EXHIBITOR PROSPECTUS AND

Transcription

1 EXHIBITOR PROSPECTUS AND P R O M O T I O N A L / M A R K E T I N G & SPONSORSHIP OPPORTUNITIES

2 Welcome. Connect with the physicians you want to reach. Establish new relationships and strengthen existing ones by exhibiting at the American College of Foot and Ankle Surgeons 2016 Annual Scientific Conference, February 11 14, 2016 in Austin, Texas. Come and join us! We have the nation s largest gathering of foot and ankle surgeons and primary care podiatric medicine physicians. CONTENTS Section 1 Exhibit Opportunities Exhibit Opportunities...1 Conference Overview...2 Exhibit Hall Floor Plan...4 Dates and Deadlines...6 Exhibit Space Application...7 Exhibitor Rules and Regulations...9 Commercial Poster Exhibit Application...13 Commercial Poster Rules and Regulations...14 Exhibitor Request for Function Space...15 Section 2 Sponsorship Opportunities Sponsorship Opportunities Index...18 Educational Grants...19 Events Opportunities...20 Product Opportunities...21 Digital Media Opportunities...22 Print Media Opportunities...23 Advertising Opportunities...24 Sponsorship Recognition...25 Sponsorship Form...27

3 2016 EXHIBIT OPPORTUNITIES Experience all the benefits of exhibiting at our 2016 Annual Conference! UNOPPOSED VIEWING TIME Seminars and other activities are scheduled so that there are free blocks of time each day for all attendees to visit the Exhibit Hall. WHO ARE THE EXHIBITORS? More than 140 companies exhibit at the ACFAS Annual Scientific Conference (ASC) to showcase their products and services. You will find the 2016 Annual Scientific Conference the right place to exhibit products in the following categories: Complete Medical Group Management Software Implants Instruments Laboratory Equipment and Office Supplies Medical Publications Medical Records Software One-Step Patient Financial Systems Orthobiologics Orthopedic Devices Orthoses Osteobiologics Patient Satisfaction Surveys Pharmaceuticals Practice Management Resources Publishers/Video Producers Wound Management Products WHO ARE THE CONFERENCE DELEGATES? The ACFAS is the surgical arm of the podiatric profession, and a national association dedicated to the advancement of podiatric surgical skills and quality patient care. We anticipate more than 1,500 foot and ankle surgeons and primary podiatric physicians in attendance. INCLUDED IN YOUR BOOTH RENTAL PACKAGE Exhibitor booth space includes: Booths are 10' deep x 10' wide Pipe and Drape: 8' back with 3' sides (navy and silver) for linear booths Company Identification Sign: 7" x 44" for linear booths Company listing with a 30-word description in the Final Conference Program and on the ASC Mobile App General Perimeter Exhibit Hall Security Service NEW! Exhibitor Portal to enter Badges and Company Descriptions Complimentary Exhibitor Badges per booth: 3 Badges: 100 Sq. Ft. 5 Badges: Sq. Ft. 8 Badges: 400 1,000 Sq. Ft. 15 Badges: 1,100 3,600 Sq. Ft. Complimentary Exhibitor Lunch Station provided prior to attendee lunch break Exhibitor Service Kit online ordering at t3expo.com Thursday Evening Welcome Networking Event Complimentary Attendee Reference List to record leads on site Copy of Final Program on site Complimentary Post-Meeting Attendee List Optional Lead Retrieval The booth space DOES NOT include electrical, carpet, tables or chairs. The online exhibitor service kit will include forms for your additional requirements. RESERVE YOUR SPACE AT THIS PREMIER MEETING TODAY! 1

4 Section 1 CONFERENCE OVERVIEW SHOW HOURS Thursday, February 11, 2016, 10:00 am 4:00 pm 10:00 10:30 am Break in Exhibit Hall 11:30 am 12:00 noon Exhibitor Lunch Station Open THE PLACE Austin Convention Center 500 East Cesar Chavez Street Austin, Texas Exhibit Hall 4 5 THE DATES February 11 14, 2016 The 74th Annual Scientific Conference (ASC) will offer special events, displays and services to attract registrants and keep them in the Exhibit Hall longer. Interactive Product Demos Poster Exhibits Refreshment breaks served exclusively in the Exhibit Hall Luncheons (Thursday, Friday and Saturday) served at Food Stations strategically located throughout the Exhibit Hall Badge Scanning for CME credit ACFAS Member Services Center displays all the products and services available to members ACFAS Job Fair the HUB Theater in Exhibit Hall with a variety of specialty information for members. SLEEPING ROOM RESERVATIONS We need your help: please use our official hotels. To secure the amount of meeting and exhibit space required to hold our meeting, ACFAS must guarantee our attendees will occupy hotel rooms at our official hotels. If they don t, the College incurs financial penalties which would increase our costs and attendee fees. So, it s very important that all attendees and exhibitors stay in official ACFAS hotels to keep our costs as low as possible. The link to onpeak, our official housing partner, will be available on the ACFAS website September 24, Please visit acfas.org/austin for official hotel listings. 12:00 noon 2:00 pm Extended Lunch in Exhibit Hall (No CME educational programs scheduled during this time.) 3:30 4:00 pm Break in Exhibit Hall 6:30 8:00 pm Welcome Networking Event Separate Location Exhibitors Invited Friday, February 12, 2016, 9:30 am 4:00 pm 9:30 10:00 am Break in Exhibit Hall 11:30 am 12:00 noon Exhibitor Lunch Station Open 12:00 noon 2:00 pm Extended Lunch in Exhibit Hall (No CME educational programs scheduled during this time.) 3:30 4:00 pm Break in Exhibit Hall Saturday, February 13, 2016, 9:30 am 2:00 pm 9:30 10:00 am Break in Exhibit Hall 11:30 am 12:00 noon Exhibitor Lunch Station Open 12:00 noon 2:00 pm Extended Lunch in Exhibit Hall (No CME educational programs scheduled during this time.) INSTALLATION OF EXHIBITS 8:00 am 6:00 pm Installation will be Wednesday, February 10, If you require additional set-up time, contact Maggie Hjelm at hjelm@acfas.org. DISMANTLING OF EXHIBITS Dismantling will begin after 2:00 pm Saturday, February 13, 2016 and conclude that evening. Complete details will be in the Exhibitor Service Kit (t3expo.com). 2

5 THE COST Booth by 9/30/15 after 9/30/15 Fee if you use non-acfas hotel 10 x 10 Inline $2,035 $2,215 +$ x 10 Corner $2,235 $2,415 +$ x 20 Inline $3,980 $4,345 +$ x 20 (1) Corner $4,180 $4,545 +$ x 20 (2) Corners $4,380 $4,845 +$290 Island Booth $21 per Sq. Ft. $22 per Sq. Ft. +$570 (Island Booths are minimum 20 x 20 ) PREMIUM SPACE (see blue booth space on page 5): add an additional 6% to the fees listed above. Island Booth payments not received by 10/31/2015 will be invoiced at the $22 rate. TO RESERVE YOUR BOOTH Return the enclosed Exhibitor Application with your Certificate of Insurance, 30-word company description and payment to the address listed on the application (page 7). American College of Foot and Ankle Surgeons Phone: or Fax: Maggie Hjelm or Mary Meyers hjelm@acfas.org or meyers@acfas.org Exhibitor information available at acfas.org/austin 3

6 Section 1 EXHIBIT HALL FLOOR PLAN THE BOOTHS PREMIUM SPACE (see blue booth space on floor plan): add an additional 6% to the fees listed. Booths shown are 10' deep x 10' wide. Islands (minimum) are deep x wide. Inline booths have only one side exposed to an aisle and are generally arranged in a series along a straight line. A Corner booth is an end booth exposed on two sides. End-Cap booths are not available. 0 10' 30' 40' 50' 60' 70' 80' 90' 100' STRUCTURAL HEIGHT RESTRICTIONS ACFAS 2016 Inline Booths: Maximum 8' back and 3 sides Island Booths: Maximum 16' February 11-14, 2016 Booth set up and contents may not obscure the view of surrounding exhibitors booth space. Hanging signs permitted above Island booths only: Maximum from Exhibit Hall floor to top of sign. All Island Booth layouts and structures must be approved by ACFAS before space will be confirmed. Submit your floor plan for approval to Maggie Hjelm at hjelm@acfas.org. 30' HEADSHOTS 110 DIVISION MEETINGS T2 T SCANNING STATIONS 201 T3 T4 T5 T6 T7 PODIATRY SCHOOLS FOOD #1 X 40' 30' 30' 317 T8 T9 30' Exhibitor information available at ' ' ' MEMBER CENTER ' JOB FAIR ' FOOD #2 X 40' SCANNING STATIONS

7 Posters 30' 50' 1335 FOOD #3 X 40' SCANNING 1431 STATIONS ' FE/VC ' 30' ' PREMIUM BOOTHS ENTRANCE SCANNING STATIONS ' 8'-1" THE HUB 30'x40' For more information on exhibits, contact American College of Foot and Ankle Surgeons (ACFAS) 8725 West Higgins Road, Suite 555 Maggie Hjelm or Mary Meyers Chicago, IL hjelm@acfas.org or meyers@acfas.org Phone: or

8 Section 1 DATES AND DEADLINES Exhibitor Service Kit order forms available week of November 30, 2015 at t3expo.com. AUGUST DECEMBER FEBRUARY 1 Space Applications Accepted Insurance Forms (Must be in effect February 11 14, 2016) NEW! Exhibitor Portal for Badge and Company Description (availability TBD) SEPTEMBER 24 Exhibitor Housing Opens, acfas.org/austin 30 Early Bird Space Application Fee Ends OCTOBER 1 30% Booth Cancellation Fee Begins 17 50% Booth Cancellation Fee Begins 31 Full Booth Payment Due NOVEMBER 4 100% Booth Cancellation Fee Begins 12 Booth Confirmation Letters via 30 Exhibitor Service Kits Available Online, t3expo.com Commercial Poster Application Due AUGUST DECEMBER Exhibitor Request for Function Space Due Company ID Forms Due (Form included with confirmation) 4 Company Description Deadline Reserve Final Program Ad Space and Artwork Due Sponsor Logo Deadline submit eps and jpg versions 11 Deadline for Submission of Island Booth Specifications EAC Forms and Certificates of Liability Due JANUARY 8 Advance Warehouse Shipments Begin 13 Door Drop Graphics Review Deadline (approved sponsors only) Pre-conference Mailer Review Deadline (approved sponsors only) 19 Advance Order Discount Rates Deadline 27 Deadline for Exhibitor Badge Registration Online Changes/ Additional Badges On-site Deadline to Submit Certificates of Liability SEPTEMBER 2015 OCTOBER JANUARY FEBRUARY Advance Warehouse Shipments End 4-5 Advance Warehouse Shipments Late Fee 8 Direct Shipments to Convention Center Begin 9 Pre-Approved Island Booth Set-up Begins WEEK OF MARCH 1 Post-conference Surveys ed Post-conference Attendee List ed NOVEMBER MARCH

9 EXHIBIT HALL SPACE APPLICATION ACFAS 2016 ANNUAL SCIENTIFIC CONFERENCE INSTRUCTIONS Please read the entire application and Exhibitor Rules and Regulations carefully. Complete the application and return it with your Certificate of Insurance (covering the dates of the conference), 30-word company description and payment. Exhibitors are not allowed to set up their exhibit unless their company s Certificate of Insurance is on file with the ACFAS office. This application is not accepted until exhibit space is assigned. OFFICIAL COMPANY INFORMATION List your company information as it should appear in the Final Program and on your booth identification sign. CONTACT PERSON (to receive all meeting mailings) Contact Name Mr. Ms. Designation Contact Title Mailing Address (if different from the company) Telephone Fax Company Name Address City State Zip/Postal Code Telephone BOOTH FEES by 9/30/15 after 9/30/15 Added fee if you use a non- ACFAS hotel 10 x 10 Inline $2,035 $2,215 +$ x 10 Corner $2,235 $2,415 +$ x 20 Inline $3,980 $4,345 +$ x 20 (1) Corner $4,180 $4,545 +$ x 20 (2) Corners $4,380 $4,845 +$290 Island Booth $21 per Sq. Ft. $22 per Sq. Ft. +$570 (Island Booths are minimum 20 x 20 ) Fax PREMIUM SPACE (see blue booth space on page 5): add an additional 6% to the fees listed above. Island Booth payments not received by 10/31/2015 will be invoiced at the $22 rate. BOOTH LOCATION PREFERENCES Consult the Exhibit Hall Floor Plan and indicate 6 choices in different areas of the hall. Every effort will be made to accommodate your request, but cannot be guaranteed. Space will not be assigned to companies that have not paid in full. 1st Choice: 2nd Choice: 3rd Choice: 4th Choice: 5th Choice: 6th Choice: Principal Product/Service To Be Exhibited (Required) Exhibitors You Prefer Not To Be Near (Required) EXHIBITOR APPOINTED CONTRACTOR (EAC) Exhibitors planning to use an independent contractor must complete the Request for Exhibitor Appointed Contractor form found in your online service manual. The contractor must submit an EAC Form and Certificate of Insurance no later than December 11, 2015 (see Exhibitor Rules & Regulations #11 & #20). COMPANY DESCRIPTION To be included in final program and ASC Mobile App, submit typed copy (30 word limit subject to final editing by ACFAS staff), plus company name via to hjelm@acfas.org. ACFAS does not guarantee narratives will be listed if received after December 4, OFFICE USE Website PAYMENT Please reserve our booth(s) at the ACFAS 74th Annual Scientific Conference. Complete all that apply. Booth Fee $ Premium Space add 6% (if applicable) $ Non-ACFAS Hotel Fee (if applicable) $ Sub-Total $ Credit Card Payment add 3% of Sub-Total $ Total Payment $ PAYMENT BY CREDIT CARD AMEX MasterCard Visa Credit card payment is subject to a 3% merchant processing charge. Card No. Exp. Date Security Number (VISA/MC last 3 digits on back; AMEX 4 digits on front) Print Name on Card Signature Return Completed Application with your Certificate of Insurance and credit card information via fax or by mail to: American College of Foot and Ankle Surgeons 8725 West Higgins Road, Suite 555, Chicago, IL Phone: or Fax: PAYMENT BY CHECK Check No.: Return Completed Application with your Certificate of Insurance and Check made payable to: American College of Foot and Ankle Mail to: American College of Foot and Ankle Department 4528, Carol Stream, IL AUTHORIZATION Void without signature I am an authorized representative of the company with full power to sign and deliver this application. The company listed agrees to comply with all instructions, rules and regulations and agrees to promptly submit all information required by the ACFAS. Authorized Officer Name Authorized Officer Signature (Required) Title Date Batch# Approval# Check# Amount Booth# 7

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11 EXHIBIT RULES AND REGULATIONS ACFAS ANNUAL SCIENTIFIC CONFERENCE AUSTIN FEBRUARY 11 14, 2016 Please review these rules and regulations carefully. Your signature on the application binds you and your company to this contract and the terms expressed herein. 1. ELIGIBILITY TO EXHIBIT The American College of Foot and Ankle Surgeons (ACFAS) reserves the right in its sole discretion to decline applications for exhibits. In addition, ACFAS will not sell exhibit space to any for-profit or non-profit organization whose programs, products, and/or services, in whole or in part, compete with ACFAS programs, products, and/or services. (See also, Section 17) 2. BOOTH SPACE ASSIGNMENT Exhibit Applications are date-stamped as received by ACFAS Headquarters and allotment of booth(s) will be made with priority to Corporate Sponsors and previous Exhibitors. Indicate your choices on the application and advise us of those companies you do not wish to be near. ACFAS reserves the right to assign the next best space when requested choices are not available. Please do not concentrate all your space choices to one area of the Exhibit Hall. 3. EXHIBIT SPACE Booth space fees include the following: Booths are 10' deep x 10' wide Pipe and Drape: 8' back with 3' sides (navy and silver) for linear booths Company Identification Sign: 7" x 44" for linear booths Company listing with a 30-word description in the Final Conference Program and on the ASC Mobile App General Perimeter Exhibit Hall Security Service NEW! Exhibitor Portal to enter Badges and Company Descriptions Complimentary Exhibitor Badges per booth: 3 Badges: 100 Sq. Ft. 5 Badges: Sq. Ft. 8 Badges: 400 1,000 Sq. Ft. 15 Badges: 1,100 3,600 Sq. Ft. Complimentary Exhibitor Lunch Station provided prior to attendee lunch break Exhibitor Service Kit online ordering at t3expo.com Thursday Evening Welcome Networking Event Complimentary Attendee Reference List to record leads on site Copy of Final Program on site Complimentary Post-Meeting Attendee List Optional Lead Retrieval Exhibit rental does not include electrical use, tables, chairs or carpeting. The online Exhibitor service kit will include forms for your additional requirements. 4. EXHIBIT FEES AND PAYMENT FOR SPACE Booth costs are as follows: PREMIUM SPACE (see blue booth space on page 5): add an additional 6% to the fees listed below. 1 booth $2,035 by September 30, 2015 $2,215 after September 30, $140 if booked outside official room block 2 booths $3,980 by September 30, 2015 $4,345 after September 30, $270 if booked outside official room block Island Booth $21 per Sq. Ft. by September 30, 2015 $22 per Sq. Ft. after September 30, $570 if booked outside official room block (Island Booths are minimum x ) Add a surcharge of $200 for each corner booth unit. Island Booths are not subject to a corner surcharge. Island Booth payments not received by 10/31/2015 will be invoiced at the $22 rate. STRUCTURAL HEIGHT RESTRICTIONS Inline Booths: Maximum 8' back and 3 sides Island Booths: Maximum 16' Booth set up and contents may not obscure the view of surrounding Exhibitors booth space. Hanging signs permitted above Island Booths Only: Maximum from Exhibit Hall floor to top of sign. All Island Booth layouts and structures must be approved by ACFAS before space will be confirmed. Submit your floor plan for approval to Maggie Hjelm at hjelm@acfas.org. 5. COMPLIMENTARY EXHIBITOR BADGES Per Booth: 3 Badges: 100 Sq. Ft. 8 Badges: 400 1,000 Sq. Ft. 5 Badges: Sq. Ft. 15 Badges: 1,100 3,600 Sq. Ft. Includes: Complimentary Exhibitor Lunch Station provided prior to attendee lunch break in Exhibit Hall and the Thursday Welcome Networking Event. Additional badges are available for $75 each. After January 8, 2016, additional badges, or changes to badges must be made on-site. 6. EXHIBITOR REGISTRATION All booth personnel must be identified with an Exhibitor badge. Physicians or other individuals who are registered for this meeting must remove any other badges and/or ribbons and display the Exhibitor badge when staffing or working within an exhibit booth. False certification of an individual as an Exhibitors representative, or any other methods used to assist unauthorized personnel to gain admittance to the exhibit floor and/or instructional courses may be cause for expelling the violator from the exhibition, removing a violator s exhibit from the exhibit floor without obligation on the part of the College, and other ramifications. 9

12 Section 1 EXHIBIT RULES AND REGULATIONS (CONTINUED) 7. UNREGISTERED COMPANY REPRESENTATIVES Representatives of any company that is NOT a registered Exhibitor company at the ACFAS 2016 Annual Scientific Conference will not be admitted to the Exhibit Hall. No Exhibitor or Guest badges are available for purchase by unregistered Company representatives. 8. SHARING/SUBLETTING OF SPACE No part of any exhibit space assigned to an Exhibitor may be reassigned, sublet or shared with any other party. Sharing of exhibit space is permitted only for divisions of the same company and must be noted on the application form. 9. CANCELLATIONS OR REDUCTIONS IN SPACE Requests for cancellations or reductions in exhibit space must be made in writing. Refunds will be made in accordance with the following schedule: Prior to September 30, 2015: Full refund less $ administrative fee October 1 to October 16, 2015: 30% retained October 17 to November 4, 2015: 50% retained After November 4, 2015: 100% retained Refunds will be mailed approximately 30 days after the Conference. 10. REGISTRANT LISTS Pre-conference registrant list requests are evaluated on a case-by-case basis and limited to ACFAS Sponsors Only with pre-approval of material by the ACFAS Director of Education Curriculum and Alliances. A post-conference list will be ed to each exhibiting company s contact approximately 2 weeks after the conference. Lead Retrieval systems, designed to help exhibitors capture sales leads, will be available. The lead does not include phone or fax numbers, or addresses, based on ACFAS compliance with the Anti-Spam Act. Order forms will be available in the service manual and online at t3expo.com. 11. EXHIBITOR APPOINTED CONTRACTOR Exhibitors planning to use an independent contractor must complete the Request for Exhibitor Appointed Contractor (EAC) form found in their online service manual. The contractor must submit a Certificate of Insurance. (See also Section 20) Exhibitors should note that the Exhibitor Service Kit will be available online at t3expo.com; it is the exhibitor s responsibility to provide third parties with the necessary information and forms from their manual. EAC forms and Certificates of Liability are due no later than December 11, FLOORING Booth space is NOT carpeted. Floor covering is required. 13. OFFICIAL SERVICE CONTRACTOR T3 Expo Exhibitor Services Department Phone: x SHIPMENTS All shipments must be PREPAID and consigned as follows: ACFAS Exhibiting Company Name Booth No. No. of Pieces c/o T3 Expo YRC Freight 9018 Tuscany Way Austin, TX Exhibit material will be accepted for storage 30 days prior to show dates with T3 Expo s pre-approval. Additional information is provided in the service manual. 15. INSTALLATION AND DISMANTLING Exhibit installation is Wednesday, February 10, 2016 from 8:00 am 6:00 pm. If you require additional set-up time, contact Maggie Hjelm at hjelm@acfas.org. The ACFAS staff reserves the right to reassign space to another Exhibitor or to make other use of space, as deemed necessary or appropriate, with no refund being made to the original Exhibitor. Booths must be kept intact until the closing of the exhibits (presently scheduled Saturday, February 13, 2016 at 2:00 pm). Early dismantling of exhibits is strictly prohibited. Dismantling, or preparing to dismantle, prior to the show closing will result in a $500 penalty, loss of future space priority considerations and/or ineligibility to exhibit at future meetings. All display materials must be fully removed by midnight Saturday, February 13, If displays are not removed by midnight, management has the right to remove them and charge the expense to the Exhibitor. 16. EXHIBIT HALL HOURS Tentative hours are as follows, but are subject to change in which case Exhibitors will be notified in writing: Thursday, February 11, 2016: 10:00 am 4:00 pm Friday, February 12, 2016: 9:30 am 4:00 pm Saturday, February 13, 2016: 9:30 am 2:00 pm 17. CHARACTER OF EXHIBITS The ACFAS reserves the right to decline to permit an Exhibitor to conduct and maintain an exhibit if, in the judgment of the management, said Exhibitor or exhibit or proposed exhibit shall in any respect be deemed unsuitable. ACFAS expects Exhibitors booth staff, employees and models to conduct themselves professionally and dress in a professional manner. Professional dignity and discretion should be observed at all times. Booth set up and contents may not obscure the view of surrounding Exhibitors booth space. Display area may not exceed the 3' sidewall or extend into an aisle causing the obstruction of an adjacent booth. ACFAS may also decline to permit persons, conduct, articles of merchandise, printed matter, souvenirs, catalogs and any other items without limitation, which affect the character of the exhibit. All efforts to advertise, demonstrate and operate the exhibit must be conducted so as not to trespass the rights of other Exhibitors and visitors. 10

13 All exhibit material must be on the table or floor within the allotted space. Attachment of display material to walls will not be permitted. Nothing can exceed booth dimensions. No other area can be used for display purposes. Exhibitors will be allowed in the Exhibit Area 90 minutes before the Exhibit Hall opens the first day and 45 minutes before the exhibits open on Days 2 and 3. Exhibitors may remain in the area for 30 minutes after the hall closes. Each booth must be staffed during show hours. Exhibitors may not enter another Exhibitor s booth without permission. A Certificate of Insurance must be furnished to the ACFAS with final booth payment and is a condition of being permitted to exhibit. The Certificate of Insurance shall name the American College of Foot and Ankle Surgeons and Austin Convention Center as additional insureds. Exhibitor Liability Insurance Program Event coverage at the reduced rate of $79. Easy to apply for coverage, a link to the provider will be available at ADVERTISING Advertising materials cannot be distributed outside the Exhibitor s booth. This applies to distributing flyers, handbills, invitations, magazines, or other advertising materials to hotel rooms of ACFAS Annual Scientific Conference attendees. Except for the Exhibitor s booth space, canvassing or distributing materials in the facilities used by ACFAS is forbidden, unless approved by the ACFAS Director of Education Curriculum and Alliances. 19. FIRE REGULATIONS No combustible oils or bottled gases, open flames of any type, no batteries containing electrolyte, nor any corrosive will be permitted in the Exhibit Hall. Questions regarding specific problems should be referred to management who will obtain the necessary rulings from the Austin Fire Marshall. 20. INSURANCE AND LIABILITY The Exhibitor must surrender space occupied by him in the same condition as it was at the time of occupation. The Exhibitor is responsible for all damages to the Exhibit Hall, and for any and all claims or demands on account of any injury or death or damage to property occurring in or upon the Exhibitor s tabletop display area or because of the acts of the Exhibitor, his employees, agents, licensees or contractors. Each Exhibitor must make provision for the safeguarding of his goods, materials, equipment and display at all times. General overall security will be provided by the ACFAS, however, neither the ACFAS members, officer representatives or employees, nor Austin Convention Center officers, representatives or employees are responsible for any injury, loss or damage that may occur to the Exhibitor or the Exhibitor s employees or property from any cause whatsoever, prior to, during or subsequent to the period covered by the exhibit contract. Exhibitor assumes responsibility and agrees to indemnify and defend ACFAS and the Austin Convention Center, its subsidiaries and affiliates and their respective owners, employees and agents against any claims or expenses arising out of the use of the exhibition premises. The Exhibitor understands that neither the ACFAS nor the Austin Convention Center maintain insurance covering the Exhibitor s property and it is the sole responsibility of the Exhibitor to obtain such insurance. Each Exhibitor shall carry comprehensive general liability coverage, including premises, operations and contractual liability coverage of at least $1 million for personal injury liability and $1 million for property damage liability and statutory Workmen s Compensation coverage with Employers Liability limits of at least $100, EXHIBITOR HOUSING Reduce costs! Stay at an ACFAS hotel! As you may already know, convention centers allocate exhibit space to shows based on the amount of hotel rooms picked up. To ensure that our hotel block is full and that we receive the needed exhibit floor space at the convention center for you, we ask that all Exhibitors book their housing through onpeak, the official ACFAS housing partner. Failure to do so will lead to increased costs to conduct this event. The link to onpeak, our official housing partner, will be available on the ACFAS website September 24, Please visit acfas.org/austin for official hotel listings. 22. CANCELLATION OF EXPOSITION It is mutually agreed that in the event of total or partial cancellation of the annual conference due to fire, strikes, natural disasters (either threatened or actual), government regulations or causes which would prevent its scheduled opening or continuance, this agreement shall be terminated immediately, and the ACFAS shall determine an equitable basis for the refund of a portion of the exhibit fees, after due consideration of expenditures and commitments already made. Under no circumstances is the ACFAS responsible for any Exhibitor s expenses (such as travel, lodging, or exhibit shipping), or any other incidental or consequential damages. 23. NON-CONTRACTED EXHIBIT SPACE Persons, companies or organizations that have not contracted with the ACFAS to occupy space in the Exhibit Hall will not be permitted to display or demonstrate products or services, solicit orders, or distribute advertising materials in the Exhibit Hall, parking lots, or outside or inside the hotel(s), and convention center contracted by the ACFAS. Noncompliance with this regulation will result in the prompt removal of the offending person and property from the area. 24. PRIZE DRAWINGS/GIVEAWAYS/ FOOD & BEVERAGE Prize Drawings and Giveaways are permissible within an Exhibitor s booth only, with prior approval of the ACFAS Director of Education Curriculum and Alliances. You may post winners names in your booth; announcements will not be made over the public address system. Food & Beverage distributed from an Exhibitor s booth for hospitality is permissible with prior approval of the ACFAS Director of Education Curriculum and Alliances. All supplies must be purchased through the official convention center caterer. 11

14 Section 1 EXHIBIT RULES AND REGULATIONS (CONTINUED) 25. SELLING AND ORDER TAKING The purpose of the exhibits is to further the education of meeting attendees through product displays and demonstrations. Order taking within the booth is permitted if conducted in a professional manner. Items sold for delivery on the show floor are not permitted. 26. EXHIBITOR MEETINGS AND SOCIAL EVENTS The ACFAS must review and approve ANY event affecting ACFAS meeting attendees during the inclusive dates of the Annual Scientific Conference, whether they are being held at ACFAS contracted facilities or otherwise. For events beginning February 11, 2016 through February 13, 2016 a form is provided on page 15. Otherwise, Exhibitors must confine their activities to their allotted exhibit space. No entertainment functions, meetings, courses, or social functions may be scheduled to conflict with ACFAS Annual Scientific Conference hours, activity hours, or exhibit hours. Entertainment and social functions must be in good taste and conform to the purpose of the meeting. Failure to comply with this request will be in violation of Rules & Regulations. (See also, Section 17) Announcements and invitations addressed to members of the medical profession concerning such industry sponsored events should clearly indicate the name(s) of the sponsor and must in no manner imply, directly or indirectly, that the event is a part of or an official activity of the ACFAS. 27. HOSPITALITY SUITES/INDUSTRY EVENTS Hospitality suites are only available to companies that exhibit at the 2016 ACFAS Annual Scientific Conference. Hospitality functions cannot conflict with the official College scientific programming, and may not be scheduled during the following times: Date Functions Not Permitted Wednesday, February 10 7:30 am 7:00 pm Thursday, February 11 7:30 am 7:30 pm Friday, February 12 6:30 am 7:30 pm Saturday, February 13 6:30 am 9:00 pm Sunday, February 14 7:30 am 12:00 noon 28. EXHIBITOR ATTENDANCE AT ASC CLINICAL SESSIONS Exhibitors are welcome to attend the open clinical sessions (excluding programs titled workshops ) to gain new perspectives on surgical techniques and the perspective of the speakers and attendees. With the increased scrutiny by federal and state governments, and medical organizations themselves, on industry-physician relationships, it is imperative that the College ensures its clinical sessions maintain their objectivity and independence from industry, and foster professional behavior by speakers, attendees, and industry representatives. Therefore the College expects that industry representatives/exhibitors: Refrain from asking any questions of the speakers in the meeting room Do not approach the podium/stage at any time and sit in the rear half of the room to avoid any perception of undue industry presence, and Hold any questions you may have for speakers until you and the speaker are outside of the meeting room. Your cooperation is greatly appreciated. 29. VIOLATION OF RULES AND REGULATIONS As a condition of exhibiting, each Exhibitor shall agree to observe all ACFAS policies. The action taken against an Exhibitor for violation of policies will be determined on the basis of the particular circumstances of each case. For example, some infractions will be communicated in a warning notice that may not result in a violation if, in the sole discretion of the ACFAS Exhibits Manager, it is deemed that corrective measures were completed within a timely fashion and no other parties were negatively impacted. Prior year s warnings and actions may be taken into account in determining actions for the 2016 Annual Scientific Conference. The College reserves the right to determine a more severe action, including refusal of or termination of the exhibit, at its sole discretion without progressing through a series of steps. 30. RESERVATION OF RIGHT TO MAKE CHANGES Any matters not specifically covered herein are subject to decision by the American College of Foot and Ankle Surgeons. The College reserves the right to make such changes, amendments and additions to these rules as it considers advisable for the proper conduct of the exhibit, with the provision that all Exhibitors will be advised of any such changes. 31. AMERICANS WITH DISABILITIES ACT Each Exhibitor shall be responsible for compliance with the Americans with Disabilities Act of 1992 (ADA) with regard to their booth space, including, but not limited to, wheelchair access. 12

15 COMMERCIAL POSTER EXHIBIT APPLICATION ACFAS ANNUAL SCIENTIFIC CONFERENCE AUSTIN FEBRUARY 11 14, 2016 PLEASE TYPE OR PRINT LEGIBLY Company Name Company Contact Contact Title Address City State Zip/Postal Code Telephone Fax COST: $275 PER POSTER Commercial posters may be exhibited only by companies that also reserve a booth in the Exhibit Hall at the February 11 13, 2016, Annual Scientific Conference. MAIL OR FAX COMPLETED FORM AND ABSTRACT TO: American College of Foot and Ankle Surgeons Attn: Maggie Hjelm 8725 West Higgins Road, Suite 555 Chicago, IL Phone: Fax: PAYMENT BY CREDIT CARD AMEX MasterCard Visa Card No. Exp. Date Security Number (VISA/MC last 3 digits on back; AMEX 4 digits on front) Print Name on Card Signature PAYMENT BY CHECK Return Completed Application and 250 words or less abstract with your check in the amount of $275 made payable to: American College of Foot and Ankle Mail to: American College of Foot and Ankle Department 4528, Carol Stream, IL AUTHORIZATION The Company listed agrees to comply with all instructions and Rules and Regulations appearing on the next page and agrees to promptly submit all information required by the ACFAS. APPLICATION MUST BE RECEIVED BY NOVEMBER 30,

16 Section 1 COMMERCIAL POSTER RULES & REGULATIONS APPLICATION MUST BE RECEIVED BY NOVEMBER 30, DESCRIPTION OF FORMAT A commercial poster is designed to display a product, but typically will not include new (i.e., previously unpresented) research data to support usage. The poster may appear as a billboard type presentation, or may include data that has previously been published. GENERAL INFORMATION Commercial poster exhibit space may be reserved only by companies that have reserved an exhibit booth. Posters will be displayed at the Austin Convention Center, Austin, Texas, for 2-1/2 days during the ACFAS 74th Annual Scientific Conference. Posters are displayed on 4 x 8 poster boards. Commercial Posters will be listed in the Final Program in alphabetical order by company name. A copy of the scientific poster guidelines is available at These guidelines may assist you in your thought process when you design your poster exhibit. Poster presenters will provide to the ACFAS Education Department, a 250-word or less abstract that must be received by November 30, GUIDELINES FOR COMMERCIAL POSTER ABSTRACT Make the title brief and clearly indicate the nature of the study/procedure. Short summarization (250 words or less) of purpose, methods, procedures, results, significance of findings. Abbreviations may be used. Spell out the term at first mention and follow with abbreviation in parentheses. Thereafter, abbreviations only may be used. COMPLETED COMMERCIAL POSTER APPLICATIONS MUST BE RECEIVED BY NOVEMBER 30, 2015 AND SENT TO: American College of Foot and Ankle Surgeons 8725 West Higgins Road, Suite 555 Chicago, IL Attn: Maggie Hjelm hjelm@acfas.org 14

17 EXHIBITOR REQUEST FOR FUNCTION SPACE ACFAS ANNUAL SCIENTIFIC CONFERENCE AUSTIN FEBRUARY 11 14, 2016 DEADLINE DATE IS DECEMBER 3, COMPLETE ONE FORM PER FUNCTION; DUPLICATE THIS FORM AS OFTEN AS NEEDED. Function Name Contact Name On-Site Contact Name Company Name Address City State Zip/Postal Code Telephone Fax FUNCTION INFORMATION Day/Date Start Time (AM/PM) No. Attendees Expected AUDIENCE Physician Company Personnel Other Focus Group Corporate Business Meeting End Time (AM/PM) *Satellite Programs: Breakfast Dinner Reception CME Non-CME CME Provider *Satellite Programs are only available as sponsor events if offered to physicians. Please see Exhibitor Rules & Regulations 23 and 26. Food service is the responsibility of the event sponsor. If this form is not completed in its entirety, your confirmation will be delayed. In the event approval for your meeting or social event is not granted by ACFAS, the College will not be held responsible or accountable for any hotels or other entities with whom you have entered into contractual agreements. Date Wednesday, February 10 Thursday, February 11 Friday, February 12 Saturday, February 13 Sunday, February 14 Functions Not Permitted 7:30 am 7:00 pm 7:30 am 7:30 pm 6:30 am 7:30 pm 6:30 am 9:00 pm 7:30 am 12:00 noon PLEASE RETURN THIS FORM NO LATER THAN DECEMBER 3, 2015: 8725 West Higgins Road, #555 Chicago, IL Attn: Mary Meyers Phone: Fax:

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19 Section PROMOTIONAL/MARKETING & SPONSORSHIP OPPORTUNITIES 17

20 Section PROMOTIONAL/MARKETING & SPONSORSHIP OPPORTUNITIES Educational Grants Price Range Description Pre-Conference Clinical Workshop (CME) $50,000 Page 19 Keynote Lecture $20,000 Page 19 Student Club Scholarship Fund $10,000 Page 19 Hands-On Workshops (CME) $10,000 Page 19 Pre-Conference Course Practice Management (CME) $5,000 Page 19 General Support of Annual Scientific Conference TBD Page 19 Events Price Range Description Resident/Student Networking Event $20,000 Page 20 Welcome/Opening All Attendee Networking Event $20,000 Page 20 Industry Breakfast or After Hours Event (non-cme) $15,000 Page 20 Wrap Party Buffalo Billiards $10,000 Page 20 Awards Price Range Description Manuscript Awards $10,000 Page 20 Poster Awards $8,000 Page 20 Product(s) Price Range Description Exhibit Hall Theater (the HUB) $25,000 Page 21 Java Cups $10,000 per day; Page 21 $25,000 for all three days Wi-Fi Access Exhibit Hall $25,000 Page 21 Hotel Key Card $15,000 Page 21 Registration/Portfolio Bags $12,000 Page 21 Charging Stations $10,000 Page 21 Luggage Handles $5,000 Page 21 Digital Media Price Range Description ACFAS.org/Austin Mobile App Splash Screen $7,500 Page 22 eposter Sponsorship $9,000 Page 22 ehandouts-education Sessions $5,000 Page 22 Mobile App Banner Ads $3,500 Page 22 Print Media Price Range Description Final Program $12,000 Page 23 Conference Journal $7,500 Page 23 Quick Planner $6,500 Page 23 Registration Packet Envelopes $3,500 Page 23 Advertising Details Page 23 18

21 EDUCATIONAL GRANTS* The Annual Scientific Conference offers a variety of educational grant sponsorships that reach a targeted audience based on their specific areas of interest. Sponsor an educational grant! Get unmatched visibility with key decision-makers beyond the Exhibit Hall at the American College of Foot and Ankle Surgeons (ACFAS) 74th Annual Scientific Conference. We offer an extensive selection of choices. Pre-Conference Clinical Workshop $50,000 Preceding the Annual Meeting, a full day of clinical workshops are offered. The content is developed by the Education and Scientific Affairs Committee and CME is provided. These popular courses offer a hands-on opportunity to physicians traveling to the Annual Scientific Conference. Keynote Lecture $20,000 1,500+ physicians. Sponsor the Featured Speaker with appeal to the entire audience. Sponsorship recognition includes the opportunity to introduce the speaker, and your company is recognized in promotional copy at the event, in the final program, ASC Mobile App, special press releases and features in Update (our bimonthly newsletter) and ACFAS (our electronic breaking news flash sent weekly.) Student Club Scholarship Fund $10,000 (Multiple sponsorships available) This sponsorship provides funding for ACFAS Student Club Members to attend the Annual Scientific Conference education programs by underwriting registration fees for students. Sponsor Benefits include: Verbal acknowledgement, recognition at the Student Clubs, acknowledgement in the Update newsletter and in correspondence with medical students. Pre-Conference Course: Practice Management $5,000 This event, popular with physician attendees, offers the sponsor company visibility on take-home course material and on signage at the course. This is an ideal opportunity for companies offering practice management products and services. General Support of Annual Scientific Conference This sponsorship provides funding for general operation of the Annual Scientific Conference. Specific Sponsorship Benefits: Acknowledgement in all ACFAS marketing materials and on signage. See summary of all benefits listed by level of support on page 25. Educational Grants* All educational grant sponsors will be listed on the Web Site Corporate Sponsor Mall, acknowledged in the Final Program, ASC Mobile App, on signage at the actual educational activity, and at the ACFAS Honors and Awards Ceremony, and after the conference in the Update (bimonthly newsletter). Continuing Podiatric Medical Education (CPME) guidelines will be strictly adhered to. Invest your resources where they count. Hands-On Workshops $10,000 (Attendance limited per session) These popular 3-1/2 hour sessions fill up quickly and offer an intimate environment for attendees to learn one-on-one by performing the procedures. CE Credit is provided, therefore content is developed by the Annual Scientific Conference Committee. Sponsor will be requested to provide instrumentation to conduct the workshop. 19

22 Section 2 EVENTS OPPORTUNITIES ACFAS SCIENTIFIC CONFERENCE AUSTIN AUSTIN CONVENTION CENTER FEBRUARY 11 14, 2016 Resident/Student Networking $20, The perfect venue for corporate supporters to connect with residents and students. This event is held one hour prior to the Opening All Attendee event and provides an informal environment that promotes networking opportunities and socializing. Supporting company representative(s) welcomes attendees, may distribute a promotional video via jump drive with both organizations logos, signage will be displayed at event and elsewhere throughout the Conference, acknowledgement in the Final Program, ASC Mobile App, other ACFAS publications and Web Brazos Hall Wrap Party Buffalo Billiards Saturday Evening $10,000 The evening celebrates the inauguration of the new ACFAS President (Sean T. Grambart, DPM, FACFAS) at this final social event of the 2016 Annual Scientific Conference. A variety of recognition opportunities are available for exclusive sponsorship (optional additions: tent cards, cocktail napkins with logo, score board). Manuscript Awards $10,000 Welcome Networking Event Thursday Evening $20,000 The largest social event of the Conference. The event is open to all Conference attendees, guests, and Exhibitors. Your company logo will be posted on signage at the entrance and elsewhere throughout the Brazos Hall The Manuscript Awards support will provide 1st, 2nd and 3rd place awards and 4 Honorable Mention awards. Sponsorship recognition includes company name and logo on signage at the ACFAS Annual Honors and Awards Ceremony and acknowledgment in the Final Program and ASC Mobile App. Poster Awards $8,000 Industry Breakfast or After Hours Event $15,000 (6:30 7:30 am) (6:15 pm ) These non-cme sessions held prior to the daily programs, or at other non-conflicting time periods, are an ideal opportunity to launch a new product or train physicians in the use of an existing product. The sponsor provides and coordinates food and audio-visual. Scientific Posters are displayed in a prominent location. Sponsorship will provide 1st, 2nd and 3rd place awards for each of three categories (Scientific Format, Case Study Format and Student Club). Sponsorship recognition includes company name and logo on signage in poster area and acknowledgment in the Final Program and ASC Mobile App.

23 PRODUCT OPPORTUNITIES All lights are on you... sponsor a product! Java Cups $10,000 per day, $25,000 for all three days Sponsoring company s logo name and booth number will be imprinted on coffee cups to be used at refreshment breaks. Up to seven beverage-distribution locations within meeting space and exhibit hall. The opportunity offers an eye-catching vehicle for your advertising message. Exhibit Hall Theater the Hub $25,000 In an innovative educational approach, this large theater/booth is the go-to spot on the exhibit hall floor for lively, interactive learning. With practical topics for practically everyone and topics such as: Employment Models; Contracts; Effective Speaking; Road to Certification; The Great Job Hunt; Marketing. See program for complete listing. Sponsor s logo appears in multiple locations: entrance unit with booth number on the printed schedule of presentation topics, times and presenters. Other details to be agreed upon. Wi-Fi Access in Exhibit Hall $25,000 Provide an essential service for the Annual Scientific Conference attendees to stay connected with their practice and day-to-day business while away from the office. Your company logo will appear when Wi-Fi is accessed and recognition will be posted on signage at the entrance to the exhibit hall and elsewhere throughout the conference. Hotel Key Cards $15,000 Put your message directly into the hands of conference attendees by putting it right on their hotel key cards. Hotel keys with company logo and/or booth number for ACFAS official hotel block room keys. Registration/Portfolio Bags $12,000 These nylon/canvas briefcases or back packs with zipper top and adjustable shoulder strap are provided to all attendees on-site. Your company logo as well as the ACFAS logo will be printed on the bag. Mobile Device Charging Stations $10,000 Brand a station kiosk with your logo where attendees can charge multiple mobile devices at the same time. Luggage Handles $5,000 Your message (and their luggage) will stand out from all those look-alike bags. The gripper is foam padded for extra comfort and can be used on computer cases, sports bags and luggage. 21

24 Section 2 DIGITAL MEDIA OPPORTUNITIES Mobile App Splash Screen $7,500 Compatible with all smartphone platforms and web-enabled devices, metrics for this App showed more than 29,890 unique visits and over 7,500 banner ad visits. App will be available from January 2016 until 90 days after the Annual Conference. Supporting company s corporate logo and booth number are launched each time the user activates the app. eposters $9,000 ACFAS 2016 Posters will be viewed on-site on paper and electronically at kiosks, and on the ACFAS Scientific Conference website following the conference. Supporter is recognized with corporate logo on Posters Online 6+ months of corporate logo recognition on ACFAS website. ehandouts-education Sessions $5,000 ACFAS speaker handouts, downloaded from our website, available during and after the Conference. Your company logo/banner ad will appear on the ACFAS website and Mobile App. Mobile App Banner Ads $3,500 Your company logo and booth number rotate on the Mobile App, Metrics for the annual meeting include over 7,500 visits. Application will be available from January 2016 until 90 days after the Annual Conference. Supporting company s corporate logo and booth number are launched each time the user activates the App. Booth #904 22

25 PRINT MEDIA OPPORTUNITIES Final Program $12,000 This valuable conference resource contains the Annual Scientific Conference schedule and list of manuscript and poster presentations. Approximately 1,500 program attendees will receive this on-site at registration. Sponsor s name and logo will appear on the front cover of the program and Annual Conference Mobile App; and sponsor will receive a full-page ad in the program. Quick Planner $6,500 This is a condensed schedule of events and is a quick reference tool small enough to fit in a pocket. Your logo will appear on the front cover and sponsor will receive a full-page ad on an inside page. All attendees receive a copy. Registration Packet Envelope $3,500 Registration packets, holding name badges, tickets, and other conference essentials, are distributed to all attendees. Your company name and logo, as well as the ACFAS logo, will appear on the outside of the envelopes. Conference Journal $7,500 All registrants receive this spiral bound notebook which contains a condensed daily schedule and lined paper for note taking. Include your logo on the front cover and inside lower corner of every page, and receive a full-page ad on the outside back cover. This is a convenient tool for meeting attendees. 23

26 Section 2 ADVERTISING OPPORTUNITIES ACFAS ANNUAL SCIENTIFIC CONFERENCE AUSTIN FEBRUARY 11 14, 2016 ADVERTISING ACFAS offers the following opportunities to place your advertising message in front of foot and ankle surgeons. ACFAS UPDATE Update is the official ACFAS member newsletter. Published on a bimonthly basis in full color, Update reaches an audience of over 6,800 foot and ankle surgeons. Multiple insertion discount rates are available to advertisers. For advertising rates and specifications, or to download an insertion order, visit JOURNAL OF FOOT & ANKLE SURGERY (JFAS) The Journal of Foot & Ankle Surgery is the official peer reviewed journal of the ACFAS. It is published six times a year by Elsevier Science. JFAS is provided as a membership benefit to all members of the College. Subscriptions are available for other interested individuals and institutions. All subscribers have full access to the online version of JFAS. For advertising information contact Nicole Johnson, CORPORATE PARTNER MALL All ACFAS Corporate Partners receive a complimentary listing, with a link to the partner s Web site, in the ACFAS Corporate Sponsor Mall under Education & Professional Development at ADVERTISING DETAILS FOR CONFERENCE PROGRAM Ad Specifications Program trim size is 8-1/2" wide x 11" high. For Bleed Ad border must extend 1/8" beyond the trim marks. Otherwise leave 1/4" white space or margin on all sides of ad. Ads must be a HIGH RES PDF FILE with crops. Please indicate ad type and size when submitting the ad and state whether or not it is a bleed ad or non-bleed ad. Ads must be received at ACFAS Headquarters by December 4, Contact ACFAS for more detailed Ad Specifications. AD SPECIFICATIONS With Bleed (please allow for 1/8" bleed) Full Page Ad 8-1/2" x 11" 8" x 10-1/2" Half Page Ad 8-1/2" x 5-1/2" 8" x 5" (Horizontal) PLEASE TELEPHONE ME TO DISCUSS PLACING AN AD IN THE CONFERENCE PROGRAM Company Name Telephone Without Bleed (size allows for 1/4" margin or white space around ad) PLEASE COMPLETE AND THEN DETACH THIS FORM AND SEND TO: 8725 West Higgins Road, Suite 555 Chicago, IL Attn: Maggie Hjelm/Mary Meyers Phone: Fax: RATES Inside Front Cover $850 Inside Back Cover $850 Outside Back Cover $875 1-Page Spread $350 1/2-Page Spread $200 24

27 SPONSORSHIP RECOGNITION Say it loud and... be recognized! DIAMOND $150,000 and above PLATINUM $100,000 $149,999 GOLD $50,000 $99,999 SILVER $25,000 $49,999 BRONZE $10,000 $24,999 PEWTER $2,500 $9,999 FRIENDS $1,000 $2,499 Your company representative will be the VIP to cut the ribbon and lead participants into the Exhibit Hall Selection of priority exhibit space for Annual Scientific Conference Your company product ad on 6' tall panel in designated area A special banner with company logo at entrance to Conference Complimentary ad in final Annual Scientific Conference Program Complimentary tickets to Wrap Event Door Drops allowed with approval by January 13, 2016 Full Full Half Pre-conference Mailing Lists (mailer must be pre-approved by January 13, 2016) Your company name and logo will appear in signage at the event Your company name listed with all sponsors in a streaming video at the Opening General Session and throughout the Conference Your company name acknowledged in the final Annual Scientific Conference Program and ASC Mobile App Your company will be recognized in Update, the ACFAS Member Newsletter Listing in ACFAS Web site Corporate Sponsor Mall, including link to your Web site Designation as a member of ACFAS 2016 CORPORATE CIRCLE at your booth at the Annual Scientific Conference Current version of company logos required in BOTH EPS and JPEG versions. 25

28 Section 2 SLEEPING ROOM RESERVATIONS The link to onpeak, our official housing partner, will be available on the ACFAS website September 24, Please visit for official hotel listings. HOUSING ALERT! Please be aware of housing companies falsely claiming to represent the ACFAS Conference. Reservations should only be made through onpeak, the official housing company. 26

29 SPONSORSHIP FORM ACFAS ANNUAL SCIENTIFIC CONFERENCE AUSTIN FEBRUARY 11 14, 2016 YES! YOU CAN COUNT ON MY SUPPORT OF ACFAS. Please sign me up to sponsor the following event(s). Invoice me for $ Name Company Name Address City State Zip/Postal Code Telephone Fax Note: Partial sponsorships are available for items totaling $5,000 or more. Please contact Mary Meyers, Director of Education Curriculum and Alliances, for further information. Phone: , x meyers@acfas.org PLEASE COMPLETE AND THEN DETACH THIS FORM AND SEND TO: 8725 West Higgins Road, #555 Chicago, IL Attn: Mary Meyers Phone: Fax:

30 DATES AND DEADLINES Exhibitor Service Kit order forms available week of November 30, 2015 at t3expo.com. AUGUST DECEMBER FEBRUARY 1 Space Applications Accepted Insurance Forms (Must be in effect February 11 14, 2016) NEW! Exhibitor Portal for Badge and Company Description (availability TBD) SEPTEMBER 24 Exhibitor Housing Opens, acfas.org/austin 30 Early Bird Space Application Fee Ends OCTOBER 1 30% Booth Cancellation Fee Begins 17 50% Booth Cancellation Fee Begins 31 Full Booth Payment Due NOVEMBER 4 100% Booth Cancellation Fee Begins 12 Booth Confirmation Letters via 30 Exhibitor Service Kits Available Online, t3expo.com Commercial Poster Application Due AUGUST DECEMBER Exhibitor Request for Function Space Due Company ID Forms Due (Form included with confirmation) 4 Company Description Deadline Reserve Final Program Ad Space and Artwork Due Sponsor Logo Deadline submit eps and jpg versions 11 Deadline for Submission of Island Booth Specifications EAC Forms and Certificates of Liability Due JANUARY 8 Advance Warehouse Shipments Begin 13 Door Drop Graphics Review Deadline (approved sponsors only) Pre-conference Mailer Review Deadline (approved sponsors only) 19 Advance Order Discount Rates Deadline 27 Deadline for Exhibitor Badge Registration Online Changes/ Additional Badges On-site Deadline to Submit Certificates of Liability SEPTEMBER 2015 OCTOBER JANUARY FEBRUARY Advance Warehouse Shipments End 4-5 Advance Warehouse Shipments Late Fee 8 Direct Shipments to Convention Center Begin 9 Pre-Approved Island Booth Set-up Begins WEEK OF MARCH 1 Post-conference Surveys ed Post-conference Attendee List ed NOVEMBER MARCH

31 See you in Texas!

32 8725 West Higgins Road, Suite 555 Chicago, IL Non-Profit US Postage Paid Chicago, IL Permit No. 9711