ACS Chapters | Oklahoma
Exhibitor Prospectus2019 Oklahoma Chapter of the American College of Surgeons Annual Meeting
Conference Date: November 11, 2019Samis Education Center Oklahoma City, OK
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Venue InformationMEETING VENUESamis Education Center 1200 Children’s AvenueOklahoma City, OK 73104Phone: 405-271-7600
ACS Chapters | Oklahoma • 2019 Annual Meeting Exhibitor Prospectus
OKLAHOMA CHAPTER DEMOGRAPHICSThis meeting will be marketed to more than 500 surgeons with specialties ranging from general surgery to plastic surgery, from urology to vascular. The membership is very diverse with significant representation from all local training centers, including the military.
ACS Chapters | Oklahoma • 2019 Annual Meeting Exhibitor Prospectus
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Exhibit Information• Booths are assigned as applications
are received.• Displays larger than 10 feet wide will
be charged the equivalent price of two (2) exhibits
• The Oklahoma Chapter advance registration attendee list will be provided one month prior to the meeting. This list is solely for the purpose of sending marketing materials to attendees. The list will not include phone, fax or email addresses. More details will be included in confirmation email.
BENEFITS OF EXHIBITING: 9 Access to Oklahoma surgeons and
affiliates during breakfast, breaks, and lunch.
9 Special recognition in meeting program
9 Online recognition on the Oklahoma Chapter website for one year
EXHIBIT FEE - $2,000.00• One 6’ draped table, 2 chairs and
tabletop ID sign• Three (3) complimentary registrations
and access to the educational sessions• Company listed in Exhibitor Directory• Recognition in meeting program• Advance registration attendee list
(mailing addresses only) provided one month prior to meeting to promote your booth (mailer subject to ACS approval)
• Access to Educational Sessions• Online recognition on the Oklahoma
Chapter website for one year
DOUBLE EXHIBIT FEE - $2,500.00• Two 6’ draped table, 4 chairs and
tabletop ID sign• Four (4) complimentary registrations
and access to the educational sessions• Company listed in Exhibitory Directory• Recognition in meeting program• Advance registration attendee list
(mailing addresses only) provided one month prior to meeting to promote your booth (subject to ACS approval)
• Access to Educational Sessions• Online recognition on the Oklahoma
Chapter website for one year
Exhibiting InformationThis meeting provides an opportunity for you to interact with surgeons from around Oklahoma. Exhibiting also gives our attendees the opportunity to learn about your products or services.
Exhibit Schedule*EXHIBIT LOCATIONLevel one of the Samis Education Center
EXHIBIT SET UP:Monday, November 11, 2019 6:00am – 7:00am
EXHIBIT HOURS: (TENTATIVE)Monday, November 11, 2019 7:30am – 5:00pmContinental Breakfast 7:00am – 8:00amNetworking Morning Break 9:45am – 10:00amLunch 11:45am – 1:00pmNetworking Afternoon Break 3:15pm – 3:30pm
TEARDOWN:Monday, November 11, 2019 4:00pm – 5:30pm*Exhibit schedule subject to change.
Exhibitor RepresentativesExhibits must be staffed during the exhibit hours. Any space not occupied by 7:30 am on Monday, November 11, 2019 will be forfeited by the exhibitor. Displays may not be dismantled or any packing begun before 4:00 pm on Monday, November 11, 2019. Additional name badges can be purchased for $250 each.
ACS Chapters | Oklahoma • 2019 Annual Meeting Exhibitor Prospectus
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Rules And Regulations
Upon receipt of Exhibit Space Application, the Oklahoma Chapter assumes that you have read the terms outlined below and agree to abide by these terms. Application is subject to acceptance by the Chapter. Written confirmation will be sent upon receipt of Application and full payment. Eligibility to Exhibit - The meeting is intended for those companies that are related to the profession. Companies involved in providing education, supplies, and services to the medical profession; pharmaceuticals, instrumentation, practice management, publications, computer software, and so on. The Chapter reserves the right to determine the eligibility of any applicant as an exhibitor according to its Principles of Governing Corporate Support. With a limited number of exhibitors permitted, the Chapter reserves the right to deny exhibitors after the limit is reached. All products must be directly related to the practice of surgery or medicine and approved by Chapter in its sole and absolute discretion. Exhibitor shall not exhibit products or services other than those described in the application and approved by Chapter.A product that is an “investigational device or drug” must be clearly marked as such. Exhibitors must ensure that with respect to all such devices or drugs only permissible preapproved dissemination of scientific and educational information is provided at the exhibit and that appropriate disclosure and cautionary notices are included with the devices or drugs.An exhibitor shall not in any manner directly or indirectly imply that the Chapter endorses or approves the exhibitor’s product or service merely because the Chapter approved such product or service for display as an exhibit. Applications deemed ineligible by the Chapter will be returned with full payment.Cancellation and refunds - An exhibitor may cancel or withdraw from the meeting subject to the following conditions: 1) the exhibitor shall immediately file a written notice of intention to cancel or withdraw; 2)
if written notice is received 30 days or more prior, the Chapter shall retain a sum equal to fifty percent (50%) of the total cost of the reserved exhibit space; and 3) no refunds shall be made on cancellations received after October 28, 2019. Any exhibitor failing to occupy said space by the initial opening of the exhibit area shall forfeit that space and the Chapter shall have the right to use said space as desired.Exhibitor Registration - Each exhibiting company is entitled to up to (3) complimentary registrations at no additional charge. Additional registrations over the allotment can be purchased for an additional $250 fee. Only exhibitors with badges will be permitted to enter the exhibit area during hours of installation and dismantling. See registration form included in prospectus.Failure to Occupy Space - Any space not occupied by 7:30am on Monday, November 11, 2019 will be forfeited by the exhibitor. This space may be reassigned or used by Chapter without refund, unless arrangements for delayed occupancy have received prior Chapter approval.Liability - In the event the exhibition is cancelled, postponed, or relocated on account of fire, strikes, government regulations, causalities, Acts of God, or other causes beyond the control of the Chapter, the exhibitor waives any and all damages and claims for damages and agrees that the sole liability of the Chapter shall be to return to each exhibitor the exhibitor’s rental payment.Exhibit Hours - All exhibits must be staffed during open exhibit hours. It is agreed that no exhibitor will dismantle or remove any part of their exhibit prior to exhibition closing.Exhibit Standards - Each exhibitor is entitled to a reasonable sightline from the aisle regardless of the size of exhibit. Exhibits must conform to the table contracted and must be of such character or arrangement so as not to obstruct the view or interfere with the exhibits of others. All demonstrations and exhibits must be confined to the contracted space.
Questionable exhibits shall be modified at the request of Chapter staff. The fastening of materials to table drapery, building walls, ceilings, floors, carpeting, or columns is expressly prohibited.Use of Space - No sharing, subletting, or assignment of space is permitted. The Chapter shall have the right to prohibit any exhibit or part of an exhibit that in its opinion is not suitable to or in keeping with the character or purpose of the meeting. Exhibitors are encouraged to verify helium balloon usage with the facility and will be held accountable for any charges resulting from their use. Exhibitor personnel are prohibited from working in aisles or other public areas. Smoking will not be permitted in the exhibit area.Special Restrictions• Giveaways are permitted only if
approved in writing by the Chapter prior to the meeting.
• Any activity in the exhibit aisles is strictly prohibited
• Fire hose cabinets and exits must be left accessible and in full view at all times. Decorations and displays must either be of non-flammable material or be treated by an approved fire prevention method. All display material must be flame proofed and is subject to inspection by the Oklahoma City Fire Department. No flammable fluids or substances may be used or shown in booths.
• Displays may not be dismantled nor any packing begun before 5:00 pm on Monday, November 11, 2019.
Exhibitor Events/Function Space - Scheduling of private function must be coordinated directly with the Chapter. There shall not be any exhibitor entertainment, meetings, and/or any other activities targeting attendees scheduled during exhibit hours or during scheduled meeting events without prior written approval, including all symposia, lectures, focus groups, sessions and social events.FDA Regulations - Exhibitors must abide by all applicable Food and Drug
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Administration (FDA) regulations, including but not limited to any or all approved requirements. Exhibitors are reminded that the FDA prohibits the advertising or other promotion of investigational or unapproved drugs and devices and forbids the promotion of approved drugs or devices for unapproved uses. For additional information, contact FDA at 888-463-6332 or www.fda.gov.Security - Exhibitors will be responsible for security of their own exhibit areas and property. Chapter cannot guarantee or assume any liability against loss or damage of any kind but will endeavor to protect exhibitors by providing a security guard after meeting hours.Contests, Prizes or Lotteries - In order to ensure the highly professional and educational standards of the meeting, contests, prizes and lotteries are expressly prohibited unless fully explained in writing and submitted to the Chapter for approval at least two weeks prior to the meeting. The Chapter reserves the right to approve or decline any request. It is the exhibitor’s responsibility to notify winners.Signs/Announcements - No signs, posters, or brochures will be allowed anywhere in the hotel except within each exhibitor’s booth. No signs or other articles are to be fastened to walls or electrical fixtures. The use of thumbtacks, tape nails, screws, bolts, or any tool or material that could mark the floor or walls is prohibited.Chapter Logo - Use of the Chapter logo on signs or materials distributed is strictly prohibited without the written consent of the Chapter. The use of logos, seals of approval, trademarks, or other similar property rights that are in disuse may not be used in connection with any product or
service or advertising material displayed or disseminated at the exhibit.Enforcement of Rules and Regulations - The Rules and Regulations of the Chapter Exhibition are intended to bring order and equity to all parties involved. In addition to being subject to restriction or termination of an exhibit, exhibitors who violate regulations could be prevented from exhibiting at future meetings. Chapter reserves the right to restrict or terminate an exhibit without notice if an exhibitor violates any of the Rules and Regulations contained herein. In the event of such restriction or eviction, the Chapter is not liable for any refunds, rentals or other exhibit expenses.Service Contractor - All costs of shipping, cartage, and handling are to be borne by the exhibitor. The Chapter will supply one skirted table and two chairs; all other services required must be ordered directly from the facility or outside contractor.Liability, Insurance and Waiver of Subrogation - The Chapter, its staff, directors, volunteers, service contractors, nor the facility shall be held responsible for the safety of exhibits against fire, theft, or property damage, or for accidents to exhibitors or their employees from any cause prior to, during, or subsequent to the period covered by the Application. Exhibitors shall obtain, at their own expense, adequate insurance against such injury, loss, or damage. The exhibitor waives the right of subrogation by its insurance carrier(s) to recover losses sustained under the exhibitor’s insurance for real and personal property. Any and all exhibitor charges for services levied by the facility or subcontractors are the responsibility of the exhibitor. The Chapter
is not responsible for payment for any services connected with exhibitor requests and has no authority over any service charges, rental fees, set-up fees, labor contracts, etc., that are required by any venue.Music and Amplification - Due to U.S. Copyright Laws, ASCAP, and BMI licensing requirements no copyrighted music, live or recorded, will be permitted in the exhibit area unless the exhibitor using the material has purchased the appropriate license.Solicitation - The Online Membership Directory and the website’s event “See Attendees” and the contents hereof are proprietary products of the Chapter. The contents of these Directories may not, in whole or in part, be reproduced, copied, disseminated, entered into a computer database, used as part of or in connection with the names, addresses, telephone numbers, fax numbers, email addresses, website addresses and contact person of the Chapter members.Other - The Chapter reserves the right to rule on all matters pertaining to the meeting, attendees whether expressly mentioned or not, and the exhibitor, by executing Application, agrees that all rulings shall be binding upon both the exhibitor and the Chapter.
CONTACT:Dana McClure, Exhibits CoordinatorOklahoma Chapter of the ACS633 N. Saint Clair StreetChicago, Illinois 60611-3211P: 312-202-5532; F: 312-268-5241 [email protected]
ACS Chapters | Oklahoma • 2019 Annual Meeting Exhibitor Prospectus
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ACS Chapters | Oklahoma • 2019 Annual Meeting Exhibitor Prospectus
EXHIBITOR APPLICATION2019 OKLAHOMA CHAPTER EXHIBIT SPACE APPLICATIONThe Oklahoma Chapter of the American College of Surgeons, hereinafter referred to as the Oklahoma Chapter, is hereby requested and authorized to reserve exhibit space for our use during the Oklahoma Chapter Annual Meeting. It is understood and agreed that all space will be assigned on a first-come, first-served basis and that the Oklahoma Chapter reserves the right to decline any application or exhibit which is not in keeping with the character of the meeting and to make reasonable shifts in location for the benefit of the exhibitor or deadlines and details. Exhibitors are bound by the exhibitor specifications and conditions on the Exhibitor Agreement.
COMPANY NAME: (PLEASE PRINT THE NAME OF THE COMPANY AS IT SHOULD APPEAR IN PRINT)
CONTACT: TITLE:
ADDRESS
CITY, STATE, ZIP
PHONE: EMAIL:
WEBSITE ADDRESS (There will be a link on the Oklahoma Chapter website to your website)
AUTHORIZED SIGNATURE:
EXHIBIT FEES (CHECK ONE)
Exhibit Fee $2,000 Deluxe Exhibit Fee $2,500 Exhibit Deposit: A non-refundable deposit of $1,000/$1,250 is required with this application. Full payment is due by October 28, 2019. If exhibitor cancels space on or after October 28, 2019 there will be no refunds.Additional registrations over the allotment can be purchased for an additional $250 fee. Cancellation and Refunds: Written notification of a space cancellation must be received by the Oklahoma Chapter, on or before October 28, 2019 to be eligible for a refund. An exhibitor may cancel or withdraw from the meeting subject to the following conditions: 1) the exhibitor shall immediately file a written notice of intention to cancel or withdraw; 2) if written notice is received 30 days or more prior, the Chapter shall retain a sum equal to fifty percent (50%) of the total cost of the reserved exhibit space; and 3) no refunds shall be made on cancellations received after October 28, 2019. Any exhibitor failing to occupy said space by the initial opening of the exhibit area shall forfeit that space and the Oklahoma Chapter shall have the right to use said space as desired.
Payment: Check (Enclosed) Visa MasterCard American Express
CREDIT CARD NUMBER: EXPIRATION DATE: CSC:
CARD ISSUED TO: SIGNATURE OF CARDHOLDER:
Return application and payment to:Dana McClure, Exhibits CoordinatorOklahoma Chapter of the ACS633 North Saint Clair StreetChicago, Illinois 60611-3211P: 312-202-5532; F: [email protected] Meeting Registration will be mailed to the above contact. Fees payable in U.S. Funds to: Oklahoma Chapter of the ACSTAX ID: 73-1050777
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ACS Chapters | Oklahoma • 2019 Annual Meeting Exhibitor Prospectus
Exhibitor Company Listing & Exhibitor Registration FormDEADLINE: OCTOBER 21, 2019Please complete the following information. The information will be printed in the exhibitor directory and on the Oklahoma Chapter’s website. The directory will be distributed onsite to all attendees.
COMPANY NAME:
ADDRESS:
CITY: STATE: ZIP CODE: COUNTRY:
EMAIL: PHONE: FAX:
WEBSITE:
CONTACT EMAIL: CONTACT NAME:
LOGO (JPEG FORMAT ONLY) - Please attach company logo in JPEG format only.
DESCRIPTION: (MAX: 30 WORDS)
Complimentary Exhibitor Registration: Please print clearly the names, titles and unique emails of each staff attending the meeting. Confirmation will be sent to each registrant via email.Exhibitor Registration: (4 registrations for Double Exhibit Fee only)
1) NAME (PRINT) TITLE
EMAIL:
2) NAME (PRINT) TITLE
EMAIL:
3) NAME (PRINT) TITLE
EMAIL:
4) NAME (PRINT) TITLE
EMAIL:
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The Oklahoma Chapter’s mission is to advance the science and practice of surgery. Education during the Annual Meeting helps members gain knowledge of current medical and scientific issues.You can support the educational portion of the meeting in the following ways:
ACS Chapters | Oklahoma • 2019 Annual Meeting Exhibitor Prospectus
PLATINUM SUPPORTER - $1,000• Recognition from the podium through event and signage• Acknowledged as a Platinum Supporter on the Oklahoma
website• Acknowledged in the final program book• Supporter will receive badge ribbons for all personnel at
meeting
GOLD SUPPORTER - $950• Recognition from the podium through event and signage• Acknowledged as a Gold Supporter on the Oklahoma website• Acknowledged in the final program book• Supporter will receive badge ribbons for all personnel at
meeting
SILVER SUPPORTER - $750• Recognition from the podium through event and signage• Acknowledged as a Silver Supporter on the Oklahoma website• Acknowledged in the final program book• Supporter will receive badge ribbons for all personnel at
meeting
BRONZE SUPPORTER - $500• Recognition from the podium through event and signage• Acknowledged as a Bronze Supporter on the Oklahoma
website• Acknowledged in the final program book• Supporter will receive badge ribbons for all personnel at
meetingNote: A company does not need to exhibit in order to provide educational support.
Educational Support Opportunities
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Unrestricted Educational Grant & Support Application
COMPANY NAME: (Please print company name as it should appear in print)
CONTACT:
ADDRESS:
CITY, STATE, ZIP:
PHONE:
WEBSITE ADDRESS:
AUTHORIZED SIGNATURE:
UNRESTRICTED EDUCATIONAL GRANTS (CHECK ONE):• A Letter of Agreement will be sent on receipt of this application.• A company does not need to exhibit in order to provide educational support.• Grant fees do not include exhibit space.
Platinum $1,000
Gold $950
Silver $750
Bronze $500
PAYMENT METHOD:Fees Payable in U.S. Funds to: Oklahoma Chapter of the ACS
PAYMENT:
Check (Enclosed) Visa MasterCard American Express
CREDIT CARD NUMBER: EXPIRATION DATE: CSC:
CARD ISSUED TO: SIGNATURE OF CARDHOLDER:
Return completed application to Contact: Dana McClure, Exhibits CoordinatorOklahoma Chapter of the ACS633 North Saint Clair StreetChicago, IL 60611-3211P: 312-202-5532; F: [email protected]
ACS Chapters | Oklahoma • 2019 Annual Meeting Exhibitor Prospectus
ACS Chapters | Oklahoma
2019 Annual MeetingExhibitor Prospectus
Conference Date: November 11, 2019
Samis Education Center Oklahoma City, OK
ACS Chapters | Oklahomac/o American College of Surgeons633 N. Saint Clair St.Chicago, IL 60611-3211
