Exhibitors' Prospectus
Bring your Ideas, Products, Services and Programs to
AMSA’s 60th Annual Convention and Exposition!
AMSA invites you to participate in the premier educational and networking event for physicians-in-training—AMSA’s 60th Annual Convention, March 11-14, 2010 in Anaheim, CA. Exhibit and you will:
- Meet your customers (more than 1,300 physicians-in-training)
- Boost your company’s image
- Increase your company’s visibility
- Enhance your market presence
- Improve your marketing effectiveness
During the convention, attendees are encouraged to visit the exhibit hall and talk with exhibitors about their products and services, assuring you an excellent return on your investment in deciding to exhibit. This year, AMSA has scheduled exhibit hall hours in an effort to increase booth traffic and provide more opportunities to showcase your products and services to current and prospective buyers.
EXHIBITING
The exhibit hall will occupy the South Exhibit Hall of the Disneyland Hotel and will be available for exhibit installations on Wednesday, March 10, 2010, 3:30 pm-6:30 pm. All exhibits must remain intact until the official closing time and may not be dismantled or removed before that time. To avoid assignment of space adjacent to a particular competitor, please indicate on space reservation contract (refer to our Exhibit Hall Floor Plan for a regularly updated list of exhibitors and reserved booth spaces). All booths are 8’ x 10’. If your exhibit is larger than this, please call AMSA at (703) 620-6600, ext. 232.
EXHIBIT HALL SCHEDULE
Move In:
Wednesday, March 10 -- 3:30 pm-6:30 pm
Open:
Thursday, March 11 -- 10:30am-2:30pm
Friday, March 12 -- 11:30am-4:00pm
Saturday, March 13 -- 10:30am-3:00pm
Exhibit hall will open one hour prior to scheduled exhibit time to exhibitors only in order to access their booth space.
Move Out:
Saturday, March 13 -- 2:00 pm-4:00 pm (no exceptions).
No teardown permitted prior to 2:00 pm, Saturday, March 13. Any items left after 4:00 pm will be discarded by the cleaning crew. AMSA will not be responsible for items left in booth.
RATES
| 8' x 10' Prime Booth Space: | $2,950 |
| 8' x 10' Standard Booth Space: | $2,500 |
| 6' Table Space for Non-Profit only: | $1,750 |
Rates include:
- Three (3) full conference registrations
- Product/service description in the Exhibitor Directory section of the convention program
- Listing on the AMSA convention Web page with a live link to your Web site
- 8' backdrop, 3' siderails, 6' draped table, 2 chairs and a wastebasket
- 7" x 44" custom booth sign
RAFFLE
An hourly raffle will be held March 11-13 in the exhibit hall at the AMSA booth. All exhibitors will receive tickets, which they may use to solicit, recruit and attract attendees. AMSA welcomes and appreciates donated prizes from exhibitors. All donations will receive product recognition and acknowledgment, as well as word-of-mouth promotion.
FOCUS GROUPS
Prior approval is mandatory and exhibitor must advertise in The New Physician a minimum of three times in the past 12 months. Focus-group rates are $500/each for 50 minutes with a maximum of 30 participants.
SPONSORSHIP AND DONATIONS
Sponsorships are available for social and programming events, food, convention gifts, etc. It is because of our exhibitors and sponsors that AMSA is able to provide quality educational programming for future physician leaders. See AMSA's Sponsorship Prospectus for more details.
OFFICIAL CONVENTION PROGRAM ADVERTISING
Want to get more exposure among the 1,300 attendees at convention? Then, place an ad in the official convention program.
Advertising Option(s)
| Space | Rate | Size |
| Cover 4 (4-Color Only)* | SOLD | 8 1/2 x 11 |
| Cover 3 (4-Color Only)* | $2000 | 8 1/2 x 11 |
| Cover 2 (4-Color Only)* | $2000 | 8 1/2 x 11 |
| Full-Page (b&w, no bleed) | $950 | 7 1/2 x 10 |
| Half-Page (b&w)** | $625 | 7 1/2 x 5 |
| * Trim size noted; allow .25" for each bleed |
| ** Partial ads must be contained with a box |
| |
| Deadlines |
| Space 1/07/10 |
| Artwork 1/22/10 |
ADDITIONAL ADVERTISING OPPORTUNITIES
Exhibitors will automatically be listed on AMSA’s Web site and receive a link to their Web site to gain additional exposure pre- and post- convention.
Convention attendee registration bag inserts* will also be available at the following rates:
| Exhibitors | $1250 |
| Non-exhibitors | $2250 |
*Pre-approval of all attendee registration bag inserts are required. Flyer size should not exceed 8.5” x 11” (double- or single-sided). Exhibitors are responsible for the printing and shipping of the flyers. Flyers should be shipped directly to the hotel to arrive no later than Monday, March 8, 2010 (instructions will be given with approval).
THE NEW PHYSICIAN
Exhibitors receive 20%-off discount on advertisements placed in The New Physician's (TNP) January-February 2010 convention preview issue. Reservations are due by November 13, 2009 and materials are due by November 22, 2009. Exhibiting counts toward frequency discounts on print and online advertising.
RULES & REGULATIONS
The following is considered and accepted by the exhibitor and AMSA to be part of the exhibit space reservation contract.
Regulations were formulated in the best interest of all exhibitors participating in this convention, taking into account the rules of the convention hotel and any related regulatory body. This show will conform to the rules and regulations of the International Association of Exhibitions and Events and the Exposition Service Contractors Association. We appreciate your full compliance.
GENERAL CONDUCT
Interviews, demonstrations, sales and the distribution of literature or educational items must be made within the booth area assigned to the exhibitor. AMSA also reserves the right to remove exhibit materials the organization deems offensive or out of character to AMSA’s mission and policies.
Exhibitors:
- MAY take contact information from attendees.
- MAY interview, demonstrate, solicit and sell products and give away small promotional items to all attendees in designated, paid booth area.
- MAY have raffles, prizes, games or the like in their booth space.
- MAY NOT sublet or share booth space without prior written approval. Unauthorized subletting or sharing assigned or apportionment of the whole or any part of the exhibit space is prohibited. Exhibitors may not permit any other party who is not directly employed by their company to exhibit in their space any goods or services.
- MAY NOT canvass, distribute advertising material or solicit outside their designated, paid booth area.
- MAY NOT tear down exhibit prior to the designated tear-down time.
ARRANGEMENTS AND USE OF SPACE
All exhibits must be arranged so as not to obstruct the general view or hide the exhibits of others. The aisles, passageways and overhead spaces will remain strictly under the control of AMSA. No exhibit or advertising matter will be permitted to extend beyond the space allotted to the exhibitor. Ceiling heights, columns and other structural anomalies are indicated on the exhibit hall map. It is the responsibility of the exhibitor to ensure their exhibit will fit within the contracted space. If there are concerns, exhibitor should notify AMSA prior to move-in.
INSTALLATION AND DISMANTLING
Exhibitor move is Wed., March 10 from 3:30pm – 6:30pm. All exhibits must be fully installed by show start, Thur., March 11 (exact time TBD). The Exhibit hall will open one hour prior to scheduled exhibit time each day to exhibitors only in order to access their booth space.
Exhibitor move-out is on Sat., March 13, 2:00pm – 4:00pm. No tear-down will be permitted prior to 2:00pm. Any items left after 4:00pm on Sat., March 13 will be discarded. AMSA will not be responsible for items left in the booth.
USE OF THE AMSA NAME & LOGO
The American Medical Student Association name, brand, seal, logo and acronym are registered, proprietary marks and may not be used without advance permission in signs, advertising or promotions in any media or on descriptive product literature either inside or outside the exhibit area. This rule applies before, after and/or during the meeting.
FIRE REGULATIONS
Fire code requires materials such as table covering, drapes, etc. to be flameproof. Use of heaters, open flames, candles, lanterns, etc. as part of an exhibit are forbidden. Do not block any fire equipment or exits with materials.
SMOKING
The Disneyland Hotel is a smoke-free hotel.
SECURITY
As a courtesy to the exhibitors, security for the Main Exhibit Hall will be furnished by AMSA during the entire meeting. The furnishing of such service is in no case to be understood or interpreted as guaranteeing against lost or theft of any kind. Precautionary measures are always recommended. Security services other than those provided by the hotel are not permitted.
CLEANING
Cleaning services will be arranged by AMSA for aisles and common areas. It is the responsibility of the exhibitor to keep individual booth areas clean.
NON-EXHIBITING COMPANIES
Individuals, companies and organizations that have not contracted with the AMSA for exhibit space are not permitted to display or demonstrate products, processes or services; solicit orders; or distribute advertising materials in any AMSA contracted space. Noncompliance will result in the prompt removal of the offending person and property from that area.
DECORATOR SERVICES
GENERAL CONTRACTOR
AMSA’s Official General Contractor is Viper Tradeshow Services (847-426-3100). Viper will staff and fully operate an on-site Service Center to ensure overall coordination of the production aspects for exhibitors.
SHIPPING
All materials must be marked with the following information and sent directly to:
Name of Exhibiting Company
AMSA Booth #
Viper Tradeshow Services
c/o Daley Transport
8735 Bellanca Ave, Unit B
Los Angeles, CA 90045
The hotel has no storage facilities. You may ship inbound using any carrier service. But when shipping outbound, make sure the outbound carrier will pick up at the scheduled dismantle time, as all items must be cleared from the hall. Ship all freight at one time. There will be a handling charge if Viper Tradeshow Services handles any freight before, during or after exhibition. Union labor may be required at the Disneyland Hotel. If applicable, a complete copy of the union regulations will be sent in the exhibitor service manual.
CONTRACTOR SERVICES
Complete information, instructions, schedules and prices regarding shipping, drayage, labor electrical, furniture, carpet, etc., are included in the exhibitor service manual to be forwarded from the official service contractor in January and posted on the AMSA Web site. Exhibitors using non-official contractors are required to supply such contractors with all necessary information regarding installation and dismantling, material handling, etc. All contractors must comply with all exhibitor rules and regulations.
Special utilities, such as electricity or telephone; dedicated lighting; unpacking; erection and replacing of display booth decoration and furniture other than those included in the standard booth are not covered in the exhibit fee. Arrangements for these items will need to be made by each exhibitor. The South Exhibit Hall of the Disnelyland Hotel is carpeted.
POLICIES
LIABILITY
Exhibitor shall be fully responsible to pay for any and all losses, thefts, and/or damages to property owned by (i) Exhibitor, (ii) Disney® Destinations, LCC dba Disney Resort Destinations, its parent, and/or any of its affiliated companies (collectively “Disney”), and/or (iii) others, that result from any acts or omissions of Exhibitor, and Exhibitor hereby waives any and all claims and/or demands it may have against Disney arising from such loss, theft and/or damage. Exhibitor assumes responsibility and agree to defend (if requested by Disney, with counsel reasonably satisfactory to Disney), indemnify and hold harmless, AMSA, Viper Tradeshow Services, Disney, their respective owners, managers, officers or directors, agents, employees, subsidiaries and affiliates, from any damages or charges resulting from exhibitors' use of the property. Exhibitors' liability shall include all liabilities, obligations, claims, losses, costs, damages and expenses, including, without limitation, attorneys’ fees, costs of court and costs of other professionals, arising from, directly and/or indirectly, and/or in connection with Exhibitor’s occupancy and/or use of the exhibition premises, the Hotel and/or any part thereof, and/or any act, error and/or omission of Exhibitor and/or its employees, subcontractors and/or agents. . Exhibitor, by signing this contract to exhibit, expressly understands that he/she assumes the sole and entire responsibility and liability as described above.
INSURANCE
Exhibitors acknowledge that AMSA, Disney® Destinations, LCC dba Disney Resort Destinations and Viper Tradeshow Services do not maintain insurance covering exhibitors’ property. It is the sole responsibility of exhibitors to obtain business interruption and property damage insurance covering such losses by exhibitors. Any exhibitor using an outside vendor or contractor must provide Viper Tradeshow Services with a certificate of insurance before they are allowed on the exhibit hall floor.
CANCELLATION
It is mutually agreed that in the event the Annual Convention does not open or cannot be continued due to causes beyond the reasonable control of the AMSA, such as fire, strikes, natural disasters (threatened or actual), governmental regulations, terrorism (threatened or actual) or other causes, AMSA and exhibitors have no further contractual obligations to each other. At such time, AMSA management will determine an equitable basis for refunding a portion of the exhibit fees after due consideration of expenditures and commitments already made. AMSA is not responsible under any circumstances for an exhibitor’s expenses such as airfare, lodging or exhibit shipping.
ANTI-DISCRIMINATION POLICY
AMSA and the AMSA Foundation are organizations dedicated to the pursuit of human rights, dignity and equal opportunity for all people. Any organization that wishes to exhibit and/or conduct recruitment employment activities in the American Medical Student Association’s exhibit areas must agree that the exhibitor’s policy is not to discriminate in recruitment or employment on the basis of gender, race, religion, sexual orientation, national origin, creed or handicap disability. Execution of the space allocation/contract with AMSA for such exhibit space represents that the exhibitor is in agreement with this policy.
PHOTOGRAPH RELEASE
AMSA has official photographers for the meeting. Photographs taken at AMSA’s Annual Convention may be used in future AMSA publications, on the AMSA website, or in other association materials. By signing a contract to exhibit for this meeting, you agree to allow AMSA to use your photo in any AMSA-related publications or Web site.