Exhibitor Guidelines
Exhibitor Personnel
A company may register five individuals per 8' 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 October 18, 2002
deadline must register on-site at the Exhibitor Registration desk. Any
changes to the advance registration list must be made in writing by
October 18, 2002. 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, master classes, or PBLs.
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.
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.
Individuals who want to view the exhibit floor but are not
affiliated with an exhibiting company may register for $100 for one day.
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 opening. Exhibit personnel
must wear their badges in order to enter the hall for these meetings.
Exhibit personnel may not enter another exhibitor's booth
without obtaining permission.
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.
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.
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.
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 8
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.
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.
- 4. The labels/disk material is being sold exclusively to
2002 exhibiting companies in order to assist in
educating anesthesiologists about your product or service.
To purchase on-line please use the Mailing List Rental Form
Exhibitor Prospectus