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EXHIBITOR PROSPECTUS

ADDITIONAL PROGRAMSASOA WORKSHOPS

T&N TECH TALKSATPO TRAIN THE TRAINER

ASCRS GLAUCOMA DAY

CORNEA DAY

TECHNICIANS & NURSES PROGRAM

MAY 6–8, 2017

A JOINT MEETING WITH

WELCOME EXHIBITORS 4

ASCRS•ASOA CONTACTS 5

IMPORTANT DATES 6

EXHIBITOR REGISTRATION, 7 INSTALL & DISMANTLE

PAST MEETING ATTENDANCE 8–10Attendance History by Year Demographic Data—Attendance by State & Country

EXHIBIT SPACE ASSIGNMENT 11

PRIORITY POINTS 12–13Priority Point Accrual Information

BOOTH FEES & PAYMENTS 14–17Inside Linear, Corner Linear, Island Payment Schedule & MethodsBooth Space CancellationsBooth Space Downsize PolicyApplication

EXHIBITOR HOUSING 18–20

Priority Points IncentiveSecuring HousingHeadquarter HotelRoom Assignments & ConfirmationHotel List Hotel Map

AFFILIATE FUNCTIONS 21–23

Requesting Meeting SpacePolicies & ProceduresApproval Process3rd Party Authorization FormPolicy on Unapproved EventsEyeworld Meetings & Events

EYEWORLD EVENTS & ENDURING 24–25 CONTENT SERVICES ASCRS•ASOA Symposium & Congress U.S. and Global Meetings Regional Meetings Webinars EyeWorld CME Educational SymposiaEyeWorld Education EyeWorld Corporate Events EyeWorld Corporate Mornings

BEFORE THE EXHIBITION 26Outstanding Balance Payment InfoHanging Signs and Booth Blue PrintsLasers & Other Potentially Hazardous Light SourcesLaser Inspection DetailsSpecialty GasesBiomedical Waste

BOOTH CONSTRUCTION 27–29Registration, Installation & DismantleDates & TimesExhibit Installation, Crates, Floor CoveringsDismantling ExhibitsLabor & Exhibitor Appointed Contractor (EAC)Certificate of Insurance (COI)Convention Center Rules & InsuranceUnion JurisdictionsExhibitor PersonnelDecorators Union JurisdictionMaterial Handling Union JurisdictionElectricians Union Truss & Lighting PlumbersGratuities

BOOTH TYPES & DESIGNS 30–31Booth Space Design GuidelinesHanging SignsCanopies, Towers & Multi-Level ExhibitsLos Angeles Convention Center RequirementsFlammable & Toxic Materials

TABLE OF CONTENTS

ASCRS•ASOA 2017 EXHIBITOR PROSPECTUS | 2

TABLE OF CONTENTS

DURING THE EXHIBITION 32Exhibition Access Care of Facility Professional Behavior SecuritySellingSeller’s Permit / Sales Tax Information Sound & Presentations in Booths

MARKETING, ADVERTISING 33–37& PUBLIC RELATIONSASCRS•ASOA PolicyASCRS•ASOA & EyeWorld LogosContest, Drawings & RafflesExhibitor MarketingE-blast Policy & GuidelinesExhibitor Press Release GuidelinesExternal to the Building, MarketingFood & Beverage in Exhibit BoothGiveawaysHelium Ballons

Policy Enforcement Advertising Opportunities Preview ProgramOn-site & Online Final ProgramASCRS Glaucoma Day & Cornea Day Final ProgramOur Show IssuesAdministrative EyecareEyeWorld Meeting ReporterEyeWorld TodayIt’s in the Bag

ASCRS•ASOA Marketing OpportunitiesASOA Networking RoomASOA NotebookRotating light boxes/mobile charging stationsKeynote speaker at ASOA Opening General SessionCOE LuncheonASCRS•ASOA On-site offeringsASCRS•ASOA City-wide offerings

38–40

41–50

ASCRS•ASOA RULES & REGULATIONS General Terms and Regulations FDA RegulationsViolations Priority Points Evaluation of Space Application Badge Access to Exhibits Biomedical Waste Care of Facility CatastropheChildren in Exhibit Hall Convention Center Rules and InsuranceFloor CoveringUnfinished Booths/Unsightly Back walls Contests, Drawings and RafflesGiveawaysOutstanding Balance/Payment Promotional Material

Professiona Behl avior

ASCRS GLAUCOMA DAY & CORNEA DAY EXHIBIT INFORMATION


Dear Exhibitor,

The American Society of Cataract and Refractive Surgery and the American Society of Ophthalmic Administrators welcomes you to participate in the ASCRS•ASOA Symposium & Congress, to take place May 5–9, 2017, in Los Angelels, California.

Located in the heart of vibrant Downtown L.A., the LACC is a leading destination for conventions, trade shows, and exhibitions. We are committed to delivering excellent service and exceeding our clients’ and guests’ expectations at every event.

In addition, we welcome you to participate in the one-day ASCRS Glaucoma and Cornea Day meetings taking place on Friday, May 5, 2017. This joint exhibit hall offers a unique opportunity to connect with the most important target market for your company’s products and services. These two important one-day programs attracted a combined total of over 1,500 ophthalmologists and their staff members in 2016.

Thank you for your commitment and dedication to ASCRS•ASOA. We appreciate all of the hard work, time, and effort that you put into our meeting. It is the goal of ASCRS•ASOA to continue to achieve excellence in providing you with a spectacular meeting experience.

We look forward to seeing you in Los Angeles!

Sincerely,

Jamie Barbera Paula K. SchneiderExhibits Manager Director of Meetings and Conventions



ASCRS•ASOA CONTACTSASCRS•ASOA Office 4000 Legato Road, Suite 700Fairfax, VA 22033Phone: (703) 591-2220Fax: (703) 591-0614

Exhibits ManagerASCRS•ASOA, ASCRS Glaucoma Day, Cornea DayJamie [email protected]

Director of Meetings and ConventionsPaula K. [email protected]

Meetings Project ManagerAmber [email protected]

RegistrarMarlene [email protected]

Meetings CoordinatorPura [email protected]

EyeWorld, Director of Special ProjectsJessica [email protected]

ASCRSMedia, Sales RepresentativePaul [email protected]

ASCRSMedia, Production ManagerCathy [email protected]

ASCRS•ASOA Accounting - Wire Transfer InformationBryan [email protected]

EXHIBITOR SERVICES CONTACTSOnPeak ASCRS•ASOA HousingPhone: (404) 584-7858Fax: (877) [email protected]

Los Angeles Convention Center (LACC)1201 S. Figueroa Street Los Angeles, CA 90015Phone: (213) 741-1151

Official Service Contractor Global Experience Specialists (GES)Domestic Phone: (800) 475-2098Domestic Fax: (866) 329-1437International Phone: (707) 263-1592International Fax: (707) 263-1520

Registration & Lead Retrieval SystemsConvention Data Services (CDS)Phone: (800) 748-5064

*All other contractors will be included in the Exhibitor Service Kit availablein December.

ASCRS•ASOA CONTACTS


OPEN Housing officially opened onsite in New Orleans at our 2016 Annual Meeting. CLICK HERE to reserve 19 rooms or lessCLICK HERE to reserve 20 rooms or more

Please contact OnPeak with any questions: (800) 370-8282 US Toll-free / (312) 527-7300 Local / Int’l Email: [email protected]

JULY 25Booth Space Applications, Exhibitor Prospectus & Live Floor Plan available online only

AUGUST 1 Priority Points will be e-mailed

AUGUST 26Booth Space Application due with 50% deposit & company description (Earn 100 priority points if 100% payment is submitted at time of application)

SEPTEMBER 2 Booth space appointment letters e-mailed

SEPTEMBER 21–OCTOBER 7Booth space assignments taking place (Live phone call per your scheduled appointment)

OCTOBER 12 Booth space confirmation letters e-mailed

NOVEMBER 14Affiliate Funciton Applications availalbe online in your Exhibitor Dashboard

NOVEMBER 30Company info updates to be made in your Exhibitor Dashboard in order to be included in the Preview Program. You are responsible for updating this information by deadline.

DECEMBER Exhibitor Registration opens online

DECEMBERExpresso (exhibitor service kit) will be available online

DECEMBER 5 Final booth payments due (final payments made after this date will be penalized 10 priority points per day the payment is late)

DECEMBER 6 Last day to cancel exhibit space without incurring a penalty

DECEMBER 7-JANUARY 7Booth cancellation will forfeit 30% of total booth fee

JANUARY 8-MARCH 8Booth cancellation will forfeit 50% of total booth fee

FEBRUARY 3Company info updates to be made in your Exhibitor Dashboard in order to be included in the Final Program. You are responsible for updating this information by deadline.

MARCH 1 Housing Cut-Off. All reservation names must be submitted to OnPeak by this date or rooms will be released

MARCH 9Booth cancellation on or after this date will forfeit 100% of total booth fee.

MARCH 17Island Booth & Hanging Sign blueprints due to ASCRS

MARCH 24Hazardous Waste/Wet Lab forms due to Exhibits Manager

MARCH 24 Laser Safety Checklist due to Exhibits Manager

MARCH 31 EAC forms and EAC Certificate of Insurance forms due to ASCRS**If forms are not received by this date, you will be required to use GES

APRIL 14Mailing samples with pre-registration attendee list request form due to Exhibits Manager in order to be received

MAY 3-5 ASCRS•ASOA Exhibit Hall Set Up

MAY 4 ASCRS Glaucoma Day/Cornea Day Exhibit Hall Set Up

MAY 5 ASCRS Glaucoma Day/Cornea Day & Exhibits Open

MAY 5-9ASCRS•ASOA Annual Symposium & Congress

MAY 6-8 ASCRS•ASOA Exhibit Hall Open

IMPORTANT DATES


EXHIBITOR INSTALLATIONWednesday, May 3 8:00 a.m.–8:00 p.m.

Thursday, May 4 8:00 a.m.–8:00 p.m.

Friday, May 5 8:00 a.m.–10:00 p.m.

EXHIBITOR REGISTRATIONWednesday, May 3 8:00 a.m.–5:00 p.m.

Thursday, May 4 8:00 a.m.–5:00 p.m.

Friday, May 5 7:00 a.m.–5:00 p.m.

Saturday, May 6 7:00 a.m.–5:00 p.m.

Sunday, May 7 7:30 a.m.–5:00 p.m.

Monday, May 8 8:00 a.m.–4:00 p.m.

EXHIBITOR DISMANTLEMonday, May 8 5:00–10:00 p.m.

Tuesday, May 9 8:00 a.m.–11:00 p.m.

Wednesday, May 10 7:00 a.m.–12:00 p.m.

EXHIBIT HALL LOCATION, DAYS & TIMES:South Hall (G,H,J,K) Saturday, May 6

Sunday, May 7

Monday, May 8

9:00 a.m.–5:00 p.m.

9:00 a.m.–5:00 p.m.

9:00 a.m.–5:00 p.m.

DISMANTLE INFORMATIONNo dismantling will take place on Thursday, May 11, ASCRS•ASOA does not have access to the exhibit halls after Wednesday, May 10.

Exhibits Close: Please keep the aisles clear of debris during the move out process to prevent trip hazards. GES will begin pulling aisle carpet promptly at 5:00 p.m. Please pull those parts of your displays you can easily handle and are closest to the aisles further into your booth space to help protect them.

Empty Return: GES will begin the return of empty containers promptly at 5:00 p.m. on Monday. Cardboard and fiber cases will be returned first. Please DO NOT offer gratuities to workers in an attempt to find your empties. To ensure your safety, exhibitors will not be allowed in the crate storage area.

Please schedule your staff and travel accordingly as we cannot guarantee what time you will be finished with teardown on Monday evening.

Estimated Completion Times & Deadlines

Empty Return Begins: 5/8/17 5:00 p.m.–Midnight

Carrier Check In Deadline: 5/10/17 8:00 a.m.

Turn in outbound Bill of Lading by: 5/10/17 12:00 p.m.

EXHIBITOR REGISTRATION, INSTALLATION & DISMANTLE DATES & TIMES


PAST MEETINGS’ ATTENDANCE

The ASCRS Symposium on Cataract, IOL and Refractive Surgery, the ASOA Congress on Ophthalmic Practice Management, and the Technicians & Nurses Program are held simultaneously each spring. These annual meetings are the principal in education forums for ASCRS•ASOA members and feature topic-specific general sessions, exhibits, educational posters, affiliate meetings, and the Film Festival.

ATTENDANCE HIST0RY BY YEAR

ATTENDEE CATEGORIES2012

CHICAGO 2013

SAN FRANCISCO 2014

BOSTON 2015

SAN DIEGO 2016

NEW ORLEANS

Ophthalmologists 4,371 4,946 4,373 4,556 3,235

Practice Administrators & Staff 1,205 1,139 1,050 1,012 873

Technicians & Nurses 585 605 535 514 386

Joint ASOA/Technicians & Nurses

257 246 329 371 253

Optometrists 67 135 105 90 68

Corporate/Other 95 95 94 139 98

Guests 467 496 406 421 293

Total 7,407 7,662 6,893 7,103 5,206

Exhibitors 5,086 4,919 4,968 5,387 4,741

Overall Attendance Totals 12,493 12,581 11,861 12,490 9,947


2016 ATTENDANCE BREAKDOWN

OPHTHALMOLOGIST ONLY

UNITED STATES BREAKDOWN

*Guests, Exhibitors, and Press are not included in counts above.


ALABAMA 31

ALASKA 4

ARIZONA 33

ARKANSAS 17

CALIFORNIA 244

COLORADO 37

CONNECTICUT 21

DELAWARE 5

DISTRICT OF COLUMBIA 15

FLORIDA 150

GEORGIA 50

HAWAII 11

IDAHO 6

ILLINOIS 65

INDIANA 31

IOWA 13

KANSAS 15

KENTUCKY 13

LOUISIANA 84

MAINE 6

MARYLAND 35

MASSACHUSETTS 51

MICHIGAN 63

MINNESOTA 39

MISSISSIPPI 18

MISSOURI 34

MONTANA 3

NEBRASKA 10

NEVADA 9

NEW HAMPSHIRE 11

NEW JERSEY 59

NEW MEXICO 9

NEW YORK 171

ALABAMA 63

ALASKA 5

ARIZONA 52

ARKANSAS 37

CALIFORNIA 401

COLORADO 72

CONNECTICUT 33

DELAWARE 10

DISTRICT OF COLUMBIA 19

FLORIDA 268

GEORGIA 98

HAWAII 21

IDAHO 14

ILLINOIS 109

INDIANA 54

IOWA 27

KANSAS 31

KENTUCKY 37

LOUISIANA 143

MAINE 12

MARYLAND 64

MASSACHUSETTS 110

MICHIGAN 118

MINNESOTA 84

MISSISSIPPI 62

MISSOURI 80

MONTANA 5

NEBRASKA 13

NEVADA 23

NEW HAMPSHIRE 30

NEW JERSEY 113

NEW MEXICO 11

NEW YORK 250

PUERTO RICO 7

RHODE ISLAND 4

SOUTH CAROLINA 29

SOUTH DAKOTA 11

TENNESSEE 37

TEXAS 163

UTAH 33

VERMONT 1

VIRGINIA 46

WASHINGTON 21

WEST VIRGINIA 1

WISCONSIN 21

WYOMING 1

TOTAL 1981

PUERTO RICO 6RHODE ISLAND 5SOUTH CAROLINA 71SOUTH DAKOTA 28TENNESSEE 69TEXAS 338UTAH 59VERMONT 1VIRGINIA 76WASHINGTON 58WEST VIRGINIA 22WISCONSIN 42WYOMING 3TOTAL 3707

ALL ATTENDEES

NORTH CAROLINA 53

NORTH DAKOTA 4

OHIO 58

OKLAHOMA 25

OREGON 22

PENNSYLVANIA 81

NORTH CAROLINA 105

NORTH DAKOTA 9

OHIO 106

OKLAHOMA 50

OREGON 53

PENNSYLVANIA 137

OPHTHALMOLOGIST ONLY


ARGENTINA 60

AUSTRALIA 25

AUSTRIA 5

BELGIUM 7

BRAZIL 199

CANADA 125

CHILE 33

CHINA 17

COLOMBIA 46

COSTA RICA 6

CYPRUS 1

CZECH REPUBLIC 5

DENMARK 2

DOMINICAN REPUBLIC 9

ECUADOR 10

EGYPT 44

EL SALVADOR 2

FINLAND 1

FRANCE 23

GERMANY 28

GREECE 2

GUATEMALA 3

INDIA 77

INDONESIA 4

IRAQ 2

IRELAND 8

ISRAEL 27

ITALY 20

JAPAN 65

JORDAN 1

LEBANON 2

MEXICO 67

NEPAL 1

NETHERLANDS 5

NEW ZEALAND 4

ARGENTINA 63

AUSTRALIA 42

AUSTRIA 9

BELGIUM 11

BERMUDA 3

BRAZIL 218

CANADA 186

CHILE 36

CHINA 18

COLOMBIA 52

COSTA RICA 7

CYPRUS 1

CZECH REPUBLIC 7

DENMARK 2

DOMINICAN REPUBLIC 14

ECUADOR 14

EGYPT 52

EL SAVADOR 3

FINLAND 2

FRANCE 26

GERMANY 33

GREECE 2

GUATEMALA 3

INDIA 85

INDONESIA 4

IRAQ 2

IRELAND 8

ISRAEL 32

ITALY 22

JAPAN 82

JORDAN 1

LEBANON 2

MEXICO 80

NAMIBIA 1

NEPAL 1

NETHERLANDS 1

NEW ZEALAND 8

NORWAY 5

OMAN 2

PAKISTAN 1

PANAMA 5

PERU 23

PHILIPPINES 7

POLAND 5

PORTUGAL 5

QATAR 3

ROMANIA 10

RUSSIA 16

SAUDI ARABIA 11

SINGAPORE 17

SLOVAKIA 1

SLOVENIA 5

SOUTH AFRICA 1

SOUTH KOREA 37

SPAIN 33

SRI LANKA 1

SWEDEN 5

SWITZERLAND 10

TAIWAN 2

THAILAND 3

TURKEY 43

UKRAINE 4

UNITED ARAB EMIRATES 12

UNITED KINGDOM 41

UNITED STATES 1981

VENEZUELA 4

VIETNAM 1

TOTAL 3235

NORWAY 5

OMAN 2

PAKISTAN 1

PANAMA 5

PERU 28

PHILIPPINES 7

POLAND 5

PORTUGAL 5

QATAR 3

ROMANIA 11

RUSSIA 21

SAUDI ARABIA 14

SINGAPORE 20

SLOVAKIA 1

SLOVENIA 7

SOUTH AFRICA 1

SOUTH KOREA 47

SPAIN 33

SRI LANKA 1

SWEDEN 5

SWITZERLAND 14

TAIWAN 2

THAILAND 3

TURKEY 44

UKRAINE 4

UNITED ARAB EMIRATES 13

UNITED KINGDOM 50

UNITED STATES 3707

URUGUAY 5

VENEZUELA 4

VIETNAM 1

TOTAL 5206

ALL ATTENDEES

INTERNATIONAL BREAKDOWN


2016 ATTENDANCE BREAKDOWN

EXHIBIT SPACE ASSIGNMENT

EXHIBIT BOOTH SPACE ASSIGNMENTThe ASCRS•ASOA exhibits are an extension of the continuing education program. To be accepted by ASCRS•ASOA, the products and services should be related to the ophthalmic or medical administrative fields.

Booth placement is prioritized using a point system. Points are accrued through a variety of opportunities extended by ASCRS•ASOA, including the number of years a company has continuously exhibited.

Prior to booth assignments, exhibiting companies will be evaluated according to points earned. An email will be sent out to all exhibiting companies from the previous year detailing total points earned for the following year. Companies with the greatest number of points are assigned first, progressing to companies with the fewest. Companies that advertise or provide commercial support accrue more points than non-participating companies.

In order for an exhibiting company’s accrued Priority Points to be applied to space selection standings, the exhibiting company must submit the completed space application to ASCRS•ASOA by August 26, 2016.

The exhibit booth space application will be considered complete when it has been signed by the appropriate authorized personnel; product categories & company description have been submitted; and the 50% deposit amount received by the August 26, 2016 deadline date.

Applications received on or after August 27, 2016 will be processed after space selection assignments have taken place for those companies who submitted their required documentation by the deadline. An additional 100 Priority Points will be allotted toward the 2017 Annual Meeting booth space selection standings if full payment is received with your exhibit space application by the August 26, 2016 deadline.

CONFIGURATION OF EXHIBIT HALLASCRS•ASOA reserves the right to reconfigure the exhibit hall floor plan and reassign any exhibiting company at any time. Should the affected exhibitor cancel their space as a result of their booth reassignment, space payments will be refunded in full. The affected exhibitor must submit their cancellation notification in writing no later than 14 days after notification of space reassignment to receive refund.

BOOTH SHARESBooth companies wishing to share booth space must have a minimum of 200 square feet.

Both companies are required to submit separate booth space applications & contracts and a signed letter on official company letterhead by each company acknowledging they agree to share space.

Each company must provide individual company and product descriptions to be listed in ASCRS•ASOA publications.


PRIORITY POINTS & EXHIBIT SPACE ASSIGNMENT

PRIORITY POINT ACCRUAL INFORMATIONPriority Points are a large factor in your exhibit location at the ASCRS•ASOA Symposium & Congress.

ASCRS•ASOA recognizes that the location of a booth at our annual meeting is of high strategic importance. ASCRS•ASOA has a system in place that determines the order of space selection for each exhibitor.

With the exception of the number of consecutive years exhibiting, Priority Points are accrued in the following ways and reset to zero after each year’s Symposium & Congress concludes. Priority Points are not earned based upon booth size or cost of exhibition space.

How are Priority Points accrued?1. Years exhibiting at consecutive annual meetings are accrued per year

and applied to the next consecutive year.

a. 1–5 consecutive years exhibiting are awarded 10 points per year.b. 5–10 consecutive years exhibiting are awarded 20 points per year.c. 10–15 consecutive years exhibiting are awarded 30 points per year.d. 15–20 consecutive years exhibiting are awarded 40 points per year.e. 20+ consecutive years exhibiting are awarded 50 points per year.

2. Utilizing the ASCRS•ASOA official housing bureau, onPeak, for100% of the exhibiting companies housing needs.

a. Ten (10) times the total square footage of your booth at the 2015annual meeting will be awarded in points toward the 2016 annualmeeting if onPeak is used.*Ex. 20 ft. x 20 ft. booth = 400 square feet = 4,000 Priority Pointsearned toward the 2016 annual meeting.

b. If onPeak is NOT used for 100% of the exhibiting companieshousing needs, company will lose Priority Points for the 2017annual meeting equal to 50% of the total booth square footage.*Ex. 20 ft. x 20 ft. booth = 400 square feet = -200 Priority Pointstoward the 2017 annual meeting.

3. Partnering with ASCRS•ASOA via advertising in ASCRS•ASOApublications, by purchasing advertising and/or marketing items forthe annual meeting (e.g. tote bags), or by contracting with ASCRS•ASOAto host a corporate event during the 2016 calendar year will accrue25% of the total dollar spent in earned Priority Points toward the 2018annual meeting.

Administrative Eyecare expanded to 6 printed issues. Earn bonus Priority Points if you purchase advertising space in all 6 issues. during the 2016 calendar year. Accrual is below:

• 100 points for 1/2 page ad in all 6 issues

• 200 points for full page ad in all 6 issues

Plus, receive 25% of the total dollar spent in earned Priority Points toward the 2018 annual meeting.

4. Exhibiting at other ASCRS•ASOA meetings during the 2016 calendar year will accrue 25% of the total dollar spent in earned Priority Points toward the 2018 annual meeting.

• Other ASCRS•ASOA meetings include: Young Eye Surgeons-Advanced Cataract Training (YES ACT), Combined Ophthalmic Symposium (COS).

• If you exhibited at the previous Annual Meetings’ ASCRS Glaucoma Day/Cornea Day or World Cornea Congress (takes place every 5 years) you will earn 25% of the total dollar spent in earned priority points towards the next consecutive annual meeting.

5. Donations to the ASCRS Foundation during the 2016 calendar year will accrue 25% of the total dollar donated in earned Priority Points toward the 2018 annual meeting.

6. Completion of the post-meeting survey will result in 100 Priority Points toward the next consecutive year.

7. An additional 100 Priority Points will be awarded to all exhibiting companies who submit full booth space payment with their completed booth space application & contract by the August 26, 2016 deadline. These 100 additional points will be considered toward the 2017 booth space assignment.



PRIORITY POINTS & EXHIBIT SPACE ASSIGNMENT

PRIORITY POINT ACCRUAL PERIODS

CATEGORY ACCRUAL PERIOD YEAR APPLIED

Years Exhibiting at Annual Meeting Past Consecutive Years 2017

HousingFulfillment of final block utilized at

2016 Annual Meeting2017

Advertising & Marketing Calendar year, January 2016–December 2016 2018

Exhibiting at other ASCRS•ASOA Meetings Calendar year, January 2016–December 2016 2018

Exhibiting at ASCRS Glaucoma/Cornea Day 2016 Annual Meeting 2017

ASCRS Foundation Donation Calendar year, January 2016–December 2016 2018

Completion of the Post Annual Meeting SurveyImmediately following the

2016 Annual Meeting2017

100% Booth Payment submitted at time of contract submission by deadline date

July 25, 2016–August 26, 2016 2017

BOOTH FEES & PAYMENTS

BOOTH SPACE FEES & PAYMENTS

Exhibit Space Rental FeesSpace rental fees are charged according to booth configuration and size. All exhibit specifications will be in accordance with ASCRS•ASOA’s rules and regulations and the International Association of Exposition and Events (IAEE) Guidelines for Display and Regulations. All line-of-sight rules will be enforced.

Inside Linear/Perimeter: $3,300.00Corner Linear/Perimeter: $3,400.00Island: $34.00 per square foot

Exhibit booth space fees include the following:1. Space Rental of assigned exhibit booth space.

2. Six complimentary exhibitor personnel badges for company employeesper 10 ft. x 10 ft. of booth space.

3. One complimentary ASCRS•ASOA pre-meeting registration mailing list,available upon request. To request the complimentary ASCRS•ASOApre-meeting registration mailing list, each exhibiting company mustsubmit the request form and mailing piece sample directly to theExhibits Manager, [email protected]. Additional information can befound in the exhibitor service kit, available online in December.

4. Standard booth equipment for corner, linear, and perimeter booths.This includes standard 8’ high back drape and 3’ high sidewall drapein the show colors along with a black and white 7” x 44” identificationsign with company name and booth number.

5. Company listing in the ASCRS•ASOA Preview and Final Program ifprovided to ASCRS by deadline.

a. Preview Program: Company listing will consist of the exhibitingcompany’s name, booth number & product categories and isrequired to be entered in your exhibitor dashboard byNovember 30, 2016 to be included.

b. Final Program Online: Company listing will consist of the exhibitingcompany’s name, product categories, company description, andbooth number if updated to the exhibitor dashboard byFebruary 3, 2017.

c. Final Program On-Site (printed): Company listing will consist of theexhibiting company’s name, product categories, and booth numberif uploaded to the exhibitor dashboard by February 3, 2017.

6. Company name, booth number, and product listing in the on-sitefloor plan map handout if uploaded to the exhibitor dashboard byFebruary 3, 2017.

7. Company listing in our show issue of EyeWorld if company informationis uploaded to the exhibitor dashboard by February 3, 2017.

8. Company listing to include company name, product categories,company description, and contact information in the virtualexhibition and exhibitor locater online if populated by company inyour dashboard.

9. Company listing to include company name, product categories,company description, and contact information in the ASCRS•ASOAmobile application if uploaded to the exhibitor dashboard byFebruary 3, 2017.

10. Priority Points toward exhibiting at next year’s annual meeting.

11. Admission to the Film Festival, ASOA Party, as well as admission tophysician and administrator sessions, provided seating is available.*Attendance is subject to the guidelines set forth in the Policy forEducational Sessions. Please refer to the ASCRS Rules & Regulationssection of the Exhibitor Prospectus as well as the exhibitor website foradditional information.

12. Use of the shuttle bus service to and from the ASCRS•ASOA officialhotels and the convention center.

Payment ScheduleEach exhibiting company will be required to submit a deposit amount equaling 50% of the selected booth space fee with the completed application no later than August 26, 2016. Applications submitted without payment will not be binding and space will not be assigned or held.

COMPANIES WHO DO NOT SUBMIT A CONTRACT BY AUGUST 26, 2016 WILL NOT HAVE THEIR ACCRUED PRIORITY POINTS CONSIDERED TOWARD 2017 SPACE SELECTION AND WILL NOT BE CONTACTED OR ASSIGNED A BOOTH SPACE APPOINTMENT TIME.

The remaining 50% booth space balance is due December 5, 2016. Contracts submitted on or after this date must include the full booth space fee in order to be processed.

If payment is not received on or before December 5, 2016 exhibitors will lose 10 Priority Points, per day, each day the balance is overdue.

ASCRS•ASOA may cancel or reassign unpaid space without notification. Returned payments will be charged a processing fee of $50.00.


BOOTH PAYMENTS, CANCELLATIONS & DOWNSIZING

If the exhibition is sold out and the canceled space is sold, the penalty will be reduced to 50%.

Exhibitors that fail to pay the cancellation fee will not be permitted to exhibit at future ASCRS•ASOA meetings until the balance is paid in full.

Outstanding Balances/Payments DueCompanies that have an outstanding balance due from a previous meeting will not be permitted to exhibit until the balance is paid in full.

Downsize PolicyRequests to downsize assigned booth space must be submitted in writing on company letterhead to the ASCRS•ASOA Exhibits Manager. Downsize requests will not be taken on the phone or via email.

Exhibitors downsizing after their booth space has been contracted will forfeit a percentage of the total space fee based on the following schedule & will be subject to booth relocation:

ALL REQUESTS RECEIVED TO DOWNSIZE AFTER BOOTH SPACE HAS BEEN ASSIGNED (OCTOBER 7) AND BETWEEN DECEMBER 7 WILL RESULT IN A 50% PENALTY ON THE ORIGINAL BOOTH SPACE FEE.

ALL REQUESTS RECEIVED TO DOWNSIZE AFTER DECEMBER 7 WILL RESULT IN AN 85% PENALTY ON THE ORIGINAL BOOTH SPACE FEE.

PAYMENT METHODSASCRS•ASOA accepts VISA, MasterCard, American Express, checks, and wire transfers.

If you are paying by check:• Checks are to be made out to the American Society of Cataract and Refractive Surgery.

• Checks are to be drawn on U.S. Bank Accounts only.

• Check payments must accompany a copy of your booth space application and may be mailed to:

ASCRS•ASOA Attn: Exhibits Manager 4000 Legato Road, Suite 700 Fairfax, VA 22033

If you are paying by wire transfer:Do not forget to include the transaction fee in the total wired amount. Please contact your banking institution for the fee amount. ASCRS•ASOA is NOT responsible for this amount and you will be billed for the balance. Wire details will not be provided until completed booth space application has been submitted.

Please contact Bryan Sheering, [email protected], for additional wire transfer information.

BOOTH SPACE CANCELLATIONSCancellation PolicyCancellation of assigned booth space must be submitted in writing on company letterhead to the ASCRS•ASOA Exhibits Manager. Cancellations will not be taken on the phone or via email.

Upon cancellation of exhibit space, all affiliate function space, allotted exhibitor badges, and all assigned hotel rooms will be released.

Exhibitors canceling after booth space has been contracted will forfeit a percentage of the total space fee based on the following schedule:

150 days from show date (December 7, 2016)–120 days from show date (January 7, 2017) forfeit 30% of total booth fee

119 days from show date (January 8, 2017)–60 days from show date (March 8, 2017) forfeit 50% of total booth fee

59 days from show date (March 9, 2017)–0 days from show date forfeit 100% of total booth fee


EXHIBIT SPACE APPLICATION

IMPORTANT NOTE:Final payments are due on December 5, 2016. If payment is not received on or before December 5, 2016, exhibiting company will lose 10 Priority Points, per day, each day the balance is overdue.

Exhibit space application and contracts submitted on or after December 5, 2016 must include the entire booth space fee in order to be processed.

AUTHORIZATION: Contracts will not be processed without signature and a 50% deposit on booth space. I am an authorized representative of the company with full power and authorization to sign and deliver this application and contract. The company listed on this application agrees to comply with all the policies, rules and regulations contained in the Exhibitor Prospectus, and the policies, rules and regulations adopted after publication of the prospectus.

Authorized Name (Print) Date

Authorized Signature Title

Contracts that are not filled out completely will not be processed. For a contract to be considered complete, it must include product category and description.

Company Information:

Company Name

Address 1

Address 2

City

State Zip Code

Country

Company Phone

Company Fax

Corporate Email

Website

Exhibit Contact Information–Internal use only/not published

Exhibit Contact Name

Exhibit Contact Title

Phone Ext

Email

Booth Selection:

Booth Type–Please place an “X” next to your preferred booth type. There is a 10x10 minimum for Linear booth space and a 20x20 minimum for stand-alone Island booth space.

Corner-Linear Booth $34.00 per net square foot

Inside-Linear-Perimeter Booth $33.00 per net square foot

If you are requesting linear booths (10x10) please also indicate the quantity needed here. (Example: 10x20 requests would designate a 2 in this box.)

Island Booth $34.00 per net square foot

Please list below up to 4 REQUESTED locations for your exhibit booth, in order of preference, from the Live Floor Plan including booth dimensions. For linear spaces requesting more than one 10x10 space, please list booth numbers in sequential order separated by a comma.

1.

2.

3.

4.

Payment Method–Please check one.

VISA MC AMEX Check

Wire Transfer* (*Please note wire transfer fee must be included)

Amount Enclosed $

Account Number

Expiration Date Code

Name of Cardholder

EXHIBIT SPACE APPLICATION

Company Listing Information (Please Type or Print)Please provide a company description in 100 words or less for publication in the Final Program and online Floor Plan. Company description should focus on the product and its usage. If no company description is included in the booth space application it is considered incomplete. ASCRS•ASOA reserves the right to edit text to format and fit requirements without notice. Your company description must be sent in with your space application in order for your request to be processed. Once your contract has been submitted you will have the ability to log in to your exhibitor dashboard at any time and update your company description and categories if need be.

Product Category (Minimum of 1 must be selected, maximum of 6 permitted)To ensure that we have your company listed under the appropriate product category, please circle up to 6 categories or types of the following listing. If there is not a description that best describes your company product please fill in the section here: ,

Advertising Specialty Endoscopy Repair/Rebuild Measurement Equipment Refractive Systems

A-scans Equipment Leasing Microkeratomes Regulators/Devices

Calibration Equipment Exam Room Furniture/Equip Microscopes Research & Development

Capsular Tension Rings Financial Services Office/ASC Design & Plan Resurfacing Equipment

Certifying Agency Frames/Sunglasses Online Buying Group Retinal Implants

Charitable Organization Glaucoma Pressure Ophthalmic Instruments Retinal Photography

Communication Tech. Hand-Held Instrument Ophthalmic Surgery Table Solutions

Computers Insurance Company Optical Supplies Sterile Supplies

Computer Software Interior Planning Orbital Implants Sterilization Equipment

Computer Systems Internet Services Outpatient Surgery Centers Surgery Ctr Development

Corneal Masking Intracorneal Lenses Phacoemulsification Product Surgical Equipment

Corneal Tissue Intraocular Lenses Pharmaceutical Products Surgical Instruments

Corneal Topography System Lab Equipment Physician Recruiting & Plcmt Surgical Stretchers

Diagnostic Equipment Lacrimal Products Practice Management Surgical Supplies

Digital Imaging Systems Laser/Laser Services PRK & LASIK Supplies Ultrasound Equipment

Disposable Supplies Lens Services Product Development Video

Education/Training Low Vision Products Protective Eye Guards Viscoelastics

Electronic Medical Record Marketing Publication Web Site Design Services

To submit your booth space application, please ensure your contract is complete and mail or fax to the following:

Mail: Jamie Barbera Fax: 703-547-8840 Email: [email protected] ASCRS•ASOA Attn: Jamie Barbera 4000 Legato Road Suite 700 Fairfax, VA 22033


EXHIBITOR HOUSING

OFFICIAL HOTELS The official housing management company for ASCRS•ASOA is OnPeak. Housing opened on-site at the 2016 ASCRS•ASOA Annual Symposium & Congress in New Orleans, LA and is open to all exhibiting companies.

OnPeakPhone (US Toll Free): (800) 370-8282Phone (International): (312) 527-7300Fax: (312) 329-9513Email: [email protected]

ASCRS•ASOA has contracted rooms in over 30 different hotels in Los Angeles for the 2017 ASCRS•ASOA Annual Symposium & Congress. Any of these hotels, which are listed on the following page, are considered “official” hotels. Hotels not listed are not within the ASCRS•ASOA block.

Priority PointsExhibitors are required to secure all sleeping rooms through OnPeak. In doing so, exhibitors have the ability to accrue or lose Priority Points. Exhibitors that utilize OnPeak for 100% of their housing needs receive ten (10) times their booth square footage in Priority Points toward the next consecutive annual meeting. Exhibitors who do not utilize OnPeak for 100% of their housing needs will lose Priority Points for the next consecutive annual meeting equal to 50% of their total booth square footage. Please see the Priority Points section of the Exhibitor Prospectus for more details on how Priority Points are calculated.

Securing HousingIn order to secure your exhibitor room(s) or block, you will need to submit your request online. This will notify OnPeak of your requested housing needs and on which nights you will need them for your staff.

• For 19 rooms or less please visit: Housing • For 20 or more rooms please visit: Group Housing Any exhibitor requesting a room block of 20 rooms or more will be required to accept the terms of the ASCRS•ASOA attrition agreement along with their Exhibitor Room Block Request online.

ASCRS•ASOA reserves the right to make adjustments to your room block based on your organization’s history of rooms reserved vs. rooms utilized. Any request for an increase in excess of 5% of your total room pick-up from the previous year will only be granted when extenuating circumstances exist; this is subject to approval by the ASCRS•ASOA Meetings Department.

Headquarter HotelASCRS•ASOA has designated the JW Marriott Los Angeles LA Live as the headquarter hotel for the 2017 ASCRS•ASOA Annual Symposium & Congress.

The exhibitor room block is limited at this location. Exhibitors will be permitted to request a maximum of 10 rooms per company at the headquarter hotel. Please note this is subject to availability and is NOT a guarantee of rooms at the headquarter hotel.

When requesting any type of suite, please note that it will count for more than one room from your headquarter hotel allotment. A one-bedroom suite will count as two rooms and a two-bedroom suite will count as three rooms.

All requests for suites that will be used as sleeping rooms must go through OnPeak.

Hospitality Suite requests for the purpose of entertaining must be requested through the Affiliate Function Process. Please see guidelines in the Exhibitor Prospectus for more details on the ASCRS•ASOA Affiliate Function Process or contact the Exhibits Manager for details. [email protected]

Room Assignment and ConfirmationAll housing assignments will be made in the order they are received. If your hotel choices are not available, an assignment will be made in a hotel comparable to your requested choices.

ONPEAK WILL SEND YOU A CONFIRMATION OF YOUR HOTEL ASSIGNMENT AFTER CUT OFF.

You will be able to distinguish email communications from OnPeak, as the official housing management company, as they will have the ASCRS•ASOA 2017 official meeting logo within the communication as well as the official onPeak seal.

There are many companies that try to pose as the official ASCRS•ASOA housing management company. Please contact ASCRS•ASOA directly if you are uncertain of the designation of a company that has been contacting you.

Rooming Lists: Exhibitor group block rooming lists are due to onPeak by, March 1, 2017.


Official Hotel List & Map

DOWNTOWN HOTELS

1 Courtyard Los Angeles LA Live 901 W Olympic Blvd $267 Single/Double

2 Figueroa Hotel 939 S Figueroa St $329 Single/Double

3 Freehand Hotel 416 W 8th St $245 Single/Double

4 JW Marriott Hotel at LA Live – HQ Hotel 900 W Olympic Blvd $302 Single/Double

5 Residence Inn Los Angeles LA Live 901 W Olympic Blvd $279 Single/Double

6 Doubletree by Hilton Los Angeles Downtown 120 S Los Angeles St $269 Single/Double

7 Hilton Checkers Los Angeles 535 S Grand Ave $269 Single/Double

8 Hotel Indigo Los Angeles at Metropolis 889 Francisco St $319 Single/Double

9 LUXE City Center Hotel 1020 S Figueroa St $275-$339 Single/Double

10 LA Hotel Downtown 333 S Figueroa St $269 Single Standard / $329 Junior Suite

11 The Line Hotel 3515 Wilshire Blvd $250 Single/Double

12 The Mayfair Hotel Los Angeles 1256 W 7th St $159 Single/Double

13 Millennium Biltmore Hotel 503 S Grand Ave $206 Standard / $261 Club

14 Miyako Hotel Los Angeles 328 E First St $229 Single/Double

15 O Hotel 819 S Flower St $253 Single/Double

16 Omni Los Angeles Hotel 251 Olive Street $295 Standard / $350 Club

17 Radisson Hotel at USC Los Angeles 3540 S Figueroa St $189 Single/Double

18 The Ritz Carlton, Los Angeles 900 W Olympic Blvd $427 Single/Double

19 Sheraton Los Angeles Downtown Hotel 711 S Hope St $290 Single/Double

20 The Standard Downtown LA 550 S Flower St $275 Single

21 The Westin Bonaventure Hotel & Suites 404 S Figueroa St $230 Single/Double

HOLLYWOOD HOTELS 22 Dream Hotel Hollywood 6417 Selma Ave $285 Single/Double

23 The Garland Hotel Hollywood 4222 Vineland Ave $239 Single/Double

24 Hilton Garden Inn 2005 N Highland Ave $224 Single/Double

25 Hilton Los Angeles/Universal City 555 Universal Hollywood Dr $269 Single/Double

26 Hollywood Roosevelt Hotel 7000 Hollywood Blvd $305 Single/Double

27 Loews Hollywood Hotel 1755 Highland Ave $269 Single/Double

28 W Hollywood 6250 Hollywood Blvd $339 Single/Double

29 Sheraton Universal 333 Universal Hollywood Dr $259 Single/Double

BEVERLY HILLS / WEST SIDE

30 Four Seasons Hotel at Beverly Hills 300 S Doheny Dr $425 Standard / $475 Premier / $595 Hollywood Suite

31 Intercontinental Century City 2151 Ave of the Stars $299 Single/Double

32 Sofitel Los Angeles 8555 Beverly Blvd $299 Single/Double

33 The Beverly Hilton 9876 Wilshire Blvd $314 Single/Double


2017 OFFICIAL HOTELS & RATES



AFFILIATE FUNCTIONS

AFFILIATE FUNCTION POLICIES & PROCEDURESRequesting Meeting SpaceOnly companies that have registered to exhibit and assume 100% of their housing block from the previous year and are in good standing with their payables will be permitted to request meeting space.

Companies must complete the Meeting Space Application, available online only, in your exhibitor dashboard, for any hosted events.

THE APPLICATION MUST BE COMPLETED FOR EVERY AFFILIATE FUNCTION, PER DAY FUNCTION SPACE IS NEEDED AND WHETHER OR NOT THE MEETING IS AT ONE OF THE ASCRS•ASOA OFFICIAL HOTELS.

If you are requesting function space at a property that is not one of the ASCRS•ASOA official hotels, you are still required to apply for function space via the online application process and note the location.

The meeting space application can be found within your exhibitor dashboard starting on November 14, 2016. Requests can only be made online. All space assignments are subject to availability and requests are handled on a first-come, first-served basis.

There is a $250.00 non-refundable administrative fee charged per function per day up until February 19, 2017. Space requests made on or after February 20, 2017 will be charged a non-refundable $500.00 administrative fee. Changes made to an affiliate function request such as, timing, date change, attendance, room set up, will be billed a $50 non-refundable change fee. The fee must be paid priot to the function change being submitted to the hotel.

Hospitality Suites fall under the affiliate function policy and follow all rules and regulations set forth by the affiliate function policy and procedures listed in the Exhibitor Prospectus. Payments must be made using one of the following credit cards at the time of application: VISA, MasterCard, or American Express.

CHECKS WILL NOT BE ACCEPTED AS A FORM OF PAYMENT FOR AFFILIATE FUNCTIONS.

APPLICATIONS RECEIVED INCOMPLETE AND/OR WITHOUT PAYMENT WILL NOT BE PROCESSED.

Policies and ProceduresASCRS•ASOA does not endorse or sanction any affiliated function. Use of the ASCRS•ASOA names or logos in conjunction with these events is strictly prohibited.

ASCRS will not be held responsible for any charges incurred by approved or outside vendors. All charges are the sole responsibility of the company hosting the affiliate event.

Any changes to meeting space requests must be made in writing and submitted to Jamie Barbera, ASCRS•ASOA Exhibits Manager, at [email protected]. Each change will be charged a $50.00 fee; this includes changes to the location, date, time and/or room set.

All marketing materials promoting any affiliate function, educational or promotional event must be sent to the Exhibits Manager for approval, [email protected].

You are allowed one sign at the entrance to your function.

ASCRS•ASOA Meeting Space Approval ProcessAll functions must be scheduled so as not to interfere with the ASCRS•ASOA (and its affiliates) program, breaks, events, and lunches. Events that are submitted that conflict with the below outlined dates and times will not be approved.

Corporate Affiliate Meetings

Corporate Affiliate Meetings are defined as functions that include only the exhibiting company personnel.

1. These meetings may be scheduled anytime from Thursday, May 4, 2017–Monday, May 8, 2017.

2. All Corporate Affiliate Meetings must be submitted to ASCRS•ASOA via the meeting space application process and must be approved by ASCRS•ASOA.

AFFILIATE FUNCTIONS

Affiliate Meetings with 100 and FEWER Professional Attendees

A Professional Attendee is defined as a physician, optometrist, practice administrator, technician or nurse, and/or anyone considered to be a health professional.

1. Affiliate meetings and functions that include the attendance of less than 100 professional attendees may be held beginning Thursday, May 4, 2017–Monday, May 8, 2017 within the following time periods (please note there is limited availability):

Thursday, May 4, 2017 Prior to 7:30 a.m. & after 5:30 p.m.Friday, May 5, 2017 Prior to 7:30 a.m. & after 5:30 p.m.Saturday, May 6, 2017 Prior to 7:30 a.m. & after 5:30 p.m.Sunday, May 7, 2017 Prior to 7:30 a.m. & after 5:30 p.m.Monday, May 8 2017 Prior to 7:30 a.m. & after 5:30 p.m.

2. The above time periods reflect when any aspect of the event may begin including registration and reception.

3. All Affiliate Meetings with 100 and fewer professional attendees must be submitted to ASCRS•ASOA via the meeting space application process and must be approved by ASCRS•ASOA.

Affiliate Meetings with MORE THAN 100 Professional Attendees

A Professional Attendee is defined as a physician, optometrist, practice administrator, technician or nurse, and/or anyone considered to be a health professional.

1. Affiliate meetings and functions that include the attendance of more than 100 professional attendees may be held beginning Thursday, May 4, 2017–Monday, May 8, 2017 within the following time periods (please note there is limited availability):

Thursday, May 4, 2017 Prior to 6:30 a.m. & after 7:30 p.m.Friday, May 5, 2017 Prior to 6:30 a.m. & after 7:30 p.m.Saturday, May 6, 2017 Prior to 6:30 a.m. & after 7:30 p.m.Sunday, May 7, 2017 Prior to 6:30 a.m. & after 7:30 p.m.Monday, May 8, 2017 Prior to 6:30 a.m. & after 7:30 p.m.

2. The above time periods reflect when any aspect of the event may begin including registration and reception.

3. All Affiliate Meetings with more than 100 professional attendees must be submitted to ASCRS•ASOA via the meeting space application process and must be approved by ASCRS•ASOA.

3rd Party Coordinator InformationCompanies using a third party to coordinate their off-site events, provide media services and photography MUST submit a 3rd Party Authorization Form. See next page for document.

Policy Regarding Unapproved FunctionsIn order to maintain the integrity of the meeting for all attendees and exhibitors, the following enforcement policy will be enacted for all ASCRS•ASOA meetings. ASCRS•ASOA will speak with the Exhibits Manager or other personnel with managerial responsibility and require that the affiliate function be shut down during show hours for all violations.

1st OffenseThe exhibiting company hosting the function will have their Priority Points accrued during the current year reduced by 50%. They may also be prohibited from requesting meeting space for the following year. In addition, the exhibitor will not receive any Priority Points accrued for either the housing or the consecutive years attending.

2nd OffenseThe exhibiting company hosting the function will lose all Priority Points accrued during the calendar year, and will receive no Priority Points for the remaining portion of the year. ASCRS•ASOA will not permit the company to host or act as a meeting planner for any affiliate function for the following two years. Additionally, the company may be prevented from exhibiting or attending the following ASCRS•ASOA Annual Symposium & Congress.

3rd OffenseASCRS•ASOA will prohibit the exhibiting company hosting the function from exhibiting at the next ASCRS•ASOA meeting. The exhibitor will lose all Priority Points accrued during the calendar year, and will receive no Priority Points for the remaining portion of the year. ASCRS•ASOA will not permit the company to host or act as a meeting planner for an affiliate function the following five consecutive years.

ASCRS•ASOA appreciates the need for each firm to conduct business in an effective and efficient manner during the course of the meeting and are pleased to note that the large majority of exhibitors comply with our policies, enabling our attendees to enjoy the full scope of educational and social content offered by both ASCRS•ASOA and our industry partners.


3rd party Authorization Form

ASCRS Exhibiting Company Exhibiting Company: Address: Contact name: Position: Phone: Mobile phone: Fax: E-mail: 3rd party company Company name: Address: Contact name: Position: Phone: Mobile phone: Fax: E-mail: Meeting Logistics Date and time of the event:

Site registration opens: Reception time: Program time: Will transportation to the event site be offered? * YES NO

Transportation start time: *Please note, transportation may not be provided to and from the convention center location. Event title and description Is the 3rd party company or one of its affiliates exhibiting at ASCRS? YES NO Is this a CME function? YES NO If yes, who is the accrediting body: Expected attendance: Physicians and optometrists Administrators Technicians Nurses Signatures Exhibiting company 3rd party company INTERNAL USE ONLY Approval: Date:



EYEWORLD EVENTS & ENDURING CONTENT SERVICES

EYEWORLD MEETING AND EVENT SERVICESSetting the standard in high quality satellite educational events:With a 17-year history of presenting successful, well-attended, educational meetings for our satisfied partners in the ophthalmic industry, we invite you to review this summary of our meeting capabilities and programming types. EyeWorld, in partnership with ASCRS, is able to provide the full spectrum of educational meetings from CME symposia, to non-CME independent medical education, to promotional events. Hosting events ranging in size from 50 to more than 2,000 attendees, EyeWorld’s attention to detail is applied to all facets of meeting planning.

For promotional events, each event is custom tailored to meet the needs of the client. EyeWorld works closely with the client in creating specific marketing and design, food & beverage, stage set, and audiovisual needs. Our promotional meetings are created to provide maximum impact for the sponsoring client.

For independent medical education, EyeWorld’s experienced marketing, design, and logistics staff, combined with ASCRS’ programming experience, provide a high quality balanced examination of the most important issues in ophthalmology today. EyeWorld’s new program development and outcomes measurement systems, unique to ophthalmic independent medical education, assure exceptional and engaging content combined with intensive statistical measurement of outcomes giving supporters significant evidence identifying the program’s success in meeting its educational objectives.

At the ASCRS•ASOA Symposium & CongressAs a wholly owned subsidiary of ASCRS, EyeWorld provides preferred meeting space and program times to its event partners at the ASCRS•ASOA Symposium & Congress. EyeWorld also has access to powerful resources within ASCRS to maximize event marketing for audience recruitment.

Available at other USA and global meetingsOur meeting and events services are not limited to the ASCRS•ASOA Symposium & Congress; EyeWorld has a distinguished history in creating effective and memorable events at other USA meetings as well as meetings at international conferences or venues including AAO, ESCRS, APACRS, APAO, and AIOS.

Regional meetingsEyeWorld’s meetings and events program now includes the capability to host a series of regional or local meetings. For promotional events, EyeWorld works closely with the corporate sponsor and provides a customized program designed to create a turnkey experience for the sponsor. EyeWorld is developing a series of independent medical education programs under the auspices of ASCRS that will have a regional component as well.

WebinarsThe virtual event is growing in popularity, and EyeWorld has expanded its meetings services capability to include webinars. A webinar program may be developed through any of the types of EyeWorld events.

EyeWorld and ASCRS deliver:• Preferred meeting dates, times, and locations at the ASCRS•ASOA Symposium & Congress

• Aggressive marketing tactics to drive attendance utilizing all of the resources at EyeWorld’s and ASCRS’ disposal

• Knowledgeable programming staff with strong resources including ASCRS leadership and Clinical Committee members

• Unique program development and outcomes reporting for independent medical education programs

• Experience in logistical and marketing services that create a turnkey environment for the sponsoring company. Services include vendor negotiations, marketing and audience recruitment, and content facilitation and programming consultation.

• An unparalleled attention to detail and service that provide highly flexible solutions to our clients’ needs

For more information on EyeWorld Event & Symposia services, please contact:

Jessica Donohoe Director of Special [email protected]

EYEWORLD EVENTS & ENDURING CONTENT SERVICES

EyeWorld CME Educational Symposia are live meetings jointly sponsored by EyeWorld and ASCRS. The content for these programs will be developed based upon the educational needs identified through ASCRS’ annual needs assessment process conducted by the ASCRS CME Advisory Committee and ratified by the ASCRS Executive Committee. EyeWorld will be seeking corporate support in the form of unrestricted educational grants for these events.

EyeWorld Education: ASCRS-Authorized Education are non-CME programs funded by independent medical education grants. EyeWorld and ASCRS recognize the need for balanced education in a non-CME environment. Funding is obtained through educational grants.

EyeWorld Corporate Events: Provide companies an opportunity to offer their own educational content adjacent to major ophthalmic meetings in the United States as well as at international destinations. EyeWorld facilitates the logistics, planning, and marketing of these events; the

corporate host controls the content.

EyeWorld Corporate Mornings: Offered exclusively on Saturday morning at the ASCRS•ASOA Symposium & Congress, EyeWorld Corporate mornings offer an economical means of holding an event at the annual meeting within the confines of the convention center.

For more information on EyeWorld Event & Symposia services, please contact:

Jessica DonohoeDirector of Special Projects

[email protected]

EyeWorld is committed to providing the highest level of service throughout the planning process, event, and post-event enduring contents program and reconciliation process.


BEFORE THE EXHIBITION

BEFORE THE EXHIBITIONOutstanding Balance/Payment InformationCompanies that have a balance due from a previous show will not be permitted to exhibit in future shows until the balance due is paid in full.

Final booth space payments are due December 5, 2016. Applications received by ASCRS•ASOA on or after this date must include 100% payment to be processed.

ASCRS•ASOA reserves the right to reassign or cancel the booth space without notice that is not paid in full by December 5, 2016.

If payment is not received on or before December 5, 2016 exhibitors will lose 10 Priority Points, per day, each day the balance is overdue.

Hanging Signs and Booth Blue PrintsAll island booths must submit a blue print of the layout to include the dimensions of the booth to the ASCRS•ASOA Exhibits Manager by March 17, 2017.

Maximum allowable height for hanging signs is 25 feet from the top of the sign to the floor.

All island booths must submit blue prints including the dimensions of the hanging sign, as well as the booth layout dimensions to ASCRS•ASOA, [email protected].

Linear booths are not permitted to have hanging signs or Gobos.

Submitting Blue PrintsBlue Prints as discussed above are required to be submitted no later than March 17, 2017

Blue Prints should be submitted via email to the below contact:ASCRS•ASOA Exhibits Manager Email: [email protected]

Lasers & Other Potentially Hazardous Light SourcesAny exhibitor who will be utilizing or displaying lasers (inoperable or operable) or other hazardous optical sources will be required to review the ASCRS•ASOA Laser Safety Guidelines and submit the Laser Safety Use Form to ASCRS no later than March 24, 2017. This form will be in the service kit available in December online.

Submitting the Laser Safety Use Form

Laser Safety Use Form is required to be submitted no later than March 24, 2017

Please submit this form via email to the contact below:

ASCRS•ASOA Exhibits ManagerEmail: [email protected]

Laser Safety InspectionsThe exhibiting company utilizing or displaying lasers during the ASCRS Exhibit Hall will be subject to a laser safety inspection performed by an outside expert along with an ASCRS•ASOA staff member on Friday, May 5 from 4:00–6:00 p.m. Please plan your staffing accordingly.

The exhibiting company utilizing or displaying lasers during the ASCRS Glaucoma Day & Cornea Day Exhibit Hall will be subject to a laser safety inspection performed by an outside expert along with an ASCRS•ASOA staff member on Friday, May 5 from 7:00–7:30 a.m. Please plan your staffing accordingly.

Absolutely no lasers will be displayed without first being inspected and approved by the Laser Safety Inspector. Identification signs stating the Class of “Laser Inoperable” or “Not FDA Approved At This Time” are required to be displayed for such lasers. Signage must be displayed at all times during the show or equipment housing the laser will be removed immediately, at the expense of the exhibitor.

Exhibitors with lasers may also be subject to, without notice, an inspection by the State of California, Department of Health. Should the state feel that the laser(s) do not meet approval, the exhibitor will not be permitted to use the laser(s) during the show.

Specialty GasesIf you will need to order specialty gases, please contact: Linde Electronics & Specialty Gases1-800-932-0624

[email protected]

Biomedical WasteCompanies with exhibits that include the use of animal tissue, disposable needles, sharps, human blood, or products contaminated with blood must complete the ASCRS•ASOA Liability Waiver and the Hazardous Waste Removal Order Form and pay the corresponding fee for removal of the waste.

Additional information including the Liability Waiver and Hazardous Waste Removal Order Form can be found in the service kit available online in December.

The ASCRS•ASOA Liability Waiver and Hazardous Waste Removal Order Form are required to be submitted no later than March 24, 2017

Submitting the Liability Waiver & Hazardous Waste Removal Order FormBoth documents may be submitted via email to the contact below:

ASCRS•ASOA Exhibits ManagerEmail: [email protected]: (703) 547-8840



BOOTH CONSTRUCTION

BOOTH CONSTRUCTIONExhibitor Registration, Installation & Dismantle Dates & Times Exhibitor Registration:Wednesday, May 3, 2017 8:00 a.m.–5:00 p.m.Thursday, May 4, 2017 8:00 a.m.–5:00 p.m.Friday, May 5, 2017 7:00 a.m.–5:00 p.m.Saturday, May 6, 2017 7:00 a.m.–5:00 p.m.Sunday, May 7, 2017 7:30 a.m.–5:00 p.m.Monday, May 8, 2017 8:00 a.m.–4:00 p.m.

ASCRS Glaucoma Day & Cornea Day Exhibits Install:Thursday, May 4, 2017 1:00–5:00 p.m.

ASCRS Glaucoma Day & Cornea Day Exhibit Hours: Friday, May 5, 2017 7:00 a.m.–4:00 p.m.

ASCRS Glaucoma Day & Cornea Day Exhibits Dismantle:Friday, May 6, 2017 4:00–6:00 p.m.

ASCRS•ASOA Exhibit Install–South Hall:Wednesday, May 3, 2017 8:00 a.m.–8:00 p.m.Thursday, May 4, 2017 8:00 a.m.–8:00 p.m.Friday, May 5, 2017 8:00 a.m.–10:00 p.m.

ASCRS•ASOA Exhibition Hours:Saturday, May 6, 2017 9:00 a.m.–5:00 p.m.Sunday, May 7, 2017 9:00 a.m.–5:00 p.m.Monday, May 8, 2017 9:00 a.m.–5:00 p.m.

ASCRS•ASOA Exhibit Dismantle:Monday, May 8, 2017 5:00–10:00 p.m.*Empties will be returned by 12:00am.All cardboard and fiber cases will be returned first with crates and skids to follow.Please schedule your staff and travel accordingly.

Tuesday, May 9, 2017 8:00 a.m.–11:00 p.m.Wednesday, May 10, 2017 7:00 a.m.–12:00 p.m.

Carrier Check In Deadline: 5/10/17 8:00 a.m.Turn in outbound Bill of Lading by: 5/10/17 12:00 p.m.

INSTALLATION AND DISMANTLE OF EXHIBITSInstallationShould you require additional set-up time, please notify the Exhibits Manager [email protected] with date and time you need the extension. All installation must be completed and be show ready by 5:00 p.m. on Friday, May 5, 2017.

Display space not claimed and occupied by 5:00 p.m. on Friday, May 5, 2017 may be canceled or reassigned without notification or refund.

If the exhibit is on hand, ASCRS•ASOA reserves the right to assign labor to set up any display that is not in the process of being erected by 5:00 p.m. on Friday, May 5, 2017. The charge for labor to complete will be billed to the exhibitor and ASCRS•ASOA shall have no liability for such work.

Under no circumstances are children allowed inside the exhibit hall during installation or dismantle due to safety considerations.

CratesAll exhibit crates must be empty and tagged for storage no later than 2:00 p.m. on Friday, May 5, 2017.

All crates must be removed from the exhibit floor by 5:00 p.m. on Friday, May 5, 2017 in order for the GES to have access to install the aisle carpet.

ASCRS•ASOA reserves the right to order the removal of all display materials and crates not in the process of being set up by 5:00 p.m. on Friday, May 5, 2017. The charge for labor to complete will be billed to the exhibitor and ASCRS•ASOA shall have no liability for such work.

*For Move out, all empties will be returned by 12:00 a.m. on Monday, May 8th.All cardboard and fiber cases will be returned first with crates and skids to follow.Please schedule your staff and travel accordingly.

Floor CoveringIndividual exhibit spaces are not carpeted automatically. Exhibitors are required to have proper floor covering in their designated booth area. The floor covering is required to cover the full square footage of your exhibit booth space.

Booths not containing floor covering by 5:00 p.m. on Friday, May 5, 2017 will be the supplied standard carpet and the exhibitor will be charged accordingly by GES.

Unfinished Sidewalls & Backwalls

Exhibitors must mask all displays with unsightly back/side walls. If necessary, a drape will be installed to cover any unfinished parts of a display and the exhibitor will be charged accordingly by GES.


BOOTH CONSTRUCTION

DismantleIn no case will dismantling be allowed before 5:00 p.m. on Monday, May 8, 2017. The dismantling period is as follows:

Monday, May 8, 2017 5:00–10:00 p.m.Tuesday, May 9, 2017 8:00 a.m.–11:00 p.m.Wednesday, May 10, 2017 7:00 a.m.–12:00 p.m.

*On Monday, May 8, 2017 all empties will be returned by 12:00 a.m.All cardboard and fibercases will be returned first with crates andskids to follow. Please schedule your staff and travel accordingly.

All exhibitors displays or materials left in the hall after the above move out deadline will be packed and shipped at the discretion of show management and all applicable service charges will be applied to the exhibitor of record.

If an exhibitor begins to dismantle before 5:00 p.m. on Monday, May 8, 2017 the exhibitor will lose Priority Points equal to 50% of their accrued Priority Points total toward the next ASCRS•ASOA Annual Meeting or may be denied exhibit space in future trade expositions. Please book your travel arrangements accordingly.

CARRIER CHECK IN DEADLINE: 5/10/17 8:00 a.m.TURN IN OUTBOUND BILL OF LADING BY: 5/10/17 12:00 p.m.

Labor & Exhibitor Appointed Contractors (EAC) Labor within the booth can be provided either through an exhibitor appointed contractor (EAC) you have hired or the official service contractor (GES). All individuals working in the hall must be badged at all times.

An EAC is any company other than one of the designated official contractors that provides to an exhibitor and/or exhibiting companies and will require access to the show during installation, show days, or dismantle.

EACs are not permitted to perform any of the following services:• Rigging/Hanging Signs • Telecommunications/Internet• Material Handling • Plumbing• Electrical Services • Catering

Designating an EACAn exhibitor can designate an EAC for installation and dismantle of their booth, audio visual (A/V), photography, lead retrieval, or other specialty services, but the exhibiting company MUST submit the EAC Authorization Form and EAC Insurance Certificate by March 31, 2017. Forms will be in the service kit online in December.

Submitting the EAC and Certificate of Insurance FormsBoth documents may be submitted via email or fax to the contact below:

ASCRS•ASOA Exhibits ManagerJamie Barbera Email: [email protected]: (703) 547-8840

Failure to submit forms by March 31, 2017 will result in the exhibiting company being required to use labor provided by the official service contractor for installation and dismantle and other ASCRS•ASOA selected contractors for other services.

EAC Access to the Show FloorEACs are not permitted on the show floor during show hours. Should access to the show floor be necessary during show hours, the exhibiting company must allocate the EAC a badge from their corporate allotment of exhibitor badges and proper professional attire is required.

Wristbands will be given to EACs at the check in desk in the back of the exhibit hall during move in and will only be given to EACs if ASCRS•ASOA has received the following forms no later than March 31, 2017:

Notice of Intent to Use an EACValid Certificate of Insurance (COI) from EAC

Wristbands allow EACs access to the show floor from 8:00 a.m.–10:00 p.m. during move-in and move-out only. An EAC without the EAC Work Authorization Form or without a valid Certificate of Insurance (COI) on file must provide completed documentation or will NOT be permitted on the show floor.

EAC Certificate of Insurance (COI)Exhibitors are require to obtain from the EAC and send to ASCRS•ASOA, a public liability insurance policy acceptable to ASCRS•ASOA as to coverage limits (noted in the service kit in July) and agree to name ASCRS•ASOA, GES and the Los Angeles Convention Center as an additional insured on any such policy(ies) and agree to furnish ASCRS•ASOA proof of payment of the premium on any such policy(ies).

Policy(ies) shall expressly provide that the policy(ies) shall not be canceled or altered without at least 10 days prior written notice to ASCRS•ASOA from the insurance company.

The COI form must state GES as the certificate holder and include the exhibiting company’s name in the comments.


BOOTH CONSTRUCTION

Exhibitor expressly agrees to indemnify and hold harmless ASCRS•ASOA, its management, agents, and employees from any and all liability, claims, loss, damages or expenses, including counsel fees and costs resulting from injuries to any person, including other exhibitors, the agents, employees and attendees, or damage to any property, including property owned by other exhibitors, in connection with its use of the exhibit space.

Exhibitor agrees that the exhibition assumes no responsibility for the safety of the properties of the exhibitor, its officers, agents or employees from theft, damage by fire, accident or any other cause whatsoever.

The exhibition provides security guards; however, attention is called to the necessity for insurance covering all risks (liability, fire, theft, damage, etc.) on your exhibit from place of shipment to the exhibition, facility, return, and during exhibition.

Submitting the COITo submit the COI, simply email or fax to the contact below:

ASCRS•ASOA Exhibits ManagerEmail: [email protected]: (703) 547-8840

COIs must be submitted along with the EAC Notice of Intent form by March 31, 2017 and ASCRS•ASOA must be listed as a co-insured on the certificate.

Convention Center Rules/InsuranceExhibitor expressly agrees to adhere to all convention rules and regulations published by the convention center. Exhibitor agrees to meet all convention center insurance requirements and accepts sole responsibility for securing required license/permits needed, for example, from ASCAP/BMI for the use of music in booth area. Please refer to the specific convention center website for further details.

Union InformationTo assist you in planning your participation in Los Angeles, we are certain you will appreciate knowing in advance that union labor will be required for certain aspects of your exhibit handling.

Exhibitor PersonnelExhibitor personnel may perform the following functions as long as they are a full-time employee of the exhibiting company:

• Hand-carry small items and pop-up displays. No hand trucks or cartsare permitted.

• Install and dismantle displays within a 100 square foot or less boothspace if one person can accomplish the task in 30 minutes or lesswithout the use of tools.

• Install graphics and small signs, and logos and graphics that areattached with pre-cut Velcro strips.

• Make technical electrical adjustments such as install light bulbs; plugin extension cords, etc.

Decorators Union JurisdictionUnion jurisdictions prevail over all set-up and dismantling of exhibits including signs and laying of carpet. This does not apply to the unpacking and placement of your merchandise.

Any installation of exhibits or displays that requires the use of hand tools, more than one person, or longer than thirty minutes (including crating and uncrating) to install, or exceeds ten feet in any direction, shall be installed by employees covered by this agreement. One full-time company employee may supervise work with the union crew.

Material Handling Union JurisdictionsUnion jurisdictions prevail over the operation of all material handling equipment, all unloading and reloading, and handling of empty containers.

An exhibitor may move material that can be hand-carried by one person in one trip without the use of dollies, hand trucks, or other mechanical equipment.

Electricians Union Truss and LightingGES is responsible for supervision, assembly and removal of all truss assemblies for lighting, audio-visual equipment & special effects, whether hanging or floor standing.

All power, electrical labor orders, and additional requirements for such equipment must be placed through the GES. Your representative may be present during the assembly or the installation/removal of your truss or lighting.

PlumbersGES handles all plumbing work such as compressed air, water, drain or natural gas.

GratuitiesWork rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, products or gifts in kind by any employee (union or non-union). Our employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed.


BOOTH TYPES & DESIGNS

BOOTH SPACE DESIGN GUIDELINESAll booths must have a floor covering. The full square footage of your exhibit booth space must be covered by 5:00 p.m. on Friday, May 5, 2017. Booths not containing floor covering will be supplied standard carpet and the exhibitor will be charged accordingly by the General Service Contractor.

No exhibitor shall assign/sublet any part of its assigned space without the written consent of ASCRS•ASOA.

Linear Booths1. Linear Booths or “in-line” booths are comprised of one or more 10x10 booths. They are arranged in a straight line facing an aisle and have exhibiting neighbors on their immediate right and left. Only one side is exposed to the aisle.

2. A Corner Booth is a linear booth at the end of an aisle of in-line booths with exposure to intersecting aisles on two sides of the booth. (Two end cap booths cannot be combined as one)

3. The maximum back wall height is 8’ and is allowed only in the rear half of the booth. There is a 4’ height restriction on all items in the remaining booth space forward to the aisle.

4. Exhibitors must mask all displays with unsightly back/side walls. If necessary, a drape will be installed to cover any unfinished parts of a display and the exhibitor will be charged accordingly by the General Service Contractor.

5. ASCRS•ASOA does not permit Peninsula or End Cap Booths.

Island Booths1. An island booth is a minimum booth space of 20 ft. by 20 ft. and exposed to aisles on all four sides.

2. The entire cubic content of the booth space may be used up to the maximum allowable height, including signage.

3. The maximum allowable height for structures is 25 ft. in height.

4. Only island booths are permitted to have hanging signs.

5. The maximum allowable height for hanging signs is 25 ft. from the top of the sign to the floor.

6. The length of your hanging sign may not exceed 50 percent of your booth space.

All island booths are required to submit booth blue prints to ASCRS•ASOA by March 17, 2017.


BOOTH TYPES & DESIGNS

Hanging SignsA hanging sign is defined as an exhibit component suspended above an island space exhibit for the purpose of displaying graphics or identification.

1. Hanging signs or banners are permitted in island booths only.

2. Hanging identification signs and graphics will be permitted to amaximum height of 25 feet where applicable.Please note: The LACC has varying ceiling heights and columns in theexhibit hall and exhibitor’s maximum hanging sign height will be subjectto the maximum allowable height of their assigned booth space up tothe 25 feet limit.

3. The height of the sign is measured from the top of the sign to the floor.

4. Hanging sign length may not exceed 50 percent of assigned booth space.

All island booths are required to submit booth blue prints to ASCRS•ASOA by March 17, 2017. Your booth layout and hanging sign are not considered final until the ASCRS•ASOA Exhibits Manager has approved your blue prints.

Canopies, Ceilings, Towers, and Multi-Level ExhibitsCanopies and Ceilings: A canopy is defined as an exhibit component supported over an exhibitor’s assigned booth space for decorative or functional purposes.

1. Canopies, false ceilings, umbrellas and canopy frames will comply withall line-of-sight requirements.

2. Canopies may not be lower than 7 ft. from the floor and within 5 ft.of any aisle.

3. Each facility has different Fire & Safety regulations that strictly governthe use of canopies, coverings, ceilings, or anything similar. ContactASCRS•ASOA directly in order to determine specific exhibition rules forthe current year’s facility.

Towers: A tower is defined as a free-standing exhibit component separate from the main exhibit feature.

1. All towers are subject to the line-of-sight restrictions applicable to thetype of exhibit space configuration being used.

2. Each facility has different Fire & Safety regulations that strictly governthe use of towers. Contact ASCRS•ASOA directly in order to determinespecific exhibition rules for the current year’s facility.

Multi-Level Exhibit: A multi-level exhibit is defined as an exhibit booth where the display feature includes two or more levels.

1. Blue prints are required to be stamped and approved for structuralintegrity by a licensed professional.

2. Each facility has different Fire & Safety regulations that strictly governthe build and use of multi-level exhibits. Contact ASCRS•ASOA directlyin order to determine specific exhibition rules for the current year’sfacility.

Stamped blue prints are required to be submitted to ASCRS•ASOA by March 17, 2017

Los Angeles Convnetion Center Requirements on Covered or Multi-Level BoothsBooths and displays containing structures, canopies, lighting truss, or suspended items that are covered with fabric or solid materials exceeding an accumulated total of 750 sq. ft. may require the installation of an Automatic Fire Sprinkler System (AFSS).

Exhibits containing enclosed rooms, multi-level structures, dynamic or moving elements, display materials that may affect the manner in which persons can exit from inside the booth, or exhibits that are 400 square feet or larger are required to submit two (2) sets of the following types of plans/drawings: Plan view, elevation views, perspective views (isometric), drawings detailing paths of egress from the booth, covered area plan, and structural drawings with the Architectural Stamp/Certification is required.

Flammable & Toxic MaterialsAll materials used in display, construction or decorating should be made of fire retardant materials and be certified as flame retardant. Samples are required to be available for testing. Materials that cannot be treated to meet the requirements are not permitted for use. A flame-proof certificate is required to be available on hand for inspection.

Exhibitors should be aware of local regulations regarding fire/safety and environment which must be adhered to.

Cylinders of compressed gas, both combustible and non-combustible, shall be installed only by permit from the Fire Department, and shall be half-charged and firmly secured in an upright position.

Please contact the Exhibits Manager for further explanation and detail.

Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency & Facility.


DURING THE EXHIBITION

DURING THE EXHIBITIONAccess to ExhibitsExhibitors may not enter another exhibitor’s booth, take literature, or photographs without approval.

The ASCRS•ASOA exhibit hall will open at 9:00 a.m., Saturday–Monday. Exhibitors will have access to the hall prior to the hall opening each day in accordance with the below:

Saturday, May 6, 2017 2 Hours Before the Show Opens (7:00 a.m.)

Sunday, May 7, 2017 1.5 Hours Before the Show Opens (7:30 a.m.)

Monday, May 8, 2017 1.5 Hours Before the Show Opens (7:30 a.m.) NO APPROVAL WILL BE GRANTED FOR ACCESS TO THE SHOW FLOOR PRIOR TO 7:00 A.M. EACH DAY.

If an exhibitor requires access to the show floor on any of these days prior to the above, the exhibitor MUST contact the Exhibits Manager.

The exhibit hall will close at 5:00 p.m. on all days. If an exhibitor requires to stay in the exhibit hall past 5:00 p.m. Saturday–Monday, the exhibitor must submit a request via email to the Exhibits Manager directly with the reasoning and how many people are staying. Requests will be reviewed on a case by case basis. No approval will be granted for access to the show floor past 5:30 p.m. on these days.

This request must be submitted no later than Friday, May 5, 2017. Absolutely no access will be granted to the show floor outside of the documented hours without the approval of the Exhibits Manager.

Care of FacilityProtection of convention facility property:Nothing shall be posted on, or tacked, nailed, screwed or otherwise attached to the columns, walls, floors, or other parts of the facility or convention hall exhibit area without permission from the proper building authority. Please ask the Exhibits Manager.

Packing, unpacking, and assembly of exhibits shall be done only in designated areas and in conformity with the directions of the convention hall

managers or their assistants.

Professional BehaviorProfessional behavior is expected by each company, its representatives, and exhibitor appointed contractors at all times during the ASCRS•ASOA

Symposium & Congress. Any provocation of another either verbally, physically, or by any other means will result in all parties involved surrendering their badges immediately and being escorted off the premises by security, and all parties being prohibited from attending the remainder of the meeting, exposition and functions.

If there is more than one offense, ASCRS•ASOA will prohibit the parties’ attendance at ALL future shows.

SecurityASCRS•ASOA will hire security guards for the public areas of the convention center and overall space of the exhibit hall.

Should you have valuable items in your booth that need to be left overnight, it is preferred that you hire the designated security company that the association has listed. An order form of these services will be provided in the exhibitor service kit available in December.

ASCRS•ASOA is not responsible for lost, stolen or damaged items.

SellingSelling or order taking is permitted, but exhibitor is expected to maintain proper decorum, follow ASCRS•ASOA’s high standards, and be consistent with the educational purposes and integrity of the show and profession.

Exhibitors must obtain any/all permits/licenses required by the host state/city prior to selling/taking orders on-site. All taxes related to sales/orders on-site are the sole responsibility of the exhibitor.

Seller’s Permits / Sales Tax InformationGenerally, the California State Board of Equalization requires that vendors who make sales or take order for sales at or during a convention, trade show or consumer hold either an ongoing or temporary seller’s permit. Please visit http://www.boe.ca.gov/info/temporary_sellers.htm or call the California State Board of Equalization at 800.400.7115 for complete information.

Sound & Presentations in BoothsEarphones are required for group presentations, both oral and audiovisual.

When conducting a presentation in your booth, it is the exhibitor’s responsibility to keep overflow crowds clear of the aisles. ASCRS•ASOA reserves the right to determine whether or not sound presentations are the correct decibel level.

Seating for presentation areas must be free and clear from the aisles and be monitored and controlled so that all aisles remain congestion free.

MARKETING, ADVERTISING & PUBLIC RELATIONS

ASCRS•ASOA POLICIES ON MARKETINGASCRS•ASOA recognizes the importance of exhibitor advertising and marketing at its annual symposium as a means for heightening booth traffic and generating interest in new products and/or services. The purpose of ASCRS•ASOA enacting policies and procedures in relation to symposium marketing and advertising is to not only ensure a fair and balanced exhibit opportunity for all but to also maintain the high level of professionalism that both exhibitors and attendees come to expect when attending the ASCRS•ASOA Annual Symposium & Congress. It is not the intent of ASCRS•ASOA to block or in any way hinder exhibitors from reaching their target audience, but rather to maintain the integrity and fairness of the medical meeting environment for all participants.

ASCRS•ASOA, in its sole discretion, shall have the right to prohibit the distribution of any item it deems objectionable or otherwise inappropriate.

ASCRS•ASOA & EyeWorld LogosThe use of the ASCRS•ASOA and EyeWorld logo in any advertising or marketing efforts is prohibited without the express consent of ASCRS•ASOA or its subsidiaries.

All advertising materials and/or public relations efforts at the meeting must be clear in communication and may not promote or imply that the functions are sanctioned ASCRS•ASOA activities.

Contests, Drawings, and RafflesContests, drawings, raffles, and entertainment are prohibited. Exhibitors are not permitted to collect names for contests, drawings, or raffles to be held outside the meeting. Gaming devices of any description are not permitted in the exhibit hall.

Attendees may not be registered for drawings, raffles, or lotteries that might be conducted during or after the ASCRS•ASOA Annual Symposium & Congress.

Exhibitor MarketingAll exhibitor marketing efforts are to be limited to the confines of the exhibit booth.

Example: Exhibitors may not place or pass out their flyers or promotional materials in any place besides their exhibit booth. Exhibitors may not solicit attendees outside of their exhibit booth.

1. Except where specifically provided by contractual agreement between ASCRS•ASOA and the exhibiting company, no external marketing by exhibitors or their assigned associates and vendors may take place within the confines of the convention center.

2. Except where specifically provided by contractual agreement between ASCRS•ASOA and the exhibiting company, no external marketing by exhibitors or their assigned associates and vendors may take place on the sidewalks and promenade leading up to the convention center, or the shuttle bus entrances or taxi cab lines.

3. Mobile advertising may not remain stationary in front of the ASCRS•ASOA entrances to the convention center or other assigned meeting space.

4. No external marketing by exhibitors or their assigned associates and vendors may take place on the sidewalks immediately in front of the shuttle bus stops at the show hotels.

5. No external marketing by exhibitors or their assigned associates and vendors can take place outside the confines of a competing exhibitor’s event or meeting.

• Should competing companies host events in the same hotel/venue on the same day, external marketing is limited to outside of the hotel/venue space or immediately in front of the exhibitor’s event.

• External marketing may not interfere or detract from a competing exhibitor’s event or marketing.

6. External personnel used for marketing purposes are expected to maintain appropriate behavior and dress at all times.

E-Blast / Email MarketingAll e-blast marketing must be approved through ASCRS•ASOA prior to distribution and must contain a disclaimer that ASCRS•ASOA will provide. To submit your e-blast marketing piece for approval please contact Jamie Barbera,, [email protected], no later than April 14, 2017.



Exhibitor Press Releases Exhibitors may issue press releases regarding their products, data or other proprietary information available in the exhibit hall. They may also reference the fact that they are exhibiting at the ASCRS•ASOA Annual Symposium & Congress and that sessions at the meeting will provide additional data or information about their products or services. However, no company shall describe the presentation of data or information at the meeting in such a way as to imply an endorsement by ASCRS. Specifically, words such as “featured” or “showcased” must be avoided as an example. Furthermore, no company shall issue a release listing by name official ASCRS•ASOA meeting content, programming, educational sessions or other presentations.

Any press release referencing an exhibitor’s participation in the meeting must also include the following disclaimer:

“All educational content of the ASCRS•ASOA Annual Symposium & Congress is planned by its program committee, and ASCRS•ASOA does not endorse, promote, approve, or recommend the use of any products, devices, or services.”

The use of the ASCRS•ASOA logo is NOT permitted. Improper press releases will result in a Priority Point penalty.

Exhibitors may place press releases and other press information in the ASCRS•ASOA Press Room on-site. Materials can be dropped off during Press Room hours and placed on the provided racks. Other than dropping off materials, access to the Press Room is limited to registered members of the media.

External To The Building MarketingExhibitors who wish to partake in supplemental marketing efforts outside of the convention center must submit the External Marketing and Promotion form to Paul Zelin for prior approval. These include (but are not limited to) the use of mobile billboards, “sandwich board” walkers, taxi cab toppers, fixed billboards, building wraps and/or banners, etc.

The External Marketing Form will be available in the service kit.Please submit the by email or fax to the contact below:

Paul ZelinSalesEmail: [email protected] Phone: (703) 383-5729

Food & Beverage in Exhibit BoothsExhibitors are permitted to purchase food & beverages for their booth during

exhibit hall hours. Popcorn is not permitted.

Giveaways

For those companies regulated by the Pharmaceutical Researchand Manufacturers of America’s (PhRMA) codes governing interactions with healthcare professionals and in supporting similar changes from the Advanced Medical Technology Association AdvaMed), THE ONLY GIVEAWAYS PERMITTED FOR THIS GROUP ARE THOSE DESIGNED PRIMARILY FOR THE EDUCATION OF PATIENTS OR HEALTHCARE PROFESSIONALS.

Due to these new codes companies regulated by PhRMA orAdvaMed are NOT permitted the following giveaways: pens, pencils, note pads, small desk clocks, pocket calculators, desk calendars and mouse-pads, USB Drives, iPods, iPads MP3 Player & gift certificates.

Prescription drug samples may be distributed to physicians only in accordance with the Prescription Drug Marketing Act.

Where permitted by law, it is appropriate for companies to offer items that are not of substantial value ($100 or less) and do not have value to healthcare professionals outside of their professional responsibilities. For example, an anatomical model for use in the examination room is intended for the education of patients and would be acceptable.

ASCRS•ASOA, in its sole discretion, shall have the right to prohibit the distribution of any item it deems objectionable or otherwise inappropriate.

To submit your requests for giveaway approval please fill out the Giveaway Request for Approval Form in the service kit available in December. Contact Jamie Barbera, [email protected], with questions. Forms will be due no later than April 4, 2017.

Items that will be used only by staff internal to the exhibiting company (and therefore not given away) are exempted from this policy.

Only exhibitors with the express written approval of ASCRS•ASOA may distribute items of any kind besides what is detailed below.

Exhibiting companies may distribute descriptive product literature and samples of their listed products to each booth visitor.

Potential giveaway items must be designed primarily for the education of patients or healthcare professionals.

Potential giveaway items may not duplicate items ASCRS•ASOA supplies with the support or promotional fees paid to SCRS•ASOA by a corporate supporter or advertiser. These items include but are not limited to: lanyards, tote bags made of an enduring material, and bottled water.




Distribution of approved items must not create a nuisance or cause interference with adjoining exhibitors.

Exhibiting companies may wish to place giveaway items in a bag. The bag must follow the below guidelines.

1. A product sample of the bag is required to be submitted to ASCRS•ASOA for prior approval.

2. The bag is required to be plastic or paper ONLY

3. The bag may not contain the company logo, company product logo and/or name, or show logo and/or name.

Exhibitors must submit their giveaway requests and form no later than April 14, 2017.

Failure to provide a sample by the due date above may preclude the exhibitor from providing a giveaway. All giveaway items must be pre-approved by the ASCRS•ASOA Exhibits Manger or will be confiscated on the show floor and not returned.

Helium BalloonsHelium balloons are not permitted.

SYMPOSIUM AND CONGRESS MARKETING, ADVERTISING & PUBLIC RELATIONS ENFORCEMENTPolicy EnforcementAny unapproved symposium marketing and/or advertising carries with it the possibility of penalties to be assigned at the discretion of ASCRS•ASOA. Penalties will be conducted in accordance with the below unless otherwise stated. Depending on the severity of the offense and/or conduct, and/or number of violations, ASCRS•ASOA may opt to forgo the below and close the event.

1st offenseVerbal Warning

2nd offenseThe exhibiting company will lose all Priority Points accrued during the calendar year, and will receive no Priority Points for the remaining portion of the year. Additionally, the company may be prevented from exhibiting or attending the following ASCRS•ASOA Annual Symposium & Congress.

3rd offenseASCRS•ASOA will prohibit the exhibiting company from exhibiting at the next ASCRS•ASOA meeting. The exhibitor will lose all Priority Points accrued during the calendar year, and will receive no Priority Points for the remaining portion of the year.

Again, it is not the intent of ASCRS•ASOA to interfere with exhibitor outreach and/or marketing efforts, but only to ensure that the Annual Symposium remains a fair and positive opportunity for all involved.

SYMPOSIUM ADVERTISING OPPORTUNITIESAdvertisingASCRSMedia gives your company the opportunity to reach the important buyers that attend the ASCRS•ASOA Symposium & Congress.

ASCRSMedia will work with your company to ensure coverage before, during, and after the meeting.

Please call (703) 591-2220 for more information.

The ASCRSMedia Guide will be mailed in the Fall of 2016 to confirmed exhibiting partners and also will be available online at www.ascrsmedia.com.

Preview ProgramThe ASCRS•ASOA Preview Program is the first meeting-specific advertising opportunity to reach a prospective meeting attendee. The Preview Program is mailed to more than 38,000 practicing ophthalmologists worldwide. The Preview acts as our invitation to physicians and administrators to attend the meeting. Take advantage of this opportunity to reach the prospective attendees of ASCRS•ASOA.

Space Deadline: January 6, 2017

Materials Due: January 9, 2017

On-site & Online Final ProgramAll attendees will receive the On-site Final Program in their tote bag. It will serve as a guide to the three main programs: ASCRS Symposium, ASOA Congress, and the Technicians & Nurses Program. The On-site Final Program will also include a summary of the special events, the winners of the Ophthalmic Photographers Society Exhibit, an exhibit hall map, and an Exhibitor List to include booth number and product category listing. Each section will be organized by day and show the paper sessions, symposia, and courses offered during each session, along with the corresponding room locations.

All advertisers in the On-site Final Program will have their ad placed in the Online Final Program at no additional charge, doubling the exposure of the ad to the attendee.

Space Deadline for all ads: February 14, 2017

Materials Due: February 24, 2017



Cornea Day Final ProgramAdvertising is now being accepted for the 2017Cornea Day Final Program. Deliver your message to more than 1300 attendees at this targeted meeting. The Final Program includes all program information for this sub-specialty meeting including program schedule, agenda and all session hand-outs. The Cornea Day Final Program is delivered to each Cornea Day attendee at registration. Cover, tab, and front stack positions available.

Space reservations: February 7, 2017 Materials due: March 7, 2017

ASCRS Glaucoma Day Final ProgramAdvertising is now being accepted for the 2017 ASCRS Glaucoma Day Final Program. Reach more than 500 attendees at this content-specific meeting. The Final Program includes all program information for this subspecialty event including program schedule, agenda and all session hand-outs. The ASCRS Glaucoma Day Final Program is delivered to each Glaucoma Day attendee at registration. Cover, tab, and front stack positions available.

Space reservations: February 7, 2017 Materials due: March 7, 2017

Our Show IssuesEyeWorld is the news magazine of ASCRS•ASOA. Make sure you take advantage of our pre-show (March) and show (April) issues. Both issues will be distributed at the ASCRS•ASOA Symposium & Congress.

March Issue (Pre-Show Issue): Space Deadline: January 13, 2017 Materials Due: February 17, 2017

April Issue: (Show Issue) Space Deadline: February 17, 2017 Materials Due: March 17, 2017

Administrative EyecareASOA’s award-winning magazine, Administrative Eyecare has expanded to six printed issues. It provides quality content on practice management and ophthalmic business topics. Take advantage of our show issue (April/May 2017), which will be distributed at the ASCRS•ASOA Symposium & Congress.

Space Deadline: January 13, 2017 Materials Due: February 3, 2017

EyeWorld Meeting Reporter/Video Reporter

Live from the floor of the ASCRS•ASOA Annual Symposium & Congress! Emailed globally to almost 22,000 ophthalmologists each day from the meeting, the EyeWorld Meeting Reporter will have the most current information, events, and video from the floor of the meeting. Reach your target market each morning as members check their email. This opportunity is a sole sponsorship and is available under a right of first refusal from the previous year’s sponsor.

Space Deadline: April 21, 2017 Materials Due: April 24, 2017

EyeWorld Today: The ASCRS•ASOA Show DailyPublished on-site for all four exhibit days of the meeting, EyeWorld Today reaches more than 5,000 attendees daily. Every issue provides complete coverage of speakers, symposia, and breaking news surrounding the previous day’s events. EyeWorld Today gives you an ideal advertising opportunity during the meeting. The dailies are archived online, and marketed by email, for those that did not attend the meeting.


It’s in the BagEyeWorld’s exclusive ASCRS•ASOA room drop. Provide your company’s promotional piece and we will include it in our distribution to attendees staying at ASCRS•ASOA Symposium & Congress official hotels. It’s in the Bag will be distributed to approximately 3,600 rooms the evening of May 5, 2017. Your promotional piece must be pre-approved by ASCRSMedia. Please contact Cathy Stern at 703-383-5702 or [email protected] for information on the pre-approval process.




SYMPOSIUM MARKETING OPPORTUNITIESASCRS•ASOA offers a variety of marketing and advertising opportunities during the Symposium and Congress. These options are designed to maximize your company’s exposure to attendees at the meeting. Most marketing opportunities may be product specific. Artwork is subject to review and approval by ASCRS•ASOA. The following opportunities are available exclusively to exhibiting companies. These opportunities will earn exhibitors Priority Points for the 2019 ASCRS•ASOA Symposium and Congress. Priority Points are used to determine booth space selection order for the meeting. Exhibitors who contract for one or more of these opportunities are given right of first refusal for the same opportunity at the 2018 meeting.

When the Exhibitor Prospectus was published, pricing and availability for all opportunities had not been finalized. A separate, electronic brochure will be produced to provide interested marketers with full details on all of the offerings. Note, some of these offerings are held as a first right of refusal for the 2016 advertiser using that item. Contact us to determine if an item is available.

For more information on these opportunities, please contact:

Paul ZelinDirector of Sales703-383-5729 or [email protected]

ASCRS•ASOA ON-SITE:MARKETING AND ADVERTISINGTentatively scheduled to be available in Los Angeles:At the convention center:ASCRS Film Festival and Film & Poster Guide

ASCRS Hall of Fame Sponsorship

Attendee lanyardw

Attendee tote bag

Column wraps

Convention Center escalators

Convention Center steps

Entrance and exit window clings

Exhibit floor map

Hanging banners

Internet & email access stations

Mobile app for smartphones

Registration candy

Rotating panel kiosks

Re-Fresh & Re-Charge Lounge(s) - Device Charging Lounge

Shuttle bus directional signs

Wi-Fi hot spot and break area

Window clings

In the attendee tote bag:Los Angeles pop-up map

Exhibit floor map

EyeWorld Destination Guide

MARKETING & SPONSORSHIP OPPORTUNITIES FOR THE ASOA CONGRESSIn 2017 the ASOA Congress will be housed in the same convention center as the ASCRS Symposium. Similar to offerings in 2016, opportunities at the 2017 meeting to reach the ASOA attendee specifically will be available in areas where concentrated numbers of ASOA program attendees will be present. Opportunities to reach the ASOA attendee specifically include:

• ASOA Networking Lounge

• ASOA Notebook

• Rotating light boxes and/or mobile charging stations co-located nearthe ASOA session rooms

• Opening General Session Program Book

• Keynote speaker at the ASOA Opening General Session

• COE Luncheon

• ASOA Sunday night Celebration

• Hand Sanitizers

ASCRS•ASOA CITY-WIDE:MARKETING AND ADVERTISING:Attendee shuttle buses

ASCRS TV News

Hotel key cards

Exclusive hotel room drops

ASCRS 5K Run for Sight (benefiting the ASCRS Foundation)

SHOW RULES & REGULATIONS

GENERAL TERMS AND REGULATIONS1. These rules and regulations constitute an essential part of the contract for the exhibit space. During the Symposium & Congress, the American Society of Cataract and Refractive Surgery (ASCRS) and the American Society of Ophthalmic Administrators (ASOA) reserve the right to render all interpretations and to establish further regulations as may be deemed necessary for the general success of the exhibition.

2. ASCRS•ASOA reserves the right to decline, prohibit, or expel an exhibit which, in its judgment, is out of keeping with the character of the exhibition, this reservation being all inclusive as to the persons, things, printed matter, product, conduct, etc. Should the exhibit be expelled, space payments will not be refunded.

3. Exhibitors shall be bound by all pertinent laws, codes, and regulations of municipal or other authorities having jurisdiction over the exhibit facility or the conducting of said exhibit, together with the rules and regulations of the owners and/or operators of the facility in which the exhibition is held.

4. It is agreed that if the exhibitor fails to comply in any respect with the terms of the agreement, then ASCRS•ASOA shall have the right, without notice to the exhibitor, to sell or offer for sale the exhibit space covered by this contract. Said exhibitor will be liable for any deficiency, loss, or damage suffered by the exhibition by reason of the premises stated, which loss or damage the exhibitor agrees to pay the exhibition upon demand together with reasonable expenses and costs incurred by reason thereof.

5. It is further agreed that actual occupation of the exhibit space by an exhibit is of the essence thereof, and that should the exhibition be unable to affect the sale of the space as herein provided, the exhibition is then expressly authorized to occupy or cause said space to be occupied in such a manner as it may deem in the best interest of the exhibition, without any rebate or allowance whatsoever to the exhibitor and without in any way releasing said exhibitor from any liability hereunder, and said exhibitor expressly agrees to pay the exhibition the full sum herein set forth.

6. ASCRS•ASOA shall have full power in the interpretation and enforcement of all rules and regulations contained herein and the power to make such amendments thereto, and such further rules and regulations as it shall consider necessary for the proper conduct and success of the exhibition.

7. I understand that by providing my mailing address, email address, telephone number and fax number, I consent to receive communications sent by or on behalf of the American Society of Cataract and Refractive Surgery and the American Society of Ophthalmic Administrators (and their subsidiaries and affiliates) via regular mail, email, telephone or fax. I understand that the American Society of Cataract and Refractive Surgery and the American Society of Ophthalmic Administrators may share my address/email/telephone/fax with other organizations.

FDA RegulationsExhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including but not limited to any or all approval requirements. Exhibitors are reminded that the FDA generally prohibits the advertising or other promotion of investigational or unapproved drugs and devices. The FDA also forbids the commercial promotion of approved drugs or devices for unapproved uses.

Unapproved devices may be displayed only if they are the subject of an effective investigational device exemption (IDE) or if they are the subject of a pending 510(k) pre-market notification application. Exhibitor is required to post a sign stating the device or product is not FDA Approved at this time.

Any investigational product that is displayed or graphically depicted within the exhibit must (a) contain no claims of safety or effectiveness, (b) contain no comparative claims to other marketed products, and (c) be accompanied by a sign clearly and prominently stating that the device is limited by federal law to investigational use and is not approved by the FDA for commercial distribution in the United States.

Exhibitors may not sell, commercialize, or take orders or names with respect to an investigational drug or device, or a device that is subject of a pending 510(k) application, unless limited to research or investigational use.

These restrictions are not intended to limit the full exchange of scientific information regarding an investigational drug or device. If the FDA or a court of competent jurisdiction determines that a company’s exhibit at an ASCRS•ASOA meeting is in violation of any FDA regulations, including but not limited to the promotional restrictions and rules described above, the company may be subject to sanctions, including but not limited to exclusion from exhibiting at subsequent ASCRS•ASOA meetings.

Concerns or questions regarding compliance with FDA regulations should be addressed to the appropriate agency within the FDA.

ViolationsSpecific actions may be taken by ASCRS•ASOA for violation of any provision of these guidelines. Violations of any ASCRS•ASOA policies, guidelines, rules or regulations may result in the loss of Priority Points for future space assignments and/or immediate removal from the exhibit hall and/or denial of exhibit space at future meetings. The action taken will be determined on the basis of the particular circumstances of the violations, but in cases involving major violations, may include legal action.




Priority PointsASCRS•ASOA has the discretion to reduce an exhibitor’s accrued Priority Points based on past inappropriate conduct by the applicant (including but not limited to failure to comply with ASCRS•ASOA exhibitor rules and regulations) or legal or regulatory actions or consumer/member complaints relating to the safety and efficacy of an applicant’s products or services.

Evaluation of Space Application/Contract In order to preserve and maximize the educational value of the technical exhibit program, ASCRS•ASOA will examine all Space Application/Contracts and evaluate the proposed exhibits to determine whether they satisfy certain basic criteria. Permission to exhibit does not constitute in any way an ASCRS•ASOA endorsement or approval of the exhibited products or services, or guarantee that space will be assigned.

The evaluation of Space Application will be performed in accordance with guidelines established by the ASCRS•ASOA Executive Committee. The principle criteria to be considered in reviewing applications shall include, but are not limited to, whether the products or services proposed for exhibition relate specifically to the practice or advancement of ophthalmology generally and/or cataract and refractive surgery specifically, whether the proposed exhibit is of educational value to ophthalmologists, cataract and refractive surgeons, and whether the products or services in question are safe and effective.

Every exhibitor applicant who did not exhibit at the 2016 ASCRS•ASOA Annual Symposium & Congress must complete the review process for assignment of exhibit space. An applicant who did exhibit in 2016 must complete the review process only if there has been a material change in circumstances relating to its company (e.g., a change in ownership, control, or legal status) or in the nature, name, composition, products, labeling, or regulatory status of the products and services to be exhibited, or if the safety or efficacy of the company’s products or services have been called into question through litigation, regulatory proceedings, customer complaints, or other reliable sources of adverse information.

The information required for review are the following:1. Company Profile

2. The products and/or services the company plans to exhibit(i.e. product brochures, literature, or samples)

3. Exhibitors must disclose details on any consumer or governmentlitigation, orders, injunctions, judgments, or settlements over thelast three years regarding the business practices of the company or theproducts and services to be exhibited. Companies with complaints filedagainst them with state or federal consumer affairs regulatory agencies,the Better Business Bureau, or ASCRS•ASOA members may berequired to provide an explanation of the resolution of those complaints.

4. Exhibitors shall not exhibit any products or services other than thoseincluded in their Space Application/Contract or approved in writing byASCRS•ASOA. Successfully completing the Exhibit Application doesnot guarantee that you will be assigned booth space. ASCRS•ASOAmeetings consistently sell out of exhibit space and maintain waiting lists.

ASCRS•ASOA exhibit space is assigned in Priority Point order to all exhibitors that have a history of exhibiting at ASCRS•ASOA meetings.

Even where an exhibitor meets the basic criteria described above, ASCRS•ASOA still reserves the right to deny any request to exhibit based on space limitations, safety concerns, failure to comply with these procedures or requirements, past inappropriate conduct by the applicant (including by not limited to failure to comply with ASCRS•ASOA exhibitor rules and regulations), or a reasonable determination by ASCRS•ASOA that the company’s products or services are not safe and/or effective.

Alternatively, ASCRS•ASOA may decide to reduce an applicant’s accrued Priority Points based on the applicant’s past failure to comply with ASCRS•ASOA exhibitor rules and regulations or legal or regulatory actions or consumer/member complaints relating to the safety and efficacy of an applicant’s products or services.

Badge Access to ExhibitsEveryone is required to have a badge on in order to gain access to the exhibit hall. Exhibitors may not enter another exhibitor’s booth, take literature, or photographs without approval.

Biomedical WasteCompanies with exhibits that include the use of animal tissue, disposable needles, sharps, human blood, or products contaminated with blood must complete the ASCRS•ASOA liability waiver, the Hazardous Waste Removal Order Form and pay a fee for the removal of the waste. More information can be found in the service kit available in December.

Care of FacilityProtection of convention facility property: Nothing shall be posted on, or tacked, nailed, screwed or otherwise attached to the columns, walls, floors, or other parts of the facility or convention hall exhibit area without permission from the proper building authority. Packing, unpacking and assembly of exhibits shall be done only in designated areas and in conformity with the directions of the convention hall managers and their assistants. All booths must be set up no later than six hours prior to the beginning of the show.



CatastropheASCRS•ASOA will not be liable for the fulfillment of this contract as to the delivery of exhibit space if non-delivery is due to any of the following causes: by reason of the facility being damaged or destroyed by fire, act of God, public enemy, war or insurrections, strikes, acts of terrorism, the authority of the law, public health crisis, postponement or cancellation of the exposition, or for any cause beyond their control. It will, however, in the event of its not being able to hold an exhibit for any of the above named reasons, reimburse exhibitors on a pro-rate basis on any amount paid in, less any and all legitimate expenses incurred, such as but not limited to rent, advertising, salaries, operating costs, etc.

Children in the Exhibit Hall During Move In/Move Out Under no circumstances are children allowed inside the exhibit hall during installation or dismantle due to safety considerations.

Convention Center Rules/InsuranceExhibitor expressly agrees to adhere to all convention rules and regulations published by the convention center. Exhibit also agrees to meet all convention center insurance requirements and accepts sole and complete responsibility for securing required license/permits needed, for example, from ASCAP/BMI for the use of music in booth area.

Floor CoveringIndividual exhibit spaces are not carpeted. Exhibitors are required to have proper floor covering in their designated booth area. The full square footage of your exhibit booth space is required to be covered.

Booths not containing floor covering by 5:00 p.m. on Friday, May 5, 2017 will be supplied standard carpet and the exhibitor will be charged accordingly by the official service contractor.

Unfinished Booths/Unsightly BackwallsExhibitors must mask all displays with unsightly back/side walls. If necessary, a drape will be installed to cover any unfinished parts of a display and the exhibitor will be charged accordingly by the official service contractor.

Contests, Drawings, and RafflesContests, drawings, raffles, and entertainment are prohibited. Exhibitors are not permitted to collect names for contests, drawings, or raffles to be held outside the meeting. Gaming devices of any description are not permitted in the exhibit hall.

Attendees may not be registered for drawings, raffles, or lotteries that might be conducted during or after the ASCRS•ASOA Annual Symposium & Congress.

GiveawaysExhibiting companies may distribute descriptive product literature and samples of their listed products to each booth visitor.

Exhibitors who wish to distribute items of educational value other than product samples must submit a request in writing to ASCRS•ASOA. Requests may be submitted via the Giveaway Request Form in the Exhibitor Prospectus or in the service kit. Please send this form to the ASCRS•ASOA Exhibits Manager, Jamie Barbera, [email protected].

Requests must be received no later than April 8, 2016. Samples of giveaways sent to ASCRS•ASOA for review will not be returned.

Outstanding Balance/Payment InformationCompanies that have a balance due from a previous show will not be permitted to exhibit in future shows until the balance due is paid in full.

Final booth space payments are due December 5, 2017

If payment is not received on or before December 5, 2017, exhibitors will lose 10 Priority Points, per day, each day the balance is overdue.

ASCRS•ASOA reserves the right to reassign or cancel the booth space without notice that is not paid in full by December 5, 2017.

Applications received by ASCRS•ASOA on or after December 6, 2017 must include 100% payment to be processed.

Promotional MaterialExhibitors may not use the name or logos of the American Society of Cataract and Refractive Surgery or ASCRS or the American Society of Ophthalmic Administrators or ASOA in promotional material without written consent from ASCRS•ASOA.

While at the exhibition, distribution of advertising material and exhibitor solicitation of any sort shall be restricted to the exhibitor’s booth. Neither company nor products may extend into the aisle or beyond the limits of the assigned booth.

ASCRS·ASOA SYMPOSIUM & CONGRESS

MAY 5-9

2017 LOS ANGELES

ADDITIONAL PROGRAMS

FRIDAY, MAY 5


2017 INVITATION TO EXHIBITDear Exhibitor:

We are pleased to invite you to exhibit at the ASCRS Glaucoma Day 2017 and Cornea Day 2017 and NEW for 2017, ASCRS Refractive Day programs on Friday, May 5, 2017. This joint exhibit hall opening one day prior to the ASCRS•ASOA Annual

Symposium & Congress exhibit hall, offers a unique opportunity to connect with the most important target market for your

company’s products and services. These important one-day programs attracted a combined total of over 1,500 ophthalmologists

and their staff members in 2016.

ASCRS Refractive Day focusing on all refractive cornea and refractive IOL needs, is a comprehensive overview of all of the advances in refractive surgery

In addition to the targeted access of this special pre-meeting exhibit hall, exhibiting companies will be highlighted in the show issue of EyeWorld newsmagazine, the ASCRS Glaucoma Day & Cornea Day Final Program, the Final Program of the ASCRS•ASOA Symposium & Congress, on-site graphics and the mobile/tablet app.

To become part of this exhibit opportunity, read the prospectus carefully and fill out the contract.

2016 ATTENDANCE PROFILE Physician 1111

Resident/Fellow 190Staff 78

Corporate/Other 45Cornea Day Optometrist 11

Glaucoma Day Optometrist 1Guests 60Total 1496

Thank you for your support and interest in participating in our educational programs.

We look forward to seeing you!

Jamie BarberaExhibits Manager

2017


7:00 a.m.–4:00 p.m.

EXHIBIT DATES/HOURS - Concourse LobbyFriday, May 5

SPACE ASSIGNMENT ASCRS Refractive Day, ASCRS Glaucoma Day & Cornea Day exhibits are an extension of the continuing education program. To be accepted by ASCRS & the Cornea Society, the products and services should be related to ophthalmic or medical administrative fields.

Applications received by the August 26, 2016 deadline will be assigned space on a first-come, first-serve basis. Exhibit space is limited, thus companies are limited to one tabletop space. Requests for additional tabletop spaces will be reviewed on an individual basis. Applications received after August 26, 2016 will be accepted providing there is space availability.

ASCRS Refractive Day, ASCRS Glaucoma Day & Cornea Day reserves the right to reconfigure the exhibit hall floor plan and reassign any exhibiting company at any time. Should the affected exhibitor cancel their space as a result of his booth reassignment, space payments will be refunded in full provided the Exhibits Manager receives the written cancellation within the designated time frame. The affected exhibitor must submit his cancellation notification in writing within 30 days of notification of space reassignment.

The exhibit hall will be open for ASCRS Refractive Day, ASCRS Glaucoma Day & Cornea Day attendees only:

• Morning & afternoon food & beverage breaks as well aslunch will be provided in the hall.

BOOTH SPACE GUIDELINES Exhibits are for disseminating information and displaying products that can easily fit within the allotted tabletop exhibit space. The maximum height of products and display materials on the table may not exceed 7ft. from the floor, nor can the products wraparound to produce any type of sidewall.

All exhibits are subject to review on-site and modification where necessary. All exhibitors are required to keep their materials within their exhibit space. Portable, pop-up back walls are permitted.

Custom-built booth displays are strictly prohibited. Any requests to substitute the 6’ table with equipment must be made in writing no less than 60 days in advance of the exhibition. Please note that the exhibit hall configuration is subject to approval by the local Fire Marshall.

LASERS & POTENTIALLY HAZRDOUS LIGHTS Any exhibitor who will be utilizing or displaying lasers or other hazardous optical sources will be required to review the ASCRS Laser Safety Guidelines and submit the Laser Safety Use form by March 24, 2017.

IMPORTANT DATES TO REMEMBERAugust 26 Booth Space Contract due with 50% Deposit

October 12 Booth space confirmation letters emailed

DecemberExhibitor Badge Registration open

December Exhibitor Service Kit available online

December 5Final payment due

December 6 Last day to cancel exhibit space without incurring a penalty

December 7–January 7 Booth cancellation will forfeit 30% of total booth fee

January 8–March 7 Booth cancellation will forfeit 50% of total booth fee

March 8 Booth cancellation will forfeit 100% of total booth fee

March 24Laser Safety Use Form due

March 31EAC form and EAC Certificate of Insurance due to ASCRS (if applicable)

May 3Exhibitor Registration Open

May 4 Exhibit installation 1:00PM-5:00PM

May 5Exhibit Hall Open 7:00AM-4:00PM

May 5 Exhibit dismantle 4:00PM-6:00PM

2017


• One draped table, 6’ long x 2’ deep x 30” High. The table is toppedin white and skirted black.

• Standard ID sign hung on the front of the table. 11” long x 17” high.

• Two chairs are provided

• One wastebasket is provided.

Table Display Guidelines: • Tabletop Height may not exceed 7ft, exhibit fixtures, signage, products,

etc. must be placed on top of the table top.

• Equipment carts are allowed in lieu of provided 6’x24” table. Cartsmust not exceed display area limits of 66” high x 6’ long x 24” deep.

• Display space does not extend beyond the table surface.

• Signs or banners reaching a maximum of 6’ long x 30” high may behung from the drape on the front of the table.

• Maximum height permitted on top of the table is 3” high.

• Note: Your table top is your only display space.

• The Exhibit area is carpeted, no other flooring is allowed.

• Freestanding signage is permitted BEHIND your table only not next to it.

• Pop-up displays are permitted on top of your table or behind it, notnext to it.

• Additional furniture will not be permitted, nor will ordering additionalchairs or a different size table be permitted.

MOVE-IN/MOVE-OUT SCHEDULEMove-in May 4 1:00–5:00 p.m.

Move-out May 5 4:00–6:00 p.m.

2017

ASCRS REFRACTIVE DAY, ASCRS GLAUCOMA DAY & CORNEA DAY TABLE TOP EXHIBIT DISPLAY GUIDELINES

**Exhibitors will be asked to remove any exhibits not in compliance with these guidelines**

Your exhibit space includes:


EXHIBIT SPACE RENTAL FEESThe fee includes:

• Space rental, 6 ft. draped table

• Two chairs

• Registration for two representatives

• Mailing list for the meeting upon request. Please note: A sample ofthe marketing collateral must accompany the request

• A booth identification sign with company name and booth number

• Company listing in the ASCRS Final Programs if provided by company

• 1875 Priority Points toward exhibiting at the 2018 ASCRS•ASOAAnnual Symposium & Congress

• Company listing in the show issue of EyeWorld News Magazine

• Company listing in the ASCRS Glaucoma Day & Cornea Day FinalProgram

• Company listing in the mobile/tablet app

Fee: $7,500

PAYMENTS AND CANCELLATIONS Payment Schedule 50% deposit payment is due with the application form. The deadline is August 26, 2016. Contracts submitted without payment will not be binding, and space will not be assigned or held. Final payment is due on or before December 5, 2016.

If payment is not received by this date, exhibitor will lose 10 priority points for each day the payment is past due and may be subject to automatic cancellation of space.

Returned payments will be charged a fee of $50.

Cancellation Policy Cancellation of assigned booth space must be submitted in writing. Cancellations will not be taken on the phone.

Exhibitors canceling after space has been contracted will forfeit a percentage of the total space fee based on the following schedule:

• 150 days from show date (December 7)–120 days from show date(January 7) forfeit 30% of total booth fee

• 119days from show date (January 8)–60 days from show date(March 8) forfeit 50% of total booth fee

• 59 days from show date (March 9)–0 days from show date forfeit100% of total booth fee

• If the exhibition is sold out and the canceled space is sold, the penaltywill be reduced to 40%.

Exhibitors that fail to pay the cancellation fee will not be permitted to exhibit at future ASCRS•ASOA & Cornea Society meetings until the balance is Paid in full.

Payment Methods ASCRS•ASOA accepts VISA, Disover, MasterCard, American Express, checks, and wire transfers.

If you are paying via wire transfer, please include the transaction fee in the total.

ASCRS•ASOA/Cornea Society is not responsible for this amount, and you will be billed for the balance.

For wire transfer instructions, please contact Bryan Sheering at 703-591-2220, or email [email protected].

2017


OFFICIAL HOTELS The official housing management company for ASCRS•ASOA is OnPeak. Housing opened on-site at the 2016 ASCRS•ASOA Annual Symposium & Congress in New Orleans, LA and is open to all exhibiting companies.

OnPeakPhone (US Toll Free): (800) 370-8282Phone (International): (312) 527-7300Fax: (312) 329-9513Email: [email protected]

ASCRS•ASOA has contracted rooms in over 30 different hotels in Los Angeles for the 2017 ASCRS•ASOA Annual Symposium & Congress. Any of these hotels, which are listed on the following page, are considered “official” hotels. Hotels not listed are not within the ASCRS•ASOA block.

Priority PointsExhibitors are required to secure all sleeping rooms through OnPeak. In doing so, exhibitors have the ability to accrue or lose Priority Points. Exhibitors that utilize OnPeak for 100% of their housing needs receive ten (10) times their booth square footage in Priority Points toward the nextconsecutive annual meeting. Exhibitors who do not utilize OnPeak for 100%of their housing needs will lose Priority Points for the next consecutiveannual meeting equal to 50% of their total booth square footage. Please seethe Priority Points section of the Exhibitor Prospectus for more details onhow Priority Points are calculated.

Securing HousingIn order to secure your exhibitor room(s) or block, you will need to submit your request online. This will notify OnPeak of your requested housing needs and on which nights you will need them for your staff.

• For 19 rooms or less please visit: Housing• For 20 or more rooms please visit: Group Housing

Any exhibitor requesting a room block of 20 rooms or more will be required to accept the terms of the ASCRS•ASOA attrition agreement along with their Exhibitor Room Block Request online.

ASCRS•ASOA reserves the right to make adjustments to your room block based on your organization’s history of rooms reserved vs. rooms utilized. Any request for an increase in excess of 5% of your total room pick-up from the previous year will only be granted when extenuating circumstances exist; this is subject to approval by the ASCRS•ASOA Meetings Department.the headquarter hotel.

Please note: this is subject to availability and is not a guarantee of rooms at the headquarter hotel.

When requesting any type of suite, please note that it will count for more than one room from your headquarter hotel allotment. A one-bedroom suite will count as two rooms and a two-bedroom suite will count as three rooms.

All requests for suites that will be used as sleeping rooms must go through OnPeak.

Hospitality Suite requests for the purpose of entertaining must be requested through the Affiliate Function Process. Please see guidelines in the Exhibitor Prospectus for more details on the ASCRS•ASOA Affiliate Function Process.

Room Assignment and Confirmation All housing assignments will be made in the order they are received. If your hotel choices are not available, an assignment will be made in a hotel comparable to your requested choices.

OnPeak will send you a confirmation of your hotel assignment. You will be able to distinguish email communications from OnPeak, as the official housing management company, as they will have the ASCRS•ASOA 2017 Official Meeting logo within the communication as well as the official OnPeak seal.

Rooming ListsExhibitor group block rooming lists are due to onPeak by March 1, 2017.

2017


RULES & REGULATIONS ASCRS•ASOA Show Rules & Regulations detailed within the 2017 ASCRS•ASOA Exhibitor Prospectus are in effect.

AFFILIATE FUNCTIONS & MEETING SPACE All meeting space requests are subject to the ASCRS•ASOA Meeting Space Guidelines& Procedures. Please refer to the Affiliate Functions information in the ASCRS•ASOA Exhibitor Prospectus or contact the Exhibits Manager [email protected] for more details.

INSTALLATION OF EXHIBITS Installation hours are: Thursday, May 4 1:00–5:00 p.m.

All exhibit crates must be empty and tagged for storage no later than 4:00 p.m., and all crates must be removed from the exhibit floor by 4:00 p.m. on this day as well. Display space not claimed and occupied by 4:00 p.m. on Thursday, May 4, may be canceled or reassigned without notification or refund. If the exhibit is on hand, ASCRS & the Cornea Society reserves the right to assign labor to set up any display that is not in the process of being erected by 4:00 p.m. on Thursday, May 4 and/or order the removal of all display materials and crates not in the process of being set up by 4:00 p.m. on Thursday, May 4.

The charge for labor to complete either of these options will be billed to the exhibitor and ASCRS•ASOA & the Cornea Society shall have no liability for such work. Labor within the booth can be provided either through an exhibitor appointed contractor (EAC) or the official service contractor. All individuals working in the hall must be badged at all times.

ALL INSTALLATION MUST BE COMPLETED AND BE SHOW READY BY 5:00 PM, THURSDAY, MAY 4TH.

Exhibit booths must be staffed during all open show hours.

DISMANTLE OF EXHIBITS The dismantling period is 4:00 p.m.–6:00 p.m., on Friday May 5. All exhibitor displays or materials left in the hall after 6:00 p.m. will be packed and shipped at the discretion of show management and all applicable service charges will be applied to the exhibitor of record.

IN NO CASE WILL DISMANTLING BE ALLOWED BEFORE 4:00 P.M., FRIDAY, MAY 5TH.

If Exhibitor violates this regulation, they may lose Priority Points for future booth assignments or may be denied exhibit space in future trade expositions. Please book your travel arrangements accordingly.

Exhibit booths must be staffed during all open show hours.

FLOOR COVERING The exhibit hall will be carpeted, and companies are prohibited from providing their own floor covering.

HANGING SIGNS Hanging signs are strictly prohibited within the ASCRS Glaucoma Day/Cornea Day exhibit area.

2017


Zip:

ASCRS REFRACTIVE DAY, ASCRS GLAUCOMA DAY & CORNEA DAY EXHIBIT SPACE APPLICATION

May 5, 2017 • Los Angeles, CA • Los Angeles Convention Center (LACC)

COMPANY INFORMATION—Please complete the information exactly as it should be published in the Final Programs.

Company Name:

Address:

City: State: Country:Phone: Fax:Company Email: Website:

CONTACT INFORMATION—For ASCRS internal use only

CEO/President: Title: Marketing Contact: Phone:Exhibit Contact: Title:Exhibit Contact Address:Exhibit Contact Phone: Fax: Email:

PAYMENT METHOD—Please check one MasterCard Discover American Express Check Wire Transfer Visa

Amount Enclosed: Account Number: Expiration Date:Name of Cardholder: Signature of Cardholder:

AUTHORIZATIONContracts will not be processed unless signed and include full payment. I am an authorized representative of the company with full power and authority to sign and deliver this application and contract. The company listed on this application agrees to comply with all the policies, rules, and regulations contained in the Exhibitor Prospectus and all policies, rules, and regulations adopted after publication of the prospectus.

Amount Enclosed:

Authorized Officer Signature: Date:

Please complete the application/contract as well as the company listing information and mail, fax or email to:

Mail: ASCRS•ASOA/Attn: Jamie Barbera Fax: 703-547-8840 or Email: [email protected]

4000 Legato Rd., Suite 700 Fairfax, VA 22033

2017


ASCRS REFRACTIVE DAY, ASCRS GLAUCOMA DAY & CORNEA DAY

TABLE TOP EXHIBIT DISPLAY GUIDELINES AGREEMENT FORM Please review the Tabletop Display Guidelines. You are required to sign and return this form to Jamie Barbera [email protected] along with your booth contract in order for it to be considered complete.

I have read and agree to comply with the ASCRS Glaucoma Day & Cornea Day tabletop guidelines. I understand ASCRS/The Cornea Society (and or its general services contractor - GES) reserves the right to require modifications to my table top exhibit on-site should it be deemed out if compliance.

Name:

Company:

Signature:

Date:

Please return to Jamie Barbera along with your booth contract

Email: [email protected]

Fax: 703-547-8840

2017


COMPANY LISTING INFORMATION (Must accompany application)

Please provide a company description in 100 words or less for publication in the 2017 ASCRS Glaucoma Day & Cornea Day Final Programs. If no company description is supplied, the company name, address, telephone number, and booth number will be the only information published in the program.

2017

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