ASTRO 2018 Navigating the Exhibitor Service Manual

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2 ASTRO 2018 Navigating the Exhibitor Service Manual Shirley Harris, CEM Senior Manager, Exposition Operations SPARGO, Inc

3 Opportunities Beyond the Exhibit Hall Joanne DiCesare ASTRO, Senior Corporate Relations & Development Manager

4 Selection Menu Annual Meeting Sponsors Promotional Sponsorship Opportunities Industry Satellite Symposium & Non-CME Educational Symposium Product Showcase

Annual Meeting Sponsors Gold - $40,000 Two complimentary full-conference registrations One complimentary 10 foot by 10 foot booth Complimentary set of pre-registration labels (for one time use) ASTRO

5 Annual Meeting Sponsors Gold - $40,000 Two complimentary full-conference registrations One complimentary 10 foot by 10 foot booth Complimentary set of pre-registration labels (for one time use) ASTRO website recognition Complimentary set of ASTRO member labels (for one time use) Two invitations to attend the President s Reception On-site signage Earned priority points four points for every $1,000 in support

6 Annual Meeting Sponsors Silver - $20,000 One complimentary 10 foot by 10 foot booth Complimentary set of pre-registration labels (for one time use) ASTRO website recognition Complimentary set of ASTRO member labels (for one time use) Two invitations to attend the President s Reception On-site signage Earned priority points four points for every $1,000 in support

7 Annual Meeting Sponsors Bronze - $12,500 ASTRO website recognition Two invitations to attend the President s Reception On-site signage Earned priority points four points for every $1,000 in support Copper - $7,500 ASTRO website recognition Two invitations to attend the President s Reception On-site signage Earned priority points four points for every $1,000 in support

8 Innovation Hub Opportunities Poster Viewing Area Hub Central Promotional Opportunities

9 ASTRO Connects 3 Locations Remaining Breast, Genitourinary, and Physics Promotional Opportunities

10 Industry-Expert One Hour Slots Theaters Morning, Midday, Afternoon: Three offered daily during each time slot Limited slots remaining act soon

11 Promotional Opportunities Schedule-at-a-Glance ASTRO Relax San Antonio Street Pole Banners

12 Promotional Opportunities Badge Wallet Insert Charging Station Lounges Exhibitor Hall Street Signs

13 Sponsorship Opportunities Virtual Meeting Sponsor ARRO/Resident s Program Nurses Luncheon

14 Product Showcase

15 Today s Agenda Floor Plan Login Exhibitor Forms/Required Forms Approval/Denial Notification Exhibitor Registration/Booth Personnel Annual Meeting Rules/Regulations and Policies Exhibitor Updates Affiliate Meeting & Event Requests

16 2018 Exhibit Hall Floor Plan

17 ASTRO Exhibitor Service Manual Exhibitor Service Manual allows you access to: Policies Order Forms Required Forms Exhibitor Appointed Contractor Additional Information Cost Saving Tips Exhibit Hall Schedule Security Tips

18 ASTRO Exhibitor Service Manual

19 ASTRO Exhibitor Service Manual Required forms submit important forms for your booth (Please Note: you will need your ASTRO login and password to access these two sections). Exhibitor Lists for online and print On-site Contact Forms Giveaways Booth Floor Plan (required for island booths 400 sq. ft. and larger) Hanging Sign Rendering (required for island booths 400 sq. ft. and larger) After-Hours Exhibit Hall Access Photography/Videography Recording Request

20 ASTRO Exhibitor Service Manual

21 ASTRO Exhibitor Service Manual

22 Exhibitor Listing All Exhibitors are given a basic Exhibitor Listing that will appear in the printed Exhibitor Directory, Conference Planner and the ASTROmobile (official meeting app). This information includes: Company name, booth number, address, phone, website address, address, 3 product/service categories and a 350 character company description. The deadline to update your Exhibitor Listing for inclusion in the printed Exhibitor Directory is Monday, August 6, Participate in the Product Showcase and receive an upgraded Exhibitor Listing. Contact our Corporate Relation team at corporaterelations@astro.org for more information.

23 ASTRO Exhibitor Service Manual

24 Required Forms Deadline Friday, September 7, 2018: Booth Floor Plan (required for booths 400 sq. ft. or larger) On-site Contact (Mandatory) Hanging Sign Rendering (required for booths 400 sq. ft. or larger) Giveaways (Mandatory) After-Hours Exhibit Hall Access Photography/Videography/Recording

25 Giveaway and Raffles Giveaway items must not exceed $10 in value and the total value of raffled items must not exceed $100 in value. All booth giveaways/raffled items must be approved by ASTRO Show Management in advance. Giveaway items NOT permitted: -Tote Bags -Golf/Tennis Balls -Hats -T-Shirts -Music CD s -Coupons for Personal Services, such as (Massages, Gift Certificates, Mugs, Watches) Giveaway items that ARE permitted: -Food & Beverage Items -Pens, Notepads, Rulers, Sticky Notes -CDs and/or USB sticks loaded with educational content -Books, journals, publications -Plastic literature bags, 12 x17 or smaller -Hand Sanitizer For No Giveaways, please select no Deadline to submit Friday, September 7, 2018

26 Booth Floor Plan Booth Floor Plans are required for all island booths 400 sq. ft. or larger Upload file for review - Maximum file size is 5MB Deadline to submit Friday, September 7, 2018

27 Hanging Sign Rendering Only exhibitors with island booths that are 400 sq. ft. or larger are permitted to have hanging signs, truss or lighting above their booth. If you plan to suspend signs, truss or lighting above your booth, you must complete the Hanging Sign Rendering Form. Any items to be rigged directly above your booth must include a scaled floor plan indicating the truss, lighting and/or hanging sign components. Maximum height for hanging signs is 24 feet Upload file for review - Maximum file size is 5MB Please Note: GES is responsible for hanging signs 250 lbs. and under. PSAV hangs signs 250 lbs. and over. If your hanging sign is less than 250 lbs., please order through GES. Deadline to submit Friday, September 7, 2018

28 Approval/Denial Notification Process Approval Notification: Under each item submitted will be sent Denial Notification: Under each item submitted along with a note will be sent explaining why the request was denied Need More Information: will be sent requesting additional information

29 Approval/Denial Notification Process

30 After-Hour Exhibit Hall Access Exhibitors requiring additional setup time outside of the established move-in hours may request permission for after-hours access to the Exhibit Hall. In addition to submitting your request form for after-hours access to the Exhibit Hall, you will also be required to sign and upload the Addendum Regarding After-Hours Access to the 2018 Annual Meeting Exhibitor Rules, Regulations and Policies and a Certificate of Liability Insurance with Commercial General Liability coverage with limits not less than $2,000,000 per occurrence: $2,000,000 general aggregate. Exhibitors requesting after-hours access into the Exhibit Hall must also contract for booth security to stay in your booth during the hours that you will be working late. Exhibitors requesting after-hours access into the Exhibit Hall will share the cost of providing First Aid during this time and will be invoiced after the Annual Meeting.

31 Exhibitor Registration/Booth Personnel Exhibitor Registration will open in August Once Exhibitor Registration opens, we will add a button similar to the other buttons on the console that reads: Exhibitor Registration/Booth Personnel. All Exhibitors must be properly badged to gain access to the Exhibit Hall during the official Exhibit Hall Hours. Badges will not be mailed in advance of the Annual Meeting. Exhibitor Badges are not transferable. Exhibitors receive four (4) complimentary exhibit booth personnel badges for every 10 x 10 of purchased booth space. Additional booth personnel badges are available for purchase. An exhibit booth personnel badge entitles the holder to admittance into the Exhibit Hall Only. Exhibitors may attend educational sessions on a space available basis. However, they do not receive continuing medical education credits for sessions attended or the registration materials. Exhibitors who would like to receive continuing education credits and the registration materials must register as an attendee.

32 Annual Meeting Rules, Regulations and Policies Please be sure to visit the 2018 Annual Meeting Exhibitor Rules, Regulations and Policies page in the Exhibitor Service Manual for more in-depth information on the before mentioned slides and additional topics. Link to the 2018 Annual Meeting Exhibitor Rules, Regulations and Policies: Link to Booth Equipment and Design Guidelines: Meetings/2018/Annual-Meeting/Booth-Equipment-and-Design/

33 Ordering Booth Services GES Online Ordering and order forms for additional booth services may be accessed through the Exhibitor Service Manual. Order by Monday, September 24, 2018 to take advantage of the advanced order discount rates.

Exhibitor Updates Exhibitor Updates are emailed to all exhibitors to serve as a reminder of important information, openings

34 Exhibitor Updates Exhibitor Updates are ed to all exhibitors to serve as a reminder of important information, openings and upcoming deadlines. An archive of these Exhibitor Updates are saved in the Exhibitor Service Manual for your convenience.

35 Affiliate Meeting/Event Requests Susan Del Castillo ASTRO, Meetings Manager

36 Affiliate Meeting/Event Requests Organizations wishing to hold meetings/events in conjunction with the Annual Meeting between Monday, October 15, 2018 through Wednesday, October 24, 2018, must submit a Meeting/Event Request via the online submission process to obtain ASTRO approval. Please submit one request per meeting/per meeting room space. Requests can be submitted online in the Exhibitor Service Manual. The application can be found in the Exhibits section or visit Meeting/Event space requests will not be accepted after Friday, October 5, 2018.

Shirley Harris Phone: 703-679-3953 shirley.harris@spargoinc.

37 Thank you for your participation in today s webinar! Please contact myself or Stephanie Houck with any questions. Shirley Harris Phone: shirley.harris@spargoinc.com Stephanie Houck Phone: stephanie.houck@spargoinc.com NEXT WEBINAR: Preparing for Your Exhibit Experience in San Antonio Monday, July 16 at 3:00 p.m. EDT Register for the Webinar

SPONSORSHIPS/MARKETING OPPORTUNITIES

SPONSORSHIPS/MARKETING OPPORTUNITIES PREMIER SPONSORSHIPS Welcome Reception Sponsorship US$30,000 Exclusive & Premier! After the expo closes on Wednesday, attendees are invited to attend the annual Welcome