Exhibitor Prospectus
and
Hilton Waikoloa Village • Hawaii’s Big Island
Meeting Dates
January 16-22, 2016
Reach more than
1,200
ophthalmic professionals
Exhibit Dates
January 17-22, 2016 • Comprehensive Ophthalmologists • Retina Specialists • Nurses • Administrators
I n vi tat i o n Dear Exhibitor, On behalf of the Hawaiian Eye and Retina Program Planning Committee, thank you for your interest in this important ophthalmic educational event. I would like to provide you with an objective review of the achievements of this year’s meeting and our plans for 2016.
Hawaiian Eye remains the third largest meeting in ophthalmology Total educational enrollment (including physicians, nurses and administrators) was 1,208. Total physician enrollment was 896. The vast majority stayed for the entire seven day meeting. After the annual meeting of the American Academy of Ophthalmology and the ASCRS, this meeting is the largest in U.S. ophthalmology. Hawaiian Eye attracts high-level physicians who utilize today’s latest technologies We conducted a survey onsite this year among ophthalmologist program participants. The results reveal an interesting profile of the typical Hawaiian Eye attendee – a private practice, high-volume cataract surgeon. The average attendee performs more than 34 cataract procedures per month and uses a premium IOL in 11% of those procedures. On average, attendees write more than 53 prescriptions for glaucoma medications and more than 47 prescriptions for antibiotics. Additional findings report 83% are within a private solo or group practice and 73% are within a comprehensive ophthalmic practice. Overall attendee feedback has been overwhelmingly positive Of those surveyed, 84% indicated this is their favorite of all eye care meetings. For about 18% of attendees, this year was their first Hawaiian Eye experience – which means the remaining 82% are loyal, happy customers. In fact, the average attendee was participating in his/her 7th Hawaiian Eye meeting. The key driver for this meeting’s success is a powerful, comprehensive program with scores of nationally recognized educational authorities Participant evaluation of both the clinical value and quality of presentations remains extraordinarily high, and in fact, continues to improve. The planning committee is composed of leading medical educators, including two department chairs, a medical school dean, the editor-in-chief of ophthalmology and educators, all of whom hold professorial rank. The program emphasizes clinical relevance combined
with academic quality. We review the comments and criticisms of participants carefully in planning subsequent years’ programs. Each year, we strive to improve the diversity of our faculty by inviting new talent to participate. Finally, no other meeting in ophthalmology provides such a systematic review of the most important issues facing the clinician: from cataract surgery, to managing complications, to glaucoma management, to infectious disease and dry eye issues to refractive surgery. All the authorities are there, in one place, discussing the latest innovations. And, in contrast to other meetings, this noted faculty is readily accessible to participants for personal, faceto-face discussion and consultation. The retina program has a long tradition of excellence in faculty and presentation. This year we had the highest retina attendance in the history of the meeting. The academic integrity of the meeting is high; Commercial bias is carefully monitored We continue to be fully compliant with all standards of the Accreditation Council for Continuing Medical Education (ACCME), and in fact, have guidelines and review procedures which exceed those of other major ophthalmic meetings. Ensuring the academic integrity of the meeting is the highest priority of the planning committee and the provider, Vindico Medical Education. In March of 2011, Vindico was awarded “Accreditation with Commendation” by the ACCME, ranking Vindico among the top 8% of providers of continuing medical education in the United States, including some of the nation’s most prestigious medical schools. Hawaiian Eye and Retina preregistration trends continue for 2016 All signs point to Hawaiian Eye and Retina being successful in 2016 and beyond. 40% off the meeting have already enrolled for the 2016 meeting. We began offering onsite advance registrations in 2009 to show our appreciation to our most loyal attendees and will continue in future years to maintain a dedicated customer base.
Carmen A. Puliafito, MD, MBA
Comprehensive Ophthalmology Program Planning Committee Carmen A. Puliafito, MD, MBA Los Angeles, California
Richard L. Lindstrom, MD Irvine, California
Kenneth A. Beckman, MD, FACS Columbus, Ohio
David F. Chang, MD San Francisco, California
Terry Kim, MD
Durham, North Carolina
Michael B. Raizman, MD Boston, Massachusetts
Joel S. Schuman, MD Pittsburgh, Pennsylvania
Roger F. Steinert, MD Irvine, California
William B. Trattler, MD Miami, Florida
Sonia H. Yoo, MD Miami, Florida
Retina Program Program Directors Jay S. Duker, MD
Boston, Massachusetts
Elias Reichel, MD
Boston, Massachusetts
Nurse/Allied Health Program Program Director Jane T. Shuman, COT, COE, OCS Boston, Massachusetts
Program Planners C. Jolynn Cook, RN, COE, CASC Brookville, Pennsylvania
We are appreciative of your consideration of this important educational program and look forward to your participation in 2016 and beyond.
Jean McGeary, RN, BSN, CRNO Boston, Massachusetts
Administrator Program
Sincerely yours,
Program Director
Carmen A. Puliafito, MD, MBA Chairman, Hawaiian Eye and Retina Planning Committee
Candace S. Simerson, COE, CMPE, CAHCM Bloomington, Minnesota
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Ab o u t O u r At t e n d ees Geographic Breakdown
Profession Breakdown ME
WA
ND
MT
or
VT
MN WI
SD
ID WY
UT
CO
MI
IA
NE NV
NY
IL
IN
WV KY
MO
KS
RI
PA OH
OK AZ
AK
MS
Nurses and Allied Health Professionals 138
NC SC
AR
NM
NJ DE MD
VA
TN
CA
AL
Administrators 174
NH MA CT
GA
LA TX
Comprehensive Ophthalmologists 664
Retina Specialists 232
FL
HI
# Times Attended Hawaiian Eye 50
n West – 44.3%
n Mid-Atlantic – 6.8%
n Midwest – 21.9%
n New England – 4.1%
U.S. – 88.5%
n Southwest – 8.7%
n Hawaii – 5.5%
International – 11.5%
39.2%
40 30
n South – 8.7% 20
18.9%
18.1% 13.6%
10
40% of attendees committed to Hawaiian Eye 2016 while onsite at the 2015 meeting!
0
Onsite registration gives us a successful projection for next year and proves our attendees: Are loyal to the meeting
Have positive experiences
1
10.2%
2
3
4-10
11-20+
See the benefit in attending annually
Results of comprehensive ophthalmologist survey conducted onsite at the meeting: Compare Hawaiian Eye to All Other Meetings
Practice Setting Private Solo
22.5%
Cataract Surgeries Per Month
Favorite of all
83.9%
Private Group
62.1%
0-5
7.8%
0-5
6.7%
Same as others
16.1%
Academic Faculty
4.2%
6-15
9.8%
6-15
10.9%
HMO
6.3%
16-25
20.0%
16-25
11.3%
5.0%
26-35
15.5%
26-35
10.5%
Age
Government
Glaucoma Prescriptions Per Month
<35
6.2%
36-50
36.4%
36-45
15.9%
36-65
6.3%
# of Physicians in Group
51-65
46.7%
46-55
8.6%
66-155+
54.4%
1-2
17.9%
65+
10.7%
56-155+
22.4%
3-4
40.0%
5-6
13.6%
7+
28.6%
Training Residency
64.2%
Cornea
12.9%
Glaucoma Retina Other
Cataract Surgeries with Premium IOL
Antibiotic Prescriptions Per Month 0-25
30.6%
0-10
64.3%
26-55
33.9%
Practice Description
11-20
20.9%
56-95
14.9%
11.7%
Comprehensive
86.4%
21-100
14.8%
95-155+
14.9%
1.7%
Glaucoma
6.4%
9.6%
Cornea
3.4%
Refractive Surgeries Per Month
Botox Treatments Per Month
Other
3.8%
0-5
79.6%
0-5
91.8%
6-15
7.3%
6-15
6.5%
16-105+
13.1%
16-35
1.6%
2
Ab o u t O u r E x hibi to r s
70%
of Exhibitors committed to
Hawaiian Eye 2016
while onsite at the 2015 meeting!
Showcase your products and services to more than 1,200 interested ophthalmic professionals and 2016 could be your most profitable year to date! With almost 100 companies exhibiting annually, previous exhibitors know the importance and value generated by Hawaiian Eye and Retina meeting exposure. Last year’s exhibitors included:
Proving our exhibitors: • Are committed to the meeting. • Have positive experiences. • Realize positive returns on their investments.
What our exhibitors are saying . . .
“ “
Several leads turned into closed business for us!
“
Good, relaxed atmosphere to interact with customers.
“
“
We always come to Hawaiian Eye.
“
Perfect venue for interactions
“ “ “ “ “ “
It's a big show for us.
with physicians.
Nearly 100 exhibitors participate in the third largest US ophthalmology meeting
“
Aaren Scientific Accutome Alcon Laboratories, Inc. Allergan AMO ASCRS Avella Bausch + Lomb Bio-Tissue, Inc. Brevium Inc. CareCredit Carl Zeiss Meditec Clarity Medical Systems Compulink Business Diopsys, Inc. Doctors Allergy Formula Doctorsoft Corporation E6 Interactive Eagle Vision, Inc. Ellex Inc. EyeFormatics First Insight Corporation Focus Laboratories Genentech Glaukos Corporation Haag-Streit USA
Heidelberg Engineering Inc. Heine i-Optics Insight Instruments, Inc. Integrity Digital Solutions IO Practiceware IOP Ophthalmics IRIDEX Leiter's Compounding Pharmacy Lensar Lumenis M&S Technologies MDIntellesys MDoffice Inc. Medflow Complete Modernizing Medicine MST-Microsurgical Technology NexTech NextGen Healthcare Nicox, Inc. Nidek, Inc. Notal Vision Ocular Therapeutix OCULUS Surgical, Inc. OCULUS, Inc. Omeros Corporation
“
Hawaiian Eye has been good
“ “ “ “ “
for writing new business.
Great show to set the year. Relaxing venue makes it easy to talk business.
Top 3 eye trade shows.
Generates good sales leads. Good foot traffic for
prospects and our customers.
“
3
Ophthalmic Mutual Insurance Company Optos, Inc. Optovue, Inc. Partners in Vision Penn Medical Informatics Systems, Inc. PRN-Physician Recommended Nutriceuticals Quantel USA Rapid Pathogen Screening, Inc. Refocus Group Regeneron Pharmaceuticals Reichert Technologies Review of Ophthalmology Rumex International Co. Santen, Inc. Sightpath Medical SRSsoft Stereo Optical Company, Inc. Tear Lab TearScience ThromboGenics, Inc. Topcon Medical Systems Volk Optical Wavetec Vision, Inc.
E x hibi t I n f o r m at i o n Unopposed Exhibit Hours (Note: Times are subject to change.) Sunday, Jan. 17
Monday, Jan. 18
Tuesday, Jan. 19
Wednesday, Jan. 20
Thursday, Jan 21
Friday, Jan. 22
Continental Breakfast
7:00 am – 7:30 am
7:00 am – 7:30 am
7:00 am – 7:30 am
7:00 am – 7:30 am
7:00 am – 7:30 am
7:00 am – 7:30 am
Coffee Break
9:00 am – 9:30 am
9:00 am – 9:30 am
9:00 am – 9:30 am
9:00 am – 9:30 am
9:00 am – 9:30 am
9:00 am – 9:30 am
10:30 am – 11:00 am
10:30 am – 11:00 am
10:30 am – 11:00 am
10:30 am – 11:00 am
10:30 am – 11:00 am
Coffee Break
▲ See our Ocuplastics Saturday Exhibitor Prospectus at HawaiianEyeMeeting.com.
Space Assignment/Fees Eligibility
this date are assigned space only after assignments are made for those companies who returned their applications by the deadline.
Applications for exhibit space are subject to the approval of Hawaiian Eye. All products and services exhibited must be applicable to the practice of ophthalmology.
• The order in which the exhibit application (accompanied by the appropriate fee) is received. Applications for exhibit space must be made on the official application form. Exhibitors wishing to avoid assignment of space adjacent to that of a particular competitor should indicate so on their application. Careful consideration will be given to all requests. Tentative reservations will be accepted via fax. All tentative reservations will be held for 10 working days. Within this time period, the application and deposit must be mailed to Hawaiian Eye or tentative reservations will be released.
Companies who have not exhibited previously at the Hawaiian Eye meeting must undergo review in order to be considered as a technical exhibitor. Exhibit Management will contact you for a review of your products and services.
Assignment of Space A floor plan of the exhibit area is enclosed for your review. Please carefully review the diagram on page 10 and note the locations of entrances, exits, etc., before indicating your preferred booth on the application form. Do not concentrate all booth choices in one area. Hawaiian Eye will make every effort to assign preferred booth locations. In cases of conflicting requests, priority will be determined based on the following:
Exhibit Booth Pricing Single 6' x 10'
• Booth assignment is made on a first-come, first-served basis. The previous year’s exhibitors will receive an 8-week lead time due to priority as a past exhibitor. To derive benefits as a past exhibitor, applications should be returned as quickly as possible. The deadline for receipt of applications from the previous year’s exhibitors was March 16, 2015. Any applications received after
Upgrade to a Premier Exhibitor! Enhance your exhibitor listing and your presence. Be a “Premier Exhibitor” on both the meeting app and printed program book for an additional $2,000.
$11,000 + 4.16% Hawaii excise tax = $11,457.60
Double $25,000 + 4.16% Hawaii excise tax = $26,040.00 6' x 20' Island $55,000 + 4.16% Hawaii excise tax = $57,288.00 12' x 20'
Premier Exhibitor Features:
Meeting App
Printed Program Book
Highlighted listing Company logo 100-word description Document upload Company name Mailing address Email address Website URL Website URL hyperlink Booth # Booth located on interactive floor plan
✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓
✓ ✓ ✓
4
EXHIBITOR LISTING Abbott Medical Optics
5160 Hacienda Drive Dublin, CA 94568 925-557-4100
[email protected] www.zeiss.com/us Booth # 215/219
Accutome, Inc.
3222 Phoenix Pike Malvern, PA 19355 800-979-2020 www.accutome.com Booth # 205
Advice Media
PO Box 982064 Park City, UT 84098 800-826-9497 www.advicemedia.com Booth # 300
Alcon Laboratories, Inc.
✓ ✓ ✓ ✓
Carl Zeiss Meditec Inc.
1700 E St Andrew Place Santa Ana, CA 92705 Booth # 415
6201 South Freeway Fort Worth, TX 76134 800-862-5266 www.myalcon.com Booth # 309
Alimera Sciences
6120 Windward Pkwy Ste 290 Alpharetta, GA 30005 678-990-5740
[email protected] www.alimerasciences.com Booth # 610
Allergan
2525 Dupont Irvine, CA 92612 714-246-4500 www.allergan.com Booth # 209
ASCRS/Eye World 4000 Legato Rd Fairfax, VA 22033 703-591-2220 www.eyeworld.org Booth # 403
Avella
3620 N 20th Drive Phoenix, AZ 85085 877-546-5779 www.avella.com Booth # 502
CenterVue, Inc.
National Specialty and Compounding Pharmacy with unique expertise in ophthalmology treatments including customized medications, hard-to-find products and discontinued items. Ask about our new Outsourcing Facility for sterile prescription compounding. With our new lab, providers can easily identify a pharmacy partner that meets high standards around quality control and patient safety. We adhere to current gold standards for compounding as evidenced in our various accreditations including: Pharmacy Compounding Accreditation Board (PCAB), Utilization Review Accreditation Commission (URAC) and Accreditation Commission for Health Care (ACHC). Quality Assurance department in place, next-day shipping available. Built on a solid foundation of service, knowledge and integrity with dedicated ophthalmology pharmacists always available.
Compulink Business Systems, Inc. 2645 W Townsgate Rd Ste 200 Westlake Village, CA 91361 800-456-4522 www.compulinkadvantage.com Booth # 605
Diopsys, Inc.
16 Chapin Road Pine Brook, NJ 7058 973-244-0622
[email protected] www.diopsys.com Booth # 509
Doctorsoft Corporation
17750 Sherman Way Ste 300 Reseda, CA 91335 855-377-6381 www.doctorsoft.com Booth # 117
Drs Allergy Formula, Inc.
Bausch + Lomb
400 Somerset Corporate Blvd. Bridgewater, NJ 8807 908-541-3254 www.bausch.com Booth # 315
Canon USA, Inc.
One Canon Park Melville, NY 11747 800-970-7227
[email protected] www.usa.canon.com/eye-care Booth # 612
CareCredit
✓
92 Bonaventura Drive San Jose, CA 95134 408-988-8404 www.centervue.com Booth # 3
2995 Red Hill Road Suite 100 Costa Mesa, CA 92626 800-300-3046
[email protected] www.carecredit.com Booth # 212
40
Suite 310 2375 St John’s Bluff Rd S Atlantic Beach, FL 32233 904-758-2088
[email protected] www.drsallergyformula.com Booth # 202
Eagle Vision, Inc.
8500 Wolf Lake Dr Ste 110 Memphis, TN 38133 901-380-7000
[email protected] www.eaglevis.com Booth # 500
Ellex
7138 Shady Oak Road Eden Prairie, MN 55344 952-767-5791
[email protected] www.ellex.com Booth # 102
E x hibi t I n f o r m at i o n this agreement will be terminated and Hawaiian Eye shall determine an equitable basis for the refund of such portion of the exhibit fees as is possible, after due consideration of expenditures and commitments already made.
Payment Policy The completed application and 50% deposit should be sent to: Hawaiian Eye 2016 Attention: Kirsten Schuitema 6900 Grove Road, Thorofare, NJ 08086-9447 All payments must be made by check or draft drawn on a U.S. Bank made payable to “Hawaiian Eye 2016.” The remaining balance is due September 7, 2015. An invoice will be mailed 30 days prior to the due date. Federal ID #27-4318741
Fire Protection All materials used in the exhibit area must be flameproof and fire-resistant in order to conform to local fire ordinances and in accordance with regulations established by the National Association of Fire Underwriters. Crepe paper, corrugated paper, flameproof or otherwise, will not be permitted. Display racks, signs, spotlights and special equipment must be approved before use, and all displays are subject to inspection by the Fire Prevention Bureau. Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. All aisles and exits must be kept clear at all times and fire stations and fire extinguishers are not to be covered or obstructed.
Subletting Space The subletting, assignment or apportionment of the whole or any part of exhibit space is prohibited. No exhibitor may permit any other party to exhibit in the space assigned to them, any goods other than those manufactured or handled by the contracting exhibitor, nor permit the solicitation of business by others within space assigned to them.
Booth Construction Island Displays
Cancellation Policy
An island booth unit is bound on four sides by aisles. The full cubic content of the space may be used; however, all display material is restricted to 12’ in height. Because an island booth is automatically separated by the width of an aisle from all neighboring exhibits, full use of the exhibit space is permitted. An island exhibit enjoys the following advantages: 1) a waiver of the 8’ height restriction; 2) a waiver of sidewall restrictions; and 3) increased visibility from all areas of the exhibit hall.
Any exhibitor who wishes to release assigned space, must do so by August 3, 2015 to be refunded all fees paid to date minus a $1,000 administrative fee. For cancellations of space between August 3 to November 5, 2015 the exhibitor is responsible for 50% of the entire booth fee. Exhibitors who cancel after November 5 will be responsible for 100% of the booth fee. In the event the exhibit hall is sold out and we are able to resell your booth space, the cancellation penalty will be 50% of the rental charge.
Booth/Signs/Carpet
Notice
The back wall drape in the rear of the booth will be 8’ and side dividers 3’ high. A uniformly lettered, 44” x 7” sign carrying the name of the company will be furnished and properly located at the top of the back of the booth. Additional signs for display purposes may be ordered from the official decorator. Please note the Exhibit Hall carpet is multicolored. The foyer is not carpeted.
The names or titles of CME activities, symposia and other presentations or events associated with a CME activity are the property of Hawaiian Eye. Exhibitors and commercial supporters of those CME activities, symposia and other presentations or events shall not use the names or titles of those activities, symposia, presentations or events in promotional programs, campaigns or other efforts to induce attendance without written permission from Hawaiian Eye. In addition, no exhibitor or commercial supporter shall reward any participant for attendance at a CME activity, symposium, presentation or event, including, but not limited to, gifts or prizes, either given directly or as part of a raffle or other similar contest. Hawaiian Eye reserves the right to restrict attendance at CME presentations to members of the target audience.
Contractual Considerations Contract Submission of the official Application for Exhibit Space and receipt by the exhibitor of the specific exhibit space assignment letter constitutes a contract for the right to use the space allocated. Please note that the Prospectus rules and regulations governing the exhibit are part of the application of space. Any matters not specified in the Prospectus shall be resolved at the sole discretion of the Exhibit Manager.
Management of Space Space at Hawaiian Eye is managed by Hawaiian Eye meeting management. Upon completion and receipt of space request, all efforts will be made to accommodate applicants on a first-come, first-served basis. The assigned meeting room will be provided “empty,” and the exhibiting company will be responsible for expenses and arrangement of logistical support, equipment and services obtained directly from the facility.
Liability Exhibitors agree to protect, save and keep said Hawaiian Eye and the occupied hotel forever harmless from any damage or charges imposed for violation of any law or ordinance by the exhibitor, his employees or agents, as well as to strictly comply with the applicable terms and conditions contained in the Agreement with said Hawaiian Eye and the occupied hotel regarding the exhibition premises; and further, exhibitors shall, at all times, protect, indemnify, save and keep harmless, Hawaiian Eye and the occupied hotel against and from any and all loss, cost, damage, liability or
Cancellation of Expositions It is mutually agreed that in the event of cancellation of Hawaiian Eye due to fire, strike, governmental relations or causes which would prevent its scheduled opening or continuance, then and there upon 5
E x hibi t I n f o r m at i o n Exhibitor Registration
expenses which arise out of, from, or by reason of any act of remission of exhibition, his/her employees or agents.
All participants affiliated with exhibiting companies must be registered. Each person will be issued an exhibitor badge and must be employed by the exhibitor or have a direct business affiliation.
Hawaiian Eye shall in no event be liable to an exhibitor for any lost business opportunities or for any other type of direct or consequential damages alleged to be due from a breach of this contract. It is understood and agreed that the sole liability of Hawaiian Eye to the exhibitor for any breach of this contract shall be for the refund of all amounts paid by the exhibitor pursuant to this contract, as an exclusive remedy.
Exhibiting companies may register four representatives free of charge for every 6' x 10' booth or equivalent space assigned. Registration for additional representatives beyond the allotment of four per each 6' x 10' booth will be charged a $250 registration fee. Exhibitor badges may be picked up at the exhibitor registration desk. Due to homeland security, all exhibitors will be asked to present a business card and photo ID at badge pickup. An exhibitor badge entitles the exhibitor access to the exhibit floor, continental breakfasts, refreshment breaks, and the general session program. Badge requests received after the deadline will be taken onsite only. Any correction, addition and/or deletion may be changed at no charge until January 5, 2016.
Hall Security The official show badge must be worn at all times by exhibitors and attendees in the exhibit hall and in the sessions. Anyone not wearing the proper badge will be asked to leave the hall by the security officers. Security/watchman service will be on duty at all times. As a courtesy to exhibitors, perimeter watchman service for the exhibit area will be furnished by Hawaiian Eye during the hours deemed necessary by Hawaiian Eye. The furnishing of service is in no case to be understood or interpreted by exhibitors as a guarantee to them against loss or theft of any kind.
Insurance Exhibitors wishing to insure their exhibit materials, goods and/or wares of exhibits against theft, damage by fire, accident or loss of any kind, must do so at their own expense. Exhibitors are urged to take a portal-to-portal rider, available at a nominal cost on their own insurance policy, protecting them against loss through theft, fire, damage, etc.
Violations If any exhibiting company fails to observe the policies outlined in this Prospectus, or engages in unfair or deceptive practices in connection with the exhibition, Hawaiian Eye reserves the right to terminate the exhibit onsite and may refuse assignment of space for future meetings.
Decorator/Drayage Furniture and Decorating
Signage/Banners
Order forms for the rental of furniture and other special materials and services will be forwarded to each exhibitor approximately 60 days before the meeting. It is requested that orders be submitted no later than 2 weeks before the opening of the meeting. Exhibitors are urged to order all furnishings in advance to minimize delays during set up.
Directional or promotional signs for events not planned or sponsored by Hawaiian Eye are not permitted. Hanging signs or banners are not permitted due to space constraints.
Exhibitor Housing
Booth Cleaning
Deadline: August 31, 2015
Cleaning an exhibit booth is the responsibility of each exhibitor. Cleaning order forms will be provided in the decorator/drayage packet.
The meeting has negotiated special rates at the Hilton Waikoloa Village. Each exhibiting company will have access to one (1) room per single booth and six (6) rooms per island at the Hilton Waikoloa Village. Room limitations at the Hilton Waikoloa Village have been established so that the attendees can have easy access to the meeting and exhibit hall. Suites may also be available; please contact our housing manager Julie Boylan at 856-848-1712, ext 411 or at
[email protected] for more information about suites or additional rooms.
Shipping and Handling Instructions Freeman is the official show carrier/air freight forwarder of Hawaiian Eye 2016. Please contact Freeman directly for your shipping needs. Service forms will be included in the Exhibitor Service Kit. Freeman is also the official decorator/drayage company with responsibilities for the unloading, delivery, reloading and processing of all exhibitors’ freight/shipments. Freeman will provide exhibitors with the following services: receive and store all shipments 30 days prior to initial installation, deliver exhibit material to exhibit area and place in booth and then remove empty crates and place in storage. Storage tags will be available at the service desk. After returning crates at the close of the show, Freeman will provide a bill-of-lading, shipping labels and clerical assistance in preparing the forms for outbound shipment. If it is necessary to haul to the warehouse, a trucking and warehouse charge will be made. Further information will be included in the exhibitor service kit.
A link to online hotel reservations will be sent to you after your application has been processed. Rooms are available on a first-come, first-served basis so you are encouraged to reserve your room as soon as possible. New reservations and modification requests submitted after August 31, 2015 will be based on availability and cannot be guaranteed. Your hotel reservations must be accompanied by a non-refundable two-night room and tax deposit.
6
E x hibi t I n f o r m at i o n Force Labor
ALL SHIPMENTS MUST BE PREPAID. All freight shipments should be made on a straight bill-of-lading. Bills-of-lading should be addressed identically with exhibit material. Correct weight should be provided; otherwise, receiver’s estimated weight must prevail. Shipments confined to the WAREHOUSE must arrive no later than 8 days prior to exhibitor’s move-in day.
All exhibit materials must be unpacked and set up within the exhibit booth by 5:00 pm on Saturday, January 16, 2016 to permit the removal of empty crates and cartons from the exhibit floor. This will help expedite time required for cleaning of the exhibit hall. Any exhibitor not unpacked and set up by this time will be ordered set up by Management – all costs incurred will be at the exhibitor’s expense. We appreciate your cooperation in this matter.
Audiovisual Equipment Audiovisual equipment will be available for rental by exhibitors and order forms will be included in the Exhibitor Service Kit.
Dismantling Exhibits No packing of equipment, literature or dismantling of exhibits will be permitted until the official closing time (Friday, January 22, 2016 immediately following last refreshment break). All exhibit material must be packed and ready for removal from the exhibit area by 2:00 pm on Friday, January 22, 2016.
Floral Floral arrangements may be made through the official florist. Order forms will be included in the Exhibitor Service Kit.
Electronic Lead Retrieval
Official Decorator
Electronic lead retrieval will be available at the meeting. More than 2,105 leads were generated at the 2015 meeting by those companies using the lead retrieval system. Order forms will be available in the service kit.
Freeman 301 East Santa Ana Street Anaheim, CA 92805 Phone: 714-254-3400 Web: www.freeman.com
Installation Saturday, January 16, 2016 Decorator Set Up: 8:00 am – 5:00 pm Exhibitor Set Up: Islands 10:00 am – 5:00 pm Booths 12:00 pm – 5:00 pm
General Information
Times are subject to change. A final schedule will be provided in the Exhibitor Service Kit.
Hawaiian Eye and Retina reserve the right to determine what is acceptable publicity and advertising, and also reserve the right to restrict at any time any display or activity it deems inappropriate or undesirable. In the event of such restriction, Hawaiian Eye and Retina will assume no liability for any expenses incurred by the affected company. The restrictions outlined here also apply to advertisements in other media which refer to Hawaiian Eye and Retina. All product/service demonstrations, interviews, instructional activities and distribution of promotional literature within the hotel must be confined to the limits of the assigned exhibit space. No exhibitor shall use the name of Hawaiian Eye or Retina or any symbol or logo identified therewith, in any manner representing that the exhibitor or his products or services possess the approval or endorsement of Hawaiian Eye and Retina. Product literature, both printed and visual, must be designed in accordance with the professional nature of Hawaiian Eye and Retina.
Installation of Exhibits must be carried out during the times listed. All crates and packing material must be unpacked and ready to be removed from the exhibit area by 4:00 pm on Saturday, January 16, 2016. These materials should be nested as quickly as possible. Storage stickers must mark all containers to be stored and returned at the close of the exhibits. These stickers will be available at the Freeman service desk. Any exhibit that is not unpacked by this time will be put in storage and can be returned only after the exhibits close on the first day the exhibition hall is opened. Exhibit displays also may be set up by the decorator with the additional costs born by the exhibitor. Containers or skids without Freeman storage stickers will be considered refuse and will be disposed. No refuse, such as empty cartons, may be placed in the aisle after the exhibit area is swept the final time. Exhibitors are urged not to litter the floor of the booths and aisles after the final cleaning of the exhibit area.
Use of the Meeting Name/Logo The name and logo of Hawaiian Eye and Retina are proprietary marks. Use of the meeting logo is expressly prohibited. Use of the meeting name including materials mailed to the Hawaiian Eye and Retina pre-registration list, must be submitted to Exhibit Management for review and approval; sample materials will be required in electronic and/or hard copy format before permission can be granted.
Crates, boxes and cartons may not be stored behind booth backgrounds. Nothing of value should be left in crates that are going to storage. After returning crates at the close of the show, the decorator will provide a bill-of-lading, shipping labels and clerical assistance in preparing the forms for outbound shipment. A labor crew will be available for set up and dismantling of exhibits in accordance with advance orders and local labor regulations. Exhibitors are urged to order all services required in advance. A service desk will be open. Exhibitors may verify and adjust the requirements for the installation of furniture, audiovisual and other auxiliary services at that time.
Use of Scientific Program Content The Hawaiian Eye and Retina meeting is not a public event. Programs presented at the meeting are for the education of attendees as authorized by Hawaiian Eye and Retina. Any use of the program content, the name of a speaker and/or program title, or the name of the Hawaiian Eye and Retina meeting without written consent of Hawaiian Eye and Retina is prohibited. For this purpose, 7
E x hibi t I n f o r m at i o n Reward to Participants at CME Activities
“program content” includes, but is not limited to, oral presentations, audiovisual materials used by speakers and program handouts. This policy applies before, during and after the meeting.
The names or titles of CME activities, symposia, and other presentations or events associated with a CME activity are the property of Hawaiian Eye and Retina. Exhibitors and commercial supporters of those CME activities, symposia, and other presentations or events shall not use the names or titles of those activities, symposia, presentations, or events in promotional programs, campaigns, or other efforts to induce attendance. In addition, no exhibitor or commercial supporter shall reward any participant for attendance at a CME activity, symposium, presentation or event, including, but not limited to, gifts or prizes, either given directly or as part of a raffle or other similar contest.
Copyright Information Information displayed and/or presented at all sessions during the Hawaiian Eye and Retina meeting is the property of Hawaiian Eye and Retina and/or the presenter. Information may not be recorded, photographed, copied, photocopied, transferred to electronic format, reproduced or distributed without the written permission of Hawaiian Eye and Retina.
Mailing List
Wireless Internet Access
Pre-meeting mailings increase booth traffic and exposure of your company’s products and services. To assist you in reaching this goal, one complimentary preregistration list for the Hawaiian Eye and Retina meeting will be available. Additional uses may be purchased for $1,000 per use.
The use of the Hawaiian Eye and Retina Business Room wireless access is not permitted within exhibitor booths. A form will be provided in the Exhibitor Service Kit for Internet access.
Exhibitor Functions/Hotel Space Request
The complete mailing list of preregistrants will be available on or after December 9, 2015. Please note that the attendee preregistration list does not include email addresses.
Hawaiian Eye and Retina has strict policies that limit unofficial activities throughout the week. These unofficial activities include social events, meetings, focus groups and industry-supported symposia that are not planned or sponsored by Hawaiian Eye and Retina. Only exhibiting companies are eligible to host a thirdparty event. Unofficial activities cannot be held during the official meeting hours, or during an official Hawaiian Eye and Retina event such as breakfast, lunch or evening symposia or workshops. This also includes official Hawaiian Eye and Retina receptions. Please contact the Exhibit Manager for specific times. Exhibitors are not permitted to book space directly through the hotel. All requests for space and special programs must be submitted in writing on the meeting space request form included in your Exhibitor Service Kit. Meeting space requests are due by December 2, 2015. No requests for space will be accepted for Sunday, Monday or Tuesday.
The mailing list is only available in electronic format. Exhibitors who choose to mail promotional materials to our preregistration list must have their promotional item approved by Hawaiian Eye and Retina. A sample of the piece you will be mailing must be the final draft. The text of all mailers is subject to approval by Hawaiian Eye and Retina. Please remember that use of the name “Hawaiian Eye” or “Retina” or the meeting logo is not permitted on promotional materials. If you are ordering lists for multiple mailers, you must provide a sample mailer for each list you wish to obtain. Please contact the Exhibit Manager for further details. A signed copy of the Hawaiian Eye and Retina mailing list agreement must accompany all mailing list requests, regardless if being used for informational purposes or a specific mailing. Mailing list requests will not be processed without this form.
Floor Reconfiguration Hawaiian Eye and Retina reserves the right to reconfigure the exhibit hall floor plan. Hawaiian Eye and Retina also reserves the right to relocate any exhibit at any time. If the affected exhibitor does not agree with the relocation and wishes to withdraw from the exhibition, all application fees will be refunded.
Staffing Exhibits must be staffed at all times during the meeting. Those firms that do not keep their area staffed and operating until the official closing time jeopardize their participation at future meetings.
Notice of Disability
Hawaiian Eye and Retina has the right to limit the number of exhibitors of similar products or services in order to ensure quality and a broad spectrum of products in limited exhibit space.
In compliance with the Americans with Disabilities Act of 1990, Hawaiian Eye and Retina will make all reasonable efforts to accommodate persons with disabilities at its meeting. Please call Hawaiian Eye and Retina with your requests.
Sales The purpose of the technical exhibits is to further the education of meeting attendees through product and service displays and demonstrations. Sales are permitted provided that the transactions are conducted in an appropriate and professional, business-like manner. Hawaiian Eye and Retina reserves the right to restrict sales activities that it deems inappropriate or unprofessional. Sales, canvassing or distributing promotional materials outside the exhibitor’s own booth is not permitted. Solicitation of business except by exhibiting companies is prohibited.
Contests/Raffles/Drawings Hawaiian Eye and Retina is a professional, scientific, educational meeting; please keep this in mind when planning your contest, drawing, raffle, etc. Exhibit Management must approve all contests, lotteries, drawings, raffles and games of chance. All requests must be submitted to Exhibit Management for review and approved 30 days in advance of the meeting. No unapproved items may be used as a “prize.”
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E x hibi t I n f o r m at i o n No Solicitation Policy
• Upon arrival at the exposition site, display house/service firms must check in with Hawaiian Eye and Retina to receive work/ labor badges, which will allow them access to the show floor.
The exhibit hall will be strictly policed to eliminate solicitation of exhibitors by other exhibitors and third parties. If you are approached, please report it to the Registration Desk immediately. Individuals who fail to observe the Hawaiian Eye and Retina no solicitation policy will be removed from the exhibit hall and jeopardize the participation of the company they represent. Companies may only distribute promotional materials from their designated exhibit booth areas. Any distribution of promotional materials outside of your company’s exhibit booth will be a violation of the guidelines set forth by Hawaiian Eye and Retina and may subject your company to removal from the exhibit hall. This will be strictly enforced.
• Display house/service firms may not solicit business on the exhibit floor at any time. • Display house/service firms must follow all of the move-in and move-out rules in a timely and professional manner and must perform work within the Hawaiian Eye and Retina established deadlines. • Display house/service firms must cooperate with the “official” designated contractors, especially by not interfering with the efficient use of an official contractor’s workers.
Disposal of Infectious Products
Facility Information
Exhibitors conducting wetlabs are required to use the official infectious waste contractor for waste disposal. This also pertains to exhibitors using any nature of sharp instruments.
Utilities The hotel will provide all electrical outlets and special lighting to exhibitors as ordered on the electrical order form. Special electrical requirements must be arranged directly with the hotel. Schedule of rates and equipment will appear in their entirety in the Exhibitor Service Kit.
Children’s Admission to the Exhibit Hall Children (age of 18 years or less) are welcome in the exhibit hall during show hours, provided they are accompanied by a registered attendee and/or exhibitor at all times. No children (age 18 or less) are allowed in the exhibit hall during setup or dismantling. No strollers are allowed for safety reasons. The registered attendee and/or exhibitor who is responsible for the child assumes all responsibility for damages to any exhibits.
Carpenters and Labor Hawaii is a “right-to-work” state, meaning that an exhibitor has the following options: 1) the exhibitor may install and/or dismantle his/her own booth, provided he/she is a full-time employee of the exhibiting firm; 2) the exhibitor may hire union labor through the official labor contractor; or 3) the exhibitor may hire union labor through another company with a current union contract or one that obtains its labor through the official labor contractor.
Amendments to Rules and Regulations All matters and questions not covered by these regulations are at the discretion of Hawaiian Eye and Retina. Hawaiian Eye and Retina may amend these regulations at any time. All amendments shall be equally binding upon publication on all parties affected by them as the original rules and regulations.
To avoid any misunderstandings regarding carpenters and labor, contact Exhibit Management. Hawaiian Eye and Retina will do its best to clarify this area of possible misunderstanding, so the show runs smoothly and cost effectively for every exhibitor. Don’t wait until after the show to resolve problems that can easily be taken care of in advance or on the spot. Current labor rates for straight time and overtime will be published in the Exhibitor Service Kit.
Hawaiian Eye and Retina reserves the right, in its sole discretion, to limit participation of any organization or individual.
Hilton Waikoloa Village 69-425 Waikoloa Beach Drive • Waikoloa, Hawaii, 96738, USA Phone: (808) 886-1234.
Exhibitor Communication Information
Exhibitor Appointed Contractors Exhibiting companies who plan to use the services of a display house/service firm other than the designated contractors must abide by the following: • The exhibitor shall notify Hawaiian Eye and Retina in writing by December 5, 2015 of the names of the display house/service firm, address, telephone numbers and contact persons. • The display house/service firm must furnish a copy of an insurance certificate to Hawaiian Eye and Retina in the amount of $1,000,000 liability to include property damage no later than December 5, 2015. The certificate must indicate full coverage for installation days and dismantling days. • The appropriate number of personnel must be requested using the display house/service firm. Personnel order forms will be included in the Exhibitor Service Kit. Additional orders may be placed onsite. 9
Exhibit Management Hawaiian Eye and Retina 6900 Grove Road Thorofare, NJ 08086-9447 Phone: 856-848-1712 ext. 207 Fax: 856-848-3522 Email:
[email protected]
Hilton Waikoloa Village 69-425 Waikoloa Beach Drive Waikoloa, Hawaii 96738 Phone: (808) 886-1234
Official Decorator Freeman 301 East Santa Ana Street Anaheim, CA 92805 Phone: 714-254-3400 Web: www.freeman.com
Official Show Carrier/ Air Freight Forwarder Freeman 301 East Santa Ana Street Anaheim, CA 92805 Phone: 714-254-3400 Web: www.freeman.com
E x hibi t H a l l F lo o r P l a n
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App l i c at i o n f o r E x hibi t S pac e — Pa r t 1 Office Use Only
Application for Exhibit Space Exhibit Dates:
January 17-22, 2016 Hilton Waikoloa Village
Date Received __________________
1st Deposit $___________________
Sales Contact___________________
Date Received __________________
Cost of Space $_________________
Balance $______________________
Space Assigned_________________
Date Paid _____________________
Company
Street Address
City State
Zip Code
Submitted by Title
Signature
Phone Fax Email
General Information
Exhibit Space
Hawaiian Eye 2016 (hereinafter referred to as Management) is hereby authorized to reserve space in the exhibit area of Hawaiian Eye 2016, to be held at the Hilton Waikoloa Village with exhibit dates from January 17-22, 2016. Companies are urged to submit applications early. Exhibit space for 2016 is not guaranteed to any company. The 2016 application process will begin January 22, 2015, offering 2015 exhibitors a first-come, first-serve opportunity until capacity is reached or until March 16, 2015. As of March 16, 2015, remaining space will be available on a first-come, first-serve basis regardless of previous exhibit history.
1. All booths will be equipped with 8' backdrop and 3' side draperies. The basic rate includes: perimeter watchman/security guard, daily cleaning of aisles, general lighting, ventilation and a 7" x 44" two line identification sign. 2. List any exhibitor you prefer to be near: _____________________________________________________________________
Standard Exhibit Booth Rates for 2016
_____________________________________________________________________
Single 6' x 10' - $11,000 + 4.16% Hawaii excise tax = $11,457.60
3. List any exhibitor you prefer not to be near:
Double 6' x 20' - $25,000 + 4.16% Hawaii excise tax = $26,040.00 Island 12' x 20' - $55,000 + 4.16% Hawaii excise tax = $57,288.00
_____________________________________________________________________
The undersigned agrees to pay 50% of the booth space rental fee with this application to Hawaiian Eye 2016, 6900 Grove Road, Thorofare, NJ 08086. The balance of the booth fee is due September 7, 2015. 2016 booth space is extremely limited and deadlines will be strictly enforced.
_____________________________________________________________________ 4. Applications received after November 9, 2015 will not be listed in the Official Program or Exhibitor Director: however, it will be listed in the Exhibitor Addendum.
Cancellation Policy
5. Principal products/services to be displayed (check appropriate category):
Exhibitors must submit a written formal cancellation notice to Management in order for space to be released. Any exhibitor who wishes to release assigned space, must do so by August 3, 2015 to be refunded all fees paid to date minus a $1,500 administrative fee. For cancellations of space between August 3, 2015 and November 5, 2015, the exhibitor is responsible for 50% of the entire booth fee. Exhibitors who cancel after November 5, 2015 will be responsible for 100% of the entire booth fee. In the event the exhibit hall is sold out and we are able to resell your booth space, the cancellation penalty will be 50% of the rental charge.
❏ Disposables
❏ Surgical Instruments
❏ Equipment
❏ Miscellaneous/Other (please specify) ___________
❏ Lenses __________________________________________ ❏ Pharmaceuticals __________________________________________ 6. Preferred floor plan location:______________________________________________ Total number of booths requested: Booth number choices:
Rules and Regulations
The undersigned agrees to abide by all rules, requirements, restrictions and regulations as set forth in this agreement or as may be specifically designated by Management and the Hilton Waikoloa Village. Failure to abide by such rules and regulations will result in forfeiture of all monies paid or due Management under terms of this agreement. The names or titles of CME activities, symposia, and other presentations or events associated with a CME activity are the property of Association & Meeting Solutions. Exhibitors and commercial supporters of those CME activities, symposia, and other presentations or events shall not use the names or titles of those activities, symposia, presentations, or events in promotional programs, campaigns, or other efforts to induce attendance, without written permission from Association & Meeting Solutions. In addition, no exhibitor or commercial supporter shall reward any participant for attendance at a CME activity, symposium, presentation, or event, including, but not limited to, gifts or prizes, either given directly or as part of a raffle or other similar contest.
1._______________________________ 4.______________________________ 2._______________________________ 5.______________________________ 3._______________________________ 6.______________________________ *Management reserves the right to rearrange the floor plan or relocate booths and to limit the number of booth spaces per company.
Premier Exhibitor
Do you want to upgrade to a premier Exhibitor for an additional $2,000.
Federal ID# 22-3310161
❏ Yes 11
❏ No
App l i c at i o n f o r E x hibi t S pac e — Pa r t 2 Program Book Exhibitor Listing: Deadline November 15, 2015 An informal company listing will be included in the symposium program to be distributed to attendees of the meeting. The listing is provided as a service to attendees and a benefit to exhibitors. All information, including your company name, will appear in the program exactly as you specify here. Please be precise in providing information. You may submit amendments or revisions to this listing, in writing, to the Exhibit Manager. o Check if to use contact information from previous page
Company
Street Address
City State
Zip Code
Phone Fax
Email Website
Premier Exhibitor Upgrade: Deadline November 15, 2015 Did you email a company logo? (EPS or AI vector file preferred, hi-res 300 dpi jpg, min 5” tall)
o Yes
o No
Did you fax or email a 100-word description?
o Yes
o No
Did you email a document upload? (Low-res PDF document less than 5MB)
o Yes
o No
Exhibit Payment You are hereby authorized to reserve the exhibit opportunities indicated below for use in Hawaiian Eye 2016. This application is made with the understanding that the applicant agrees to abide by all rules, requirements, restrictions and regulations set forth in this agreement or as may be especially designated by Hawaiian Eye 2016 or Association & Meeting Solutions and their agents. Failure to abide by such rules and regulations results in forfeiture of all moneys paid or due Management under terms of this agreement. Exhibit hall listing and exhibit space are not available separately. The undersigned agrees to include a deposit toward the package fee when submitting this application. Full payment of exhibit space is due by September 7, 2015. q Enclosed is my check made payable to “Hawaiian Eye Exhibits” q I wish to use my credit card to pay for exhibit space:
q Visa
q MasterCard
Credit Card Number
q American Express
Exp. Date
3-4 Digit Security Code
Print Name Signature Total Amount to Charge $
Contact us
Call: Stephanie Burleigh • 1-800-257-8290, ext 337 Fax to: Attn: Stephanie Burleigh • 856-848-3522 Mail to: Attn: Stephanie Burleigh • Hawaiian Eye Workshops • 6900 Grove Road • Thorofare, NJ 08086-9447 Email: Attn: Stephanie Burleigh •
[email protected] 15-0489
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