Exhibitor Prospectus

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Exhibitor Prospectus - Association of Nurses in AIDS Care

R emembering

R ecommitting

R eaching

R eforming


R eno 2010

Implications for the Future of HIV Nursing

23rd Annual Conference

November 18-20, 2010




Exhibitor Prospectus

An Invitation

from ANAC

Dear Health Care Exhibitor:

The Association of Nurses in AIDS Care

would like to extend to you a personal

invitation to exhibit, enjoy a sponsorship

opportunity or advertise in the conference

program for its annual conference in

Reno, Nevada at the Grand Sierra Hotel,

November 18–20, 2010.

As with all exhibitors in this increasingly

competitive and challenging market, you

are looking for the most return on your

exhibition dollar. The Association of

Nurses in AIDS Care Twenty-Third Annual

Conference offers you:

• A broad cross-section of nurses

and other healthcare providers,

from nurse practitioners to educators,

researchers to students,

clinical specialists to nurse managers,

plus many more healthcare


• A beneficial exhibitor - to -

attendee ratio - with less than

fifty exhibitors, the over 600

expected attendees’ attention

is focused on you and your


• Ten full hours of exhibit time

along with numerous and varied

sponsorship opportunities designed

to help you solidify brand

and name recognition to the

ANAC attendees...

plus many more exciting and productive

benefits. This informative conference will

provide you with an excellent opportunity

to meet some of the most informed and

empowered health care providers in the

nation. This group includes decision

makers and prescribers who want to hear

what you have to offer.

Please come and be a part of one of the

most exciting and well-attended healthcare

conferences this year. Take a moment

to review this prospectus and reserve your

exhibit space, advertising and sponsorship

opportunities today.

On behalf of the Board of Directors and

the membership of ANAC, thank you for

your ongoing support and interest in participating

in our annual conference. We

look forward to seeing you in Reno.

Highly Qualified Attendees

In this focused environment, you will have direct access to a large community

of influential nurses in the practice of HIV/AIDS care, many of whom have

prescriptive authority. In 2009, ANAC had over 600 attendees, and we are

aiming to break that record in 2010 by welcoming 600+ attendees to Reno.

Cost Effective

Reduce sales costs by exhibiting at the ANAC Conference. Research shows

the cost to close a sale to a prospect from a trade show is almost two-thirds

less than the cost of closing a sale in the field.

Educational and Networking Environment

Our nurse members are important decision makers when it comes to treatment

modalities. They understand client needs and implement treatment

strategies that enhance the effectiveness of pharmaceutical therapies. The

ANAC Conference is the educational and networking forum where you can

obtain increased visibility by participating in group meals, educational sessions

and social opportunities.

Reno, Nevada

It’s no wonder more than 300,000 people make the Reno-Tahoe area their

home and why 5.1 million people visit every year. A chain of high-peaked

mountains surround the region in every direction. The geography ranges from

high desert hills to valleys covered with deciduous and evergreen trees. A

river flows casually through the heart of the city and among an eclectic mix of

stately manors, quaint churches, sleek high rises, city parks and casinos.

Shopping malls and new residential developments canvas the city limits and

are nestled against mountains that offer endless outdoor recreation, and cradle

the magnificent Lake Tahoe.

In addition to the area’s spectacular beauty, Reno-Tahoe offers an extraordinary

mix of history and culture, world-class ski and golf resorts, 24-hour

gaming and entertainment, a mild climate with four distinct seasons, a healthy,

diverse economy, and community spirit as strong as ever.

Exhibit Area

The exhibits will be located in the Reno Ballroom at the Grand Sierra Hotel.

Set up will be on Thursday, November 18 from noon until 5:00 p.m. and Friday,

November 19 from 8:00 a.m. to 12:00 noon, with the exhibits

opening at 12:00 noon. Running concurrently with the opening of the exhibit

hall is the formal poster session and a luncheon, both in the

exhibit hall, designed to bring attendees together to eat, meet exhibitors and

view posters. This combination of events is an exciting and alluring draw for

attendees to come to the exhibit hall.

The exhibition days are Friday, November 19 from noon to 5:00 p.m. with the

luncheon occurring from 12:00 p.m. to 1:45 p.m. On Saturday, November 20,

exhibits are open from 8:00 a.m. to 1:00 p.m., with a coffee break and an

informal poster session from 10:15 to 10:45 a.m., also held in the exhibit hall.

Dismantling will be November 20 beginning at 1:00 p.m. and continuing until

4:00 p.m.



Reserve space by October 15, 2010. Go to www.nursesinaidscare.org and

click onto the conference section of the website for information and print out

the form that you will need to complete and send back to ANAC.

If inserts are received late, they will not be placed in bags but will be available

for registrant pick-up. No refunds will be given. COST: $1,500.00

2 Twenty-Third Annual ANAC Conference

Exhibit Space Rental Fees

8' x 10' Booth

Early Bird—On or before August 27, 2010

$3,000 per booth

$1,500 per booth for non-profit organizations*

After August 27, 2010

$3,250 per booth

$1,750 per booth for non-profit organizations*

*must provide proof of non-profit status

2010 Exhibit Dates and Hours

Thursday, November 18

Noon – 5:00 p.m. Move in

Friday, November 19

8:00 a.m. – 12:00 noon Move in

12:00 noon – 5:00 p.m. Exhibit Hall Open

Lunch and Poster

Reception from Noon

to 1:45 pm

Saturday, November 20

8:00 a.m.– 1:00 p.m. Exhibit Hall Open

Coffee in the Exhibit

Hall from 10:15 to

10:45 am

1:00 p.m. – 4:00 p.m. Move out

What Rental Fee Covers

• Pipe and drape

• 7" x 44" one line identification sign

• Floor space with general overhead lighting and air


• 24-hour security, from move-in through move-out

• Daily cleaning of exhibit hall

• Two full conference registrations (one conference

registration for non-profits)

• Fast “Exhibitor Only” registration

• Listing of company name, address, telephone and

product information in Final Conference Program

(see Exhibit Application and Contract)


All exhibitors are responsible for making their own

hotel reservations directly with the headquarters hotel,

the Grand Sierra Hotel by calling 800-648-5080.

The room rate is $99.00 (Grand Sierra Guestrooms) or

$129.00 (Luxury Summit Guestrooms) / night plus tax

and other charges for reservations made by

October 25, 2010 or until the block is filled, whichever

comes first. You must use Group Code ANAC to

receive the reduced rate.

Official Service Contractor

GES Exposition Services

Exhibitor Services Department

Phone: (800) 475-2098 Fax: (866) 329-1437


ANAC Corporate Membership

ANAC is the professional organization for HIV/AIDS

nurses. Our membership constitutes a valuable market

for HIV-related pharmaceuticals and healthcare

products. All of our nurses participate in treatment

decisions while working with healthcare teams, and

one-third of our nurses have prescriptive authority. An

investment in ANAC is an investment in the health and

welfare of all people living with HIV disease. As a

corporate member, you receive the following benefits:

Benefactor – $10,000+

• A premium exhibit booth space at annual conference

that includes two free registrations for your


• Subscription to the Journal of the Association of

Nurses in AIDS Care (JANAC) and the Association

newsletter, ANACdotes

• First option for conference and programmatic sponsorships

• 25% discounted rate for use of the ANAC membership


• Company logo to appear on ANAC’s website for

duration of membership

• Recognition on all donor lists (e.g. annual report)

Supporter – $5,000-9,999

• 50% discounted fee for exhibit booth space at annual

conference that includes two free registrations

for your personnel

• Subscription to the Journal of the Association of

Nurses in AIDS Care (JANAC) and the Association

newsletter, ANACdotes

• Preferred opportunities for conference and programmatic


• 15% discounted rate for use of the ANAC membership


• Company logo to appear on ANAC’s website for

duration of membership

• Recognition on all donor lists (e.g. annual report)

Contributor – $2,500-4,999

• Subscription to the Journal of the Association of

Nurses in AIDS Care (JANAC) and the Association

newsletter, ANACdotes

• Opportunities for conference and programmatic


• 10% discounted rate for use of the ANAC membership


• Recognition of your support to be listed on ANAC’s

website for duration of membership

• Recognition on all donor lists (e.g. annual report)

Corporate charitable contributions of under $2,500 are encouraged.

All annual fund contributors will be listed in ANAC’s annual

report and donor listings in all print materials.

Twenty-Third Annual ANAC Conference 3

Exhibit Application & Contract

Print or type all information requested. Sign this copy and mail it with full payment in U.S. dollars by August 27, 2010 to:

Association of Nurses in AIDS Care, Attn.: Kathy Reihl, 3538 Ridgewood Road, Akron, OH 44333-3122; Questions? 800-

260-6780 to speak with Kathy Reihl; or email Kathy@anacnet.org.


Space Confirmation, Exhibitor Service Manual and other information should be mailed to:

Contact Person ____________________________________________________________________________________________

Company __________________________________________________________________________________________________

Mailing Address ____________________________________________________________________________________________

City ___________________________________________________________________ State________________ Zip ______________________

Phone ___________________________________ Fax ________________________________

Email _________________________________

We enclose herewith full payment for our booth choice and additional personnel as indicated below. We have read, understand and agree to the

terms of exhibiting at the Association of Nurses in AIDS Care 23rd Annual Conference found on the following page.

Authorized Signature _________________________________________________________________________ Date _____________________

Exhibit Space

Please reserve the following number of booths: Quantity Amount

$3,000 per booth (on or before August 27, 2010) _____________ $ ____________

$1,500 per booth for non-profit organizations* _____________ $ ____________

$3,250 per booth (after August 27, 2010) _____________ $ ____________

$1,750 per booth for non-profit organizations* _____________ $ ____________

Additional Personnel at $210/person _____________ $ ____________

*must provide proof of not-for-profit status at the time of application submission TOTAL $ ____________

Preferred Location

1st___________ 2nd _________ 3rd __________ 4th ___________

I understand space will be assigned by exhibit management on the basis of the order contracts are received. Every effort

will be made to assign a booth in one of the above areas. However, if none of the spaces are available, exhibit management

will assign the best space available. Please avoid (if possible) space assignment adjacent to the following companies:


Booth Personnel

Indicate the names of the two individuals per booth who will be at the Twenty-Third Annual Conference. Non-profits receive one

individual per booth. Please note that no changes to personnel may be made after November 8, 2010. Changes to representative(s)

(including but not limited to substitutions or additions to personnel) will result in a $150 per change fee, payable prior to the

changed representative’s admission to the Exhibit Hall. This change fee is exclusive of and in addition to the additional personnel

fee of $210 per representative for more than two representatives.

Name ______________________________________________________

Name ______________________________________________________

Additional Personnel (List up to 4): We would like to register the following additional personnel at $210 each.

Name ______________________________________________________

Name ______________________________________________________

Name ______________________________________________________

Name ______________________________________________________

Company Sign

Company Name __________________________________________________________________________________

IMPORTANT: Product Information – 50 Words or Less:

4 Twenty-Third Annual ANAC Conference

These Rules and Regulations are to be construed

as part of all space contracts. ANAC reserves

the right to interpret them as well as to

make final decisions on all points not specifically


1. Assignment of Space—Booths will be assigned

on the order the applications are received,

subject to availability of space preferences,

special needs and compatibility of exhibitors.

Every effort will be made to respect

the exhibitors’ space choices whenever possible

but the Association of Nurses in AIDS Care

(hereinafter known as “exhibit management”)

decisions shall be final. Exhibit management

reserves the right to transfer assignments when

such action is deemed to be in the best interest

of the total exhibit effort.

2. Payment—Full payment is required with

this application. Make all checks payable to the

Association of Nurses in AIDS Care, 3538

Ridgewood Road, Akron, OH 44333-3122. Telephone

inquiries 800-260-6780. All fee payments

must be made by check or draft in U.S. dollars

drawn on a U.S. bank.

3. Eligible Exhibits—Exhibit management

reserves the right to determine the eligibility of

any company or product for inclusion in the exposition.

4. Cancellation—Should the exhibitor be unable

to occupy and use the exhibit space contracted

for, it shall promptly notify exhibit management

in writing. All sums paid by the exhibitor,

less a service charge of 50% of the net

contract price, will be refunded. No refund or

cancellation will be made on or after October

15, 2010.

5. Booth Rental, Inclusions—General overhead

illumination, air-conditioning and 24-hour

general security guard service. All single booths

are 8' x 10' unless indicated and include pipe

and drape, a standard one-line company identification

sign (7" x 44").

6. Contractor Service and Information—

Exhibit management has, in the best interest of

the exhibitors, selected GES Exposition to

serve as general contractors to provide various

services to the exhibitors. It is further agreed

that the exhibitor will abide by and comply with

rules and regulations concerning local unions

having agreements with the exposition facility

or with authorized contractors employed by

show management. Complete information, instructions

and a schedule of prices regarding

drayage, labor for erecting and dismantling,

electrical work, furniture, cleaning, etc. will be

included in the Exhibitor Service manual, to be

forwarded after space has been confirmed. An

Exhibitors’ Service Center will be maintained

on the exhibit floor to facilitate requests from


7. Security—Guard service will be provided.

However, each exhibitor should make provisions

to safeguard its goods from the time they

are placed in the booth until the time they are

removed. Exhibit management is not responsible

for the loss or damage due to any cause.

Each party agrees to be responsible for its own

property through insurance or self-insurance

and shall hold harmless each of the other parties

for any and all damage caused by theft or

any other peril.

8. Booth Construction and Arrangement—

Exhibits shall be arranged so as to not obstruct

the general view, nor hide the exhibits of


9. No Dismantling Will Be Permitted Before

Closing Time—No exhibitor shall prior to

Exhibit Rules and Regulations

official closing of the exposition, pack or remove

articles on exhibit without permission and approval

in writing from exhibit management.

10. Use of Exhibit Space—Exhibitors agree

not to assign or sublet any space allotted to it

without written consent of exhibit management

nor to display or advertise goods other than

those manufactured or carried by it in the regular

course of business. No persons, firm or organization

not having contracted with exhibit

management for the occupancy of space in the

exhibit will be permitted to display or demonstrate

its products, processes or services, distribute

advertising materials in the halls or corridors,

or in any other way occupy or use the

facilities for a purpose inconsistent with these

regulations. It is expressly agreed by the exhibitor

that in the event it fails to install its products

in its space or fails to pay the space rental

at the time specified, exhibit management shall

have the right to take possession of said space

and lease same or any part thereof to such parties

and upon such terms and conditions as it

may deem proper.

11. Exhibitor Representative—Each exhibitor

must name at least one person and not more

than two to be its representative in connection

with installation, operation, and removal of the

exhibit. Such representative shall be authorized

to enter into such service contracts as may be

necessary and for which the exhibitor shall be

responsible. No changes to representative(s)

may be made after November 8, 2010. After

that date, changes to representative(s)

(including but not limited to substitutions or

additions to personnel) will result in a $150

per change fee, payable prior to the changed

representative’s admission to the Exhibit

Hall. This change fee is exclusive of and in

addition to any other fees that may be assessed,

such as additional personnel fees of $210 per

representative for more than two representatives.

12. Restriction—Exhibit management reserves

the right to restrict exhibits which are

objectionable because of noise, glaring or flashing

lights, methods of operation, or any other

reason, and also to prohibit or evict any exhibit

which, in the opinion of exhibit management,

may detract from the general character of the

exhibit. This reservation includes persons,

things, conduct, printed matter or anything exhibit

management judges to be objectionable.

In the event of such restriction or eviction, exhibit

management is not liable for any refund of

any amount paid hereunder. No display material

exposing an unfinished surface to neighboring

booths will be permitted.

Demonstration must be so that crowds collected

will be within the exhibitor’s space, and

not blocking aisles or neighboring exhibits. Contests

of any kind must first be approved in writing

by exhibit management. The playing of

music is prohibited on the exhibit floor.

13. Exhibitor Activities—Exhibitor agrees

not to schedule or conduct any outside activity

including, but not limited to, receptions,

seminars, symposiums and hospitality suites

that are in conflict with the official program of

the ANAC conference, whether such activities

are held at or away from the hotel, except with

written approval of exhibit management. Exhibitor

will submit to exhibit management no less

than 30 days prior to the exhibit date any program

exhibitor intends to hold at or in conjunction

with its exhibits for written approval as to

time and place.

14. Responsibility—If the exhibitor fails to

comply in any respect with the terms of this

agreement, exhibit management shall have the

right, without notice to the exhibitor, to offer said

space to another exhibitor or to use said space

in any other manner, but this shall not be construed

as affecting the responsibility of the exhibitor

to pay the full amount specified by the


15. Compliance—The exhibitor assumes all

responsibility for compliance with all pertinent

ordinances, regulations and codes of duly authorized

local, state and federal governing bodies

concerning fire, safety, health, together with

the rules and regulations of the operators and/

or owners of the property wherein the exhibit is

held. Federal, state and city laws must be

strictly observed. Cloth decorations must be

flame proof. Wiring must comply with the fire

department and underwriters’ rules.

16. Liability—The ANAC, exhibit management

and the Grand Sierra Hotel, their agents

and employees will not be responsible for any

loss, theft, or damage to property of the exhibitor,

its employees, or representatives. Further,

exhibit management will not be liable for

damage or injury to persons or property during

the term of this agreement from any cause whatsoever

by reason of the use or occupancy of

the exhibit space by the exhibitor or its assigns,

and the exhibitor shall indemnify and hold harmless

exhibit management from any cause whatsoever.

If the exhibitor’s materials fail to arrive,

the exhibitor is nevertheless responsible for all

amounts due hereunder. Exhibitors are requested

to carry special insurance to cover exhibit

material against damage and loss, and

public liability insurance against injury to the

person and property of others.

17. Cancellation or Termination of Exposition—In

the event that the premises where

the exposition is to be held shall, in the sole

determination of exhibit management, become

unfit or unavailable for occupancy, or shall be

substantially interfered with, by reason of picketing,

strike, embargo, injunction, act of war, act

of terrorism, act of God, fire or state of emergency

declared by any government agency or

by reason of any municipal, state or federal law

or regulation by or reason of any other occurrence

beyond the control of exhibit management,

exhibit management may cancel or terminate

the exposition. In the event of such cancellation

or termination, the exhibitor waives any

and all claims the exhibitor might have against

exhibit management for damages or expenses

and agrees to accept in complete settlement and

discharge of all claims against exhibit management

the exhibitor’s pro rata share of the total

amount paid by all exhibitors less all costs and

expenses incurred by exhibit management in

connection with the exposition including a reserve

for future claims and expenses in connection

therewith. In case exhibit management shall

for any reason determine to cancel or terminate

the exposition, the exhibitor waives all claims

the exhibitor might have against exhibit management

for damages or expenses and agrees

to accept in complete satisfaction and discharge

of all claims against management a refund of all

amounts paid by the exhibitor to exhibit management

in accordance with this agreement.

18. Management—Exhibit management reserves

the right to interpret, amend and enforce

these regulations as it deems proper to assure

the success of the exposition.

Twenty-Third Annual ANAC Conference 5

Association of Nurses in AIDS Care Twenty-Third Annual Conference

Remembering, Recommitting, Reaching, Reforming:

Implications for the Future of HIV Nursing

November 18–20, 2010

Sponsorship Opportunities

The 23rd Annual Conference of the Association of Nurses in AIDS Care’s selected sponsorship

opportunities provide conference supporters with a number of ways to enhance their visibility

and association with the event. ANAC has selected the following opportunities to allow each

sponsor unique ways of associating brands or messages with different aspects of the conference.

Please contact Kimberly Carbaugh, Kimberly@anacnet.org regarding these or other

sponsorship opportunities.

Conference Opening Ceremony and Keynote Address: $15,000

The Keynote Address is a highlight of the Conference, and is attended by all delegates. This

opportunity enables the sponsor to provide an important piece of the conference program for

all delegates, as well as receive broad recognition and visibility. Sponsor benefits include complimentary

exhibit booth, five complimentary full registrations and prominent recognition in the

Conference Program.

Lunch in the Exhibit Hall: $10,000

On Friday, November 19, ANAC offers lunch for all attendees and exhibitors in the Exhibit Hall.

This broadens exposure for exhibitors and give attendees an extended networking opportunity.

Sponsoring this lunch will provide your company with the heightened recognition and

much appreciation from attendees. ANAC will list the sponsor in the Conference program and

will recognize the sponsor on signage at the lunch.

Conference Session Break: $5,000

This opportunity enables ANAC to offer all registrants a session break including assorted

beverages and snacks. Sponsor will receive recognition in the final conference program and

on signage at the session break.

Please contact Kimberly Carbaugh, Kimberly@anacnet.org or call 800-260-6780 no later than

September 30, 2010 to reserve your sponsorship or to discuss other opportunities.

6 Twenty-Third Annual ANAC Conference

Official Program Insertion Order for ADVERTISING

Take advantage of the opportunities to advertise, publicize your booth number or special exhibit features in the ANAC

Program Guides. The Final Program is the primary source of information for all meeting attendees and is distributed to all

registrants. It contains detailed information on all annual meeting activities, including a map of the exhibit hall, and lists of

exhibitors and program advertisers.

Company ____________________________________________________________________________________________

Contact ___________________________________________________________________________________________________


Signature __________________________________________________________________________________________________

Address ___________________________________________________________________________________________________

City ___________________________________________________________________

State________________ Zip ______________________

Phone ___________________________________ Fax ________________________________

Email _________________________________

Space Selection: Preliminary Final

Full page (4.75" wide x 7.875", live area) $1,365 $1,600.00 $ ____________

Half page (4.75" wide x 3.875", live area) $1,050 $1,000.00 $ ____________

4 Color Process additional $1,470 $1,800.00 $ ____________

Preferred Position (full page)

Inside Front Cover $1,785 $2,800.00 $ ____________

Inside Back Cover $1,630 $2,600.00 $ ____________

Back Cover $2,200 $3,200.00 $ ____________

Opposite Tab Divider (Only Final Conference Book) $2,560.00 $ ____________

Opposite Conference at a Glance $1,785 $2,860.00 $ ____________

15% Discount to Advertising Agencies $1,365 $1,448.40 $ (____________)

Total Enclosed for Advertising

$ ____________

Mechanical Specifications:

Program Trim Size


Image Resolution

5.5" x 8.5" for the final program

PDF (“Press Quality” PDF 1.4), or EPS (Illustrator 8, all type converted to paths/outlines),

accompanied by hard copy proof.

300 dpi

Deadline Final Program Artwork due October 18, 2010

Mailing Instructions:

Forward all correspondence and questions to: Andrea Weber, Association of Nurses in AIDS Care, 3538 Ridgewood Road,

Akron, OH 44333. Fax: 330-670-0109, Phone: 330-670-0101, E-mail andrea@anacnet.org.

Please fax insertion order and have final artwork to Andrea Weber by October 16, 2010.

Advertising rates are net of agency commission.

Twenty-Third Annual ANAC Conference 7

Exhibit Hall Floor Plan

Grand Sierra Hotel,

Reno, Nevada

The Association of Nurses in AIDS Care

November 18–20, 2010


AIDS Healthcare Foundation/

Positive Healthcare

Boehringer Ingelheim


Calmoseptine, Inc.

Centers for Disease Control &

Prevention’s Prevention IS

Care Campaign

CVS Caremark/CarePlus

Diplomat Specialty Pharmacy

Elsevier, Inc.

Gilead Sciences

Thank You 2009 ANAC Exhibitors

GlaxoSmithKline, Inc

Lasting Impressions Jewelers


Monogram Biosciences

National HIV/AIDS Clinicians’

Consultation Center

National Library of Medicine

National Network of STD/HIV Prevention

Training Centers (NNPTC)

National Quality Center

NIH HIV/AIDS Research Programs

Nurses for Africa

Pfizer, Inc.

Physicians for Human Rights


Ryan White Planning Council



The Apothecary Shops/The Specialty


The Gideons International

Tibotec Therapeutics

Until There’s a Cure

Virco Lab, Inc.

Walgreens Specialty Pharmacy

8 Twenty-Third Annual ANAC Conference

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