Product Theater Application

PRODUCTTHEATERAPPLICATION AND GUIDELINESDIABETESEDUCATOR.ORG/CORPSYMAADE12POWER OF PARTNERSHIPANNUAL MEETING & EXHIBITIONINDIANAPOLIS, IN : AUGUST 1–4, 2012

AADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesTable of ContentsApplicationApplication Checklist............................................................................................. 2Program Session Materials...................................................................................... 3Product Theatre Contacts........................................................................................ 4Speaker List......................................................................................................... 5Program Goals..................................................................................................... 6Due Date and Payment Agreement Form................................................................... 6GuidelinesTimeline and Important Dates.................................................................................. 7Contact Information............................................................................................... 7Application and Approval Process............................................................................ 7Payment.............................................................................................................. 8Product Theatre Fee Structure................................................................................... 8Scheduling and Location of Sessions ........................................................................ 8Room Set and Attendance...................................................................................... 8Included Services, Available Upgrades and Responsibilities.......................................... 9Audio Visual Package.......................................................................................... 10Food and Beverage Package................................................................................ 10Signage............................................................................................................ 10Customized Session Evaluation Forms..................................................................... 11Name Badges................................................................................................... 11Shipping .......................................................................................................... 11Cancellations..................................................................................................... 11Meeting Room Requests....................................................................................... 11Forms and Template............................................................................................ 11Promotion and Advertising.................................................................................... 12Advance Advertising Opportunities......................................................................... 12www.diabeteseducator.org/corpsym

2 ApplicationAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesApplication ChecklistDeadline for Application Submission: Tuesday, March 1, 2012Please check off these items and submit this page with your application to assist in making sure all materials arecorrectly completed. Only complete applications will be accepted.Yes, these sections have been completed in their entirety:SECTION 1:SECTION 2:SECTION 3:SECTION 4:SECTION 5:Program Session MaterialsProduct Theatre ContactsSpeaker ListProgram, Topics and GoalsDue Date and Payment Agreement FormYes, these additional requirements have been met and/or noted:This electronic application and attachments must have typed responses and be submitted as a digital file.See the submission instructions on page 6 of the application for complete detailsSubmitted information will be used in AADE12 promotional materials and websitePayment must be received by April 2, 2012www.diabeteseducator.org/corpsym

4 ApplicationAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesSection 2: Product Theatre ContactsSponsor Organization ContactCompanyCorporate AddressCity State ZipKey Contact NameTitleDepartmentPhone # Fax EmailMedical Education, Marketing or Communication Company Contact (if applicable)CompanyCorporate AddressCity State ZipKey Contact NameTitleDepartmentPhone # Fax EmailProgram Administrator/Key ContactCompanyCorporate AddressCity State ZipKey Contact NameTitleDepartmentPhone # Fax EmailMobile #www.diabeteseducator.org/corpsym

5 ApplicationAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesSection 3: Speaker ListIt is recommended that the program include no more than 3 speakers.SpeakerNameTitle(s)CredentialsSpeakerNameTitle(s)CredentialsSpeakerNameTitle(s)CredentialsModerator (if applicable)NameTitle(s)Credentialswww.diabeteseducator.org/corpsym

6 ApplicationAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesSection 4: Program GoalsOverall Program Goal(s) Check all applicable boxesEstablish innovative partnerships that promote chronic disease management through measurable outcomesDescribe new methodologies used to support and enhance the quality of patient centered careDemonstrate how to enhance the role of the diabetes educator in a time of innovative change.Section 5: Due Date and Payment Agreement FormThe Program Administrator agrees to adhere to the due dates stated below (please initial each item):Thursday, March 1, 2012Completed applicationMonday, April 2, 2012Full application feeSponsor logo due to AADE (EPS format preferred)Friday, June 1, 2012Final date to request additional audio visual (late requests subject to additional fees)Additional Meeting room request form and fee deadlineRequests for customized evaluations due Name badges (up to 8)By signing below I hereby agree that I have received and read the AADE Product Theatres Application and Guidelines,and that all of the information contained in this application is true and correct to the best of my knowledge.Signature of Program AdministratorDatePayment InformationThe following payment options are accepted:Check: Make payable to: American Association of Diabetes EducatorsWire Transfer: Remit payment to: AADE, 200 W. Madison, Suite 800, Chicago IL 60606. For further remit optionsand/or questions, please contact Tina Rachuy (312) 601-4832 or Kazumi Mochizuki (312) 601-4840Credit Card payment will not be accepted.Application FeeAfternoon Product Theatre Wednesday, August 1, 2012 3:00 p.m. – 4:00 p.m.* $60,000Morning Product Theatre Thursday, August 2, 2012 6:30 a.m. – 7:30 a.m.* $60,000Total Enclosed $ *Times are subject to change.Submission InstructionsPlease email a completed digital application to jbellan@aadenet.org and mail a printedand signed copy of the application and corresponding application fees to:American Association of Diabetes EducatorsAttention: Jackie Bellan, CMP, Meeting Planner200 W. Madison Street, Suite 800, Chicago, Illinois 60606Office: (312) 601-4876 • Fax: (312) 601-4891www.diabeteseducator.org/corpsym

7 GuidelinesAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesGuidelinesTimeline and Important DatesApplication deadline...............................................................................March 1, 2012Listing in the Annual Meeting Exhibitor Directory in theMay/June 2012 issue of The Diabetes Educator journal................................ Automatic inclusion (Mails 6/1)Full application fee deadline.....................................................................April 2, 2012Sponsor logo due to AADE (EPS format preferred).........................................April 2, 2012Automatic posting of Product Theatre description..........................................April 2, 2012on AADE12 websiteListing in the AADE12 Daily News preview edition newspaper – Automatic inclusion (Mails 5/31)Additional meeting room request form and fee deadline.................................June 1, 2012Additional audio visual request form and fee deadline...................................June 1, 2012Requests for customized evaluations due.....................................................June 1, 2012Shipping instructions distributed.................................................................June 1, 2012Name badges (up to 8)...........................................................................June 1, 2012Contact InformationManagement:American Association of Diabetes Educatorsc/o Jackie Bellan, CMP, Meeting Planner200 W. Madison Street, Suite 800, Chicago, IL 60606Telephone: (312) 601-4876 • Fax: (312) 601-4891Email: jbellan@aadenet.orgApplication and Approval ProcessApplications are considered on a first-come, first-served basis. Only those applications completed with payment(by April 2, 2012) and all required documentation are considered.The standard approval process includes:• Application and Payment Received (April 2, 2012)• AADE staff reviews for all sections for completion and necessary signatures (5 days)Once the application approval process is complete, the Product Theatre contacts listed within the application willbe notified via email.www.diabeteseducator.org/corpsym

8 GuidelinesAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesPaymentThe supporting organization is responsible for paying the application fee. This fee, payable to AADE, isdue no later than April 2, 2012. If the fee is not received by AADE by this date, AADE reserves the right tocancel the application.Product Theatre Fee StructureFees received by April 2, 2012$60,000............................. Wednesday Afternoon: 3:00 p.m. – 4:00 p.m.*$60,000............................. Thursday Morning: 6:30 a.m. – 7:30 a.m.*All expenses beyond those included in the Product Theatre package and/or agreed to in writing with AADE arethe responsibility of the supporting organization.*Times are subject to changeScheduling and Location of SessionsAll Product Theatres will be held in the Indianapolis Convention Center. AADE reserves the right to make allfinal decisions on the Product Theatre program schedule. The Convention Center cannot respond to requestsor questions regarding Product Theatres.Wednesday, August 1Product Theatre Fee: $60,000Time: 3:00 p.m. - 4:00 p.m.*Attendance: Up to 350Thursday, August 2Product Theatre Fee: $60,000Time: 6:30 a.m. - 7:30 a.m.*Attendance: Up to 350*Times are subject to changeRoom Set and Attendance• Location: Product Theatre sessions will be held in the Indianapolis Convention Center. Traditionalmeeting rooms and theatre space on the exhibit hall floor are available.• Assignments: Exact assignments will be provided by AADE approximately 1 month before AADE12.Advertisements should not promote an exact room location.• Diagrams: Tentative room diagrams will be provided by AADE as a courtesy approximately 1-2 weeksbefore the session; change requests are not permitted.• Seating: The room set for all sessions will be determined by AADE staff.• Head table: The front of the room will have a head table, chairs, and a podium set on an elevatedstage. Water service for the head table will be provided.• Signage: The AADE-provided program sign will be placed outside the room. Supporter may provideown sign as long as it is approved by AADE in advance of the meeting (only AADE signage is allowedoutside the room).• Attendance: Rooms will be set for 350 persons.www.diabeteseducator.org/corpsym

9 GuidelinesAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesIncluded Services, Available Upgrades and ResponsibilitiesProgram ContentServiceApplication Processing FeeProgram Management and AADEStaff dedicated to working withSupporting OrganizationMeeting RoomAudio VisualFood and BeverageSignageOn-Site Admission Staffand Badge ScanningAttendance ReportEvaluation FormsApplication Reviewand ConsultationCourse MaterialsINCLUDEDIncluded in AADE FeeINCLUDED:• Space rental with two options– Traditional meeting room– On show floor(Seating determined by AADE staff)• Head table and chairs• Podium on an elevated stage/riserINCLUDED:• 3 lavaliere microphones• 1 podium microphone• 2 wired aisle microphones• 1 screen and LCD projector• AV technician• VGA Switch• Sound amplificationNo outside equipment or labor permittedINCLUDED:350 people inclusiveof tax and gratuityAttendance cannot be guaranteedINCLUDED: One sign placed outsideMeeting Room and additional signagethroughout Convention Center. Only AADEsignage will be allowed.INCLUDED: A team of 2-4 staff willscan attendees at the beginningof the sessionINCLUDED: Report containing attendeename, credentials, and mailing address willbe distributed 2 weeks after the programINCLUDEDSupporting OrganizationOpportunity or ResponsibilitySupporting organization maintains programdevelopment responsibilityDue April 2, 2012 (see page 8)Please indicate key contact(s)to work with AADE StaffAdditional AV available. For moreinformation see page 10.Please submit organization logoby April 2, 2012 (see page 10)Customized evaluations available for anadditional fee of $5,000. Request andpayment due by June 1, 2012See page 3 for detailsContent DevelopmentProgram Listing/PromotionalAdvertising/AdditionalAdvertising OpportunitiesName BadgesOnsite MeetingListing in the Preview edition of the ShowDaily newspaper, in the On-site MeetingGuide, and on the AADE WebsiteUp to 8AADE staff and key contactDiMedex, a division of AADE isavailable to develop session contentfor an additional fee.Ssee page 12www.diabeteseducator.org/corpsym

10 GuidelinesAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesAudio Visual PackageThe Product Theatre Program Administration Fee includes the following audio visual package:• 3 lavaliere microphones• 1 podium microphone• 2 wired aisle microphones• 1 projection screen (appropriate to the ceiling height) with dress kit; all projection will beset to allow maximum seating in room• AV technician in room to monitor all equipment. You may provide your own laptop or aPowerPoint operator can be hired for an additional fee.• LCD projector on a draped cart with a normal throw lens for front of room placement• 1 VGA switcher• Sound amplification and mixer system appropriate for the number of microphonesNo outside equipment or labor will be permitted. An outside production company may be used by the sponsoringgroup during the program for technical supervision ONLY.Additional/Optional AV equipment may be requested through AADE. If you would like to obtain equipment notincluded in the basic package please request an Additional Audio Visual Request Form.The completed form and payment are required by June 1, 2012. Payments received after this date will include a20% surcharge.Food and Beverage Package• The Product Theatre Program Administration Fee includes catering for 350 people.• Afternoon Refreshments Include: Light snack and beverage• Morning Program: Light breakfast and coffee serviceSignageSignage will be provided by AADE consistent in design and layout with all other AADE12 signage. Signage willbe placed outside each session room one (1) hour prior to the program and will be removed after the conclusionof the program by AADE staff. Signage will include:• Program title• Moderator and speakers’ names and credentials• Supporting Organization name and logo (must be received by June 1, 2012 as an EPS vector art file)• 22"x28" signAdditional signage listing all room numbers for daily sessions will be displayed in a prominent location in theconvention center. If the program is held in the hotel a sign will be placed in the hotel lobby indicating theprogram is occurring in that particular hotel. Product Theatre program room assignments will also be listed in theOn-site Meeting Guide given to all registrants.Note: Only AADE signage is allowed outside the roomwww.diabeteseducator.org/corpsym

11 GuidelinesAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesCustomized Session Evaluation FormsAADE does not provide evaluation forms for Product Theatres. Sponsors who wish to offer attendees an evaluation fortheir session may do so for a fee of $5,000. Requests should be submitted in writing by June 1, 2012.Name BadgesAADE will provide up to eight (8) name badges for speakers and sponsor staff providing access to the ProductTheatre venue. These name badges will be available for pick up in the registration area beginning on Tuesday.Information for name badges must be submitted by June 1, 2012.ShippingAADE will supply all Supporting Organizations with program material shipping instructions by June 1, 2012. AADEis not responsible for shipments not following the supplied instruction. The Product Theatre Supporting Organization isresponsible for return shipment of program materials from the Convention Center.CancellationsCancellations must be made in writing no later than April 2, 2012 in order to receive a refund.A $15,000 service charge will be deducted.Meeting Room RequestsAADE has a limited number of meeting rooms available. If you are interested in reserving an additional roomplease request a Meeting Room Request Form.Forms and TemplateVisit www.diabeteseducator.org/corpsym to download:• Advertising specifications information• Additional Audio Visual Request Form (available upon request)• Meeting Room Request Formwww.diabeteseducator.org/corpsym

12 GuidelinesAADE12 Annual Meeting & ExhibitionProduct Theatres Application and GuidelinesPromotion and AdvertisingThe Product Theatre Program Administration Fee includes promotion of Product Theatre sessions:• Listing in the on-site meeting guide• Listing in the AADE Preview and Daily Newspapers• Listing on the AADE12 websiteProgram sponsors may also purchase additional advertising in:• The May/June 2012 edition of The Diabetes Educator journal• The AADE Preview, Daily and Post Newspapers• The Educator’s Bag room dropsPromotional pieces developed for the above media must be approved by AADE prior to printing.For more information and pricing contact Maureen Mauer at mmauer@ascendintegratedmedia.com.Advance Advertising OpportunitiesContact Maureen Mauer, mmauer@ascendintegratedmedia.com. or (913) 780-6633• AADE Preview Newspaper– Mailed in mid-June to 13,000 AADE members and potential attendees• On-site Meeting Guide– Distributed to all attendees at registration• Educator’s Bag Room Drops– Distributed Wednesday and Thursday mornings to all attendees in the AADE Official Hotels• AADE Daily Newspaper– Distributed Wednesday, Thursday, Friday and Saturday to all attendeesContact Diane Diamond, diane.diamond@sagepub.com or (267) 282-5468• For display advertising in any issue of The Diabetes Educator journal• For display advertising in the The Diabetes Educator 2013 Calendarwww.diabeteseducator.org/corpsym