North American Neuro-Ophthalmology SocietyFebruary 12 – 14, 2012
JW Marriott San Antonio Hill Country Resort and Spa | San Antonio, TX
NANOS Meeting38th Annual
Exhibit & Support Prospectus
Dear NANOS Exhibitors and Supporters: The North American Neuro-Ophthalmology Society (NANOS) invites you to participate in our 38th Annual Meeting in San Antonio, Texas, February 12 – 14, 2012. The NANOS Program Committee has developed an outstanding program and would like to include your participation. Over 350 medical professionals devoted to the field of neuro-ophthalmology were part of the 2011 NANOS Annual Meeting. An equally substantial turnout is expected in 2012 thanks to an innovative program. Exhibits will be near the posters and general session. Coffee breaks will be served in the exhibit area in order to maximize the interaction between the attendees and exhibitors. More detailed information on exhibit and support opportunities can be found in this prospectus. Please make plans to join us. We look forward to your involvement. Sincerely, Preston C. Calvert, MD President, North American Neuro-Ophthalmology Society
INVITATION TO EXHIBITORS & SUPPORTERS
Executive Office 5841 Cedar Lake Road, Suite 204 Minneapolis, MN 55416 Phone: 952-646-2037 Fax: 952-545-6073 Email: [email protected]
OFFICERS PRESIDENT Preston C. Calvert, MD PRESIDENT ELECT Leah Levi, MD PAST PRESIDENT Anthony C. Arnold, MD VICE PRESIDENT Edmond J. FitzGibbon, MD SECRETARY Nancy Newman, MD TREASURER & EXECUTIVE VICE PRESIDENT Larry Frohman, MD BOARD OF DIRECTORS Valerie Biousse, MD Ivy Dreizin, MD Karl Golnik, MD Nicholas Volpe, MD Agnes M.F. Wong, M.D., Ph.D., FRCS(C) EDITOR OF THE JOURNAL OF NEURO-OPHTHALMOLOGY Lanning B. Kline, MD EX-OFFICIO Thomas J. Carlow, MD
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Acknowledgement in the Annual Meeting Syllabus which is distributed to all attendees and NANOS members.
Discounted Mailing List Rental*:
Rent the attendee mailing list for only $100! This list will be
available starting 6 weeks prior to the Annual Meeting start date through 30 days after close of the meeting. Rent the NANOS membership mailing list for only $250
(regular price is $500)! That’s a 50% savings! This list will be available starting 8 weeks prior to the Annual Meeting start date through 30 days after close of the meeting.
Advertising Discount! Place an ¼ page, black & white advertisement
in the Journal of Neuro-Ophthalmology for only $250 (regular price is $540). That is over a 60% savings! The deadline to receive the discount is November 22, 2011. Please contact Michelle Smith at [email protected]
One copy of the Annual Meeting Syllabus per exhibiting company. Complimentary exhibitor badges for two company representatives. Additional exhibitor badges
available for $250 per person. One ticket to the Annual Banquet, Wednesday, February 15 (additional tickets $100).
*one-time mail list rental only
BENEFITS OF EXHIBITING
EXHIBIT DETAILS
Each table-top exhibit space includes the following items: One – 6’ skirted table Two chairs One company identification sign Two exhibitor staff badges
Show Hours Sunday, February 12 6:30 a.m. – 3:30 p.m. Monday, February 13 6:30 a.m. – 12:15 p.m. Tuesday, February 14 6:30 a.m. – 12:15 p.m. Exhibit Set-Up Saturday, February 11 4:00 p.m. – 8:30 p.m. Exhibit Tear-Down Tuesday, February 14 12:30 p.m. – 3:00 p.m.
Please note that all exhibits must be set-up and show-ready by posted date/time. Dismantling of exhibits prior to posted date/time is strictly prohibited. If exhibits are not removed by 3:00 p.m., hotel staff will dismantle and charges will apply.
Pricing (on or before January 6, 2012) 6’ table exhibit $750 USD (after January 6, 2012) 6’ table exhibit $1,200 USD
Reserve your booth by January 6, 2012,
to receive a discount!
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Company Name
Contact Title
Address
City State Zip/Postal Code
Telephone Email Address
Two representatives per exhibit booth may attend on a complimentary basis. Please list the staff names below as you would like them printed on the badges. 1. 2. Additional representative badges are available for $250 per person. Please list the names of additional representatives who will staff your booth: _____ (# of additional badges) X $250.00 = $ _____
Space will be assigned by the NANOS Executive Office on a first-come first-served basis. 1 tabletop exhibit: $750 if reserved on or before January 6, 2012 2 tabletop exhibit spaces: $1200 if reserved on or before January 6, 2012 1 tabletop exhibit: $1,200 if reserved after January 6, 2012 Electricity is available through the hotel at an additional cost. If you require electricity, please contact Lisa Lanham at Freeman via email at [email protected] or phone at (210) 554-2069 for details. Please email a 50-word description of your company, product or services to [email protected] by January 6, 2012, to be included in the onsite materials. Content will be printed in the meeting program EXACTLY as it appears. Total Amount Enclosed $__________ MasterCard Visa Check # Credit card number: Exp. Date Name as it appears on card: Signature Date Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, defend, and hold NANOS, the JW Marriott San Antonio Hill Country Resort & Spa, and their employees and agents harmless against all claims, losses, damages to persons or property, governmental charges or fines and attorneys fees arising out of or caused by Exhibitor’s installation, removal, maintenance, occupancy, or use of exhibition premises or a part thereof, excluding any such liability caused by the sole negligence of the JW Marriott San Antonio Hill Country Resort & Spa and their employees and agents. Full payment must accompany the application in order to reserve your booth. We agree to abide by the exhibit rules and regulations indicated in this publication and any amendments thereto, all of which are a part of this contract. We also agree to abide by the cancellation clause as follows:
- Companies that cancel before January 6, 2012 will receive a full refund. - Companies that cancel after January 6, 2012 will be responsible for paying the full cost of the space.
Signature Title Date
2012 NANOS EXHIBIT APPLICATION EARLY APPLICATION DEADLINE: January 6, 2012
COMPANY IDENTIFICATION Please provide company name as you wish it to appear on the program.
EXHIBIT SPACE
ELECTRICITY
50 - WORD COMPANY DESCRIPTION
CONTRACT AGREEMENT / INDEMNIFICATION
Complete this interactive form and fax to (952) 545-6073, email to [email protected] or mail to the address listed below. NANOS 5841 Cedar Lake Road Suite 204 Minneapolis, MN 55416 | Tel: (952) 646-2037
PAYMENT INFORMATION
EXHIBIT REPRESENTATIVES
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1. CONTRACT FOR SPACE: The submission of the exhibit application, the assignment of space, and the payment of rental charges constitutes a contract for rental of the space assigned. Any exhibitor failing to occupy space is not relieved of the obligation to pay the full rental price. If not occupied by the time set for completion of display installation, such space may be re-possessed by NANOS. The said contract will not be binding upon NANOS in the event of strikes or other circumstances beyond NANOS’ control. It is agreed that: If a cancellation occurs before January 6, 2012, a full refund will be issued. If cancellation occurs on or after January 6, 2012, no refund will be given. 2. GENERAL CONDUCT OF EXHIBITORS: The purpose of NANOS’ exhibit program is to further the education of the registrants by providing an area for exhibitors to present information on products or services pertinent to their professional interest. The character of exhibits is subject to the approval of NANOS. The right is reserved to refuse applications of concerns not meeting standards required or expected, as well as the right to curtail exhibitors or parts of exhibits, which reflect against the character of the meeting. 3. LIABILITY: It is understood that each party involved - NANOS, the JW Marriott San Antonio, and the exhibitor - agrees to be responsible for any claims arising out of their own negligence or that of their employees or agents. In addition, each party agrees to be responsible for their own property through insurance or self-insurance, and shall hold harmless each of the other parties for any and all damage caused by theft and those perils normally covered by a fire and extended coverage policy. NANOS and the JW Marriott San Antonio will not be responsible for damage or loss to any property belonging to the exhibitor or used in connection with its exhibit, including the shipping containers brought into or used in or about the hotel, nor for any acts or omissions of the exhibitor, its employees, agents or representatives. 4. FIRE PROTECTION: All exhibits must conform to the fire laws, health regulations, electrical codes, and other ordinances of the San Antonio Fire Dept. All materials used in the exhibit must be flameproof and fire resistant. All materials are subject to the inspection of the San Antonio Fire Department and their regulations shall govern. Crepe paper, corrugated paper, flame-proof and otherwise, plus inflammable fluid or substances are not permitted. Any exhibits or parts thereof found not to be fireproof may be ordered dismantled. Enclosed ceilings are not permitted in the exhibit hall. Smoking is not permitted in the exhibit hall. The Resort reserves the right to dismantle any exhibit it feels does not conform to the fire laws, health regulations, electrical codes, and other ordinances of the San Antonio Fire Department. 5. CERTIFICATE OF INSURANCE: NANOS does not provide insurance for exhibitor’s property. Exhibitor must insure their exhibit materials, goods, and/or equipment against theft, damage by fire, accident or loss of any kind. 6. MEETING CANCELLATION: It is mutually agreed that in the event of cancellation of the 2012 exhibits due to fire, strikes, government regulations, or causes which would prevent its scheduled opening or continuance, then and thereupon, this agreement will be terminated, and the Board of Directors of NANOS shall determine an equitable basis for the refund of such portion of the exhibit fee as is possible, after consideration of expenditures and commitments already made.
7. PROTECTION OF PROPERTY: No signs, banners, or displays shall be erected or displayed in any part of the Resort without the approval of NANOS and the Convention Services Manager. Nothing shall be pasted on, tacked, nailed, screwed or otherwise attached to columns, walls, floors, or other parts of the building or furniture. Exhibitors violating this regulation are expressly bound, at their expense, to repair any such damage they may cause. 8. DRESS CODE: Exhibitors should wear business attire during exhibit hours. 9. EARLY DISMANTLING: No exhibitor will be allowed to dismantle any portion of their exhibit prior to the end of exhibit hours on the final day of exhibits. This is a discourtesy to those attending the Show and to your neighboring exhibitors. Exhibitors who dismantle prior to the closing of the show will forfeit seniority for the 2013 NANOS Exhibit. 10. LIGHTING: No lighting, fixtures, lighting trusses or overhead lighting are allowed outside the boundaries of the exhibit space. Lighting should be directed to the inner confines of the exhibit space. Lighting should not project onto other exhibits or show aisles. Lighting which is potentially harmful, such as lasers or ultraviolet lighting, will not be permitted. Lighting that spins, rotates, pulsates and other specialized lighting effects should be in good taste and not interfere with neighboring exhibitors or otherwise detract from the general atmosphere of the event. Exhibitors intending to use light systems should submit drawings to Show Management for approval. 11. GENERAL SETUP: Due to the design of the exhibit, pop-ups are discouraged. Exhibit space restrictions for all spaces are as follows: Height: Exhibits must not exceed 5’ from the floor Side: Exhibits must not exceed 4’ from the floor Line of sight: No structure shall block/impede on the line of sight for any and all exhibitors within the same aisle. NANOS reserves the right to require that structures/signs/displays, etc. are removed accordingly. 12. INDEMNIFICATION: By submitting an Application and Contract for Exhibit Space (“Application”), Exhibitor agrees to indemnify, hold harmless and defend NANOS, the JW Marriott San Antonio, and each of their affiliates and subsidiaries, and each of their directors, members, officers, agents, employees, and representatives (each an “Indemnified Party”), from all claims, losses, liabilities, damages, actions, judgments, penalties, costs, and expenses (including attorney fees and costs) arising in, at, out of or in connection with the Exhibitor’s exhibit or the installation, maintenance, conduct, use, operation or removal of such exhibit or any part thereof, by Exhibitor or its officers, directors, employees, agents, representatives, invitees, agents or contractors. Such indemnification shall be effective regardless of any claim of negligence on the part of any Indemnified Party. This provision shall be construed to be incorporated into the Application. 13. SECURITY: The Exhibit Hall will be locked during non-exhibit hours and not accessible to the public. Neither NANOS nor the JW Marriott San Antonio are liable for any missing, lost or stolen items. Exhibitors are strongly encouraged to take every security precaution necessary to prevent loss. 14. BADGES: Exhibitor must ensure that all of its agents, representatives and employees wear and display their identification badges at all times while in the Exhibit Hall.
EXHIBIT RULES AND REGULATIONS
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Corporate Support Levels and Additional Recognition Platinum $100,000+
• Onsite signage throughout meeting • Complimentary one-time membership or attendee mailing list rental • Recognition throughout symposia and in all printed materials promoting or distributed during symposia • Acknowledgement announcements during receptions and throughout meeting • Research or educational project (proposals are welcome – recognition will be tailored to project) • Four complimentary Annual Banquet tickets • Acknowledgement in Annual Meeting Syllabus (distributed to all members) • Inclusion in “Corporate Partners Listing” on NANOS website
Gold $50,000 - $99,999
• Signage at supported event/s • Complimentary one-time membership or attendee mailing list rental • Four complimentary Annual Banquet tickets • Acknowledgement announcements during receptions and throughout meeting • Acknowledgement in Annual Meeting Syllabus (distributed to all members) • Inclusion in “Corporate Partners Listing” on NANOS website
Silver $25,000 - $49,999
• Signage at supported event/s • Complimentary one-time membership or attendee mailing list rental • Two complimentary Annual Banquet tickets • Announcement of contribution in daily morning announcements • Acknowledgement in Annual Meeting Syllabus (distributed to all members) • Inclusion in “Corporate Partners Listing” on NANOS website
Bronze $10,000 - $24,999
• Signage at supported event/s • Acknowledgement in Annual Meeting Syllabus (distributed to all members) • Two complimentary Annual Banquet tickets • Inclusion in “Corporate Partners Listing” on NANOS website
Additional Support Opportunities The items listed below will receive custom benefit packages. If you are interested and want further details, please call the NANOS Executive Office at (952) 646-2037 or email [email protected]. CME Programs Food / Entertainment Support of annual scientific meeting in its entirety $250,000 Annual Banquet $30,000 Full support of NANOS Virtual Education Library $175,000 Opening Reception $20,000 Full Day Walsh Session $100,000 Poster Session buffett $20,000 Full Day General Session $100,000 Walsh Session boxed lunches $10,000 Half Day General Session $50,000 One continental breakfast $5,000 Partial support of NANOS Virtual Education Library $50,000 One coffee break $5,000 Optional afternoon educational offering $50,000 Support of visiting Professor to NANOS meeting $25,000 Awards Support of Annual Meeting Syllabus $25,000 Medical Student Travel Awards $10,000 Partial support of NANOS website $25,000 Resident Fellow Awards $5,000 Support of Annual Meeting audio visual $25,000 Young Investigator Award $5,000
SUPPORT OPPORTUNITIES
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Please provide company name as you wish it to appear on the program.
Company Name
Contact Title
Address
City State Zip/Postal Code
Telephone Fax
Email Address Please indicate your level of support. Benefit details may be found on page 5 of this prospectus.
Platinum $100,000+
Gold $50,000 - $99,999
Silver $25,000 - $49,999
Bronze $10,000 - $24,999
Exact Dollar Amount Given: $ _________________ Full payment must accompany the application in order to confirm support. Total Amount Enclosed $ MasterCard Visa Check / Check Number Credit card number: Exp. Date Name As It Appears On Card Signature Date I/We agree to abide by the rules and regulations indicated in this publication and any amendments thereto, all of which are a part of this contract. I/we understand that no refunds will be given.
Signature______________________________________Title_________________________Date___________
OFFICE USE ONLY
Date received___________________________ Balance Received______________________________
2012 NANOS SUPPORT APPLICATION Complete this form and fax to (952) 545-6073, email to [email protected] or mail to the address listed below. NANOS 5841 Cedar Lake Road Suite 204 Minneapolis, MN 55416 | Tel: (952) 646-2037
COMPANY IDENTIFICATION
SUPPORT LEVEL
CONTRACT AGREEMENT / INDEMNIFICATION
PAYMENT INFORMATION
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2012 NANOS Meeting Exhibit / Support Discounted Mailing List Rental
POLICY: 2012 Meeting Exhibitors and Sponsors may rent the NANOS Membership List and/or Meeting Attendee Mailing List at a discounted cost. You may order the membership or attendee list OR the NANOS Executive Office can send a blast email to membership. Rental of either list is for ONE TIME USE ONLY. Addresses provided are the member’s preferred mailing address. We cannot provide all home or all business addresses, as we do not have both addresses for all members. The membership list will include foreign addresses. Appropriate payment must accompany order. All mailing information/materials must be approved by the NANOS Board. Please indicate the type of list requested: Meeting Attendee List: $100 (available beginning January 2, 2012 through March 15, 2012) NANOS Membership List: $250 (available beginning December 19, 2011 through March 15, 2012)
Please indicate the preferred method: Blast email sent by NANOS Executive Office. (Email addresses are not available.) Address Mailing List (provided electronically in Excel format)
Please include the following with your order: A copy of the material you will be mailing Appropriate payment (check) or credit card information
CREDIT CARD PAYMENT INFORMATION: VISA MasterCard Card Number: ____________________________________________ Exp. Date: ___________________ Signature: ____________________________________________________________________________ Name: _______________________________________________________________________________ Institution: ___________________________________________________________________________ Address: _____________________________________________________________________________ City/State/Zip: ________________________________________________________________________ Phone: ___________________ Fax: __________________ Email: _______________________________
DISCOUNTED MAILING LIST ORDER FORM Return or fax this form with any additional payment by January 6, 2012. Submit to: NANOS 5841 Cedar Lake Road Suite 204 Minneapolis, MN 55416 or Fax: (952) 545-6073 or Email: [email protected]
PAYMENT INFORMATION
LIST RENTAL ORDER INFORMATION
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North American Neuro-Ophthalmology SocietyFebruary 12-14, 2012 | San Antonio, TX
