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ACS Chapters | Utah, Idaho Montana–Wyoming
2020 Combined UT, ID, MT-WY ACS Chapter MeetingExhibitor Prospectus
Conference Dates: January 24 – 26, 2020The Cliff Lodge at Snowbird Resort Snowbird, UT
ACS Chapters | Utah, Idaho, Montana–Wyoming • Combined Meeting Exhibitor Prospectus
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The 2020 Combined UT, ID, MT-WY ACS
Chapter Meeting will be a unique opportunity
for your company to meet with surgeons and
clinicians in an intimate setting who represent
all surgical specialties from the four-state area.
Sign up now for your booth and don’t miss the
exclusive opportunity!
Venue InformationMEETING VENUEThe Cliff Lodge at Snowbird Resort 9320 Cliff Lodge DriveSnowbird, UT 84092Phone: 801-933-2222www.snowbird.com
The hotel has secured a block of rooms for attendees and exhibitors at the Cliff Lodge at Snowbird Resort. The Single Rate is $249 and the Double Rate is $259 plus applicable state and local taxes (currently 12.32% tax).
The cut-off date to reserve a room at the group rate is December 20, 2019 or until the block sells out.
TELEPHONE BOOKINGTo book a room via telephone, call 800-453-3000 and reference “Combined UT, ID, MT-WY Chapter Meeting” to receive the meeting’s group rate.
ONLINE BOOKINGTo book a room online, please click on the link: Combined UT, ID, MT-WY Chapter Meeting.
ACS Chapters | Utah, Idaho, Montana–Wyoming • Combined Meeting Exhibitor Prospectus
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Exhibit Information• Booths are assigned as applications
are received.
• Displays larger than 10 feet wide will be charged the equivalent price of two (2) exhibits
Exhibiting InformationThis meeting provides an opportunity for you to interact with surgeons from the Utah, Idaho, and Montana-Wyoming Chapters. Exhibiting also gives our attendees the opportunity to learn about your products or services.
BENEFITS OF EXHIBITING:
9 Access to surgeons and affiliates during breakfast, breaks, and lunch.
9 Special recognition in meeting program
9 Online recognition on the website for one year
EXHIBIT FEE - $1,500.00• One 6’ draped table, 2 chairs and tabletop ID sign
• Two (2) complimentary registrations and access to the educational sessions
• Company listed in Exhibitor Directory
• Recognition in meeting program
• Online recognition on the website for one year
Exhibit Schedule* EXHIBIT LOCATION - Cliff Lodge at Snowbird Resort, Magpie Room
EXHIBIT SET UP:Thursday, January 23, 2020 5:00 – 6:00pm
EXHIBIT HOURS:
FRIDAY, JANUARY 24, 2020 6:30AM – 4:30PM
Breakfast 6:30–7:00am
Networking Morning Break 8:30–8:45am
Lunch 12:00–1:00pm
Networking Afternoon Break 3:30–3:45pm
SATURDAY, JANUARY 25, 2020 6:30AM–4:30PM
Breakfast – 6:30–7:00am
Networking Morning Break 8:30–8:45am
Lunch 12:00–1:00pm
Networking Afternoon Break 3:30–3:45pm
SUNDAY, JANUARY 26, 2020 6:30-9:30AM
Breakfast – 6:30-7:30am
Networking Morning Break 8:30-8:45am
EXHIBIT TEARDOWN - 8:45-9:30am
*Exhibit schedule subject to change.
Exhibitor RepresentativesExhibits must be staffed during the exhibit hours. Any space not occupied by 6:30 am on Friday, January 24, 2020 will be forfeited by the exhibitor. Displays may not be dismantled or any packing begun before 9:30 am on Sunday, January 26, 2020. Additional name badges can be purchased for $250 each.
EXHIBITOR REGISTRATION Each exhibiting company is entitled to two (2) complimentary registrations. Additional registrations over the allotment can be purchased for an additional fee of $250. Only exhibitors with badges will be permitted to enter the exhibit area during hours of installation and dismantling. See registration form included in prospectus.
EDUCATIONAL GRANT OPPORTUNITIES: For more information on educational grant opportunities at the 2020 Combined UT, ID, MT-WY ACS Chapter Meeting please see page 9.
Dana McClure, Exhibits Coordinator at (312) 202-5532 or [email protected]
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ACS Chapters | Utah, Idaho, Montana–Wyoming • Combined Meeting Exhibitor Prospectus
Please complete application, sign and email to [email protected].
COMPANY NAME: (Please print the name of the company as it should appear in print)
CONTACT: TITLE:
ADDRESS
CITY, STATE, ZIP
PHONE: EMAIL:
WEBSITE ADDRESS (There will be a link on the 2020 Combined UT, ID, MT-WY Chapters Annual Meeting website to your website)
AUTHORIZED SIGNATURE:
EXHIBIT FEES (PLEASE CHECK)
Exhibit Fee $1,500.00
Exhibit Deposit: A non-refundable deposit of $750 is required with this application. Full payment is due by December 20, 2019. If exhibitor cancels space on or after January 3, 2020 there will be no refunds.
Cancellation and Refunds: Written notification of a space cancellation must be received by the 2020 Combined UT, ID, MT-WY ACS Chapters, on or before January 3, 2020 to be eligible for a partial refund. A $750 service charge will be assessed for each cancelled space. No refunds will be given after January 3, 2020.
PAYMENT:
Fees Payable in U.S. Funds to: the host chapter Utah Chapter of the ACS.
Check (Enclosed) Visa MasterCard American Express
CREDIT CARD NUMBER: EXPIRATION DATE: CSC:
CARD ISSUED TO: SIGNATURE OF CARDHOLDER:
Please e-mail or fax this form to Dana McClure [email protected] (312) 268-5241. For security reasons, if e-mailing the form and paying by credit card, please leave the credit card number field blank and call Dana McClure, (312) 202-5532 with your credit card number.
RETURN APPLICATION AND PAYMENT TO: Dana McClure, Exhibits Coordinator2020 Combined UT, ID, MT-WY ACS Chapters; c/o ACS Association Management, 633 North Saint Clair Street; Chicago, IL 60611-3211; Phone: (312) 202-5532 / Fax: (312) 268-5241 Email: [email protected]
Exhibitor Space Application
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ACS Chapters | Utah, Idaho, Montana–Wyoming • Combined Meeting Exhibitor Prospectus
Booth Personnel & Company Listing
Exhibitor Company Listing & Exhibitor Registration Form DEADLINE: January 3, 2020
Please complete the following information which will be included in the exhibitor directory and on the website. The directory will be distributed onsite to all attendees.
COMPANY NAME:
ADDRESS:
CITY: STATE: ZIP CODE: COUNTRY:
EMAIL: PHONE: FAX:
WEBSITE: CONTACT EMAIL:
LOGO (JPEG FORMAT ONLY) – PLEASE ATTACH COMPANY LOGO IN JPEG FORMAT ONLY.
DESCRIPTION: (MAX: 30 WORDS)
Complimentary Exhibitor Registration: Please print clearly the names, titles and unique emails of each staff attending the meeting. Confirmation will be sent to each registrant via email. Exhibitor Registration:
1) NAME (PRINT) TITLE
EMAIL:
2) NAME (PRINT) TITLE
EMAIL:
Additional Badges available for $250 per badge:
3) NAME (PRINT) TITLE
EMAIL:
4) NAME (PRINT) TITLE
EMAIL:
ACS Chapters | Utah, Idaho, Montana–Wyoming • Combined Meeting Exhibitor Prospectus
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Rules And Regulations
Upon receipt of Exhibit Space Application, the Chapters assume that you have read the terms outlined below and agree to abide by these terms. Application is subject to acceptance by the Chapters. Written confirmation will be sent upon receipt of Application and full payment.
Eligibility to Exhibit - The meeting is intended for those companies that are related to the profession. Companies involved in providing education, supplies, and services to the medical profession; pharmaceuticals, instrumentation, practice management, publications, computer software, and so on. The Chapters reserves the right to determine the eligibility of any applicant as an exhibitor according to its Principles of Governing Corporate Support. With a limited number of exhibitors permitted, the Chapter reserves the right to deny exhibitors after the limit is reached.
All products must be directly related to the practice of surgery or medicine and approved by Chapter in its sole and absolute discretion. Exhibitor shall not exhibit products or services other than those described in the application and approved by Chapter.
A product that is an “investigational device or drug” must be clearly marked as such. Exhibitors must ensure that with respect to all such devices or drugs only permissible preapproved dissemination of scientific and educational information is provided at the exhibit and that appropriate disclosure and cautionary notices are included with the devices or drugs.
An exhibitor shall not in any manner directly or indirectly imply that the Chapter endorsement or approval of exhibitor’s product or service has been given merely because the Chapter approved such product or service for display as an exhibit. Applications deemed ineligible by the Chapter will be returned with full payment.
Cancellation and refunds - An exhibitor may cancel or withdraw from the meeting subject to the following conditions: 1) the exhibitor shall immediately file a written notice of intention to cancel or withdraw; 2) if written notice is received 30 days or more prior, the Chapter shall retain a sum of equal to fifty percent (50%) of the total cost of the reserved exhibit space or $750 cancelation fee; and 3) no refunds shall be made on cancellations received after January 3, 2020. Any exhibitor failing to occupy said space by the initial opening of the exhibit area shall forfeit that space and the Chapter shall have the right to use said space as desired.
Liability - In the event the exhibition is cancelled, postponed, or relocated on account of fire, strikes, government regulations, causalities, Acts of God, or other causes beyond the control of the Chapter, the exhibitor waives any and all damages and claim for damages and agrees that the sole liability of the Chapter shall be to return to each exhibitor the exhibitor’s rental payment.
Exhibit Standards - Exhibits must conform to the table contracted and must be of such character or arrangement so as not to obstruct the view or interfere with the exhibits of others. All demonstrations and exhibits must be confined to the contracted space. Questionable exhibits shall be modified at the request of Chapter staff. The fastening of materials to table drapery, building walls, ceilings, floors, carpeting, or columns is expressly prohibited.
Use of Space - No sharing, subletting, or assignment of space is permitted. The Chapter shall have the right to prohibit any exhibit or part of an exhibit that in its opinion is not suitable to or in keeping with the character or purpose of the meeting. Exhibitors are encouraged to verify helium balloon usage with the facility and will be held accountable for
any charges resulting from their use. Exhibitor personnel are prohibited from working in aisles or other public areas. Smoking will not be permitted in the exhibit area.
Special Restrictions
• Giveaways are permitted only if approved in writing by the Chapters prior to the meeting.
• Any activity in the exhibit aisles is strictly prohibited
• Fire hose cabinets and exits must be left accessible and in full view at all times. Decorations and displays must either be of non-flammable material or be treated by an approved fire prevention method. All display material must be flame proofed and is subject to inspection by the Snowbird, Utah Fire Department. No flammable fluids or substances may be used or shown in booths.
Exhibitor Events/Function Space - Scheduling of private function must be coordinated directly with the Chapter. There shall not be any exhibitor entertainment, meetings, and/or any other activities targeting attendees scheduled during exhibit hours or during scheduled meeting events without prior written approval, including all symposia, lectures, focus groups, sessions and social events.
FDA Regulations - Exhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including but not limited to any or all approved requirements. Exhibitors are reminded that the FDA prohibits the advertising or other promotion of investigational or unapproved drugs and devices and forbids the promotion of approved drugs or devices for unapproved uses. For additional information, contact FDA at 888-463-6332 or www.fda.gov.
Security - Exhibitors will be responsible
ACS Chapters | Utah, Idaho, Montana–Wyoming • Combined Meeting Exhibitor Prospectus
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for security of their own exhibit areas and property. Chapters cannot guarantee or assume any liability against loss or damage of any kind but will endeavor to protect exhibitors by providing a security guard after meeting hours.
Contests, Prizes or Lotteries- In order to ensure the highly professional and educational standards of the meeting, contests, prizes and lotteries are expressly prohibited unless fully explained in writing and submitted to the Chapter for approval at least two weeks prior to the meeting. The Chapters reserves the right to approve or decline any request. It is the exhibitor’s responsibility to notify winners.
Signs/Announcements - No signs, posters, or brochures will be allowed anywhere in the hotel except within each exhibitor’s booth. No signs or other articles are to be fastened to walls or electrical fixtures. The use of thumbtacks, tape nails, screws, bolts, or any tool or material that could mark the floor or walls is prohibited.
Chapter Logo - Use of the Chapters or ACS logo on signs or materials distributed is strictly prohibited without the written consent of the Chapters. The use of logos, seals of approval, trademarks, or other similar property rights that are in disuse may not be used in connection with any product or service or advertising material displayed or disseminated at the exhibit.
Enforcement of Rules and Regulations - The Rules and Regulations of the Chapters Exhibition
are intended to bring order and equity to all parties involved. In addition to being subject to restriction or termination of an exhibit, exhibitors who violate regulations could be prevented from exhibiting at future meetings. The Chapters reserves the right to restrict or terminate an exhibit without notice if an exhibitor violates any of the Rules and Regulations contained herein. In the event of such restriction or eviction, the Chapters are not liable for any refunds, rentals or other exhibit expenses.
Service Contractor - All costs of shipping, cartage, and handling are to be borne by the exhibitor. The Chapters will supply one skirted table and two chairs; all other services required must be ordered directly from the facility or outside contractor.
Liability, Insurance and Waiver of Subrogation - The Chapters, its staff, directors, volunteers, service contractors, nor the facility shall be held responsible for the safety of exhibits against fire, theft, or property damage, or for accidents to exhibitors or their employees from any cause prior to, during, or subsequent to the period covered by the Application. Exhibitors shall obtain, at their own expense, adequate insurance against such injury, loss, or damage. The exhibitor waives the right of subrogation by its insurance carrier(s) to recover losses sustained under the exhibitor’s insurance for real and personal property. Any and all exhibitor charges for services levied by the facility or subcontractors are the responsibility of the exhibitor. The Chapters is not responsible for payment for any services connected with
exhibitor requests and has no authority over any service charges, rental fees, set-up fees, labor contracts, etc., that are required by any venue.
Music and Amplification - Due to U.S. Copyright Laws, ASCAP, and BMI licensing requirements no copyrighted music, live or recorded, will be permitted in the exhibit area unless the exhibitor using the material has purchased the appropriate license.
Solicitation - The Online Membership Directory and the website’s event “See Attendees” and the contents hereof are proprietary products of the chapter. The contents of these Directories may not, in whole or in part, be reproduced, copied, disseminated, entered into a computer database, used as part of or in connection with the names, addresses, telephone numbers, fax numbers, email addresses, website addresses and contact person of the Chapters members.
Other - The Chapters reserves the right to rule on all matters pertaining to the meeting, attendees whether expressly mentioned or not, and the exhibitor, by executing Application, agrees that all rulings shall be binding upon both the exhibitor and the Chapters.
CONTACT:Dana McClure, Exhibits Coordinatorc/o 2020 Combined UT, ID, MT-WY ACS Chapter MeetingAssociation Management by the ACS633 N. Saint Clair StreetChicago, Illinois 60611-3211P: 312-202-5532; F: 312-268-5241 [email protected]
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ACS Chapters | Utah, Idaho, Montana–Wyoming • Combined Meeting Exhibitor Prospectus
Platinum $1,000
Gold $950
Silver $750
Bronze $500
BENEFITS OF PROVIDING EDUCATIONAL SUPPORT GRANT:
9 Special recognition in meeting program
9 Acknowledgement with “Thank You” signage at the conference
9 Recognition on the meeting website
PAYMENT:
Fees Payable in U.S. Funds to: the host chapter Utah Chapter of the ACS.
Check (Enclosed) Visa MasterCard American Express
CREDIT CARD NUMBER: EXPIRATION DATE: CSC:
CARD ISSUED TO: SIGNATURE OF CARDHOLDER:
Return completed application to Contact: Dana McClure, Exhibits Coordinatorc/o Combined UT, ID, MT-WY ACS ChapterAssociation Management Services by the ACS633 North Saint Clair StreetChicago, IL 60611-3211P: 312-202-5532; F: [email protected]
Unrestricted Educational Grant & Support Application
COMPANY NAME: (PLEASE PRINT COMPANY NAME AS IT SHOULD APPEAR IN PRINT)
CONTACT:
ADDRESS:
CITY, STATE, ZIP:
PHONE: WEBSITE ADDRESS:
AUTHORIZED SIGNATURE:
UNRESTRICTED EDUCATIONAL GRANTS (CHECK ONE)A Letter of Agreement will be sent on receipt of this application. A company does not need to exhibit in order to provide educational support. Grant fees do not include exhibit space. For more information on educational grant opportunities, please contact Dana McClure, Exhibits Coordinator at (312) 202-5532 or [email protected].
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ACS Chapters | Utah, Idaho, Montana–Wyoming • Combined Meeting Exhibitor Prospectus
2020 Combined UT, ID, MT-WY ACS Chapter Meeting Exhibitor Prospectus
Conference Dates: January 24–26, 2020
The Cliff Lodge at Snowbird Resort Snowbird, UT
ACS Chapters | Utah, Idaho, Montana– Wyoming
