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American Academy of Dermatology Summer Academy Meeting 2012
 

American Academy of Dermatology Summer Academy Meeting 2012

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    American Academy of Dermatology Summer Academy Meeting 2012 American Academy of Dermatology Summer Academy Meeting 2012 Document Transcript

    • 20 12 Technical Exhibit ProspectusSAM12_tech_exhibit_prospectus_final.indd 1 5/14/2012 10:23:41 AM
    • TABLE OF CONTENTS Staffing............................................................................................... 13 Subletting of Space............................................................................ 13 GENERAL INFORMATION Surveys............................................................................................... 13 Location............................................................................................... 3 Interpretation & Application of Rules and Regulations..................... 13 Exhibit Days and Hours...................................................................... 3 Termination................................................................................... 13 Future Annual Meeting Sites and Dates............................................... 3 Violations....................................................................................... 13 Important Dates to Remember............................................................ 3 2010 Summer Meeting Attendance..................................................... 4 INSURANCE, LIABILITY & INDEMNIFICATION Insurance........................................................................................... 13 APPLICATION & SELECTION PROCEDURES Limitation of Academy Liability........................................................ 13 Categories of Exhibits.......................................................................... 4 Liability and Indemnification............................................................. 13 Evaluation of Space Application Forms............................................ 4-5 Governing Law.................................................................................. 13 Application Procedures........................................................................ 5 Selecting Your Preferred Spaces............................................................ 5 TECHNICAL EXHIBITOR PERSONNEL Selection of Booth Space...................................................................... 5 Exhibitor Registration........................................................................ 14 Multiple Divisions............................................................................... 6 Badge Distribution............................................................................. 14 Mergers and Acquisitions..................................................................... 6 Temporary Personnel or Models........................................................ 14 Housing............................................................................................. 14 DEPOSIT & PAYMENT INFORMATION Travel................................................................................................. 14 Booth Fees........................................................................................... 6 Parking............................................................................................... 14 Deposit................................................................................................ 6 Media Related Activity....................................................................... 15 Full Payment........................................................................................ 7 After-Hours Admission to Exhibit Hall............................................. 15 Cancellation or Reduction of Space..................................................... 7 Orientation Meetings......................................................................... 15 Exhibit Hall Product Theater................................................................7 Meeting Rooms.................................................................................. 15 Digital Booth Enhancement.................................................................7 BOOTH CONSTRUCTION INFORMATION INSTALLATION & DISMANTLING INFORMATION Size Configuration/Linear Booths........................................................ 8 Installation of Exhibits........................................................................15 Canopies.............................................................................................. 8 Dismantling of Exhibits......................................................................15 Americans with Disabilities Act............................................................ 8 Aisle Space........................................................................................... 8 OFFICIAL CONTRACTORS, SHIPING & SERVICES Booth Carpet and Booth Cleaning....................................................... 8 Official General Services Contractor.................................................. 16 Lighting and Electrical Requirements.................................................. 8 Official Drayage Contractor............................................................... 16 Overhead Signs/Banners/Lighting Truss.............................................. 8 Advance Shipments -Warehouse........................................................ 16 Balloons............................................................................................... 8 Direct Shipments – Hynes Convention Center.................................. 16 Fire Regulations................................................................................... 8 Exhibitor Designated Contractors...................................................... 16 Work Passes....................................................................................... 16 RULES & REGULATIONS Exhibitor Service Information............................................................ 16 General Promotional Guidelines.......................................................... 8 Exhibitor Service Center.................................................................... 16 Right of Refusal............................................................................... 8 Exhibit Hall Lighting......................................................................... 16 Endorsement.................................................................................... 8 Security.............................................................................................. 17 Comparisons.................................................................................... 8 Storage............................................................................................... 17 Competition.................................................................................... 8 Display of Non-Academy Corporate Recognition............................ 8 REGISTRATION MAILING LISTS............................................ 17 Propriety.......................................................................................... 8 Interpretation and Application of Guidelines................................... 8 Advertising........................................................................................... 9 MEMBERSHIP MAILING LISTS.................................... 17 Distribution of Academy Member Information................................. 17 Badges.................................................................................................. 9 Booth Activities.................................................................................. 10 Demonstrations.................................................................................. 10 EDUCATIONAL CONTRIBUTIONS & AV Equipment................................................................................... 10 SPONSORSHIP OF OFFICIAL ACADEMY Exhibit Booth Access......................................................................... 10 SUMMER MEETING ACTIVITIES...............................................17 FDA Regulations............................................................................... 11 Principles of Corporate Relationships................................................ 17 Giveaways and Promotional Items..................................................... 11 General Guidelines................................................................... 17-18 Booth Catering.................................................................................. 11 AAD Code of Medical Ethics for Dermatologists Laser Precautions............................................................................... 11 AAD Principles of Professional Conduct.................................. 18 Photography and Video Taping Policy.............................................. 12 Selling and Order Taking.................................................................. 12 ADVERTISING OPPORTUNITIES...............................................19 Smoking............................................................................................. 12 Exhibitor Meetings & Events....................................................... 12-13 EXHIBIT ADVISORY COMMITTEE.............................................19 [2]SAM12_tech_exhibit_prospectus_final.indd 2 5/14/2012 10:23:41 AM
    • GENERAL INFORMATION Exhibition Dates Friday, August 17.................................. 10:00 a.m. - 6:00 p.m. Location “Meet the Faculty” Reception The Hynes Convention Center in the Exhibit Hall....................................5:00 p.m. - 6:00 p.m. 900 Boylston Street Saturday, August 18.............................. 10:00 a.m. - 5:00 p.m. Boston, Massachusetts 02115 Unopposed exhibit hours Phone: (877) 393-3393 Friday and Saturday, August 17-18...... 12:00 p.m. - 1:00 p.m. Dismantling of Exhibits Exhibit Hall C and Auditorium Saturday, August 18 5:00 p.m. - 8:00 p.m. Technical Exhibits, Poster Exhibits, Restaurant Areas, Academy Sunday, August 19 8:00 a.m. - 12:00 p.m. Resource Center, Product Theater Hall C Lobby Registration 2nd and 3rd Floor Meeting Rooms and Ballrooms Educational Sessions Meeting Dates August 15 - August 19, 2012 Registration of Technical Exhibitors Wednesday, August 15.............................12:00 p.m. - 5:00 p.m. Thursday, August 16..................................8:00 a.m. - 5:00 p.m. Friday, August 17......................................8:00 a.m. - 6:00 p.m. Saturday, August 18.................................. 8:00 a.m. - 5:00 p.m. Future Summer Academy Meeting Sites July 30-August 3, 2013* Hilton New York, New York, NY Installation of Exhibits August 6-10, 2014* Hyatt Regency Chicago, Chicago, IL Wednesday, August 15 ............................ 8:00 a.m. - 5:00 p.m. *Dates are subject to change. Thursday, August 16 ................................. 8:00 a.m. - 5:00 a.m. IMPORTANT DATES TO REMEMBER PROGRAM BOOK LISTING DEADLINE AND SPACE APPLICATION/CONTRACT DUE................................. January 4, 2012 EXHIBIT SPACE SElection........................................................................................................... February 7-9, 2012 SPACE CONFIRMATIONS/INVOICES MAILED.............................................................................................. March 2012 SPACE CANCELLATIONS/REDUCTIONS Full Refund........................................................................................................................................................... by April 2, 2012 25% of Booth Fees Retained.......................................................................................................................April 3 – June 6, 2012 No Refunds........................................................................................................................................................ After June 6, 2012 FINAL BOOTH PAYMENT DUE..................................................................................................................... June 6, 2012  Exhibitor Resources: HOUSING & REGISTRATION INFORMATION, PROGRAM BOOKS, EXHIBITOR SERVICE Site available.............................................................................................................May 2012 [3]SAM12_tech_exhibit_prospectus_final.indd 3 5/14/2012 10:23:41 AM
    • For More Information Contact Sara J. Peterson, CEM Senior Manager, Exhibits attention exhibitors American Academy of Dermatology 930 East Woodfield Road Important Dates & Deadlines Schaumburg, IL 60173 To facilitate your quick review, all important dates Phone: 866-503-SKIN (7546) and deadlines are highlighted throughout the Technical Fax: (847) 330-1090 Exhibit Prospectus. E-mail: mrc@aad.org Website: www.aad.org 3 Important Changes New and/or revised rules are identified with 2011 Summer Meeting Attendance this designation and are printed in bold. (New York, N.Y.) Physician........................................................................1,721 Resident/Medical Student..................................................536 Evaluation of Space Application/Contract RN/NP/PA/Office Staff......................................................148 In order to preserve and maximize the educational value of the Spouse/Guest.....................................................................291 In order to preserve and maximize the educational value of the Press....................................................................................46 technical exhibit program, the Academy will examine all Space Exhibitor Representatives...............................................1,320 Application/Contracts and evaluate the applicants to determine Non Member-Non Physician.............................................279 whether they satisfy certain basic criteria. Permission to exhibit TOTAL............................................................................. 4,341 does not constitute in any way an Academy endorsement or approval of the exhibited products or services, or guarantee that space will be assigned. APPLICATION & The examination and evaluation of Space Application/ Contracts SELECTION PROCEDURES will be performed by the Assistant Secretary- Treasurer of the Academy in accordance with guidelines established by the Board Categories of Exhibits of Directors of the Academy. The decisions of the Academy The Academy will consider applications for exhibit space for Assistant Secretary Treasurer regarding applications shall be products or services in the following categories: final. The principle criteria to be considered by the Assistant • Pharmaceuticals (both prescription and nonprescription) Secretary-Treasurer include, but are not limited to, whether the products or services proposed for exhibition relate specifically to •  quipment and devices designed for diagnosis or treatment of E the practice and advancement of dermatology, or the education dermatologic conditions of the dermatologist and their patients. • Cosmetics and Skin Care Every exhibitor applicant who did not exhibit at the 2011 • Scientific/medical educational publications Annual Meeting or Summer Academy Meeting 2011 must complete the review process conducted by the Assistant • Activities of professional and educational organizations Secretary-Treasurer prior to assignment of exhibit space. An •  roducts or services relating to the support of non medical P applicant who did exhibit in 2011 must complete the review aspects of the practice of dermatology (office equipment, process only if there has been a material change in circumstances record keeping equipment or services, etc) relating to its company (e.g., a change in ownership, control, • Physician recruitment and placement services* or legal status) or in the nature, name, composition, products, labeling, or regulatory status of the products and services to be •  esearch survey activities, in conjunction with confirmed R exhibited. exhibiting companies* The materials required for review are the following: All exhibits are to be designed in such a manner that the presentation of products and services in the exhibit hall will •  ompany profile. The information should include a copy C enhance the overall educational goals of the Annual Meeting. of the company’s filed Articles of Incorporation or W9, company history, mission statement, management team bios, *Please note that the amount of space available for the exhibition and advisory/board of directors listing if applicable of products or services in the last two categories will be subject to special limitations or complete elimination, as determined by the •  e products and/or services the company plans to exhibit Th Academy, depending upon the availability of space to accommodate (i.e. product brochures or literature) exhibits of scientific educational value. [4]SAM12_tech_exhibit_prospectus_final.indd 4 5/14/2012 10:23:41 AM
    • •  xhibitors must disclose details on any consumer or E for technical exhibits. If at any time a product or service for government litigation, orders, injunctions, judgments or which a Space Application/ Contract has been accepted fails settlements over the last three years regarding the business to conform to such basic criteria, the Academy may revoke its practices of the company or the products and services to acceptance of the application and all exhibit space rental fees be exhibited. Companies with multiple complaints filed paid to date by the applicant may be refunded in accordance against them with state or federal consumer affairs regulatory with Academy’s refund policy, and the Academy shall have no agencies, the Better Business Bureau, or Academy members further liability to the applicant with respect to the proposed may be required to provide an explanation of the resolution exhibition. Similarly, the Assistant Secretary-Treasurer, on the of those complaints. basis of new information, will impose such additional conditions on an exhibitor as deemed necessary to assure that such exhibit Exhibitors shall not exhibit any products or services other than satisfies the basic criteria for technical exhibits. those included in their Space Application/ Contract or approved in writing by the Academy. Applications from companies that have outstanding balances due the Academy, its contractors, or vendors will not be processed Successfully completing the Exhibit Review Process does not without full payment of delinquent accounts. guarantee that you will be assigned booth space. The Academy meetings consistently sell out of exhibit space and maintain waiting lists. Academy exhibit space is assigned in priority point Selecting Your Preferred Spaces order to all exhibitors that have a history of exhibiting at the The following information will assist exhibiting companies Academy meetings. with less than ten (10) years of exhibiting experience with the Academy to increase their chance of securing their preferred Even where an exhibitor meets the basic criteria described booth location. above, the Academy still reserves the right to deny any request to exhibit based on space limitations, safety concerns, Because exhibit space is selected under a priority point system, failure to comply with these procedures or requirements, past and the fact that many companies have exhibited annually for inappropriate conduct by the applicant (including but not many years, it is unlikely that a company that has exhibited limited to failure to comply with Academy exhibitor rules and for only a few years or is new to the Academy would be able regulations), or a reasonable determination of ineligibility by to obtain a booth at or near the entrances to the exhibit Academy Assistant Secretary-Treasurer. halls. Therefore, if you have less than ten (10) years of exhibit experience in the show, it would be to your advantage to plan your booth selections with this information in mind in order Application Procedures to maximize the chance of securing your preferred space. To apply for exhibit space, complete the Space Application/ Contract and return it with a check or credit card payment for the required deposit. Space will not be assigned without an Selection of Booth Space original signed Space Application/Contract and the required The first selections of space under the priority point system will deposit. be made during the online space draw in February. Accepted applicants will have an opportunity to select their space during E  xhibitors utilizing the services of a third party to contract for the online space draw. Applicants will receive email notification exhibit space and services must provide written authorization of their space selection date and time via email in January. on Company Letterhead indicating the of the name and contact Selection times are based upon accrued priority points, provided information of the authorized third party. This documentation the space application is received by January 4, 2012. Priority should accompany the application for space or emailed to points are determined by: jtaylor@aad.org •  articipation of an applicant in the annual Academy technical P In order to be considered for the first selection of exhibit space, exhibit programs. Space Applications/Contracts must be received by mail or online at the Academy office by January 4, 2012. Applications received •  mount of exhibit space for which an applicant was assigned A after January 4, 2012 regardless of the company’s priority in prior meetings. point status, will be assigned on a first-come, first-served basis •  inancial contributions of the applicant to the educational F following the completion of the initial space selections. programs of the Academy. No requests for exhibit space will be accepted or confirmed via In the event exhibit space for the Summer Academy Meeting telephone, fax or e-mail. The Space Application/Contract must 2012 is sold out, companies will automatically be placed on include a list of all product categories that will be exhibited at a waiting list. As long as space is available, the Academy will the Summer Meeting. Complete descriptive information must continue to make space assignments on a periodic basis until accompany the Space Application/Contract. June 27, 2012. All space assignments are subject to the The Product Category section on the Space Application/ cancellation policy deadlines, regardless of the date space Contract must be completed. All acceptances of Space was assigned. Applications/Contracts and assignments of exhibit space are conditioned upon continued compliance of the products or services proposed for exhibition with the basic criteria established [5]SAM12_tech_exhibit_prospectus_final.indd 5 5/14/2012 10:23:41 AM
    • The Academy reserves the right to rearrange the floor plan at any time. The Academy reserves the right to relocate exhibitors DEPOSIT & PAYMENT INFORMATION should it become necessary for causes beyond the control of the Booth Fees Academy, or advisable in the best judgment of the Academy. Linear/Corner Booth...................... $2,200.00 per 10’ x 10’ booth After assignment of space, exhibitor agrees to accept relocation to The price of the booth includes the following: other comparable space if the Academy deems such a relocation to be necessary or appropriate. Because space may not be •  two-line identification sign (7” x 44”) showing A available to accommodate all qualified applicants, the Academy company name and booth number (if ordered in advance may have to select among qualified applicants in granting from the service contractor). permission to exhibit. •  ne (1) Summer Academy Meeting Program per 100 O The Academy will attempt to accommodate exhibitor requests square feet of exhibit space. for specific booth(s); however, no guarantees can be made that •  ompany name, contact information, booth number and C the Exhibitor will be assigned the specific booth(s) requested. product category on the Academy website. The Exhibitor acknowledges that he/she is not contracting for •  ompany name, booth number and product category in C a specific booth(s), but rather for the right to participate in the the Summer Academy Meeting Program Book.* Summer Academy Meeting. *  Application must be received by January 4, 2012 to be included in the Program Book. Multiple Divisions •  our (4) complimentary exhibitor badges per 100 square F Companies may choose to average priority points in order to be feet of booth space, provided badges are ordered by the grouped together in the space selection process. The process will advance registration deadline. allow divisions to contract separately while maintaining their own identities, i.e. exhibits, exhibit listings, badges, etc. Each 3 • Access to unrestricted symposia and plenary sessions with corporate division must notify the Academy Exhibits Manager, an exhibitor badge. in writing by January 4, 2012, of their desire to be grouped together with other divisions. Deposit The total charge or 25% of the total booth fee is due net 30 days Mergers And Acquisitions of the invoicing date with the balance due by June 6, 2012. The Companies that have merged with, been purchased by, or have first invoice will be sent after space has been assigned. purchased another company may use the exhibit history from Applications received after March 7, 2012 will require a either company alone, whichever is more favorable, but not deposit of 25% of the total booth fee due with the submission the combined history of both companies. The Academy should of the application with the balance due by June 6, 2012. be notified in writing by both companies that the acquisition No application will be processed or space assigned until any or merger between companies has been completed and list the outstanding accounts with the Academy are paid in full. date of completion. Companies requesting a transfer of points The acceptance by the Academy of a deposit with a Space must be “directly related” to an exhibiting company in order Application/Contract does not in any way constitute acceptance to inherit those points. A “directly related” company shall be of the Space Application/ Contract or grant permission to defined as a company that is wholly owned by, is a controlling exhibit. The completed Space Application/Contract and deposit owner of or has merged with another company. All requests for made payable to the American Academy of Dermatology should transfer of points must be submitted in writing to the Academy be sent to: Exhibit Manager and confirmed in writing by the parent or subsidiary company. United States Postal Service, UPS and Express Mail, Federal Express Address American Academy of Dermatology ATTN: Meetings & Conventions Department 930 E Woodfield Rd Schaumburg, IL 60173 International exhibitors must pay by a check in U.S. funds drawn on a U.S. institution or by credit card only. All applications and checks are processed through the Academy finance department prior to being forwarded to the exhibits department. To avoid delays in processing applications accompanied by checks, mail the completed application and deposit to the address listed above and not to the Academy office. The Academy bears no liability for any application that is not received through the address listed above or for any incomplete submission via the online application site. [6]SAM12_tech_exhibit_prospectus_final.indd 6 5/14/2012 10:23:41 AM
    • Full Payment If written notification of cancellation or booth reduction is Space must be fully paid for by June 6, 2012. If assigned space received at the Academy office: is not paid for by June 6, 2012, it may be cancelled and/or reassigned without notification or refund of payments by the Full Refund ................................................... By April 2, 2012 Academy. Companies paying their balance due after June 6, 25% of Total Booth Fees Retained........ through June 6, 2012 2012 will have priority points deducted for late payment. No company will be allowed to exhibit unless full payment for No Refund ................................................. After June 6, 2012 booth space has been received. Final booth payments should be Cancellation fees are remuneration for losses incurred by the made payable to the American Academy of Dermatology and Academy and are non-transferable. An exhibitor’s cancellation sent to the address indicated. of technical exhibit space will result in the release by the Academy office of any hotel/convention center public meeting Cancellation or Reduction of Space space previously assigned to the exhibitor and all sleeping rooms Notification of an exhibitor’s decision to cancel or reduce space assigned to the exhibitor. must be sent in writing on company letterhead to the Academy Exhibit Manager at the Academy office via certified mail Exhibit Hall Product Theater (return receipt requested). The date of cancellation shall be the Theater setting in the Technical Exhibit Hall offers exhibitors date that the Academy received the written cancellation. If an an opportunity to: exhibiting company does not cancel their space in writing and does not occupy their booth space on-site, the company will be • Present new research findings on products liable for 100% of the cancellation fees, automatically forfeit all • Showcase product details and demonstrations priority points and may not be permitted to participate at future • Highlight new products to an interested audience Academy meetings. Detailed information will be sent to all confirmed exhibiting companies. NEW - Digital Booth Enhancement Enhance your standard web booth listing when you submit your exhibit space application. Following are the packages available. Preferred $100.00 Business Card, Web Link, Company Profile, and 1 Company Contact Premium $250.00 Preferred Booth + Logo, 4 Product Listings, 4 Product Showcases, 2 Brand listings, and 1 additional Company Contact (2 total) Deluxe $400.00 Premium Booth + 4 additional Product Listings (8 total), 4 additional Product Showcases (8 total), 2 additional Company Contacts (4 total), High Res Product Photos, 2 Special Event Listings, and 2 additional Brand Listings (4 total), 2 Press Releases, Coupon, Podcast, and Video Webcast PREFERRED PREMIUM DELUXE ATTRIBUTE STANDARD dIGITAL bOOTH dIGITAL bOOTH dIGITAL bOOTH Business Card 4 4 4 4 Company Web Site URL 4 4 4 Company Profile 4 4 4 Company Logo 4 4 Company Logo For Floor Plan 4 Company Brochure 4 Press Release 1 2 Coupon 4 4 Podcast 4 Video Webcast 4 Company Contact 1 2 4 Products 4 8 Product ShowCase 4 8 Hi-Resolution Product Photo 8 Special Event 2 Brands 2 4 Categories 4 4 4 4 Contact jtaylor@aad.org or speterson@aad.org [7]SAM12_tech_exhibit_prospectus_final.indd 7 5/14/2012 10:23:42 AM
    • BOOTH CONSTRUCTION Aisle Space The main aisles of the exhibit area are for the exclusive use INFORMATION of the Academy. Exhibitors are not permitted to purchase designated aisle space. The aisles will be carpeted and vacuumed daily by the Academy. Size Configuration/Linear Booths The exhibit booths are 10’ x 10’ and arranged in a linear configuration. Each company is limited to two (2) 10’ x 10’ linear Booth Carpet and Booth Cleaning booths. Individual divisions within the same company may not Booth carpeting/floor covering is the responsability of the purchase additional booths in excess of the two (2) 10’ x 10’ exhibiting company. Exhibitors may choose to bring their own linear booths. carpeting or rent it from the service contractor. Exhibitors are not permitted to carpet outside their assigned exhibit space. Linear booths are 10’ x 10’ (100 square feet) or multiples thereof Exhibitors are required to keep their booths clean at all times. The and are arranged in a straight line. All linear booths consist Academy has the right to order daily cleaning if booth appearance of 8’ high backdrape and 4’0” high side dividers mounted on is unsightly. Any costs for this cleaning will be charged to the aluminum tubular frames. Exhibit fixtures, components and exhibiting firm. identification signs will be permitted to a maximum height of 8’3” (2.5m). Display material for linear booths is restricted to a maximum height of 4’0” (1.22m) in the front 5 feet (1.52m) Lighting and Electrical Requirements of the booth, and 8’3” (2.5m) in the rear 5 feet (1.52m) of the Sufficient light is provided for adequate general illumination of booth. To maintain uniformity and to prevent obstruction of the exhibit area, but no individual electrical outlets are provided view of adjoining booths, no solid or draped walls can be higher in the booth space. All electrical service must be supplied by than 8’3” in the back and 4’0” along the dividers and aisles. facility electricians to ensure that it will meet safety requirements of the fire regulations for the city of Boston. Exhibitors are not Every effort will be made to assign booths of the same type as permitted to have exhibit hall lighting dimmed or turned off. requested. However, this cannot be guaranteed. All dimensions are believed to be accurate but are not warranted by the Academy. Overhead Signs/Banners/Lighting Truss Exposed or unfinished sides or exhibit backgrounds must be Hanging signs/truss are not permitted. draped to present an attractive appearance. The exhibits will be Exhibitor lighting must be limited to the confines of the booth inspected during the setup time and the service contractor, with space. Lighting that projects onto another exhibitor’s space the approval of the Academy Exhibit Manager, will provide or Academy aisles or otherwise detracts from the professional masking drape as deemed necessary. Any charges incurred will be atmosphere of the event will not be permitted. the responsibility of the exhibitor. During the course of the installation and exhibit days, all booths Balloons are subject to on-site review. The Academy reserves the right to The use of balloons as part of the exhibit display or as a giveaway request modifications where necessary at the exhibitor’s expense is prohibited. to insure compliance with construction rules and regulations. Fire Regulations The Hynes Convention Center has strict fire safety requirements. It is the exhibitor’s responsibility to ensure safe exhibit booth construction. Drapes, signs, banners, acoustical materials, paper, plastic cloth and similar materials must be flame retardant or fabricated from inherently fireproof materials. The Exhibitor should have certificates of flame retardancy available for review by the city of Boston fire inspector. The fire inspector may perform a flame test of exhibit materials. The use of any material that cannot be made flame retardant is prohibited. Use or store of flammable liquids, gases or solids is not permitted. Literature on display and promotional items must be limited to one day’s supply. Reserve supplies must be kept in closed Canopies containers and stored in a near and compact manner free and The use of canopies in linear booths is not permitted. clear of electrical cables or junctions boxes. Storage of any kind is prohibited behind the back drapes, display wall or inside the Americans with Disabilities Act display area. All crates, cartons, containers, packing materials, etc. Each exhibitor shall be responsible for compliance with the necessary for repacking must be removed from the exhibit floor. Americans with Disabilities Act of 1992 (ADA) with regard to their booth space, including, but not limited to, the wheelchair access provisions. [8]SAM12_tech_exhibit_prospectus_final.indd 8 5/14/2012 10:23:42 AM
    • RULES & REGULATIONS Display of Non-Academy Corporate Recognition The display of corporate recognition from organizations other By applying for exhibit space, a company agrees to adhere to all conditions and regulations outlined in this Technical than the American Academy of Dermatology is generally Exhibit Prospectus. The following rules and regulations have discouraged. The Academy will permit exhibitors to display one been designed for the benefit of all exhibitors. The American table-top sign per organization. The size of the sign must be Academy of Dermatology requests the full cooperation of the smaller than 5”x7.” exhibitor in their observance of the rules. Please insure that all parties involved in the arrangements for your exhibit have a Propriety copy of these rules and regulations. It is the responsibility of the Promotions deemed by the Academy, in its sole judgment, to exhibitor to insure all booth staff are informed of and adhere be indecent, offensive or otherwise inappropriate in content are to these rules, and conduct themselves in a professional manner prohibited. throughout the convention. Advertising General Promotional Guidelines Exhibit items, advertising literature or pamphlets that are Right of Refusal distributed may contain only recognized indications and claims. The Academy reserves the right to reject requests for Advertising in any media that particular products or services promotions, or not to renew previously approved promotions, have been exhibited at the Academy Summer Academy Meeting at any time for any reason or no reason at all. Promotions that or in a manner that could be construed as an endorsement by conflict, or have the appearance of conflicting, with Academy the Academy or by its members is prohibited. policy are prohibited. With the exception of the Academy approved Recognition Programs, Academy logos, seals, trademarks, service marks, or Endorsement other similar property rights, including those that are in disuse, The Academy’s acceptance of promotion is not intended may not be used in connection with any product or advertising to convey Academy approval, endorsement, certification, materials displayed or distributed at the Summer Academy acceptance, or referral of any particular organization, Meeting. or any product or service manufactured or distributed Exhibitors shall not transmit or permit anyone to transmit a by that organization. Promotion permitted in Academy description of any part of the Summer Academy Meeting by communications vehicles is not to be construed or publicized means of radio, television, cable, videotape or other method as an endorsement or approval by the Academy, nor may the of transmission of aural or visual reports. Exhibitors may not promoter state that its claims are approved or endorsed by the reference any part of the Academy Scientific program in any of Academy. The fact that a promotion for an organization, a their exhibit Marketing materials or within their exhibit booth. product, or a service has appeared in an Academy-sponsored communications vehicle, shall not be referred to in collateral Advertising materials, other than official Academy advertising advertising or literature by that organization. programs, may not be distributed outside the exhibitor’s booth. This applies to distributing flyers, handbills, invitations, Comparisons magazines or other advertising materials to hotel rooms Comparison to the Academy’s products or services is prohibited. of Summer Meeting attendees. Canvassing or distributing Comparison to a competitor’s products or services is permitted materials in any part of the convention center or hotels used if claims of superiority have not been challenged by the FDA by the Academy during the Summer Academy Meeting is or FTC and data from well-controlled clinical studies cited prohibited. in recognized, peer-reviewed medical journals, are cited in Refer to Academy Advertising Standards, available at www.aad. the ad and can be made available to the Advertising Review org prior to planning your exhibit advertising campaign. Team upon request. Comparisons to a competitor’s products or services may not be disparaging, false or misleading. The Academy requires that advertisers affirmatively attest in writing Badges that they are in compliance with FDA and FTC guidelines on All representatives of exhibiting firms must register and wear the comparative advertising and/or that they have met the standards official exhibitor’s badge for admission to the exhibit hall and for of the FDA/FTC. the duration the exhibitor is in the exhibit hall. The company name that appears on the badge will be the name provided on the Space Application/Contract only. Company name changes Competition will not be accepted on-site. Company badges will not be Promotion of products, meetings, and services that compete accepted in lieu of the official badge. Individuals who do not directly with those offered by the Academy is generally have badges will not be admitted into the exhibit area. prohibited. Membership solicitation by organizations other than the Academy and the members of the Intersociety Liaison Committee and state dermatology societies, which have established reciprocal agreements, is prohibited. Fundraising by organizations or individuals other than the Academy is strictly prohibited. [9]SAM12_tech_exhibit_prospectus_final.indd 9 5/14/2012 10:23:42 AM
    • Booth Activities The exhibition of such experimental products and services must The exhibitor is permitted to demonstrate the firm’s equipment, also be in accordance with all applicable FDA regulations, as make informational presentations regarding the product line or discussed more fully under the FDA Regulation section of service, and distribute product information and related product this prospectus, and the approval status on any such product marketing activities from the exhibit booth. CME activities are or service must be disclosed to all registrants that visit the not permitted in the Technical Exhibit Hall. Physicians may exhibitor’s booth. be badged as exhibitors and staff the booth, provided they are If there is any question/concern whether a booth activity either full time employees or paid consultants of the exhibiting complies with Academy policy, it is recommended that the company. Physicians are only permitted to conduct promotional company submit the activity for consideration, by June 27, 2012. presentations within the Technical Exhibit booths, or Product Theaters. Only such activities which, at the discretion of the Academy Exhibit Manager, are in keeping with the professional AV Equipment deportment of the technical exhibits program will be permitted. The use of sound systems is permitted provided they do not interfere with the ability of neighboring exhibitors to conduct Exhibitors at the Summer Academy Meeting may not utilize business activities. Any exhibit may be closed if deemed by the the services of celebrities or other individuals who are officially Academy, in its sole discretion, to have an excessive noise level. contracted spokespersons for the exhibiting company due to exhibit space limitations and traffic control considerations. Exhibitors are responsible for obtaining appropriate licenses for any copyrighted music used in connection with their exhibit. Under no circumstances may exhibitor marketing activities take place outside the exhibit booth. Activities that interfere with normal traffic flow, infringe on other exhibits, or interfere Exhibit Booth Access with any meeting activities as determined by the Academy, are Exhibit personnel may not enter another exhibitor’s booth prohibited. without obtaining permission, nor may they conduct activities, which in the opinion of the Academy, impede another exhibitor’s ability to conduct business. This is in respect of the Demonstrations rights of other exhibitors to conduct business during exhibit Demonstration areas should be directed away from the aisles hours without interference or improper intervention. The and into the exhibit space. Aisles may not be obstructed due to Academy, its representatives and employees, shall have free any activities within the booth. Exhibitors are responsible for access to any exhibit at all times. monitoring attendance to prevent aisle congestion. Presentations will be limited or eliminated in situations where overflow becomes a concern. Exhibit personnel or devices may not operate outside the booth space assigned, and/or exhibit hours. This includes travel to and from the booth space assigned and to and from a company’s multiple booths. Product and service demonstrations may be conducted by professional presenters or models; however, demonstrations are to be straightforward, professional and non-combative in nature and must avoid the use of sideshow, theatrical gimmicks, celebrities, excessive noise, heat or light. The display of offensive materials, as determined by Academy Assistant Secretary- Treasurer, will be prohibited. The use of live animals and live subject demonstrations for the purpose of demonstrating techniques that involve equipment or prescription pharmaceuticals is prohibited. Cosmetics and non- prescription skin care products may be demonstrated. Because the exhibition of experimental products or services, the efficacy of which may not yet have been fully determined or which may not yet be commercially available, may in some cases be of significant scientific educational value, the exhibition of such products or services may be permitted if the basic criteria for technical exhibits are satisfied. However, permission to exhibit such products or services shall be subject to the conditions that the products or services be clearly identified as such in the exhibit area, and that full documentation as to the extent and results of research conducted with respect to such products or services be available in the exhibit area for examination by any registrant at the meeting. [ 10 ]SAM12_tech_exhibit_prospectus_final.indd 10 5/14/2012 10:23:42 AM
    • FDA Regulations Giveaways And Promotional Items Exhibitors must abide by all applicable Food and Drug The Academy requests compliance with all applicable industry, Administration (FDA) regulations, including but not limited state and federal regulatory and governmental agency guidelines to any or all approval requirements. Exhibitors are reminded (AMA, PhRMA, OIG, FDA, FCC, FTC, AdvaMed, etc...). that the FDA generally prohibits the advertising or other Acceptable giveaways should primarily entail a benefit to promotion of investigational or unapproved drugs and devices. patients, be related to the physician’s work, and should not be of The FDA also forbids the commercial promotion of approved substantial value. Giveaways may only be distributed from the drugs or devices for unapproved uses. Unapproved devices exhibitor’s booth, and may not be mailed to attendees after the may be displayed only if they are the subject of an effective meeting or delivered to outside locations during the meeting. investigational device exemption (IDE) or if they are the subject of a pending 510(k) pre-market notification application. Prize contests, awards, drawings, raffles or lotteries of any kind Any investigational product that is displayed or graphically held at any time or place within the auspices of the meeting are depicted within the exhibit must (a) contain no claims of safety not permitted. Attendees may not be registered for drawings, or effectiveness, (b) contain no comparative claims to other raffles or lotteries, which might be conducted after the Summer marketed products, and (c) be accompanied by a sign clearly Academy Meeting. Gaming devices of any description are not and prominently stating that the device is limited by federal permitted in the exhibit hall. law to investigational use and is not approved by the FDA for commercial distribution in the United States. Exhibitors may The Academy, in its sole discretion, shall have the right to not sell, commercialize, or take orders or names with respect to prohibit the distribution of any samples it deems objectionable an investigational drug or device, or a device that is the subject or otherwise inappropriate. of a pending 510(k) application, unless limited to research or investigational use. These restrictions are not intended to Booth Catering limit the full exchange of scientific information regarding an Exhibitors will be permitted to distribute selected food and investigational drug or device. beverage items. Items must be ordered through the Hynes If the FDA or a court of competent jurisdiction determines Convention Center Catering Department, exclusive food and that a company’s exhibit at an Academy meeting is in violation beverage provider. A catering order form will be included in the of any FDA regulations, including but not limited to the Exhibitor Service Kit. promotional restrictions and rules described above, the company may be subject to sanctions, including but not limited to Laser Precautions exclusion from exhibiting at subsequent Academy meetings. In keeping with the recommended safety precautions for Concerns or questions regarding compliance with FDA lasers, the Academy has adopted the following policies for laser regulations should be addressed to the FDA as follows: exhibitors in the exhibit area: FDA Division of Drug Marketing •  asers must be operated in a manner that is consistent with L accepted industry safety standards (e.g., ANSI standards The Office of Prescription Drug Promotion (OPDP) and/or American Laser Institute standards). Under no Building 51, Room 3200 circumstances may lasers be operated in a manner that poses 10903 New Hampshire Avenue a safety risk to persons standing or walking in the vicinity Silver Spring, MD 20993 of the exhibitor’s booth. The Academy reserves the right to Phone: (888) 463-6332 determine whether a laser poses such a safety risk. Fax: (301) 847-8444 •  asers must be operated only within a suitable enclosed space L FDA Office of Compliance Center for Devices and with eye protection for those viewing and operating the lasers. Radiological Health •  ll demonstrations of CO lasers must be conducted in clear A CDRH-Center for Devices and Radiological Health plastic boxes with all sides enclosed, including the top. Smoke WO66-3521 evacuators must be used. 10903 New Hampshire Avenue •  ppropriate plastic colored cubicles must also be available for A Silver Spring, MD 20993 any other type of laser being used, including dye, KTP, diode, Phone: (800) 638-2041 ND:YAG, alexandrite and ruby lasers. •  ppropriate eye and electrical protection must also be A required for non-laser light source and radiofrequency devices. The Academy Safety Director will conduct random inspections of laser exhibitors during the course of the exhibition. Companies will be required to comply with any judgment related to safety concerns issued by the Safety Director. Failure to comply with these policies will result in the denial of the use of lasers in connection with the exhibit. [ 11 ]SAM12_tech_exhibit_prospectus_final.indd 11 5/14/2012 10:23:42 AM
    • Photography and Video Taping Policy Exhibitor Meetings & Events Due to the sensitive scientific nature of many products or Academy approval, which may be granted or denied at the services displayed within the technical exhibit hall, videotaping sole discretion of the Academy, is required for all exhibitor and photographing within the exhibit hall is prohibited except sponsored meetings and events during the Summer Academy by the official Academy photographer. Meeting. Exhibitor-sponsored CME activities or subsequently produced CME activities are not permitted. Exhibitors planning Photographs and video taping are only permitted of your own to hold a meeting or event must submit the Exhibitor Function exhibit booth, activities, and personnel. No exhibitor may Request Form to the Academy. photograph or video tape another company’s exhibit booth or demonstrations. Exhibitor meetings and events, involving medical personnel (physicians, residents, medical students, physician assistants, The American Academy of Dermatology Summer Academy nurse practitioners, registered nurses and office staff), may Meeting is wholly owned by the Academy and is not a public not be scheduled during the Academy’s educational and exhibit event. Programs presented at the Summer Academy Meeting program hours. Meetings are permitted at the following times: are for the education of attendees and purchasers of recorded Meetings involving medical personnel are permitted at the presentations as authorized by the Academy. Any use of following times: program content, the name of an Academy speaker and/or program title, is prohibited and will be grounds for termination Tuesday, of exhibitor privileges and prosecution for infringement of the August 14.............................................................. All Day copyright laws. Wednesday, For purposes of the preceding sentence, ‘program content’ August 15.............. Before 12:00 p.m. and After 5:00 p.m. includes, but is not limited to, oral presentations, audiovisual Thursday, materials used by speakers and program papers, outlines, other August 16................ Before 7:15 a.m. and After 5:00 p.m. hand-outs, poster presentations, and exhibition hall activities. Friday, This rule applies to unauthorized uses of Academy program August 17................ Before 7:15 a.m. and After 6:00 p.m. content before, after and/or during the meeting. Saturday, August 18................ Before 7:15 a.m. and After 5:00 p.m. Selling and Order Taking Sunday, Sales are permitted with exception of the condition listed, (See August 19.............. Before 7:15 a.m. and After 12:00 p.m. FDA Regulations), provided that transactions are conducted in an appropriate professional and businesslike manner. The Exhibitor meetings and events, which do not involve medical Academy reserves the right to restrict sales activities that it personnel, are permitted during the following times: deems inappropriate or unprofessional. It is the responsibility of Tuesday, each exhibitor to collect and remit all city and state sales taxes. August 14...............................................................All Day Wednesday, Smoking August 15.............................................................. All Day The Summer Academy Meeting is a smoke-free environment. Thursday, This applies to the entire The Hynes Convention Center. August 16...............................................................All Day Friday, August 17..................Before 10:00 a.m. & After 6:00 p.m. Saturday, August 18..................Before 10:00 a.m. & After 5:00 p.m. Sunday, August 19...............................................................All Day Hospitality Suites, Social Functions and other non-CME meetings may only be held by companies that are exhibiting at the Summer Academy Meeting. Companies requesting a hotel suite for their functions should do so through the Academy Housing Service at the same time that sleeping room requests are made. If there is any question/concern that an activity complies with Academy guidelines, it is recommended that the company submit the activity for approval. Specific actions may be taken by the Academy for violation of any provision of these guidelines. Violations of any Academy policies, guidelines, rules or regulations may result in the loss of priority points for future space assignments and/or immediate removal from the exhibit hall and/or denial of exhibit space at future meetings. The action taken will be determined on the basis of the particular circumstances of the violations, but in cases involving major violations, may include legal action. [ 12 ]SAM12_tech_exhibit_prospectus_final.indd 12 5/14/2012 10:23:42 AM
    • Staffing Limitation of Academy Liability As a courtesy to the physicians attending and to your fellow Except as specified below, if, after the Space Application/ exhibitors, all exhibits must be open at the officially designated Contract is entered into, the Academy fails or is unable to time each morning and staffed throughout each day of the provide an exhibitor with the opportunity to exhibit at the meeting until the scheduled closing of exhibits at 5:00 p.m. Summer Meeting, and the exhibitor is not responsible for on Saturday, August 18, 2012. such failure, the exhibitor’s sole and exclusive remedy shall be the return of all monies that it has paid in connection Subletting of Space with the Space Application/Contract. In such case, the Space Exhibitors may not let, sublet, transfer or share the exhibit Application/Contract between the Academy and the exhibitor privilege or space in whole or in part with any other party. shall automatically terminate, and the Academy shall bear no further liability or responsibility under such agreement. Surveys All surveys must be conducted within the confines of the booth Liability and Indemnification space assigned. At no time should exhibit personnel leave the booth The exhibitor will be fully responsible for any claims, liabilities, to encourage attendees in the aisles to complete a questionnaire. losses, damages, or expenses relating to or arising out of any injury to any personnel of an exhibitor or to any other person Interpretation and Application of Guidelines, or any loss of or damage to any property of an exhibitor or any other property where such injury, loss or damage is incident to, Rules and Regulations arises out of, or is in any way connected with the exhibitor’s All matters and questions not specifically covered by these participation in the Academy technical exhibits program, Guidelines, Rules and Regulations or other specific Academy and the exhibitor shall protect, indemnify, hold harmless and guidelines, are subject to the final decision of the Assistant defend the Academy, its officers, directors, agents, members, Secretary-Treasurer of the Academy. Exhibitors agree to comply servants, and employees from and against any and all such with any subsequent guidelines adopted by the Academy. claims, liabilities, losses, damages and expenses, provided that the foregoing shall not apply to injury, loss or damage caused Termination by or resulting from the negligence or willful misconduct of the The Academy reserves the right to terminate any promotion that Academy, its officers, directors, agents, members, or employees could reasonably be determined to adversely affect the goodwill or The Hynes Convention Center or its agents, servants or or reputation of the Academy or its affiliates. employees. Exhibitor further waives any claim against the Academy, its officers, directors, agents, members, servants and Violations employees, arising out of the oral or written publication or Specific actions may be taken by the Academy for violation of republication of any statement made in connection with the any provision of these guidelines. Violations of any Academy Summer Academy Meeting by anyone not an employee of the policies, guidelines, rules or regulations may result in the loss of Academy concerning the exhibitor or his/her exhibits, products priority points for future space assignments and/or immediate or services. removal from the exhibit hall and/or denial of exhibit space at In case any part of the exhibition hall is destroyed or damaged future meetings. The action taken will be determined on the so as to prevent the Academy from permitting an exhibitor basis of the particular circumstances of the violations, but in to occupy assigned space during any part or the whole of cases involving major violations, may include legal action. the exhibition period, or in case the occupation of assigned space during any part or the whole of the exposition period is prevented by strikes, acts of God, acts of war, terrorism, INSURANCE, LIABILITY & national emergency or other cause beyond the control of the Academy, then the exhibitor will be charged for space only for INDEMIFICATION the period the space was or could have been occupied by the Insurance exhibitor; and the exhibitor hereby waives any claim against the Insurance protection will not be afforded to the exhibitor either Academy, its directors, officers, agents, members or employees by the Academy or by The Hynes Convention Center. for losses or damages which may arise in consequence of such inability to occupy assigned space. In addition, the Space Exhibitors shall carry their own insurance to cover exhibit Application/Contract between the Academy and the exhibitor material against damage and loss, and public liability insurance shall automatically terminate, and the Academy, in its sole of at least $1 million per occurrence and $1 million aggregate, discretion, may choose to refund a portion of the fees paid by against injury to the person and property of others. the exhibitor taking into consideration the expenditures and The exhibitor shall, at its sole cost and expense, procure and commitments already incurred by the Academy. maintain through the terms of the contract for exhibit space, workers’ compensation insurance in full compliance with all Governing Law federal and state laws governing all of the exhibitor’s employees Exhibitors agree that any disputes between the Academy and engaged in the performance of any work for the exhibitor. the exhibitor arising out of the exhibitor’s participation in the Summer Academy Meeting shall be brought in the courts, and Policies shall list the Academy as a named additional insured. shall be governed by the laws of the State of Illinois. If requested by the Academy, exhibitor may be required to obtain and furnish the Academy with a certificate of insurance evidencing the required insurance. [ 13 ]SAM12_tech_exhibit_prospectus_final.indd 13 5/14/2012 10:23:42 AM
    • TECHNICAL EXHIBITOR PERSONNEL Exhibitor On-Site Registration - Pick up On-Site Exhibitors may continue to register additional representatives; Exhibitor Registration additional representatives over the allotment may be registered Technical exhibitor registration instructions will be mailed to at a fee. Name Changes or substitutions will be processed each exhibiting firm in April. on-site at a fee as noted below. No refunds will be issued for The exhibitor’s badge allows admittance to the exhibit hall and additional badges purchased and not used. Registration fees to non-ticketed, non-surgical, concurrent, and general sessions must be paid at the time of registration. on a space available basis. No exhibitor will be admitted to the These badges will be available for pick up on site by the exhibit area without an exhibitor badge. Exhibitor badges are individual badge holder. Each individual requesting a badge will to be used for exhibiting company employees or agents who be required to present photo identification. All badges must be are staffing the booth. In order to avoid delays on-site, it is picked up individually. advisable to advance register booth personnel. Exhibitors not pre-registered by their company must register on an individual Exhibitor On-Site Registration basis on-site. Those representatives registering on-site will be Companies that do not register their representatives by the required to complete an on-site registration form and submit advanced registration deadline may register on-site. Those it with proof of affiliation with the exhibiting company. representatives registering on-site will be required to complete Both photo identification and proof of company affiliation an on-site registration form. Both photo identification and are required. Exhibitor registration will be open during the proof of company affiliation are required. following hours: August 15-17: Each representative will be registered at a fee of $50.00 On-site Registration August 18: Each representative will be registered at a fee Companies that do not register their representatives by the of $100.00 advanced registration deadline may register on-site. Registration fees must be paid at time of registration. No refunds will be Temporary Personnel Models issued for additional badges purchased and not used. Temporary booth personnel should be provided with the Wednesday, August 15.....................12:00 p.m. - 5:00 p.m. company name, booth number, and company contact. These Thursday, August 16 .........................8:00 a.m. - 5:00 p.m. individuals cannot gain entrance into the exhibit hall without Friday, August 17..............................8:00 a.m. - 6:00 p.m. a proper badge, and badges will not be issued unless the Saturday, August 18..........................8:00 a.m. - 5:00 p.m. individual presents exhibiting company documentation of their Registration fees must be paid at the time of registration. contracted work status. Attire of models shall be consistent with No refunds will be issued for additional badges purchased and the professional atmosphere of the Summer Academy Meeting. not used. Housing Badge Distribution Housing instructions will be mailed in May to each exhibiting Deadline will be published in the registration materials mailed company. Housing arrangements may be made either online in May. through the Academy web site, www.aad.org, or by faxing/ mailing the Summer Academy Meeting Housing Form. Exhibitor Advance Registration - Mail in Advance Each company who registers their representatives by Travel the discount registration deadline is provided four (4) Travel information will also be included in the Summer complimentary badges per 100 square feet of exhibit space. Academy Meeting Program Book mailed to each exhibiting Additional representatives over the allotment may be registered company in April. for a fee. No refunds will be issued for additional badges Parking purchased and not used. Registration fees must be paid at the Valet parking is available at the Hynes Convention Center. time of registration. Public parking lots are available in the surrounding area. Street parking is generally not available and is not recommended due to highly restrictive parking ordinances. [ 14 ]SAM12_tech_exhibit_prospectus_final.indd 14 5/14/2012 10:23:42 AM
    • Media Related Activity The Academy’s Press Kiosk is responsible solely for the extensive INSTALLATION & DISMANTLING media activities conducted by the Academy, and does not INFORMATION interact with technical exhibitor media matters. Exhibitor media materials may not be displayed/distributed in any location in Installation of Exhibits The Hynes Convention Center. Wednesday, August 15 ........................ 8:00 a.m. - 5:00 p.m. Thursday, August 16............................ 8:00 a.m. - 5:00 p.m. Press registrants of the Academy have access to the technical exhibit hall during regular exhibit hours for reporting purposes All exhibit crates must be empty and tagged for storage no later only. Television cameras/film crews are not permitted in the than 5:00 p.m. Thursday, August 16. technical Exhibit Hall. Filming and photographing the technical All large display crates must be removed from the exhibit exhibits is prohibited. floor by 5:00 p.m. on Thursday, August 16, in order for the Exhibitors may not conduct media events in the technical exhibit service contractor to have access to install the aisle carpet. All hall or convention center at any time during the meeting. installation must be completed by 5:00 p.m., Thursday, August 16. Display space not claimed and occupied by 5:00 p.m. on Media related activities occuring outside the convention center Thursday, may be canceled or reassigned without notification or are permitted only during the following times. Exhibitors refund. If the exhibit is on hand, Academy reserves the right to: planning to hold a media event must submit the Exhibitor Function Request Form to the Academy. • Assign labor to set up any display that is not in the process of Tuesday, being erected by 5:00 p.m., Thursday, August 16. August 2................................................................ All Day • Order the removal of all display materials and crates not in Wednesday, the process of being set up by 5:00 p.m., Thursday, August 16. August 15.............. Before 12:00 p.m. and After 5:00 p.m. Thursday, The charge for labor to complete either of these options will be August 16................. Before 7:15 a.m. and After 5:00 p.m. billed to the exhibitor and the Academy shall have no liability Friday, for such work. Labor within the booth may be provided either August 17................. Before 7:15 a.m. and After 6:00 p.m. through an exhibitor appointed contractor, the official service Saturday, contractor or The Hynes Convention Center. August 18................ Before 7:15 a.m. and After 5:00 p.m. All individuals working in the hall must be badged. Infants and Sunday, children under the age of 16 are not permitted on the exhibit August 19.............. Before 7:15 a.m. and After 12:00 p.m. floor at any time during installation and dismantling hours, during show hours, or before and/or after show hours. Exhibitor media events may not be scheduled during the Academy’s educational and exhibit program hours. Dismantling of Exhibits Saturday, August 18 ........................... 5:00 p.m. - 8:00 p.m. After-Hours Admission to Exhibit Hall Sunday, August 19 ............................ 8:00 a.m. - 12:00 p.m. During show days, exhibitors wearing badges may enter the exhibit hall at 8:00 a.m. and may remain in the exhibit hall one Exhibits must not be disturbed, dismantled, or be in the process half hour after the close of the exposition. of being removed before 5:00 p.m. on Saturday, August 18, 2012. Exhibitors dismantling before this time may lose earned Orientation Meetings priority points and forfeit their company’s right to exhibit at Companies who wish to hold staff orientation meetings within future meetings of the American Academy of Dermatology. the confines of their booth may do so two hours before the All exhibit materials must be removed from the exhibit areas exhibit hall opens. Exhibit personnel must wear their badge by 12:00 p.m. on Sunday, August 19, 2012. If the exhibitor in order to enter the hall for these meetings. Do not arrange fails to remove their materials from the exhibit area in a timely meetings with physicians or individuals other than your booth fashion, the exhibitor shall indemnify, hold harmless and defend personnel prior to the opening of the exhibit hall since they will the Academy from and against any and all fees or expenses the not be permitted to enter. To gain admittance to the hall, all Academy must pay to The Hynes Convention Center as a result individuals must be badged. of such late removal. Any property remaining in the exhibit area after the termination of the Summer Academy Meeting may be Meeting Rooms disposed of or stored, at the exhibitor’s sole cost, as The Hynes Due to space limitations at The Hynes Convention Center, Convention Center deems appropriate. meeting space is not available to exhibiting companies. [ 15 ]SAM12_tech_exhibit_prospectus_final.indd 15 5/14/2012 10:23:42 AM
    • OFFICIAL CONTRACTORS, SHIPPING Exhibitor designated contractors shall carry their own insurance to cover exhibit material against damage and loss, and public & SERVICES liability insurance of at least $1 million per occurrence and $1 million aggregate, against injury to the person and property Official General Service Contractor of others. Freeman 1515 Washington Street The exhibitor designated contractor shall, at its sole cost and Braintree, MA 02184 expense, procure and maintain through the terms of the contract for exhibit space, workers’ compensation insurance in General questions regarding any services should be directed to: full compliance with all federal and state laws governing all of Customer Service Department the exhibitor’s employees engaged in the performance of any Phone: (781) 380-7550 work for the exhibitor designated contractor. Fax: (469) 621-5608 Policies shall list the Academy as a named additional insured. Email: FreemanBostonES@Freemanco.com Exhibitor designated contractors must submit a certificate Freeman and all other contractors listed in the Exhibitor Service of insurance to the Academy office and the General Service Kit act on their own behalf in all arrangements with exhibitors Contractor by June 27, 2012. and are not agents, employees or representatives of the Exhibitor designated contractors providing services at the Academy. All services or materials supplied by such contractors Summer Academy Meeting are subject to any and all rules on order of the exhibitor will be billed directly by the contractor imposed by The Hynes Convention Center and the Academy. to the exhibitor. Therefore, the Academy does not assume Service desks of any sort (including use of crates, stacks of liability or responsibility for any act performed or omitted by ladders, gang boxes, etc.) will not, under any circumstances, be such official contractors, and the exhibitor agrees to look only to permitted in the aisles. Exhibitor designated contractors must such official contractors in such event. not engage in the solicitation of business on the exhibit floor for present or future conventions. In order to protect the security Official Drayage Contractor of the exhibit hall, exhibitor designated contractors will not be permitted in the exhibit hall before or after designated exhibit Freeman has been designated as the official drayage contractor. hall access hours. The official contractor is responsible for maintaining all in and out traffic schedules at the show site and handling the move- in and move-out of all exhibitors’ materials and equipment. Work Passes Freeman maintains control and has priority at the loading areas Unregistered exhibitor personnel and exhibitor designated at all times. contractors who would like access to the exhibit floor during installation and dismantling hours will be required to show Advance Shipments — Warehouse proof of affiliation with the exhibiting company or exhibitor Advance shipments are made to the official drayage contractor’s designated contractor to receive a work pass. Work passes warehouse and will be received as many as 30 days in advance of will be available through the labor check-in desk near the the Meeting, stored and delivered to your exhibit space. General Contractor Service Center. Work passes are not valid during show hours. Individuals will be asked to leave the floor Direct Shipments — The Hynes Convention Center and register as a technical exhibitor for a specific exhibiting Direct shipments are made directly to The Hynes Convention company. Center Riverside Center loading dock for delivery to your booth and will be received beginning Wednesday, August 15, Exhibitor Service Information 2011. Shipments will not and cannot be received at the Hynes The Exhibitor Service Kit contains all of the forms and Convention Center prior to Wednesday, August 15. Detailed information necessary for ordering labor and services at the shipping information will be included in the Exhibitor Summer Academy Meeting. The manual will contain order Service Kit. forms for services such as rental furnishings, booth carpet, labor, signage, plumbing, floral, audiovisual, telephone, photography, Exhibitor Designated Contractors electrical services, rental displays and cleaning. The Exhibitor If an exhibitor is planning to utilize an outside contractor, the Service Kit will be available in May. Academy must receive written notification from the exhibiting company of the name, address and telephone number of its Exhibitor Service Center designated outside contractor and the name of the outside A service center located in the exhibit hall and staffed by contractor’s supervisor who will be responsible for on-site work representatives of all official contractors will be open on in the exhibit area no later than June 27, 2012. A Non-Official Wednesday, August 15, 2012 through Sunday, August 19, 2012. Contractor form will be included in the Exhibitor Service Kit. Notice from the contractor shall not be considered sufficient Exhibit Hall Lighting evidence of the contractual relationship between the Service Half Lighting will be provided during official setup and Company and exhibitor. dismantling hours. During the meeting, lighting will be provided one hour before the opening of the exhibit hall until the close of the exhibits each day. Exhibitors are not permitted to have exhibit hall lighting dimmed or turned off. [ 16 ]SAM12_tech_exhibit_prospectus_final.indd 16 5/14/2012 10:23:42 AM
    • Security Exhibitors are responsible for safeguarding their goods, EDUCATIONAL CONTRIBUTIONS materials, equipment and exhibits at all times. General guard & SPONSORSHIP OF OFFICIAL service will be provided by the Academy for the exhibition period to monitor exhibit hall access points, but neither the ACADEMY SUMMER MEETING guard service, The Hynes Convention Center nor the Academy ACTIVITIES will be responsible for the loss of or damage to any property. The Academy strongly encourages exhibitors to provide their Principles of Corporate Relationships own booth security. The Academy has mutually beneficial relationships with corporations and offers opportunities to work effectively and Storage appropriately with industry in support of our mission. As such, Combustible/flammable materials such as brochures, literature, all corporate arrangements must relate to the organization’s give-aways, etc. within exhibit booths are limited to a one- mission, and are subject to the following guidelines. day supply. Nothing may be stored behind booths including • General Guidelines packing containers, carrying cases, etc. A limited amount of  When appropriate, the Academy may pursue corporate product storage space will be available on the exhibit floor. relationships to support activities that further the Academy’s Reservations to secure a portion of this space must be made in mission. These relationships primarily include grants and advance to the General Service Contractor. Storage reservation sponsorships. Advertising, exhibiting, member service forms will be included in your Exhibitor Service Kit. Availability providers and affinity relationships also constitute corporate is limited and will be confirmed on a first come/ first served relationships, and are governed by the policies for those basis and charged by the cubic foot. All other exhibit materials respective programs. must be stored inside the exhibit booth  Academy maintains complete control of the The development, implementation and assessment of all content REGISTRATION MAILING LISTS and materials related to its programs. The Academy provides advance and post meeting registration mailing lists. The lists are available for rental for a one-time Corporate donors and sponsors must represent a product or use only basis. This offer is available exclusively to confirmed service that is compatible with the Academy’s mission, its exhibitors of the Summer Meeting. The order form will be policies and its values. available online in April 2012.  Academy accepts support from corporations only if The acceptance does not pose or imply a conflict of interest and MEMBERSHIP MAILING LISTS in no way impacts the objectivity of the Academy and its programs. The Academy’s membership list is more current and accurate than any other dermatology list available in the market. The Where appropriate, the Academy seeks funding from a variety Academy membership database is updated daily and we are of sources. Occasions may arise when support of a specific able to provide data sorted in a number of ways. Because of program from a single source is necessary or appropriate, this, Academy lists are widely utilized by both major medical but special care will be taken in these circumstances to avoid publishers and pharmaceutical companies. conflicts of interest or any perception of conflict of interest. For more specific details on your desired sort (counts, Solicitation of support (grants, contributions, sponsorships, geographic breakdowns, custom sorting capabilities, etc. ), underwriting, etc.) for the Academy and its programs are to be cost information, or other questions, please contact: coordinated through the Development Department. Individual Barbara Paez members and chairs of programs may work with the Director Phone: (847) 240-1297 of Development to identify potential grant sources. e-mail: mailinglist@aad.org Corporations providing support to the Academy are regularly recognized in appropriate forums, including, but not limited Distribution of Academy Member Information to, the program funded. No product brand names will be The Academy rents its membership mailing list, which includes used in recognition or on sponsored items. mailing addresses only, in accordance with these and other, more specific guidelines. The Academy does not rent or otherwise disseminate other member information, including but not limited to e-mail addresses and fax numbers, to other organizations. [ 17 ]SAM12_tech_exhibit_prospectus_final.indd 17 5/14/2012 10:23:42 AM
    • The Academy name, logos and/or other identifying information The American Academy of Dermatology encourages are valued and may only be used on non-Academy materials contributions to dermatology that will eventually result in with the approval and written consent of the Academy Board improved patient care. The following types of support are of Directors or their designees and in accordance with an welcomed: appropriate license/royalty agreement. • Support for Academy-sponsored educational programs  funds should be accepted with real or apparent No • Support for public education initiatives expectations of reciprocity from industry. • Support for new web-based activities The Academy supports ethical relationships between members and industry and provides guidance for this relationship in the The Academy also encourages industry support to various events following: and services associated with the Summer Meeting. Recognition of support is given through listings in the Program Book and in •  AD Code of Medical Ethics for Dermatologists AAD Principles A other Academy publications. of Professional Conduct  member relationships with industry are disclosed in All For further information regarding areas of educational support writing or verbally when decisions are made on Academy and/or industry sponsorship, you may contact: matters at official Academy group meetings. The forms and Jan Edgar, Director of Development guidelines for appropriate disclosure can be found on the American Academy of Dermatology AAD Website under Dermatology Professional. These forms 930 East Woodfield Road are periodically reviewed and updated. Officers, Board of Schaumburg, IL 60173 Directors, members and senior staff are required to submit, Phone: (847) 330-0230 yearly, a completed Academy and Association Disclosure E-mail: jedgar@aad.org Statement of Potential Conflict of Interest. Disclosure Statement guidelines are outlined in the Administrative Regulation (AR) on Policy and Procedures Regarding Actual or Potential Conflicts of Interest. Speakers and Faculty at AAD meetings are required to submit: - A Pre-Invitation Disclosure Form - Program Book Comprehensive Disclosure Form Authors submitting a manuscript to Journal of the American Academy of Dermatology (JAAD) are required to submit: - Author Conflict of Interest Statement Future Academy Meetings Annual Meetings 2013 71st Annual Meeting March 1-5 Miami, Fla. 2014 72nd Annual Meeting March 21-25 Denver, Colo. 2015 73rd Annual Meeting March 20-24 San Francisco, Calif. summer ACADEMY Meetings 2013 July 30-August 3 Hilton New York New York, N.Y. 2014 August 6-10 Hyatt Regency Chicago Chicago, Ill. [ 18 ]SAM12_tech_exhibit_prospectus_final.indd 18 5/14/2012 10:23:42 AM
    • ADVERTISING OPPORTUNITIES Additional Opportunities – The AAD offers several advertising opportunities in conjunction In Advance, On-Site, and Post with the Summer Academy Meeting, which are designed to help •  ad.org Meeting and Events landing page, attendees will A you maximize your exhibit investment. Advertising space sells see your banner ad when they come to the Academy’s website out quickly, so please be sure to contact our advertising sales to register for the Summer Academy meeting representatives today! • Academy E-News, monthly flagship AAD member e-newsletter In Advance: •  -mails to subscriber list of 14,000+ dermatologists on the E • Summer Academy Meeting 2012 Advance Program Book third Thursday of each month • Mails to 18,000 in Spring 2012 •  ssue close: first of the month of issuance (e.g. June 1, 2012 I • Insertion orders due February 17, 2012 for June issue) • Academy Meeting eNews features up-to-the-minute •  ermatology World, the Academy’s monthly practice D meeting news management news magazine • E-mailed to all Academy members and attendees •  ugust convention issue (w/bonus distribution on-site) A before the meeting mails July 24, 2012 • Drives readers to the Event365 Landing Page and • Insertion orders due June 15, 2012 aad.org For information about the above advertising opportunities On-site: (aad.org, Academy E-News, Dermatology World), visit the • NEW! Summer Academy Meeting 2012 On-Site AAD media kit online: http://www.aad.org/advertising Program Book AAD Buyer’s Guide • Distributed on-site at the meeting to 4,000 Enhance your marketing efforts through the Academy’s online attendees (Aug. 15-19, 2012) Dermatology Buyer’s Guide. • Insertion orders due May 17, 2012 For information visit: http://aaddermatologybuyersguide.com/ • Doctor’s Bag Hotel Door Drops or Individual Hotel Exhibit Advisory Committee 20 Door Drops The Exhibit Advisory Committee was established to act in an • Dropped at attendee’s hotel doors on Technical advisory capacity to the Academy regarding issues and concerns Exhibit Hall opening day affecting exhibitors. This committee meets in conjunction with 12 • Academy Meeting eNews and Event365 Landing Page the Academy Annual and Summer Meetings. Exhibitors are features up-to-the-minute meeting news encouraged to express their viewpoints and concerns to the Academy and/or Committee Members. • E-mailed to all Academy members and attendees during the meeting Current Members Post: Michelle Pflug.................................................................Abbott • Academy Meeting eNews and Event365 Landing Page Lisa Otis........................................................................Allergan features important post meeting news Ellen Marucci.....................................................Beiersdorf, Inc. • E-mailed to all Academy members and attendees Karen Carpentier................................... Dermpath Diagnostics after the meeting Brent Petersen................................Galderma Laboratories, L.P. Contact: Keith Flanders........................................................Intendis, Inc Cathleen Gorby Gene Colon...................................................................L’Oreal cgorby@ascendmedia.com (913) 780-6923 Craig Levy..................................................................... Medicis Fred Elsass..................................................................Midmark Amy Talley.................................................. Proctor & Gamble [ 19 ]SAM12_tech_exhibit_prospectus_final.indd 19 5/14/2012 10:23:42 AM
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