Exhibitor Prospectus - American Thyroid Association


Exhibitor Prospectus - American Thyroid Association

EXHIBITOR PROSPECTUSReserve your exhibit booth today for the83rd Annual Meeting of theAmerican Thyroid AssociationOctober 16–20, 2013Sheraton Puerto Rico HotelSan Juan, Puerto Rico©2011 Puerto Rico Convention Bureau (PRCB)©2011 Puerto Rico Convention Bureau (PRCB)At the ATA meeting you will find:✶ Unmatched collegiality and direct accessto the decision-makers in thyroidology©2011 Puerto Rico Convention Bureau (PRCB)90thANNIVERSARY✶ Contacts to improve your business productivity✶ Leading thyroid specialists (endocrinologists,surgeons, nuclear medicine physicians, researchscientists) dedicated to innovative research,education and cutting-edge sciencewww.thyroid.orgA AA A A A A A A A A A A


8ftx30in8ftx30in6ftx2ft6ftx2ft6ftx2ft6ftx2ft6ftx2ftLOGISTICSINCREASE YOUR VISIBILITY BEYOND YOUR BOOTH:The ATA Annual Meeting offers sponsorship opportunitiesranging from scientific sessions and early-riser seminars to“meet the professor” workshops, receptions, ATA expo theater,and refreshment breaks. We want to work with you to give youmaximum exposure – inquire about Sponsorship Opportunities atbsmith@thyroid.org.Research by ATA members has led to important breakthroughsthat have improved the lives of millions of patients with thyroiddisease. With your support, this exciting and important work willcontinue. To contribute to thyroid research, visit www.thyroid.org/support/.GENERAL INFORMATION:To reserve your exhibit space, complete a copy of the Applicationand Contract for Exhibit Space in this brochure, and fax or mail theapplication with your payment to:AMERICAN THYROID ASSOCIATION6066 Leesburg Pike, Suite 550Falls Church, VA 22041 USAPhone: 703-998-8890 • Fax: 703-998-8893Email: thyroid@thyroid.orgWebsite: www.thyroid.org/RESERVE YOURBOOTHSPACE NOW!All prices in U.S. Dollars8’ X 10’ STANDARD BOOTH$4,995 (includes three exhibitor badges)ULTRASOUND VENDOR STANDARD BOOTH (8’ X 10’)$4,495 (includes three exhibitor badges)NON-PROFIT ORGANIZATION (TABLETOP SPACE ONLY)$495 (includes three exhibitor badges)SECURITY:ATA and the Sheraton Puerto Rico hotel assumes no responsibilityfor lost or stolen items. Protect your valuables (e.g. laptopcomputers) and special display materials.EXHIBIT HALL FLOOR PLANLaguna BallroomATAExpoTheaterSan Juan BallroomFEMiramar BallroomATA Basic Sessionsand Fellows' TrackProgrammingRESTROOMRESTROOMATA General Session0706050403Food 08 09 10 1110'7'7'8'14 13 1215 16 178'18 19 2021 22 2310'8'8ftx30inFood10'PaseoSan JuanFoyerR egistration02017'7'242925288'2627Food8f t x 30inATA3015'Miramar Corridor15'11'3534333231• • • ••• • •• •• •• ••

APPLICATION & APPLICATION CONTRACT & CONTRACTAPPLICATION AND CONTRACT FOR EXHIBIT SPACE83 rd ANNUAL MEETING OF THE AMERICAN THYROID ASSOCIATIONSheraton Puerto Rico Hotel, San Juan, Puerto RicoOctober 16–19, 2013CONTACT INFORMATION:COMPANY NAME: ______________________________________________________________________________________________________________________________COMPANY CONTACT:____________________________________POSITION/TITLE: ______________________________________________________________________ADDRESS:______________________________________________________________________________________________________________________________________CITY: ____________________________________STATE: ___________ ZIP CODE: __________________ COUNTRY: _________________ POSTAL CODE: __________________TELEPHONE: ____________________________________________________________________________FAX: ___________________________________________________EMAIL ADDRESS (must complete): __________________________________________ COMPANY WEBSITE: ______________________________________________________BOOTH RATES: (please check one):q (# of booths 8’ X 10’ standard booth - $4,995 (# of booths: ______ )q Ultrasound Vendor standard booth (8’ X 10’) - $4,495 (# of booths: ______ )q Non-profit organization (tabletop only) - $495 (note: full booths for non-profits available at full 8’ X 10’ booth rate)(# of booths: ______)Booth location Preference: 1 st ________________________________2 nd _________________________________ 3 rd _____________________________________If new exhibitor, referred by: _________________________________________________________________________________________________________________Special Requirements: _______________________________________________________________________________________________________________________PAYMENT INFORMATION:q A check is enclosed for $____________ made payable to American Thyroid Association ($ USD only)q Please charge my credit card $________________ q VISA q MasterCard q American ExpressName on Credit Card: ________________________________________________________________________________________________________________________Credit Card Number: _____________________________________________________ Exp. Date: ______________________Security Code: _____________________Signature: _______________________________________________________________ Date: _____________________________________________________________AGREEMENT:We agree to abide by all Terms and Conditions governing the Exposition, as stated on this application Rules and Regulations contract for exhibit space for the 82 nd Annual Meeting of theAmerican Thyroid Association.Name (please print): ________________________________________ Title: ___________________________________________________________________________Company: _____________________________________________________________________________________________________________________________________Signature: ___________________________________________________ Date: __________________________________________________________________________CANCELLATION POLICY:All cancellations must be submitted in writing. If an exhibitor cancels or reduces contracted space on or before July 1, 2013, they are entitled to a full refund. After July 1, 2013, but onor before September 3, 2013, the exhibitor is responsible for 50% of the contracted space. After September 3, 2013, the exhibitor is responsible for the full cost of the contracted spaceirrespective of the reason for cancellation.REMINDER: Please include with this signed application/contract, a Certificate of Liability and Samples/Examples of material or products to be distributed at the show.If you are a 501(c), please include IRS documentation.PLEASE MAIL COMPLETED FORM TO:CONTACT US:American Thyroid Association Phone: 703-998-8890; Fax: 703-998-88936066 Leesburg Pike, Suite 550 Email: thyroid@thyroid.orgFalls Church, VA 22041, USAWebsite: www.thyroid.orgFOR ATA USE ONLYPayment Received Date: _____________# of booths: _____________ Booth Assignment: _____________ Total # of Exhibitor Personnel: _____________www.thyroid.org

WHO MAY EXHIBIT:The exhibit is for firms offeringprojects, equipment and services,which are related to the interestsand educational values of theAmerican Thyroid Association(ATA). An application for ExhibitSpace must be accompanied by adescription of products or servicesand any brochures. ATA reserves the right to refuse applications ofconcerns not meeting standards required or expected, as well as theright to curtail exhibits or parts of exhibits which reflect against thecharacter of the meeting. This applies to displays, literature, advertising,novelties, souvenirs, conduct of persons, etc.BOOTH PAYMENT:Checks should be made payable in U.S. Dollars to the American ThyroidAssociation (Federal Tax ID # 41 603 8600) for the full amount of thebooth, with the application/contract signed and sent to the AmericanThyroid Association, Inc., 6066 Leesburg Pike, Suite 550, Falls Church,VA 22041, USA, phone 703-998-8890, fax to 703-998-8893, email tothyroid@thyroid.org.BOOTH LOCATION:ATA will endeavor to honor choice of space as noted on the contract inthe order requested. In the event that preferred space is not available,ATA reserves the right to assign alternative space. Exhibitors wishing toavoid assignment of space adjacent to that of a particular competitorshould so indicate on their application. Careful consideration will be givento all such requests. If a company’s booth selection is not available, it ismanagement’s policy to call the company to discuss options available.BE A GOOD NEIGHBOR:The general rule of the exhibitor floor is: Be a good neighbor. Noexhibits will be permitted which interfere with other exhibitors,impede the access to each booth or impede the free use of the aisle.Booth personnel including demonstrators are required to confine theiractivities within their contracted booth space. Apart from the specificdisplay space for which an exhibiting company has contracted with ATA,no part of the Sheraton Puerto Rico Hotel space may be used by anyother organization. All additional space or meeting requests must beinquired about and approved by the ATA headquarters office. Displaysmust fit within the confines of your booth space and be placed againstthe back of the booth so that they do not impede sight line from onebooth to the next. All giveaway items must be distributed within theexhibitor’s booth. No balloons may be distributed. Items that cannotbe stored in sufficient quantities within this space are not appropriate.The process of distribution however must not interfere with the orderlyconduct of business by other participants.NON-PROFIT ORGANIZATIONS:501(c) Non Profits must attach IRS documentation with contract andpayment. Non-profits will be assigned booths or tabletops at randomand are limited to three exhibits-only staff badges per booth.CANCELLATION & REDUCTION POLICY:All cancellations and/or reductions must be submitted in writing.If an exhibitor cancels or reduces assigned space on or before July 1,2013, they are entitled to a full refund. After July 1, 2013, but on orbefore September 3, 2013, the exhibitor is responsible for 50% of thecontracted space. After September 3, 2013, the exhibitor is responsibleRULES & REGULATIONSRULES AND REGULATIONSCONTRACT FOR EXHIBIT SPACE83 rd ANNUAL MEETING OF THEAMERICAN THYROID ASSOCIATION (ATA)• • • ••• • •• •• •• ••for the full cost of the contractedspace irrespective of the reason forcancellation.SUBLETTING OF BOOTH SPACE:The exhibitor agrees not to assign,sublet, or apportion space or anypart thereof allotted to him/her,nor to exhibit, advertise, or offer forsale goods other than manufactured or sold by him/her in the regularcourse of business.INSTALLATION AND DISMANTLING:The installation and dismantling times for the show are providedwith the Exhibit Schedule included herein. It shall be the duty andresponsibility of each exhibitor to install the exhibit before the specifiedopening time and to dismantle and arrange for shipments of the exhibitimmediately after the close of the exhibit hall. ATA reserves the right torefuse installation and dismantle outside the designated hours. Exhibitsmust remain intact until the official closing time of the show and maynot be dismantled or removed, in whole or in part, before that time. Anearly dismantling fee of $500.00 USD will be assessed to any exhibitorwho dismantles any booth space before the official closing date of theexhibit show.EXHIBITOR PACKAGE:You will receive pipe and drape with your booth payment. All otheritems for inside your booth space may be purchased or rented throughour official service contractor. You will receive an exhibitor kitapproximately 12 weeks prior to the show.TERMINATION:The ATA shall have the right to terminate the exhibitor’s rights pursuantto this contract at any time immediately upon discovery of a violation ofthis provision. The exhibitor agrees that in the event of termination forsuch violation, the ATA shall be borne by the exhibitor.LIABILITY & SECURITY:The exhibitor assumes all responsibility for compliance with local, city,state, provincial safety, fire, health, and hotel ordinances regardingthe installation and the operation of this exhibit. The ATA does notprovide security for the exhibitors and has no responsibility for theftof or damage to exhibitors’ property. Exhibitors are cautioned to havea representative in attendance during set-up, dismantle, and showhours and to maintain security of portable electronics (e.g. laptops)at all times. The exhibitor assumes all liability to property, person orpersons arising from accidental or other causes incidental to movementand operation of the exhibit and hereby releases ATA, its contractors,and the Sheraton Puerto Rico Hotel from any liability whatsoever.Exhibiting companies are required to provide the ATA with a certificateof insurance prior to the show noting coverage for the ATA, SheratonPuerto Rico Hotel, and include the dates of the ATA show October16–19, 2013.PERSONNEL:The ATA requests that the names of all exhibit personnel be registeredonline (www.thyroid.org) by July 31, 2013. Three exhibitor badgesare available for booth personnel with exhibit space paymentcomplimentary. Five additional exhibitor badges are available at thediscounted rate of $125 per registrant. All additional exhibitor badges(beyond eight total) are available at the prevailing meeting registration rate.

STORAGE OF CRATES AND BOXES:No combustible decoration, such as crepepaper, tissue paper, cardboard or corrugatedpaper shall be used at any time. ALL packagingcontainers, excelsior wrapping paper, mustbe flameproof and must be removed fromthe floor (not stored under tables or behinddisplays). All muslin, velvet silken, or any othercloth decoration must be flameproof. Allmaterials and fluids, which are inflammable,are to be kept in safety containers. Openflames, butane gas, oxygen tanks, etc., are notpermitted without the written permission ofthe convention center and all the applicablefire control agencies having jurisdiction.HOLD HARMLESS AGREEMENT:Each exhibitor agrees to protect, save and keepthe ATA and its representatives forever harmlessfrom any damages, liability or charges imposedfor violation of this agreement, and/or anylaw or ordinance, whether occasioned by thenegligence of the exhibitor, or those holdingunder the exhibitor, as well as to strictly complywith the applicable terms and conditionscontained in this agreement between the ATA, its representatives andthe Sheraton Puerto Rico Hotel against and from any and all loss, cost,damage, liability or expense arising from, or out of, or by reason of anyaccident or the reoccurrence to anyone, including, but not limited to theexhibitor, its agents, employees, business invitees and permits, arisingfrom or out of or by reason of said exhibitor’s occupancy and use ofthe exhibitor premises or a part thereof. In the event that the premisesof the Sheraton Puerto Rico Hotel shall be destroyed or damaged, orif the show fails to take place as scheduled or is interrupted and/ordiscontinued or access to the premises is prevented or interfered with byreason of any strike, lockout, injunction, act of war, act of God, terrorism,emergency declared by any governmental agency or by the ExhibitManager for any other reason, this contract may be terminated by theATA. In the event of such termination, the exhibitor waives any or alldamages and claims for damages.LISTING AND PROMOTIONAL MATERIALS:By exhibiting at the ATA Meeting, exhibitors grant ATA a fully paid,perpetual, non-exclusive license to use, display and reproduce thename or logo of the exhibitor in any directory or listing of the meetingexhibitors and to use such names in promotional materials. ATA shallnot be liable for any errors in any listing or for omitting any exhibitorfrom any director or listing pertaining to the meeting.GENERAL MATTERS:RULES & REGULATIONS©2011 Puerto Rico Convention Bureau (PRCB)©2011 Puerto Rico Convention Bureau (PRCB)to be void, unconstitutional or unenforceable,the remaining provisions of this agreementshall remain in effect and enforceable.REGULATION ENFORCEMENT:ATA has full power to interpret and enforce allregulations for the 83 rd Annual Meeting andpower to make amendments and/or furtherregulations that are considered necessaryfor the proper conduct of the show. Suchdecisions shall be binding on exhibitors. Failureto comply with these or any other regulationsor amendments may be sufficient cause forATA to require the immediate removal of theexhibit and/or the offending exhibitor. This mayresult in forfeiture of all further rights to exhibitat future shows sponsored by ATA togetherwith all fees paid. ATA may lease any space soforfeited to another exhibitor. ATA reservesthe right to reject any or all applications. Anyperson or group of persons asked to leave theexhibit hall by show management or securitywill do so at once and will not return untilauthorized to do so.MUSIC LICENSING:The society does not obtain ASCAP or BMI licensing that will allow theuse of copyrighted, recorded music in your booth. Exhibitors interestedin playing copyrighted, recorded music in their booth must notify thesociety in writing and obtain the proper licensing from BMI or ASCAP.The ATA will not permit said activity without obtaining the properlicensing. Each exhibitor is responsible for its own actions if properlicensing is not arranged prior to playing copyrighted, recorded musicin the booth. If an exhibitor playing copyrighted music cannot producethe proper documents, ATA has no choice but to request that the musicbe turned off.DISABILITY PROVISIONS:Exhibitors represent and warrant (1) the exhibit will be accessible to thefull extent required by law (2) the exhibit will comply with the Americanswith Disabilities Act (ADA) and with any regulations implemented bythe Act and (3) that it shall indemnify and hold harmless ATA from andagainst any and all claims and expenses including attorney and litigationexpenses that may be incurred by or asserted against ATA on the basisof the Exhibitor’s breach of this paragraph or noncompliance with anyprovision of ADA.UNION LABOR AND OTHER CONTRACTS:Exhibitors are required to observe all contracts as well as all rules andregulations in effect between service contractors and the SheratonPuerto Rico Hotel.All matters and questions not specifically covered by the provisions ofthis agreement are subject to the decision of the ATA. The ATA shall havethe right, but not the duty, to amend the provisions hereof relating toexhibit guidelines at any time, and said amendments and/or additionsshall be binding on parties hereto. In the event of any amendment oradditions to these regulations, written notice will be given by the ATAto such exhibitors as may be affected by them.SEVERABILITY OF ANY PROVISIONS:Should any part of this agreement be found by a court of law or equityCANCELLATION OF EVENT:It is mutually agreed that in the event of cancellation of the 83 rd AnnualMeeting as a result of strikes, governmental regulations or other causeswhich would prevent its scheduled opening or continuance, thisagreement will be terminated immediately, and the American ThyroidAssociation shall determine an equitable basis for the refund of suchportion of the exhibit fees as is possible, after due consideration ofexpenditures and commitments already made.• • • ••• • •• •• •• ••

SCHEDULE AT-A-GLANCE83 rd ANNUAL MEETING OF THE AMERICAN THYROID ASSOCIATIONSheraton Puerto Rico Hotel, San Juan, Puerto RicoOctober 16–20, 2013TIMEWEDNESDAYOctober 16THURSDAYOctober 17FRIDAYOctober 18SATURDAYOctober 19SUNDAYOctober 206:007:008:0020th Endocrine FellowsConference(Separate registrationrequired)7:00 AM - 4:00 PMRegistration Open6:30 AM - 5:30 PMICCIDD Early Riser: Iodine6:45 AM - 8:00 AMVan Meter Lecture8:10 AM - 8:55 AMRegistration Open6:30 AM - 5:30 PMEarly Riser: Testing/Thyroid Nodules6:45 AM - 8:00 AMPlenary: Application ofIntegrative Sequencing forPrecision Oncology8:10 AM - 8:55 AMRegistration Open6:30 AM - 5:30 PMEarly Riser: Surgical Mgmtof Thyroid Cancer6:45 AM - 8:00 AMPlenary: Embryonic CellDifferentiation/Thyroid Gland8:10 AM - 8:55 AMRegistration Open8:00 AM - 11:30 AMNovel Therapies forAdvanced Thyroid Cancer8:00 AM - 9:15 AM9:0010:0011:0012:001:002:003:00Satellite UltrasoundCourse7:00 AM - 5:00 PM(Separate registrationrequired)ATA Board of DirectorsMeeting8:30 AM - 2:00 PMExhibitors Move In12:00 PM - 6:30 PMRegistration Opens2:00 PM - 8:30 PMWIT Networking Meeting3:00 PM - 5:00 PMHighlighted Oral Abstracts(4 total)9:00 AM - 10:00 AMExhibit Hall Open10:00 AM - 4:30 PMPoster Review and Break10:00 AM - 11:00 AMMTP Workshops (5 total)11:00 AM - 12:00 PMLunch/PosterReview on Own12:00 PM - 12:55 PMATA Committee/TF Luncheon12:00 PM - 12:55 PMAward Lecture1:00 PM - 1:45 PMOral Abstracts(6 Clinical/6 Basic)1:50 PM - 3:20 PMPoster Review and Break3:20 PM - 3:50 PMSymposia (Clinical/Basic)9:00 AM - 10:15 AMExhibit Hall Open10:00 AM - 4:30 PMPoster Review and Break10:15 AM - 11:15 AMA Bauman Clin Symp/Basic Symp11:15 AM - 12:30 PMLunch/PosterReview on Own12:30 PM - 1:25 PMAward Lecture1:30 PM - 2:15 PMMTP Workshops(5 total)2:20 PM - 3:20 PMClark SawinHistorical Vignette3:25 PM - 3:50 PMShort Call Oral Abstracts(6 total)9:00AM - 10:30 AMBreak9:15 AM - 9:30 AMExhibit Hall Open9:30 AM - 1:30 PM Thyroid CancerPoster Review and Break10:30 AM - 11:30 AMMTP Workshops (5 total)11:30 AM - 12:30 PMLunch/PosterReview on Own12:30 PM - 1:25 PMAward Lecture1:30 PM - 2:15 PMOral Abstracts(4 Clinical/4 Basic)2:20 PM - 3:20 PMSymposia (Clinical/Basic)3:25 PM - 4:40 PMBreak4:40 PM - 4:45 PMTumor Board9:30 AM - 11:00 AM83rd ANNUAL MEETINGENDS11:00 AMAgenda subject tochange.www.thyroid.orgAmerican ThyroidAssociation6066 Leesburg Pike,Suite 550Falls Church, VA 22041Phone: 703-998-8890Fax: 703-998-8893E-mail:thyroid@thyroid.org4:00 Welcome Remarks/Opening Session:Recent Developmentsand Future Challenges5:00 in Thyroidology5:30 PM - 7:30 PMSymposia (Clinical/Basic)3:50 PM - 5:05 PMMolecular Underpinningsof Thyroid CancerDevel. & Growth5:10 PM - 6:25 PMPoster Review and Break3:50 PM - 4:20 PMATA ResearchGrant Recipients4:20 PM -5:05 PMEarly Stages of ThyroidAutoimmunity4:55 PM - 6:10 PM6:00Welcome Reception7:30 PM - 9:00 PMATA Annual BusinessMeeting6:30 PM - 7:30 PM7:00 FREE EVENINGOral Abstracts(6 Clinical/ 6 Basic)5:10 PM - 6:40 PMATA Annual Banquet7:30 PM - 11:00 PMFREE EVENING

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