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AMERICAN ACADEMY OF MEDICAL ACUPUNCTURE
20TH ANNUAL SYMPOSIUM
APRIL 11-13, 2008
MARRIOTT WARDMAN PARK HOTEL
WASHINGTON, DC
AN INVITATION FOR EXHIBITORS &
SPECIAL EVENT PARTNERS
January 2008
Dear Colleague:
On behalf of the American Academy of Medical Acupuncture, I invite you to participate as an exhibitor at the 20th Annual Symposium, April 11-13, 2008 at the Marriott Wardman Park Hotel in Washington, DC.
The AAMA Annual Symposium is the premier meeting of physician acupuncturists attracting an average of 325 participants for the last several years, providing exhibitors an active marketplace for products and services.
Exhibits are located in the high traffic area to provide you with excellent access to Symposium participants as they go from meeting to meeting. There is scheduled time in the program each day for participants to visit the exhibits. All refreshment breaks, Saturday and Sunday continental breakfast and the Friday evening Wine and Cheese event will be in the exhibit area to encourage physicians to meet with you to discuss your products and services.
Corporate partners are an important part of the success of the AAMA Symposium. Continuing the success of last year's program, we again offer the opportunity for your firm to help support the Symposium and, most importantly, increase your exposure to the participants. Based on suggestions and feedback from past exhibitors, we have several Special Events your firm can support. Special Event partners, prize drawings, and the exhibit area are all great ways for your firm to be represented. See the Special Events information and application included with this package for details.
As the premier meeting of physician acupuncturists, the AAMA Annual Symposium is THE place for your company to be represented. I encourage you to return the enclosed form(s) and don't miss the opportunity to be involved in this year's meeting. I look forward to hearing from you and welcoming you to the 2008 Annual Symposium of the American Academy of Medical Acupuncture.
Sincerely,
James Dowden
AAMA Executive Administrator
PS - Exhibit spaces are limited - don't delay!
EXHIBIT RULES AND REGULATIONS
NOTE - For the 2008 Symposium, AAMA will assign ALL exhibit space.
Exhibit floorplan will be made available when assignments are made.
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SET-UP:
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Thursday, April 10
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2:00pm - 6:00pm
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Friday, April 11
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7:00am - 9:00am
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SHOW HOURS:
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Friday, April 11
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10:00am - 7:30pm
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Saturday, April 12
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7:00am - 4:00pm
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Sunday, April 13
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7:00am - Noon*
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A representative should be present during these hours. Breakfast on Saturday and Sunday and all refreshment breaks will be available to Symposium registrants only in the Exhibit area.
On Friday, April 11th, there will be a wine and cheese reception along with a Poster session from 6:00pm - 7:30pm in and around the Exhibit area.
* For the 2008 Symposium, the exhibit area is in an open, public foyer space. Exhibitors must take care when setting up and tearing down. Exhibitors should also take care to secure all materials at all times.
BREAK-DOWN:
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Sunday, April 13
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Noon - 2:00pm**
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** It is essential that tear-down not begin before Noon on Sunday, April 13th.
EXHIBIT FEES: For the 2008 Annual Symposium, there are 2 options for exhibit space. There will be the traditional, 8'x8' booth with back drape, side rails, table and 2 chairs. There will also be a table-top option which will include only a 6' table and 2 chairs. The space is confined to the table and any materials/boxes, etc, must be confined to on or under the table. The table cannot be replaced by a pop-up booth, but a table-top display may be utilized.
The exhibit fees are as follows:
Option A - 8'x'8 Booth
By Feb 15, 2008: $1,300
After Feb 15, 2008: $1,450
Member Physician* by Feb 15, 2008: $850
Member Physician* after Feb 15, 2008: $1,000
Option B - Table-top (exhibitor agrees to the space limitations of this option)
By Feb 15, 2008: $950
After Feb 15, 2008: $1,100
Member Physician* by Feb 15, 2008: $700
Member Physician* after Feb 15, 2008: $850
* The member physician MUST be a principal in the business and name and title should be provided on the Agreement Form.
SPACE ASSIGNMENT:
For the 2008 Symposium, ALL exhibit space will be assigned by AAMA. On the Exhibitor Form, please choose the number of spaces requested and either the 8'x8' booth or the table-top option. Space assignments will be made by the Academy and provided to the exhibiting company. The Academy will take into consideration the priority point system that has been utilized for the last several years when making space assignments. The Academy will make assignments based on the point system which gives consideration to a company's past exhibit participation, level of participation and support, date application and payment for this year is received, among other considerations. The exhibit space will be assigned first for applications received no later than February 15, 2008. Once assigned, exhibiting companies will receive their exhibit assignments via email by February 22, 2008. Applications received after February 15, 2008, will be assigned on a first-come, first served, space-available basis.
Management will make every effort to accommodate written requests to avoid (or be close to) certain exhibitors in making assignments. However, Exhibit Management has the right to assign you to the best available booth at the time assignments are made and may not be able to accommodate all special requests.
SUBLETTING OF SPACE: Exhibitors may not sublet nor assign space. Only those products, services, or goods manufactured, distributed or marketed by the exhibitor who contracts for the booth(s) may be displayed in the exhibitor's space.
OFFICAL SERVICE CONTRACTOR: There will be a designated Exhibit Service Contractor for the Symposium. Forms for ordering additional furniture, electric services, and shipping information will be in the Exhibitor Service Manual provided by the Exhibitor Service Contractor.
BOOTH FURNISHINGS AND SERVICES: For the 2008 Symposium, there are 2 options for exhibit space. The following is provided for each type of exhibit listed depending on the option chosen:
Option A - 8'x8' Booth
8' high backdrape
3' high sidedrape
1- 6' skirted table
2-side chairs
1-Identification sign containing the exhibitor's name
1-wastebasket
Option B - Table-Top
1- 6' skirted table
2-side chairs
1-Identification sign containing the exhibitor's name
1-wastebasket
The exhibit area is carpeted.
EXHIBITOR SERVICE MANUALS: Complete shipping instructions and information regarding additional furniture, audio visual equipment rental, phone and electrical services will be forwarded to each exhibitor. Exhibitors are solely responsible for ordering and paying associated fees for anything in addition to what is provided by AAMA as listed above. *For the Table-Top option, no additional furnishing may be utilized.
SHIPPING MATERIALS: Exhibitor materials/displays should be shipped to the Official Service Contractor as outlined in the instructions in the Exhibitor Service Manual. Fees associated with shipment and movement of freight is the sole responsibility of each exhibitor. The Marriott Wardman Park Hotel will refer any shipments of exhibit material to the Official Service Contractor and associated fees will be the responsibility of the exhibiting company.
EXHIBITOR HOUSING: Individuals must make their own hotel room reservations. AAMA has reserved a block of sleeping rooms at the Marriott Wardman Park Hotel, 2660 Woodley Rd, NW, Washington, DC 20008. Rates: $215 Single/Double plus taxes. This rate is available only until March 10, 2008, OR when the block is full. Call 202/328-2983 and ask for the AAMA room rate. For more information on this hotel, log on to www.marriott.com.
LIABILITY: The exhibitor assumes full responsibility for damage to its properties or to the building structure of the exhibit hotel or to neighboring exhibits. Reasonable precautions will be taken by AAMA during the official period of installation, showing and dismantling to protect exhibits against ordinary damage or loss by theft. However, neither AAMA nor the hotel can guarantee or insure exhibitors against loss or damage of any type.
This lease is subject to, and the exhibitor, its agents, and employees shall use and occupy the exhibit space pursuant to, all terms and conditions of the agreement between AAMA and the exhibit hotel regarding the use and occupancy of the exhibit hotel and to all reasonable rules and regulations prescribed by the exhibit hotel.
SECURITY: For the 2008 Symposium, the exhibit area is in a "public" foyer area. During "closed" hours, all valuables should be removed or secured elsewhere by the exhibitor. Materials and handouts should be covered or placed under the table to avoid loss. Exhibiting companies should take steps to secure all property. Neither AAMA, Exhibitor Service Contractor, nor the Hotel are responsible for the safety of exhibitors' property from theft, damage by fire, accident, vandalism or other causes. Each exhibit company must make provisions for safeguarding goods, materials, equipment, and the display at all times.
FIRE REGULATIONS: All exhibit material must comply with the fire regulations of the area. Volatile or flammable oils, gases, decorations or artificial flowers made of polyethylene, unprotected photographic films, or other explosive or flammable matter, or any substance prohibited by law or insurance carriers are not permitted on the premises. No exhibit in the exhibit area may have a solid ceiling, whether of heavy construction or fabric, which would restrict the efficiency of the sprinkler system in the exhibit area.
EXHIBITOR PERSONNEL: The exhibitor will name one person as its duly authorized representative, to have charge of the exhibit, and hereby accepts and assumes all responsibility for such representatives, or alternates, throughout the exhibit period.
Only employees of exhibiting companies may register for the Symposium as exhibitors. An Exhibitor Badge request form will be included in the Exhibitor Service Manual. No more than two representatives are allowed per booth at any given time. Any on-site substitutions for previously registered exhibitors must be given to the Registration Desk in writing on forms provided. There is a $5 badge replacement fee for lost badges.
The request has been made in the past to include luncheon for exhibitor personnel as part of the exhibit fee. For the 2008 Symposium, luncheon is available for exhibit personnel when available to Symposium registrants.
EXHIBIT DESCRIPTION: Please provide a brief description (35-word limit) of your exhibit to be included in materials distributed to Symposium registrants. Deadline for receipt of this description is March 21, 2008. Please send via email (to tracey.dowden@att.net) or by fax, attention AAMA Exhibit Description (323-937-0959).
CONDUCT OF EXHIBITS: AAMA reserves the right to approve all exhibits and activities related thereto and may refuse to admit an exhibit or may require that an exhibit be curtailed, if it does not meet the standards herein set forth, if it reflects against the character of the Academy or its meeting, or if it exceeds the bounds of good taste as interpreted by the Exhibits Committee. Any questionable exhibit or activity relating thereto should be submitted to the Academy in advance to avoid unnecessary inconvenience.
No exhibits will be permitted that interfere with the use of other exhibits, impede access to them, or impede the free use of the aisle. Corner booths must be arranged so there is an unobstructed sight line of neighboring exhibits. Booth personnel, including demonstrators, are required to confine their activities to within the exhibitor's assigned area.
Acceptance of an exhibit does not imply AAMA endorsement of product or service. Direct selling of products or services must comply with the laws of the District of Columbia. Exhibitors may not sell, serve, or dispense food or beverages without the express, written approval of AAMA and the Marriott Wardman Park Hotel. Please contact AAMA Exhibits Manager to request approval. There will be no solicitation in the aisles outside of the assigned exhibitor area or outside of the exhibit area. Violation will constitute grounds for removal of the exhibitor without refund.
Exhibitors with noisy electrical devices, sound-producing movies, or other devices that prove objectionable to other exhibitors, must keep the noise and/or odor of such devices at an absolute minimum. X-ray equipment may be exhibited, but not operated.
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