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AMERICAN ACADEMY OF MEDICAL ACUPUNCTURE
21st ANNUAL SYMPOSIUM - APRIL 3-5, 2009
RENAISSANCE WORTHINGTON HOTEL
FORT WORTH, TX
AN INVITATION FOR EXHIBITORS &
SPECIAL EVENT PARTNERS
December 2008
Dear Colleague:
On behalf of the American Academy of Medical Acupuncture, I invite you to participate as an exhibitor at the 21st Annual Symposium, April 3-5, 2009 at the Renaissance Worthington Hotel in Fort Worth, Texas.
The AAMA Annual Symposium is the premier meeting of physician acupuncturists attracting an average of 300 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 the Friday evening Wine and Cheese event 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 last year’s 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 with this package 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 enclosed form(s) 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 2009 Annual Symposium of the American Academy of Medical Acupuncture.
Sincerely,
James Dowden
AAMA Executive Administrator
PS - Exhibit spaces are limited - don't delay!
EXHIBIT RULES AND REGULATIONS
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SET-UP: |
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Thursday, April 2 |
2:00pm - 6:00pm |
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Friday, April 3 |
7:00am - 9:00am |
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SHOW HOURS: |
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Friday, April 3 |
10:00am - 7:30pm |
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Saturday, April 4 |
7:00am - 4:00pm |
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Sunday, April 5 |
7:00am - 1:00pm* |
A representative should be present during these hours. Breakfast on Saturday and Sunday and all refreshment breaks will be available to Symposium registrants only in the Exhibit area.
On Friday, April 3rd, there will be a wine and cheese reception along with a Poster session from 6:00pm – 7:30pm in and around the Exhibit area.
* Exhibitors must take care when setting up and tearing down and should also take care to secure all materials at all times.
BREAK-DOWN:
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Sunday, April 5 |
1:00 - 3:00pm** |
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** It is essential that tear-down not begin before 1:00pm on Sunday, April 5th.
EXHIBIT FEES: The exhibit fee for each booth is $1,400 if requested, and paid for, by February 11, 2009. After February 11, the exhibit fee for each booth is $1,550. Fee for each booth for member physicians*, registered for the Symposium, is $900 before February 11 and $1,050 after February 11.
* The member physician MUST be a principal in the business and name and title should be provided on the Agreement Form.
SPACE ASSIGNMENT:
The Exhibit floor plan has been designed by the Academy Exhibits Management according to Fire Marshal regulations and the facilitation of floor traffic for exhibitors. Exhibitors may select any of the booth locations as they appear on the floor plan. Exhibit space will be assigned by the Academy on a priority system based on points. This system is used to recognize a company’s past exhibit participation with the Academy. Points are earned for each year of exhibiting at the Academy’s Annual Symposium. Priority space will be assigned beginning with the exhibitor having the largest number of points. If two or more companies request the same space and have an equal number of points, the first contract received is given preference.
Applications must be received no later than February 11, 2009 to take advantage of earned priority points. Applications received after February 11, 2009, will be assigned on a first-come, first-served, space-available basis. Booth location assignments will be provided by February 25, 2009.
Every effort will be made to accommodate exhibitor requests for space and position on the floor. When notations are made on the application to avoid or to be placed next to certain exhibitors, Exhibits Management has the right to assign you to a location other than what you requested. If Exhibits Management is unable to assign one of the requested booths, the next best available booth will be assigned.
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.
OFFICIAL SERVICE CONTRACTOR: George Fern Company, 647 Westport Parkway, Grapevine, TX, is the official service contractor for the Symposium. Forms for ordering additional furniture, electric services, and shipping information will be provided by the George Fern Company, but you may also contact them, (817) 481-0043 if you have any questions.
BOOTH FURNISHINGS AND SERVICES:
Each exhibit area is 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 by the George Fern Company and will include the option of ordering services Online.
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 Renaissance Worthington Hotel 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 The Renaissance Worthington Hotel, 200 Main Street, Fort Worth, Texas 76102. Rates: $185 Single/Double plus taxes. This rate is available only until February 28, 2009, OR when the block is full. Call 817/870-1000 and ask for the AAMA room rate. For more information on this hotel, click here.
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. 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.
The request has been made in the past to include luncheon for exhibitor personnel as part of the exhibit fee. For the 2009 Symposium, luncheon is 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 20, 2009. 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 Texas. Exhibitors may not sell, serve, or dispense food or beverages without the express, written approval of AAMA and The Renaissance Worthington Hotel. 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.
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