American Epilepsy Society Exhibitor Information Webinar June 6, 2018 72 nd Annual Meeting New Orleans, LA
Pavel Klein, MD Chair Corporate Advisory Committee American Epilepsy Society
Eileen M. Murray, MM, CAE Executive Director American Epilepsy Society
AES Annual Meeting: Focused and Growing Trade Show Executive honored AES as one of the 50 fastest growing trade shows in the country.
AES 2017 - Annual Report
Susan J. Oliver, MBA Director of Development and Industry Relations American Epilepsy Society
Industry Presence at AES Annual Meeting Shared interest in patient outcomes Highly targeted audience AES growth Program to fit your objectives + needs of attendees Strict adherence to compliance requirements
Range of Opportunities At AES Annual Meeting Exhibit booth Innovation pavilions Offices on show floor Sponsorships Advertising (outdoor & on-site) Scientific exhibits Education support Equipment auction CME Satellite Symposia Philanthropy Pre and post attendee mailing list Year-round Education support Seed grants Young Investigator Awards Fellows programs Epilepsy Currents Advertising Philanthropy Member Mailing list
Expenditures included: Recognition of Industry Supporters Booth, pavilion, offices, advertising (including Currents), sponsorships, med-ed grants (at meeting and year-round), grants supporting AES research & training programs, satellite symposia fees, scientific exhibits, philanthropy). Meeting registrations and ICW fees are NOT included. Recognition in signage, program book, exhibitor event Awards presented on Saturday on exhibit floor Establishes priority order for following year booth selection and housing
Sponsorship & Advertising Process ACTION ITEM Secure exhibit booth Develop products Right of first refusal period for last year exclusives Prospectus available Insertion orders for non-exclusive items (program book, media wall, passport, door drops, shuttle bus advertising, etc) available Applications for Scientific Exhibits and Satellite Symposia available Discussion & negotiation of individual company programs Execution of Memoranda of Agreement (MOAs) for sponsored items TIMING December through sell-out December through April April Late May/early June Late May/early June Early June June through October June through October Medical education grant request submissions June/July Epilepsy Currents: deadline for AES Annual Meeting Issue (Nov/Dec) September 27/October 2 Deadline for recognition in print program book September 14 Deadline for recognition in on-site signage October 31 Comped registrations added to exhibitor allotment November 12 All MOAs and LOAs signed and filed Thanksgiving
Things You Need to Know Final art & copy must be approved in advance by AES: send to soliver@aesnet.org Exclusives provide right of first refusal the next year Pre-commercial opportunities: scientific exhibits, sponsorship, advertising Bring your idea: AES is willing to listen Second webinar to be held on August 16 th at: o 3 PM Eastern o 2 PM Central o 1 PM Mountain o Noon Pacific
Lara Fitts Gamache Exhibits Manager Corcoran Expositions, Inc.
Exhibit at AES Annual Meeting EXHIBITOR BENEFITS Exhibit hall 90% sold out for 2018 After Friday, August 24 100% payment due Earn extra badges by booking housing with AES Non-profit table tops (Epilepsy Resource Area) Pavilions 30 x40 hard wall Offices in-hall meeting space WHAT S INCLUDED IN YOUR EXHIBIT PACKAGE 4 Exhibit Hall badges per 10 x 10 booth; 2 Exhibit Hall badgers per nonprofit tabletop Company listing in Program Book distributed on-site and posted online Online exhibit listing Black and white identification sign Lunches, refreshment breaks, poster sessions, and price drawings in the Exhibit Hall to promote traffic. Pre- and post-show electronic list of registered attendees (direct mail addresses only) Complimentary electronic VIP passes to invite your best customers to Exhibit Hall Priority sign-up for the 2019 Annual Meeting in Baltimore, MD Plus! Earn two additional exhibit-only badges and two priority points for booking at least two rooms (two-night minimum each) within the official AES hotel block by November 6, 2018. Individual hotel reservations open in mid-july.
Exhibit Halls GH Ernest N. Morial Convention Center
EXHIBITOR CONSOLE Submit description Links to planning items Rules & regulations Update contact info COMMUNICATIONS Monthly Newsletter Whitelist aesnet.org, corcexpo.com, and ges.com Beware of scam emails (attendee lists, housing, etc.) EXHIBITOR MANUAL Order by November 8 for best GES rates on carpet, labor, etc. Construction Guidelines, Giveaway Approval Form More details August 16 Webinar Things You Need to Know
Exhibitor Checklist 50-word company description for program/mobile app September 17 Exhibitor manual available early-august Items typically ordered for 10x10 and inline booths Carpet (order or provide) Electric / Internet Table(s) and chairs Material Handling & Shipping Badge registration 4 badges per 100 sq. ft., 2 badges for Epilepsy Resource Area tables Partners: Corcoran Expositions, GES, Experient, IMS Technology Services (AV), Convention Foliage, Photography - TBD, Centerplate (catering) Giveaway approval (No tote bags, items of nominal value) Complimentary Virtual Totebag PDF Island booths submit booth drawings 60 days before event islands be aware of cat walks that may effect rigging plan
Dates You Should Know ACTION ITEMS DATE Request for housing blocks All blocks will open by June 18 Registration & individual housing opens Mid-July Deadline to submit application for Scientific Exhibit June 29 Deadline to submit application for Satellite Symposia July 12 All Exhibit Booth Payments due August 24 Opening of ICW submission process By August 31 Deadline to submit booth description September 17 Signed agreement & insertion orders for Program Book due September 29 Group Housing deadline October 9 Hotel catering department contacts you Late October mid-november Deadline to submit ICW meeting space October 31 GES discount deadline for furniture, labor, material handling, etc. November 8 Signed agreement & insertion orders for signage due November 9 Room assignments provided for ICW meeting space requests November 12 Individual Housing deadline November 19
Elizabeth Kunsey, CMP Manager Meetings and Events American Epilepsy Society
Exhibit Hall GH Ernest N. Morial Convention Center Exhibit Hall Entrance Hall H doors Registration conveniently located in Hall H Foyer Entrance to building is opposite Calliope Street. Shuttle stop: Outside Hall H to/from Hilton Riverside, New Orleans Marriott and Sheraton New Orleans
Ernest N. Morial Convention Center
ICW = In Conjunction With Events must be submitted and approved by AES, regardless of location Approval obtained prior to promotion and implementation of event Submit on-line request form Non-refundable administrative fee: $400 (up to 4 hours); $550 (4 8 hours) Acknowledgement emailed automatically AES contacts you with questions and/or provides approval Catering department contacts you to plan details & to arrange payment Available times:
ICW Dates
Natalie Statler Projects Manager Experient, Inc.
Exhibitor Registration BADGE PROCEDURES All Exhibitors must have badges. Registration confirmation emailed. Badges are no longer mailed. Exhibitors should bring confirmation with them to onsite Exhibitor Registration. REGISTRATION PROCESS Any complimentary registrations are in the system. Exhibitor comps based on the size of booth and cover the Exhibit Hall only. Exhibitors wanting full access to the meeting must buy a full meeting registration. In some cases, Exhibitor recognition level provides comp full meeting registrations. Exhibitors who are physicians, scientists and health care providers register in their specific category.
Exhibitor Housing HOUSING REQUESTS New sponsorship benefit: tiered system You will be notified of the date your company is eligible to request a block 10 or more rooms = block request 1-9 rooms = individual reservations Opens Mid-July Beware of fraudulent sites and scammers
AES Exhibitor Housing - Dates ACTION ITEMS Housing request a block opens Registration and housing opens DATE Tier opening (All blocks will be opened by June 18) Mid-July Deadline to submit a room block October 1 Rooming list due (any room not listed, will be released) October 9 One night non-refundable deposit to be charged per room Deadline to make changes with the housing bureau or badges November 19 Housing Changes go directly to the hotels November 26 November 19 (10:00 am ET)
QUESTIONS? Susan Oliver, Director of Industry Relations: soliver@aesnet.org Lara Fitts-Gamache, AES Exhibit Manager: lara@corcexpo.com Housing/Registration, Experient, Inc: aesgroups@experient-inc.com