2013 Annual Meeting of the American Associ ation for the Surgery of Trauma & Clinical Congress of Acute Care Surgery September 18-21, 2013 Hilton San Francisco
Exhibitor Prospectus & Marketing and Promotional Opportunities
Overview
Table of contents Meeting Schedule Schedule.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Marketing & Educational Grants . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Exhibitor Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Symposium Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Exhibit Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 2
Founded in 1938, The American Association for the Surgery of Trauma is the premier academic trauma surgery organization in the United States and has approximately 1, 300 members from 30 countries. The AAST Annual Meeting and Clinical Congress of Acute Care Surgery attracts a total of over 900 attendees with 700 physicians and scientists whose primary interest lie in the investigation and treatment of various forms of trauma and the application of surgical critical care. It is expected that more than 10% of meeting attendees will be from Europe, South America, Asia and Africa. The AAST Annual Meeting and Clinical Congress of Acute Care Surgery consists of 20 minute paper presentations, master surgeons lectures, panel presentations, poster session, two addresses: Presidential Address and Fitts Orator, and numerous networking opportunities. This year’s meeting will mark the 75th anniversary of the association and will be held in the city of San Francisco, the same city the inaugural meeting was held in 1938. We hope that you take the time to review the information in the coming pages and if you have any questions, please contact the AAST Central Office at (800) 789-4006 or email aast@aast.org.
Meeting Schedule At A Glance (subject to change) Wednesday, September 18, 2013 Welcome 12:15 p.m. – 12:50 p.m. General Session 12:50 p.m. – 4:00 p.m. Challenging Cases Panel 4:00 p.m. – 5:00 p.m. Poster Session & Exhibit 5:00 p.m. – 7:00 p.m. Hall Opening Reception
Thursday, September 19, 2013 Committee Meetings 6:15 a.m. - 7:30 a.m. Exhibit Hall Hours 7:00 a.m. – 3:30 p.m. Breakfast in Exhibit Hall 7:00 a.m. – 8:30 a.m. General Session 7:30 a.m. - 9:40 a.m. Refreshment Break 9:40 a.m. – 10:00 a.m. (with exhibitors) General Session 10:00 a.m. - 12:30 p.m. Lunch Sessions 12:30 p.m. - 2:00 p.m. Concurrent Paper Sessions 2:00 p.m. - 5:00 p.m.
Friday, September 20, 2013 Committee Meetings Breakfast in Exhibit Hall Exhibit Hall Hours General Session Refreshment Break (with exhibitors) General Session Lunch Sessions Concurrent Paper Sessions Annual Business Meeting AAST Dinner Banquet
6:15 a.m. – 7:30 a.m. 7:00 a.m. – 8:30 a.m. 7:00 a.m. – 3:30 p.m. 7:30 a.m. – 9:10 a.m. 9:10 a.m. – 9:30 a.m. 9:30 a.m. – 12:00 p.m. 12:00 p.m. – 1:30 p.m. 1:30 p.m. – 4:50 p.m. 5:00 p.m. – 6:15 p.m. 8:00 p.m. – 10:00 p.m.
Saturday, September 21, 2013 Breakfast 7:30 a.m. – 8:30 a.m. General Session 8:00 a.m. – 12:00 p.m.
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Marketing Opportunities The American Association for the Surgery of Trauma offers a variety of marketing opportunities for companies to reach trauma and acute care surgeons across the United States and abroad. Each opportunity listed below is for one year ( January – December). For more information, please contact Sarah Cohen, scohen@aast.org or Sharon Gautschy, sgautschy@aast.org or 800/789-4006.
Annual Meeting Exhibit Booth Pre-Post registration listing
Platinum 9 (2) 9
Gold 9 (1) 9
Extra Badges Description with logo in on-site exhibitor booklet Description in on-site exhibitor booklet Ad in on-site exhibitor booklet Satellite Symposium Annual Meeting App Ad Annual Meeting App Description in Exhibitor Section Logo in Description in App Upload documents to App in exhibitor section Send out Push Notification to attendees Complimentary Banquet Tickets Mobile Device charging station near booth Cyber Café Sponsor (# of days) Ad in Annual Meeting Daily Newsletter Flyer in AAST Sponsored Door Drop Recognition from the Podium Signage by registration, exhibit hall &AAST Info table Booth signage noting your sponsor level Listing in Corporate Marketing Partner Flyer by level Listing in Annual Meeting E-News Education 10-Hour CME packages to give customers Journal of Trauma and Acute Care Surgery Color full page Ad Ipad Bands Web Impressions Overall Recognition Listing on Corporate Partner Page on AAST Website Logo on Corporate Partner Page on AAST Website Listing in AAST Quarterly Newsletter Listing in Electronic Newsletter (3x/yr)
9 (4) 9 9 9 (Full) 9 9 9 9 9 9 9 (8) 9 9 (4) 9 (¼) 9 9 9 9 9 9 Platinum 9 (4) Platinum 9 (2) 9 (2) 9 (100,000) Platinum 9 9 9 9
9 (2) 9 9 9 (½) 9 9 9 9 9
Silver 9 (1)
Bronze 9 (1)
Pre or Post 9 (2)
Pre or Post 9 (1)
9 9 (½)
9 9 (¼)
9
9
9 (4)
9 (2)
9 (3) 9 (¼) 9 9 9 9 9 9 Gold 9 (2) Gold 9 (1) 9 (1) 9(75,000) Gold 9 9 9 9
9 (2)
9 (1)
9 9 9 9 9 9 Silver 9 (1) Silver 9 (1)
9
9(50,000) Silver 9 9 9 9
9 9 9 9 Bronze Bronze
Bronze 9 9 9 4
PLATINUM PARTNER FEE: $75,000 (limited to four)
Annual Meeting Exhibiting ($12,000 value) • Exhibit booth package with two 8x10 spaces and preferred placement • Pre and post registration lists • Four (4) extra exhibitors badges • Description with logo in on-site exhibitor booklet • Full page color ad in on-site exhibitor booklet given to all attendees (ads only offered to marketing partners) Satellite Symposium ($20,000 value) • Up to eight (8) hours to be held during non-CME time (All AV, food and beverage is the responsibility of the company) Annual Meeting App ($7,500 value) • Ad on the landing page – an opening banner ad and once clicked on it can be a static ad or a 1-2 minute video – to run at the launch of the app and continue until the app launches for the next years meeting (approximately nine months) • Logo and full description with a link to company’s website in the Exhibitor section of the app • Ability to upload documents to exhibitor section of the app • AAST management will send out one alert to attendees during the Annual Meeting – content of alert up to corporate marketing partner but approved by Association Mobile device charging station next to your booth, with your logo (a $3,500 value) Other • • • •
($9,500 value) Eight (8) banquet tickets Cyber Café sponsor for all four days ¼ page ad in the AAST Annual Meeting Daily newsletter for all four days Flyer in AAST sponsored door drop – content approved by Association (flyer quantity must be supplied to AAST by designated date)
Recognition • • • • • • •
By the president from the podium during the opening session Logo on rotating slides prior to opening session on Wednesday and afternoon sessions on Thursday and Friday Signage by registration, AAST information area, Cyber Café and outside of exhibit area listing as Platinum corporate marketing partner Designation in Exhibit Hall at booth floorplan as platinum sponsor with charging station Booth signage identifying you as a corporate marketing sponsor Listing on corporate marketing partner flyer in all attendee bags Listing in Annual Meeting E-News – sent out at least two times prior to Annual Meeting and once after Annual Meeting
Education ($1,000 value) • Four (4) 10-hour packages of CME to be provided to customers for use on the AAST e-Learning site (total of 40 hours of self-assessment credit) Journal of Trauma and Acute Care Surgery ($23,000 value) • Two full page color ads (issue of choice) • Two Cover iPad Bands • 100,000 web impressions • Additional advertising at 20% discount on “Most Popular” Sponsorship or eTOC Banner
Overall Recognition • • •
Company logo, description and link on Corporate Marketing Partner page on the AAST website for one year Listing in print AAST Newsletter quarterly with logo Listing in electronic newsletter three times a year with logo
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GOLD PARTNER FEE: $50,000 (limited to four)
Annual Meeting Exhibiting ($7,500 value) • Exhibit booth package with one 8x10 space and preferred placement • Pre and Post registration listing • Two (2) extra exhibitor badges • Description with logo in on-site exhibitor booklet • Half page four color ad in on-site exhibitor booklet given to all attendees (ads are only offered to marketing partners) Satellite Symposium ($10,000 value) • Up to four (4) hours to be held during non-CME time (All AV, food & beverage is the responsibility of the company) Annual Meeting App ($5,000 value) • Ad on the landing page – an opening banner ad and once touched opens to full ad to run at the launch of the app for the meeting until the last day of the meeting (approximately three months). • Logo and description with a link to company’s website in the exhibitor section of the app • Ability to upload documents to section of the app Other ($5,000 value) • Four (4) banquet tickets • Cyber Café Sponsor for three days (Wednesday-Friday) • ¼ page black and white ad in AAST Annual Meeting daily newsletter (two days) • Flyer in AAST sponsored door drop – content approved by Association (flyer quantity must be supplied to AAST by designated date)
Recognition • • • • • •
By the president from the podium during the opening reception Logo on rotating slides prior to opening session on Wednesday and on Saturday morning Signage by registration, AAST information area, Cyber Café on designated days and outside of exhibit hall listing corporate marketing partners Booth signage listing as a corporate marketing partner Listing on corporate marketing partner flyer in all attendee bags Listing in Annual Meeting E-News – sent out at least two times prior to the Annual Meeting and once after the Annual Meeting
Education ($400 value) • Two (2) 10-hour packages of CME to be provided to customers for use on the AAST e-Learning site (total of 20 hours of self-assessment credit) Journal of Trauma and Acute Care Surgery ($13,385 value) • One full page color ad in one issue (issue of choice) • One Cover iPad band • 75,000 web impressions • Additional advertising at 15% discount for “Most Popular” sponsorship or eTOC Banner
Overall Recognition • • •
Listing, description and logo on Corporate Marketing Partner Page on the AAST website for one year with a link to your website Listing in print AAST Newsletter quarterly with logo Listing in electronic newsletter three times a year with logo
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SILVER PARTNER SILVER PARTNER Fee: $25,000
Annual Meeting Exhibiting ($6,000 value) • Exhibit booth package with one 8x10 space and preferred placement • Two (2) extra exhibitor badges • Either a pre or post registration listing • Description in on-site exhibitor booklet • Half page ad in on-site exhibitor booklet given to all attendees (ads are only offered to marketing partners) Annual Meeting App ($1,000 value) • Ad on the landing page – an opening banner ad and once touched opens to full ad to run at the launch of the app for the meeting until the last day of the meeting (approximately three months). • Logo and description with a link to company’s website in the exhibitor section of the app • Ability to upload documents to section of the app Other ($4,500 value) • Two (2) banquet tickets • Cyber Café sponsor for two days • Flyer in AAST sponsored door drop – content approved by Association (flyer quantities must be supplied to AAST by designated date)
Recognition • • • • • •
By the president from the podium during the opening reception Logo on rotating slides prior to opening session on Wednesday afternoon Signage by registration, AAST information area, Cyber Café on designated days and outside of exhibit hall listing corporate marketing partners Booth signage listing as a Silver corporate marketing partner Listing on corporate marketing partner flyer in all attendee bags Listing in Annual Meeting E-News – sent out at least two times prior to the Annual Meeting and once after the Annual Meeting
Education ($200 value) • One (1) 10-hour package of CME to be provided to customers for use on the AAST e-Learning site (total of 10 hours of self-assessment credit) Journal of Trauma and Acute Care Surgery ($7,500 value) • One full page color ad in one issue (issue of choice) • 50,000 Web impressions • Additional advertising at 10% discount on “Most Popular” Sponsorship or eTOC Banner
Overall Recognition • • •
Listing and description on the Corporate Marketing Partner page on the AAST website for one year with a link to your website Listing in print AAST Newsletter quarterly with logo Listing in electronic newsletter 3x a year
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BRONZE PARTNER Fee: $10,000
Annual Meeting Exhibiting ($5,000 value) • Exhibit booth package with one 8x10 space • One extra exhibitor badge • Description with logo in on-site exhibitor booklet • Quarter page four color add in on-site exhibitor booklet distributed to all attendees (ads are only offered to marketing partners) Annual Meeting App ($500 value) • Ad on the landing page – an opening banner ad and once touched opens to full ad to run at the launch of the app for the meeting until the last day of the meeting (approximately three months). • Logo and description with a link to company’s website in the exhibitor section of the app • Ability to upload documents to section of the app Other ($1,500 value) • Sponsor of Cyber Café for one day (day of choice) • Flyer in AAST sponsored door drop – content approved by Association (Flyer quantity must be supplied to AAST by designated date)
Recognition • • • • • •
Logo on rotating slides prior to opening session on Wednesday Signage by registration and AAST information area Signage by Cyber Café on designated day and outside of exhibit hall listing corporate marketing partners Booth signage listing you as a corporate marketing partner Listing on corporate marketing partner flyer in all attendees bags Listing on Annual Meeting E-News – sent out at least two times prior to the Annual Meeting and once after the Annual Meeting
Overall Recognition • • •
Listing, description and logo on Corporate Marketing Partner Page on the AAST website for one year with a link to your website Listing in print AAST Newsletter quarterly with logo Listing in electronic newsletter three times a year with logo
A-La-Carte Marketing Opportunities All of the options below are available at the Annual Meeting •
Exhibitor Booth Package - $4,000
•
Pre and Post Meeting Mailing Lists - $500 per list
•
Hotel Video Channel - $3,000
•
Hotel Door Drop - $3,000/drop
•
Hotel Key Cards - $3,000
•
Satellite Symposiums - starting at $5,000 up to $20,000
Please see page 15 and 16 for detailed information
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Unrestricted Educational Grants AAST has a number of unrestricted educational grants for companies to participate in. There are three areas available for unrestricted educational grants: 1.
2. 3.
E-Learning Portal a. Live sessions b. Archived sessions Grand Rounds Annual Meeting
1) e-Learning/CME Grants In 2012, AAST launched an e-Learning portal for surgeons, trauma nurses and others to obtain CME and self-assessment credit for online learning. AAST archived select grand rounds, master surgeons lectures from previous annual meetings, Journal of Trauma and Acute Care Surgery articles and others. There are currently over 47 hours of CME available. AAST is committed to uploading at least 40 hours of new content annually. One of AAST’s basic missions is providing high quality and timely education. This is accomplished through the AAST Annual Meeting, the Grand Rounds and now the e-Learning/CME portal. You can help promote this mission by providing educational grants to further future offerings. o Yearly Grant: $15,000 o Quarterly Grant: $5,000 o One Month Grant: $2,500 Recognition includes: All e-Learning/CME Grant Partners will receive the following: o Logo on e-Learning/CME home page o Listed in all marketing materials throughout the year o Individual listing on the AAST Partner Page website Each level will also receive: One Year Grant includes the following acknowledgements for 2013: $15,000 o Listed in all 4 quarterly print AAST newsletters and in each of the 3 electronic newsletters o Special recognition in all e-Learning/CME electronic newsletters Quarterly Grant includes the following acknowledgements for 3 months of your choosing in 2013: $5,000 o Listed in one of the 4 quarterly print AAST newsletters and in one of the electronic newsletters o Special recognition in all e-Learning/CME electronic newsletters during the sponsored quarter Monthly Grant includes the following acknowledgements for 1 month of your choosing in 2013: $2,500 o Listed in one of the 4 quarterly print AAST newsletters and in one of the electronic newsletters o Special recognition in the e-Learning/CME electronic newsletters if it is sent during the one month of partnership
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2) Grants for the National Trauma Grand Rounds AAST holds ten Live Grand Rounds sessions per year. These are held on the third Wednesday of every month (except for September and December). The speakers are chosen because of their expertise and reputation in the scientific trauma community. The Grand Rounds are unique in that there are 10-15 live sites including the presenter and the moderator and who interact live to cultivate discussion. The presentation is approximately 30 minutes, with the moderator taking questions from the web and his/her site and then going to each site to ask questions. The entire presentation is one hour in length. The sessions are then archived on the AAST e-learning/CME portal on the AAST website. The archived sessions stay up for two years. Select sessions will also be housed on the AAST Journal of Trauma and Acute Care Surgery website (www.jtrauma.org) with additional content on the same topic. One year (2013) grant for all live sessions: $25,000 o Recognition from moderator at beginning of session o Recognition on rotating slides before live presentation begins o Listed on Grand Rounds section of website as a supporter o Listed on home page of AAST website on day of event. Grant for 2013 sessions archived: $25,000 o Listed as a supporter on individual Grand Round sessions home page for two years from time of presentation Grant for five live sessions: $15,000 o Recognition from moderator at beginning of session o Recognition on rotating slides before live presentation begins o Listed on Grand Rounds section of website as a supporter o Listed on home page of AAST website on day of event. Grant for five 2013 archived sessions: $15,000 o Listed as a supporter on individual Grand Round sessions home page for two years from time of presentation Grant for individual live or archive grand round: $4,000 (each) o Recognition from moderator at beginning of session o Recognition on rotating slides before live presentation begins o Listed on Grand Rounds section of website as a supporter o Listed as a supporter on individual Grand Round sessions home page for two years from time of presentation All Partners receive the following: o Listed on partner section on AAST website o Listed on e-Learning/CME portal on website as a supporter o Listed in marketing materials for event/program o Listed in AAST quarterly newsletter o Listed in E-News if event/program is listed o Listed in electronic newsletter if event/program is listed o Listed throughout the year on Facebook 11
3) Annual Meeting Grants The AAST holds an Annual Meeting every September. The 72nd Annual Meeting of AAST and Clinical Congress will be held September 18-21, 2013 at the San Francisco Hilton. In 2013, AAST will also be celebrating its 75th Anniversary. The meeting begins on Wednesday at 12:15 pm and ends Saturday at 12:00 pm. The meeting is comprised of 70 scientific papers, 140 scientific posters, three master surgeon lectures, two panels, the Fitts Oration, and the presidential address. AAST also has six educational lunch sessions on Thursday and six on Friday. Over 30 hours of CME is available during the program. AAST allows unrestricted educational grants specific to the Annual Meeting in the following areas: Platinum Supporter - $15,000 Six available o Acknowledged as a Platinum Level Supporter in the program book o Listed on signage outside and inside the Speaker Ready room o Listed as a supporter of the Audio Visual for the meeting Gold Supporter - $10,000 Four available o Acknowledged as a Gold Level Supporter in the program book o Listed as a supporter of the Poster Reception on Wednesday night for the meeting o Listed as a supporter of the poster interviews that will be posted with the manuscript on the Journal of Trauma and Acute Care Surgery website o If interviews are used for CME, listed as a supporter in the e-Learning/CME section of the website Silver Supporter - $7,500 Two available o Acknowledged as a Silver Level Supporter in the program book o Listed as a supporter of the Acute Care Surgery Maintenance of Certification (ACS-MOC) pre-course on Wednesday morning o Listed as a supporter of the ACS-MOC course on the e-Learning/CME website section Bronze Supporter - $3,000 Three available o Acknowledged as a Bronze Level Supporter in the program book o Listed as a supporter of one (1) beverage break during the meeting (There are three beverage breaks, Wednesday at 11:30 pm, Thursday at 9:40 am and Friday at 9:10 am) All levels receive: o Recognition from the podium, through event signage and in the preliminary program o Rotating slides as attendees enter the meeting rooms o Listing in all mailed marketing materials o Listing in Annual Meeting e-News (at least three are sent, two prior to the meeting and one after the meeting) o On partner page on the AAST website o In November print newsletter that highlights the Annual Meeting o In Annual Meeting daily newsletter (Wednesday-Saturday) o Listing on AAST Annual Meeting program page on website ** Please note: all of the above recognition is available if grant support is confirmed prior to June 1. Any grants received after August 15 will not be included in the final program book.
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Exhibitor Information
Exhibit Booth Package & Fees The cost to exhibit at this year’s meeting is $4,000 for each 8 x 10 booth (non-profit is $2,000 for a 6 foot table top - space permitting) and includes: • • • • •
One 8x10 booth space, 2 chairs, one draped 6ft table and a waste basket Badges for 2 exhibit personnel (additional badges are $150 each) Entry to scientific sessions (no solicitation will be permitted) Complimentary refreshment breaks and continental breakfasts Poster reception on Wednesday from 5:15 pm - 7:00 pm
Exhibit Hall Dates & Hours (subject to change) Exhibit Set up: Wednesday, September 18
3:00 pm - 5:00 pm
Exhibit Tear down: Friday, September 20
2:15 pm - 5:30 pm
Exhibit Hall Hours: Wednesday, September 18
4:30 pm - 7:00 pm (poster reception)
Thursday, September 19
7:00 am - 3:30 pm (breakfast, AM and PM break in exhibit hall)
Friday, September 20
7:00 am - 2:00 pm (breakfast, AM and PM break in exhibit hall)
Marketing & Promotional Opportunities The AAST Meeting offers marketing opportunities that allow prime exposure: • •
• •
Mailing Lists - ($500) Pre or post-meeting attendee lists are available for purchase Hotel Video - ($3,000) Your company will get repeat exposure as your message is broadcast on the hotel convention channel for 3 days -September 18-20. This limited opportunity is only available to 1 company, so act quickly.* Hotel Door Drop - ($3,000/day) Target your message right to the attendees’ hotel room doors and be the first thing they see in the morning. Materials will be distributed by 6:00 a.m. September 18, 19 and 20* Hotel Key Cards - ($3,000) Meet attendees coming & going with your message
*Production costs are the responsibility of advertiser and limited to one company. Materials subject to AAST approval. 15
Exhibitor and Sponsorship Rules, Regulations & Fees
•
All applications must be made on the official application form and include a fifty word description of the products or services to be exhibited.
•
All products to be exhibited must be directly related to the practice of surgery or medicine, education and any related topics. All are subject to approval by the AAST.
•
Exhibitors must comply with FDA regulations concerning the exhibition of investigational products and Class III devices.
•
Exhibitor identification on all signs, graphics and literature must be the company name(s) submitted on the exhibitor application.
•
Exhibitors may not assign or apportion to others the whole or any part of the space allocated, and may not display goods or services other than those manufactured or regularly distributed by the applicant(s).
•
Exhibitors must setup, occupy and staff their exhibits during all hours the exhibits are open unless oral scientific presentations are ongoing.
•
Interviews, demonstrations and the distribution of literature must be made in the company’s assigned exhibit area. Canvassing or distribution of advertising materials beyond the perimeters of the assigned exhibit space will not be allowed.
•
All exhibitor personnel are required to wear registration badges while on the exhibit floor. Badges will be provided gratis for two pre-registered personnel per booth or table top. Additional individual exhibitor badges are $150.00. Individual exhibitors should return a registration form by August 1, 2013.
•
Registration badges will admit exhibitors to continental breakfasts Wednesday, Thursday and Friday, scientific sessions and review of posters.
•
Exhibitor badges will be distributed during exhibit set-up.
•
Use of the AAST name or logo, or other verbiage that implies that the symposium is a function endorsed or co-sponsored by AAST is expressly prohibited.
•
All invitations, symposium registration brochures and promotional materials must include the following verbiage: “This commercially supported satellite symposium is independent of the AAST meeting and is not accredited by the American College of Surgeons.”
•
All exhibiting companies, products and services must be approved by the American Association for the Surgery of Trauma (AAST) Exhibit Management in its sole and absolute discretion. All decisions of AAST Management are final. Exhibitors may only display those products and services that they manufacture or distribute.
Cancellations Written notice of cancellation by June 1, 2013 will result in a charge equal to 50 percent of the total cost of the space assigned. If the space is resold, the remaining 50 percent will be refunded minus a $150 administration fee. There will be no refunds for cancellations of space after August 1, 2013, no exceptions. Any questions regarding this policy should be directed to the AAST Exhibits Coordinator Judy Hambrick at (312) 202-5034 or jhambrick@facs.org 16
Satellite Symposium Opportunites All food and beverage costs are at the expense of the company. See requirements (page 17) for additional details. Breakfast session/lunch session/cocktail reception/dinner: $5,000 Tuesday, September 17
Noon – 2:00 pm (lunch)
Wednesday, September 18
7:00 am – 10:00 am (breakfast) 10:00 am – 12:00 pm (lunch)
Thursday, September 19
5:00 pm – 7:00 pm (cocktail reception) 7:00 pm - 10:00 pm (dinner)
Saturday, September 21
Noon – 2:00 pm (lunch) 5:00 pm – 7:00 pm (cocktail reception) 7:00 pm - 10:00 pm (dinner)
Includes: • A pre and post-meeting list of attendees • The company is allowed to put up a sign in the registration area stating where the room and location of the event will be held • Room drop is discounted by 50% • 2 additional badges at no cost Half-Day Seminar - $10,000 • Tuesday, September 17 (8:00 am - Noon or Noon - 4:00 pm) • Saturday, September 21 (Noon - 4:00 pm) • Sunday, September 22 (8:00 am - Noon or Noon - 4:00 pm) Includes: • A total of 4 lists of attendees (either pre or post) • Company is allowed to put up a sign in the registration area stating room and location of the event • Room drop is discounted 75% • Additional badges at no cost (up to 5) Full-Day Seminar - $20,000 • Tuesday, September 17 (8:00 am - 4:00 pm) • Sunday, September 22 (8:00 am - 4:00 pm) Includes: • A total of 6 lists of attendees (either pre or post) • Company is allowed to put up a sign in the registration area stating room and location of the event • A room drop • Additional badges at no cost (unlimited)
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Symposia Requirements • •
Must be registered as an exhibitor.
•
The symposia may not occur during any AAST educational programming (see additional forms for available dates and times) .
•
Any literature produced for the symposia must be approved by AAST and cannot say symposia is endorsed or sponsored by AAST and must include the following declaimer: ‘This commercially supported satellite symposia is independent of the AAST educational activities and is not accredited by AAST”.
•
The company must go through the AAST meeting planner for meeting space and not directly through the hotel.
•
All food, beverages, AV and meeting room rental (if applicable) is the responsibility of the company and will be direct billed to the company.
•
Posting of signs in the hotel is the responsibility of the company and placement is subject to AAST approval.
•
Promotion of the symposia is the responsibility of the company and cannot be combined with any AAST meeting materials.
•
All information distributed for the symposia must be submitted for approval by AAST prior to printing.
•
Any symposia tied to an abstract accepted for presentation at the meeting (either oral or podium presentation) must be held after the presentation has been made. The following apply to such sponsored symposia:
1. For the purpose of promoting the event the abstract of the presentation can be reproduced and mailed or handed out to meeting attendees only with the expressed permission of the author, AAST and Lippincott Williams & Wilkins* (*may include additional fees or requirements and rate may change). 2. Charts, pictures and diagrams can be projected during the presentation and discussion at the symposia, but cannot be printed for distribution prior to the presentation or at any other time prior to the publication. 3. The final manuscript must be submitted to the Journal of Trauma and Acute Care Surgery for either acceptance or first right of refusal of publication. Any questions regarding the above requirements should be directed to AAST Exhibits Coordinator, Judy Hambrick at jhambrick@facs.org (email) or (312) 202-5034 (phone)
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"Floor Plan Subject to Fire Marshal Approval" Service
Service
Service
108
309 Inventory as of 04/01/2013
DN UP
UP
DN
106
107
206
207
306
307
104
105
204
205
304
305
103
202
203
302
303
101
200
201
300
301
Dimension 8'x10' Totals:
Qty 24 24
70 - Double Sided Poster Boards
DN UP
UP
ENTRANCE
Service
Service
Service
Service
AAST
SEPTEMBER 18-20, 2013 HILTON SAN FRANCISCO - UNION SQUARE GOLDEN GATE BALLROM EVERY EFFORT HAS BEEN MADE TO ENSURE THE ACCURACY OF ALL INFORMATION CONTAINED ON THIS FLOORPLAN. HOWEVER, NO WARRANTIES, EITHER EXPRESSED OF IMPLIED, ARE MADE WITH RESPECT TO THIS FLOORPLAN. IF THE LOCATION OF BUILDING COLUMNS, UTILITIES OR OTHER ARCHITECTURAL COMPONENTS OF THE FACILITY IS A CONSIDERATION IN THE CONSTRUCTION OR USAGE OF AN EXHIBIT, IT IS THE SOLE RESPONSIBILITY OF THE EXHIBITOR TO PHYSICALLY INSPECT THE FACILITY TO VERIFY ALL DIMENSION AND LOCATIONS. ©COPYRIGHT 2007, FREEMAN, ALL RIGHTS RESERVED.
Revision Date:
4/3/2013 ALLISON Drawing Started: 3/7/2013 ALLISON File Name: T-AAST-13 HILTON SAN FRANCISCO GOLDEN GATE BALLROOM.DWG
EXHIBITOR APPLICATION nd
72 Annual Meeting of the American Association for the Surgery of Trauma & Clinical Congress of Acute Care Surgery September 18-21 2013, Hilton San Francisco CONTACT NAME: _______________________________________________________________________________________________________ COMPANY: ______________________________________________________________________________________________________________ ADDRESS: ________________________________________________________________________________________________________________ ________________________________________________________________________________________________________________ CITY: ___________________________ STATE: _________________ ZIP CODE:____________________ COUNTRY:_________________ PHONE: ___________________________________________ FAX: _______________________________________________ Description of products to be exhibited (limit 50 words)-please email to Tamara Jenkins at: tjenkins@aast.org when application is submitted. Hard copies will not be accepted. This description will be included in attendee registration materials. BOOTH LOCATIONS: *Space will not be confirmed until full payment is received. 1st___________________________________
2nd_________________________________
3rd___________________________________
Companies I would not like to be place by: ________________________________________________________________________
EXHIBITOR BADGES 2 complimentary exhibitor badges are included with each 8x10 booth package. Cost for each additional exhibitor badge is $150. Please List the first and last name for each exhibitor badges. 1. _____________________________________________________
2.______________________________________________________
3.______________________________________________________
4. _____________________________________________________
5. _____________________________________________________
6.______________________________________________________
7. _____________________________________________________
8. _____________________________________________________
Please complete this form and fax or mail along with full payment and form by August 1, 2013 to: Judy Hambrick, Exhibits Coordinator C/O American College of Surgeons Attn: AAST 633 N. Saint Clair St., Chicago, IL 60611 Fax: 312-267-1783 /Email: jhambrick@facs.org
AAST Purposes Only Booth Number: _________________________________ Date Application Returned: ______________________________________
20
PAYMENT FORM nd
72 Annual Meeting of the American Association for the Surgery of Trauma & Clinical Congress of Acute Care Surgery September 18-21, 2013 Hilton San Francisco Booth Fee: $4,000/booth (Non-profit rate is $2,000) Indicate # of booths: $ Additional Exhibitor Badges $150/per person Indicate # of additional badges:____________________ $ MARKETING & PROMOTIONAL OPPORTUNITIES Platinum Partner: $75,000 $ Gold Partner: $50,000 $ Silver Partner: $25,000 $ Bronze Partner: $10,000 $ Mailing Lists: $500 each (indicate # of lists) Prelist # Post list # $ Hotel Door Drop: $3,000 # Hotel Video: $3,000
$ $
Hotel Key Cards: $3,000
SATELLITE SYMPOSIA (The satellite symposia application must be completed &submitted at the same time as payment)
Breakfast Session: $5,000
September 18 : 7:00 am - 10:00 am_________________
Lunch Session: $5,000 Cocktail Reception: $5,000
September 17 : 12:00 am - 2:00 pm _______________ September 18 : 12:00 pm - 2:00 pm________________ September 21 : 12:00 pm - 2:00 pm________________ September 19 : 5:00 pm - 7:00 pm________________ September 21 : 5:00 pm - 7:00pm________________ September 19 : 7:00 pm - 10:00 pm________________ September 21 : 7:00 pm -10:00 pm________________
$
$ $
Dinner: $5,000 $ Half Day Seminar: $10,000 September 17 :____________________________________________________________________ September 21 (PM only):_____________________________________________________ September 22 :____________________________________________________________________ $ Full Day Seminar: $20,000 September 17 :________________________ September 22: _______________________________ $ TOTAL: $ Mail forms and payment check to:
Credit Card Payment
Judy Hambrick, Exhibits Coordinator C/O American College of Surgeons Attn: AAST 633 N. Saint Clair St. Chicago, IL 60611 Fax: (312) 267-1783
Visa
MasterCard
Check, made payable to AAST (US Dollars Only) American Express
Discover
Name on Credit Card:_____________________________________________________ Credit Card #:_____________________________________________________________ Signature:__________________________________________________________________ Expiration Date:_______________________________________
21
EDUCATIONAL GRANTS APPLICATION APPLICANT INFORMATION Company Name: Contact Name:
Title:
Phone (Direct Line) :
Email:
Company Address: City:
State:
Zip Code:
E-LEARNING CME GRANTS Yearly Grant: $15,000
$
Quarterly Grant: $5,000
$
One Month Grant: $2,500
$
GRAND ROUNDS GRANTS One Year Grant (2013) for all live sessions: $25,000
$
Grant for 2013 archived sessions: $25, 000
$
Grant for five live sessions: $15,000
$
Grant for five 2013 archived sessions: $15,000
$
Grant for individual live or archived grand round sessions: $4,000/each
$
ANNUAL MEETING GRANTS Platinum Supporter (6 available) : $15,000
$
Gold Supporter (4 available): $10,000
$
Silver Supporter (2 available): $7,500
$
Bronze Supporter (3 available): $3,000
$
**Recognition is available if grant support is confirmed prior to June 1, 2013. Any grants received after August 15, 2013 will not be included in the final meeting program book.
TOTAL:
$
PAYMENT INFORMATION 厔 Credit Card Payment Credit Card: 厔 Visa
厔 Check (made payable to AAST and in U.S. dollars only)
厔 MasterCard
厔 American Express 厔 Discover
Name on Credit Card Credit Card Number
Expiration Date
Signature
Date 22
SATELLITE SYMPOSIA APPLICATION All functions during the meeting must be approved by AAST. Requests should be completed and returned by August 1, 2013. Requests after this date will be confirmed on a space-available basis.
Organizers requesting function space for a Satellite Symposia must be an exhibiting company
SPONSORING ORGANIZATION: __________________________________________ MEETING TITLE: _______________________________________________________ DAY/DATE PREFERENCE: Breakfast session/lunch session/cocktail reception/dinner: $5,000 ͔ Tuesday, September 17 Noon – 2:00 pm (lunch) ͔ Wednesday, September 18 7:00 am – 10:00 am (breakfast) ͔ Wednesday, September 18 10:00 am – 12:00 pm (lunch) ͔ Thursday, September 19 5:00 pm – 7:00 pm (cocktail reception) ͔ Thursday, September 19 7:00 pm – 10:00 pm (dinner) ͔ Saturday, September 21 Noon – 2:00 pm (lunch) ͔ Saturday, September 21 5:00 pm – 7:00 pm (cocktail reception) ͔ Saturday, September 21 7:00 pm – 10:00 pm (dinner) Half-Day Seminar - $10,000 ͔ Tuesday, September 17 (AM or PM) ͔ Saturday, September 21 (PM only) ͔ Sunday, September 22 (AM or PM)
Full-Day Seminar - $20,000 ͔ Tuesday, September 17 (8:00 am - 4:00 pm) ͔ Sunday, September 22 (8:00 am - 4:00 pm)
FUNCTION ͔ Breakfast ͔ Lunch ͔ Reception ͔ Meeting ͔ Dinner ͔ Reception/Dinner ͔ Other ___________________________
SETUP ͔ Theater ͔ Cocktail Tables ͔ Schoolroom ͔ Rounds ͔ Head table for #______________ ͔ Riser ͔ Special Requirements ______________ ͔ Other ___________________________
ATTENDEES:
Number of people expected ______________
Contact Person ___________________________________________________________ Company/Group __________________________________________________________ Address ________________________________________________________________ City _________________________State _________________Zip__________________ Phone _____________________Fax ________________E-mail ___________________ Please return with payment form (on pg. 23) to: Judy Hambrick, Exhibits Coordinator, C/O American College of Surgeons Attn: AAST, 633 N. Saint Clair St. Chicago, IL 60611-3211 Fax 312-267-1783/ E-mail jhambrick@facs.org
23
Exhibitor Contact: Judy Hambrick Phone: 312-202-5034 Fax: 312-267-1783 Email: jhambrick@facs.org
American Association for the Surgery of Trauma (AAST) 633 N. Saint Clair Street Suite 2600 Chicago, IL 60611 Website: www.aast.org