EXHIBITOR PROSPECTUS AND SPONSORSHIP GUIDE - June 28-29, 2019 The Diplomat Hollywood, FL - Masters in Ophthalmology
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June 28–29, 2019
The Diplomat
Hollywood, FL
EXHIBITOR PROSPECTUS AND
SPONSORSHIP GUIDE
Sign Up Online to Exhibit at Ophmasters.com/Exhibitors
VENUE
The Diplomat
3555 S. Ocean Dr.
Hollywood, FL 33019
Room Rate: Starting at $205 per night
Reservations: Call (954) 602-6000 and
ask for the FSO/Masters group rate
Cutoff: May 27, 2019 or until the room block is full
EXHIBIT INFORMATION EXHIBIT SERVICES
Exhibit Booth AGS Expo Services
• One 8’ x 10’ Booth Cheryl Lynn
Includes: Table, 2 Chairs, Waste Paper Basket Phone: 407-219-3908
• Two Badges for Company Representatives Email: clynn@ags-expo.com
Includes access to scientific sessions and
subspecialty breakout sessions. Additional badges
available for purchase. EXHIBIT HALL HOURS
• One Lead Retrieval Scanner Friday, June 28
Detailed report of scanned attendees will be sent Move In: 12:00-5:00pm
after the meeting and will include name, address, Welcome Reception: 6:00-7:30pm
phone and email. Saturday, June 29
Hall Open: 7:00am-2:00pm
PRICING Move Out: 2:00pm
Early Bird: $2,999 (Jan 1-Mar 1)
Advanced: $3,199 (Mar 2-Jun 1)
Regular: $3,498 (Jun 2-27)
BENEFITS OF EXHIBITING
• Connect with over 300 attendees including ophthalmologists, ophthalmic nurses,
certified ophthalmic technicians and key office administrators.
• Engage in over 13 hours of face time with attendees.
• Benefit from listings on onsite signage, virtual exhibit hall and mobile meeting app.
• Gain maximum exposure by meeting with attendees during scheduled breaks and
engagement through prize giveaways.
2
FACE TIME & SOCIAL OPPORTUNITIES
FACE TIME OPPORTUNITIES
Satellite Symposium: $10,000 TWO SLOTS AVAILABLE
Be viewed as a leader in the field of ophthalmology by hosting a one-hour educational symposium session.
This unique opportunity gives your company exclusive access to meeting space to host your educational
session (either CME or non-CME certified) that will not compete with the scientific sessions.
This opportunity includes an exhibit booth, priority placement in the exhibit hall, one bag stuffer,
two signs and one-time use of the pre-registration mailing list!
Dine with the Docs: $1,500 ONE SLOT AVAILABLE
Planning on treating the ophthalmologists to dinner while at Masters in Ophthalmology 2019? Let us take the hard
work off your plate! We will electronically market your dinner to our attendees. Please note that your company
is responsible for securing the restaurant as well as all of the food and beverage expenses. This sponsorship is
solely promotion of your event promote your dinner to attendees. This opportunity includes promotion of the
dinner event via email, and on ophmasters.com as well as the option for us to track your event registration. Event
information must be provided at least three months prior, if registration tracking is requested.
SOCIAL OPPORTUNITIES
Welcome Reception: $8,000
EXCLUSIVE OPPORTUNITY AVAILABLE
Sponsor the Welcome Reception at Masters in Ophthalmology 2019! The Welcome Reception will be
held on Friday evening in exhibit hall and will allow attendees to mingle with colleagues and exhibitors while
enjoying drinks and lite bites. Company branded napkins will be available during the Friday reception. Your
company will be recognized as the sponsor on meeting signage and in the meeting’s mobile app.
Morning Yoga Class: $5,000 NEW!THIS
YEAR
EXCLUSIVE OPPORTUNITY AVAILABLE
Sponsor a morning workout for 30 conference attendees. The 45-minute yoga class will be held on Saturday
morning at 6:00am, prior to the start of the conference. The class will be led by a certified yoga instructor.
Attendees will receive a water bottle with your company’s logo! Your company will be recognized as the
sponsor in an email sent prior to the meeting, on meeting signage and in the meeting’s mobile app. A push
notification about the class will also be sent out through the mobile app to attendees during the meeting.
Saturday Evening Reception: $3,500
EXCLUSIVE OPPORTUNITY
Be the exclusive sponsor of the last reception with attendees on Saturday evening. Your company logo will be
featured on branded napkins that will be available to attendees during the Saturday evening reception. Your
company will be recognized as the sponsor on meeting signage and in the mobile meeting app.
Must purchase booth to take advantage of sponsorship opportunities.
3
ESSENTIAL OPPORTUNITIES
ESSENTIAL OPPORTUNITIES
Mobile Meeting App: $10,000 Room Door Drop: $2,500
EXCLUSIVE OPPORTUNITY Reach attendees in advance in their hotel room.
Make a lasting impression by sponsoring the official This is an excellent opportunity to promote your company
Masters in Ophthalmology 2019 mobile app. Attendees before attendee’s head out to the exhibit hall. Door drops
will use the app to access educational materials, the can include messaging about your product/services as well
meeting schedule, exhibit listings, hotel logistics and as an invite to stop by your booth. Your company creates
more. Your company will be recognized as the sponsor in the marketing piece and we will take care of the rest! (All
an email announcement regarding the app, on meeting door drops must be approved by the FSO prior to printing.
signage and on the landing page in the mobile app. Sponsor is responsible for design, printing and shipping
(Max size/weight: 8.5” x 11”, max weight .08 oz).
Hotel Key Cards: $5,000
EXCLUSIVE OPPORTUNITY Meeting Bag Stuffer: $1,500
Want more exposure at the Masters in Ophthalmology
Capture the attention of attendees as soon as they arrive
2019 meeting? Include your company branded swag in
at the host hotel! Attendees staying at the host hotel will
the attendee meeting bags. Your company can provide
receive a hotel key card with your company logo and website
at check-in. Your company will be recognized as a sponsor on the swag, or we can help you create a specialized item.
meeting signage and in the mobile meeting app. Sponsorship All inserts must be approved by the FSO prior to
printing. Sponsor is responsible for design, printing and
must be confirmed 60-days prior to the meeting.
shipping (Max size/weight: 8.5” x 11”, max weight .08
oz).
Attendee Meeting Bag: $4,500 Bingo Card Slot $250 NEW!THIS
YEAR
EXCLUSIVE OPPORTUNITY Have some fun with attendees by including your
The sponsor of the attendee meeting bags will receive full company name and booth number on our Bingo card.
exposure as every bag will include your company name Attendees will have to complete the card to qualify for
and logo. Attendees will use the meeting bag throughout a special prize drawing at the end of the meeting. Enjoy
the entire meeting and beyond. Sponsorship must be extra exposure with this update that replaces the previous
confirmed 60-days prior to the meeting. exhibitor passport. Attendees must visit each booth on
the card before they can qualify for the prize drawing.
Directional Floor Decals: $4,000 NEW!THIS
YEAR
EXCLUSIVE OPPORTUNITY Pre-Registration List: $75
Direct attendees to your exhibit booth with floor decals Want to know what ophthalmologists will be attending the
featuring your company logo. The floor decals will be meeting before you arrive? Purchase the pre-registration
strategically placed at the entrance of the exhibit hall to list that will include all pre-registered attendees. The list
lead attendees directly to your company’s booth. will be sent two weeks prior to the meeting and includes
attendee first, last name, city and state.
Bathroom Mirror Clings: $3,500 NEW!THIS
YEAR
EXCLUSIVE OPPORTUNITY
Place your company message, logo or booth number in
a spot that attendees will be sure to see the bathroom!
Mirror clings will be placed in the bathrooms located near
the meeting space for attendees to see in clear view!
Must purchase booth to take advantage of sponsorship opportunities.
4
ADVERTISING OPPORTUNITIES & IMPORTANT DEADLINES
ADVERTISING OPPORTUNITIES
Premier Advertising Onsite: $1,000
EXCLUSIVE OPPORTUNITY
An 8-foot ad will be placed on the back of the meeting signage that all attendees will see upon arrival at the
meeting. Signage can include your company logo, exhibit booth number, company website or can even include
information on your products and/or services.
Full or Half-Page Ad in the FSO Newsletter: $800/$650
Reach out to the attendees before the meeting by placing a full or half-page full color ad in the FSO annual
newsletter The Florida Ophthalmologist. There is no better way to remind the attendees that your company will
be at the upcoming meeting. The FSO quarterly newsletter will be distributed just weeks before the meeting.
Full-page size: 7.5x10; Half-page size: 7.5x5. (Other discounted ad packages available.)
Banner Ad: $550
Reach out to the attendees before and/or after the meeting by placing a banner ad on the FSO website at:
mdeye.org. The banner ad will be placed on the FSO website for 3-months. Banner ads must be submitted
as a .png file format. (Size: 350x150)
Mobile Meeting App Ad: $500
Place an ad in the mobile meeting app that all attendees will have access to for the meeting. Reach all
attendees through this vital tool. Meeting attendees include ophthalmologists, ophthalmic nurses, practice
administrators and certified ophthalmic technicians.
Mobile App Push Notification: $250 NEW!THIS
YEAR
Your company can provide a message (text only) that will be "pushed out" through the mobile meeting app
during the meeting. All attendee app users will receive the alert message on their mobile device. Staff will work
with sponsor to schedule at one of the available dates/times.
IMPORTANT DEADLINES
March 1, 2019 Early Bird Exhibit Rate Ends
April 11, 2019 Ad(s) for the Newsletter Due
May 10, 2019 Satellite Symposium/Dine with Docs Apps Due
May 17, 2019 M eeting Bags, Bag Stuffers, Room Door Drops Due
May 27, 2019 Hotel Reservation Cutoff
June 1, 2019 Regular Exhibit Rate Ends
June 2, 2019 Advance Exhibit Rate in Effect
Must purchase booth to take advantage of sponsorship opportunities.
5June 28–29, 2019 EXHIBIT & SPONSORSHIP
The Diplomat | Hollywood, FL APPLICATION
EXHIBIT BOOTH PRICING
Please select one. Payment due at the time the application is submitted.*
Early Bird: $2,999 Jan 1-Mar 1, 2019 Advanced: $3,199 Mar 2-Jun 1, 2019 Regular: $3,498 Jun 2-Jun 27, 2019
*Payment for exhibit space must accompany registration form or we will be unable to confirm your booth(s) until payment is received. A credit card will be required to place on
hold until check payments arrive. The credit card to place on file will be due at the time of the application is submitted.
SPONSORSHIP OPPORTUNITIES**
Face Time Opportunities Essential Opportunities
Satellite Symposium......................................................................... $10,000 Mobile Meeting App......................................................................... $10,000
Dine with the Docs.............................................................................. $1,500 Hotel Key Cards.................................................................................$5,000
Social Opportunities Attendee Meeting Bag.......................................................................$4,500
Welcome Reception...........................................................................$8,000 Directional Floor Decals....................................................................$4,000
Morning Yoga Class............................................................................$5,000 Bathroom Mirror Clings..................................................................... $3,500
Saturday Evening Reception............................................................. $3,500 Room Door Drop................................................................................ $2,500
Meeting Bag Stuffer............................................................................ $1,500
Advertising Opportunities*** Bingo Card Slot....................................................................................... $250
Premier Advertising Onsite................................................................$1,000 Pre-registration List.................................................................................. $75
Full- or Half-Page Ad in Newsletter......................................... $800/$650
Banner Ad................................................................................................ $550 TOTAL $
Mobile Meeting App Ad........................................................................$500 **Must purchase booth to take advantage of sponsorship opportunities.
Mobile App Push Notification............................................................... $250 ***Advertising prices are inclusive of tax.
For customized packages, please contact Colleen Filbert at cfilbert@mdeye.org or 904-309-6209.
APPLICANT INFORMATION ONSITE REPRESENTATIVE(S)
Whom should we send exhibit correspondence to,
including exhibit confirmation and booth number.
CONTACT INFO Two Badges Are Included.
Badge 1
Company Name:
Name:
Please list exactly the way it should appear on all materials-website & printed.
Cell Phone:
Representative Name:
Badge 2
Address: Name:
Cell Phone:
Phone: Additional Badges $125/Person:
Email: Badge 3
Website: Name:
Cell Phone:
Competitor(s):
Badge 4
Name:
We ask for this information to try and place competitors’ booths away from one
another. If you leave this blank, your company may be placed by a competitor. Cell Phone:
PAYMENT AND BILLING INFORMATION This exhibitor agreement is entered into between
To sign up for exhibit space, complete this form and return (Exhibitor) and FSO. This agreement takes effect upon signing by exhibitor. The
with payment to Colleen Filbert at cfilbert@mdeye.org. exhibitor hereby requests to FSO to provide the exhibitor with exhibit space at the
FSO/Masters Meeting. Exhibitor further agrees to abide by all exhibitor terms and
The FSO tax identification number is: 59-1980531. conditions as outlined in the Terms and Conditions including having full booth set
up by 5:00pm on Friday, June 28 and to not tear down before Saturday, June 29,
TOTAL AMOUNT: $ at 2:00pm. Exhibitor agrees that if they do not follow these set up and tear down
Check boxes above to indicate. guidelines, the company will be charged $500 and will be suspended from future shows.
Check Payable to the Florida Society of Ophthalmology. DISCLAIMER: Exhibit space is awarded on a first-come, first-served basis.
Submission of this form and payment does not guarantee exhibit space. FSO will notify
Visa American Express MasterCard exhibitor applicant if exhibit space request cannot be honored. A confirmation email will
be sent upon arrival of payment.
Card Number - - - My signature below indicates that I have read the regulations,
agreement terms and booth specifications in the Terms and Conditions.
Exp. Date / Security Code
Print Name
Name on Card
Signature Date
SignatureTERMS & CONDITIONS
Thank you for your interest in exhibiting at the Florida Society of Ophthalmology (FSO), Masters of Ophthalmology 2019 Meeting (“Organization’’).
All exhibitors agree to the following information, guidelines, and regulations for purposes of exhibiting at our meeting, superseding all prior discussions.
This may be supplemented by additional rules included in the exhibitor prospectus as well as any other information or updates provided by the Organization.
EXHIBIT HALL HOURS PAYMENT
All exhibitors must commit to having their exhibits displayed and staffed Payment in full is due upon submission of the exhibit application.
during the posted exhibit hours. Please do not set-up late or tear-down early. UNAUTHORIZED CANVASSING &
You agree to pay a $500 fee should the exhibit space get broken down before DISTRIBUTION OF ADVERTISING MATTER
official tear-down hours. Solicitation of outside business or conferences in the interest of business
CANCELLATIONS & NO-SHOWS except by exhibiting firms is prohibited. Exhibitors are urged to report to
Once the application has been received, cancellation must be submitted the Exhibit Coordinator any violations of this rule. Canvassing by exhibitors
to Organization, in writing, no later than forty-five (45) days prior to the outside of their booths is also forbidden. Circulars or advertising matter of any
meeting. Upon receipt of a timely cancellation notice, a full refund minus a description shall not be distributed except from the exhibitor’s booth or by
$500 processing fee will be returned. If no cancellation notice in writing is specific permission of Organization.
received, no refund will be made. There are no refunds for no-shows or those PHOTOGRAPHY
canceling within forty-five (45) days. Organization may contract an official meeting photographer to photograph
SPACE ASSIGNMENT or video all aspects of the meeting. Photography or video may occur in the
Space will be assigned according to the order in which applications and full exhibit hall, limited to attendee activity. Exhibitor agrees to allow reasonable
payments are received. No space can be assigned without full payment. request from Organization or the official meeting photographer to take
Organization will confirm the receipt of money/contract along with a space pictures outside the exhibitor’s booth.
assignment. Organization reserves the right to re-arrange the floor plan at any SUBLETTING OF SPACE
time prior to the conference even if a location has already been confirmed. No subletting of space will be permitted. Only one company may exhibit per
It also reserves the right to reject, at its discretion, any application to exhibit. booth. Each company represented in the exhibit hall must sign the exhibit
Organization will make every effort to separate direct competitors. Exhibit application. Any person or company subletting a space, as well as the person
materials are confined to the exhibit area. or company purchasing the space, will be subject to eviction from the exhibit
EXHIBITOR BADGES & REGISTRATION hall. No refund will be made to a company subletting its space.
Booth size determines the number of badges afforded to exhibitor. CERTIFICATE OF INSURANCE & LIABILITY
Representatives without badges will not be permitted in the exhibit hall. The property hosting the conference will take all reasonable precautions
Exhibitor may pick-up name badges at the registration desk onsite. against damage or loss by fire, water, storm, theft, strike or any other
DISPLAY REQUIREMENTS & RESTRICTIONS emergencies of that character but does not guarantee or insure the exhibitor
Organization retains the right to deny the exhibition of inappropriate items against loss by reason thereof. Organization will not guarantee exhibitors
and products. Please contact the Exhibit Coordinator with any questions. against loss of any kind. Reasonable care should be exercised by the Exhibitor
Drugs, chemicals, or other therapeutic agents listed in AMA’s New and to protect all exhibits.
Non-Official Remedies, National Formulary or U.S. Pharmacopeia, may be Exhibitors must provide Organization with a certificate of insurance no
displayed. Proprietary drugs mixtures and special formulas may be displayed if later than seven (7) days prior to the meeting. Exhibitor assumes entire
documentary evidence of their acceptance by ethical medical organizations is responsibility and hereby agrees to protect, indemnify, and defend
on file with the Exhibit Coordinator. New, unlisted and/or initial display items Organization, Compass Management & Consulting, Inc., the affiliates,
must be submitted for clearance prior to opening of the convention. Clinical officers, directors, agents, employees and partners of each, (“Indemnified
and laboratory tests and evaluation on such items must be submitted at least Parties”) harmless against all claims, losses and damages, including negligence,
three months prior to opening date of the convention. The same restrictions to persons or property, governmental charges or fines and attorney’s fees
apply to books, advertisements in medical journals or other publications on arising out of or caused by exhibitor’s installation, removal, maintenance,
display and to all promotional literature. occupancy or use of the exhibit premises or a part thereof. In addition,
ELECTRICAL REQUIREMENTS Exhibitor acknowledges that the Indemnified Parties do not maintain
Machines and apparatus operated by electricity must not disrupt or annoy insurance covering Exhibitor’s property and that it is the sole responsibility
other exhibitors. Electrical arrangements must be made through the hotel, of the exhibitor to obtain business interruption, property damage and
subject to their prices and conditions. comprehensive general liability insurance. Exhibitors are urged to take out a
PROHIBITED CONDUCT portal-to-portal rider available at a nominal cost on their own insurance policy,
The rights and privileges of an exhibitor shall not be infringed upon by any protecting them against lost through theft, fire damage, etc.
other exhibitor. No signs or other articles shall be posted, nailed or otherwise DISCLAIMER
attached to any of the pillars, walls, doors, etc. in such manner as to deface Organization neither warrants nor endorses any of the products or services
or destroy them. No attachments shall be made to the floors by nails, advertised. You agree to indemnify, defend, and hold harmless organization for
screws or any other device. Exhibitor is responsible for damage to property. any and all costs, including reasonable attorney fees, associated with any claim
Organization reserves the right to restrict exhibits that may be objectionable, based on your product.
or to order the removal of any portion of an exhibit which in the judgment ATTENDANCE
of Organization is detrimental to or detracts from the general order of the Organization may estimate the number of attendees anticipated at the
exhibits. This applies to persons advertising, soliciting or anything of a similar conference; however, such estimate does not intend to guarantee a number of
nature. conference attendees.
LIVE DEMONSTRATION COOPERATION
The use of models, biological tissues, or animals is strictly prohibited. Organization requests the full cooperation of the exhibitor in their
SECURITY observances. Please be sure that your promotional department, exhibitor
Exhibitors are strongly urged to secure all valuables nightly or take them to appointed contractor, and anyone else involved in the arrangements for your
their hotel’s rooms. Organization, the hotel, and Compass Management & exhibit has a copy of these guidelines. For any questions, please contact the
Consulting, Inc. will not be responsible for lost or stolen items. Organization office at 904-998-0819.
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