8
Exhibitor Prospectus Sponsorship Guide & June 10–11, 2016 The Ritz-Carlton Orlando, Grande Lakes Orlando, FL 6 www.ophmasters.com — Improving Patient Outcomes Advancements in Ophthalmology
Exhibitor Prospectus
Sponsorship Guide&
June 10–11, 2016The Ritz-Carlton Orlando, Grande Lakes
Orlando, FL
6
www.ophmasters.com
— Improving Patient OutcomesAdvancements in Ophthalmology
Exhib
itor P
rospe
ctus
Spon
sorsh
ip Gu
ide&
June
10–1
1, 20
16Th
e Ritz
-Carlto
n Orla
ndo, G
rande
Lake
sOr
lando
, FL
6
www.o
phma
sters.
com
— Im
provin
g Patie
nt Outc
omes
Advanc
ement
s in Op
hthalm
ology
Exhibitor Prospectus
Sponsorship Guide&
June 10–11, 2016The Ritz-Carlton Orlando, Grande Lakes
Orlando, FL
6
www.ophmasters.com
— Improving Patient Outcomes
Advancements in Ophthalmology
1
The Ritz-Carlton Orlando, Grande Lakes4012 Central Florida Pkwy, Orlando, FL 32837
Room rate: Starting at $189 per nightReservations: 1-800-266-9432 – Refer to the FSO group rate
Deadline: May 23, 2016 or until the FSO room block is full
• Connect with over 300 attendees
• Complimentary listing in meeting materials & website
• Opportunities for immediate sales leads
• Meet potential prospects
• Access to post meeting attendee lists
EXHIBITOR SERVICES
EXHIBIT HALL HOURS
Gilbert Exposition Management Services: GEMS
Attn: Lisa MaagP: 407-438-5002 x117
F: 407-852-0286E: [email protected]
Friday, June 10Move In: 12:00 pm – 5:00 pmReception: 6:15 pm – 7:45 pm
Saturday, June 11Hall Open: 7:00 am – 2:30 pm
Move Out: 2:30 pm
BENEFITS OF EXHIBITING:
VENUE
Exhib
itor P
rospe
ctus
Spon
sorsh
ip Gu
ide&
June
10–1
1, 20
16Th
e Ritz
-Carlto
n Orla
ndo, G
rande
Lake
sOr
lando
, FL
6
www.o
phma
sters.
com
— Im
provin
g Patie
nt Outc
omes
Advanc
ement
s in Op
hthalm
ology
Exhibitor Prospectus
Sponsorship Guide&
June 10–11, 2016The Ritz-Carlton Orlando, Grande Lakes
Orlando, FL
6
www.ophmasters.com
— Improving Patient Outcomes
Advancements in Ophthalmology
2
CONNECTFa
ce T
ime
Opp
ortu
nitie
s Satellite Symposium $10,000
Be viewed as a leader in the field of ophthalmology. Host a one-hour educational symposium session. This unique opportunity, available only to exhibitors, gives your company exclusive access to reach attendees for a specified one-hour session (not to compete with the scientific sessions). Due to limited availability, you are encouraged to register as soon as possible to secure your preferred dates and times for your company.
• One-hour session • Complimentary 8x10 booth • Symposium posted on meeting website, in onsite guide and on meeting signage • Basic audiovisual will be provided • Priority placement in exhibit hall
Innovation Lab $7,500
Showcase your company’s newest products or services during a dedicated 1-hour session in a private meeting room equipped for 50 attendees. Engage the attendees and make use of valuable face time with them, without competition of any kind. This sponsorship includes:
• One-hour session, in a private room • Complimentary 8x10 booth • One-time use of a mailing list to market to all pre-registered attendees • Promotion of your innovation lab on the website, the onsite guide, and on meeting signage • Basic audiovisual will be provided
Dine with the Docs $750
Planning on treating your doctors to dinner? Make a lasting impression and let us take the hard work off of you! We will market your dinner to attendees on our website, the onsite guide, and at the meeting, for maximum exposure. Food and beverage costs and planning of dinner is the companies’ responsibility.
For more information regarding these opportunities contact: Colleen Filbert, Associate Executive Director
P: 904-309-6209 | E: [email protected]
*Company MUST exhibit at the meeting in order to take advantage of any of the opportunities listed above.
Exhib
itor P
rospe
ctus
Spon
sorsh
ip Gu
ide&
June
10–1
1, 20
16Th
e Ritz
-Carlto
n Orla
ndo, G
rande
Lake
sOr
lando
, FL
6
www.o
phma
sters.
com
— Im
provin
g Patie
nt Outc
omes
Advanc
ement
s in Op
hthalm
ology
Exhibitor Prospectus
Sponsorship Guide&
June 10–11, 2016The Ritz-Carlton Orlando, Grande Lakes
Orlando, FL
6
www.ophmasters.com
— Improving Patient Outcomes
Advancements in Ophthalmology
SUPPORT
3
Soci
al O
ppor
tuni
ties
Welcome Reception $10,000
Sponsor the opening event at the Masters in Ophthalmology meeting. The welcome reception will be held on Friday evening in the exhibit hall and will allow attendees to mingle with colleagues and the exhibitors while enjoying drinks and lite bites. Your company will receive acknowledgement in the meeting program and onsite guide.
Dessert Reception $3,500
Leave the attendees with a sweet taste—sponsor the Saturday afternoon dessert reception. Following the legislative luncheon, attendees will have one final chance to meet with exhibitors and enjoy an afternoon treat. Your company will receive acknowledgement in the meeting program and onsite guide.
Saturday Evening Reception $5,000
Finish out the final night of the Masters meeting with an exciting reception, sponsored by your company! Your company will receive acknowledgement in the meeting program and onsite guide.
Smoothie Bar Break $3,000Freshen up your attendees day by sponsoring the smoothie bar! Your company will receive acknowledgement in the meeting program and onsite guide.
Saturday Morning Break $2,500
Keep the attendees’ momentum going on Saturday morning for the scientific sessions—sponsor the Saturday morning coffee break. Your company will receive acknowledgement in the meeting program and onsite guide.
For more information: Vivian Grifantini, Exhibit Coordinator
P: 904-309-6212 | E: [email protected]*Company MUST exhibit at the meeting in order to take advantage of any of the opportunities listed above.
SPO
TLIG
HT
ITEM
NEW
Exhib
itor P
rospe
ctus
Spon
sorsh
ip Gu
ide&
June
10–1
1, 20
16Th
e Ritz
-Carlto
n Orla
ndo, G
rande
Lake
sOr
lando
, FL
6
www.o
phma
sters.
com
— Im
provin
g Patie
nt Outc
omes
Advanc
ement
s in Op
hthalm
ology
Exhibitor Prospectus
Sponsorship Guide&
June 10–11, 2016The Ritz-Carlton Orlando, Grande Lakes
Orlando, FL
6
www.ophmasters.com
— Improving Patient Outcomes
Advancements in Ophthalmology
VISUALIZE
4
Esse
ntia
l Opp
ortu
nitie
s
Room Door Drop $2,000
Reach attendees where they are staying. Your company’s door drop will allow your company access to every attendee staying at the meeting hotel. Encourage the attendees to stop by your booth with a special invitation sent directly to their room. You coordinate the marketing piece and we will take care of the rest!
Attendee Meeting Bag $4,500
The sponsor of the attendee meeting bags will receive full exposure as every bag will include your company name and logo. Attendees will use the meeting bag throughout the entire meeting and beyond.
Padfolios $2,500
Sponsor padfolios for attendees to use during the meeting. Each attendee will receive a padfolio that will include a special marketing piece with your company information and logo on it.
Logo Ice Luge $3,000
Want to be the “coolest” sponsor of the meeting? Sponsor an ice luge that will be featured during the Friday night Welcome Reception with your company logo on it.
Bag Stuffer $1,000
Want more exposure at the Masters in Ophthalmology meeting? Your company can create a specialized marketing piece that will be inserted into all attendee meeting bags. You can include your company logo, contact information and even your booth number.
For more information: Vivian Grifantini, Exhibit Coordinator
P: 904-309-6212 | E: [email protected]*Company MUST exhibit at the meeting in order to take advantage of any of the opportunities listed above.
SPO
TLIG
HT
ITEM
NEW
Exhib
itor P
rospe
ctus
Spon
sorsh
ip Gu
ide&
June
10–1
1, 20
16Th
e Ritz
-Carlto
n Orla
ndo, G
rande
Lake
sOr
lando
, FL
6
www.o
phma
sters.
com
— Im
provin
g Patie
nt Outc
omes
Advanc
ement
s in Op
hthalm
ology
Exhibitor Prospectus
Sponsorship Guide&
June 10–11, 2016The Ritz-Carlton Orlando, Grande Lakes
Orlando, FL
6
www.ophmasters.com
— Improving Patient Outcomes
Advancements in Ophthalmology
5
CONNECTAd
vert
ising
Opp
ortu
nitie
s
Full- or Half-Page Ad in FSO Newsletter $800/$650
Reach out to the attendees before the meeting by placing a full- or half-page black-and-white ad in the FSO newsletter, The Florida Ophthalmologist. This quarterly newsletter will be distributed just weeks before the meeting.
Banner Ad $500
Reach out to the attendees before the meeting by placing a banner ad on the FSO website at www.mdeye.org
Full-Page Ad in Onsite Guide $500
Place a full-page ad in the onsite guide that all attendees receive upon arrival at the meeting. Supporters can reference their exhibit booth number and even include information on your products and/or services.
Premier Advertising Onsite $1,000
Place an 8-foot ad on the back of the meeting signage that all attendees see upon arrival at the meeting. Supporters can reference their exhibit booth number and even include information on your products and/or services.
Full-Page Ad in Membership Directory $750
Reach out to the attendees after the meeting by placing a full-page full color ad in the FSO annual membership directory. What better way to remind the attendees about your company even after the meeting is over?
March 1, 2016Early Bird ExhibitorApplications Due
May 15, 2016Exhibitor
Applications Due
May 23, 2016Hotel Reservation Cutoff
May 25, 2016Event Titles, Ads, Bag Stuffers, Room Drops,
Badges Due
May 25, 2016Satellite Symposium, Innovation Lab, and
Exhibitor Theater Cutoff
IMPORTANT DEADLINES
NEW
Exhib
itor P
rospe
ctus
Spon
sorsh
ip Gu
ide&
June
10–1
1, 20
16Th
e Ritz
-Carlto
n Orla
ndo, G
rande
Lake
sOr
lando
, FL
6
www.o
phma
sters.
com
— Im
provin
g Patie
nt Outc
omes
Advanc
ement
s in Op
hthalm
ology
Exhibitor Prospectus
Sponsorship Guide&
June 10–11, 2016The Ritz-Carlton Orlando, Grande Lakes
Orlando, FL
6
www.ophmasters.com
— Improving Patient Outcomes
Advancements in Ophthalmology
6
EXHIBIT & SPONSORSHIP APPLICATION
This exhibitor agreement is entered into between__________________________________ (Exhibitor) and FSO. This agreement takes effect upon signing by exhibitor. The exhibitor hereby requests to FSO to provide the exhibitor with exhibit space at the FSO Masters Meeting. Exhibitor further agrees to abide by all exhibitor terms and conditions as outlined in the Terms and Conditions including having full booth set up by 5:00 pm on Friday, June 10 and to not tear down before Saturday, June 11, at 2:30 pm. Exhibitor agrees that if they do not follow these set up and tear down guidelines, the company will be charged $500 and will be suspended from future shows. DISCLAIMER: Exhibit space is awarded on a first-come, first-served basis. Submission of this form and payment does not guarantee exhibit space. FSO will notify exhibitor applicant if exhibit space request cannot be honored. A confirmation email will be sent upon arrival of payment. My signature below indicates that I have read the regulations, agreement terms and booth specifications in the Terms and Conditions.
Print Name_______________________________________
Signature___________________________ Date_________
Payment and Billing InformationTo sign up for exhibit space, complete this form and fax it to 904-998-0855 or mail this completed form with check enclosed payable to: FSO, 6816 Southpoint Parkway, Suite 1000, Jacksonville, FL 32216.
TOTAL AMOUNT Check boxes above to indicate: $___________________
Visa American Express MasterCard Security Code_________ Check
Number_____________________________________ Exp. Date_____________
Name on Card____________________________________________________________
Signature________________________________________________________________
Payment for exhibit space must accompany registration or we will be unable to reserve your booth(s).
Applicant Information (to send exhibit correspondence to, including confirmation and exhibit booth number)
Company Name (as to appear on printed materials):
Representative Name:
Address:
City: State: Zip:
Tel: Fax: Email:
Website:
Competitor(s):
(We ask for this information to try and place competitors’ booths away from one another. If you leave this blank, your company may be placed by a competitor.)
For more information contact:Vivian Grifantini, Exhibit Coordinator Direct: 904.309.6212Fax: 904.998.0855 • [email protected]**Must purchase booth to participate in sponsorship opportunities
*For customized packages, please contact Vivian Grifantini
Onsite Representative(s) Contact InfoBadge 1 Name_____________________________________Cell Phone____________________________________Badge 2 Name_____________________________________Cell Phone____________________________________
(Additional badges $125/person)Badge 3 Name_____________________________________Badge 4 Name_____________________________________
Basic Booth — $2,950Early Bird Booth — $2,750
Satellite Symposium ..............................................................add $10,000Welcome Reception ...............................................................add $10,000Innovation Lab. .......................................................................... add $7,500Saturday Evening Reception ................................................ add $5,000Attendee Meeting Bag ............................................................ add $4,500Dessert Reception .................................................................... add $3,500Logo Ice Luge ............................................................................. add $3,000Smoothie Bar Break .................................................................. add $3,000Saturday Morning Break......................................................... add $2,500Padfolios ....................................................................................... add $2,500
Room Door Drop ....................................................................... add $2,000Bag Stuffer ................................................................................... add $1,000Premier Advertising Onsite ................................................... add $1,000Full- or Half-Page ad in Newsletter ................................add $800/650Full-Page Ad in Membership Directory................................ add $750Dine With the Docs ......................................................................add $750Full-Page Ad in Onsite Guide ....................................................add $500Banner Ad ........................................................................................add $500Pre-registration list ......................................................................... add $75
After March 1, 2016Before March 1, 2016
TOTAL $_____________
Additional Opportunities
Masters in Ophthalmology 2016June 10–11, 2016 • The Ritz-Carlton Orlando, Grande Lakes
The FSO tax ID # is 59-1980531.
Advertising prices are inclusive of tax.
Exhib
itor P
rospe
ctus
Spon
sorsh
ip Gu
ide&
June
10–1
1, 20
16Th
e Ritz
-Carlto
n Orla
ndo, G
rande
Lake
sOr
lando
, FL
6
www.o
phma
sters.
com
— Im
provin
g Patie
nt Outc
omes
Advanc
ement
s in Op
hthalm
ology
Exhibitor Prospectus
Sponsorship Guide&
June 10–11, 2016The Ritz-Carlton Orlando, Grande Lakes
Orlando, FL
6
www.ophmasters.com
— Improving Patient Outcomes
Advancements in Ophthalmology
7
TERMS & CONDITIONSRules and Regulations:By applying for exhibit space, a company agrees to adhere to all conditions and regulations outlined below. The Florida Society of Ophthalmology (FSO) requests the full cooperation of the exhibitor in their observances. Please be sure that your promotional department, exhibitor appointed contractor, and anyone else involved in the arrangements for your exhibit has a copy of these rules and regulations. For any questions, please contact the FSO office at 904-998-0819.
Available Tradeshow Hours:All exhibitors must commit to having their exhibits displayed and staffed during the posted exhibit hours. Please do not set-up late or tear-down early. The above signed agrees to pay a $500 fee should the exhibit space contracted with this agreement get broken down before official tear-down hours or the company is a no-show.
Space Assignment:Space will be assigned according to the order in which applications and full payments are received. No space can be assigned without full payment. FSO will confirm the receipt of money/contract along with a space assignment. FSO reserves the right to re-arrange the floor plan where necessary to facilitate a successful traffic flow. It also reserves the right to reject, at its discretion, any application to exhibit. The room is not large, but every effort will be made to separate direct competitors. Exhibit materials are confined to the area leased.
Cancellation:Once formal application has been received, cancellation must be submitted to FSO, in writing, no later than 45 days prior to the meeting. If no cancellation notification in writing is received, no refund will be made. A full refund minus a $500.00 processing fee will be returned. There are no refunds for no-shows or those canceling within 30 days.
Exhibit Rules:The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitor. Exhibitor is responsible for damage to property. No signs or other articles shall be posted, nailed or otherwise attached to any of the pillars, walls, doors, etc. in such manner as to deface or destroy them. No attachments shall be made to the floors by nails, screws or any other device. FSO reserves the right to restrict exhibits that may be objectionable, or to order the removal of any portion of an exhibit which in the judgment of FSO is detrimental to or detracts from the general order of the exhibits. This applies to persons advertising, soliciting or anything of a similar nature.
Display Requirements and Restrictions:FSO retains the right to deny the exhibition of inappropriate items and products. Please contact the Exhibit Coordinator with any questions. Drugs, chemicals or other therapeutic agents listed in AMA’s New and Non-Official Remedies, National Formulary or U.S. Pharmacopeia, may be displayed. Proprietary drugs mixtures and special formulas may be displayed if documentary evidence of their acceptance by ethical medical organizations is on file with the Exhibit Coordinator. New, unlisted and/or initial display items must be submitted for clearance prior to opening of the convention. Clinical and laboratory tests and evaluation on such items must be submitted at least three months prior to opening date of the convention. The same restrictions apply to books, advertisements in medical journals or other publications on display and to all promotional literature.
Unauthorized Canvassing and Distribution of Advertising Matter:Solicitation of outside business or conferences in the interest of business except by exhibiting firms is prohibited. Exhibitors are urged to report to the Exhibit Coordinator any violations of this rule. Canvassing by exhibitors outside of their booths is also forbidden. Circulars or advertising matter of any description shall not be distributed except from the exhibitor’s booth or by specific permission of the FSO.
Exhibits with Electrical Requirements:Machines and apparatus operated by electricity must not disrupt or annoy other exhibitors. Electrical arrangements must be made through the exhibit contractor.
Modesty and Live Demonstration:The use of models, biological tissues, or animals is strictly forbidden.
Subletting of Space:No subletting of space will be permitted. Only one company may exhibit per booth.
Liability:The property will take all reasonable precautions against damage or loss by fire, water, storm, theft, strike or any other emergencies of that character but does not guarantee or insure the exhibitor against loss by reason thereof. FSO will not guarantee Exhibitors against loss of any kind. Reasonable care should be exercised by the Exhibitor to protect all exhibits. Exhibitors are urged to secure valuables nightly or take them with them when they leave the room for the day. Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, and defend FSO, Compass Management, the affiliates, officers, directors, agents, employees and partners of each, (“Indemnified Parties”) harmless against all claims, losses and damages, including negligence, to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy or use of the exhibit premises or a part thereof.
In addition, Exhibitor acknowledges that the Indemnified Parties do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of the Exhibitor to obtain business interruption, property damage and comprehensive general liability insurance.
Exhibitors are urged to take out a portal-to-portal rider available at a nominal cost on their own insurance policy, protecting them against lost through theft, fire damage, etc.
