Exhibitor Prospectus - General Information

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 $35.00. Name badges are required for entrance to the Exhibit Hall. The information for ordering exhibit badges will be sent to you upon booth assignment.

The deadline for submission of your badge list is Friday, April 9, 2010.

Booth Description
Booth Descriptions will only be accepted by email. Please submit your 50 word Booth Description by January 15, 2010 to Stephanie@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.)

Booth Fees
10' X 10' Inline $2,850
10' X 10' Premium $3,400
20’ X 20’ Island $13,600
Call the Central Office for other configurations and pricing.

Contact Information
Aesthetic Society
Linda Stanton, Exhibits Manager
ASAPS/ASERF Central Office
11262 Monarch Street, Garden Grove, CA 92841
Phone – (562) 799-2356       Fax – (562) 799-1098
Email: linda@surgery.org

Decorator/Show Management
Carden Convention Services
1180 N. Marshall Avenue, Suite B, El Cajon, CA 92020
Phone – (619) 448-1929       Fax – (619) 448-0996
Email: sabrinataub@att.net

Exhibitor Breakfast
Please join the Exhibits Committee, Aesthetic Society Staff and members of the Exhibitors’ Advisory Committee for the Exhibitor Breakfast during the meeting. 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.

Exhibitor Registration
Exhibitors may register beginning Friday, April 23, 2010 at 7 am. Name badges and information will be available at this time. All badges made on-site must be paid for at that time.

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 Central Office. All material will be sent to the attention of the person listed on the Exhibit Agreement only. Only employees of the exhibiting companies may register as exhibitors for the meeting.

A copy of the Annual Meeting Program Book may be acquired at the Exhibitor Registration Desk. Additional copies will be made available at the end of the meeting as the supply allows.

It is ASAPS/ASERF policy that ONLY convention registrants, whether physician, guest or bona fide exhibitor be allowed in the exhibit area. Nurses and office personnel will be issued special badges to allow them to attend the exhibits.

Representatives must remain in the booth space at all times.

Hotel Reservations
Exhibitor hotel room information will be forwarded to exhibitors following booth assignment by the ASAPS Central Office. The Gaylord National Hotel will be the headquarter hotel.
We strongly suggest that you make your reservations early in order to ensure accommodations at the hotel. 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.

Hours of Exhibit Operations
Saturday, April 24 – 9 am-4:30 pm
Sunday, April 25 – 9 am-4:30 pm
Monday, April 26 – 9 am-4:30 pm
Please remember that times are subject to change.

The morning and afternoon coffee break service will be held in the Exhibit Hall when scheduled during exhibit hours. Box lunches will be provided Saturday, Sunday and Monday.

Exhibitors are provided two tickets per booth space for the Welcome Reception and two tickets per day for each Lunch in the Exhibits. Additional tickets for the Welcome Reception may be purchased at the Meeting Registration Desk.

Dismantling of Exhibits
All exhibits must remain intact until closing on Monday, April 26, 2010, at 4:30pm the official closing time.

Installation of Exhibits
The Exhibitor Decorating Kit information will be emailed to the attention of the “Exhibit Representative” specified on the contract. The Exhibit Kit will be available online only. The website will be available after the beginning of the year.

Standard exhibit booth furniture, signs, rental exhibits and other services may be obtained through the Decorator at the exhibitor’s expense. The exhibit hall is not carpeted. The aisle carpet color will be grey and will be provided by the Aesthetic Society. Each booth is 10' x 10' and will contain 8' high red and white draped back-wall and 36'' high sidewalls. 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 Decorator. Order forms for all services will be furnished to each exhibitor in advance by the Decorator. The exhibitors are urged to place their orders in advance for efficient, timely service. The Decorator 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.

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.

Installation of exhibits will begin on Friday, April 23, 2010 at 7 am. The deadline for the installation of exhibits is Friday, April 23, at 7 pm; the “walk through” by Show Management will be done at that time.
Exhibits not set up by 7 pm on Friday, April 23, will be set up at the exhibitor’s expense. Any company needing extra setup time must make arrangements with the decorator. Exhibitors will be responsible for extra costs.
Unauthorized personnel and/or children are not allowed in the Exhibit Hall during setup, exhibit hours or teardown.

Lead Retrieval System
To assist you with your marketing efforts, each attendee will receive an identification card to be used in conjunction with the lead retrieval machines. Information for ordering the lead retrieval machine will be included in the Exhibitor Service Kit. You must preorder this item. This machine may require electricity.
Additional Lead Retrieval machines will not be available on-site.

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 19, 2010 if you wish to schedule a function.
Affiliate events are restricted to times that do not conflict with the ASAPS/ASERF educational program.

Room Deliveries
All hotel room deliveries require the ASAPS/ASERF Central Office approval prior to delivery. All room delivery charges will be the responsibility of the exhibiting company. Please see the Sponsorship Guide for more information.

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, April 23 through teardown on Monday, April 26.

Selecting Booth Space
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 agreement 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 Exhibitor Space Rental Agreement must be received by December 18, 2009 to guarantee booth assignments based upon the point system. Any contracts received after December 18, 2009 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.

Shipping
ASAPS/ASERF and Carden Convention Services 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 increases cost and delays in delivery to your booth. All exhibitor shipments should be PREPAID and scheduled to arrive at the warehouse on or before April 13, 2010. Should you choose to ship directly to the Gaylord National Hotel and Convention Center, shipments will only be accepted on the move-in date, not prior to April 23, 2010. THE CONVENTION CENTER 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 assumes no responsibility for shipments that arrive at times other than specified.

Special Services –order services early!
An Exhibitor Decorating Kit listing all special services will be prepared by the Decorator. We will be providing this information online. The link will be emailed to the Representative listed on the Exhibit Agreement.
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 Decorator. Forms for ordering electrical service will be forwarded with the Exhibitor’s Kit. All electrical service will be furnished at the exhibitor’s expense.
Janitorial– General janitorial service will be provided by the Decorator at no charge to the exhibitor.
Individual arrangements for cleaning booths may be made through the Decorator.
Telephone– Telephone jack order forms will be made available to you in the Exhibitor’s Kit.
Union Labor Rates– Overtime rates will be effective before 8am and after 4:30pm on Monday through Friday and all day Saturday and Sunday.