American Epilepsy Society Exhibitor Information Webinar #2

American Epilepsy Society Exhibitor Information Webinar #2

September 15, 10 AM central

Agenda

2American Epilepsy Society | 2021 Annual Meeting | Chicago IL | #AES2021

Welcome Steve S. Chung, MD, FAES

Sponsorships & Advertising Susan Oliver

Exhibits, Registration & Housing Noreen Burke

Decorating Stacy Muller & Sheila LeMaster

Healthy & Safety Eileen Murray

ICWs Emily Thompson

Learning Objectives


Steve S. Chung, MD, FAESChair, Corporate Advisory Committee

American Epilepsy Society

Chairman of NeurologyExecutive Director, Neuroscience Institute

Banner University Medical Center


Susan J. Oliver, MBAAssociate Executive Director, Advancement


Range of Opportunities


• Exhibit booth

• Innovation pavilions (1 left)

• Product Theater (1 left)

• Sponsorships

• Advertising (IOs due now)

• Scientific exhibits (2 left)

• Med ed grants

• AES Fellows Program grants

• Equipment auction

• Satellite Education (1 for Friday)

• Offices on show floor (deadline 9/24)

• Pre and post attendee mailing list (approx 11/11 and 1/07)

• Epilepsy Currents advertising (closing 9/28)

Inventory Status: What’s Left?High end Sponsorship of 75th Annual Meeting celebration, hotel key cards, exclusive email (Monday), stick-and-stack ribbon area in Member Center, Product Theater, attendee lounge, career center, lunches in exhibit hallMediumPark benches in exhibit hall, cell phone chargers, Epilepsy Leadership Council, equipment auction, hand sanitizers, EEG training session, Footprints to BoothMost affordable Program book ads, abstract guide ads, media wall ads, Saturday shared door drop, Passport to Prizes booth traffic promotion, water coolers, coffee breaks, SIGsComplimentary Pre- and post-meeting attendee snail mail list


AES 2021 Digital Select Virtual Platform

• Landing page will include navigation to EXHIBITORS

• Exhibitor Directory: uses description submitted for program book

• Options on the EXHIBITOR page:- EXHIBITOR DIRECTORY- VIRTUAL TOTE BAG- COMPANIES BY RECOGNITION LEVEL


Recognition of Industry Supporters• Expenditures included:

o Booth, pavilion, offices, advertising (including Currents), sponsorships, med ed grants (at meeting and year-round), grants supporting AES research & training programs, satellite symposia fees, scientific exhibits, philanthropy. Meeting registrations and ICWs are NOT included.

• Recognition in signage, program book, Digital Select platform

• Invitations to President’s Reception

• Other benefits in prospectus

FRIDAY EVENING: INDUSTRY THANK YOU HOURSATURDAY: PRESENTATION OF RECOGNITION AWARDSSUNDAY EVENING: PRESIDENT’S RECEPTION (ticketed)SUNDAY & MONDAY: AES MEETING WITH YOUR COMPANY


Where to find information


Things you need to know

• If you purchase an exclusive item, you have right of first refusal for that same item in 2022 if AES offers it.

• Any item that goes to AES members or attendees must be approved in advance by AES: send to [email protected]. Allow 2 business days.

• Program book advertising insertion orders are due NOW. For maximum recognition, all other commitments by October 29. We will work with you after this date, but can’t guarantee recognition in on-site signage.


mailto:[email protected]

Deadlines


• Print program book insertion orders: DUE NOW• Final art due for print program book: 9/27• Closing date for Epilepsy Currents show issue: 9/27• Signed orders due if you want recognition in program book: 9/27• Deadline for recognition in on-site signage: 10/29• Deadline to reserve Passport to Prizes slot: 10/29• Insertion orders due for media wall: 11/01• Comp registrations based on spending added to allotment: early November• Insertion orders due for door drop: 11/15• All MOAs and LOAs and Ios signed and filed: Thanksgiving


Noreen Burke, CEMAES Exhibit Manager

Corcoran Expositions, Inc.

Exhibitor Registration

• Register in advance to avoid having to wait in line at onsite registration.

• If exhibitors wish to attend educational sessions during the meeting, select Exhibitor Full Conference (EXFC) when registering.

• Registration and Housing contact: [email protected]



AES Exhibitor Housing - Dates

• October 12 - Last day to request a room block.• October 15 - Rooming list is due; any unused rooms in your block will be released back into

inventory. Releasing any rooms after this date will be considered a room night not picked up.• November 15 - The deadline to request a registration refund and complete any name changes

in your rooming block.• November 22 - All hotel cancellations must be received by email or fax by 7:00 AM PT to avoid

being charged a one-night, non-refundable deposit.• November 22 – 25 - Dark Period: No changes or cancellations can be made with Maritz Global

Events or the hotels. Thank you for your patience as we turn all reservation information over to the hotels.

• November 23 - A one-night, non-refundable deposit (room and tax) representing the first night of your reservation will be charged to your credit card.

• November 26 - You may contact your hotel directly for any necessary changes.


Promoting Your Presence at the Meeting

• Pre-show list / post-show list• Invite your contacts to the show (complimentary exhibit

hall passes)• Answer this question: Why should attendees visit your

booth?• Consider Boothmanship & Follow-Up


Giveaways

• Must be approved by AES by November 1• Must comply with your company’s AdvaMed and

PhRMA guidelines• Educational / modest value• Limited to items found in a physician’s office (not

company product) • No bags or notebooks are allowed to be distributed

at the meeting


Exhibit Hall Access

• Exhibit staff - exhibit only or exhibitor full conference passes to access hall

• Exhibit badges only allow access to exhibit hall. Access includes:• Exhibitor Appointed Contractors (EACs)

o EACs or staff setting up and tearing down your booth – wristbandso EAC forms must be sent to GES by October 29o Upload COIs to CertFocus through the GES Exhibitor Manual for a $21

fee

• Move-in hours: exhibitors needing more time for set-up may stay after posted hours, but may not leave and re-enter the hall after the posted move-in hours have ended. GES desk will close at the end of posted hours.


Overview of Exhibit Hall

Level 3 is where you want to be!• Exhibit Hall with many

attractions to draw attendees• Posters• Lunch daily• Beverage breaks• Innovation Pavilions• Career Center• Product Theatre

• Registration• Plenary Sessions


Get Your Music City Center Booth at a Discount in Chicago!AES 2022: December 2 – 6, 2022 in NASHVILLE, TN

• AES point system determines who picks when, and in what order

• Sign up will be held December 4-6, 2021 on-site in Chicago

• Appointment times will be sent out to exhibitors the week of Thanksgiving

• Exclusive opportunity to select booth space in advance

• Show-only discount! $100 discount per 10x10 if you renew at AES 2021



Stacy Muller, CEMSenior Client Services Manager

GES

GES Expresso site and National Servicenter®


Use your Official Services Contractor as a resource. Our representatives are knowledgeable and can assist you with the navigation of the Expresso ordering website and the placement of orders.

GES Expresso is a website that contains dates, times and other important information for the show. The link will be sent out via GES Marketing emails and is currently on the AES website.

Expresso site: http://ordering.ges.com/071601596Online Chat ~ M-F 6am-230pm PST: www.ges.com/chat NSC Help Desk ~ M-F 6am-230pm PST: (800) 801-7648

SAVE MONEY AND TAKE ADVANTAGE OF THE DISCOUNT PRICES!! Advanced Deadline Date for best pricing is: Friday, Nov 12th

http://ordering.ges.com/071601596

Shipping and Material Handling Info

Below are some guidelines to help your shipments to show site become

more efficient and easy:• Separate labels for each package • Labels should have show name, exhibitor name, facility name, booth number, cell phone number • Use labels provided on the GES Expresso site• Remove old labels from your boxes and containers before shipping. • Shipments can be sent to the Advanced Warehouse between November 1st through November

24th without surcharges.• Shipments sent Direct to Show Site should only arrive from December 2nd through December 3rd

to the McCormick Place.• Keep tracking or pro numbers and carrier contact info handy.• What is Material Handling (Drayage)?

o It is the unloading of your exhibit materials, delivery to your booth, handling of empty containers to and from storage, and removal of your materials from your booth for reloading. Material handling charges are calculated on a per hundred lbs. weight basis.


Union Jurisdictions in Chicago


An Exhibitor Employee may perform work in a booth of any size. They can work within the booth using their own ladders or hand tools, cordless tools, power tools and other tools designated by McCormick Place/SMG. An exhibitor and exhibitor employees are prohibited at all times from using scooters, forklifts, genie lifts, pallet jacks, condors, scaffolding, scissor lifts, motorized dollies, or similar motorized or hydraulic equipment on Authority premises.

For more detailed information on what can and cannot be done at the McCormick Place in Chicago, please read the Exhibitor Bill of Rights on the GES Expresso site under the left tab - Regulations and Guidelines: https://ordering.ges.com/071601596/regs

https://ordering.ges.com/071601596/regs


Obtaining Your Show Site Contact Information


Sample Move-In and Move-Out Emails


Embracing Technology via Texting


Helpful Signage at Show Site


Preliminary Invoices


Texting Campaigns


Material Handling Release form/ Requesting shipping Labels• The Material Handling Release form can be submitted anytime before the show closes and after. You can access

it on GES Expresso / moveout / GES Move Out Notice.

• The sooner the better – GES highly recommends you submit your material handling release form Now, no need to wait. If there are changes to your information, No Stress! Update the form by texting the show site texting number.

• The QR Code can be found at the service centers and a link to access the outbound material handling release form will also be texted through our texting campaigns (if your contact is in our system).

• If you need labels, you can also request those in advance on Expresso. Please see below to easily locate the label request.


Material Handling Outbound Release Forms/BOL


Material Handling Outbound Release Forms/BOL


Health and Safety


Eileen M. Murray, MM, CAEExecutive Director


Health and Safety Requirements Per AES Board of Directors

• Full vaccination for COVID-19 must be completed at least fourteen days before arriving on-site in Chicago.

• AES is contracting with a third-party partner to manage vaccination verification through an app

• Masks will be required per guidelines in place at the time of AES 2021 from the World Health Organization, the Centers for Disease Control, the state of Illinois, and the city of Chicago.



Emily ThompsonMeetings & Events Planner


ICW = In Conjunction With • Events must be submitted and approved by AES, regardless of location

• Approval obtained prior to promotion and implementation of event

• Submit on-line request form

• Non-refundable administrative fee: $400 (up to 4 hours); $550 (4 – 8 hours)

• Acknowledgement emailed automatically

• AES contacts you with questions

• Hotel and catering department contacts you to plan details & to arrange payment

• Available times:


How to find ICWs guidelines and application on our Annual Meeting Website


ICW Dates


ACTION ITEMS DATEMeeting space requests opened Tuesday, August 31

Deadline to request meeting space Friday, October 29

Facility event manager contacts youmid October to mid-November

Room assignments confirmed Mid-November

Submit requests online

https://www.aesnet.org/2021-annual-meeting/2021-general-information/icw-meetings-and-events


QUESTIONS?Susan Oliver, Associate Executive Director, Advancement:

[email protected] Burke, AES Exhibit Manager: [email protected]

Housing/Registration, Maritz: [email protected] Current Advertising, Mac McKay: [email protected]

ICWs: [email protected]




https://urldefense.proofpoint.com/v2/url?u=http-3A__mac.mckay-40sagepub.com&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=qDNivVU6RrCvDZVv12vgiL_Xpwkc4bwMFIkaPPxjivQ&m=1CpPjuDgj3x7lNjaQkh6oS923E9TQBV0GcpLqtC1Enc&s=wBlVgwoRetwRpw5cVyk9J_AJ60zWrT23naqFyIglN94&e=


Documents

American Epilepsy Society Exhibitor Information Webinar #2