia and Pain Medicine (ASRA) will hold its 26th Annual Meeting May 10-13 at the Vancouver Convention & Exhibition Centré, Vancouver, BC, Canada.
ASRA is recognized as a sub-specialty association by the American Society of Anesthesiologists and presently has over 8,500 members. The Society's purpose in conducting this convention is to advance knowledge within the areas of its goals and constitution through its educational programs, its communication and resource information. The Society, in keeping with its stated purpose, encourages exhibitors to be educational, communicative and resource informative in their exhibit displays. All exhibits and products/services displayed must be pertinent to the practice of anesthesiology and pain medicine, and in the professional interests of the registrants.
Please review the entire Prospectus. It includes important information about your company's participation in and contribution to the meeting. The rules and regulations noted in this Prospectus are part of the application for space.
The ASRA reserves the right to refuse space to any company whose products or services, in the judgment of the Society, do not meet the educational, scientific or practice needs of our members and meeting registrants.
An application form for technical exhibit space and a floor plan of the exhibit hall are included with this Prospectus. Carefully review the floor plan and indicate on the application eight different locations for your exhibit. Newer exhibitors should be aware that prime space is typically assigned to companies which have a longer exhibit history (i.e. more points).
Priority Points
Priority points are based upon the number of years a company has exhibited at the ASRA Annual Meeting. The schedule of points is as follows:
- 2 points annually for the first booth and 1 point annually for each additional booth
- 1 point for each year of exhibiting
Companies that have merged with, been purchased by, or have purchased another company, may use the exhibit history from either company alone, whichever is more favorable, but not the combined history of both companies. In the case of a tie, the date of receipt of the application and deposit shall serve as the tie-breaker. Remember that special requests to be away from other companies may adversely affect your chances of getting one of your booth choices.
Single Booth |
$1,500 ea |
Multiple Booths |
$1,300 ea |
20x20 Island |
$5,200 ea |
The price of the booth includes, in addition to the space itself, an identification sign showing company name; general cleaning of aisles; 5 complimentary registrations per 10 x 10 booth, if pre-registered; 2 guest badges, one copy per booth of the Annual Meeting Syllabus and four beverage tickets per booth.
Deposits and Payments
A 50% deposit must accompany the application.
Applications submitted without a deposit will be returned to the sender and will not be processed until accompanied by the appropriate deposit. All payments must be made by check, payable to ASRA.
Completed applications with deposits should be mailed to:
Kevin F. Johns, CMP, CAE
Director, Meetings and Conventions
ASRA
P.O. Box 11086, 1910 Byrd Ave., Ste. 100
Richmond, VA 23230-1086
Phone (804) 282-0010 ext: 319
FAX (804) 282-0090
kevin@societyhq.com
Full Payment
The balance of the booth fee is due on or before
December 5, 2000. If the balance is not received by the due date, the booth space may be cancelled and reassigned without notification, or refund of deposit. No company may exhibit unless full payment for booth space has been received. Final payment should be sent to the address listed above.
Cancellation or Reduction of Space
All cancellations or reductions in space must be sent in writing on company letterhead to Kevin F. Johns, CMP, CAE at the Society's office. If written cancellation or booth reduction is received at the Society office by:
October 5, 2000 |
Full refund less $100 per booth |
December 5, 2000 |
Forfeit entire deposit (50% of booth cost) |
After December 5, 2000 |
No refunds |
The Society, the Vancouver Convention & Exhibition Centré and/or any of their officers, agents or employees, shall not be liable for any act or omission of guards hired to patrol the Exhibit Hall; for any damage or injury caused to an exhibitor or the exhibitor's property occasioned by the condition of the premises or its mechanical systems; loss by theft, mysterious disappearance or damage by fire, accident, or any other cause; or any other act or omission of the Society or the Vancouver Convention & Exhibition Centré and/or their officers, agents, and employees; or any damage or injury arising from any act, omission or negligence of the Society or the Vancouver Convention & Exhibition Centré or their officers, agents or employees.
Insurance protection will not be afforded to the exhibitor either by the Society or the Vancouver Convention & Exhibition Centré. Exhibitors shall carry their own insurance to cover exhibit material against damage and loss, and public liability insurance of at least $1 million per occurrence and $1 million aggregate, against injury to the person and property of others. Certificates of Insurance shall be furnished to the Society by February 5, 2001.
All exhibits must be designed to be in compliance with the Americans with Disabilities Act of 1992. The main aisles of the exhibit hall will be carpeted. Carpeting in booths must be ordered on an individual basis.
In-Line Booths
All linear booths are 10 feet deep and 10 feet wide (10' x 10'), and consist of 8' high backdrape and 36" high side dividers mounted on aluminum tubular frames. Signs, decorations and equipment may not rise above the 8' backwall height. Solid construction in excess of 36" high must be a minimum of 5' back from the aisle. An identification sign (7" x 44") showing company name and booth number will be provided at no charge.
An island exhibit is an open area of exhibit space with aisles on all four sides. Accessibility from all four aisles is required. Island exhibits may extend to all outer edges of the booth space, but the design of the booth must allow for see-through visibility as not to obstruct substantially the view of, or otherwise interfere with, the displays of other exhibitors.
Fire Prevention Regulations
- Display coverings, drapery, carpet, carpet padding and decorative materials must be flame resistant or sprayed with flame-retardant.
- Storage behind booths is strictly prohibited. Exhibitors will be allowed one day supply of exhibit materials and give aways within their booths. Nothing is to be stored behind the booth.
- All aisles and fire exits must be clear at all times. Easels, signs, etc. may not be placed beyond the booth area into the aisles.
- Compressed gases will not be allowed inside the Vancouver Convention & Exhibition Centré.
- Smoking is prohibited in the exhibit hall.
Requirements for Hanging Signs
Exhibit booth signs, banners, booth ceilings or canopies, lighting grids or other exhibit related equipment should be free standing and floor supported where possible. Attachment to exhibit hall ceiling beams or trusses is not permitted.
Registration
A company may register five individuals per 10' x 10' booth at no charge during advance registration only.
A $100 per person fee will be charged for all representatives registered over this number or for those who register on-site. The Exhibitor Advance Registration Form will be mailed upon receipt of contract and deposit. Exhibitors not registered by the
February 5, 2001 deadline must register on-site at the Exhibitor Registration desk. Any changes to the advance registration list must be made in writing by February 5, 2001. Any changes after this date must be made on-site at the Exhibitor Registration desk. The person who is listed as the "official contact" on the company's exhibitor advance registration form and who is actually attending the meeting must submit any changes.
Representatives registering on-site will be required to show proof of affiliation (business card) with the exhibiting company and pay a registration fee of $100. Replacement of lost badges will be issued for $20 each.
Badges are not transferable. Each representative of an exhibiting company must wear the official exhibitors badge for admission to and while in the exhibit hall. Company badges will not be accepted in lieu of the official badge. Supplementing the badge with business cards, ribbons or company logo types is not permitted. Exhibitor badges may be made out only in the name of the company shown on the application for exhibit space.
The exhibitor's badge allows admittance to the exhibit hall and on a space available basis to the general sessions. Exhibitors are not permitted to attend workshops.
Badge Distribution
All badges for representatives who are advance registered will be distributed on-site at the Exhibitor Registration Desk. A pre-registered representative of the company may sign for any or all badges for that company.
Guest Badges
Every effort will be made to assure that only properly identified and authorized registrants enter the exhibit hall. Technical exhibitors' guest badges are designed to allow access to the exhibit floor to individuals whom an exhibitor has a legitimate need to have present. These individuals may be:
- VIP's for parent company
- advertising agency representatives
- exhibit designers or builders
- exhibitor appointed contractors
- consultants
- industry analysts
- an exhibitor's original equipment manufacturer
Guest badges must not be issued to physicians or allied health individuals who should be registered through the Society's registration process for educational sessions and exhibit viewing. Badges should not be used as a form of registration for personnel working the booth. The exhibiting company is responsible for the actions of their guest. Misuse of the exhibitor guest badge system may result in the expulsion of the exhibitor and guest from the exhibit hall. Children under 16 years of age are not allowed on the exhibit floor at any time.
The Society reserves the right to limit the number of guest badges issued, and to charge $100 per extra badge.
Vendor Badges
Individuals who want to view the exhibit floor but are not affiliated with an exhibiting company may register for $100.
Orientation Meetings
Companies who wish to hold orientation meetings within the confines of their booths may do so on Friday and Saturday mornings prior to the opening of the hall. Do not arrange meetings with physicians or individuals other than your booth personnel as they will not be able to get into the hall prior to the 9:00 a.m. opening. Exhibit personnel must wear their badges in order to enter the hall for these meetings.
Booth Policy
Exhibit personnel may not enter another exhibitor's booth without obtaining permission.
Use of Photography and Video Recorders
Exhibitors are not permitted to photograph or videotape any booth other than that of the company they represent. These activities are permitted only before or after exhibit hall hours. Security arrangements for such activities must be made in advance at the exhibitor's expense. Only the official meeting photographer is allowed to photograph in the exhibit hall. Order forms for this service will be provided in the Exhibitors' Service Kit.
Media Related Activity
All public relations, press and media-related activity related to an exhibit or an exhibitor must be approved and processed through the ASRA office. Exhibitors are responsible for notifying their advertising and public relations staff of this requirement.
Admission to Scientific Sessions and Workshops
Unless the room is overcrowded, booth personnel may attend scientific sessions which do not require a ticket by showing their badge to the monitor at the entrance to the meeting room.
Exhibitors may not attend Workshops.
Annual Meeting Syllabus Allotment
The Annual Meeting Syllabus will include an alphabetical listing of exhibiting companies including a product description. This information will be taken from the product service information supplied on the application for exhibit space. If this information was not indicated on the application, the company will not be listed in the product/service listing of the Syllabus. Syllabi will be given to each exhibitor based on a formula of one Syllabus per 10 X 10 booth space. The Syllabi will be available for pick up at the Exhibitor Registration desk and one representative from each company must sign for the entire allotment.
If additional syllabi are needed, they may be purchased at the registration desk after 12 noon on Saturday.
Promotional Opportunities
Annual Meeting Registrant Mailing Labels/Disk
The Society is able to provide the pre-registrant mailing list for commercial use in label, list or disk format under the following procedures:
- Request must be made in writing.
- Copies of the material to be mailed to the advance registrants must be submitted to the Society and approved.
- The use of this information is limited to one time use. Recipients of the mailing labels or disk shall protect, indemnify, hold harmless and defend the ASRA from any and all claims, liabilities, losses and damages caused by such recipient's use of the mailing labels or disk.
- The labels/disk material is being sold exclusively to 2001 exhibiting companies in order to assist in educating anesthesiologists about your product or service.
By applying for exhibit space, a company agrees to adhere to all conditions and regulations outlined in this Prospectus. The first regulation violated will result in delivery of a written warning notice to the exhibitor's booth. If the first violation is not corrected or if a second violation occurs, 25% of the priority points for the following year will be deducted. A third violation will result in the company losing 50% of its accrued priority points. A fourth violation will result in the company not being eligible to exhibit at future annual meetings.
The following rules and regulations have been designed for the benefit of all exhibitors. The Society requests the full cooperation of the exhibitor in their observance. Please be sure that your promotional department or anyone else involved in the arrangements for your exhibit has a copy of these rules and regulations. It is the responsibility of the exhibitor to see that all booth staff are aware of and adhere to these rules and conduct themselves in a professional manner throughout the meeting.
Booth Assignment
The Society reserves the right to place reasonable limitations on the number of booths to be rented to any exhibiting firm. This limitation will be determined by the relation of total applications to the number of booths shown on the floor plan.
Subletting of Booth Space
Exhibitors may not let, sublet or transfer the exhibit privilege or space in whole or in part without the express written consent of the Exhibit Manager.
Badges
All representatives of exhibiting firms must register and wear the official exhibitor's badge for admission to and while in the exhibit hall. Company badges will not be accepted in lieu of the official badge.
Five badges per 10 X 10 booth (or equivalent) shall be issued at no charge for pre-registration only. A $100 per person fee will be charged for all representatives registered over this number or those who register on-site. Badges will show the representative's name and company. No booth staff may use a Guest Badge to enter the hall.
Registration
No individual who has been denied the privilege of registration in his/her own right shall be permitted to register as a representative of an Exhibitor. Only a medical doctor who is a full-time employee of the exhibiting company may register as an Exhibitor. Other physicians must register as participants and pay fees as required.
Staffing of Booth
Exhibit booths must be staffed at all times during the hours the exhibit hall is open.
Dismantling of Exhibits
Dismantling or removing an exhibit or materials, including packing literature or products, before the official closing of the exhibit hall is prohibited. Companies in violation of this rule may not be permitted to exhibit at future Annual Meetings.
Products on Display
All products which are not FDA approved for a particular use in humans or which are not commercially available in the U.S. will be permitted to be exhibited only when accompanied by the appropriate signs that indicate their FDA clearance status. The following are signs which should be displayed:
- This Device is not cleared by the FDA for distribution in the United States.
- This Device is limited by federal law for investigational use.
- This Device is cleared for marketing when intended for use only.
The signs must be easily visible and placed near the devices themselves and on any graphics depicting the device. The exhibitors shall have available at the booth a letter from the FDA which describes the allowable use status of the product or products. Exhibitors are cautioned about the FDA's prohibition on promoting cleared for marketing devices for unapproved uses. Requests for information and guidance should be directed to:
Office of Training and Assistance
FDA Division of Small Manufacturer's Assistance
1901 Chapman Avenue
Rockville, MD 20852
301-443-6597
1-800-634-2041
If this division of the FDA cannot help you, a representative will forward you to the appropriate division.
Contests and Drawings
Prize contests, drawings, raffles or lotteries of any description, held at any time or place within the auspices of the Annual Meeting, are expressly prohibited.
Booth Activities
The exhibitor is permitted to demonstrate equipment and to make informational presentations regarding products or services in the exhibitor's booth. However, other attention-getting devices in the form of entertainment or amusement must be approved by the Society by
February 5, 2001. Only such activities which, in the discretion of the Society, are in keeping with the professional deportment of the Technical Exhibits will be permitted.
The distribution of food and/or drink is expressly prohibited.
Disruptive Exhibits
Equipment may not be demonstrated or machinery utilized in such a way so as to give off noxious odors, fumes, dust or other materials which the Exhibit Manager determines to be disruptive to the exhibits in general or neighboring exhibit space. Noisy exhibits will be prohibited. Microphones and other sound amplification may be utilized in the exhibits, but must not disrupt other exhibitors. Further, the exhibitor is responsible for any and all fees which may be due for the use of copyrighted music used in audio presentations.
Give Aways
The Society reserves the right to restrict activities or products in any exhibit that it, in its sole discretion, considers undesirable. This restriction may include but is not limited to activities, articles, printed matter, shopping bags, or anything deemed objectionable to the exhibits as a whole.
Exhibitors planning to distribute items free of charge must request approval to do so in writing no later than February 5, 2001. Approval will be given to items routinely produced for sale by the exhibiting company for medical purposes or items that can be used during the meeting or in the professional activities of the booth visitor. Samples of giveaways sent to the Society for review will not be returned. Advertising materials cannot be distributed outside the exhibitor's booth.
Use of the Society's Name, Insignia or Logo Type
The use of the name, insignia, logo, logotype or other identifying marks of the American Society of Regional Anesthesia and Pain Medicine may not be used in signs, advertising or promotions in any media or on descriptive product literature without express written permission of ASRA. The only exception is that exhibitors may reference the Annual Meeting (with date and place) of the ASRA on their materials associated with the Annual Meeting. Exhibitors may not use the Society's name in advertising for meetings that are sponsored by another organization or at other meetings sponsored by the Society. In addition, the fact that an exhibitor or its goods or services are or were exhibited at the ASRA Annual Meeting cannot be used in advertisements or promotional activities by the exhibitor. By allowing the exhibitor to participate at the Annual Meeting of the Society, the ASRA does not endorse, either expressly or by implication, the exhibitor or its goods or services. To prevent misunderstandings, promotional copy for exhibitor meetings or functions may not be phrased "in conjunction with the Society" or use similar language.
Selling and Order Taking
The technical exhibits are intended primarily for informational and educational purposes through product service and displays and demonstrations. Sales are permitted, provided that transactions are conducted in an appropriate professional and business-like manner. The Society reserves the right to restrict sales activities that it deems inappropriate or unprofessional.
Educational Demonstrations and CME Credit
During the time the Society educational programs and scientific papers are in session, exhibitors shall not conduct hands-on demonstrations, lectures or other presentations except in the booth space allocated to them. Exhibitors who present hands-on demonstrations must agree to comply with the Society's current policies regarding hands-on courses. In addition, exhibitors who conduct hands-on, surgical skills programs off-site when Society educational program and scientific papers are not being presented must agree to notify the Society of these programs and comply with the Society's current policies regarding hands-on, surgical skills courses.
Since the American Society of Regional Anesthesia and Pain Medicine is the sole sponsor of its Annual Meeting, it is the only organization authorized to designate CME credit for educational activities conducted during the ASRA Annual Meeting.
Termination or Modification of Display Privileges at any time
The American Society of Regional Anesthesia amd Pain Medicine reserves the right to terminate or modify the exhibitor's display privileges at any time for a breach of any of these terms, rules and regulations. The ASRA will be the sole interpreter if a breach has occurred. Such termination or modification may occur during the Annual Meeting, at which time the exhibitor must agree to close the exhibit upon receipt of a notice of termination and to remove or modify the exhibit from the exhibition hall as soon as possible without disruption of the meeting. Such removal shall be done under the direction of the Society's Exhibit Manager. Expulsion or modification of an exhibit under this rule shall not give rise to any claim, and there shall be no refund of the fees paid by such exhibitor.
Interpretation of Rules
Breaches or infractions of these terms, rules and regulations by an exhibitor in any year may be considered by the American Society of Regional Anesthesia and Pain Medicine in determining whether to accept an application for exhibition space in any subsequent year. In addition, infractions of the spirit of the rules by exhibitors or potential exhibitors at any time may be considered in determining whether to accept an application from such person or company seeking to exhibit at a Society meeting.
Cancellation
If the Society fails or is unable to fulfill its obligations in providing the opportunity to hold exhibits at the Annual Meeting, the Society agrees to promptly return the exhibitor all monies paid. If this occurs, any agreements made shall be cancelled by mutual consent and the Society shall be relieved from all responsibility.
Space assigned to an exhibitor by the Society will not be released unless the Society is notified on a timely basis in accordance with Society rules. This notice shall be in writing on company letterhead and shall state that the exhibitor wishes to cancel or reduce its assigned space (See cancellation schedule).
Indemnity
The exhibitor agrees to indemnify and hold the Society, its official contractors, and the Vancouver Convention & Exhibition Centré, and their respective employees, representatives, agents, successors and assigns, harmless against any and all damages, claims, judgments, losses, costs and expenses (including attorneys' fees) that may at any time be incurred, suffered, sustained by or imposed upon the Society and/or the Vancouver Convention & Exhibition Centré or their respective employees, representatives, agents, successors or assigns by reason of any action which may result because of or after acceptance of this application or the providing of exhibit space. This indemnification and hold harmless agreement includes but is not limited to any and all claims, damages, losses or expenses attributable to personal or bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of such property.
Damage to Exhibit Hall
Exhibitors will be held responsible for any damage done to the exhibit hall by them, their employees or agents. No nails, tacks or screws may be driven into the floor, wall or woodwork of the building.
Use of Certain Property
The exhibitor will assume all costs arising from the use of patented, trademarked, franchised or copyrighted music, materials, devices, processes or dramatic rights used on or incorporated in the exhibitor's booth.
Fire Ordinances
Local fire codes and ordinances require that the aisles be clear at all times. Demonstration areas shall not be placed on the aisle line of an exhibit. Sufficient space within an exhibit area must be left to absorb the crowd. Should spectators interfere with the normal traffic flow in the aisle or interfere with other exhibits, the Exhibit Manager may, in his sole discretion, require that the demonstration be limited or cancelled.
Compliance with Local Ordinances
Licenses and permits required by local statute, ordinance or regulation (if any) are to be obtained and paid for by the exhibitor. Each exhibitor will be individually responsible for compliance with local health, fire, and safety ordinances and regulations. The ASRA has no further responsibility to notify the exhibitors that this compliance is required.
All products or services exhibited must comply with all state and local regulations, and with all current FDA regulation for such products and services as highlighting in section (FDA COMPLIANCE SECTION).
GES Exposition Services c/o CF Freight Company [Telephone: (604) 420-4044], will receive and store exhibit materials for all shipments originating in Canada up to 30 days prior to the event, deliver all materials to your booth space, remove and store all "empties" during the event, return all "empties" following the show, and return all repacked materials to their warehouse to be shipped as directed.
Shipments Originating in Canada
All exhibit material must be prepaid, addressed as indicated below, and scheduled to arrive on or about May 3, 2001.
Exhibitor Name/Booth#: __________
GES Exposition Services
For: ASRA Conference
c/o CF Motor Freight
7867 Express Street
North Burnaby, BC, V5A 1S8
Canada
International Shipping Instructions
1. All crated materials may be sent to the advance warehouse and should be scheduled to arrive in Vancouver by Friday,
May 4, 2001.
Crated truck shipments are to be consigned to:
Exhibitor Name/Booth: __________
For: ASRA Conference
c/o Mendelssohn Commercial
7867 Express Street
North Burnaby, BC, V5A 1S8
Canada
Notify: Mendelssohn for Customs Clearance
(604) 687-5535.
2. Air Freight Shipments should be consigned as follows:
Exhibitor Name/Booth: __________
For: ASRA Conference
c/o Mendelssohn Commercial
Unit 100, 5980 Miller Road
Richmond, BC, V7B 1K2
Canada
Notify: Mendelssohn for Customs Clearance
(604) 687-5535.
3. Uncrated materials and pad wrapped van line shipments will not be accepted at the advance warehouse. Van line shipments should be delivered to the Vancouver Convention & Exhibition Centré on May 10, 2001.
Consign freight as follows:
Exhibitor Name/Booth: __________
For: ASRA Conference
Mendelssohn Commercial
c/o GES Exposition Services
Vancouver Convention and Exhibition Centré
Suite 200, 999 Canada Place
Vancouver, BC, V6C 3C1
Canada
Mendelssohn Commercial's service includes providing customs clearance, posting of a temporary import bond, coordination of freight to show sites, and coordinating outgoing carriers following the show.
All freight handling including unloading, pick-up, storage, return of crates, and reloading are provided by GES Exposition Services. All exhibitors must ensure that the necessary Material Handling order form has been completed and returned to GES Exposition Services.
The following company has been appointed official customs broker and materials handling service provider for this event and any customs inquiries should be directed to them for clarification. Their Customs and Shipping Guide will be included in the Exhibitor's Service Kit.
Mendelssohn
Tel: 604-687-5535
Fax: 604-687-1463
Installation of Exbibits
Installation days and hours are listed below:
Thursday, May 10, 2001, 12 noon - 5:00 pm
All crated displays must be set up or in the process of being set up by 3:00 pm on Thursday, May 10, 2001. Otherwise they will be ordered set up by show management and all applicable charges applied to the exhibitor of record. Throughout installation, all crates must be labeled for storage as soon as they are empty. All crates must be removed from the exhibit floor by 5:00 pm on Thursday, May 10, 2001 for installation of carpet and final cleaning before the 9:00 a.m. opening on Friday, May 11, 2001. Installation of exhibits must take place during the scheduled times listed above. Permission to work outside of the established scheduled installation hours must be obtained in writing from the Exhibit Manager.
Dismantle of Exhibits
Dismantle of exhibits begins
Saturday, May 12, 2001 at 12:00 noon and must be completed by 9:00 pm. Dismantling an exhibit or packing of equipment or literature prior to 12:00 noon on Saturday is not permitted. Any company violating this regulation will not be permitted to participate in future Annual Meetings. To avoid damage to equipment or display materials, exhibitors should remain with the equipment until crates are returned and all materials are packed. All crates must be packed and labeled for outbound shipment by the schedule indicated below.
Work Passes for Independent Labor
Unregistered exhibitor personnel and exhibitor-appointed contractors who wish access to the exhibit floor during installation and dismantling hours will be required to show proof of affiliation with the exhibiting company or exhibitor appointed contractor to receive a work pass. Work passes will be available at the Service Center beginning on Thursday, May 10, 2001, 8:00 a.m. Work passes are not valid during show hours, individual will be asked to leave the floor and register for set-up pass for that specific exhibiting company.
Exhibitors' Service Kit
An Exhibitors' Service Kit containing complete show information and order forms for all show services will be sent to all exhibiting companies three months prior to the meeting. All forms should be completed and mailed in advance to ensure adequate labor and equipment, etc. for a smooth set-up. Forms will be included for the following services: labor, material handling, electrical, furniture rental, signs, rental displays, photography service, audio-visual, florist, and cleaning.
Please note that discounts apply to many orders received prior to the meeting. The rates listed in the Prospectus are intended to provide you with the basics needed to start your budget and planning.
One Exhibitors' Service Kit per exhibiting organization will be provided by GES. An exhibitor may use the services of an outside independent contractor only for the installation and dismantling of the exhibit. All other services must be secured through the official contractor. All mechanical equipment for display installation and dismantling such as forklifts, highlifts, etc., must also be obtained through the official contractor.
Security
Independent guards will be engaged to provide protection for the overall exhibit area from the beginning of move-in to the end of move-out, but not for any particular exhibit. The Society, however, will not be held responsible for the loss of any material in the exhibit area and urges the exhibitor to exercise precautions to discourage loss.
Models
Product and service demonstrations may be conducted by professional presenters or models; however, demonstrations are to be straight forward and professional in nature avoiding the use of side show gimmicks and
will not include any invasive procedures.
Exhibitors ordering models or other temporary help to assist in the booth must make arrangements to meet these individuals at the Exhibitor Registration Desk to have the appropriate badge made. Temporary help will not be permitted past the guards at the exhibit hall entrance until they have the proper badge.
Society policy states that children under the age of 16 are not allowed on the exhibit floor. The use of children as models is prohibited.
The Society expects exhibitors to use prudent judgment when models are used in an exhibit. Attire of models shall be consistent with the professional atmosphere of the ASRA Annual Meeting. Appropriate cover-up apparel should be worn by models when on break.
If an exhibitor is planning to use an outside contractor the Society must receive written notification from the exhibiting company of the name, address and telephone number of its appointed outside contractor, and the name of the outside contractor's supervisor who will be responsible for on-site work in the exhibit area. Work authorization forms completed by the independent contractors are not acceptable and will be returned to the sender. The above notification must be received no later than February 5, 2001. If this notification is not received by this date or if documentaton is incomplete, the exhibitor must use the official service contractor, GES, for set-up and dismantling labor.
Contact with exhibitor appointed contractors will be initiated by the Society upon receipt of the authorization forms. Information detailing Society requirements and policies will be sent directly to the contractor specified. A complete list of rules and regulations governing the use of exhibitor appointed independent contractor for installation and dismantle labor will also be included in the Exhibitors' Service Kit.
Exhibitors using the services of an independent contractor are responsible for ensuring that their contractor sends a certificate of insurance for receipt by the Society no later than February 5, 2001. Independent contractors who do not send a certificate of insurance by this date will not be allowed access to the exhibit floor. The certificate of insurance must provide a minimum of $1,000,000 public liability coverage.
Air Travel
Association Travel Concepts (ATC) has been selected as the official travel agency for the 26th Annual Meeting and Workshops, May 10-13, 2001 at the Vancouver Convention & Exhibition Centré Vancouver, BC, Canada.
By calling ATC, you will receive 10-15% off airline tickets purchased more than 60 days prior to your travel dates or a 5-10% discount for tickets purchased less that 60 days prior to the convention.
ATC offers the lowest available fares on ANY airline traveling to Vancouver; advance seat assignments; special advance meal requests on airline flights; frequent flier programs; electronic ticketing; and Email access for convenient booking of your tickets.
To take advantage of these rates contact Association Travel Concepts: Phone: 1-800-458-9383; Email: atc@assntravel.com; or fax (858) 581-3988. ATC is available 6:00 am - 5:30 pm PST Monday through Friday.
Housing
Housing for all exhibitors will be handled by the exhibiting company. Housing forms will be mailed to exhibiting companies directly from the Society upon receipt of an executed exhibit contract. Room assignments will be made on a first-come, first-served basis. A deposit is required to guarantee a reservation. More detailed information will be available in October.
Hospitality and Meeting Rooms
Hospitality suites can be reserved on the official housing form. Requests for meeting room space should be sent in writing to Kevin F. Johns, CMP, CAE at the Society office by
November 11, 2000.
Any meetings or exhibitor-sponsored events outside of the company's booth space, cannot take place during the Society's scientific program or Society-sponsored activities as listed below. This includes any events offered to spouses of the attendees. You are urged to comply with the policy with respect to any meeting or social functions or risk the loss of priority points or other action deemed appropriate by the Society.
Exhibitors who conduct programs off-site when Society educational programs are not being presented must agree to notify the Society of these programs and to comply with the Society's current policies regarding exhibitor-sponsored program.
If you are planning a function during the ASRA Annual Meeting, it can only be scheduled during the following times:
Thursday, May 10, 2001 |
After 6:00pm |
Friday, May 11, 2001 |
After 7:00pm |
Saturday, May 12, 2001 |
After 5:30pm |
Sunday, May 13, 2001 |
After 10:00am |
The following criteria must be filled in order for a company to sponsor an industrial symposium:
- Minimum unrestricted educational grant of $5,000 to the ASRA, plus exhibit at the annual meeting.
- The program must be submitted to the Society office for review to assure there are no conflicts with the Scientific Program.
- All costs must be borne by the sponsor.
- No symposia may be held at a time which would conflict with an ASRA activity (see times listed under Hospitality and Meeting Rooms).
- The Society does not provide accreditation.
- No inducements may be offered to attendees, such as honoraria, per diem, travel or hotel. Faculty may be dealt with in a manner deemed appropriate by the sponsor.
- Promotional mailings are to be coordinated through the Society office.
- No reference to sponsorship by the ASRA is acceptable.
- Hotel meeting space may be secured through the Society office.
- Industrial Symposium cutoff date is 45 days prior to the meeting.
Any matters not specifically covered herein are subject to decision by the Board of Directors. The Society reserves the right to make such changes, amendments and additions to these rules as it considers advisable for the proper conduct of the exhibit.
American Society of Regional Anesthesia &
Pain Medicine
1910 Byrd Avenue, Suite 100
P.O. Box 11086
Richmond, VA 23230-1086
(804)282-0010
Fax: (804)282-0090
kevin@societyhq.com
Kevin F. Johns, CMP, CAE
Director of Meetings and Exhibits
Stewart A. Hinckley
Director of Operations
John A. Hinckley
Executive Secretary
Catherina Marino
ASRA Manager
Jill Hinckley
Exhibit Coordinator
Liz McNamara
Exhibits Administrator
October 5, 2000
Full Refund Less $100/booth
December 5, 2000
Full Payment Due or Refund Less Deposit
February 5, 2001
Product Description Due
Insurance Certificates Due
Outside Contractor Notification
Exhibitor Registration Due
($100 per badge after this date)
Requests for Booth Giveaways
April 10, 2001
Begin Advance Shipments
May 10, 2001
Installation
May 11-12, 2001
Show dates
May 12, 2001
Dismantling
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