Exhibitor Prospectus
and
Grand Hyatt Kauai
Meeting Dates
Exhibit Dates
January 14-20, 2017
January 15-20, 2017
Reach more than
1,200 ©2015 Shutterstock/iStockPhoto
ophthalmic professionals
• Comprehensive Ophthalmologists • Retina Specialists • Nurses • Administrators
I n v i tat ion Planning Committees
Dear Exhibitors and Sponsors, Thank you for your interest in this important ophthalmic educational event. We would like to provide you with an objective review of the achievements of this year’s meeting and our plans for 2017. Hawaiian Eye remains the third largest meeting in ophthalmology Total educational enrollment (including physicians, nurses and administrators) has consistently been more than 1,200 attendees every year. 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 36 cataract procedures per month and uses a premium IOL in 16% of those procedures. On average, nearly 50% of attendees write more than 66 prescriptions for glaucoma medications and a third write 56 or more prescriptions for antibiotics. Additional findings report 83% are within a private solo or group practice and 81% are within a comprehensive ophthalmic practice. Overall attendee feedback has been overwhelmingly positive Of those surveyed, nearly 80% indicated this is their favorite of all eye care meetings. For 32% of attendees, this year was their first Hawaiian Eye experience – which means the remaining 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 distinguished professors at the highestranked universities as well as those on service at premier hospitals, clinics and private practices throughout the country. 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, face-to-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 2017 All signs point to Hawaiian Eye and Retina being successful in 2017 and beyond. More than 30% of the meeting has already enrolled for the 2017 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.
Comprehensive Ophthalmologist Program Kenneth A. Beckman, MD, FACS Columbus, Ohio
David F. Chang, MD San Francisco, California
Terry Kim, MD Durham, North Carolina
Richard L. Lindstrom, MD Minneapolis, Minnesota
Michael B. Raizman, MD Boston, Massachusetts
Joel S. Schuman, MD, FACS Pittsburgh, Pennsylvania
Roger F. Steinert, MD Irvine, California
William B. Trattler, MD Miami, Florida
Sonia H. Yoo, MD Miami, Florida
Retina Program Jay S. Duker, MD Boston, Massachusetts
Elias Reichel, MD Boston, Massachusetts
Nurse/Allied Health Program C. Jolynn Cook, RN, COE, CASC Brookville, Pennsylvania
Jean McGeary, RN, BSN, CRNO Boston, Massachusetts
Jane T. Shuman, COT, COE, OCS Boston, Massachusetts
Administrator Program Candace S. Simerson, COE, CMPE, CAHCM
We are appreciative of your consideration of this important educational program and look forward to your participation in 2017 and beyond. Sincerely yours, The Hawaiian Eye and Retina Planning Committee Members
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Bloomington, Minnesota
A b o u t O u r At t e n d e e s
33%
Geographic Breakdown
of attendees committed to Hawaiian Eye 2017 while onsite at the 2016 meeting! Advance registration gives us a successful projection for next year and proves our attendees:
West . . . . . . . . . . . . . . . . . . . . . 37% Midwest. . . . . . . . . . . . . . . . . . 21% South . . . . . . . . . . . . . . . . . . . . 14% Southwest. . . . . . . . . . . . . . . . 11% Mid-Atlantic. . . . . . . . . . . . . . . 7% New England. . . . . . . . . . . . . . 6% Hawaii. . . . . . . . . . . . . . . . . . . . 4%
Are loyal to the meeting
U.S.. . . . . . . . . . . . . . . . . . . . . . . 78% International. . . . . . . . . . . . . 22%
Profile of Attendees
Have positive experiences
650+ 200+ 150+ 150+
See the benefit in attending annually
New Record!
32% of all 2016 attendees were brand new Attendees
Comprehensive Ophthalmologists
Retina Specialists
Administrators
Nurses and Allied Health Professionals
Results of the 2016 comprehensive ophthalmologist survey conducted onsite at the meeting: Compare Hawaiian Eye to All Other Meetings
Practice Setting
Favorite of all
79%
Private Solo
27%
Comprehensive
81%
Same as others
21%
Private Group
56%
Glaucoma
7%
Academic
7%
Cornea
6%
HMO
8%
Other
6%
Government
2%
Age <35
4%
36-50
34%
Practice Description
51-65
51%
# of Physicians in Group
65+
11%
1-2
30%
3-4
35%
5-6
14%
7+
21%
Training
Cataract Surgeries Per Month
Cataract Surgeries with Premium IOL
Antibiotic Prescriptions Per Month
0-10
61%
0-25
28%
11-20
16%
26-55
36%
21-100
23%
56-95
14%
95-155+
22%
Refractive Surgeries Per Month 0-5
71%
6-15
13% 16%
0-5
7%
6-15
10%
16-25
19%
16-105+
26-35
16%
Residency
62%
Cornea
16%
36-45
13%
Glaucoma Prescriptions Per Month
Glaucoma
8%
46-55
13%
0-5
7%
Retina
3%
56-155+
22%
6-15
10%
Other
11%
16-25
14%
26-35
13%
36-65
4%
66-155+
48%
2
Botox Treatments Per Month 0-5
93%
6-15
5%
16-35
2%
A b o u t O u r E x hi b i tors
71%
of Exhibitors committed to Hawaiian Eye 2017 while onsite at the 2016 meeting! 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.
Nearly 100 exhibitors participate in the third largest US ophthalmology meeting Showcase your products and services to more than 1,200 interested ophthalmic professionals and and next year 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: 2020EHR Abbott AcuFocus, Inc. Advice Media Alcon Laboratories, Inc. Alimera Sciences Allergan, Inc. ALPHAEON Corporation American Society of Cataract + Refractive Surgery Avella Specialty Pharmacy Bausch + Lomb Beaver-Visitec International, Inc. Bio-Tissue Brevium Inc. Bruder Healthcare Company, LLC CareCredit Cassini CenterVue, Inc. Clarity Medical Systems Compulink Business Systems DavLong Business Solutions Diopsys, Inc. Dutch Ophthalmic USA Eagle Vision Ellex, Inc. Ellman, A Cynosure Company Genentech
“
We always come to Hawaiian Eye. It's a big show for us.
“
Perfect venue for interactions with physicians.
“
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.
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Glaukos Haag-Streit USA/Reliance Medical Healio.com, Home of Ocular Surgery News Heidelberg Engineering Heine USA Ltd. Imprimis Pharmaceuticals, Inc. Integrity Digital Solutions IRIDEX Leiter's Compounding Lensar LightMed Corporation Lumenis-Vision M&S Technologies Mallinckrodt Pharmaceuticals ManagementPlus MaximEyes by First Insight McKesson Specialty Health MDoffice Modernizing Medicine MST (MicroSurgical Technology) NeoMedix Corporation Nextech NextGen Healthcare NIDEK Inc. NotalVision OcuHub Ocular Therapeutix
Oculus Inc. Oculus Surgical, Inc. OD-OS Inc. Omeros Corporation Ophthalmic Mutual Insurance Company (OMIC) Optos, Inc. Optovue Partners In Vision Penn Medical Informatics System Pikeville Medical Center PRN - Physician Recommended Nutriceuticals Quantel Medical Regeneron Reichert RPS Diagnostics Santen Second Sight Medical Products, Inc. Shire SightLife Sun Ophthalmics TearLab TearScience Topcon Medical System Volk Optical Zeiss
E x hi b i t I n f ormat ion Unopposed Exhibit Hours (Note: Times are subject to change.) Sunday, Jan. 15
Monday, Jan. 16
Tuesday, Jan. 17
Wednesday, Jan. 18
Thursday, Jan. 19
Friday, Jan. 20
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 Oculoplastics Saturday Exhibitor Prospectus at HawaiianEyeMeeting.com.
Space Assignment/Fees Eligibility
Exhibit Booth Pricing Single 6' x 10'
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.
$12,000 + 4.16% Hawaii excise tax = $12,499.20
Island $65,000 + 4.16% Hawaii excise tax = $67,704.00 12' x 20'
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.
Payment Policy The completed application and 50% deposit should be sent to: Hawaiian Eye Exhibits 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 Exhibits.” The remaining balance is due September 5, 2016. An invoice will be mailed 30 days prior to the due date. Federal ID #27-4318741
Assignment of Space A floor plan of the exhibit area is enclosed for your review. Please carefully review the diagram on page 6 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: • 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 14, 2016. Any applications received after this date are assigned space only after assignments are made for those companies who returned their applications by the deadline.
Cancellation Policy Any exhibitor who wishes to release assigned space, must do so by August 1, 2016 to be refunded all fees paid to date minus a $1,000 administrative fee. For cancellations of space between August 3 to November 5, 2016 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.
• 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.
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E x hi b i t I n f ormat ion Exhibitor Housing
Exhibitor Registration
Deadline: August 31, 2016
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.
The meeting has negotiated special rates at two hotels — the Grand Hyatt Kauai (meeting location) and the Sheraton Kauai. Each exhibiting company will have access to one (1) room per single booth and four (4) rooms per island at the Grand Hyatt Kauai. Room limitations at the Grand Hyatt Kauai have been established so that the attendees can have easy access to the meeting and exhibit hall. Additional rooms are available at the conveniently located Sheraton Kauai. 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.
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.
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, 2016 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.
Exhibitor Communication Information
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]
Upgrade to a Premier Exhibitor!
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
✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓
✓ ✓ ✓
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.
Host Hotel Grand Hyatt Kauai 1571 Poipu Road Koloa, HI 96756 USA Phone: (808) 742-1234
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Official Decorator/Show Carrier/ Air Freight Forwarder Freeman 901 E. South Street Anaheim, CA 92805 Phone: 714-254-3410 Web: www.freemanco.com
EXHIBITOR LISTING OCULOPLASTICS EXHIBIT AREA
ALPHAEON Corporation
18191 Von Karman Ave. Suite 500 Irvine, CA 92612 949-284-4555 www.alphaeon.com Grand Promenade
Abbott
1700 E. St. Andrew Place Santa Ana, CA 92705 866-427-8477 http://amo-inc.com Booth #: 141
AcuFocus, Inc.
32 Discovery Suite 200 Irvine, CA 92618 949-585-9511 www.AcuFocus.com Booth #: 122
Advice Media
PO Box 982064 Park City, UT 84098 800-260-9497 www.advicemedia.com Booth #: 301
Alcon Laboratories, Inc. 6201 South Freeway Fort Worth, TX 76134 www.alcon.com Booth #: 208
Alimera Sciences
✓
Lumenis-Vision
2033 Gateway Place #200 San Jose, CA 95110 408-764-3000 www.lumenis.com Grand Promenade
400 Karin Lane Hicksville, NY 11801 516-594-3333 www.ellman.com Grand Promenade
Ophthalmic Mutual Insurance Company (OMIC) 655 Beach Street San Francisco, CA 94109 800-562-6642 www.omic.com Grand Promenade
MAIN EXHIBIT AREA
2020EHR
1504 NW Vivion Road Kansas City, MO 64118 855-685-3292 www.2020ehr.com Booth #: 120
✓ ✓ ✓ ✓
Ellman, A Cynosure Company
6120 Windward Parkway Alpharetta, GA 30005 678-990-5740 www.alimerasciences.com www.ILUVIEN.com Booth #: 139
Allergan, Inc.
2525 Dupont Drive Irvine, CA 92612 714-246-4500 www.allergan.com Booth #: 210
ALPHAEON Corporation
Beaver-Visitec International, Inc.
18191 Von Karman Ave. Suite 500 Irvine, CA 92612 949-284-4555 www.alphaeon.com Booth #: 225
411 Waverly Oaks Road Waltham, MA 02452 781-906-7939 www.beaver-visitec.com Booth #: 131
American Society of Cataract + Refractive Surgery
8305 NW 27th Street Doral, FL 33122 508-808-3017 www.biotissue.com Booth #: 140
400 Legoto Road Suite 700 Fairfax, VA 22033 703-591-2220 www.ascrs.org Booth #: 110
Bio-Tissue
Brevium Inc.
Avella Specialty Pharmacy
1606 W. Whispering Winds Drive 2nd Floor Phoenix, AZ 85085 877-470-7597 www.avella.com Booth #: 308
Bausch + Lomb
400 Somerset Corporate Blvd. Bridgewater, NJ 08807 866-246-8245 www.bausch.com Booth #: 143, 145 Bausch + Lomb, a Valeant Pharmaceuticals International, Inc. company, is a leading global eye health organization that is solely focused on protecting, enhancing, and restoring people’s eyesight. Our core businesses include ophthalmic pharmaceuticals, contact lenses and lens care products, and ophthalmic surgical devices and instruments. We globally develop, manufacture and market one of the most comprehensive product portfolios in our industry, which are available in more than 100 countries.
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947 South 500 East #220 American Fork, UT 84003 801-854-5400 www.brevium.com Booth #: 234
Bruder Healthcare Company, LLC 3150 Engineering Parkway Alpharetta, GA 30004 770-410-0726 www.bruderophthalmic.com Booth #: 136
MEETING OFFICE PLANNER
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1
2
3
139
136
E x hi b i t H all Floor P lan
A pplicat ion f or E x hi b i t S pac e — Par t 1 Office Use Only
Application for Exhibit Space Exhibit Dates:
January 15-20, 2017 Grand Hyatt Kauai
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
Website
Phone Fax Email
General Information
Exhibit Space
Hawaiian Eye 2017 (hereinafter referred to as Management) is hereby authorized to reserve space in the exhibit area of Hawaiian Eye 2017, to be held at the Grand Hyatt Kauai with exhibit dates from January 15-20, 2017. Companies are urged to submit applications early. Exhibit space for 2017 is not guaranteed to any company. The 2017 application process will begin January 17, 2016, offering 2016 exhibitors a first-come, first-serve opportunity until January 22, 2016. As of January 22, 2016, 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 2017
_____________________________________________________________________
Single 6' x 10' - $12,000 + 4.16% Hawaii excise tax = $12,499.20
3. List any exhibitor you prefer not to be near:
Island 12' x 20' - $65,000 + 4.16% Hawaii excise tax = $67,704.00 The undersigned agrees to pay 50% of the booth space rental fee with this application to Hawaiian Eye 2017, 6900 Grove Road, Thorofare, NJ 08086. The balance of the booth fee is due September 5, 2016. 2017 booth space is extremely limited and deadlines will be strictly enforced.
_____________________________________________________________________
Cancellation Policy
4. Applications received after November 15, 2016 will not be listed in the Official Program or Exhibitor Director: however, it will be listed in the Exhibitor Addendum.
_____________________________________________________________________
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 1, 2016 to be refunded all fees paid to date minus a $1,500 administrative fee. For cancellations of space between August 1, 2016 and November 5, 2016, the exhibitor is responsible for 50% of the entire booth fee. Exhibitors who cancel after November 5, 2016 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.
5. Principal products/services to be displayed (check appropriate category): ❏ Disposables
❏ Surgical Instruments
❏ Equipment
❏ Miscellaneous/Other (please specify) ___________
❏ Lenses __________________________________________ ❏ Pharmaceuticals __________________________________________
Rules and Regulations
6. Preferred floor plan location:______________________________________________
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 Grand Hyatt Kauai. 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.
Total number of booths requested: _______ Booth number choices: 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.
Federal ID# 22-3310161 7
A pplicat ion f or E x hi b i t S pac e — Par t 2 Program Book Exhibitor Listing: Deadline November 15, 2016 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 Website
Premier Exhibitor Upgrade: Do you want to upgrade to a premier exhibitor for an additional $2,000?
o Yes
o No
Please submit the following materials by November 15, 2016: • Company logo (EPS or AI vector file preferred, hi-res 300 dpi jpg, min 5” tall) • 100-word description • Document upload (Low-res PDF document less than 5MB)
Exhibit Payment You are hereby authorized to reserve the exhibit opportunities indicated below for use in Hawaiian Eye 2017. 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 2017 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 50% deposit toward the package fee when submitting this application. Full payment of exhibit space is due by September 5, 2016. 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 Exhibits • 6900 Grove Road • Thorofare, NJ 08086-9447 Email: Attn: Stephanie Burleigh •
[email protected] 15-1810
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E x hi b i t R u l e s an d R e g u lat ions General Information
Notice 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.
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.
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.
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.
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 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.
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, “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.
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.
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
Subletting Space
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 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.
The complete mailing list of preregistrants will be available on or after December 5, 2016. Please note that the attendee pre-registration list does not include email addresses.
In addition, a complimentary final attendee list will be available.
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E x hi b i t R u l e s an d R e g u lat ions Exhibitor Functions/Hotel Space Request
In order to receive this list, exhibitors must submit their exhibitor evaluations which will be distributed onsite.
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.
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 November 30, 2016. No requests for space will be accepted for Sunday.
Staffing
Floor Reconfiguration
The mailing lists are 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 management. 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 management. Please remember that use of “Hawaiian Eye” or “Retina” 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.
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.
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
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.”
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.
Reward to Participants at CME Activities
No Solicitation Policy
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.
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.
Contests/Raffles/Drawings
Wireless Internet Access 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.
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E x hi b i t R u l e s an d R e g u lat ions Booth Construction
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.
Island Displays 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.
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.
Audiovisual Equipment
Booth/Signs/Carpet
Audiovisual equipment will be available for rental by exhibitors and order forms will be included in the Exhibitor Service Kit.
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. Exhibitors assigned space in the foyer will be required to purchase carpet for their booth.
Floral Floral arrangements may be made through the official florist. Order forms will be included in the Exhibitor Service Kit.
Electronic Lead Retrieval
Decorator/Drayage
Electronic lead retrieval will be available at the meeting. More than 1,400 leads were generated at the 2016 meeting by those companies using the lead retrieval system. Order forms will be available in the service kit.
Official Decorator/Show Carrier/ Air Freight Forwarder
Installation Saturday, January 14, 2017 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
Freeman 901 E. South St. Anaheim, CA 92805 Phone: 714-254-3410 Web: www.freemanco.com
Times are subject to change. A final schedule will be provided in the Exhibitor Service Kit.
Furniture and Decorating
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 5:00 pm on Saturday, January 14, 2017. 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.
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.
Booth Cleaning Cleaning an exhibit booth is the responsibility of each exhibitor. Cleaning order forms will be provided in the decorator/drayage packet.
Shipping and Handling Instructions Freeman is the official show carrier/air freight forwarder of Hawaiian Eye. Please contact Freeman directly for your shipping needs. Service forms will be included in the Exhibitor Service Kit.
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.
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
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.
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E x hi b i t R u l e s an d R e g u lat ions 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.
Facility Information
Force Labor
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.
Utilities
All exhibit materials must be unpacked and set up within the exhibit booth by 5:00 pm on Saturday, January 14, 2017 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.
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.
Dismantling Exhibits No packing of equipment, literature or dismantling of exhibits will be permitted until the official closing time (Friday, January 20, 2017 immediately following the last refreshment break). All exhibit material must be packed and ready for removal from the exhibit area by 2:00 pm on Friday, January 20, 2017.
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.
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, 2016 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, 2016. 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. • 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. • 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.
Grand Hyatt Kauai 1571 Poipu Road • Koloa, Hawaii, 96756, USA • Phone: (808) 742-1234
Disposal of Infectious Products 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.
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.
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E x hi b i t R u l e s an d R e g u lat ions Contractual Considerations
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.
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.
Signage/Banners 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.
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 expenses which arise out of, from, or by reason of any act of remission of exhibition, his/her employees or agents.
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.
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.
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.
Hawaiian Eye and Retina reserves the right, in its sole discretion, to limit participation of any organization or individual.
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.
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