CME Evaluations Welcome Program Exhibitors Housing & Travel General Info Media Contact
Welcome
Why Exhibit
Exhibiting in Canada
Customs & Shipping
Made Easy
[wmv]
Important Dates
for Exhibitors
General Information
Registered Exhibitors by Booth Number
Registered Exhibitors by Company
Corporate Satellite Symposia guidelines
Floor Plan
Forms/Downloads
Social Media
Marketing & Advertising Options
Enewsletter
Skin Care 2012 Exhibit Opportunities
Rhinoplasty Society Exhibit Opportunities
Future Meeting Dates
Download Prospectus
Contact

EXHIBITS > General Information >

General Information

Conference Dates
Thursday, May 3 – Tuesday, May 8, 2012

Exhibit Dates and Hours
Saturday, May 5 9:00 am – 4:30 pm
Sunday, May 6 9:00 am – 4:30 pm
Monday, May 7  9:00 am – 4:30 pm
Please remember that times are subject to change

Move-In (Installation)
Friday, May 4        7:00 am – 7:00 pm
All exhibits must be completely set up by 7 pm. Any Exhibits not set up by then, will be set up at the exhibitor’s expense. Exhibitors will be responsible for extra costs.  Unauthorized personnel and/or children are not allowed in the Exhibit Hall during setup, exhibit hours or dismantling.

Any company requiring additional installation time must make arrangements with Carden Convention Services prior to show move-in. Exhibitors will be responsible for extra costs. Please email sabrinashields@att.net with any questions.  Direct Freight Shipments will be accepted at the Vancouver Convention Centre only on Friday, May 4, 2012.  Please refer to your Exhibitor Service Kit for complete details.

Move-Out (Dismantle)
Monday, May 7           4:30 pm – 9:00 pm
All exhibits must remain intact until closing on Monday, May 7, 2012, at 4:30 pm the official closing time.

All freight carriers must be checked in by 12 noon, Monday May 7, 2012.  All outbound material handling forms must be turned in to the service contractor.

Exhibitor Registration
Friday, May 4 7:00 am – 7:00 pm
Saturday, May 5  7:00 am – 5:00 pm
Sunday, May 6 7:00 am – 5:00 pm

Exhibitor Booth Fees
10’ X 10’ Inline $3,000
10’ X 10’ Premium $3,550
20’ X 20’ Island $14,200

For larger configurations, please contact Erika Ortiz at Erika@surgery.org

Click here to see standard booth set up options

Contact Information

The Aesthetic Society

Erika Ortiz, Exhibits Manager
ASAPS/ASERF Central Office
11262 Monarch Avenue, Garden Grove, CA 92841
Phone: 562.799.2356              Fax: 562.799.1098
Email: Erika@surgery.org

Decorator/Show Management

Carden Convention Services
Sabrina Shields
1180 N. Marshall Avenue, Suite B
El Cajon, CA 92020
Phone: 619.448.1929              Fax.619.448.0996
Email: sabrinashields@att.net

Booth Includes

  • 8' high plum and grey draped back-wall
  • 36'' high sidewalls
  • Company listing in Program Book
  • Company listing on the meeting website with a link to your website (if provided)
  • Lunch Tickets*
  • Welcome Reception Tickets*

*Quantity based on booth space

Booth Assignment
Booth space is assigned on a point scale system. The factors that are considered in assigning space are: (1) The exhibitor’s record of participation in previous Society meetings, (2) Sponsorship Participation, (3) The date the application and deposit are received, (4) The exhibitor’s requests, including proximity to other exhibitors, (5) The number of booths requested, and (6) The type of product or service being displayed.

The Application for Exhibit Space and Rules and Regulations must be received by December 12, 2011 to guarantee booth assignments based upon the point system. Any contracts received after December 12, 2011 will be assigned on a space available, first-come, first-served basis only. The Aesthetic Society does its best to accommodate all exhibitors’ wishes, but unfortunately, this may not be possible in every situation.

Booth Payments
For contracts received by December 12, 2011, a 50% deposit is required.  The balance is due by April 6, 2012.  Application for Exhibit Space and Rules and Regulations forms received after this date must include payment in full.

Cancellations
All cancellations must be in writing.  Booth fees cannot be refunded unless the cancellation is received prior to March 19, 2012.  Any cancellations received after this date cannot be refunded unless the space is sold by ASAPS to another exhibitor.  There will be a 25% administrative fee of the total booth cost for ALL refunds.

Hotel Reservations/Housing Bureau
Exhibitor hotel room information will be available after January 1, 2012. The Pan Pacific Hotel will be the headquarter hotel. However, several other hotel options will be available within walking distance at various price points.  We strongly suggest that you make your reservations early in order to ensure accommodations. Exhibitors will not be able to hold more than two rooms under one person’s name. Precise names must be given at the time the reservation is made.

Exhibitor Representative
The exhibiting company will name one person as its duly authorized representative, who is responsible for the exhibit and hereby accepts and assumes all responsibility for all representatives or alternates in attendance at its exhibit throughout all exhibit periods.  If at any time, the Representative for your company changes, you must contact the Exhibits Manager. All material will be sent to the attention of the person listed on the Application for Exhibit Space. Only employees of the exhibiting companies may register as exhibitors for the meeting. 

All representatives must remain in the booth space at all times.  Solicitation in the aisles is not allowed.

See Conducts of Exhibits.  It is ASAPS/ASERF policy that ONLY convention registrants, whether physician, guest or bona fide exhibitor be allowed in the exhibit area.

Badges
A total of six badges may be issued for each booth space in order to provide adequate staffing for the booth and insure break and lunchtime coverage. Only four exhibitor representatives may occupy each booth space at one time. The fee for each additional badge is US $50. Name badges are required for entrance to the Exhibit Hall.

Any representative who registers on-site must bring a business card or a letter with the exhibiting company name or be accompanied by a pre-registered representative. ALL badges made on-site at the meeting will be US $50 each, regardless of the number allotted.

The deadline for submission of your badge list is Friday, April 9, 2012.

Booth Description
Booth Descriptions will only be accepted via email. Please submit your 50 word description by February 15, 2012 to Erika@surgery.org.  Information not submitted by the deadline will result in your booth description not being included in the Annual Meeting Program Book. (Acceptance of an exhibit or printed description does not imply ASAPS/ASERF endorsement of the product or service.)
A copy of the Annual Meeting Program Book may be acquired at the Exhibitor Registration Desk.

Exhibitor Breakfast
Please join the Exhibits Committee, Aesthetic Society Staff and members of the Exhibitors’ Advisory Committee for a complimentary hot breakfast buffet on Monday, May 7th at 7:30 am in the exhibit hall. We look forward to hearing your suggestions and comments about our show so that we can provide better services. Your participation is crucial to improving your experience at future meetings. Please complete and return the RSVP Form to Erika@surgery.org.

Welcome Reception
Exhibitors are provided two tickets per booth space for the Welcome Reception. Additional tickets for the Welcome Reception may be purchased at the Meeting Registration Desk.

Coffee Breaks
The morning and afternoon coffee break service will be held in the Exhibit Hall.

Lunch Breaks
Exhibitors are provided two tickets per day per booth for each lunch in the Exhibits. Box lunches will be provided on Saturday, Sunday, and Monday.

Private Events
Any and all requests for meeting space during the ASAPS/ASERF Annual Meeting must be booked with the Central Office. Please complete the Function Space Request form and return to ASAPS/ASERF Central Office by February 17, 2012 if you wish to schedule a function.  Affiliate events are restricted to times that do not conflict with the ASAPS/ASERF educational program.

Decorator
Each booth is 10’x10’ and will contain 8’ high plum and grey draped back-wall and 36” high sidewalls.  The aisle carpet color will be grey and will be provided by the Aesthetic Society. 

  • Care is to be used so as not to obstruct those exhibiting in adjacent spaces.  Please refer to the booth layout designs

The exhibit hall is not carpeted

  • No solid exhibit construction will be permitted to exceed 42 inches in height except in the back half of the space.  No exceptions will be made in regard to the solid back or side wall construction of any booth
  • Exhibit booth structure for design and lighting purposes will be allowed a maximum of 16 feet
  • No two story booths may be erected. All materials used in display construction or decorating must be made of fire retardant materials and be certified as flame retardant
  • All exhibitors should provide space within the confines of their area for physicians and other visitors.  Space must be provided so that the audience for any demonstrations or discussions may stand within the exhibitor’s space, rather than the aisle
  • Standard exhibit booth furniture, signs, rental exhibits and other services may be obtained through the Decorator at the exhibitor’s expense and can be found in the Exhibitor Service Kit
  • The assembly, erection, dismantling, packing and unpacking of displays must be done by union labor
  • The handling, placing or displaying of merchandise does not require union labor and may be done by the exhibitor
  • All additional manpower needed must be hired through the Services Contractor
  • Order forms for all services can be found in the Exhibitor Service Kit which will be emailed to each exhibitor in advance
  • The exhibitors are urged to place their orders in advance for efficient, timely service
  • The Services Contractor will maintain a service desk for the convenience of the exhibitors during the installation and dismantling periods to cover all requirements and will be in operation throughout the meeting

Children under the age of 16 are not allowed in the Exhibit Hall at ANY time (exception–children in strollers).

Certificate of Insurance
If an exhibitor wishes to use a service firm other than the official contractor to install or dismantle their booth, a form, included in the exhibitor kit, along with a certificate of insurance must be submitted to Carden Convention Services no later than 30 days prior to show move-in.

Exhibitor Service Kit
The Exhibitor Service Kit will be emailed to the attention of the “Exhibit Representative” specified on the contract. The kit will be available online only. Access to the website will be available after the beginning of the year.

Security
ASAPS/ASERF cannot guarantee against loss or damage of any kind, but will provide general security on a 24-hour basis, beginning on Friday, May 4 through move-out on Monday, May 7.

Shipping
ASAPS/ASERF, Carden Convention Services and Mendelssohn Logistics strongly advise that you ship materials in advance to the drayage warehouse in order to assure that your booth will be ready for set up on Friday morning.

  • Shipments will be received at the warehouse up to 30 days in advance
  • Shipping to the site creates increased costs and delays in delivery to your booth
  • All exhibitor shipments should be PREPAID and scheduled to arrive at the warehouse on or before April 27, 2012
  • Should you choose to ship directly to the Vancouver Convention Centre, shipments will only be accepted on the move-in date, not prior to May 4, 2012
  • THE CONVENTION CENTRE WILL NOT RECEIVE FREIGHT SHIPMENTS FOR BOOTHS PRIOR TO THE SHOW DATE
  • Freight must be consigned through the designated official contractor. No exceptions to this policy will be allowed
  • The Aesthetic Society and Carden Convention Service Company, Inc. assume no responsibility for shipments that arrive at times other than specified

Advance Warehouse Address
ASAPS 2012
Company Name, Booth #
c/o Carden Convention Service Co
3985 Still Creek Ave
Burnaby, British Columbia V5C 4E2

Customs Information
Mendelssohn Event Logistics has been appointed the official customs broker for the Aesthetic Meeting 2012.

Mendelssohn Event Logistics will assist you with the preparation of all forms required to clear your goods through Canada Customs, post the necessary temporary import bonds and pay any duty or taxes on your behalf. They will also prepare your documentation for your return to the U.S., clear your goods through U.S. Customs and perform any related services that might be required.

For a quote, please refer to the Customs Clearance Forms or contact our customs broker, Stefanie Lane, at slane@mend.com.

Electrical
Electrical current is available in 60 cycle, 129 volt single phase, 208 volt single phase, 208 volt three phase 60 amp, and 480 volt three phase service. Outlets will be 120 volts unless otherwise specified. Electrical power is available and orders must be placed in advance with the Services Contractor. Forms for ordering electrical service will be forwarded with the Exhibitor’s Service Kit. All electrical service will be furnished at the exhibitor’s expense.

Janitorial
General janitorial service will be provided by the Services Contractor at no charge to the exhibitor. Individual arrangements for cleaning booths may be made through the Services Contractor. Forms for ordering janitorial services will be forwarded with the Exhibitor’s Service Kit.

Internet Access
These services may be obtained through the Decorator at the exhibitor’s expense and can be found in the Exhibitor Service Kit.

Union Labor Rates
Overtime rates will be effective before 8:00 am and after 4:30 pm on Monday through Friday and all day Saturday and Sunday.

Lead Retrieval System
To assist you with your marketing efforts, each attendee will have a bar code on their badge that will provide the information they submit during the registration process. Information for ordering the lead retrieval machine will be included in the Exhibitor Service Kit. You must preorder this item which requires electricity. Additional Lead Retrieval machines will not be available on-site.

Rules and Regulations
All Rules and Regulations have been developed to ensure the show’s integrity and to create a high quality marketing opportunity for your company. 

ASAPS/ASERF reserves the right to interpret rules and regulations, as well as make final decisions on all points not covered above.

Violation of Rules and Regulations
As a condition of exhibiting, each exhibitor must comply with these policies. Violations will be enforced as follows:

  • 1st violation will result in a written warning
  • 2nd violation will result in loss of one booth assignment point
  • 3rd violation will result in loss of 1/2 of accumulated points
  • 4th violation will result in loss of all points and eligibility to exhibit at future ASAPS/ASERF Meetings

Conduct of Exhibits
To see a description of our Conduct of Exhibits, please click here.

Liability
To see our Liability document, please click here.

ADA Requirements
Each exhibitor shall be responsible for compliance with the Americans with Disabilities Act of 1992 within their booth and assigned space to ensure access into their booth. For more information, please refer to the U.S. Department of Justice ADA Information website: www.usdoj.gov

Subletting of Space
Exhibitors may NOT sublet booth space to any other company that is not a division of the same company or a legally contracted agent of the exhibitor (valid proof will be required before permission is given). Violation of this portion of the agreement will result in expulsion of one or both exhibitors. Written requests for permission to include affiliated representatives must be sent to ASAPS/ASERF at the time of the returned contract.

Advertising Opportunities
For more information on Advertising Opportunities, please contact Kathie Muehlebach at Kathie@surgery.org or Tom Purcell at Tom@surgery.org.

Industry Support
For information regarding Industry Support please click here or contact Kathie Muehlebach at Kathie@surgery.org.

Things to do in Vancouver - Click HERE



Aesthetic Meeting Twitter Hash Tag: #ASAPS12
Follow ASAPS on Twitter: www.twitter.com/ASAPS
Become a fan of ASAPS on Facebook: www.facebook.com/AestheticSociety
Join ASAPS Facebook Event Page: The Aesthetic Meeting 2012