Plastic Surgery 2009 Exhibitor Prospectus

General Exhibit Information

NEW! Exhibit Dates and Hours

Saturday, October 24 • 9:00 am - 4:00 pm
Unopposed breaks 9:00 - 9:45 am and 2:30 - 3:15 pm
Lunch in hall 11:45 am - 1:00 pm

Sunday, October 25 • 9:00 am - 5:00 pm
Unopposed breaks 9:00 - 9:45 am and 3:15 - 4:00 pm
Lunch in hall 11:45 am - 1:15 pm

Monday, October 26 • 9:00 am - 4:00 pm
Unopposed breaks 9:00 - 9:45 am and 2:15 - 3:00 pm
Lunch in hall 11:45 am - 1:15 pm

The above schedule is as of March 27, 2009 and is subject to change.

Location/Facility

Washington State Convention and Trade Center
800 Convention Place
Seattle, WA 98101
(not to be used for shipping)

Headquarter Hotel
Sheraton Seattle Hotel
1400 6th Avenue
Seattle, WA 98101

Exhibit Installation/Dismantle Dates

Installation:
Thursday, October 22 • 8:00 am - 5:00 pm
Friday, October 23 • 8:00 am - 3:00 pm
(All exhibits intact by 3:00 pm)

Dismantle:
Monday, October 26 • 4:00 pm - 9:00 pm
Tuesday, October 27 • 8:00 am - 4:30 pm

New Program Schedule for Plastic Surgery 2009

Exhibit Hall Opens on Saturday
Exhibit installation on Thursday and Friday
(one day earlier)
Welcome Reception moved to Friday instead of Saturday

Schedule-at-a-Glance

Thursday, October 22
Exhibit Installation
8:00 am - 5:00 pm

Friday, October 23
Exhibit Installation
8:00 am - 3:00 pm (all exhibits intact by 3:00 pm)

Welcome Reception
7:00 - 10:00 pm (Seattle Museum of Flight)

Two complimentary tickets per 10'x10', not to exceed 10 per company (additional tickets available for purchase)

Saturday, October 24
Exhibit Hours
9:00 am - 4:00 pm

Sunday, October 25
Exhibit Hours
9:00 am - 5:00 pm

Monday, October 26
Exhibit Hours
9:00 am - 4:00 pm

Exhibit Space Fees

Inline booth: $28 per square foot
Corner booth: $32 per square foot
Multiple linear configurations will be calculated using the above rates.

Island Booth Space

Island booth: $32 per square foot

$12,800	20’ x 20’	400 sq. feet
$19,200	20’ x 30’	600 sq. feet
$25,600	20’ x 40’	800 sq. feet
$32,000	20’ x 50’	1,000 sq. feet
$38,400	20’ x 60’	1,200 sq. feet
$48,000	30’ x 50’	1,500 sq. feet
$64,000	40’ x 50’	2,000 sq. feet
$80,000	50’ x 50’	2,500 sq. feet

Exhibit Space Rental Includes the Following:

Assigned exhibit space
8' high back drape, 36" high side dividers (for inline booths)
7" x 44" identification sign (inline booths only)
Six (6) complimentary exhibitor booth personnel badges per 10'x10' booth (additional badges available for purchase)
Two (2) complimentary Welcome Reception tickets per 10'x10' booth, not to exceed 10 per company (additional tickets available for purchase)
Admittance to Scientific Sessions, Opening Ceremonies, Keynote Address, paper and panel presentations, based upon seating availability
Publication of company name, address, phone and fax numbers, email and website address in the Official Program if application/contract and payment are received by Monday, August 3. 50-word company description and product categories submitted online by exhibiting company no later than Monday, August 10 will also be included in the printed Official Program.
Company listing in Online Exhibitor directory at www.plasticsurgery2009.org available approximately eight (8) months after close of meeting to be used as a reference by meeting attendees

First-Time Exhibitors

Any company not exhibiting with the American Society of Plastic Surgeons in the past must accompany the application/contract for exhibit space with their company bio/mission statement and/or product literature or brochures. This information can be accepted via email, please send to the ASPS Exhibits department award@plasticsurgery.org or bburkoth@plasticsurgery.org.

Booth Space Selection

Applications/Contracts received prior to February 2, 2009 are eligible to be included in the Online Space Assignment utilizing a priority point system. Applications/Contracts received after February 2, 2009 will be assigned space on a first-come, first-served basis. We accept contracts until all exhibit space is sold.

Space is reserved on a priority point system basis. The point system for space assignment takes into consideration the exhibitor history. Many companies have exhibited annually for several years, therefore, it is unlikely that a relatively new exhibitor would be able to obtain a booth at or near the entrances to the Exhibit Hall, or a corner location.

New exhibitors should make booth selections with this information in mind in order to maximize the chance of securing one of the four preferred space selections.

Exhibitors will have a better opportunity of receiving a selected booth if the four choices are in different areas of the floor rather than right next to each other or in the same aisle. When selecting booth choices, keep in mind that requests for corner booths far exceed the number of available corner booths. We recommend submitting your Application/Contract early to ensure the best selection of available space.

Online Space Assignment

To allow exhibitors more interaction in the space selection process, ASPS will offer Online Space Assignment. Each exhibitor that has returned their Application/Contract and 50% deposit by February 2, 2009 will be assigned a date and time for space selection based upon their total points.

Please see 'Priority Point System' (below) for more details. The exhibit floor plan will be available to view online so that you may alter your choices as your selection time draws near.

At the designated time, the exhibitor will call ASPS to finalize their space with the ASPS Exhibits Management Team. If you do not have access to the Internet, a fax option will be available. Detailed instructions will be sent to companies that submit a completed contract and 50% deposit prior to February 2, 2009. Online Space Assignment will take place in the spring of 2009.

After the initial Online Space Assignment in the spring of 2009, all remaining space will be assigned on a first-come, first-served basis. When all available space has been reserved, companies will be placed on a wait list. We will contact you if and when space becomes available for your company.

Priority Point System

For companies that submit contracts prior to February 2, 2009 a point system is used to determine priority in the assignment of exhibit space. Points are awarded as follows:

One point for each year of participation as an exhibitor at prior annual meetings
One point per 10' x 10' booth
Bonus points for advertising in 2008 ASPS official publications: Plastic and Reconstructive Surgery® scientific journal, Plastic Surgery News®, Plastic Surgery Buyer's Guide, Plastic Surgery 2008 Registration Brochure, and the Plastic Surgery 2008 Official Program

One point will be awarded for each full-page or 3/4-page ad, a half point for each 1/2-page or 1/3-page ad, and one-quarter point for each 1/4-page ad
One bonus point for each $2,500 in contributions to 2008 ASPS programs
Half bonus point for each tabletop exhibit at any ASPS Symposium

Booth Construction Guidelines

These guidelines are provided to assist in the planning and execution of your exhibit. Complete information regarding booth height restrictions, visibility requirements, set-backs, hanging signs, and other requirements are all included in this vital document.

Booth Diagram Samples

Inline booth

Island booth

See Booth Construction Guidelines for full descriptions and dimensions

Exhibitor Rules and Regulations

All exhibitors must adhere to the provided rules and regulations as issued by ASPS, all of which are incorporated by reference as part of the Application/Contract for exhibit space agreement.

Key Topics:

Function Space Request
Insurance
Liability
Product Demonstrations
Violation Penalties, etc.

Floor Plan Approval Process

All companies with island booths must submit a floor plan for approval as soon as available and/or no later than Friday, August 24.

Floor Plan Samples Should Include:
Complete scale drawings, concept and/or structural, including applicable set back, booth dimensions, elevations, hanging signs, etc.

Any company that does not adhere to the guidelines in the rules and regulations and booth construction documents may be required to make modifications and/or assembly may be prohibited by ASPS on-site.

Multiple Divisions

Companies with several divisions may choose to average points in order to be grouped together in the space assignment process. The process will allow each division to contract separately while maintaining their own identities (i.e. exhibit listing, badges, hotel rooms, etc.)

Co-Marketing

If two or more companies wish to be assigned exhibit space adjacent to one another, each company must attach a cover letter to their Application/Contract for Exhibit Space, explain the request, and copy the other company. The space assignment will then be made by averaging the companies' points.

Sharing/Subletting Space

No part of any exhibit space assigned to an exhibitor may be reassigned, sublet or shared with another party. Exhibitors may display only those products or services that they manufacture or regularly distribute. This information must be included on the Application/Contract for exhibit space. Sharing of exhibit space is permitted only for divisions of the same company.

Mergers and Acquisitions

Companies that have merged with, been purchased by, or have purchased another company, may use the exhibit points from either company alone, whichever is more favorable, but not the combined points of both companies.

The Society should be notified in writing that the acquisition or merger between companies has been completed and list the date of completion. Companies will have to select one company name to be used for all printed materials (badges, final program, etc.).

Companies requesting a transfer of points must be "directly related" to an exhibiting company in order to inherit those points. A "directly related" company shall be defined as a company that is wholly owned by a subsidiary or one which has merged with another company.

Points will be awarded only if similar product lines are displayed. The sale of a product, product line, certain technology, or certain assets to another company will be considered to transfer priority points only if and to the extent determined by the Society in its sole discretion. All requests for points transaction must be submitted in writing to the ASPS Exhibits department and confirmed in writing by the parent or subsidiary company.

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