pmw 16 final exhibitor prospectus
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2016 Practice Management WorkshopJuly 22-24 | Washington, DC
POWER YOUR PRACTICE AT THE
EXHIBITOR PROSPECTUS
AAAAI-1115-478
Invitation to Exhibit The American Academy of Allergy, Asthma &
Immunology (AAAAI) invites you to participate in the
2016 Practice Management Workshop in Washington,
D.C., July 22 – 24, 2016. This unique weekend event
focuses exclusively on the business side of medicine.
Exhibitors may choose to sponsor non-CME events or
other specific elements of the workshop as specified
below in the sponsorship opportunities section.
Target Audience/ Expected Attendance
Allergist/immunologists, A/I Fellows-In-Training and A/I
office managers and administrators.
The ratio of physicians to office managers/
administrators is approximately 65:35 with a total
expected attendance of 200-250. Many offices bring
teams of physicians and administrators.
Location Information
Hyatt Regency Washington on Capitol Hill
400 New Jersey Avenue, N.W.
Washington, D.C. 20001
Phone: (202) 737-1234
Exhibit Space Rental
All exhibit space includes one table top and the following
in your rental package:
1. One eight-foot skirted table
2. Two chairs
3. Three complimentary exhibitor badges
4. Company identification sign
5. Electrical outlet or power strip connection
6. Complimentary Wi-Fi connectivity in exhibit
area
7. Two sets of attendee contact mailing
information provided 30 days and two weeks
prior to event (no email addresses)
8. Listing on the AAAAI’s Practice Management
Workshop website
9. Exclusive access to 200-250 Allergist/
Immunologists, fellows-in-training, and A/I
office managers and administrators
Booth space is assigned on a first come, first serve basis
and limited to the first fourteen (14) exhibitor
applications received. To reserve space, please complete
the exhibitor participant application, Supporter
agreement, and payment authorization form and return
them to the AAAAI executive office by June 30, 2016.
Workshop Schedule
Friday, July 22: Pre-workshop “101” sessions and
registration, 2:00 – 6:00 PM; non-CME program
opportunities, 6:30 – 8:30 PM
Saturday, July 23: Plenary presentations and interactive
workshops, 8:00 am – 5:00 PM; wine and cheese
reception, 5:00 – 6:30 PM
Sunday, July 24: Plenary presentations and interactive
workshops, 8:00 AM – 1:00 PM
Exhibit Hours
Exhibits will be open Friday afternoon and during meals
and programming breaks on Saturday. To encourage
attendee traffic, coffee breaks, the dessert and the wine
and cheese receptions will be set up in the exhibit hall.
Set up: Friday, July 22, 9:00 AM – 1:00 PM
Exhibit hours:
Friday, July 22:
2:00 – 6:00 pm (break 3:30 – 4 PM)
Saturday, July 23:
9:30 – 10:00 AM (coffee break)
12:00 – 1:30 PM (dessert reception)
3:00 – 3:30 PM (coffee break)
5:00 – 6:30 PM (wine and cheese reception)
Tear down and move out:
Saturday, July 18, 6:30 - 9:00 PM
Shipping
Any package being shipped to the Hyatt Regency
Washington must be prepaid. Packages without the
Receiver’s name and phone number will be rejected. A
limit of ten (10) boxes weighing no more than 50 pounds
each can be shipped to the hotel two (2) days prior to the
function. Shipments received prior to three (3) days will
be returned. Larger packages must arrive on the day of
set-up. Any package being shipped out of the hotel must
be prepaid, addressed, labeled and ready for mailing. A
convention services staff member will distribute Shipping
Request Forms to be completed prior to the exhibit.
Please label all incoming packages as follows:
Parcels should be addressed to:
On Site Receiver’s Name
Sender’s Company
Receiver’s Phone Number
AAAAI Practice Management Workshop - Exhibitor
C/O Devon Thurmond (CS Manager)
Hyatt Regency Washington on Capitol Hill
400 New Jersey Avenue, N.W.
Washington, D.C. 20001
Facility Regulations
Exhibitors may not nail, staple, tack or otherwise affix
anything to the ceilings, walls, painted surfaces, fire
sprinklers, columns or windows. No balloons, glitter or
confetti are allowed in the exhibit hall or booths.
Any signs and banners hung in the hotel must be
professionally made. Hand made signs are not permitted.
The Business Center, located on the lobby level of the
hotel, is equipped to make signs. Please call 202-719-
8545 for a price quote.
Exhibitors must comply with all federal, state and local
fire and building codes that apply to the facility.
All equipment must comply with federal, state and local
electrical codes. All exhibitor equipment must be UL-
approved.
Onsite Security/Storage
Secure onsite storage is provided for your exhibit
equipment and materials in the Columbia Foyer
beginning Thursday, July 21st through Saturday, July
23rd only. Please ask for an AAAAI staff member or the
event manager for assistance in accessing your boxes if
the room is locked. The Columbia Foyer and the exhibit
hall located in the Regency Foyer will be locked each
night. Upon conclusion of the wine and cheese reception
on Saturday evening, exhibitors must pack up their
equipment/materials. Please refer to the shipping
instructions above for return shipment of your exhibit
items or materials. Please note that there is a handling
fee of $15 per box and $175 per pallet for receiving and
shipping of all materials. Boxes left behind will be
discarded.
Promotional Activity and Distribution of Advertising
Promotional activities, such as demonstrations, may not
interfere with normal traffic flow nor infringe on
neighboring exhibits. Promotional activities will not be
permitted outside of the exhibitor’s assigned space.
Canvassing or distribution of advertising material by an
exhibitor is strictly prohibited outside of the exhibit hall
or in any part of the meeting rooms, or public areas of
the hotel.
Exhibitor Badges and Exclusions
Exhibitor badges must be worn at all times while at the
Practice Management Workshop. Exhibitors are not
allowed into any education sessions under any
circumstances.
Pricing Structure
We are offering early bird discounts to our exhibitors, as
well as a discounted program for those exhibitors who
would also like to offer a Non-CME program (available
on Friday evening only). Please note that only two
rooms have been reserved for Non-CME programming
and are only available on a first-come and first-paid,
first-served basis. For more information on Non-CME
Program opportunities, please see section below titled
Non-CME Programs.
Deadlines Booth Non-CME Program Combo
By 3/15/16 $1,350 $5,000 $6,000
By 5/31/16 $1,350 $5,500 $6,500
By 7/6/16 $1,500 $6,000 $7,250
Full payment of the participation fee(s) is due with the
completed application and contract.
Non-CME Programs Non-CME Programs provide an opportunity for
commercial organizations to present information about
their products, services or therapeutic areas to delegates
attending the AAAAI Practice Management Workshop.
The material presented may be promotional and may
concentrate on a specific product. Non-CME Programs
are two hours in length, scheduled on Friday evening
only, and open to all AAAAI Practice Management
Workshop attendees on a first-come and first-paid, first-
served basis up to a maximum capacity of 75 guests.
Please note that only two rooms have been reserved for
Non-CME programming. Please complete the Non-CME
Program application if interested. Cost for the program
includes:
1. Function space at the AAAAI Practice
Management Workshop hotel
2. One sign identifying the sponsor and session
placed in front of the function room area
(sponsor may choose to provide sign)
3. Listing of the event on the daily program board
displayed near registration
4. Two-time use of the AAAAI Practice
Management registration list (mailing to be
approved by AAAAI and sent by sponsor)
available by June 15 and June 30, 2016
5. Listing of program within the supporter
descriptions posted on the AAAAI web site
6. Mention of the program (identified as a non-
CME event sponsored by the company) in one
pre-workshop email sent to registered
attendees by AAAAI
7. One advertising insert in the AAAAI Practice
Management Workshop registration bags (insert
to be approved by AAAAI by June 15th; 250
inserts due to AAAAI by June 30th). Not available
for programs contracted after May 31.
Cancellations
Cancellation of your participation must be submitted in
writing, via email or on company letterhead, to the
AAAAI executive office. A full refund will be issued for
cancellations prior to May 31, 2016. No refunds will be
issued for cancellations after May 31, 2016.
Questions
Questions about exhibit and non-CME program
opportunities should be directed to Marlene DeMaster,
AAAAI Meetings Manager at (414) 272-6071 or
Sponsorship Opportunities In addition to exhibit space and Non-CME programming
opportunities, there are several sponsorship
opportunities available for the Practice Management
Workshop. Please review the menu of choices below and
contact the AAAAI Division of Practice and Policy if you
have any questions or to discuss these or other
opportunities. Sponsors will be recognized with
appropriate signage on site in addition to the workshop
website.
Exhibitors who choose one of the sponsorship options
below will receive a $500 savings on exhibit fees.
Handouts on Flash Drive -- $3,000
Each workshop attendee will receive a flash drive pre-
loaded with all workshop handouts, printed with your
company logo and the AAAAI logo. No product specific
logos will be allowed.
Breakfast (Saturday or Sunday) -- $8,000
Next to each buffet table we will place a sign recognizing
your contribution printed with your company logo and
the AAAAI logo. No product specific logos will be
allowed.
Saturday Luncheon (11:30 am – 1:30 pm) -- $10,000
Next to each buffet table we will place a sign recognizing
your contribution printed with your company logo and
the AAAAI logo. No product specific logos will be
allowed.
Partial sponsorship of breakfast or lunch is acceptable,
however a minimum sponsorship of $2,000 is required
to obtain the exhibit space discount.
For more information about these sponsorship
opportunities, contact Lauri Sweetman, Program
Manager in the AAAAI Division of Practice and Policy at
(414) 272-6071 or via email, [email protected].
Sponsorship deadline is June 15, 2016.
Hotel Rooms
A block of rooms is available at the Hyatt Regency
Washington on Capitol Hill for attendees and supporters.
Group rates are $159 single/double. Reservations can be
made online or by calling (888) 421-1442 toll-free or the
hotel directly at (202) 737-1234. Please reference the
2016 AAAAI Practice Management Workshop by June 30,
2016 to obtain the special group room rate.
Important Dates & Deadlines
November 30 2015
• Exhibitor/Supporter registration begins for the
2016 Practice Management Workshop.
February 28, 2016
• Attendee registration begins for the 2016
Practice Management Workshop.
March 15, 2016
• Deadline to apply for the early bird discount for
both the exhibit space and Non-CME program
room.
May 31, 2016
• Deadline to participate at the standard rate for
exhibit space and Non-CME program room.
• Deadline to cancel booth space reservation with
full refund.
June 15, 2016
• Deadline to provide ad insert proof for Non-CME
program participants.
• First (1st) AAAAI attendee list sent to Non-CME
supporters.
June 30, 2016
• Hotel cut-off date. Deadline to book discounted
sleeping rooms.
• Deadline to provide ad inserts for inclusion in
the registration bags to AAAAI.
• Second (2nd) AAAAI attendee list sent to Non-
CME supporters.
• AAAAI attendee list sent to exhibitors.
July 6, 2016
• Last day to accept applications for exhibit space
or Non-CME program room.
July 20, 2016
• Earliest date that hotel can accept packages and
store for use onsite.
July 22, 2016
• Deadline to pick-up your equipment and
materials from the storage room.
• Exhibit set-up begins at 9:00 AM.
• Exhibit begins at 2:00 PM.
July 23, 2016
• Exhibits resume at 9:30 AM.
• Wine & Cheese reception begins at 5:00 PM.
• Break-down of exhibits begins at 6:30 PM.
AAAAI Practice Management Workshop
July 22 – 24, 2016 • Hyatt Regency Washington on Capitol Hill • Washington, D.C.
Application for Company Participation in the Exhibit Hall
Applications and contracts for exhibit space will be accepted and assigned space on a first-come, first-served basis.
To reserve space, please complete the following application and contract and return it to the AAAAI executive office, along
with the required payment by June 30, 2016. Applications and contracts will be accepted and assigned space on a first-
come and first-paid, first-served basis.
Company Name:
Contact Person: Title:
Onsite Contact Person: Title:
Address:
City: State: Zip Code:
Telephone: Fax:
Email: Website:
We require electrical access for our exhibit Yes [ ] No [ ]
We are interested in sponsoring a non-CME event Yes [ ] No [ ]
We are interested in other sponsorship opportunities Yes [ ] No [ ]
Company Listing:
Please provide a short description of your company and the products/services that you will be showcasing. Please limit the
description to 50 words or less. The AAAAI reserves the right to edit all copy submitted. (Please print or type clearly)
Fee includes:
1. One eight-foot skirted table
2. Two chairs
3. Three complimentary exhibitor badges
4. Company identification sign
5. Electrical outlet or power strip connection
6. Complimentary Wi-Fi connectivity in exhibit area
7. Two sets of attendee contact mailing information provided 30 days and two weeks prior to event (no email
addresses)
8. Listing on the AAAAI’s Practice Management Workshop website
9. Exclusive access to 200-250 Allergist/ Immunologists, fellows-in-training, and A/I office managers and
administrators
Application must accompany Payment Authorization and Exhibitor Agreement.
AAAAI Practice Management Workshop
July 22 – 24, 2016 • Hyatt Regency Washington on Capitol Hill • Washington, D.C.
Application for Company Participation in the Non-CME Program
Applications and contracts for Non-CME programming space will be accepted and assigned space on a first-come and first-
paid, first-served basis.
To reserve space, please complete the following application and contract and return it to the AAAAI executive office, along
with the required payment by June 30, 2016.
Organization Contact Information
Organization:_________________________________________________________________________________________
Contact Person/Title:___________________________________________________________________________________
Address: _____________________________________________________________________________________________
City, State, Zip: ________________________________________________________________________________________
Phone/Fax/E-Mail: _____________________________________________________________________________________
Non-CME Educational Program Guidelines
Non-CME Programs provide an opportunity for commercial organizations to present information about their products or
services to delegates attending the AAAAI Practice Management Workshop. The material presented may be promotional
and may concentrate on a specific product. Non-CME Programs are two hours in length, scheduled on Friday evening, and
open to all AAAAI Practice Management Workshop attendees on an invited or first-come, first-served basis.
The Non-CME program payment to the AAAAI includes:
• Function space at the AAAAI Practice Management Workshop hotel (limited to 75 participants set in banquet
rounds of 10 to a table)
Property: Hyatt Regency Washington on Capitol Hill
Address: 400 New Jersey Avenue, N.W., Washington, D.C. 20001
Room: Columbia A or Columbia B Salon
Date: Friday, July 22, 2016
Time: 6:30 pm to 8:30 pm
• One sign identifying the sponsor and session placed in front of the function room (sponsor may choose to provide
their own sign)
• Program listing on the daily program board displayed at registration area
• A two-time use of the AAAAI Practice Management registration list (mailing to be approved by AAAAI and sent by
sponsor) made available by June 15, 2016 and June 30, 2016.
• Listing of the program within the non-CME program descriptions posted on the AAAAI web site
• Mention of the program (identified as a non-CME event sponsored by the sponsoring company) in one pre-
workshop email sent to registered attendees by the AAAAI.
• One advertising insert in the AAAAI Practice Management Workshop registration bags (insert to be approved by
AAAAI by June 15th; 250 inserts due to AAAAI by June 30th). Not available to programs contracted after May 31.
Please note that the AAAAI considers this to be a direct bill function. The sponsor is independently responsible for the
coordination and arranging of the necessary set-up, audio/visual, catering and other requirements for the function. All
charges associated with this event, are the financial responsibility of the sponsor directly with the hotel.
The sponsor is required to order all food and beverage directly from the hotel and utilize the hotel’s AV contractor for any
internet or equipment requiring rigging for the Non-CME function.
The AAAAI does not endorse nor sanction Non-CME Programs, and no such relationship should be inferred by you or
implied to your participants. Promotional materials may be handed out from your exhibit booth.
I understand and agree to these guidelines.
Signature: _____________________________________________Date: __________________________________________
Additional sponsorship:
Yes, we would like to provide additional sponsorship for the Practice Management Workshop as noted below.
Item sponsored: Level of support: $
Application must accompany Payment Authorization and Exhibitor Agreement.
AAAAI Practice Management Workshop
July 22 – 24, 2016 • Hyatt Regency Washington on Capitol Hill • Washington, D.C.
Payment Authorization Form
Organization:_________________________________________________________________________________________
Contact Person/Title:___________________________________________________________________________________
Email Address/Phone #: ________________________________________________________________________________
Participation Fee Chart:
Deadlines Booth Non-CME Program Combo
By March 15, 2016 $1,350 $5,000 $6,000 Early Bird Discount
By May 31, 2016 $1,350 $5,500 $6,500 Promotional Rates
By July 6, 2016 $1,500 $6,000 $7,250 Late Participant Rates
Full payment of the participation fee(s) is due with the completed application and contract. See below.
Exhibit Space Fee: $ ______________
Non-CME Program Fee: $ ______________
Combo Fee: $ ______________
Sponsorship Support Opportunity $ ______________
Sponsorship Opportunity Discount ($500 if applicable) $ ______________
Total Participation Fee: $ ______________
Please complete the information below to pay by Credit Card:
[ ] American Express [ ] MasterCard [ ] VISA Amount to Charge: $
Card Number: Exp. Date:
Card Holder Name:
Card Billing Address:
Card Holder Signature:
Please find our check enclosed with this form. [ ]
Please make checks payable to: American Academy of Allergy, Asthma & Immunology
AAAAI Practice Management Workshop
July 22 – 24, 2016 • Hyatt Regency Washington on Capitol Hill • Washington, D.C.
Supporter Agreement
Organization:_________________________________________________________________________________________
This is your invoice and contract. No additional invoice will be issued. Please keep a copy for your records.
The AAAAI is hereby authorized to reserve space for the company listed above in the 2016 Practice Management Workshop
Exhibit Hall or Non-CME Program space to be held July 21 – 24, 2016 at the Hyatt Regency Washington on Capitol Hill in
Washington, D.C. We understand that the assigned space will be rented at the rate(s) quoted above. We understand further
that all spaces must be paid for in full on or before June 30, 2016. If assigned space is not paid for in full by the specified
date, it may be reassigned to another company without notification at the discretion of the AAAAI. The participating
company agrees to abide by all rules and regulations governing exhibits and/or non-CME program space set forth above,
which is made part of this contract by reference and fully incorporated herein.
We further agree to abide by the shipping and facility regulations of the venue and understand that exhibitors and sponsors
are prohibited from participating in or observing any of the educational sessions. We understand the set-up and break-
down schedule as it is outlined in the prospectus.
Hold Harmless Clause: The participating company assumes the entire responsibility and hereby agrees to protect,
indemnify, defend and save the American Academy of Allergy, Asthma & Immunology, the Hyatt Regency Washington on
Capitol Hill and their employees and agents to hold harmless against all claims, losses and damages to persons or property,
governmental charges or fines and attorney’s fees arising out of or caused by the participating company’s installation,
removal, maintenance, occupancy or use of the premises or part thereof, excluding any such liability caused by the sole
negligence of the Hyatt Regency Washington on Capitol Hill, its employees and agents.
In addition, the participating company acknowledges that the American Academy of Allergy, Asthma & Immunology and the
Hyatt Regency Washington on Capitol Hill do not maintain insurance covering the participating company’s property and
that it is the sole responsibility of the company to obtain business interruption and property damage insurance covering
such losses by the participating company.
Cancellation:
Cancellation of your participation for either the exhibit or the non-CME program must be submitted in writing, via email or
on company letterhead, to the AAAAI executive office. A full refund will be issued for cancellations prior to May 31, 2016.
No refunds will be issued for cancellations after May 31, 2016.
Authorized signature: Date:
Print Name/Title:
Please return all completed applications, payment authorization and executed agreement with the required payment to:
Marlene DeMaster, AAAAI Meetings Manager
American Academy of Allergy, Asthma & Immunology
555 East Wells Street, Suite 1100
Milwaukee, WI 53202-3823
Ph: (414) 272-6071
Fax: (414) 272-6070
Email: [email protected]