2019 Convocation Exhibitor Prospectus - American Academy of Osteopathy
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Exhibitor Prospectus & Sponsor Opportunities 2019 Convocation March 13-15 • Rosen Shingle Creek Resort Orlando, Florida Leading, Expanding and Cutting: Rebecca E. Giusti, DO, The Edges of Osteopathic Medicine program chair
AAO’s Annual Convocation About the American Academy of Osteopathy As the nation’s largest medical society devoted to fostering osteopathic manipulative medicine, the American Academy of Osteopathy focuses on teaching, promoting and researching the science, art and philosophy of osteopathic medicine, emphasizing the integration of osteopathic principles and osteopathic manipulative treatment in patient care. The Academy’s almost 9,500 members consist of doctors of osteopathic medicine (DOs), osteopathic medical students, international affiliates, associate members, honorary members and supporters. About Convocation In 2018, the AAO’s Convocation attracted more than 1,200 registered attendees, mostly practicing osteopathic physicians, residents and medical students. Many attendees return to Convocation every year, seeking to improve their hands-on diagnosis and treatment skills and to reconnect with colleagues from around the world. Repeat guests enjoy the feeling of a reunion as they greet friends old and new. The majority of physician attendees specialize in family medicine and other primary care fields, and many attendees are believers in complementary and alternative medicine. Many make their major yearly purchases at Convocation, and they rely on this event to learn about new medical programs, equipment and other innovations. The AAO’s exhibit hall will be conveniently located adjacent to the lecture area and breakout sessions. While practicing osteopathic physicians will attend lectures each morning and breakout sessions each afternoon, osteopathic medical students will attend breakout sessions each morning and lectures each afternoon. So the exhibit hall is perfectly situated for maximum exposure as physicians and students move between lectures and breakout sessions. Cover photo courtesy of Rosen Shingle Creek Page 2 • AAO 2019 Convocation
Photo courtesy of Rosen Shingle Creek Exhibit Information What should you exhibit? What are the benefits? • Computer equipment and programs, including electronic • Exclusive opening reception in the exhibit hall health record systems • Dedicated times for attendees to visit the exhibit hall • Education materials • Lunch available for purchase in the exhibit hall on • Exercise equipment Thursday and Friday • Internship and residency programs • Listing on the event app • Medical innovations • Listing on the AAO’s website • Medical office equipment • Logo on the AAO’s home page for corner booth exhibitors • Osteopathic manipulative treatment tables • Complimentary advertising in the Convocation digital • Pharmaceutical products and information workbook • Preventive, nutritional and similar products • Listing in the AAO Member News, the AAO’s member • Other services that may benefit physicians or students newsletter • Listing of Convocation attendees • Choice of booth space on a first-come, first-served basis What is included? • Security when exhibits are closed Each booth is 10 feet wide and 10 feet deep and is equipped with: Exhibition services provided by • a rear 8-foot drape Shepard Exhibition Services. All additional • 3-foot-high side rail drapes equipment and services, such as booth • a booth identification sign showing booth number cleaning and electrical outlets, must be and the exhibitor name • a 6-foot draped table arranged by exhibitors at their expense. • two side chairs Vendor information will be provided after • one wastebasket reservations are confirmed. • security when the exhibit is closed AAO 2019 Convocation • Page 3
Sponsorship Opportunities Title Sponsor Annual business meeting luncheon representative may address the attendees for five minutes. AAO voting members attend this luncheon to choose new This sponsorship includes a complimentary exhibit booth. The leaders and to honor award recipients. The title sponsor sponsor must be approved by the AAO Board of Trustees. will be allowed to distribute literature to attendees, and a Cost: $10,000 Technology Wireless access landing page sponsorship opportunity will put your organization’s Sponsor wireless internet access for the lecture hall, the information in front of each user who opens the app. Cost: exhibit hall or the breakout rooms, and every wireless user $1,500. will see your name before he or she connects to the internet. For pricing, contact AAO Executive Director Sherri L. Quarles Relax and Recharge Station at SQuarles@academyofosteopathy.org or at (317) 879-1881, Guests can take advantage of a comfortable seating area to ext. 214. rest their feet and recharge devices. This exclusive sponsor will be recognized in print and by a sign at the seating area. Mobile app sponsor Cost: $2,000 In 2017, AAO launched its first mobile app for Convocation, and more than 660 users logged into the app. This exclusive Food and Fun Opening reception RAAO business luncheon By sponsoring the food and beverage service for the The interns, residents and postdoctoral fellows who belong opening reception, which takes place in the exhibit hall, to the Resident American Academy of Osteopathy (RAAO) your organization will receive valuable exposure as attend this luncheon to elect new leaders and to recognize attendees network and kick start the Convocation weekend. award winners. A sign posted at the entrance will recognize Cost: $7,500. your sponsorship. Cost: $3,000 Morning beverage service in the exhibit hall RAAO mixer The exhibit hall is the perfect place to grab a morning cup of The RAAO mixer provides interns, residents and postdoctoral coffee or tea. The company that sponsors morning beverage fellows with a chance to network. A sign posted at the service in the exhibit hall will be recognized by a sign at the entrance will recognize your sponsorship. Cost: $3,000 beverage station. Cost: $3,000 per day SAAO mixer Osteopathic Education Service The Student American Academy of Osteopathy’s mixer is the The Academy’s Osteopathic Education Service (OES) provides biggest party of the week. Osteopathic medical students who complimentary personalized demonstrations of osteopathic work hard all year take this opportunity to relax and to get to manipulative treatment to attendees, guests and exhibitors. know each other. A sign posted at the entrance will recognize Your sponsorship provides beverage service for those waiting your sponsorship. Cost: $3,000 for the service. Cost: $2,000 per day For more information about sponsorship opportunities, contact AAO Executive Director Sherri L. Quarles at SQuarles@academyofosteopathy.org or at (317) 879-1881, ext. 214. Page 4 • AAO 2019 Convocation
Sponsorship Opportunities Registration Convocation program book Water bottles The official Convocation program provides schedules, event At registration, each attendee will receive a water bottle information, speaker information and venue maps. If you branded with your organization’s logo. Cost: $5,000 take advantage of this exclusive opportunity to provide printed copies, your company’s logo will be prominently Convocation USB drives featured in the program book. In addition, your company may Take advantage of this exclusive sponsorship opportunity to provide a printed promotional item to insert in all attendees’ provide all Convocation attendees with USB drives branded registration packets. Cost $3,500 with your organization’s logo. The drives will be loaded with the Convocation digital workbook. Cost: $3,500 Neck wallet At registration, each attendee will receive a neck wallet Registration packet inserts branded with your organization’s logo. Cost: $2,500 for Include your organization’s flier or brochure in each physician neck wallets; $2,500 for student neck wallets attendee’s registration packet. Finished fliers or brochures must be no larger than 5.5 inches by 8.5 inches, and 1,500 Convocation tote bag copies must be delivered to the Academy before Feb. 1, 2019. At registration, each attendee will receive a Convocation tote Cost: $400 bag branded with your organization’s logo. Cost: $4,500 Breakout Sessions Convocation breakout sessions six breakout sessions each day, and the Academy requests Manufacturers of treatment tables are invited to sponsor approximately 40 tables per room. Sponsors will be Convocation breakout sessions by providing treatment recognized verbally, in print and by a sign outside the room. tables for one or more rooms. Most rooms will be used for Can’t make it to Convocation? Even if you cannot exhibit at the AAO’s 2019 Exhibit hours Convocation, you can still gain valuable exposure Wednesday, March 13—5 to 7 p.m. to AAO members by advertising your company Thursday, March 14—7:30 a.m. to 7 p.m. or program in the Convocation’s digital program, Friday, March 15—7:30 a.m. to 5 p.m. which is posted on the AAO’s website in No exhibitors will be permitted to exhibit advance of Convocation. You can also reach AAO outside these hours. members throughout the year by running ads in the online publications AAO Member News and AAO Exhibit Contact The AAO Journal. Contact AAO Communications Gennie Watts Specialist Lauren Good at (317) 379-1881, ext. AAO event planner 211, or at LGood@academyofosteopathy.org 3500 DePauw Blvd., Suite 1100 for more information about advertising before, Indianapolis, IN 46268-1136 during and after Convocation. GWatts@academyofosteopathy.org (317) 879-1881, ext. 220 Learn more about the AAO and the AAO’s annual Fax: (317) 879-0563 Convocation at www.academyofosteopathy.org. AAO 2019 Convocation • Page 5
Exhibitor Information at a Glance • Exhibition dates: March 13-15, 2019 • Convocation dates: March 13-17, 2019 • Location: Rosen Shingle Creek in Orlando, Florida • Projected attendance: More than 1,300 osteopathic physicians, medical students and residents • Cost: $1,150-$1,300 • Contact: AAO Event Planner Gennie Watts, GWatts@academyofosteopathy.org, (317) 879-1881, ext. 220 Due dates Jan. 25. Return exhibitor agreement, including the following information: Photo courtesy of Rosen Shingle Creek • complete contact information • 4 exhibit space selections Rosen Shingle Creek • $500 nonrefundable deposit 9939 Universal Blvd. • company logo in 300ppi for promotional purposes Orlando, FL 32819 (jpg or tif) Feb. 6. Submit complimentary advertisement www.rosenshinglecreek.com to LGood@academyofosteopathy.org. Only Make reservations online now or call 1-866-996-6338 advertisements submitted by exhibitors will be and use booking code 35809. included in the program. Feb. 11. Certificate of insurance due. See Page 10 About the Rosen Shingle Creek Resort under Liability and insurance. On 255 acres along Shingle Creek, the headwaters of the Feb. 22. Submit balance due. Everglades, rises Rosen Shingle Creek. The luxury hotel breaks above the horizon and fills the sights of anyone Exhibitor complimentary advertisements traveling the southern end of Universal Boulevard, off which Your Convocation exhibit fee includes the cost it is located. As you approach the property, you realize how of placing an advertisement in the Convocation digital program. Submit your advertisement to close it is to the Orange County Convention Center North/ AAO Communications Specialist Lauren Good at South expansion and the Orlando International Airport. All LGood@academyofosteopathy.org no later than Feb. of Orlando’s best attractions, restaurants, shopping, and 6, 2019. All files must be 150-300ppi in JPG, TIF or PDF entertainment venues are within a short distance of this ideal format. The AAO will not create advertisements for location. exhibitors that do not submit their own. See dimensions on Page 8. The hotel’s 1,501 guestrooms offer luxurious first-class settings wrapped in Spanish revival architecture. Capitalizing on Rosen Shingle Creek’s elevation, every single room offers a stunning view of the area’s incomparable setting. The perfectly manicured fairways and greens of Shingle Creek Golf Course, the picturesque creek lined by magnificent cypress trees, and lush natural vegetation seem to enter the room through oversized windows. This immersive experience is what guests love the most about staying at Rosen Shingle Creek. Yet the beauty of it all is receiving the lavish experience without paying resort prices, and you never pay a resort fee. Rosen Shingle Creek’s profound dedication to outstanding service is what makes us unique in the tourist capital of the world. In addition, hotel guests receive complimentary self- parking. Page 6 • AAO 2019 Convocation
2019 AAO Convocation • Exhibitor Agreement Send the completed exhibitor agreement (Pages 7-8) to AAO Event Planner Gennie Watts at GWatts@academyofosteopathy.org or to the American Academy of Osteopathy, 3500 DePauw Blvd., Suite 1100, Indianapolis, IN 46268‑1136. Contact Information Contact name Title Email address Telephone number Organization Information Organization name Street address City State ZIP code Web address Telephone number Fax number Representatives Attending (up to four) Signature As a duly authorized representative of the organization listed above, Date I agree to all rules and regulations outlined on Pages 9-10. Payment Information r A check or money order made payable to the American Academy of Osteopathy is enclosed. r Please charge the $500 nonrefundable deposit to the credit card below. r Please charge the total amount due to the credit card below. (See Page 8 for rates.) r Visa r MasterCard r Discover Card number Cardholder name (as it appears on the card) Expiration date 3-digit CVV number Signature Billing street address City State ZIP code AAO 2019 Convocation • Page 7
FHC FEC Exhibit Space Selection FE Complete the section below, and return this page with the previous page of this agreement. Exhibit space is allocated on a first-come, first-served basis. Indicate four different location choices in order of preference: LOADING 12'Wx15'H I-1 I-2 I-3 I-4 Provide a brief description of your organization’s products or services for the Convocation’s mobile app. Who or what would you like your exhibit booth next to, Who or what would you NOT like your exhibit booth next to, if possible? if possible? FE EXIT Rates Booths (See diagram below.) $1,300 FEC for a corner booth (20 available) 102, 108, 112, 118, 201, 202, 207, 208, 211, 212, 217, Your corner booth entitles you to a full-page advertisement (7.5 inches 218, 300, 301, 307, 308, 311, 312, 317, 322 wide x 10 inches high) in the Convocation’s digital workbook. $1,150 for an aisle booth (23 available) SEBASTIAN 104, 106, 114, 116, 203, 204, 205, 206, 213, 214, 215, LOADING 12'Wx15'H 216, 302, 303, 304, 305, 306, 313, 314, 315, 316, J Your aisle booth entitles you to a half-page advertisement (7.5 inches wide x 5 inches high) in the Convocation’s digital workbook. 318, 320 Multiple booth reservations earn a 10% discount on additional booths. Advertising artwork (tif, jpg or PDF) must be emailed to LGood@academyofosteopathy.org by Feb. 6, 2019. Exhibits at AAO’s 2019 Convocation EXIT 131 123 125 127 129 1' 1' 1' EXIT 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft 6ftx2ft EXIT 01 02 03 04 05 06 07 08 09 10 11 12 13 14 10' 132 OSTEOPATHIC X X X X X X X X 102 104 106 108 112 114 116 118 EXIT EDUCATION 3' SERVICE 133 6ftx2ft X X X X X X X X 10' 201 203 205 207 211 213 215 217 6ftx2ft 8' 124 126 128 130 134 ENTRANCE 10' 6ftx2ft SILENT FE 20' 6ftx2ft 6ftx2ft 6ftx2ft 7' 6ftx2ft 6ftx2ft 6ftx2ft ENTRANCE AUCTION LOADING 12'Wx15'H EXITS X X X X X X X X 202 204 206 208 212 214 216 218 20x22 COFFEE & TEA 20x22 20x22 20x22 20x 22 20x 22 20x 22 20x 22 72in 20x22 20x22 SERVICE 72in 20x22 20x22 EXHIBITOR 20x 22 20x 22 20x 22 20x 22 20x22 20x22 7' 20x22 SVCS. 20x22 8' X X X X X X X X 301 303 305 307 311 313 315 317 20x22 6ftx2ft 20x22 20x22 20x22 20x 22 20x 22 20x 22 20x 22 72in 20x22 20x22 72in 20x22 20x22 FEC 20x 22 20x 22 20x 22 20x 22 20x22 20x22 20x22 20x22 9' 7' X X X X X X X X X X EXIT 300 302 304 306 308 312 314 316 318 320 322 EXIT EXIT 7' EXIT EXIT Exhibit hall layout subject to change. EXIT Page 8 • AAO 2019 Convocation FHC SE L L L L
Exhibit Rules and Regulations AAO’s Convocation • March 13-15, 2019 All exhibitors should read the following information carefully. 1. Exposition sponsorship: The American Academy of Oste- 7. No assignment: The exhibitor agrees not to assign or opathy’s Convocation is produced by and is the property sublet the whole or any portion of the rented space of the American Academy of Osteopathy (AAO). The AAO covered by this agreement. No two companies of dif- will arrange for show management, and the AAO will ferent ownership can share a single booth without prior promote attendance at Convocation. approval by the AAO. 2. Contract for exhibit space: The application for booths, 8. Solicitation in the exhibit hall: The aisles and other assignment of space and payment of the rental deposit common space in the exhibit hall are not leased to the constitute a contract to rent the assigned space. Exhibi- exhibitors and shall be under the control of the AAO. tors failing to occupy space are not relieved of the obli- The exhibitor shall keep displays, discussions, interviews, gation to pay the full rental fee. Available space will be distribution of literature, lectures or any other type of allocated on a first-come, first-served basis based on the activity inside the contracted booth space. Exhibitor size of the space requested. The AAO reserves the right representatives are strictly prohibited from standing in to make final space assignments or change the space aisles or in front of exhibit booths of other exhibitors for assignments after the application is accepted should it advertising purposes. In addition, exhibitor representa- be in the best interest of Convocation. tives are prohibited from passing out materials from anywhere except within their booth space. Nothing shall 3. Cancellation or withdrawal: Upon giving written notice, be posted, tacked, nailed, screwed or otherwise attached an exhibitor may withdraw from the AAO Convocation to columns, walls, floors, or other parts of the building until Feb. 3, 2019. No refund will be given unless the or furniture. Signs, rails, etc. will not be permitted to AAO is able to sell the forfeited booth space to another intrude into or over aisles. Individuals connected with exhibitor. In the event that the space is sold, 50% of the nonexhibiting concerns are prohibited from any dealings, deposit shall be returned approximately 30 days after the exhibiting, or soliciting within the exhibit hall or other close of Convocation. No refund will be made for exhibit Convocation facilities. space canceled after Feb. 3, 2019. The date on which the AAO receives the notice of cancellation shall serve as the 9. Exhibit standards: All exhibitors and exhibits shall pre official date of cancellation. As noted above, the AAO has sent materials in a manner appropriate for an audience the right to resell the space vacated upon notification of of physicians and other medical professionals. The AAO cancellation. shall be the sole judge and shall have discretionary auth ority to determine whether exhibits or exhibitors are not 4. Occupancy of space: See the exhibit diagram on Page 8. appropriate. The AAO shall have the right to prohibit any exhibit or part of an exhibit that in the AAO’s opinion 5. Cancellation of Convocation: Should any situation be- is not suitable to or in keeping with the character or yond the control of the AAO arise to prevent the 2019 purpose of Convocation. Questionable exhibits shall be Convocation from occurring, the AAO will not be held modified at the request of the AAO, and if modifications liable for any expenses incurred by the exhibitor except are not sufficient to correct deficiencies, the AAO shall the rental cost of the booth space. have the authority to remove the exhibit or exhibitor’s representatives from the Convocation’s facility without 6. Exhibitor’s representative: Each exhibitor must name at being obligated to reimburse or otherwise indemnify the least one person to be its official representative, with au- exhibitor for fees and other expenses. The AAO reserves thority to enter into such contracts necessary for install- the right to interpret and refuse to include in the Con- ing and removing the exhibit and arranging for services vocation’s program book and other program materials for which the exhibitor is responsible. At least one person advertising, literature and other materials that it believes from the exhibitor must be in the exhibit booth during all are inappropriate or would otherwise be in bad taste if hours the Convocation’s exhibit hall is open. such materials were displayed or distributed. AAO 2019 Convocation • Page 9
10. Liability and insurance: The exhibitor is responsible by copyright will be staged, produced or otherwise per- for maintaining general liability insurance throughout formed via either “live” or “mechanical” means by or Convocation, with limits of liability of at least $1 million on behalf of the exhibiting firm at the AAO Convocation combined single limits, including coverage for bodily unless the exhibitor has previously obtained written injury and property damage. The exhibitor must provide permission for such use from the copyright owner or the a certificate of liability insurance to the AAO no fewer copyright owner’s designee (e.g., ASCAP, BMI or SESAC). than 30 days prior to Convocation. This certificate must The exhibitor further represents and warrants that it confirm that the exhibitor has general liability and work- shall be fully responsible for performing all obligations ers’ compensation for both paid and unpaid exhibitor under any agreement permitting the use of such music, personnel at Convocation. Failure to provide such a cer- including but not limited to all obligations to report data tificate will result in forfeiting any claims to exhibit, and no and to pay royalty fees. funds will be returned. The exhibitor agrees to indemnify, defend and hold forever harmless the American Academy 13. Photograph release: Photographs taken by AAO-desig- of Osteopathy from any damages or charges imposed nated photographers in the exhibit hall and other ven- for negligence, willful misconduct, or breach of this con- ues at Convocation may be used in future AAO publica- tract by the exhibitor. In addition, the exhibitor agrees tions, on the AAO website, and in other AAO materials. to strictly comply with the applicable terms and condi- The exhibitor agrees to allow the AAO to use photo tions contained in the agreement between the Rosen graphs of the exhibit and exhibitor personnel in any Shingle Creek and the American Academy of Osteopathy AAO-related publications, website and other materials. regarding the exhibit premises. Furthermore, the exhibi- tor shall at all times protect, indemnify, defend and hold 14. Miscellaneous regulations: The exhibitor shall not foster harmless the Board of Trustees of the American Academy or conduct outside activities that would take qualified of Osteopathy, show management and subcontractors attendees from Convocation functions or exhibits dur- against and from any and all loss, cost, damage, liability ing the scheduled hours of 5 to 7 p.m. on March 13, 7:30 and expense arising from or otherwise related to said a.m. to 7 p.m. on March 14, and 7:30 a.m. to 5 p.m. on exhibitor’s occupancy and use of the exhibit premises or a March 15. Manufacturers and suppliers must be exhibi- part thereof. Security guards shall be furnished when the tors to use hospitality suites. The term hospitality suite exhibit hall is closed. Furnishing guards shall not increase shall include any open room with readily available food, the liability of show management or the AAO. drink, or entertainment that may have been publicly an- nounced or advertised. 11. Safety: Fire regulations require all display material used for decoration to be flame-proofed. All electrical equip- 15. Rules and regulations: Rules and regulations relevant to ment, including signs and lights, shall be in good condi- the Rosen Shingle Creek will be provided to the exhibitor tion and able to pass inspection of the fire marshal. Each by the AAO upon receipt of the signed exhibitor agree- exhibitor agrees to be knowledgeable and responsible re- ment on Pages 7-8. garding ordinances and regulations pertaining to health, fire prevention and public safety while participating in the 16. Amendments to regulations: Any and all matters and AAO Convocation. The use of flammable materials neces- questions not specifically covered by the articles in this sary to the exhibit for which no alternative can be used agreement shall be subject to the decision of the AAO. must be brought to the attention of show management The aforementioned items covered by this agreement and the AAO in writing by Feb. 1, 2019, for approval. In may be amended at any time by the AAO in the inter- addition, no one may operate equipment to move exhibit est of Convocation, and notice thereof shall be binding materials other than show management. on the exhibitor equally with the rules set forth in this agreement. 12. Copyright permission and indemnification: The exhibitor represents and warrants that no musical work protected Page 10 • AAO 2019 Convocation
2018 Exhibitors The AAO’s 2018 Convocation attracted 30 exhibitors representing a variety of fields from residency programs and board prep to footwear and sleep systems. Special thanks goes out to the Northwest Osteopathic Medical Foundation for sponsoring the SAAO’s Fun Run. AI CARE LLC Handspring Publishing Alabama College of Osteopathic Medicine LECOM Health American Academy of Pediatric Osteopathy Maine Dartmouth Family Medicine Residency American Osteopathic Association Midwestern University Assist Tables Museum of Osteopathic Medicine Central Maine Medical Center Family Medicine Residency Northwest Osteopathic Medical Foundation COMBANK powered by TrueLearn Novel Inc. DIERS Medical Systems The Osteopathic Cranial Academy DO-Touch.NET Patient First Eastern Connecticut Health Network Picture POM LLC Eastern Maine Medical Center Relax FIR Master Inc. Family Medicine Residency Program Serola Biomechanics Flexible Footwear Company Sutherland Cranial Teaching Foundation FORCE: Foundation for Osteopathic Research UC Davis Health and Continuous Education University of North Texas Health Science Center Gideons International Wolters Kluwer AAO 2019 Convocation • Page 11
Mark your calendars now for the American Academy of Osteopathy’s 2019 Convocation at Rosen Shingle Creek in Orlando, Florida. Exhibits run March 13-15. Photo courtesy of Rosen Shingle Creek Address service requested www.academyofosteopathy.org Fax: (317) 879-0563 (317) 879-1881 Indianapolis, IN 46268-1136 3500 DePauw Blvd., Suite 1100
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