American College of Emergency Physicians - Scientific Assembly 2013

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American College of Emergency Physicians - Scientific Assembly 2013

  1. 1. 2013 SCIENTIFIC ASSEMBLY GENERAL INFORMATIONACCESS TO THE EXHIBIT HALLExhibitors wearing “Exhibitor” badges may enter the exhibit hall during the following hours: Saturday, October 12 8:00 am - 5:00 pm Sunday, October 13 8:00 am - 7:00 pm Monday, October 14 8:30 am - 4:00 pm Tuesday, October 15 8:30 am - 4:00 pm Wednesday, October 16 8:30 am - 5:00 pmAttendees will be allowed in the hall during the following hours (Please note that appointments withattendees in the exhibit hall shall only be scheduled during these hours.): Monday, October 14 9:30 am - 3:30 pm Tuesday, October 15 9:30 am - 3:30 pm Wednesday, October 16 9:30 am - 3:00 pmBADGESBadges must be picked up at the exhibitor registration desk. The desk will be open during the followinghours: Saturday, October 12 8:00 am - 5:00 pm Sunday, October 13 8:00 am - 7:00 pm Monday, October 14 8:30 am - 4:00 pm Tuesday, October 15 8:30 am - 4:00 pm Wednesday, October 16 8:30 am - 5:00 pm Exhibiting firms are encouraged to submit representatives’ names in advance to avoid on-sitedelays. The deadline for badge request forms is Friday, August 30. Exhibiting firms will be allowed toregister up to five representatives for each 100 square feet of exhibit space rented. Badges over thenumber allotted number will be charged $100 per badge. Additionally, after Friday, August 30, anychanges/additions will be charged $100 per badge. This includes badges that are produced on site- No Exceptions. Exhibitor badges will be issued only in the name of the company shown on theapplication for exhibit space. Exhibitor badges will be issued to only employees of exhibiting firms. Representatives registeringon-site will be required to show proof of employment with the exhibiting company when requestingbadges. Individuals requesting badges on-site who do not have proper authorization to receive a badgewill be asked to wait at the registration desk until a representative of the exhibiting company has beencontacted for authorization. Representatives of an exhibiting company must wear the badges at all times, includinginstallation and dismantling, while in the exhibit area. These badges are valid admittance to the exhibitfloor, but do not allow access to the educational sessions. The printed badge will show the exhibitor’sname and the name of the exhibiting company. The exhibiting company is responsible for the actions ofits representatives. Misuse of the exhibitor badge system may result in the expulsion of the exhibitor fromthe exhibit hall and is considered a violation of the ACEP Rules and Regulations. False certification ofindividuals as an exhibitor’s representatives or any other method used to help unauthorized persons gainadmission to the exhibit floor will be cause for expelling the violator from the exposition and removing theexhibit from the floor without obligation on the part of ACEP. PLEASE NOTE - ACEP recommends pre-registering all company representatives and guest toavoid on-site delays.
  2. 2. GUEST BADGES Exhibiting company may register guests. Each exhibiting company is allowed up to five guestpasses for each 100 square feet of exhibit space rented. The guest passes will be included in theExhibitor Service Kit. To receive a badge, a guest of an exhibitor must present the completed pass andidentification in the form of a business card or driver’s license at the Guest of Exhibitors counter. No guestpasses will be produced prior to the meeting. These badges are valid admittance to the exhibit floor, but do not allow access to the educationalsessions. The printed badge will show the guest’s name and the name of the exhibiting companyproviding the pass. The exhibiting company is responsible for the actions of its guests. Misuse of theexhibitor guest badge system may result in the expulsion of the exhibitor and guest from the exhibit halland is considered a violation of the ACEP Rules and Regulations. Guest passes may not be used tosupplement the badge requests of the exhibiting company to allow for additional exhibit personnel.CANCELLATION OR REDUCTION OF SPACE Notification of an exhibitor’s decision to cancel or reduce exhibit space must be submitted inwriting. The effective date of a space cancellation or reduction will be the date when written notice isreceived and date stamped by ACEP. Cancellation/Reduction Schedule  Written notification of a reduction or space cancellation must be received on or before Friday, March 29. A service charge of $1,000 will be assessed for each 100 square feet of canceled or reduced space.  After March 29, the exhibiting company will remain liable for the full cost of the original exhibit space. At the time ACEP receives written notice that an exhibiting company is canceling space, allfunction space (including hospitality suites) held by that company will be cancelled. Any booth in theexhibit hall which is unoccupied by 3:00 pm on Sunday, October 13, will be considered a no-show andmay be assigned to another exhibitor unless ACEP Show Management has received written notice ofextenuating circumstances. The exhibitor shall be deemed to have cancelled the exhibit space contract.There will be no refund to the original exhibitor and no obligation on the part of ACEP to relocate suchexhibitors.DEPOSITS A minimum 50% deposit must accompany applications submitted prior to Friday, March 29.Applications submitted after March 29, must be accompanied by a minimum 50% payment. Full paymentof all booths is due by March 29 or ACEP may reassign the space. Deposits may be paid by check, VISA,MasterCard, Discover, or money order. Payments must be US funds drawn on a US institution. Checks tobe made payable to the American College of Emergency Physicians. International Exhibitors may pay bycredit card, a check in US funds drawn on a US institution, or by an international money order only.Checks drawn on foreign banks will be returned to applicants, which will delay the approval process andspace assignment. Due to processing charges from banks, wire transfers will not be accepted.DISMANTLING OF EXHIBITSWednesday, October 16 3:00 pm - 8:00 pmThursday, October 17 8:00 am - 12:00 pm The official closing time of the exhibit hall is 3:00 pm on Wednesday, October 16. Packing ofequipment, literature, or dismantling of exhibits is strictly prohibited until that time. Early dismantling isconsidered a violation of the Rules and Regulations and will result in the loss of all accumulatedpriority points. All exhibits must be packed by 12:00 pm on Thursday, October 17. To avoid damage to equipment or display materials, exhibitors should remain with the exhibit untilcrates are returned and all materials are packed. Cartons for display materials will be returned aspromptly as possible to each booth after the official closing time. ACEP does not assume anyresponsibility for loss or damage to exhibits, equipment, personal belongs, etc. during the dismantle,period. Children and guests are not allowed on the exhibit floor at any time during dismantling hours.EDUCATIONAL COURSE REGISTRATION Each exhibiting company will be given the opportunity to register one representative for oneeducational course at no charge. The registration form will be included in the Exhibitor Service Kit. Togain admittance to additional courses, exhibitors may purchase tickets at the walk-in registration desk.Exhibitors are not allowed to enter the educational sessions on a complimentary basis.
  3. 3. ELIGIBILITY FOR EXHIBITING Scientific Assembly is the American College of Emergency Physicians’ premier meeting. Itspurpose is to enhance the professional and scientific education of the registrants in the field of emergencymedicine. ACEP reserves the exclusive and total right to control all aspects of the conduct of ScientificAssembly. ACEP specifically reserves the right to determine the acceptability of applications for exhibitspace. All applications must meet the following criteria:  The products or services to be exhibited are of professional or educational interest or benefit to the registrants and are, in the opinion of ACEP, related to the field of emergency medicine or the physician’s practice. Exhibiting at Scientific Assembly does not imply ACEP endorsement of products or services.  The applicant or the goods or services to be exhibited are considered by ACEP to be consistent with ACEP’s scientific or public policies, positions, statements, or guidelines.  The applicant is reasonably determined by ACEP to be highly ethical and reputable, and the goods and services to be exhibited are reasonably determined by ACEP not to be fraudulent.  The applicant agrees to comply with ACEP Rules and Regulations governing Scientific Assembly.  The application and required documents must be filled out completely and accurately. All products and services proposed for exhibiting must be listed on the application for exhibit space. Only products and services, which are listed on the original application and approved by ACEP, may be exhibited.  Applications may be refused or booth space restricted due to space limitations or other reasons determined by ACEP.  All products exhibited must meet FDA guidelines and standards. Exception: The only exception to the above guidelines pertains to those companies that will beassigned to the “Consumer Products Category.” These companies may include, but are not limited to,automobile manufacturers, credit card companies, banking institutions, jewelers, etc. The exhibitorunderstands and agrees that the information contained in this prospectus and the ACEP Rules andRegulations are an integral and binding part of the exhibit space contract. ACEP reserves the right, evenafter an application has been approved, to refuse exhibits, curtail activities, or to close exhibits or parts ofthe exhibit that do not by ACEP’s determination comply with its rules and regulations.EXHIBITOR SERVICE KITS Exhibitor Service Kits will be online and made available the week of June 4 to exhibitingcompanies that are paid in full. The link for the kits will be sent to the official contact as listed on theapplication for space. Each kit contains a complete set of forms for ordering services. Exhibitors are urged to takeadvantage of cost reductions offered by most contractors for advance orders. Many services costsubstantially more when ordered on-site, and some may not be available until all advance orders areprocessed. ACEP carefully selects contractors who provide exhibitors quality service and reasonablerates. Exhibitors are encouraged to use the services of the official contractors, whenever possible. OneExhibitor Service Kit per booth will be provided. If requested, a kit will also be sent to exhibitor-appointedcontractors once ACEP receives notification from the exhibitor.HOSPITALITY SUITES Exhibiting firms that host hospitality suites must arrange their schedules so they will not conflictwith the Scientific Assembly educational program or major social events. Hospitality suites will not beapproved for non-exhibiting firms.INSTALLATION OF EXHIBITS Saturday, October 12 8:00 am - 5:00 pm Sunday, October 13 8:00 am - 5:00 pm All exhibits must be completely set by 5:00 pm on Sunday, October 13. Requests to workbeyond the above schedule must be submitted in writing and will be considered on an individual basis.ACEP reserves the right to assign labor to install any display that is not in the process of being installedby 3:00 pm on Sunday, October 13. The exhibitor will pay the charge for this labor. Any boothunoccupied by 3:00 pm on Sunday, October 13, may be assigned to another exhibitor unless ACEP hasreceived written notice of extenuating circumstances. The exhibitor shall be deemed to have cancelledthe exhibit space contract, and ACEP will have the right to deny participation at future ACEP meetings.There will be no refund to the original exhibitor and no obligation on the part of ACEP to relocate thatexhibitor. Children and guests are not allowed on the exhibit floor at any time during installation hours.
  4. 4. MARKET RESEARCH FIRMS Market research is considered an acceptable practice at the ACEP Scientific Assembly. Boothspace will be assigned on the same basis as other exhibiting firms. Booth personnel for market researchfirms must remain in the confines of their booth and not stray into the aisle to "recruit" for their surveys.SECURITY ACEP provides perimeter access control. Exhibitors are reminded that booth security and theprotection of special valuable items may require additional security at the exhibitor’s own expense. Formsfor ordering booth security will be available in the Exhibitor Service Kit. An equipment pass must beobtained from security to remove any material or equipment from the show floor at any time.SPACE ASSIGNMENT – PRIORITY POINT SYSTEM Points, date of receipt, and exhibitor’s preference for proximity to other exhibiting companies willbe taken into consideration in determining booth location. Since the point system for space assignmentuses exhibit history, it is likely that prime spaces will be assigned to long-term exhibitors. If all yourrequests are near the main entrance, it is probable that we will not be able to accommodate your choices.By scattering location choices around the floor, you increase your chances of receiving one of yourselections. Initial space assignments will take place beginning Monday, October 15, 2012. To qualify,applications accompanied by a minimum 50% deposit and be turned in onsite at the 2012 ScientificAssembly in Denver. Space will be assigned based on the priority point system. If multiple companieshave the same number of priority points, space will then be assigned based on date of receipt. Points willbe awarded as follows:  10 points for each consecutive year firm has exhibited with ACEP  2 points for every 100 square feet purchased in consecutive yearsPoints will also be awarded as follows for corporate support:  Diamond Level Patron – 20 points  Platinum Level Patron – 16 points  Gold Level Patron – 12 points  Silver Level Patron – 8 points  Bronze Level Patron – 4 points If a company does not exhibit one year, they lose all of their accumulated points. Exhibitingcompanies involved in mergers or acquisitions will receive the points that were earned by the companywith the most favorable exhibit history. Points are not combined to arrive at an exhibiting company’s pointstatus.SLEEPING ROOMS AND FUNCTION SPACE All housing will be arranged through ACEP’s official housing company, onPeak, and is scheduledto open on June 1. Please note that the procedure for exhibitor housing will change slightly this year.Details will be printed in your space confirmation letter. Check ACEP’s website at www.acep.org/sa forupcoming details regarding housing reservations and contact information. Please do not attemptreservations directly with the hotels. This creates difficulties in managing the housing blocks and oftenresults in attendees not finding rooms at their desired hotel. The hotels currently planned for the ACEP housing block are:  Crown Plaza Seattle-Downtown  Hyatt at Olive 8  The Fairmont Olympic Hotel  Renaissance Seattle Hotel  Hilton Seattle  Sheraton Seattle Hotel  Grand Hyatt Seattle  W Seattle  Mayflower Park Hotel  The Westin Seattle Exhibitors that choose to book outside of our housing block (not using our housing company tobook your room and staying at a hotel that is not on the above list) will lose 50% of their accumulatedpriority space points. This could have a significant impact on a companys future placement on the showfloor.FUNCTION SPACE ACEP maintains control over the function space in the ACEP hotels and the convention center inorder to preserve and protect an equitable marketplace for all exhibitors. All requests for function spacemust be made on the official ACEP request form. Please indicate the sponsoring company, desiredfacility, date, time, anticipated attendance, and a brief outline of the proposed function. Third-partyorganizers must be designated as agents by the exhibitor on the exhibitor’s stationary. A paymentschedule will be included with the Function Space Request form. No entertainment of social functionsmay be scheduled to conflict with the official ACEP program.

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