|
AMERICAN ACADEMY OF MEDICAL ACUPUNCTURE
23rd ANNUAL SYMPOSIUM - MARCH 31 - APRIL 3, 2011
HYATT REGENCY MISSION BAY
SAN DIEGO, CA
AN INVITATION FOR EXHIBITORS &
SPECIAL EVENT PARTNERS
November 2010
Dear Colleague: On behalf of the American Academy of Medical Acupuncture, I invite you to participate as an exhibitor at the 23rd Annual Symposium, March 31 - April 3, 2011 at the Hyatt Regency Mission Bay in San Diego, California.
The AAMA Annual Symposium is the premier meeting of physician acupuncturists attracting an average of 250 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 breakfasts and luncheons on Friday and Sunday 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 this 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 on this page 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 form(s) posted here 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 2011 Annual Symposium of the American Academy of Medical
Acupuncture.
Sincerely,
C. James Dowden
AAMA Executive Administrator
PS – Exhibit spaces are limited – don’t delay!
EXHIBIT RULES AND REGULATIONS
|
SET-UP: |
|
|
Thursday, March 31 |
N/A* |
|
Friday, April 1 |
6:00am - 10:00am |
| |
|
|
SHOW HOURS: |
|
|
Friday, April 1 |
10:00am - 7:30pm |
|
Saturday, April 2 |
7:00am - 4:00pm |
|
Sunday, April 3 |
7:00am - 1:00pm |
A representative should be present during these hours. Breakfast on Saturday and Sunday; lunch on Friday and Sunday; and all refreshment breaks will be available to Symposium registrants only in the Exhibit area.
* Note that currently, there will not be set up on Thursday, March 31. If circumstances change, we will notify exhibitors of any hours for set-up on Thursday. Exhibitors must take care when setting up and tearing down and should also take care to secure all materials at all times.
BREAK-DOWN:
|
Sunday, April 3 |
1:00 - 3:00pm** |
|
** It is essential that tear-down not begin before 1:00pm on Sunday, April 3 as the group luncheon on Sunday will be in the exhibit area.
EXHIBIT FEES: The exhibit fee for each booth is $1,400 if requested, and paid for, by January 14, 2011. After January 14, the exhibit fee for each booth is $1,550. Fee for each booth for member physicians*, registered for the Symposium, is $900 before January 14 and $1,050 after January 14.
* 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 2011 Symposium, ALL exhibit space will be assigned by AAMA. On the Exhibitor Form, please choose the number of spaces requested. 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, current 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 January 15, 2011. Once assigned, exhibiting companies will receive their exhibit assignments via email by January 31, 2011. Applications received after January 15, 2011, will be assigned on a first-come, first served, space-available basis.
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.
BOOTH FURNISHINGS AND SERVICES:
Each exhibit area is approximately 8’x10’. Included in the cost of each booth fee is the following:
8’ high backdrape,
3’ high sidedrape,
1-6' skirted table
2-side chairs
1-Identification sign containing the exhibitor’s name.
1-wastebasket
The exhibit area is carpeted. Forms for additional furnishing will be provided by the Official Service Contractor. Exhibitors are solely responsible for ordering and paying associated fees for anything in addition to what is provided by AAMA as listed above.
EXHIBITOR SERVICE MANUALS: Complete shipping instructions and information regarding additional furniture, audio visual equipment rental, phone and electrical services will be provided to each exhibitor.
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 Hyatt Regency Mission Bay 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 Hyatt Regency Mission Bay, 1441 Quivira Road, San Diego, California 92109. Rates: $189 Single/Double plus taxes. This rate is available only until February 28, 2011, OR when the block is full. Call 619/224-1234 and ask for the AAMA room rate. For more information on this hotel, you can find a link through the AAMA site: www.medicalacupuncture.org.
LIABILITY: The exhibitor assumes full responsibility for damage to its properties or to the building structure of the exhibit hotel or to neighboring exhibits and will indemnify, defend, and hold harmless the Hotel, its owner, its management company, AAMA and the Official Service Contractor from any and all such losses, damages, and claims 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, the hotel, or Official Service
Contractor 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: The exhibit area will be secured during closed hours from the general public/attendees. Hotel staff will need to access the area for clean-up and set-up. Exhibiting companies should take steps to secure all property. Neither AAMA, Official 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.
For the 2011 Symposium, luncheon will be 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 1, 2011. Please send via email (to tracey.dowden@att.net) or by fax, attention AAMA Exhibit Description (310-364-0196).
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 State of California. Exhibitors may not sell, serve, or dispense food or beverages without the express, written approval of AAMA and the Hyatt Regency Mission Bay. 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.
|
