Exhibitor Prospectus - Southwest Dental Conference
Exhibitor Prospectus - Southwest Dental Conference
Exhibitor Prospectus - Southwest Dental Conference
Create successful ePaper yourself
Turn your PDF publications into a flip-book with our unique Google optimized e-Paper software.
SouthweSt <strong>Dental</strong> ConferenCe<br />
<strong>Exhibitor</strong> <strong>Prospectus</strong><br />
� January 17-19, 2013 � Dallas Convention Center � Dallas, Texas �
General Exhibit Information<br />
SouthweSt <strong>Dental</strong> ConferenCe<br />
Sponsored by Dallas County <strong>Dental</strong> Society<br />
January 17-19, 2013<br />
Dallas Convention Center<br />
650 S. Griffin Street<br />
Dallas, Texas 75202<br />
Exhibit Halls C & D<br />
Meeting Rooms C & D<br />
Exhibit Hours:<br />
Thursday, January 17: 10:00 a.m. - 6:00 p.m.<br />
Friday, January 18: 10:00 a.m. - 6:00 p.m.<br />
Saturday, January 19: 10:00 a.m. - 1:30 p.m.<br />
Contact:<br />
Exhibits Director <strong>Conference</strong> Director<br />
972-386-5741 ext. 228 972-386-5741 ext. 226<br />
exhibits@dcds.org jane@dcds.org<br />
What is the SWDC?<br />
Celebrating its 86th annual meeting in 2013, the <strong>Southwest</strong><br />
<strong>Dental</strong> <strong>Conference</strong> is one of the largest regional dental<br />
conferences in the country and features a three-day exhibit<br />
showcase of more than 350 booths. Centered around our firstclass<br />
scientific and clinical continuing education programs, the<br />
SWDC attracts approximately 10,000 dental professionals from<br />
across the country to Dallas each year.<br />
The <strong>Conference</strong> markets to more than 38,000 dentists and hygienists<br />
in a nine-state area including Oklahoma, New Mexico, Louisiana,<br />
Arkansas, Missouri, Kansas, Colorado, Arizona and Texas. If your<br />
company markets to this vast regional audience, this <strong>Conference</strong> is<br />
the perfect venue to showcase your products and services!<br />
<strong>Conference</strong> Highlights<br />
• NEW IN 2013! Dallas Convention Center Omni Hotel is a convenient<br />
on-site headquarters hotel providing a centralized location for<br />
lodging, special events and dining!<br />
• Three days of continuing education opportunities<br />
• <strong>Dental</strong> exhibition with 350+ booths<br />
• CE scanning and bag center located in the Exhibit Hall<br />
• Live-patient demonstrations on stage and screens at the Center for<br />
Knowledge during the <strong>Conference</strong> in the Exhibit Hall<br />
• Staggered seminar times and longer lunch breaks give attendees<br />
more time to browse exhibit booths<br />
• Restaurant and café on the exhibit floor entice attendees to stay for<br />
lunch and visit exhibitors<br />
• Easy access to Dallas and the Convention Center from two major<br />
airports and several major highways
new thIS Year!<br />
Why Exhibit at SWDC?<br />
Past attendance<br />
Year Total Dentists Hygienists<br />
2001 9,027 1,999 1,669<br />
Introducing the Dallas 2002 9,007 2,033 1,768<br />
Convention Center Omni<br />
Hotel, our new SWDC<br />
Headquarters Hotel!<br />
Connected to the Dallas<br />
2003<br />
2004<br />
2005<br />
9,750<br />
8,913<br />
9,334<br />
2,207<br />
1,999<br />
2,082<br />
1,838<br />
1,778<br />
1,970<br />
Convention Center via a 2006 9,872 2,145 2,144<br />
skywalk, this beautiful<br />
new location allows for<br />
lodging, dining, special<br />
2007<br />
2008<br />
10,014<br />
10,718<br />
2,103<br />
2,026<br />
2,108<br />
2,190<br />
events and more, all at 2009 10,871 2,025 2,226<br />
a centralized location for 2010 10,919 2,263 2,249<br />
our attendees!<br />
2011 10,654 2,182 2,284<br />
?<br />
2012 9,635 2,034 2,100<br />
>>Dallas Arts District<br />
The Dallas Arts District is the largest urban arts district in the United States. It includes the Dallas Museum of Art, Nasher Sculpture Center, Crow<br />
Why<br />
Collection of Asian Art, Morton H. Meyerson Symphony Center and the Dallas Center for the Performing Arts.<br />
>>Local Attractions<br />
Dallas<br />
A great nighttime destination, the West Village is full of lively hot spots, the West End Historic District is home to great souvenir shopping and<br />
budget-friendly dining options. Victory Park offers a great selection of retail, dining and entertainment as home to the Dallas Stars and Dallas<br />
Mavericks. Don’t forget to head to Dallas’ Southside neighborhood for Gilley’s Dallas, a true Texas honky-tonk.<br />
>>Restaurants<br />
With more than 7,000 restaurants in the city, there’s no shortage of great food at our award-winning steakhouses, four-star dining and many local<br />
favorites. In 2009, three of Dallas’ celebrity chefs opened new restaurants: Kent Rathbun, Rathbun’s Blue Plate Kitchen; Wofgang Puck, Five-Sixty<br />
TEXAS<br />
by Wolfgang Puck; and Stephan Pyles, Samar.<br />
>>Travel<br />
Hop on the DART rail system, the Trinity Railway Express or enjoy the McKinney Avenue Trolley to get you where you’re going.<br />
>>Shopping<br />
Home to (the original) Neiman Marcus, hundreds of shopping centers, western wear shops, and the world’s largest market for wholesale<br />
merchandise, there are unlimited shopping opportunities in the heart of the city.
Booth Information<br />
Renting a booth at the SWDC<br />
1. Visit our website (www.swdentalconf.org)<br />
to view the current floor plan and the<br />
show’s rules and regulations.<br />
2. Submit a booth application, either online,<br />
by email or fax. Please choose 3 potential<br />
booth spaces to ensure timely placement.<br />
3. a confirmation email with booth<br />
assignment will be sent to you within 48<br />
hours of application receipt.<br />
4. fill out/submit all neccessary forms,<br />
including a certificate of liability<br />
insurance. See the website for more<br />
details.<br />
5. Visit the online show service kit to order<br />
decor/equipment for your booth.<br />
2013 Booth fees<br />
In-line booths: $1050<br />
Corner booths: $1200<br />
10% discount on 4 or more booths<br />
SWDC Exhibit hall<br />
SwDC Booths Include:<br />
• Pre- and post-show attendee mailing lists, upon request<br />
• Listing in the on-site program alphabetical and product directories<br />
• Inclusion in the list of on-site show specials, indicating special deals/discounts available exclusively by<br />
your company at the SWDC<br />
• One 6’ long by 30” tall undraped table (must be ordered in the Online Service Kit)<br />
• One 2-line identification sign with company name<br />
• Optional lead retrieval system to track attendees who visit your booth available through the SWDC<br />
registration company (additional charge)<br />
• Six complimentary exhibitor badges per 10’ x 10’ booth (additional badges are $15.00 each)
Transportation<br />
Ride the DART Light Rail System<br />
DART drops off riders just a short, covered walk near the Dallas<br />
Convention Center. Trains run at 20-minute intervals, 5:30 a.m. - 12:30<br />
a.m., seven days a week. Stations are located in the north, south, east<br />
and west areas of Dallas. For additional information, contact DART at<br />
214-979-1111 or www.dart.org.<br />
Parking<br />
Parking garages/lots surround the Dallas Convention Center and are<br />
typically $12 per day. More parking info will be available on our<br />
website this Fall.<br />
Housing<br />
Our <strong>Conference</strong> dates are determined by the number of guests that<br />
stay in the <strong>Conference</strong> sleeping room block available through the<br />
official housing bureau. Rooms booked outside the official room block<br />
are not counted toward <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong> housing. Please<br />
help us get the best, most consistent dates possible by staying in our<br />
hotel room block. Housing information will be included in the <strong>Exhibitor</strong><br />
Service Kit and online at www.swdentalconf.org.<br />
Important Dates<br />
Booth Information<br />
Pre-selection contracts deadline April 15, 2012<br />
Payment in full due August 1, 2012<br />
No refunds after this date August 1, 2012<br />
Online <strong>Exhibitor</strong> Service Kit available October 1, 2012<br />
Product & Service listings deadline November 1, 2012<br />
<strong>Exhibitor</strong> badge names deadline December 1, 2012<br />
Show Specials deadline December 1, 2012<br />
Unofficial show contractor information due December 1, 2012<br />
Certificate of Insurance deadline January 1, 2013<br />
<strong>Exhibitor</strong> Set-up<br />
Tuesday, January 15 8:00 a.m. - 6:00 p.m.<br />
Wednesday, January 16 8:00 a.m. - 8:00 p.m.<br />
Exhibit Hours<br />
Thursday, January 17 10:00 a.m. - 6:00 p.m.<br />
Friday, January 18 10:00 a.m. - 6:00 p.m.<br />
Saturday, January 19 10:00 a.m. - 1:30 p.m.<br />
Dismantle<br />
Saturday, January 19 1:30 - 8:00 p.m.<br />
Sunday, January 20 8:00 - 11:00 a.m.
Booth Resources<br />
Show Decor, Equipment & Setup<br />
Table covers, drapes, furniture and accessories may be ordered from the<br />
official show decorator, and any additional work or equipment that might be<br />
required (carpet, audio-visual, freight, floral, portable booth rental, computer<br />
rental, etc.) will be available at special show rates. All requests for additional<br />
services should be addressed to the official show decorator listed in the<br />
<strong>Exhibitor</strong> Service Kit.<br />
All booths are 10’ deep by 10’ wide and include drape for back and side<br />
walls; one two-line identification sign with company name; and one undraped<br />
6’ long by 30” high table, but it must be ordered via the special order<br />
form in the <strong>Exhibitor</strong> Service Kit. The SWDC will provide carpet for aisles<br />
and other public areas. <strong>Exhibitor</strong>s are required to provide carpet for their<br />
booth(s), ordered via the <strong>Exhibitor</strong> Service Kit.<br />
Visit the <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong> website (www.swdentalconf.org) for<br />
more information on booth descriptions, options, setup and regulations.<br />
Helpful Websites<br />
Dallas County <strong>Dental</strong> Society www.dcds.org<br />
<strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong> www.swdentalconf.org<br />
Dallas Convention & Visitors Bureau www.visitdallas.com<br />
Freeman Companies (official show contractor) www.totalshow.com<br />
Dallas/Fort Worth International Airport www.dfwairport.com<br />
Omni Dallas Hotel http://www.omnihotels.com/<br />
Sponsorship & Advertising Information<br />
The <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong> offers several opportunities for exhibiting<br />
companies to increase their visibility through advertising and sponsorships.<br />
Whether it’s the always-popular attendee tote bags, program ads, social<br />
media integration, event sponsorships or a simple postcard, marketing at<br />
the SWDC provides an effective way to reach a captive target audience.<br />
If you are interested in sponsoring or advertising at the 2013 SWDC, visit the<br />
website or contact us for prices and more information.
3M ESPE<br />
A.C. Grace Company<br />
AB <strong>Dental</strong> USA<br />
Accupal.com<br />
ACTEON North America (Satelec &<br />
Sopro Companies)<br />
Action Shred of Texas<br />
A-Dec<br />
ADS Watson, Brown & Associates<br />
AFTCO<br />
Airway Labs<br />
All Smiles <strong>Dental</strong> & Orthodontics<br />
AMD Lasers a Dentsply International<br />
Company<br />
American Academy of Craniofacial<br />
Pain<br />
American Express OPEN<br />
American Orthodontic Society<br />
Arbonne<br />
Archer <strong>Dental</strong> Sales<br />
Aseptico, Inc.<br />
Astra Tech, Inc.<br />
ATI Enterprises<br />
Bacio Fashion Accessories<br />
Bank of America Practice Solutions<br />
Baum & Associates<br />
BBVA Compass<br />
Beaird Harris & Co., P.C.<br />
Beijo Bags<br />
Belmont Equipment<br />
Benco <strong>Dental</strong><br />
Best Card, LLC<br />
Best Instruments USA, Inc.<br />
Biomet 3i, LLC<br />
Bisco <strong>Dental</strong> Products<br />
Bland, Garvey, Eads, Medlock &<br />
Deppe, P.C.<br />
Brasseler USA<br />
Burke & Co.<br />
Burkhart <strong>Dental</strong> Supply<br />
C J’s Treasures<br />
CapitalSource<br />
CareCredit<br />
Carestream <strong>Dental</strong>, LLC<br />
Carl Zeiss Meditec, Inc.<br />
Central Recycling Co<br />
Centrix, Inc.<br />
Certol International<br />
ChaseHealthAdvance<br />
ClearCorrect, Inc.<br />
Clinician’s Choice <strong>Dental</strong> Products,<br />
Inc.<br />
Colgate<br />
Coltene/Whaledent, Inc.<br />
Cosmedent, Inc.<br />
Crest Oral-B<br />
Crown <strong>Dental</strong> Supply<br />
Custom Earpiece, Inc.<br />
Dansereau Health Products<br />
Delta <strong>Dental</strong> Insurance Company<br />
Demandforce, Inc.<br />
Denovo <strong>Dental</strong><br />
<strong>Dental</strong> Auxiliary Service/<strong>Dental</strong><br />
Directions<br />
<strong>Dental</strong> Development Solutions<br />
<strong>Dental</strong> Electronics<br />
<strong>Dental</strong> Professionals of Texas<br />
<strong>Dental</strong> Systems, Inc.<br />
<strong>Dental</strong> USA<br />
<strong>Dental</strong>EZ Group<br />
<strong>Dental</strong>Spots.com<br />
<strong>Dental</strong>Subs.com<br />
DentaQuest<br />
Dentegra Insurance Company<br />
Dentek Systems, Inc.<br />
DenTemps Inc.<br />
DentistryPostcards.com<br />
DentLight, Inc.<br />
DENTSPLY International<br />
Designs For Vision, Inc.<br />
Destiny <strong>Dental</strong> Laboratory<br />
Diatech USA<br />
Digital Doc, LLC<br />
DMG America<br />
Doral Refining Corp.<br />
DoWell <strong>Dental</strong> Products<br />
Easy <strong>Dental</strong><br />
Element 34 Technology<br />
Ellie Lance Creations<br />
Elsevier: W.B. Saunders/Mosby<br />
EngATech, Inc.<br />
Ergonomic Products<br />
ESA Construction<br />
Essential <strong>Dental</strong> Systems<br />
EXACTA <strong>Dental</strong> Direct<br />
Finite Consulting<br />
FLOSS <strong>Dental</strong><br />
Fortress Insurance Company<br />
Fuji <strong>Dental</strong> Laboratory<br />
Gannett Local<br />
Garfield Refining Company<br />
Garrison <strong>Dental</strong> Solutions<br />
GC America, Inc.<br />
Gendex Imaging<br />
General Improvement Co.<br />
GlaxoSmithKline<br />
Goodonya<br />
Griffin <strong>Dental</strong> Lab<br />
Group Financial Services<br />
Happy Feet<br />
Healthcare Professional Funding<br />
Corporation<br />
HealthFirst Corporation<br />
Heartland <strong>Dental</strong> Care<br />
Helm <strong>Dental</strong> Laboratory, LLC<br />
Henry Schein <strong>Dental</strong><br />
Hill Country Rocks<br />
Hindley Group, LLC<br />
HiTech Solutions Integrators<br />
Huffman Builders<br />
Hu-Friedy Mfg Co, LLC<br />
iCare Credit Solutions<br />
Infinite Therapeutics<br />
InsidersCircle.com<br />
Instrumentarium/Soredex<br />
Isolite Systems<br />
Ivoclar Vivadent, Inc.<br />
J. Houser Constructions, Inc.<br />
Jameson Management, Inc.<br />
JKJ Pathology<br />
Joseph McGregor & Assoc.<br />
Juice Plus+ Dallas<br />
Karl Schumacher <strong>Dental</strong> Instrument<br />
Co., Inc.<br />
Kerr Corporation<br />
Kettenbach LP<br />
Kimberly-Clark<br />
Komet USA<br />
Legacy Texas Bank<br />
Lewis Health Profession Services, Inc.<br />
Lippincott Williams & Wilkins<br />
Lone Star <strong>Dental</strong> Corp.<br />
Lone Star Handpiece Service<br />
Loyall Insurance Group, LLC<br />
Lutheran Medical Center<br />
MacPractice, Inc.<br />
MAD International<br />
Martinez <strong>Dental</strong>craft & Equip., Inc.<br />
Massco <strong>Dental</strong><br />
Mavrick Software<br />
McLerran & Associates<br />
MedCore Realty Group, LLC<br />
Medical Protective<br />
Medidenta.com<br />
Med-Tech Construction, Inc.<br />
Meisinger USA, LLC<br />
Mershawn Architecture &<br />
Construction<br />
Midco <strong>Dental</strong>, Inc.<br />
Midmark Corporation<br />
Midwest <strong>Dental</strong> Equipment & Supply<br />
MIS Implants Technologies, Inc.<br />
Moss, Luse & Womble, LLP<br />
Musty Putters of Texas<br />
My Dentist Complete Care Dentistry<br />
Navajo Area Indian Health Service<br />
New England Financial/Metlife<br />
Nobel Biocare<br />
Noble Mobile Anesthesia<br />
North Texas Dentistry<br />
OCO Biomedical, Inc.<br />
Office Network, Inc.<br />
On-Hold Media Group<br />
OraPharma<br />
Orascoptic<br />
OrthoDent 3D Imaging<br />
Oxyfresh<br />
Pacific Continental Bank<br />
Pacific <strong>Dental</strong> Services, Inc.<br />
PACT-ONE Solutions, Inc.<br />
Palisades <strong>Dental</strong>, LLC<br />
Park <strong>Dental</strong> Research Corporation<br />
Passionately Rivalicious<br />
Patterson <strong>Dental</strong> Supply, Inc.<br />
Pelton & Crane / Kavo<br />
PeriOptix, Inc.<br />
Phase Two Associates, LLC<br />
Phelps Commercial Realty<br />
Philips Discus <strong>Dental</strong><br />
Philips Sonicare<br />
PhotoMed International<br />
Plains State Bank<br />
Plak Smacker<br />
Planmeca, Inc.<br />
Porter Royal Sales<br />
Practice App, Inc.<br />
2012 SWDC <strong>Exhibitor</strong>s<br />
Practice Booster, LLC<br />
Preferred Practice Solutions<br />
Premier <strong>Dental</strong> Products Company<br />
Professional Sales Associates, Inc.<br />
Professional Solutions Insurance<br />
Company<br />
Prolight Optics<br />
Prophy Perfect, Inc.<br />
Prosites, Inc.<br />
PureChart, LLC<br />
Q-Optics & Quality Aspirators<br />
R.T. Edwards & Associates, PC<br />
Reliable <strong>Dental</strong> Laboratory<br />
Reliance Orthodontic Products, Inc.<br />
Repairmakers<br />
RGP <strong>Dental</strong>, Inc.<br />
Ron Patterson Insurance Agency, Inc.<br />
Rose Micro Solutions<br />
Rosinski Sales Group, Inc.<br />
Savon <strong>Dental</strong> Plan<br />
Scentsy<br />
SciCan, Inc.<br />
Sculpt CAD<br />
SDI (North America), Inc.<br />
Second Story Promotions<br />
Sedation Resource<br />
Septodont, Inc.<br />
Sesame Communications<br />
Shader Productions<br />
Sheervision, Inc.<br />
Sherri L. Henderson & Associates<br />
Silpada Designs Jewelry<br />
Simply Sassy Apparel<br />
Sirona <strong>Dental</strong> Systems<br />
Smile Brands Inc./Monarch <strong>Dental</strong><br />
SNAP Imaging Systems, Inc.<br />
Snap On Optics<br />
SockIt! Gel<br />
Solutionreach<br />
Soule Mobile<br />
<strong>Southwest</strong> Medical & <strong>Dental</strong>, Inc.<br />
SPDDS Employers Benefit Trust<br />
Staff Care, Inc.<br />
Stern Reed & Associates <strong>Dental</strong> Lab<br />
Straight Wire Seminars<br />
Straumann USA, LLC<br />
Structures and Interiors, Inc.<br />
Sunstar Americas, Inc.<br />
SureSmile<br />
SurgiTel/General Scientific Corp.<br />
Sybron Endo<br />
Symmetry <strong>Dental</strong> Direct<br />
Tab Construction<br />
Taylor Drug Plus<br />
TDA Financial Services Insurance<br />
Program<br />
TDA Perks Program<br />
TDA Smiles Foundation<br />
Technology 4 Medicine<br />
Technology Media Group<br />
Teethsaver International<br />
Televox Software, Inc.<br />
Tenant Real Estate Advisors<br />
Texas Size Bling<br />
The Gift Solution<br />
The Glove Group<br />
The Mullen Group<br />
The Real Tooth Fairies<br />
The Reynolds Company<br />
TheBestTopicalEver.Com<br />
TK Design Group<br />
TNT <strong>Dental</strong><br />
Toland Sales, Inc.<br />
TopDentist.com<br />
Total EHR<br />
Triodent Corporation<br />
U.S. Army Health Care<br />
Ultimate Creations, Inc.<br />
Ultradent Products, Inc.<br />
Ultralight Optics Inc.<br />
United Community Bank<br />
United <strong>Dental</strong> Alliance<br />
US Navy Recruiting Command<br />
Vatech America, Inc.<br />
Veatch Consulting & ABS, Inc.<br />
Velopex International, Inc.<br />
VELscope LED <strong>Dental</strong>, Inc.<br />
Vivio Sites, Inc.<br />
VOCO America, Inc.<br />
Water Pik, Inc.<br />
Wells Fargo Practice Finance<br />
White Towel Services, Inc.<br />
WhiteCap Institute<br />
Whiter Image <strong>Dental</strong><br />
Wm Stukey & Associates, LLC<br />
Xlear, Inc. / Spry<br />
Yodle <strong>Dental</strong><br />
Zila, a division of Tolmar
SouthweSt <strong>Dental</strong> ConferenCe<br />
January 17-19, 2013<br />
Dallas Convention Center � Dallas, texas<br />
Sponsored by Dallas County <strong>Dental</strong> Society<br />
C o n taC t informat i o n<br />
<strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong><br />
c/o Dallas County <strong>Dental</strong> Society<br />
13633 Omega Road<br />
Dallas, TX 75244<br />
Phone: 972-386-5741<br />
Fax: 972-233-8636<br />
Web: www.swdentalconf.org<br />
Exhibits Director: Carrie Goss<br />
Phone: 972-386-5741 ext. 228<br />
Email: exhibits@dcds.org<br />
<strong>Conference</strong> Director: Jane Evans<br />
Phone: 972-386-5741 ext. 226<br />
Email: jane@dcds.org
1. Management<br />
The exhibition of the <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong> is<br />
conducted under the direction of the Dallas County <strong>Dental</strong><br />
Society (the “Association”) and its agents or employees acting<br />
on its behalf.<br />
2. Character of Exhibits<br />
The Association reserves the right to decline or prohibit any<br />
exhibit that, in its judgment, is not suitable to or in keeping<br />
with the character of the exhibition. This reservation is<br />
all-inclusive and concerns persons, things, conduct, printed<br />
matter and souvenirs.<br />
3. Rules Governing <strong>Exhibitor</strong>s<br />
The Association shall have the right, which is hereby expressly<br />
reserved, to interpret or amend the rules and regulations, and<br />
its decision is final. <strong>Exhibitor</strong>s, by applying for and accepting<br />
exhibit space, agree to abide by any rules or regulations that<br />
may hereafter be adopted, which shall be as much a part of the<br />
rules and regulations as though originally included. <strong>Exhibitor</strong>s<br />
also agree to abide by the rules and guidelines of the Dallas<br />
Convention Center and any other vendors contracted to<br />
provide services for the <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong>. All<br />
issues not specifically addressed are subject to the decision<br />
of the Association. All exhibitor requests for permission to<br />
vary from any of these rules and regulations must be sent to<br />
the Association before November 15, 2012. The Association<br />
reserves the right to cancel this contract in case exhibitor<br />
displays or promotes any product which is not authorized<br />
by the Association; or if the premises should be damaged so<br />
as to render the premises untenable or unfit for use. In such<br />
event, all payments previously made on this contract shall be<br />
prorated, and the prorated portion thereof shall be returned<br />
to the exhibitor by the Association and the Association shall<br />
be released from any and all claims for damages, loss, costs<br />
or expenses sustained or incurred by the exhibitor by reason<br />
of such cancellation. The exhibitor, its employees, agents or<br />
representatives shall observe and comply with all federal, state<br />
and municipal laws, rules and regulations in the use of such<br />
exhibit space. On all matters not herein covered, or on any<br />
possible differences, final decision is subject to the judgment of<br />
the Dallas County <strong>Dental</strong> Society.<br />
4. Enforcement of Rules and Regulations<br />
Breach of any rule or regulation by any exhibitor will subject<br />
exhibitor to restriction, termination or sanctions, including<br />
loss of priority assignment status and/or future exhibition<br />
privileges. The rules and regulations presented in this<br />
prospectus are intended to bring order and fairness to the<br />
exhibition.<br />
5. Application for Exhibit Space<br />
The Association reserves the right to refuse space to any<br />
exhibitor, exhibit or any part thereof, which in its judgment<br />
is not acceptable. The Association reserves the right to refuse<br />
the application of any exhibitor whose business operations<br />
conflict in any manner with any of the policies of the Dallas<br />
County <strong>Dental</strong> Society. The decision of the Association shall<br />
be final and the exhibitor agrees to abide by, and not contest<br />
in any manner, that decision.<br />
6. Payment/Refund Information<br />
All fees for exhibit space must be paid by August 1, 2012<br />
or the space will be cancelled immediately and resold<br />
without notification. A 50% deposit for each booth must<br />
accompany the application. Contracts received after August<br />
1, 2012 must be accompanied by payment in full. Fees are<br />
payable to <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong> in U.S. funds by<br />
check, money order, MasterCard, Visa or American Express.<br />
Refunds requested prior to August 15, 2012 will be subject<br />
to a 25% administrative fee. Requests for refunds must be<br />
received in writing. No refunds will be made after August<br />
15, 2012.<br />
7. Booth Assignment<br />
Assignment of exhibit space shall be made solely at the<br />
discretion of the Association, with consideration given<br />
2013 SouthweSt <strong>Dental</strong> ConferenCe<br />
exhibitor ruleS & regulationS<br />
to requested booth space(s). The Exhibit Hall floor plan<br />
can be viewed online at www.swdentalconf.org. The floor<br />
plan is subject to change and should not be considered<br />
contractual. Applications receive priority assignment status<br />
based on when the contract is received, the number of<br />
years exhibited and number of booth spaces contracted at<br />
the <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong>. The Association cannot<br />
guarantee the separation of competitors, but will make every<br />
effort to do so. The Association reserves the right to relocate<br />
exhibitors if it becomes necessary because of circumstances<br />
beyond its control, or if it is in the best judgment of the<br />
Association. Applicants are advised that final confirmation<br />
of exhibit space may be slightly delayed due to the volume of<br />
applications received at the time of submission, and deposit<br />
of the applicant’s check or processing of credit card payment<br />
should not be construed as final confirmation of acceptance.<br />
Until the applicant receives final written acceptance or denial<br />
of exhibit space, any funds expended for the development<br />
or construction of an exhibit booth are done so at the<br />
applicant’s own risk.<br />
8. Exhibit Space<br />
Booths are 10-foot deep by 10-foot wide and include drape<br />
for back and side walls; one two-line identification sign<br />
with company name, city, state and booth number; and one<br />
undraped 6-foot long by 30-inch high table, provided it is<br />
ordered via the special order form in the <strong>Exhibitor</strong> Service<br />
Kit. See specifications for booths and hanging signs herein.<br />
Nothing may be attached directly to the draping. The<br />
Association will provide carpet for aisles and other public areas.<br />
<strong>Exhibitor</strong>s are required to provide carpet for their booth(s),<br />
ordered via the <strong>Exhibitor</strong> Service Kit.<br />
Drapes must be certified as flame retardant by the fire marshal.<br />
Electrical outlet(s) may be ordered via the order form in the<br />
<strong>Exhibitor</strong> Service Kit. All displays must be confined within<br />
booth space. All aisles must be kept free and clear, and are<br />
subject to the control of the Association. All displays must be<br />
approved by the Association. Nailing or attaching to any part<br />
of the building is prohibited. No combustible materials will be<br />
permitted in the Exhibit Hall. Helium balloons are prohibited.<br />
Equipment in operation must provide adequate protection<br />
against dripping of any liquid on the floor. All empty crates<br />
and packing materials must be removed from the booth for<br />
proper storage, and there will be no storing of cartons, packing<br />
materials, etc. within the booth. The aisles are the property of<br />
the entire exhibition, and each exhibitor has the responsibility<br />
to assure proper flow of traffic through the entire show.<br />
Aisles must not be obstructed at any time. When large crowds<br />
gather for sampling, to watch a demonstration or for a contest<br />
and interfere with the flow of traffic or create excessive crowds<br />
in neighboring booths, it is an infringement on the rights of<br />
other exhibitors.<br />
9. Forfeiture of Space<br />
<strong>Exhibitor</strong>s who 1) resell or sublet exhibit space under any<br />
circumstances (two or more firms cannot occupy the same<br />
booth space) without express approval of the Association; 2)<br />
render their badges to unauthorized persons; 3) do not set up<br />
their booth(s) in the Exhibit Hall by opening time of the first<br />
day or 4) begin tearing down their booth before the show<br />
officially ends will forfeit their exhibit space and/or future<br />
priority assignment status and/or future exhibition privileges.<br />
10. Show Decorator<br />
All requests for additional services should be addressed to the<br />
official show decorator listed in the <strong>Exhibitor</strong> Service Kit. The<br />
<strong>Exhibitor</strong> Service Kit will be online approximately two months<br />
prior to the <strong>Conference</strong> with the necessary order forms. Table<br />
covers, drapes, furniture and accessories may be ordered from<br />
the official show decorator, along with any additional work<br />
or equipment that might be required. Carpet, audio-visual<br />
services, freight, floral, portable booth rental, computer rental,<br />
etc. will be available at special show rates.<br />
11. Shipping Instructions<br />
Forward all materials to the official show decorator with<br />
<strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong> and booth number(s)<br />
indicated on the address label. Include full instructions for<br />
delivery to the Dallas Convention Center; bill of lading;<br />
number of crates or cartons; firm name and address; and<br />
representative in charge. All shipments must conform to<br />
normal shipping instructions and must be sent prepaid.<br />
Shipments received within 30 days of show set-up date will<br />
be stored by the official show decorator without charge.<br />
Shipments are delivered to the Dallas Convention Center<br />
per your instructions, empty crates removed, stored and<br />
re-delivered. The Dallas Convention Center does not have<br />
facilities to receive or store freight prior to set-up day. Your<br />
transfer company will prepare the bill of lading per your<br />
shipping instructions and ship.<br />
12. <strong>Exhibitor</strong> Appointed Contractor<br />
If utilizing a contractor other than the official show<br />
decorator, written notice must be submitted to the<br />
Association 45 days prior to the <strong>Conference</strong>. Such<br />
contractor must provide certificate of liability insurance<br />
to the Association 30 days in advance of the <strong>Conference</strong>.<br />
Your contractor will not be allowed in the Exhibit Hall if a<br />
certificate of insurance is not received.<br />
13. <strong>Exhibitor</strong>’s Official Representatives<br />
Each exhibitor should submit, via the exhibitor badge<br />
request form available online, names of all official<br />
representatives attending the meeting. <strong>Exhibitor</strong>s are allowed<br />
six (6) free badges per contracted booth space for the entire<br />
show. Should the number of badges exceed this number,<br />
a $15.00 charge per person will be assessed and billed to<br />
the exhibiting company. <strong>Exhibitor</strong>s registering onsite must<br />
provide credentials (i.e., business card or authorization on<br />
company letterhead). <strong>Exhibitor</strong> representatives are required to<br />
staff their exhibit booth during all official exhibition hours.<br />
14. Show Hours<br />
<strong>Exhibitor</strong>s must set up during the approved time frame<br />
designated by the Association. Early set-up times will be<br />
handled on a case-by-case basis. Early tear-down is not<br />
permitted. Set-up for exhibitors will be Tuesday, January<br />
15, 8:00 a.m. – 6:00 p.m. and Wednesday, January 16, 8:00<br />
a.m. – 8:00 p.m. Show dates and times are Thursday, January<br />
17 and Friday, January 18, from 10:00 a.m. – 6:00 p.m. and<br />
Saturday, January 19 from 10:00 a.m. – 1:30 p.m. Move out<br />
begins at 1:30 p.m. on Saturday, January 19 and continues on<br />
Sunday, January 20, 8:00 -11:00 a.m.<br />
15. Security<br />
Perimeter guards will be provided from set-up through<br />
tear-down, but the Association is not responsible for any<br />
loss or damage to exhibitors’ goods or property. Additional<br />
or individual security personnel must be approved by the<br />
Association.<br />
16. Selling in Aisles<br />
All business activities of the exhibitor must be confined<br />
to the booth space rented. No business activities are to be<br />
conducted in any aisles, lobbies, other booths, or other areas<br />
of the Exhibit Hall or Convention Center. <strong>Exhibitor</strong>s may<br />
not stop attendees in the aisle. Violators will be subject to<br />
forfeiture of booth space.<br />
17. Solicitation by Non-<strong>Exhibitor</strong>s<br />
Firms and representatives not assigned exhibit space by the<br />
Association are prohibited from soliciting business in any<br />
form in the Exhibit Hall. Violators will be required to leave<br />
the Exhibit Hall.<br />
18. Sales on Show Floor<br />
Direct exhibit floor sales are allowed during regular Exhibit<br />
Hall hours. However, purchased products cannot be<br />
delivered to the Dallas Convention Center. <strong>Exhibitor</strong>s are<br />
responsible for any and all tax permits required by Texas law<br />
or local ordinance.
19. Food and Beverage<br />
<strong>Exhibitor</strong>s must comply with the Dallas Convention Center<br />
regulations regarding food and beverage dispensing. This<br />
includes, but is not limited to, purchasing food items<br />
from the official food vendor of the Convention Center<br />
and obtaining necessary permits as required by the City<br />
of Dallas. A temporary health permit is required for food<br />
sampling (such as drinks mixed and distributed from a<br />
booth). Handing out candy, cookies or popcorn does not<br />
qualify as food sampling provided those items are purchased<br />
from the official food vendor of the Dallas Convention<br />
Center. Contact the exhibits director for more information.<br />
20. Theater Presentations<br />
<strong>Exhibitor</strong>s whose booth(s) involves a theater or ongoing<br />
presentation must submit a complete lineup of the<br />
presentations and scheduled speakers by November 15,<br />
2012.<br />
21. Laser Exhibiting<br />
<strong>Exhibitor</strong>s showing lasers must comply with recommended<br />
safety precautions for the demonstration of lasers; therefore,<br />
the following procedures apply:<br />
1.) Lasers must be operated only within a suitable enclosed<br />
space with eye protection for those viewing and operating<br />
the laser.<br />
2.) All demonstrations of CO2 lasers must be conducted in<br />
clear plastic boxes with top and sides enclosed.<br />
3.) Appropriately colored plastic cubicles must also be<br />
available for other types of lasers being demonstrated,<br />
especially dye and argon lasers.<br />
4.) No laser equipment may be left unattended in operable<br />
condition.<br />
5.) There shall be no promotion, demonstration or<br />
In-line Booths: Booths consist of 8-foot-high back<br />
drape and 4-foot-high side drape mounted on aluminum<br />
tubular frames. There is a 12-foot height limitation on<br />
in-line booths. Back of booth extending above the drape<br />
must be finished with no copy of any kind on it. Solid<br />
construction in excess of 4 feet in height must be a<br />
minimum of 5 feet back from the aisle to allow sight lines<br />
to adjacent booths.<br />
End Cap Booths: When assigned a 10-foot by 20-foot<br />
end cap space (two corner booths at the end of an aisle),<br />
please remember that<br />
the exhibit back wall<br />
must conform to exhibit<br />
rules. The centered<br />
back wall measures 10<br />
feet across and is 8 feet<br />
high. The remainder of<br />
the back wall will not<br />
exceed 4 feet in height.<br />
Booth may extend to<br />
12 feet in height along<br />
the 10-foot wide section<br />
of back wall. Back of<br />
booth extending above<br />
the drape must be finished with no copy of any kind on it.<br />
Five feet on each side must be maintained at the 4-foot<br />
height level to allow sight lines to adjacent booths.<br />
suggestion with respect to dental auxiliary use of these<br />
instruments.<br />
6.) A description of each piece of laser equipment and their<br />
safety features must be submitted to the Association by<br />
November 1, 2012. Failure to submit this description can<br />
result in the denial of the lasers to be shown/demonstrated<br />
or the denial of exhibit space.<br />
22. <strong>Exhibitor</strong> Sponsored Contests<br />
<strong>Exhibitor</strong>s must obtain written permission from the<br />
Association to sponsor any type of contest, raffle or drawing<br />
for prizes. The following rules must be adhered to:<br />
1.) The exhibitor must comply with all local, state and<br />
federal laws that apply to such raffles, contests or drawings.<br />
2.) Contest, raffle or drawing rules must be posted at the<br />
booth. The rules must include: eligibility, date and time of<br />
drawing (contest, raffle); the words “no purchase necessary<br />
to enter;” odds of winning; how winners will be notified;<br />
and how participants can find out who won, etc.<br />
3.) The Association must be notified of the name(s) of the<br />
winner(s) when the prize(s) have been awarded.<br />
23. Sound/Music<br />
Speakers and other sound devices should be positioned so<br />
as to direct sound into the booth and not toward the aisle<br />
or neighboring booths. To prevent disturbance to other<br />
exhibitors, sound levels should not exceed 85 decibels.<br />
Music played in booths may be subject to copyright laws.<br />
ASCAP, BMI and SESAC are authorized organizations that<br />
collect copyright fees. Exhibiting companies are responsible<br />
for paying copyright fees for music played in their booths.<br />
24. Photography/Video Recording<br />
<strong>Exhibitor</strong>s are not allowed to photograph or videotape<br />
Booth Descriptions<br />
Peninsula Booths: A peninsula exhibit is a grouping of<br />
10-foot by 10-foot booths with aisles on three sides. The<br />
back wall of a peninsula booth must be on the non-aisle<br />
side and not exceed 16 feet in height. The centered<br />
back wall measures 10 feet across and is 8 feet high.<br />
The remainder of the back wall will not exceed 4 feet in<br />
height. All portions of this back wall must be finished<br />
with no copy of any kind. Peninsula exhibits must be<br />
designed to be accessible from all three aisles.<br />
Island Booths: An<br />
island exhibit is an<br />
open area of exhibit<br />
space with aisles<br />
on all four sides.<br />
Free form exhibits<br />
may extend to all<br />
outer edges of the<br />
booth space, but<br />
the design of the<br />
booth must allow for<br />
see-through visibility<br />
and accessibility from<br />
all four sides. An<br />
exhibitor who wants to create an island booth smaller<br />
than those shown on the floor plan must purchase, in<br />
addition to the number of booths desired in the island,<br />
the two booths that connect the proposed island to<br />
the remainder of the booths in the block to create an<br />
aisle on the fourth side of the block of booths. Approval<br />
any booth other than that of the company they represent.<br />
Photography and videotaping of a company’s own booth is<br />
permitted only with the prior approval of the Association<br />
before or after Exhibit Hall hours. Security escorts for such<br />
activities must be arranged through the Association and the<br />
cost of same may be charged to the exhibitor.<br />
25. Liability and Indemnification<br />
Each exhibitor signing an application expressly releases and<br />
discharges the Dallas County <strong>Dental</strong> Society, the <strong>Southwest</strong><br />
<strong>Dental</strong> <strong>Conference</strong>, the Dallas Convention Center and<br />
their respective employees, agents, representatives, assigns,<br />
contractors and subcontractors from any and all liability,<br />
workers compensation claims and liability, damages,<br />
actions, losses, claims and expenses (including attorney’s<br />
fees and court costs) of every kind and character arising<br />
in any manner out of this contract or its performance.<br />
Each exhibitor further expressly agrees to indemnify and<br />
hold harmless the Dallas County <strong>Dental</strong> Society and the<br />
<strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong>, its employees, agents,<br />
representatives, assigns, contractors and subcontractors from<br />
any liability, claim and damages of every kind and character<br />
arising out of the actions or omissions of the exhibitor or<br />
the exhibitor’s employees, agents or representatives.<br />
26. Insurance<br />
<strong>Exhibitor</strong> must provide a certificate of liability insurance<br />
showing the policy in effect through January 20, 2013 and<br />
evidence of insurance coverage with minimum limits of<br />
$1,000,000 combined single limit bodily injury and broad<br />
form property damage coverage, including broad form<br />
contract liability. In addition to the exhibitor, the certificate<br />
of insurance must name the Dallas County <strong>Dental</strong> Society<br />
and the Dallas Convention Center as additional insureds.<br />
by the Association is required if any exhibitor with an<br />
island space wants to go above 16 feet; plans to have<br />
a solid wall higher than 4 feet the length or width of the<br />
space; or plans booth construction with an unusual or<br />
nonstandard configuration. Important: when installing<br />
a display with a ceiling or second level you must check<br />
with the local fire department to ensure that the display<br />
meets the necessary fire and safety regulations involving<br />
smoke alarms, fire extinguishers, sprinkler systems, etc.<br />
Hanging Signs: There are limited points in the exhibit<br />
hall from which to hang signs, banners, etc. Exhibit<br />
booth signs, banners, booth ceilings, canopies, lighting<br />
grids or other exhibit-related equipment should be<br />
free-standing and floor supported where possible.<br />
Attachment to exhibit hall ceiling beams or trusses<br />
is permitted only through the official show decorator.<br />
Requests for approval of hanging signs and banners<br />
must be submitted to the Association by December<br />
1, 2012. The request must include a description or<br />
drawing of the sign or banner, proposed method of<br />
installation, location of hanging points, and total weight.<br />
Hanging signs or banners may not exceed the perimeter<br />
of the space assigned to the exhibiting company or<br />
a height of 18 feet unless approved in writing by the<br />
Association. Banners must be certified as flame<br />
retardant by the fire marshal or conform to fire marshal<br />
standards prior to being displayed. Complete details will<br />
be included n the <strong>Exhibitor</strong> Service kit.
EXHIBIT SPACE CONTRACT<br />
2013 SOUTHWEST DENTAL CONFERENCE<br />
January 17-19, 2013<br />
Dallas Convention Center, Dallas, TX<br />
Sponsored by Dallas County <strong>Dental</strong> Society<br />
The undersigned <strong>Exhibitor</strong> has applied to the Dallas County <strong>Dental</strong> Society and the <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong>, hereinafter called the Association, for<br />
exhibit space at the <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong> at the Dallas Convention Center, Dallas, Texas, on January 17-19, 2013. All provisions of the “Official<br />
Rules and Regulations for Exhibit Booths” as published in the Exhibit <strong>Prospectus</strong> shall be a part of this contract.<br />
THIS CONTRACT MUST BE ACCOMPANIED BY A DEPOSIT OF 50% OF THE TOTAL COST OF THE BOOTH SPACE SELECTED. FULL<br />
PAYMENT DUE ON OR BEFORE AUGUST 1, 2012. NO REFUNDS AFTER AUGUST 15, 2012. APPLICATIONS MADE AFTER AUGUST 1, 2012<br />
MUST BE ACCOMPANIED BY PAYMENT IN FULL. IF BALANCE IS DELINQUENT AFTER AUGUST 1, 2012, BOOTH SPACE IS SUBJECT TO<br />
CANCELLATION AND RESALE WITHOUT NOTIFICATION.<br />
NUMBER OF 10x10 BOOTHS TO BE RESERVED<br />
PREFERRED BOOTH NUMBER(s): 1 st choice 2 nd choice 3 rd choice 4 th choice<br />
*All assignments are based on points earned. Points are determined by the number of years exhibiting, number of booths purchased and sponsorship.<br />
COMPANY<br />
Complete legal name of company to be listed in on-site program and on booth signage.<br />
CONTACT NAME PHONE<br />
ADDRESS SUITE #<br />
CITY STATE ZIP<br />
1-800 # FAX<br />
E-MAIL WEBSITE<br />
$ representing full payment is enclosed $ representing a 50% deposit payment is enclosed<br />
Paid by Check MasterCard Visa AMEX<br />
Account # - - - Exp. Date<br />
Your signature below indicates your approval for charges to your credit card account.<br />
By executing this application, <strong>Exhibitor</strong> agrees to all terms, conditions, and provisions of the “Official Rules and Regulations for Exhibit<br />
Booths” and agrees to hold the Dallas County <strong>Dental</strong> Society and the <strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong>, its officers, agents and employees free and<br />
harmless of any cause of action, claim or demand which may result from the use of occupancy of the assigned space or any matter arising out<br />
of this application/contract.<br />
PRINT NAME SIGNATURE<br />
COMPANIES YOU PREFER TO BE LOCATED NEXT TO<br />
COMPANIES YOU PREFER NOT TO BE LOCATED NEXT TO<br />
PRODUCTS TO BE EXHIBITED (MUST BE COMPLETE)<br />
FEES:<br />
In-Line Booth: $1,050<br />
Corner Booth: $1,200<br />
10% discount for 4 or more booths<br />
�MAKE A COPY FOR YOUR RECORDS�<br />
RETURN CONTRACT TO:<br />
<strong>Southwest</strong> <strong>Dental</strong> <strong>Conference</strong><br />
SWDC OFFICE USE ONLY<br />
Attn: Carrie Goss, Exhibits Director<br />
13633 Omega Road<br />
BOOTH ASSIGNMENT<br />
Dallas, TX 75244<br />
DATE<br />
exhibits@dcds.org<br />
(f) 972-233-8636<br />
NOTES
Change language