THE ASAM ANNUAL CONFERENCE Invitation AN TO EXHIBIT AND SPONSOR
Dear Friends of ASAM, Exhibitors and Sponsors: The 2015 ASAM Annual Conference offered record attendance! Over 1400 addiction medicine professionals gathered in Austin, TX last April to hear the latest information on the treatment, education, research and prevention of addictions. WE WANT TO INVITE YOU! On behalf of the Board of Directors and members of the American Society of addiction Medicine, I am pleased to present The ASAM 47th Annual Conference - - Innovations in Addiction Medicine and Science. Please join us at The ASAM 47th ASAM Annual Conference Our 2016 meeting will draw over 1400 addiction physicians, psychiatrists, clinicians, researchers and academicians who treat and help patients with substance use disorders. This year s packed program, will offer attendees many social events, including the Welcome and Networking Receptions, breakfasts and refreshment breaks, which all will be held in the Exhibit Hall. These events, combined with Poster Sessions in the Exhibit Hall, will offer great opportunities for attendees and exhibitors to interact and for you to develop new contacts. We look forward to seeing you in Baltimore in April! The ASAM 47th Annual Conference - Innovations in Addiction Medicine and Science in Baltimore, MD, April 14-16, 2016 will be even bigger and better than last year. We are diligently working on organizing ASAM s best, most productive, highest attended conference ever, and we certainly hope you will be there with us. We are planning a lot of events to drive traffic into the Exhibit Hall, including the Welcome Reception, Networking Reception, and all refreshment breaks. These events combined with Poster Sessions will create a positive opportunity for attendees and exhibitors to interact. Exhibiting is an excellent opportunity to present information about your organization and to develop new contacts. In addition, there are many ways to further enhance your company s presence through support opportunities that will give you the chance to increase your business and to reach the largest gathering of physicians, nurses, psychologists and counselors dedicated to the treatment, education, research and prevention of addictions. Support items like the Welcome Reception, Conference Tote Bags or Attendee Notepads are sure to be remembered by attendees long after the conference ends. Please review this brochure and feel free to contact us directly if you have any questions or suggestions at (301) 547-4120. Be sure to visit www. TheASAMAnnualConference.org for the latest conference updates, including program updates, exhibit and support information, and hotel and travel information. Penny S. Mills, MBA Executive Vice President/CEO, ASAM Irina Vayner Manager, Corporate Giving & Grants Professional Development ivayner@asam.org or 301-547-4120 John Hawkins Director of Meetings, Corporate Giving & Grants Professional Development jhawkins@asam.org or 301-547-4113
ANNUAL CONFERENCE Exhibit Hall Floor Plan And Schedule Hilton Baltimore Key Ballroom, 1-8, Second Floor 47TH ANNUAL CONFERENCE APRIL 14-17, 2016 HILTON BALTIMORE - KEY BALLROOM 1-8 BALTIMORE, MARYLAND Inventory as of 06/29/2015 Dimension Size Qty 8'x 80 123 20'x20' 400 1 Totals: 124 SqFt 9,840 400 10,240 118 119 218 219 318 ASAM LOUNGE 519 618 619 116 117 216 217 316 517 616 617 114 115 113 214 215 212 213 314 315 312 313 414 415 412 413 514 515 512 513 614 615 612 613 Poster Sessions 110 111 210 211 310 311 108 109 208 209 308 309 410 411 510 511 610 611 408 409 508 509 608 609 Drawing Started on: 04/09/15 CS REVISIONS NUMBER DATE INITIAL 1 04/10/15 CS 2 06/23/15 CS 3 06/26/15 CS 107 206 207 306 307 406 407 506 507 606 607 4 5 06/29/15 00/00/00 CS 00 104 105 102 103 101 204 205 202 203 200 201 304 305 302 303 300 301 404 20' 402 8' 20' 8' 400 401 505 503 501 604 605 602 603 600 601 8' BOSTON NORTH EAST REGIONAL DESIGN CENTER File Name: ASAM16 FP 100 Show Name: Show Dates: Am Soc of Addictive Medicine 2016 April 14-17, 2016 800 802 806 808 814 820 824 826 830 832-5 2 1 " ENTRANCE Facility: Hilton Baltimore Job Number: 402265 Acct. Exec.: John Kluh Acct. Loc.: Freeman DC DISCLAIMER 815 817 819 821 823 825 827 829 831 Registration EVERY EFFORT HAS BEEN MADE TO ENSURE THE ACCURACY OF ALL INFORMATION CONTAINED ON THIS FLOORPLAN. HOWEVER NO WARRANTIES, EITHER EXPRESSED OR IMPLIED ARE MADE WITH RESPECT TO THIS FLOORPLAN. IF THE LOCATION OF BUILDING COLUMNS, UTILITIES OR OTHER ARCHITECTURAL COMPONENTS OF THE FACILITY IS A CONSIDERATION IN THE CONSTRUCTION OR USAGE OF AN EXHIBIT, IT IS THE SOLE RESPONSIBILITY OF THE EXHIBITOR TO PHYSICALLY INSPECT THE FACILITY TO VERIFY ALL DIMENSIONS AND LOCATIONS. COPYRIGHT 2007, FREEMAN CO. ALL RIGHTS RESERVED. Exhibit Booth Pricing: 8 x 10 Booth: $1,400 8 x 20 Booth: $2,800 16 x 20 : $5,800 literature display Pricing: Literature Display(s): $400 Review the diagram carefully and note the locations of entrances, exits, columns, etc. before indicating your preferred booth on your application. Please indicate four (4) booth options in a variety of areas. Keep in mind that many exhibitors choose the same booth locations and the popular booth locations fill up quickly. If none of your four booth preferences are available, we will place you in the next best available booth. Applications must be received by Monday, March 14, 2016 in order to be listed in the on-site conference program. Spaces in the Exhibit Hall will be assigned on a firstcome, first-served basis using the receipt date of fully paid application.
SCHEDULE Thursday, April 14 8:00 am - 5:00 pm Registration and Exhibit Set-up 5:30 pm - 7:00 pm Welcome Reception in the Exhibit Hall Note: Exhibit Hall Passport Game* 7:00 pm Exhibit Hall Closes Friday, April 15 10:00 am - 4:30 pm Exhibit Hall Open 10:00 am - 10:30 am Refreshment Break in the Exhibit Hall 12:00 pm - 2:00 pm Networking Luncheon in the Exhibit Hall 3:00 pm - 4:00 pm Ice Cream Novelties & Networking Reception in the Exhibit Hall 4:30 pm Exhibit Hall Closes Saturday, April 16 9:30 am - 11:00 am Exhibit Hall Open Refreshment Break/ Exhibit Hall Giveaway 11:00 am Exhibit Hall Closes and Tear- Down Begins 3:00 pm Exhibit Hall Tear-Down Ends Exhibit Hall Schedule is subject to change. *All conference attendees will have the opportunity to play the Exhibit Hall Passport Game and will receive a passport game card at the Registration Desk. The passport game card will have participating exhibitor names and their corresponding booth numbers. Participants in the game will have to visit the different booths on the game card and get their passports stamped by one of the booth s exhibitors. To complete their game card, attendees will have to get a stamp from all of the participating exhibitors. Participants with complete game cards will be entered into a raffle for a prize. More information about the passport game will be sent to exhibitors closer to the conference date. ANNUAL CONFERENCE
SUPPORT BENEFITS Platinum - $50,000+ Reserved table to ASAM s Awards Luncheon (Eight Tickets Total) Four complimentary Exhibitor badges One-time use of ASAM membership postal mailing list Conference attendee postal mailing lists (Pre-and Post-event) Support ID displayed on conference website Support ID/Signage prominently displayed on-site at the conference Acknowledgement in Final Program Recognition in ASAM s daily on-site newspaper, ASAM Annual Daily News Gold - $20,000+ Four tickets to ASAM s Awards Luncheon Two complimentary Exhibitor badges Conference attendee postal mailing lists (Pre-and Post-event) Support ID displayed on conference website Support ID/Signage prominently displayed on-site at the conference Acknowledgement in Final Program Recognition in ASAM s daily on-site newspaper, ASAM Annual Daily News Silver - $10,000+ Conference attendee postal mailing lists (Pre-and Post-event) Support ID displayed on conference website Support ID/Signage prominently displayed on-site at the conference Acknowledgement in Final Program Recognition in ASAM s daily on-site newspaper, ASAM Annual Daily News Bronze - $5,000+ Support ID displayed on conference website Support ID/Signage prominently displayed on-site at the conference Acknowledgement in Final Program Recognition in ASAM s daily on-site newspaper, ASAM Annual Daily News ANNUAL CONFERENCE
SUPPORT OPPORTUNITIES ASAM Coffee Station in the Foyer $15,000 - One Sponsorship Available Conference attendees will enjoy coffee and tea all day long in the main foyer of Conference activities: Friday-Sunday. Sponsor will be recognized with signage at the station and receive the support benefits listed above. ASAM Fun Run/Walk $1,500 Three Sponsorships Available Per Event (Friday and Saturday) Attendee will kick off the day with an energizing run or walk! Sponsors will be recognized with signage at the event. ASAM Attendee Notepads $5,500 - One Sponsorship Available Sponsors will have an opportunity to provide notepads with company logo for all conference attendees. All sponsors must comply with ACCME requirements for commercial support. Notepads will be stuffed in ASAM s Attendee On-site Tote Bag and you will receive the support benefits listed above. ASAM Morning Yoga $1,500 Three Sponsorships Available Per Event (Friday and Saturday) Attendee will have an opportunity to exercise their mind and body. Sponsors will be recognized with signage at the event. ASAM Weekly Ads Various Rates Available Distributed electronically to 15,000 subscribers, this is a great way to remind attendees of your company and your booth location before and after the conference. ASAM Annual Daily News Various Rates Available With a circulation of over 6,000, ASAM Annual Daily News provides daily conference coverage for attendees and interested addiction stakeholders. Help drive traffic to your booth and connect with practicing clinicians. Advertising in the Program Book $2,500 - Two Positions Available The inside front cover and the inside back cover of the program book are available for advertisements. This is a great way to make a lasting impact with attendees as they are browsing the program. Advertising must comply with ACCME requirements for commercial support. Attendee Reception - The baseball Baltimore Bash party $8,000 - Multiple Sponsorships Available Attendees will have the opportunity to put on their blue jeans and grab their ten-gallon hat and boots at this themed rodeo reception. Sponsors will have an opportunity show their support with signage at the event and receive the support benefits listed above. Attendee Complimentary Wireless Internet $8,000 - One Sponsorship Available This is your opportunity to sponsor complimentary wireless internet for all conference attendees. All attendees will be provided with an exclusive log-in that directs them to a personalized splash page with your company information and receive the support benefits listed above. Advertising must comply with ACCME requirements for commercial support. Audio/Visual (2 days) $10,000 (Per day) - Multiple Sponsorships Available A great way to show your support for ASAM s many equipment rental expenses used to produce high-level interactive sessions for attendees. Sponsors will be acknowledged in final conference program and receive the support benefits listed above. Charging Station $5,000 - One Sponsorship Available Capture the undivided attention of attendees as they power up their Computers, Smart Phones, and other wireless devices without leaving the conference. The Charging Stations provide a convenient service to attendees and gives your company the opportunity to get your message across to a captive audience. Sponsor will be recognized with signage at the station and receive the support benefits listed above. Conference Mobile Application (App) $10,000 - One Sponsorship Available ASAM s Annual Conference Mobile Application is a great way to allow attendees mobile access to conference activities by a simple touch of their iphone or Android smart phone. This service will be the buzz of the conference and you will your company will be acknowledged within the App and will receive the support benefits listed above. Conference Tote Bags $7,000 - One Sponsorship Available Your Company s logo will be printed on one side of the official conference tote bag. This has a long-lasting impact after the conference ends! ASAM will print the bags with the organization s logo in one color. All sponsorships must comply with ACCME requirements for commercial support. Continental Breakfast $3,000 - Multiple Sponsorships Available Conference attendees will enjoy morning coffee and other refreshments prior to the Saturday Policy Plenary and Sunday Sessions. Sponsors will be recognized with signage at the event. ANNUAL CONFERENCE
SUPPORT OPPORTUNITIES Cyber Cafe $5,000 - One Sponsorship Available The Cyber Cafe will be available to all attendees throughout the conference and is the preeminent opportunity to have your company s name in a highly visible location. Sponsoring wifi access for attendees is also an option, contact ASAM for details. Sponsor will be recognized with signage at the station and receive the support benefits listed above. Educational Grants $5,000 - Multiple Sponsorships Available A great way to show broad support for ASAM. Sponsors will be acknowledged in final conference program and receive the support benefits listed above. Educational Grants for Fundamentals of Addiction Medicine Pre-Conference Course and Curriculum $5,000 - Multiple Sponsorships Available A great way to show broad support for ASAM. Sponsors will be acknowledged in final conference program and receive the support benefits listed above. Educational Grants for Pain & Addiction Medicine Pre- Conference Course and Curriculum $5,000 - Multiple Sponsorships Available A great way to show broad support for ASAM. Sponsors will be acknowledged in final conference program and receive the support benefits listed above. Flowers and Entertainment for ASAM Awards Luncheon $3,500 - One Sponsorship Available The flower centerpieces and tasteful entertainment will help you stand out as a sponsor at the Awards Luncheon. Sponsors will be recognized with signage at the event. Ice Cream Novelties & Networking Reception in the Exhibit Hall $6,000 - Multiple Sponsorships Available Attendees will enjoy samples of scrumptious selection of ice cream bars and sandwiches. Sponsor will be recognized with signage at the event and receive the support benefits listed above. Refreshment Breaks in the Exhibit Hall $3,500 - Multiple Sponsorships Available Help add a sweet treats to the breaks in the Exhibit Hall. Sponsors will be recognized with signage at the event. Room Drops $2,500 - Limited Sponsorships Available / One Drop Per Night Make a big impact on attendees as they check into their room or retire for the night. Supporting company is responsible for hotel fees and fees for producing items. Satellite and Ancillary Meetings Visit the following link for pricing: Online Satellite and Ancillary Meeting Request Form Meet and network with a select group of attendees at the conference. An email can be sent out to attendees before the conference with an invitation to your event. Meetings are subject to ASAM approval and must be outside of conference hours. Meeting logistics must be arranged directly with the hotel at an additional cost. NOTE: All promotional invites and on-site signage must include the following language, This event is not part of the official ASAM Annual Conference as planned by its Program Committee. Tote Bag Inserts $1,500 - Multiple Inserts Available Your Company has the opportunity to provide 1,200 highly visible printed pieces for insertion into the conference tote bag. All promotional activities must be pre-approved by ASAM staff. Welcome Reception in the Exhibit Hall $6,500 - Multiple Sponsorships Available This is your opportunity to be the first to welcome all of the attendees to the conference. Sponsor will be recognized with signage at the event and receive the support benefits. (see page 4) Luncheon in the Exhibit Hall $6,000 - Multiple Sponsorships Available Conference attendees will appreciate this lunch and networking opportunity provided by your organization. Sponsor will be recognized with signage at the event and receive the support benefits listed above. ANNUAL CONFERENCE
EXHIBITOR INFORMATION Booth Location: See booth floor plan on page 2 and indicate choice of location on the exhibitor application and contract form. Exhibit booth location is assigned on a first-come, first-served basis. Payment must accompany application to be processed. Applications received without payment will be considered tentative. All tentative reservations will be held for ten working days only. Within this time period, the application and payment must be received by ASAM or tentative reservations will be released. A floor plan of the exhibit area is included in this prospectus. Booth Rental: $1,400 each 8 x 10 booth Includes: back and side draping, carpeting, and booth identification sign with company, organization name and booth number. Please Note: tables and chairs will be provided for an additional charge and should be ordered in advance through the Freeman Exposition Services Kit. Booth Staff: Each exhibitor is provided two (2) registrations for exhibit booth staffing, with one of those eligible to receive CME credits and gain access to the e-llc. Registered exhibit staff are welcome to participate in all conference activities. The Awards Luncheon and pre-conference courses is an additional fee. Exhibitors may purchase additional exhibitor badges that will allow access to the Exhibit Hall only (does not include other conference activities) for $200 each, to receive CME credit for $400 each. Cancellation Policy: A $150 cancellation fee will apply to all cancellations received through Monday, March 14 2016. There will be no refunds on cancellations received after Monday, March 14, 2016. All cancellation requests must be made in writing and sent to: ASAM Meetings Department, 4601 North Park Avenue, Upper Arcade, Suite #101, Chevy Chase, MD, 20815, E-Mail: meetings@asam.org. Conditions: All exhibits are to remain open during the scheduled hours. Set-up is between 8:00 am and 5:00 pm on Thursday, April 14th. There will be no setup during scheduled open hours, and no teardown until after the closing on Saturday, April 16th at 11:00 am. Educational Literature Display: $400.00 Each display will be a 6 x 30 table, draped and skirted in show colors. Tables will be available in the conference Exhibit Hall. You may display free supplies of educational literature and promotional materials for services, products and professional meetings will be made available to conference attendees. Shipping instructions for Educational Literature Display Tables will be sent to you about two months prior to the conference. Exhibit Personnel: All participants affiliated with exhibits must be registered. Each person will be issued an exhibitor s badge and must be employed by the exhibitor or have a direct business affiliation. The number of badges issued to each exhibitor may be limited by ASAM. General: All matters and questions not covered by these regulations are at the discretion of ASAM. These regulations may be amended at any time by ASAM, and all amendments shall be equally binding on all parties upon publication. Liability: Neither ASAM nor the Hilton Hotels Corp., will assume liability for loss of merchandise or of monies received, or damage to exhibitor s property. The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of injury or damage to exhibitors displays, equipment, and other property brought on the premises of the Hilton Austin Hotel and shall indemnify and hold harmless ASAM, the Hilton Hotels Corp., their agents, servants, and employees from any and all such losses, damages, and claims. Product Description: A description of your products and/or services to be displayed must be submitted two weeks after booth confirmation or by Monday, March 14, 2016 to be included in the information distributed to attendees on-site. Please write the description in the space provided on the application. Registration and Payment Deadlines: Application and Contract with full payment for all Registrations, Booths and Literature Display Tables, should be received by Monday, March 14, 2016. Refund procedure: Refunds will be processed after the conference. If payment is made by credit card, the adjustment will be made to your credit card account; otherwise a refund check will be issued. All refunds will be processed four to six weeks after the conference. Shipping Information: Shipping of exhibit materials to and from the conference site is at the expense and risk of the exhibitor. Exhibitor s Service Kit contains additional shipping instructions. Conference Hotel: Hilton Baltimore Hotel 401 W. Pratt St. Baltimore, MD 21201 Direct Phone: 1-512-482-8000 Discounted Hotel Rate: $209 Single/Double Reservation by Phone: 1-888-243-9694 To find out more about the incredible Hilton Baltimore, please click here. All reservations include complimentary internet for ASAM guest rooms and must be accompanied by a deposit equal to one night s room and tax, or be guaranteed with a major credit card number and expiration date. Room Reservation Deadline: Monday, March 14, 2016 The room reservation deadline does not ensure availability of rooms. Room reservations received after the deadline will be confirmed subject to rate and room availability. Hotel room rates are subject to applicable state and local taxes. All reservations made within the ASAM block must be for an active registration to The 47th ASAM Annual Conference. Any reservation that remains unaccompanied by an active registration for the course will be subject to cancellation. Each paid conference registrant may reserve one guestroom. Check-in/Check-out Requirements: Check-in: 4:00 pm Check-out: 12:00 pm Service Contractor: Freeman Baltimore Exhibitor Services Exhibitors will receive via e-mail a link to online service information from Freeman Decorating about two months prior to the conference. Exhibitors are responsible for additional rental, additional lighting, electrical service, telephone service, display labor, shipping, material handling, audiovisual equipment, and plants. Checklist Due by March 14th ASAM Satellite and Ancillary Meetings request deadline Deadline to register for an exhibit booth Hotel reservation deadline to receive ASAM conference rate
2016 EXHIBIT/SUPPORT APPLICATION Please type or print clearly EXHIBIT/SUPPORT INFORMATION Organization/Company Primary Contact Person Mailing Address City State Zip Country Phone Fax E-mail Web Site Exhibit Booth Pricing: (Multiple booths may be purchased): 8 x 10 booth - $1400 each 8 x 20 booth - $2800 each 16 x 20 booth - $5800 each Exhibit Booth Location space, so please do not concentrate your choices in one area. Our preferred locations: 1 2 3 4 Booth, Literature Display & Other Fees 8 x 10 booth $1400 each $ 8 x 20 booth $2800 each $ 16 x 20 booth $5800 each $ Literature Display(s) $400 each $ ASAM Awards Luncheon $75 each $ Additional booth staff Additional CME credit access $200 each $400 each $ $ TOTAL AMOUNT ENCLOSED: $ Exhibit Booth Staff (Two [2] complimentary exhibit registrations per booth) Only one (1) registrant per booth may receive CME credits and get access to the e-llc. 1. Email: 2. Email: Receive CME Credit Additional Booth Staff and CME Registrations Additional Booth Staff (non-cme): $200 each Additional CME registration: $400 each 1. 1. Email: Email: List any exhibitor you wish to be near: List any exhibitor you wish NOT to be near: Listing for Final Program (if different than above): Organization/Company Primary Contact Person Mailing Address City State Zip Country Phone Fax E-mail Web Site Exhibitor Profile: Please submit a 25 words or less description of your company s services and products (if more, we will edit) to be printed in the Conference Program. Product Category Information Please indicate below under what product category or categories your company should be listed: Association/Agency/Organization Pharmaceutical Manufacturers and Other Products and Services Treatment Programs Book or Software Publishers Other, please describe: ANNUAL CONFERENCE My Organization would like to sponsor the following item(s): Please see Support Opportunities for full list. (1) (2) (3) (4) TOTAL PRICE $ PAYMENT: Visa AMEX MasterCard Discover SUPPORT REQUEST: Check/Money Order I hereby authorize the American Society of Addiction Medicine (ASAM) to charge my account for $ Card No. Exp. Date Security Code Name on Card Authorized Signature Make check or money order payable to ASAM. Full payment in US funds drawn on a US bank must accompany application (ASAM does not accept Purchase Orders as payment). Please include name of exhibiting organization on check or money order. Please complete and return with payment to: The American Society of Addiction Medicine P.O. Box 96118 Washington, DC 20090-6118 Credit card payments may be faxed to 301-656-3815. Application Authorization In accordance with the contract rules and regulations outlined in this contract and governing the exhibit to be held at Hilton Baltimore in Baltimore, MD the undersigned understands and accepts and agrees to the terms and conditions in the Liability paragraph on the Exhibitor Information page. Authorized Signature: Date: NOTE: Application MUST be received by Monday, March 14, 2016 in order to be listed within the conference onsite program. All booths will include: Standard drapery, company identification sign, 2 complimentary personnel badges per 80 sq. ft. of booth space, company profile in Conference Program and ASAM Website, and show security and online exhibitor service manual. Tables and chairs can be purchased for an additional fee through Freeman Exposition Services. Questions? Contact Irina Vayner, Manager, Corporate Giving & Grants at (301) 547-4120 or ivayner@asam.org.
Exhibit booths and sponsorship activities at The ASAM 47th Annual Conference provide your organization with unique visibility and interaction time with conference attendees. 10 GREAT REASONS TO BECOME A SPONSOR OR EXHIBITOR 1. Gain access to 1400+ physicians and associated professionals dedicated to increasing access and improving the quality of addition treatment. 2. Be a part of the front-running industry conference that specializes in addiction medicine. ASAM Membership by Primary Specialty 3. Experience over 40+ concurrent sessions focusing on the best practices, research, treatment, and care available in addiction medicine. 4. More than 40 poster presentations. 5. Exhibit visibility, client interaction, and VIP networking. 6. Plant yourself firmly in to the minds of industry leaders in the field of addiction medicine. 7. See your organization promoted within ASAM conference marketing materials. 8. Cross many markets and broaden your cross-country brand appeal. 9. Be associated with industry-wide publicity. 10. Enjoy well-targeted, core audience interaction. ANNUAL CONFERENCE 4601 North Park Avenue, Upper Arcade, Suite 101 Chevy Chase, Maryland 20815-4520 Tel: 301-656-3920 Fax: 301-656-3815 www.asam.org