Reserve your space today!
MEETING DATES
January 18-24, 2014 EXHIBIT DATES
January 19-24, 2014 Grand Hyatt Kauai Resort • Koloa, Kauai
Exhibit/Sponsorship Prospectus Reach more than
1,000
ophthalmic professionals
at Hawaiian Eye and Retina 2014
• Comprehensive Ophthalmologists • Retina Specialists • Nurses • Administrators
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 2014.
Carmen A. Puliafito, MD, MBA
Hawaiian Eye remains the third largest meeting in ophthalmology; Total enrollment second highest in meeting’s history Total educational enrollment (including physicians, nurses and administrators) was 1,152 – the second highest attendance in Hawaiian Eye’s history. Total physician enrollment was 822. 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, highvolume 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 82% are within a private solo or group practice and 85% are within a comprehensive ophthalmic practice. Overall attendee feedback has been overwhelmingly positive Of those surveyed, 83.6% indicated this is their favorite of all eye care meetings. For about 23.5% of attendees, this year was their first Hawaiian Eye experience – which means the remaining 76.5% are loyal, happy customers. In fact, the average attendee was participating in their 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, 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 sponsor, 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 2014 All signs point to Hawaiian Eye and Retina being successful in 2014 and beyond. 437 educational participants have already enrolled for the 2014 meeting – the most advance registrations we've ever had in the meeting's history. 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.
We are appreciative of your consideration of this important educational program and look forward to your participation in 2014 and beyond. Sincerely yours, Carmen A. Puliafito, MD, MBA Chairman, Hawaiian Eye and Retina Planning Committee
1
INTRODUCTION
Exhibit at Hawaiian Eye and Retina 2014 TABLE OF CONTENTS
Reach more than 1,000 members of your target audience
About the Meeting ....................................3
You’re invited to exhibit January 19-24, 2014, at the Grand Hyatt Kauai. Hawaiian Eye and Retina 2014 promise to deliver a unique educational experience to a broad gathering of ophthalmic professionals, creating the perfect opportunity for you to share your company’s important message. Your company will have personal and direct contact with more than 1,000 physicians, administrators, nurses and allied health professionals for six straight days!
About Our Attendees ...............................4 About Our Exhibitors ................................5 Space Assignment/Fees Eligibility.......6 Booth Construction ..................................7 Contractual Considerations ..................7 Personnel Information ............................8 Decorator/Drayage ...................................8 General Information ..............................10 Facility Information ................................12 Floor Plan .................................................. 13 Exhibit Space Application ...................14 Exhibition Listing ....................................15 Publisher's Rack Application ...............16 Publisher's Rack Listing .........................17 Workshop and Onsite Opportunities ...........................................18 Support/Sponsorship Application.................................................19
Contribute to daily practice decision-making Just as attendees use this meeting’s program material to help guide their decisionmaking with surgical instruments, drugs and devices, they’ll look to your products and services to assist in providing better care for their patients and to keep their practices up to date. Agenda topics include: Comprehensive Ophthalmologist Program • Practice Management • Cataract/IOL Technique and Technology • Cataract and Refractive Surgery Complications • Vitreoretinal Issues • Glaucoma • Medical Retina • Ocular Surface Management • Refractive Surgery
Retina Program
Nursing Program
Administrator Program
• • • • • •
• • • • • •
• • • • • •
• • • •
CONTACT US Donna Rosenstock Toll-free: 1-800-257-8290, ext. 257
Practice Management Retinal Imaging Macular Degeneration Wet AMD Dry AMD Retinal Vascular Disease/ Vein Occlusion Retinal Vascular Disease/ Diabetic Macular Edema Pediatric Retina Posterior Uveitis and Ocular Oncology Vitreoretinal Surgery
Practice Management Cataract/Refractive Glaucoma Retina Anterior Segment Combined Session with Administrators: One Common Practice, One Common Future
Practice Management Reimbursement New Technology Organizational Development Marketing and Optical Combined Session with Nurses: One Common Practice, One Common Future
Generate greater ROI with increased exposure Your participation in this symposium will create a more distinguished presence for your business among attending ophthalmic professionals. And we understand the significance of exposure and easy access to the exhibit area, so we’ve created the following traffic builders with your needs in mind:
In NJ: 856-848-1712, ext. 257
• Daily continental breakfasts in the exhibit area • Coffee breaks each day in the exhibit area
Email:
• Registration located near the exhibit area
• Lectures located near the exhibit area
[email protected]
Fax: 856-848-3522 Mail to: Attn: Donna Rosenstock Hawaiian Eye and Retina 2014 Exhibits 6900 Grove Road Thorofare, NJ 08086-9447
We ensure sufficient time for attendees to visit the exhibit area, offering you increased visibility and direct contact with attendees. Exhibit dates and tentative meeting hours are scheduled as follows: S UNDA UNDAY Y SUNDAY
MONDAY MON M ONDAY DA
TUESDAY TUES TUE SDAY
WEDNESDAY WEDN WE NES SD DAY A
THURSDAY T THU H HURS UR RSD SDAY
FRIDAY F FRI RD DAY DA AY
JJan a an 19
Jan an 20 2
Jan 21
Jan 22 2
Jan n 23 23
Jan an n 24 2
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
Coffee Break
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
Note: Times are subject to change.
2
ABOUT THE MEETING
A unique educational experience for the entire ophthalmic practice. Comprehensive Ophthalmologist Program PLANNING COMMITTEE
Customized learning. Bring the whole team! There are programs for comprehensive ophthalmologists, retina specialists, nurses and allied health professionals and administrators.
Carmen A. Puliafito, MD, MBA Los Angeles, California
Richard L. Lindstrom, MD Irvine, California
David F. Chang, MD San Francisco, California
Intimate education. With about 1,000 participants, attendees can really get to know their colleagues and learn from each others’ experiences. They can ask questions, exchange ideas and discuss common challenges with a small group of their peers.
Peter K. Kaiser, MD Cleveland, Ohio
Michael B. Raizman, MD Boston, Massachusetts
Andrew P. Schachat, MD Cleveland, Ohio
Joel S. Schuman, MD Pittsburgh, Pennsylvania
Approachable faculty. Attendees can gain perspective from 70 world-renowned physicians, expert nurses and successful administrators. After presentations, faculty members are available to respond to questions in order to close the gap between information sharing and understanding.
Roger F. Steinert, MD Irvine, California
Sonia H. Yoo, MD Miami, Florida
Nurse/Allied Health Program PROGRAM DIRECTOR Jane T. Shuman, COT, COE, OCS
Relevant updates. With so many health care changes happening right now, attendees will hear first-hand what ophthalmic experts are recommending for practice success in 2014. We also have several combined sessions to offer a comprehensive perspective from all aspects of their practices.
Boston, Massachusetts
Great location.
PROGRAM PLANNERS
Attendees look forward to spending time on a sunny and beautiful Hawaiian island. There’s opportunity for learning, networking and reenergizing, so they can make the most of their week.
Jolynn Dobson-Cook, RN, COE, CASC Brookville, Pennsylvania
Anne M. Menke, RN, PhD San Francisco, California
Administrator Program
Video Interviews
PROGRAM DIRECTOR
Our attendees discover a meeting that offers the unique benefits they look for in live education: • Cutting-edge updates, expert. • Perspective, peer-to-peer. • Interaction and CME education.
Candace S. Simerson, COE, CMPE, CAHCM Bloomington, Minnesota
Retina Program PLAY
PROGRAM DIRECTORS
Watch video interviews with faculty and attendees as they describe the meeting and their favorite features in their own words at OSNHawaiianEye.com.
Carmen A. Puliafito, MD, MBA Los Angeles, California
Jay S. Duker, MD Boston, Massachusetts
Elias Reichel, MD Boston, Massachusetts
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A B O U T O U R AT T E N D E E S
Geographic Breakdown
Profession Breakdown ME
WA
VT
ND
MT
NY
WI
OR
SD
ID
MI
WY
IA NE
NV
UT
CO
IL
IN
RI
PA OH WV
NJ DE MD
VA
Nurses and Allied Health Professionals 164
KY
MO
KS
NC TN
CA
SC OK AZ
AK
AR
NM
MS
AL
Administrators 166
NH MA CT
MN
GA
LA
Comprehensive Ophthalmologists 605
Retina Specialists 217
TX FL
HI
# Times Attended Hawaiian Eye ■ West – 36.1%
■ Mid-Atlantic – 5.9%
■ Midwest – 19.6%
■ New England – 3.5%
U.S. – 88.5%
■ Southwest – 6.3%
■ Hawaii – 3.1%
International – 12.5%
50 43.7% 40 30
■ South – 12.9%
23.5% 20
40% of attendees committed to Hawaiian Eye 2014 while onsite at the 2013 meeting! Have positive experiences.
Compare Hawaiian Eye to All Other Meetings
Practice Setting Private
Favorite of all
83.6%
Private Group
Same as others
15.6%
Age (Avg=52)
13.2%
10.9%
0
Giving us a successful projection for next year and proving our attendees: Are loyal to the meeting.
8.5$
10
1
2
3
4-10
11-20+
See the benefit in attending annually.
32.2%
Cataract Surgeries Per Month (Avg=34)
Glaucoma Prescriptions Per Month (Avg=53)
52.9%
0-5
9.4%
0-5
12.4%
Academic Faculty
8.7%
6-15
11.0%
6-15
9.9%
HMO
3.8%
16-25
20.5%
16-25
13.3%
2.4%
26-35
16.9%
26-35
11.2%
Government
<35
2.8%
36-45
14.6%
36-65
5.2%
36-50
37.7%
# of Physicians in Group
46-55
7.1%
66-155+
48%
51-65
46.1%
1-2
30.4%
56-155+
20.5%
65+
13.5%
3-4
35.4%
Training Residency Only
61.6%
Cornea
17.8%
Glaucoma Retina Other
10.9%
5-6
13.9%
7+
20.3%
Cataract Surgeries with Premium IOL (Avg=10.8)
Antibiotic Prescriptions Per Month (Avg=47) 0-25
33.1%
0-10
73.3%
26-55
32.8%
Practice Description
11-20
12.8%
55-95
13.4%
6.6%
Comprehensive
82.4%
21-100
13.9%
95-155+
20.5%
3.1%
Glaucoma
5.5%
Cornea
5.5%
Refractive Surgeries Per Month (Avg=8.5)
Other
6.6%
0-5
75.4%
6-15
11.7%
16-155+
12.9%
4
A B O U T O U R E X H I B I TO R S
Nearly 100 exhibitors participate in the third largest US ophthalmology meeting
75%
of Exhibitors committed to
Hawaiian Eye 2014 while onsite at the 2013 meeting! Proving our exhibitors: • Are committed to the meeting. • Have positive experiences. • Realize positive returns on their investments.
What our exhibitors are saying . . .
“ “
Great show – very satisfied with our investment.
“
This is a good opportunity to jumpstart the year and demonstrate new product line.
“
1-800-DOCTORS Aaren Scientific Inc. Abbott Medical Optics Accutome Alcon Laboratories Allergan Arctic ASCRS Avada Hearing Care Centers Partnering Vision & Hearing Avella Specialty Pharmacy Bausch + Lomb Bausch + Lomb Pharmaceuticals Bio-Tissue, Inc. Brevium Inc. CareCredit Carl Zeiss Meditec Clarity Medical Systems Compulink Diopsys, Inc. Doctorsoft Corporation Eagle Vision, Inc. Everyday Health Inc. Eye Can Hear First Insight Corporation Focus Laboratories Genentech Haag-Streit USA Halozyme Therapeutics
Always a good meeting for us to promote products and meet KOLs.
“ “
“
Showcase your products and services to more than 1,000 interested ophthalmic professionals and 2014 could be your most profitable year to date! With almost 80 companies exhibiting annually, previous exhibitors know the importance and value generated by Hawaiian Eye and Retina meeting exposure. Last year’s exhibitors included:
“
This is an effective event for us to reach our Doctors.
“
Laid back, easy to do business after meeting hours as well.
“
5
Heidelberg Engineering Heine USA, Ltd. HOYA Surgical Optics, Inc. Insight Instruments, Inc. Integrity Digital Solutions IO Practiceware IOP Ophthalmics Iridex Leica Microsystems Leiter’s Compounding Pharmacy Lensar Lumenis M&S Technologies, Inc. MDIntellesys LLC MDoffice Medflow Complete Merck + Co Modernizing Medicine, Inc. MST NexTech NextGen Healthcare Nicox, Inc. Nidek Oculus Surgical, Inc. Oculus, Inc. OMIC Ophthalmology Management OptiMedica
Optos, Inc. Optovue Partners in Vision Penn Medical Informatics Systems, Inc. Physician Referral Network Quantel Medical Refocus Group Regeneron Pharmaceuticals Reichert, Inc. Review of Ophthalmology Rumex International Co. Santen Inc. Sequenom Center for Molecular Medicine SLACK Incorporated SRSsoft Staar Surgical Company Stereo Optical Company, Inc. Synergetics TearLab TearScience ThromboGenics, Inc. Tomey Topcon Medical Systems Valeant Ophthalmology Vector Vision Vision Associates Inc. Volk Optical WaveTec Vision
E X H I B I T I N F O R M AT I O N
SUNDAY SU UND DAY Y Jan Jan 19 9
MONDAY MO MOND ONDAY Jan n 20
TUESDAY TU T UES SD DA AY Jan Jan 21 2
WEDNESDAY WE EDN DNES ESDA ES DAY Jan Ja an 22
THURSDAY THUR RSD SDAY AY Jan 23 Ja an 2 3
FRIDAY FR RID IDAY AY Y Jan 24 Jan 2 Ja 4
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 Note: Times are subject to change.
Space Assignment/Fees Eligibility
Payment Policy
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 completed application and 50% deposit should be sent to: Hawaiian Eye 2014 Attention: Donna Rosenstock 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 2014.” The remaining balance is due September 4, 2013. An invoice will be mailed 30 days prior to the due date. Federal ID #27-4318741
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 13 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:
Space Rental Fees Exhibit Space: Booths are sized at 6'x 10'and the fee is $9,000 + 4.16% Hawaii Excise Tax ($9374.40 total). Islands are sized at 12'x 20' and the fee is $47,000 + 4.16% Hawaii Excise Tax ($48,955.20 total). Publisher’s Rack: Each 40"x 96" shelving display is $5,500 + 4.16% Hawaii Excise Tax ($5728.80 total).
• 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 15, 2013. Any applications received after this date are assigned space only after assignments are made for those companies who returned their applications by the deadline.
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.
• 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.
Cancellation Policy Any exhibitor who wishes to release assigned space, must do so by September 4, 2013 to be refunded all fees paid to date minus a $1,000 administrative fee. For cancellations of space between September 5 and November 5, 2013 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.
6
E X H I B I T I N F O R M AT I O N
Notice
Booth Construction
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.
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.
Booth/Signs/Carpet 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.
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.
Contractual Considerations Contract
Cancellation of Expositions
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.
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.
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.
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.
7
E X H I B I T I N F O R M AT I O N
Photo Courtesy of Grand Hyatt Kauai Hotel
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.
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.
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.
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, 2013 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.
Signage/Banners
Exhibitor Registration
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.
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.
Exhibitor Housing
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.
Violations
Deadline: August 31, 2013 The meeting has negotiated special rates at two hotels – the Grand Hyatt Kauai (meeting location) and the Sheraton Kauai Resort. Each exhibiting company will have access to one room per single booth and three 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 and newly renovated Sheraton Kauai Resort. Suites may also be available; please contact our housing manager, John Kain at 856-848-1712 ext. 219 or at
[email protected] for more information about suites or other housing.
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 4, 2014.
8
E X H I B I T I N F O R M AT I O N
Insurance
Audiovisual Equipment
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.
Audiovisual equipment will be available for rental by exhibitors and order forms will be included in the Exhibitor Service Kit.
Floral Floral arrangements may be made through the official florist. Order forms will be included in the Exhibitor Service Kit.
Decorator/Drayage
Electronic Lead Retrieval Furniture and Decorating
Electronic lead retrieval will be available at the meeting. More than 2,190 leads were generated at the 2013 meeting by those companies using the lead retrieval system. Order forms will be available in the service kit.
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.
Installation Saturday, January 18, 2014 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
Booth Cleaning Cleaning an exhibit booth is the responsibility of each exhibitor. Cleaning order forms will be provided in the decorator/drayage packet.
Times are subject to change. A final schedule will be provided in the Exhibitor Service Kit.
Shipping and Handling Instructions
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 18, 2014. 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.
Freeman is the official show carrier/air freight forwarder of Hawaiian Eye 2014. 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.
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.
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.
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E X H I B I T I N F O R M AT I O N
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 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.
Force Labor All exhibit materials must be unpacked and set up within the exhibit booth by 5:00 pm on Saturday, January 18, 2014 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.
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.
Dismantling Exhibits No packing of equipment, literature or dismantling of exhibits will be permitted until the official closing time (Friday, January 24, 2014 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 24, 2014.
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.
Official Decorator Freeman 301 East Santa Ana Street Anaheim, CA 92805 Phone: 714-254-3400 Web: www.freeman.com
Mailing List 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.
General Information 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.
The complete mailing list of preregistrants will be available on or after December 10, 2013. Please note that the attendee pre-registration list does not include email addresses. 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.
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E X H I B I T I N F O R M AT I O N
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.
Exhibitor Functions/Hotel Space Request Hawaiian Eye and Retina has strict policies that limit unofficial activities throughout the week. These unofficial activities include social events, meetings, focus groups and industrysupported symposia that are not planned or sponsored by Hawaiian Eye and Retina.
Staffing
Only exhibiting companies are eligible to host a third-party 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, 2013. No requests for space will be accepted for Sunday, Monday or Tuesday.
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 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.
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.”
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. 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.
Reward to Participants at CME Activities 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.
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.
Wireless Internet Access
No Solicitation Policy
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.
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
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E X H I B I T I N F O R M AT I O N
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.
• 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 3, 2013. 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.
Facility Information Utilities
• 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 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.
• Display house/service firms may not solicit business on the exhibit floor at any time.
Carpenters and Labor
• 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.
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.
• 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
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.
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.
Grand Hyatt Kauai Resort 1571 Poipu Road, Koloa, Hawaii 96756 Phone: (808) 742-1234 • www.grandhyattkauai.com
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:
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.
• The exhibitor shall notify Hawaiian Eye and Retina in writing by December 3, 2013 of the names of the display house/service firm, address, telephone numbers and contact persons.
Hawaiian Eye and Retina reserves the right, in its sole discretion, to limit participation of any organization or individual.
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E X H I B I T H A L L F LO O R P L A N Grand Hyatt Kauai Grand Ballroom and Foyer
13
A P P L I C AT I O N F O R E X H I B I T S PAC E Office Use Only
January 19-24, 2014 • Grand Hyatt Kauai
Date Received _________________
1st Deposit $ __________________
Sales Contact __________________
Date Received _________________
Cost of Space $ ________________
Balance $ _____________________
Space Assigned ________________
Date Paid ____________________
Company Name ________________________________________________________________________________________________________________________ Address _______________________________________________________________________________________________________________________________ City _____________________________________________
State _____________________
Zip __________________________________________________
Phone w/ Ext. _____________________________________
Fax ______________________________________________________________________________
Submitted By __________________________________________________________________________________________________________________________ Contact Person ____________________________________
Title _____________________________________________________________________________
E-mail ________________________________________________________________________________________________________________________________
Payment Information ■ Enclosed is my check payable to “Hawaiian Eye or Retina 2014” paid in U.S. dollars, drawn on a U.S. bank. ■ Please bill my:
■ Visa
■ MasterCard
■ American Express
Amount to Charge $ _________________________________________
Account Number ______________________________________ Exp. Date _______ 3-4 Digit Security Code _____________________________________________ Signature _____________________________________________________________________________________________________________________________
General Information
The names or titles of CME activities, symposia, and other presentations or events associated with a CME activity are the property of Vindico Medical Education. 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 Vindico Medical Education. 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 2014 (hereinafter referred to as Management) is hereby authorized to reserve space in the exhibit area of Hawaiian Eye 2014, to be held at the Grand Hyatt Kauai from January 19-24, 2014. Companies are urged to submit applications early. Exhibit space for 2014 is not guaranteed to any company. The 2014 application process will begin January 24, 2013, offering 2013 exhibitors a first-come, first-serve opportunity until capacity is reached or until March 15, 2013. As of March 15, 2013, remaining space will be available on a first-come, first-serve basis regardless of previous exhibit history.
Exhibit Space
Standard Exhibit Booth Rates For 2014 (after January 25, 2013)
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.
The 2014 booth fees are as follows: Single 6' x 10' - $9,000 + 4.16% Hawaii excise tax = $9,374.40 Double 6' x 20' - $25,000 + 4.16% Hawaii excise tax = $26,040.00 Island 12' x 20' - $47,000 + 4.16% Hawaii excise tax = $48,955.20 The undersigned agrees to pay 50% of the booth space rental fee with this application to Hawaiian Eye 2014, 6900 Grove Road, Thorofare, NJ 08086. The balance of the booth fee is due September 4, 2013. 2014 booth space is extremely limited and deadlines will be strictly enforced.
2. List any exhibitor you prefer to be near: _____________________________________________________________________ _____________________________________________________________________ 3. List any exhibitor you prefer not to be near: _____________________________________________________________________ _____________________________________________________________________ 4. Applications received after November 18, 2013 will not be listed in the Official Program or Exhibitor Directory; however, will be listed in the Exhibitor Addendum.
Cancellation Policy 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 September 4, 2013 to be refunded all fees paid to date minus a $1,000 administrative fee. For cancellations of space between September 4, 2013 and November 5, 2013, the exhibitor is responsible for 50% of the entire booth fee. Exhibitors who cancel after November 5, 2013 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 6. Preferred floor plan location Total number of booths requested: _________ Booth number choices: 1. _____________________________ 4. _____________________________ 2. _____________________________ 5. _____________________________ 3. _____________________________ 6. _____________________________
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 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.
Federal ID# 27-4318741
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EXHIBITION LISTING
Please list the following information as you would like it to appear in the program book exhibitor listing: Company name, address, phone, fax, contact e-mail and Web address. Applications received after November 5, 2013 will not be listed in the symposium program. Please fax form with exhibitor application to 856-848-3522. Please note: Product and company descriptions will not be included. Company
Street Address
City
State
Phone
Fax
Email
Website
Zip Code
Exhibitor Exhi Ex hibitor Comm Communication mmun uniccat atio ion io on In Information nfo form rmat mat a io ion n Exhibit Management Hawaiian Eye and Retina 6900 Grove Road Thorofare, NJ 08086-9447 Phone: 856-848-1712 ext. 257 Fax: 856-848-3522 Email:
Grand Hyatt Kauai Resort 1571 Poipu Road Koloa, Hawaii 96756 Phone: (808) 742-1234 Web: www.grandhyattkauai.com
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
drosenstock@associationandmeetingsolutions
Future re Meeting Mee eti t ng Dates Date attes es
January 18-24, 2015 Grand Wailea Resort Wailea, Maui
January 17-22, 2016 Hilton Waikoloa Village Waikoloa, Hawaii’s Big Island
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January 15-20, 2017 Grand Hyatt Kauai Resort Koloa, Kauai
A P P L I C AT I O N F O R P U B L I S H E R ' S R AC K E X H I B I T S PAC E Office Use Only
January 19-24, 2014 • Grand Hyatt Kauai
Date Received _________________
1st Deposit $ __________________
Sales Contact __________________
Date Received _________________
Cost of Space $ ________________
Balance $ _____________________
Space Assigned ________________
Date Paid ____________________
Company Name ________________________________________________________________________________________________________________________ Address _______________________________________________________________________________________________________________________________ City _____________________________________________
State _____________________
Zip __________________________________________________
Phone w/ Ext. _____________________________________
Fax ______________________________________________________________________________
Submitted By __________________________________________________________________________________________________________________________ Contact Person ____________________________________
Title _____________________________________________________________________________
E-mail ________________________________________________________________________________________________________________________________
Payment Information ■ Enclosed is my check payable to “Hawaiian Eye 2014” paid in U.S. dollars, drawn on a U.S. bank. ■ Please bill my:
■ Visa
■ MasterCard
■ American Express
Amount to Charge $ _________________________________________
Account Number ______________________________________ Exp. Date _______ 3-4 Digit Security Code _____________________________________________ Signature _____________________________________________________________________________________________________________________________
General Information
The names or titles of CME activities, symposia, and other presentations or events associated with a CME activity are the property of Vindico Medical Education. 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 Vindico Medical Education. 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 2014 (hereinafter referred to as Management) is hereby authorized to reserve space in the exhibit area of Hawaiian Eye 2014, to be held at The Grand Hyatt Kauai, January 19-24, 2014.
Fees/Cancellation Policy The Publisher’s Rack fee is $5,500 + 4.16% Hawaii Excise Tax = $5,728.80 total. The undersigned agrees to pay the full rental fee with this application to Hawaiian Eye 2014, 6900 Grove Road, Thorofare, NJ 08086. Please make check payable to “Hawaiian Eye 2014” or complete the credit card information above.
Publisher's Rack Exhibit Space 1. Each pub rack exhibitor will be provided with an area to display their publications. The basic rate includes: Perimeter watchman/security guard, daily cleaning of aisles, general lighting, ventilation and a 7" x 40" identification sign. 2. Applications received after November 8, 2013 will not be listed in the Official Program and Exhibitor Directory; however, will be listed in the Exhibitor Addendum.
Rules and Regulations The undersigned agrees to abide by all rules, requirements, restrictions and regulations as set forth in the exhibitor prospectus 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 undersigned will assume full responsibility of providing all publication materials for the shelving display panel, in addition to restocking and managing the materials on display. Management is not responsible for providing materials or restocking any display literature.
Federal ID# 22-3310161
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PUBLISHER LISTING
Please list the following information as you would like it to appear in the listing. Exhibitions received after November 8, 2013 will not be listed in the symposium program. Please fax form with Exhibitor Application to 856-848-3522, Attn: Hawaiian Eye Exhibits..
Company
Street Address
City
State
Phone
Fax
Email
Website
Zip Code
Exhibitor Exhi Ex hibitor Comm Communication mmun uniccat atio ion io on In Information nfo form rmat mat a io ion n Exhibit Management Hawaiian Eye and Retina 6900 Grove Road Thorofare, NJ 08086-9447 Phone: 856-848-1712 ext. 257 Fax: 856-848-3522 Email: drosenstock@
Grand Hyatt Kauai Resort 1571 Poipu Road Koloa, Hawaii 96756 Phone: (808) 742-1234 Fax: (808) 742-1557 Web: www.grandhyattkauai.com
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
associationandmeetingsolutions.com
Future re Meeting Mee eti t ng Dates Date attes es
January 18-24, 2015 Grand Wailea Resort Wailea, Maui
January 17-22, 2016 Hilton Waikoloa Village Waikoloa, Hawaii’s Big Island
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January 15-20, 2017 Grand Hyatt Kauai Koloa, Kauai
WORKSHOPS AND ONSITE OPPORTUNITIES
Onsite Opportunities
Workshops
To further increase your exposure, Hawaiian Eye and Retina 2014 offers several onsite opportunities that will reinforce your presence during the meeting.
Workshops are a successful and valuable component of this comprehensive educational meeting and something that attendees look forward to participating in each year.
Promotional sponsorship opportunities include:
Workshops can be held Monday through Wednesday from 2:00 pm – 4:00 pm (maximum length is two hours). Most workshop rooms can hold a maximum of 30 people; please contact us for special space considerations.
• New! Attendee badge booklet and lanyard (corporate branding only) • Meeting area charging kiosk (corporate or product branding)
Workshops are not CME accredited; however, they cannot be commercial in nature. Topics, speakers and material are selected and provided by the exhibiting company and are subject to the approval by the course directors. Workshop faculty must register for Hawaiian Eye or Retina 2014.
• Meeting area Wi-Fi access (corporate branding only) • Common area column wraps (corporate or product branding)
For $2,000 per workshop, you’ll receive: • Workshop information listed in meeting promotions
• Hotel room TV remote control covers (corporate or product branding)
• Access to the Hawaiian Eye and Retina 2014 attendee preregistration list
• Hotel room newspaper delivery and bellyband (corporate or product branding)
• Workshop listing included on onsite informational signage
For more information, contact Donna Rosenstock at 856-848-1712 ext. 257 or
[email protected].
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S P O N S O R S H I P PAC K AG E S
January 18-24, 2014 • Grand Hyatt Kauai • Koloa, Kauai
Gain high-value exposure and prominent recognition for your products and services with one of our sponsorship packages
GOLD PACKAGE
$35,000
Includes all benefits of the Bronze and Silver Sponsorship Packages plus the following exposure and recognition: Promotional items: Each Gold Sponsor will have the choice of one (1) of the following promotional items. With the exception of the banners and column wraps, only one (1) of each item is available for the event and will be awarded to each Gold Sponsor on a first-come, first-serve basis. • Meeting Bags: Corporate logo on the official meeting bag provided to all attendees.
• Program Book Cover 4: Corporate branded advertisement on the back cover of the meeting program.
• Hotel Keycards: Product or corporate branded keycards used by all attendees to check into their hotel rooms.
SILVER PACKAGE
$20,000
Includes all benefits of the Bronze Sponsorship Package plus the following exposure and recognition: • Meter Sign Billboard: Each Silver Sponsor will receive a meter sign to be placed in a prominent location within the common area of the event. Sponsor will be responsible to supply ad materials which may reflect product or corporate branding.
• Meeting Bag Insert: Inclusion of one (1) item (4 oz. or lighter) in the official meeting meeting bag provided to all attendees.
BRONZE PACKAGE
$12,000
Includes the following exposure and recognition: • One (1) standard Exhibit Space. • Literature rack: Exclusive to meeting sponsors, the official product literature rack(s) will be placed in a prominent location within the common area of the event. Each bronze sponsor will receive one (1) slot in which to place product literature.
• Meeting signage: Inclusion on meeting signage entrance unit, noting meeting sponsors according to sponsorship level. • PowerPoint: Inclusion on a PowerPoint slide noting meeting sponsors according to sponsorship level. • Program book listing: Inclusion in sponsor listing in program book according to sponsorship level.
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S P O N S O R S H I P AG R E E M E N T OFFICE USE ONLY Date Received Booth Assigned Cost of Booth First Deposit Received Check # Balance Due
January 18-24, 2014 • Grand Hyatt Kauai
______________ ______________ ______________ ______________ ______________ ______________
Company Street Address City
State
Submitted by
Title
Phone
Fax
Zip Code
Email
Note: Please direct all further correspondence to (if different from above) Contact Street Address City
State
Zip Code
You are hereby authorized to reserve the sponsorship/support opportunities indicated below for use at Hawaiian Eye or Retina 2014. By signing this application, the applicant agrees to fulfill all sponsorship responsibilities set forth by Hawaiian Eye and Retina and their agents. Failure to abide by these rules and regulations will result in forfeiture of all moneys paid or due Management under terms of this agreement. A 50% deposit is required at time of application submission and the balance is due by December 28, 2013. Signature
SPONSORSHIP OPPORTUNITIES Please check the appropriate box(es):
Mail or fax this form to:
GOLD PACKAGE $35,000 plus 4.16% Hawaii Excise Tax = $36,456.00
Hawaiian Eye and Retina 2014 Sponsorship Attn: Donna Rosenstock 6900 Grove Road Thorofare, NJ 08086-9447 Phone: 856-848-1712, ext. 257 Fax: 856-848-3522
Choose one: Program Book Cover 4 Hotel Keycards Meeting Bags
SILVER PACKAGE $20,000 plus 4.16% Hawaii Excise Tax = $20,832.00
BRONZE PACKAGE $12,000 plus 4.16% Hawaii Excise Tax = $12,499.20
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