Exhibit Prospectus Moscone Center San Francisco - Where All of Ophthalmology Meets - American Academy of ...
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Exhibit Prospectus Moscone Center San Francisco AAO 2019 October 12 – 15 Subspecialty Day October 11 – 12 AAOE Program October 11 – 15 Where All of Ophthalmology Meets® aao.org/2019 aao.org/2019
AAO 2019 Prospectus Introduction
The Academy’s 123rd annual meeting – AAO 2019, will be held at Moscone
Center, San Francisco, California, October 12 – 15.
Moscone Center
The Moscone Center has recently completed a $500 million dollar renovation resulting in 500,000 square feet of exhibit
space, two ballrooms, and eighty-two meeting rooms. Two levels have been added to the South Building which includes
a bridge crossing over Howard street to the North Building and enhanced areas on the mezzanine and exhibition levels.
The Academy will be utilizing the North, South and West buildings for meeting activities and the exhibition.
New in 2019!
ue to space constraints at the Moscone Center, there will be no Retina Subspecialty Day Exhibits. The Retina
• D
Subspecialty Day Meeting will be in the West Building, Level 2.
• There is no longer a surcharge for credit card payments over $5,000.
• The $25,000 limit for credit card payments is still in effect.
he primary contact for the exhibiting company must submit a Third Party Authorization in the Exhibitor Portal to
• T
designate a company they have hired to manage their exhibit details and logistics, meeting and event planning or
promotions and advertising.
• P
riority points can now be earned for Academy and Foundation sponsorship support and for aggregate
advertising spend. Exhibitors will be able to accumulate up to an additional 10 points in each area for a total of 20
points. Complete details will be posted on the Academy’s web site and in the Exhibit Prospectus shortly.
xhibitors who utilize the official hotel service contractor, Expovision will be credited with one bonus priority point,
• E
in addition to the two bonus priority points given when exhibitors utilize 95% or more of their initial room block.
here will be expanded registration counters in the lobby of each building, North, South and West as attendee
• T
badges will not be mailed. Every attendee will have to pick up their badge onsite.
• The attendee meeting bag has been discontinued.
here will no longer be physical Scientific Posters. The new expanded ePoster Theater and Lounge is in the South
• T
Building, Exhibition level lobby.
• The Breakfast with the Experts program has been discontinued.
AAO 2019 Prospectus Table of Contents
Introduction Union Jurisdictions
• Labor Services
Exhibitor Schedule 1 ¡¡Display Labor
¡¡Stagehands
Exhibit Space 2 ¡¡Electrical
Booth Types and Fees Labor Rates
New Exhibitor Portal Exhibit Booth Design
Online Exhibit Space Application
• Linear Booths
New Checklist
• Informational Posters
New Assignment of Exhibit Space • Island Exhibits
New Priority Point System • Multi-Level and Exhibits Requiring Special Approval
Adjacent and Shared Exhibit Space Floor Plans
Third Party Authorization Hanging Signs
Mergers and Acquisitions Hanging Sign Blueprints
Ophthalmologic Relevance Rating Aerial Rigging Services
Market Research Fire Department Regulations
Photographing and Videotaping
Terms & Conditions 6
Eligibility for Exhibiting Shipping 18
Contract
Advance Shipping – Warehouse
Interpretation of Contract
Direct Shipping — Moscone Center
Financial Stability
Material Handling
Insurance
Material Handling Rates
Liability and Indemnification
Assignment, Successors and Assigns Exhibitor Services
Force Majeure & Official Contractors 20
Cleaning
Payment Terms 8 Equipment Pass
Exhibitor Service Center
Cancellation of Exhibit Space 9
Exhibitor Service Manual
Moscone Center – Technology Services Department
Official Hotels 10
Meeting Space Official Contractors
Hotel Reservations Official General Service Contractor
Registration and Lead Retrieval
Booth Construction 12 Security
Installation & Dismantle Utilities
Exhibit Installation
Exhibit Dismantle
Access to Exhibit Hall
Care of Facility
Dismantling Exhibits
American Academy of OphthalmologyAAO 2019 Prospectus Table of Contents
Exhibitor Designated Contractors 22 Penalties 32
Documentation
Certificate of Insurance Registration 33
Registration Policies
Onsite Contact Form
Access
Badges
Badge Types and Fees
Rules & Regulations 24 Exhibitor Designated Contractors
Booth Activities Registration Online/Onsite
¡¡Audio Visual Components of Exhibits Badge Distribution
¡¡Booth Staff
¡¡Contests, Drawings, Raffles Academy Contacts 36
¡¡Decorative and Cosmetic Contact Lenses Meetings & Exhibits Division
¡¡Demonstrations/Promotions/Activities/
Ophthalmic Business Council (OBC)
Presentations
¡¡Display
Exhibitor Advisory Committee
of Drugs and Devices Not Approved by the
Federal Food and Drug Administration (FDA)
¡¡Giveaways
¡¡Helium Balloons
¡¡Lasers and Other Hazardous Light Sources
¡¡Photographing and Videotaping
¡¡Sales
¡¡Smoking
¡¡Wet Labs
Marketing
¡¡Policies
¡¡Accreditation
Council for Continuing Medical
Education (ACCME) Guidelines
¡¡Bags
¡¡Drawings, Raffles & Games of Chance
¡¡Exhibitor Meetings
¡¡Giveaways
¡¡Helium Balloons
¡¡Media Activities
¡¡Marketing Free Zone
Marketing Opportunities/AAO
¡¡Academy Mailing Labels
¡¡EyeNet
¡¡Hotel Door Drop
¡¡Media Activities
¡¡Orbital Gala
¡¡Promotional Opportunities
American Academy of OphthalmologyAAO 2019 Prospectus Exhibitor Schedule
Moscone Center
747 Howard St.
San Francisco, CA 94103
AAO 2019
Registration: South, North and West Building Lobby
Exhibition: North Building, Exhibition Level, Halls E & F
South Building, Exhibition Level, Halls A, B & C
West Building, Level 1
Exhibitor Registration Exhibit Installation Exhibit Hours Exhibit Dismantle
Wednesday, Oct. 9 7:30 a.m. – 6:00 p.m. 7:30 a.m. – 7:00 p.m.
Thursday, Oct. 10 7:30 a.m. – 6:00 p.m. 7:30 a.m. – 7:00 p.m.
Friday, Oct. 11 6:30 a.m. – 6:00 p.m. 7:30 a.m. – 7:00 p.m.*
Saturday, Oct. 12 6:30 a.m. – 5:00 p.m. 9:00 a.m. – 5:00 p.m.
Sunday, Oct. 13 7:30 a.m. – 5:00 p.m. 9:00 a.m. – 5:00 p.m.
Monday, Oct. 14 7:30 a.m. – 5:00 p.m. 9:00 a.m. – 5:00 p.m.
Tuesday, Oct. 15 7:30 a.m. – 1:00 p.m. 9:00 a.m. – 1:00 p.m. 1:00 p.m. – 10:00 p.m.
Wednesday, Oct. 16 8:00 a.m. – 5:00 p.m.**
Thursday, Oct. 17 8:00 a.m. – 12:00 p.m.
*Approval to work past 7:00 p.m., Friday, Oct 11 must be obtained from show management prior to 3:00 p.m. that day.
There are no in and out privileges after 7:00 p.m.
**Exhibiting companies in the West building will need to have packing and outbound arrangements completed by 3:30
p.m. on Wednesday, Oct. 16.
American Academy of Ophthalmology 1AAO 2019 Prospectus Exhibit Space
Booth Types and Fees
Linear Booths
Linear 10' x 10' booth – $3,600
Island Booth – $36 per net square foot
An island booth is defined as a booth with all sides exposed to an aisle. To determine the cost multiply the size by $36
(e.g., 20' x 20' = 400 x $36 = $14,400).
Informational Exhibits and Posters
The Academy offers associations and organizations with the tax-exempt status of 501(c)(3) or 501(c)(6) the following
options for distributing information:
• A
limited number of 10' x 10' booths in the Informational Exhibit area are available for one-half the published
commercial rate shown above.
• Informational posters fees are $250 and include a:
¡¡forty-eight
inch (48") vertical x ninety-six inch (96") horizontal poster board, sign noting the poster
number and title,
¡¡four-foot (4') table and chair, and
¡¡two complimentary registrations for poster presenters.
Associations and Organizations must submit evidence of their tax-exempt status with their Exhibit Space Application.
New Exhibitor Portal
Online Exhibit Space Application
The New Exhibitor Portal launched with the online Exhibit Space Application on Wednesday, April 3. It will open in six
phases based on the exhibiting company’s total priority points. This schedule is outlined below.
2019 Sales Cycle Point Range Link Launched Deadline
Phase 1 191 - 4500 Apr 3 Apr 10
Phase 2 115- 190 Apr 17 Apr 24
Phase 3 114 - 51 May 1 May 8
Phase 4 50 - 20 May 15 May 22
Phase 5 5 - 19 May 29 June 5
Phase 6 1-4 June 12 June 19
There are approximately 100 companies in each phase of the sales cycle. Exhibitors will be emailed the Exhibitor Portal
link on the launch date and will have five business days to log into the portal with their personal email address, create
a password and complete the online exhibit space application. They will be able to select booth preferences from the
available booth inventory in one of the three exhibit halls, North, South and West, and make the mandatory 30% deposit
or full booth payment to receive 2 bonus priority points.
After each group of exhibitors has submitted their exhibit space application and booth preferences, Academy staff
will approve the booth assignment and the exhibitor will be notified. The next group of exhibitors will see those booth
assignments and can select three options from the remaining booth inventory when they have received the Exhibitor
Portal link.
An overview of the company’s total number of priority points was emailed to the main contact in January. If you do not
have this information, email Arlynn Moraga, Exhibitions Coordinator, amoraga@aao.org.
American Academy of Ophthalmology 2AAO 2019 Prospectus Exhibit Space
New Checklist
Based on the answers to the exhibit booth activities questions on the online exhibit space application, a checklist of
tasks is created with easy processes to provide additional information for these activities and the access to the web
sites of our official contractor partners, Experient, Expovision and Freeman. The full checklist will be released with
these options throughout the planning cycle.
(partial example)
New Assignment of Exhibit Space
Exhibit space is assigned preferentially according to the exhibiting company’s earned priority points as each phase
of the sales cycle allows exhibitors to select booths from available inventory in their priority point group. They must
submit their application by that sales cycle due date to take advantage of their accrued priority points in their booth
assignment.
However, the Academy reserves the right, in its sole discretion, to allocate space on any other basis it deems appropriate
for AAO 2019.
The Academy also reserves the right, in its sole discretion, to reconfigure the exhibit hall floor plan and reassign any
exhibiting company at any time. If the affected exhibitor does not agree with the relocation and wishes to withdraw from
the exhibition, all payments will be refunded.
Exhibit space assignment notices will be sent prior to the opening of the subsequent sales cycle.
New Priority Point System
As a better reflection of total corporate support, beginning January 1, 2019, exhibitor will receive additional priority
points for Academy and Foundation sponsorship support and for aggregate advertising spend. Exhibitor will be able
to a accumulate up to an additional 20 points in each area for a total of 20 points.
Academy and Foundation sponsorship support includes Ophthalmic Business Council membership and in-kind
asset transfer donations. Advertising spend includes the ophthalmology journals, EyeNet, annual meeting program
advertising and promotional opportunities and digital advertising.
For more informaiton, please visit the Priority Point page of the Academy’s website at aao.org/annual-meeting/
exhibitor/priority-points.
Priority points are accumulated annually and added to the cumulative total following these guidelines:
• 1 point for exhibiting at the current meeting
• 1 point for exhibiting at five previous consecutive meetings
• 1 point per one-hundred (100) square foot of exhibit space secured or equivalent space used at the current meeting
(e.g., a 20' x 30' island would earn 6 points; a 40' x 40' island would earn 16 points, etc.)
American Academy of Ophthalmology 3AAO 2019 Prospectus Exhibit Space
• 1 point for using the Expovision the official hotel service New!
• 2 points for submitting full payment with the online exhibit space application
points for completing the Product Listing in the Exhibitor Portal Checklist by the Mobile Meeting Guide deadline,
• 2
Wednesday, Aug. 20
points for using ninety-five to one hundred percent (95 – 100%) of the initial hotel room block secured through the
• 2
official housing service, Expovision
• 3 points for completing the entire exhibitor survey
Current Priority Point Overview:
16 companies have over 1000 points
84 companies have 200 – 999 points
119 companies have 100 – 199 points
84 companies have 50 – 99 points
73 companies have 25 – 49 points
65 companies have 11 – 24 points
170 companies have 1 – 10 points
Contact exhibitions@aao.org with questions regarding your company’s accrued points.
Adjacent and Shared Exhibit Space
Sharing of exhibit space is permitted only for divisions of the same company and those with exclusive distributing
agreements.
Consideration of adjacent and shared exhibit space requests are offered only if the request is submitted to exhibitions@
aao.org at the time the online exhibit space application is complete. Evidence of exclusive distributing agreements must
be submitted at the same time the request to share exhibit space is submitted.
• Each company must submit a letter to exhibitions@aao.org outlining their business agreement and request to
share exhibit space at the time they complete the online exhibit space application.
• The space assignment is based on the companies’ averaged priority points and ophthalmologic relevance rating.
Exhibitors may not sublet or assign booth spaces.
Third Party Authorization
An exhibitor who engages the services of an outside management firm to handle exhibit details and logistics, meeting
and events or publicity and adverting or all of these planning aspects must complete a Third Party Authorization Form
posted in the new Exhibitor Portal, identifying the firm who will work on its behalf. This arrangement will not be taken
into account when granting the extension of a deadline; take particular care to ensure that the management firm you
engage will meet all deadlines.
The third party company representative may make a Request for Third Party Authorization by completing this form
posted on Exhibitor Central, and submitting it to exhibitions@aao.org.
The submission of the Third Party Authorization Form is not accepted in lieu of the Exhibitor Designated Contractor
Authorization Form and the required certificate of insurance for contractors hired to perform a service. Please review the
Exhibitor Designated Contractor section for more information.
American Academy of Ophthalmology 4AAO 2019 Prospectus Exhibit Space
Mergers and Acquisitions
Companies that have merged with, have been purchased by, or have purchased another company may use the exhibit
history of whichever company is most favorable, but not the combined history of multiple companies.
The Academy must be notified in writing that the acquisition or merger between companies has been completed, along
with the effective date of this change.
The sale of a product, product line, certain technologies, or certain assets to another company will be considered in the
transfer of priority points only to the extent determined by the Academy in its sole discretion.
A company that decides to exhibit independently from its parent company or that undergoes reorganization, and
secures individual exhibit space will retain the points accrued by the parent company.
Ophthalmologic Relevance Rating
The ophthalmologic relevance rating is based on how closely an exhibiting company’s primary products or services
relate to the science and practice of ophthalmology.
Category A is composed of exhibitors of products and services exclusively concerned with ophthalmologic diagnosis,
treatment and surgery. Examples of Category A products and services include intraocular lenses, surgical instruments,
ocular prosthetics, operating room equipment and supplies, pharmaceuticals, physician and patient education materials.
Category B is composed of exhibitors of peripheral products and services, and exhibitors displaying used equipment.
Examples of Category B products and services include intercoms and answering systems, practice management services,
office/facility design and furnishings, computer systems, market research, equipment finance and leasing, cosmetic
products and services, frames, lenses and lens finishing.
Market Research
Companies conducting market research are assigned exhibit space according to ophthalmologic relevance rating,
Category B.
American Academy of Ophthalmology 5AAO 2019 Prospectus Terms & Conditions
Eligibility for Exhibiting
Companies that have not exhibited previously at an Academy annual meeting must undergo review in order to be
considered as exhibitors. To initiate a review, potential exhibitors must provide background information on the company
and copies of promotional brochures and literature for all products and services to be exhibited.
By signing the exhibit application, the exhibiting company warrants and represents that there are no outstanding legal,
financial or governmental actions that could negatively impact their ability to provide the goods or services that they
promote or sell at the annual meeting. If the accuracy of this representation and warranty changes before the annual
meeting, exhibitor agrees to provide immediate written notice to the Academy.
Companies with multiple complaints filed against them with state or federal consumer affairs regulatory agencies, the
Better Business Bureau, or by Academy members or fellows may be required to provide an explanation of the resolution
of those complaints. The Academy reserves the right to accept or reject, in its sole discretion, any application to exhibit
and to determine the eligibility of any proposed exhibitor.
Contract
Submission of the official Exhibit Space Application and receipt by the exhibitor of the exhibit space assignment
notification constitute a Contract for the right to use the space allocated. Exhibitors acknowledge that they are not
Contracting for a specific booth, but rather for the right to participate as an exhibitor at the Academy’s annual meeting.
Such submission and receipt mean that the exhibitor has read, understood and agreed to be bound by all the policies,
terms, rules and regulations governing the exhibition set forth in the application, space assignment notice and the
Exhibition Rules & Regulations, which together constitute the entire Contract between the exhibitor and the Academy.
Any matters not specified in the Exhibition Rules & Regulations shall be resolved in the sole discretion of the Director of
Exhibitions.
Interpretation of Contract
The American Academy of Ophthalmology shall have the full authority to interpret and amend all policies, terms, rules
and regulations contained in the Exhibition Rules & Regulations or any part of the Contract, and its decision as to the
meaning and implementation of a policy, term, rule or regulation is final. Exhibitors agree to abide by any policies, terms,
rules or regulations that may hereafter be adopted, which shall be as much a part of the Contract as though originally
incorporated. In the event the Academy changes any policy, term, rule or regulation after the acceptance of the Contract
by the exhibitor, the Academy will provide written notice to the exhibitor. If the exhibitor objects to the change, the
exhibitor must notify the Academy within ten (10) business days of the date of the Academy’s notice of its intent to
cancel the Contract, in which case the Academy’s sole obligation will be to refund any deposits of the exhibitor. The
failure of the Academy to enforce at any time any provision of this Contract shall not be construed to be a waiver of
such. This Contract shall be governed by and construed in accordance with the laws of the State of California, exclusive
of California’s choice of law provisions. All claims, disputes and other matters in question between the Academy
and exhibitors arising out of or relating to this Contract or its breach shall be decided by binding arbitration in San
Francisco, California, in accordance with the Commercial Arbitration Rules of the American Arbitration Association
then in effect. Notice of demand for arbitration shall be filed in writing with the other party and with the American
Arbitration Association. The arbitrator’s award shall be final, and judgement may be entered upon it in accordance with
applicable law in any court having jurisdiction over it. The prevailing party in any dispute with respect to the meaning
or enforceability of this Contract, or the enforcement of any provisions thereof, whether or not said dispute results
in arbitration or litigation, shall recover from the other party all reasonable costs and expenses, including, without
limitation, reasonable attorneys’ fees.
American Academy of Ophthalmology 6AAO 2019 Prospectus Terms & Conditions
Financial Stability
The Academy has the right to expect demonstrated financial stability of its exhibitors. To that end, the Academy reserves
the right, in its sole discretion, to request data establishing a company’s financial stability, even if the company has
exhibited in the past. The filing of bankruptcy or insolvency proceedings with respect to an exhibiting company at or
after the submission of its application will result in automatic cancellation of the company’s exhibit space, even though
the Academy may have accepted the company’s application, unless the company immediately provides reliable and
verifiable evidence, acceptable to the Academy, in its sole discretion, and at no cost to the Academy, of its ability to
meet existing, current, and future obligations for its products and/or services.
Insurance
Each exhibitor carries the responsibility of maintaining adequate insurance coverage against injury to persons, damage
to or loss of property, data breaches, and inability to meet its obligations outlined in the Exhibition Rules & Regulations.
Upon request, an exhibitor shall provide to the Academy a certificate of insurance indicating at least $1,000,000 of
commercial general liability insurance, and $1,000,000 of comprehensive automobile liability insurance covering owned,
leased, hired and non-owned vehicles.
Both policies shall name the Academy as an additional insured thereon.
Liability and Indemnification
The Academy will bear no liability for personal injuries, whether suffered by an exhibitor or its employees, Contractors,
or business invitees. The Academy will also assume no liability for loss or damage to the property of an exhibitor or
its employees, Contractors, or business invitees, regardless of the cause, unless such injury or damage results from, or
is caused by, the gross negligence or intentional wrongful acts of the Academy. Each exhibitor, in making application
for space, agrees to indemnify, defend, and hold harmless the Academy from any and all claims, liability, damages
or expenses (including attorneys’ fees) asserted against them or incurred by them as a result of, in connection with,
or arising from any loss of or damage to property, or injury to persons resulting from, arising out of, or in any way
connected with the negligence or wrongful acts or omissions of the exhibitor or its agents or employees, Contractors, or
business invitees, or for breach or nonperformance of any provision of this Contract.
The Academy shall in no event be liable to an exhibitor for any lost business opportunities or for any other type of
indirect, special, or consequential damages alleged to be due from a breach of this Contract. It is understood and agreed
that the sole liability of the Academy to the exhibitor for any breach of this Contract shall be limited to the amounts paid
by the exhibitor pursuant to this Contract. It is understood and agreed that a refund of amounts paid by the exhibitor
pursuant to this Contract is the sole and exclusive remedy of the exhibitor under this Contract.
Assignment, Successors and Assigns
This Contract shall be binding upon the Academy and the exhibitor and their successors and assigns. No exhibitor may
assign or transfer any rights or obligations under this Agreement without the written consent of the Academy. No such
assignment shall release the exhibitor from its obligations and liabilities under this Contract.
Force Majeure
In the event of acts of God, fire, strikes or other unavoidable occurrences rendering the exhibit space unfit for use, the
Academy will attempt to provide exhibit space at another location, but it does not guarantee it will be able to do so. In
the event the annual meeting is not held at all, an exhibitor’s sole remedy is a refund of its exhibitor space fees paid, less
any actual costs incurred by the Academy.
American Academy of Ophthalmology 7AAO 2019 Prospectus Payment Terms
If paying by check, automatic clearing house (ACH), electronic funds transfer (EFT) or Wire transfer, a payment must be
received within 30 business days from the date of online submission of the application.
Credit Card Payments
When paying by credit card, you will need the card holder name and the address where the credit card statement is sent.
Credit card payments are limited to $25,000.
Check Payments
Checks are to be drawn on U.S. bank accounts. Made Payable to American Academy of Ophthalmology
Send check payments by standard mail to: Send check payments by express mail to:
American Academy of Ophthalmology American Academy of Ophthalmology
Wells Fargo Bank Attn: Exhibitions Department
Dept. #34045 655 Beach Street
PO Box 39000 San Francisco, CA 94109
San Francisco, CA 94139
Electronic Payments
Bank: Wells Fargo Bank, NA
420 Montgomery St
San Francisco, CA 94014
Account Name: American Academy of Ophthalmology
Account number: 4121478242
ACH: Routing number: 121000248
EFT and U.S. Wire Transfers: ABA number: 121000248
International Wire Transfer: SWIFT Code: WFBIUS6WFFX
When using one of these electronic methods of payment, include the exhibiting company name on the documentation.
Note that the payment is “For benefit of American Academy of Ophthalmology.”
American Academy of Ophthalmology 8AAO 2019 Prospectus Cancellation of Exhibit Space
Notification of an exhibitor’s decision to cancel assigned exhibit space at the annual meeting exhibition must be
submitted in writing. Cancellation of exhibit space means that the exhibitor:
• Forfeits access to AAO 2019;
• Forfeits the use of the assigned exhibit space; and
• Releases previously assigned hotel rooms and meeting space over those meeting dates.
An exhibitor who submitted their application by the deadline associated with the launch date of their sales cycle have
a five-week grace period to cancel without penalty. Those who submit an online application outside of this schedule
would calculate the date for cancellation without penalty based on the date of their submission. The Academy’s receipt
of an exhibitor’s notice of cancellation from their scheduled date and the final payment date, Friday, Aug. 9, subjects the
exhibitor to a cancellation penalty equal to thirty percent (30%) of the total cost of space assigned.
2019 Sales Cycle Point Range Link Launched Deadline Last Day to Cancel WITHOUT Penalty
Phase 1 191 - 4500 Apr 3 Apr 10 May 15
Phase 2 115- 190 Apr 17 Apr 24 May 29
Phase 3 114 - 51 May 1 May 8 June 12
Phase 4 50 - 20 May 15 May 22 June 26
Phase 5 5 - 19 May 29 June 5 July 10
Phase 6 1-4 June 12 June 19 July 24
The Academy’s receipt of an exhibitor’s notice of cancellation on or after Monday, Aug. 12, subjects the exhibitor to a
cancellation penalty equal to one hundred percent (100%) of the total cost of space assigned. However, in the event the
canceled space is resold and the entire exhibition is sold out, the cancellation penalty will revert to thirty percent (30%)
of the total cost of space assigned.
The Academy’s receipt of an exhibitor’s notice to downsize booth space after Monday, Aug. 26, will result in a fifty
percent (50%) penalty on the original island booth size and fifty percent (50%) of the linear booth cost.
A refund due as a result of a cancellation will be processed at the time of the cancellation.
An exhibitor that cancels its participation on or after Monday, Aug. 26, and has an unpaid balance must pay the balance
before exhibiting at future Academy meetings
American Academy of Ophthalmology 9AAO 2019 Prospectus Official Hotels
Meeting Space
The Academy has reserved hotel meeting space at the following hotels from Thursday, Oct. 10, through Tuesday, Oct. 15,
for use by exhibitors who have purchased exhibit space and wish to hold functions prior to or during AAO 2019:
• Fairmont San Francisco
• Grand Hyatt San Francisco
• Hilton San Francisco Union Square
• InterContinental San Francisco
• JW Marriott
• Palace Hotel
• Parc 55 Hotel San Francisco, A Hilton Hotel
• Park Central San Francisco
• San Francisco Marriott Marquis
• St. Regis Hotel
• W San Francisco
• Westin St. Francis
All meeting space at official Academy hotels must be reserved through the Academy. It is a violation of Academy
regulations to reserve space directly at official Academy meeting space hotels and will result in a loss of priority points.
Exhibitors may not plan, be part of, or encourage AAO 2019 attendee participation in any scientific, technical,
informational, or other meeting, seminar, event, function, or gathering off the premises of Moscone Center during
meeting hours. You may hold your event during the hours listed below:
Date Morning Evening
Thursday, Oct. 10 Any time Any time
Friday, Oct. 11 Any time Any time
Saturday, Oct. 12 End by 8:00 a.m. After 5:30 p.m.
Sunday, Oct. 13 End by 8:00 a.m. After 5:30 p.m.
Monday, Oct. 14 End by 8:30 a.m. After 5:30 p.m.
Tuesday, Oct. 15 End by 8:30 a.m. After 1:00 p.m.
Note: 24-hour room holds will not be allowed.
Exhibitors must request space online by providing details on meeting space requirements, contact information and
payment. Space is assigned on a first-come basis.
Request space online at aao.org/meetingspace.
Companies requesting hotel meeting space will be charged a $250 nonrefundable administrative fee per event, per day.
The last day to get the early rate for meeting space requests is Wednesday, Aug. 7. Fees increase to $350 per function
beginning Thursday, Aug. 8. There is a $100 change fee for changes to assigned events, including date and time changes.
Payments may be made by credit card only.
If outside management or a third party will coordinate the company’s event, the exhibiting company contact must
complete the Third Party Authorization found in the new Exhibitor Portal Checklist.
Representatives of outside management or the Third Party must complete a Request for
Third Party Authorization form, which can be downloaded from the Academy’s website
at Exhibitor Central or on the hotel meeting space web page. When this is submitted
to exhibitions@aao.org the exhibiting company contact will be asked to complete the
Third Party Authorization found in the new Exhibitor Portal Checklist.
Once the meeting space request has been submitted, a confirmation will be sent within five (5) business days that will
contain the contact information for hotel staff. Exhibitors will work directly with the hotel and must finalize a contract
with the assigned hotel within three (3) weeks of the space assignment or the meeting space is subject to cancellation.
American Academy of Ophthalmology 10AAO 2019 Prospectus Official Hotels
All time and/or date changes should be made directly with the Academy’s Meeting Services Specialist, Ashley Warriner.
Do not make these changes directly with the hotel. Food and beverage minimums may apply. If your company cancels
the event, they may be liable for cancellation fees to the hotel.
Exhibitors are allowed one sign at the entrance of the assigned meeting space.
Before preparing promotional materials for the event, carefully review the Marketing section of this Prospectus for
guidelines on how these events may be publicized.
Exhibitors may not use the official shuttle bus routes to transport attendees to any offsite function unless they have
notified the Academy of this intention and have paid for the additional vehicles to supplement the route. Exhibitors
may work with the official shuttle bus service provider, Kushner & Associates, to make arrangements for their own
transportation needs. Contact exhibitions@aao.org for instructions.
Meeting Space questions should be directed to:
Ashley Warriner, CMP
Meeting Services Specialist
Email: awarriner@aao.org
Hotel Reservations
The Academy has contracted over 14,000 hotel rooms at over 80 San Francisco hotels for AAO 2019. Thirty-five percent
(35%) of the hotel rooms have been designated for exhibitor representatives. Hotels included in the Academy’s block are
considered official hotels.
Exhibitors are required to secure all guest rooms at official Academy hotels through the Academy’s official hotel
reservation provider, Expovision.
Exhibitor hotel reservations will open in two tiers.
• E
xhibiting companies in the top 50 in priority points, and those who secure 20 or more rooms each night will receive
a hotel reservation form and link to the Hotel Reservation Information containing a list of official hotels, rates,
amenities and distance to Moscone Center. The hotel reservation form is due Wednesday, May 8 to the Expovision
offices.
• O
n Wednesday, May 29, exhibitor hotel reservations open online for all other exhibiting companies. They will select
from the available hotel inventory and with immediate confirmation, booking hotel reservations online is the most
efficient way to secure rooms. A deposit for the first night’s room and tax will be required at the time of booking for
each room requested
Exhibitor guest room blocks are for exhibiting company personnel only. They may not be used for physician attendees.
Exhibitors are allocated a number of sleeping rooms based on the booth size they have secured for AAO 2019. The same
calculation is used for the number of complimentary exhibitor badges they may have for employees to staff the booth or
attend the meeting.
Cancellation of exhibit space will result in the cancellation of all exhibitor hotel reservations.
Expovision is the official housing company of the Academy. If you book through another
housing company that solicits your business, rooms may not actually be secured
when representatives arrive to check-in. Remember to look for the Academy’s Official
Contractor designation on promotional information you receive in your email inbox!
Exhibitors must secure all sleeping rooms at official Academy hotels through Expovision
over the dates of Oct. 7 – 17. Exhibitors who do not will be penalized priority points.
Exhibitors who utilize ninety-five percent (95%) or more of their initial reserved hotel
block through the Academy’s official hotel reservation provider will receive two (2)
priority points.
New! Exhibitors who book their hotel room block through Expovision will receive one (1) priority point.
American Academy of Ophthalmology 11AAO 2019 Prospectus Booth Construction
Installation & Dismantle
Exhibit Installation
Installation days and hours are as follows:
• Tuesday, Oct. 8 (for Targeted Exhibitors) – 7:30 a.m. – 7:00 p.m.
• Wednesday, Oct. 9 and Thursday, Oct. 10 - 7:30 a.m. – 7:00 p.m.
• Friday, Oct. 11 – 7:30 a.m. – 7:00 p.m.*++***
*Must pickup exhibitor badge to access exhibit hall after 5:00 p.m.
++Approval to work past 7:00 p.m., Friday, Oct 11 must be obtained by show management prior to 3:00 p.m. on
Friday.
***There are no in and out privileges after 7:00 p.m.
Exhibit Dismantle
• Tuesday, Oct. 15 – 1:00 p.m. – 10:00 p.m.
• Wednesday, Oct. 16 – 8:00 a.m. – 5:00 p.m.*
• Thursday, Oct. 17 – 8:00 a.m. – 12:00 p.m.
*Exhibiting companies in the West building will need to have packing and outbound arrangements completed by
3:30pm on Wednesday, Oct. 16.
Access to Exhibit Hall
Every individual working in the exhibit hall must have an identification badge or wristband. To receive a badge or
wristband, exhibitor personnel and exhibitor designated contractors (EDCs) are required to show photo identification
and proof of affiliation with their employer. An exhibitor may obtain a badge in Exhibitor Registration during the hours
noted in the “Schedule” section in this Exhibitor Prospectus.
Complete details about obtaining wristbands will be available in the online Exhibitor Service Manual.
Approval for early installation will be granted on an individual basis, with the understanding that Freeman will provide
the labor for all installation work performed on Monday, Oct. 7.
Care of Facility
Exhibitors may not install any permanent fixtures or deface the building, and upon conclusion of the meeting they must
leave the exhibit space in the same condition that it was received.
Children are not allowed on the exhibit floor at any time during the hours for
installing or dismantling exhibits.
Dismantling Exhibits
Exhibitor personnel must staff the booth until the dismantling of exhibits begins
on Tuesday, Oct. 15, at 1:00 p.m.
Dismantling of an exhibit prior to the close of the exhibition is not permitted. Any company violating these regulations
will forfeit the priority points they were to earn for the meeting and may not be invited to participate in future Academy
meetings.
It will take approximately five to six hours to return all empty crates and cartons to the exhibitor’s booth. Plan to return
on Wednesday, Oct. 16 to complete outbound arrangements.
Exhibiting companies in the West building must have packing and outbound
arrangements completed by 3:30 p.m. on Wednesday, Oct. 16. The building
must be clear by 11:59 p.m.
American Academy of Ophthalmology 12AAO 2019 Prospectus Booth Construction
Union Jurisdictions
Labor Services
Display Labor
The installation or dismantling of exhibits which requires the use of hand tools, or takes one person more than 30
minutes, or exceed ten feet in any direction, falls within the jurisdiction of the Local 510 of the Sign Display and Crafts
Union. You can handle and set out the products you manufacture; however, all background materials — display boards,
backdrops, stands — anything the products are displayed upon, attached to, or made part of, and installation of floor
tile and carpets must be installed by union labor.
Stagehands
All audio/video presentations in booths will require stagehand labor from Local 16, however the set up will determine
the source. As long as none of the elements are suspended from the ceiling (projector, sound, screen, lighting), then
it will be handled by stagehand labor to operate and they can be contracted through the AV provider. If any of the
equipment is suspended from the ceiling or truss then it would be a composite of electricians and stagehands that
would be contracted through Freeman.
Electrical
IBEW Electricians jurisdiction covers all electrical labor for each booth including but not limited to, cable distribution
under your carpet or flooring, and throughout the booth structure. Included are connections and hardwiring of all
electrical equipment, (e.g. 208 volt and higher services, panels, motor, and audiovisual equipment), installation of all
lighting hung from truss or beams and distribution of all cabling throughout the booth and truss structures. All stage
hand labor used in the exhibit area will be supplied through Freeman with exception of their company representative/
supervisor. Unless contracted directly with the in-house AV/Internet provider, all data and coaxial cable run within the
booth, overhead or on the floor will be installed by their electricians. Electrical services are provided on a time and
material basis and cannot be performed by other unions, I&D houses or Exhibitors.
Any labor services that may be required beyond what the regular full-time exhibiting company employees can provide
must be provided through Display labor.
Labor order forms will be included in the online Exhibitor Service Manual.
Labor Rates
Hourly union labor rates for installing and dismantling exhibits are as follows:
Standard Time: $139.50 per hour
Monday – Friday 8:00 a.m. – 5:00 p.m.
Overtime: $255.50 per hour
Monday – Friday 5:00 p.m. – 8:00 a.m.
All day Saturday, Sunday and recognized holidays
Exhibit Booth Design
• A
n exhibitor’s signage and booth graphics may identify only the company named on the Exhibit Space Application
and the products or services they manufacture and sell.
• E
xhibits must conform to the professional and scientific atmosphere of the meeting and are subject to onsite review
and, where necessary, modification at the exhibitor’s expense.
• A
ll components of the booth design, including truss and lighting are to remain within the boundaries of the exhibit
space.
An exhibit must be in compliance with all local, state, and federal statutes, ordinances, rules, orders and regulations that
are in force or applicable during the meeting, including, without limitation, the Americans with Disabilities Act of 1992, as
amended.
American Academy of Ophthalmology 13AAO 2019 Prospectus Booth Construction
Linear Booths
Each ten-foot by ten-foot (10' x 10') linear booth has a backwall drape at a uniform
eight-foot (8') height and black side drape at a three-foot (3') height.
The maximum allowable height of products and display materials is eight feet (8').
Display materials greater than four feet (4') in height must be a minimum of five feet
(5’) back from the front aisle.
All booths must be carpeted with a standard nine-foot by ten-foot (9' x 10')
covering. Exhibitors may not use smaller pieces of material to cover the floor unless
it is an interlocking system that creates a single covering. Booths not carpeted in
this manner by 3:00 p.m. on Friday, Oct. 11, will be supplied with carpet and charged
accordingly by Freeman.
• here necessary in a linear booth, a drape will be installed, at the exhibitor’s
W
10' x 10' Linear Booth reprinted with express expense, to cover exposed or unfinished parts of a display.
consent from IAEE Guidelines for Display
Rules and Regulations
Informational Posters
Informational Poster Presenters are provided the following items:
• One eight-foot (8') wide by four-foot (4') high, Velcro receptive poster board
• One four-foot (4') draped table for handouts/materials
• O
ne standard title sign, white with black lettering, seven by forty-four
inches (7" x 44")
• One chair
Island Exhibits
The height of certain island exhibits assigned to Moscone Center’s South Hall will be affected by the overhead arches.
Refer to the floor plan for arch locations and elevations. The height limit for island exhibits not affected by the arches is
25 feet. The height limitation is 25 feet in North Hall F and 22 feet in Hall E. The West Level 1 height limit is 25 feet.
An island exhibit is an open area of exhibit space with aisles on all four sides.
• Island exhibits must be designed to allow access from all four aisles.
• Ceiling covering or floor covering may not span an aisle.
• Structures may not exceed twenty-five feet (25') in height.
The seating for theater, presentation and demonstration areas must be:
• A minimum of five-feet (5') back from the aisles and
• monitored and controlled so that the aisles remain free from congestion.
If an aisle becomes congested because of overflow attendance, a presentation will be shortened or stopped.
Exhibit displays, construction and signage must be arranged to allow for see-through visibility and must not obstruct
substantially the view of, or otherwise interfere with, the displays of other exhibitors.
Conference, office, storage, or meeting room enclosures may not exceed 100 square feet in booths less than 1,600
square feet and must be constructed of building materials that allow see-through visibility or light penetration.
Multi-Level Exhibits
Booth plans must specify the maximum number of occupants and must have a structural engineer’s stamp certifying the
maximum occupant load capacity.
Send stamped blueprints to Moscone Center for review with the Fire Safety Division and by the San Francisco Fire
Department, Fire Prevention Bureau at least 60 days before the show opens to allow enough time for any needed
corrections. Be sure the plans show dimensions and an isometric rendering of your exhibit.
Certain booths may require Fire Watches, electrical ventilation, smoke detection devices, fire extinguishers, multiple
exits, etc., as required by Fire Prevention Officials.
American Academy of Ophthalmology 14AAO 2019 Prospectus Booth Construction
Special Approval
Moscone Center must receive exhibit floor plans for booths with canopies, those that exceed twelve feet (12') in
height and all two-story exhibits to review a minimum of 60 days before move-in. There must be a licensed structural
engineer’s stamp of certification on all plans.
Certain booths may need to have fire watches, electrical ventilation, smoke detection devices, fire extinguishers,
multiple exits, or other safety measures required by fire prevention officials.
Additional information will be included in the Exhibitor Service Manual.
Floor Plans
The Academy requests floor plans from every island booth exhibitor to ensure that the rules and regulations governing
exhibit booth design, outlined in this section, are followed. Advance review also provides the Academy with the
opportunity to resolve potential issues.
If the location of building columns, utilities or other architectural components of the facility are considerations in the
construction of an exhibit, it is the responsibility of the exhibitor or their agents to physically inspect the facility to
verify all dimensions and locations.
A company that is assigned island exhibit space must submit floor plans and elevation blueprints to the Director of
Exhibitions for approval by Friday, Aug. 23. These may be delivered by email, azammataro@aao.org or mail to:
Anna Zammataro, CEM, CMP
Director of Exhibitions
655 Beach Street
San Francisco, CA 94109
The following floor plans are excellent examples that clearly identify exhibit components for the Academy’s review.
A floor plan of the electrical placement in the booth must accompany your electrical order to Moscone Center. Do not
send the floor plan of the electrical placement in the booth to the Academy.
Exhibitors who fail to submit island floor plans and elevation blueprints by the deadline will be assessed a penalty of two
(2) priority points per day after the deadline.
It is advisable to secure approval before beginning any new construction. If you are planning new construction, attach
a cover note to the floor plan indicating the date by which approval is needed in order to meet construction schedules.
Preliminary approval by the Director of Exhibitions must be received before the exhibit can be installed.
Do not fax floor plans
Hanging Signs
• Only island exhibits may use hanging signs.
Floor plans examples courtesy of Avedro and BlueHive
American Academy of Ophthalmology 15AAO 2019 Prospectus Booth Construction
• The maximum height for hanging signs is twenty-five feet (25').
• Lighting and truss may be hung above this height but is limited to the boundaries of the exhibit space.
Please note the arches in Moscone Center’s South Halls column less feature may
prevent the use of hanging signs in certain locations. Refer to the floor plan for the
location of the support arches and resulting ceiling heights. The North, Hall E has a
height limit of 24’ and there are no hang points for rigging. Each booth requesting
hanging items is accessed and may be charged for the installation of truss and pipe
to create a rig point. Contact Freeman for details.
Hanging signs, regardless of type, are subject to the maximum size allowances stated in these policies and must conform
to the standards that follow. The combined length of all signs may not exceed the following limits, whether hung
horizontally or vertically. Multiple sign dimensions are totaled to determine the length of the sign.
• F
or a single-faced or double-faced one-piece sign, the length of the sign may not exceed fifty percent (50%) of the
booth dimension on the aisle that it faces.
• F
or a rectangular, square, circular, or triangular sign, the length of any side of the sign may not exceed fifty percent
(50%) of the booth dimension on the aisle that it faces.
• The height limit for each side of a sign is eight feet (8').
• T
he suspended height of a sign may not exceed twenty-five feet (25') when measured from the floor up to the top of
the sign.
Hanging signs must be received at the Freeman warehouse no later than Monday, Sept. 30. It is also cost-effective to
include assembly instructions in the hanging sign shipment to the advance warehouse.
Shipping labels will be included in the Exhibitor Service Manual.
Hanging Sign Blueprints
Blueprints indicating hanging points, hanging locations and the total weight of hanging signs must be submitted to the
Director of Exhibitions for approval by Friday, Aug. 23.
Submit blueprints that have been drawn to scale (indicate the scale used) and include all sign dimensions, both the
height and width of each sign.
All hanging signs must be preapproved. Walk-up signs will not be approved onsite. All signs are subject to onsite review
and, where necessary, modified at the exhibitor’s expense.
Aerial Rigging Services
Labor required for the assembly and hanging of all signs and box/theatrical truss will be provided through Freeman.
As Freeman has the liability for hanging of signs and truss their labor is exclusive to this service.
All hanging signs requiring electrical must also be accompanied by an electrical order stipulating power required.
All hanging signs over 500 pounds must be accompanied by drawings reviewed, signed and stamped by a licensed
structural engineer to certify structural integrity and safety.
All hanging signs over 500 pounds will require chain falls for electrical chain motors for installation/removal.
AAO Show Management approved requests for hanging signs must be submitted to Freeman a minimum of sixty (60)
days prior to the event move-in date.
Fire Department Regulations
Some of the most important fire department requirements are summarized here. Complete fire regulations for Moscone
Center will be included in the online Exhibitor Service Manual.
• A
ll material used in the construction and decoration of an exhibit must be made from noncombustible materials or
treated with a flame-retardant solution or with a flame-retardant process.
American Academy of Ophthalmology 16AAO 2019 Prospectus Booth Construction
• L
iterature on display shall be limited to reasonable quantities (one-day supply). Reserve supplies shall be kept in
closed containers and stored in a neat and compact manner free and clear of electrical cables or junction boxes.
• S
torage of any kind is prohibited behind the back drapes and display wall. All crates, cartons, containers, packing
materials and other supplies necessary for repacking must be removed from the exhibit floor. Moscone Center Fire
and Safety staff inspects all booths to ensure compliance.
Fire extinguishers and fire hose cabinets, located on the columns, must remain visible and accessible.
Photographing and Videotaping
An exhibitor may photograph or videotape his or her own booth before or after exhibit hall hours. Exhibitors must
designate any third party providing this service as an Exhibitor Designated Contractor by the deadline. See that section
of the Prospectus for details.
Security arrangements for these activities outside the show hours must be made in advance, at the exhibitor’s expense.
Exhibitors understand and agree that photographs of their exhibit will be taken by the official show photographer while
documenting the annual meeting. Exhibitors agree that photos of their booth, possibly containing logos and trademarks
may appear without restriction, in promotional and other documents produced by the Academy.
An exhibitor may not photograph or videotape any other company’s exhibit booth or
presentation. This activity will result in the loss of priority points.
American Academy of Ophthalmology 17AAO 2019 Prospectus Shipping
Advance Shipping — Warehouse
Beginning Monday, Sept. 9, Freeman will accept crated, boxed or skidded materials at the advance freight warehouse
address noted below. There are additional charges for carpet and pad that is shipped separately, and uncrated or loose
display shipments. All freight shipments must be sent prepaid.
Schedule the delivery of freight so that it arrives at the warehouse no later than Monday, Sept. 30. Warehouse
receiving hours are 8:00 a.m. – 3:30 p.m. Monday through Friday. If required, provide your carrier with this phone
number 775.355.4670. Shipping labels will be included in the Exhibitor Service Manual.
Address warehouse freight with the following information:
[Exhibiting Company Name and Booth Number]
American Academy of Ophthalmology
C/O Freeman
435 23rd Street
San Francisco, CA 94107
Hold for American Academy of Ophthalmology – Oct. 12 – 15, 2019.
To verify receipt of shipment, exhibitors may contact Freeman at 650.878.6100. Ask for Exhibitor Services pertaining to
the American Academy of Ophthalmology, and give the meeting dates.
Direct Shipping – Moscone Center*
The online Exhibitor Service Manual will contain the target freight map with move-in dates and times. Linear booth
exhibitors shipping pad-wrapped freight directly to the Moscone Center must first schedule delivery with Bobby Stout
at Freeman 214.876.1889. Questions or requests about the target schedule should be directed to Mr. Stout’s attention.
Adherence to the target date and time will help ensure a smooth move-in.
Direct shipments to Moscone Center will be accepted beginning Tuesday, Oct. 8, at 8:00 a.m., unless specified by the
target delivery schedule.
Freight shipped directly to Moscone Center should be addressed as follows:
[Exhibiting Company Name and Booth Number]
American Academy of Ophthalmology
C/O Freeman
Moscone Center
747 Howard Street
San Francisco, CA 94103
Hold for American Academy of Ophthalmology – Oct. 12 – 15, 2019.
*All direct shipments will go through the marshalling yard.
Material Handling
The Teamsters have jurisdiction over all unloading and reloading of all trucks, trailers, common and contract carriers.
The Union also has jurisdiction over the operation of all material handling equipment — this includes all dollies
and hand trucks. Exhibitors requiring assistance with unloading, uncrating, unskidding, leveling, and assembly of
machinery and equipment, as well as the reverse processes would secure labor through this union. Exhibitors may
hand carry items from the entrances of Moscone Center to their booth in quantities that can be managed by one
person, in one trip, needing no equipment. Freeman will control access to the loading area in order to provide for
a safe and orderly move-in and move-out. Unloading or reloading at Moscone Center of materials from any and all
contracted carriers will be handled by Freeman.
American Academy of Ophthalmology 18AAO 2019 Prospectus Shipping
Material Handling Rates
Material handling rates are quoted per 100 pounds.
Warehouse Shipments
Boxed, crated or skidded $117.50
Special Handling* $152.75
Late Shipments $152.75
Pad/Carpet only $176.25
Show site
Crated $125.00
Special Handling* $162.50
Late Shipments $162.50
Pad/Carpet Only $187.50
Contact: Freeman
Tel: 650.878.6100 (Ask for Exhibitor Services Department.)
Fax: 469.621.5607
Email: FreemanSanFranciscoES@freeman.com
*Special Handing:
Material delivered by the carrier in such a manner that it requires additional handling, such as ground unloading, stacked
and constricted space unloading, designated piece unloading, loads mixed with pad-wrapped material, loads failing to
maintain shipping integrity, and shipments that require additional time, equipment or labor to unload.
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