EXHIBIT PROSPECTUS

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EXHIBIT PROSPECTUS

VOS 71st ANNUAL MEETING

About VOS

The Virginia Orthopaedic Society is a professional member organization made up of licensed Orthopaedic Surgeons

across the state of Virginia.

Orthopaedic surgery is a diverse medical specialty that addresses the care of bones and joints, among other things.

These surgeons have advanced medical training that prepares them to take care of musculoskeletal problems that may

or may not require surgery. This includes arthritis, joint replacement, sports medicine, arthroscopic surgery, spine

and disc problems, scoliosis, hand problems, foot problems, trauma, and broken bones.

The Mission of VOS

The Virginia Orthopaedic Society’s (VOS) mission is to be the premier voice for musculoskeletal health care in the

Commonwealth of Virginia, working to enhance the overall quality of orthopaedic care and to create a favorable

environment for its delivery.

Invitation to Support

The Virginia Orthopaedic Society is pleased to invite your

organization to increase your visibility and strengthen

relationships with leaders in orthopedic surgery. Industry

support is key to the success of this conference and demonstrates

your commitment to improving patient care.

With unopposed exhibit hours, you will have an opportunity to

generate new leads with orthopaedic surgeons.

VOS Annual Meeting Program

The 71st Virginia Orthopaedic Society Annual Meeting program will cover

educational needs related to current techniques and evaluation of

orthopedic issues that present themselves to the general and practicing

orthopedist on a daily basis.

Target Audience

This program is intended for general orthopaedic surgeons.

We anticipate 100-125 attendees at the VOS Annual Meeting.

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Exhibit Application Procedures

To apply for exhibit space and view the exhibit hall floor plan, visit

http://www.vos.org/exhibitor-information/. The Exhibit Agreement is

an online form.

Payment can be made by credit card or check.

To pay by credit card, fill in the payment details of the exhibit

agreement.

To pay by check, mark “check” as the payment method on the Exhibit

Agreement. Make the check payable to Virginia Orthopaedic Society

and mail it to: VOS Attn: Dana Gibson 2209 Dickens Road Richmond, Virginia 23230

A minimum of 50% of the exhibit fee is due when the Exhibit

Agreement is submitted. Payment is due in full by February 20,

2018.

Payment for an Exhibit/Sponsor Agreement submitted after

February 20 must be paid in full at the time of application.

The VOS taxpayer identification number is 54-1233714 and the W-9 is

available upon request. Contact Dana Gibson dana@societyhq.com.

Exhibit Space

Exhibit space is assigned on a first come, first served basis.

Exhibit agreements must be submitted prior to exhibit space being

assigned.

To be listed on the printed meeting materials, you must submit your

exhibit agreement, including full payment, by March 15, 2018.

Every effort will be made to accommodate special requests. The VOS cannot

guarantee preferences for exhibit space locations.

The VOS reserves the right to add, move or remove exhibit tables if

necessary. The floor plan is subject to change.

General Exhibit Information

Exhibit Date: April 20-21, 2018

Exhibit Move-in Hours*

Friday, April 20, 2018 2:00 – 5:00 pm

Exhibit Space Includes

▪ 6 ft table, skirted

▪ 2 chairs

▪ 8’ x 8’ area for a single

tabletop exhibit

See high exhibit level

packages for additional

exhibit space details.

Cancellation Policy

Written cancellations

received in the VOS office

by February 20, 2018 will

receive a 50%

refund. There are no

refunds for cancellations

received after December 1,

2017.

Liability

Exhibitor assumes all risks

and responsibilities for

accidents, injuries or

damages to person or

property and agrees to

indemnify and hold

harmless the Virginia

Orthopaedic Society, its

officers, directors, trustees,

employees, agents and

contractors, from any and

all claims, liabilities, losses,

costs and expenses

(including attorneys’ fees)

arising from or in

connection with Exhibitor’s

participation in the Activity.

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Exhibit Hours*

Friday, April 20, 2018 Welcome Reception and Quiz

Bowl with Exhibitors 5:30 – 7:00 pm

Saturday, April 21, 2018

Breakfast with Exhibitors 6:15 – 7:30 am

Coffee Break with Exhibitors 10:00 – 10:30 am

Lunch with Exhibitors 12:30 – 1:30 pm Exhibit Move-out Hours*

Saturday, April 21, 2018 1:30 – 3:00 pm *Times are subject to change.

Prize Drawing

All exhibitors will be included in a VOS prize give-away to increase traffic to your exhibit booth. Attendees will be given a card for exhibitors to initial next to their company name during exhibit hours. Participants will be entered into a prize drawing. Drawings will take place in the exhibit hall and participants must be present to win.

Exhibit Packages

PREMIER EXHIBITOR $15,000

Recognition in the mobile meeting guide and on meeting signage and slides

Recognition on the VOS conference website

Recognition at the Exhibit Hall Entrance

Your logo featured on the conference website and linked to your website

Premier Exhibitor recognition in the VOS newsletter

One complimentary full page advertisement in VOS e-newsletter

Complimentary banner advertisement on VOS website

Three 6ft tabletops in exhibit area

Five exhibitor badges

One complimentary use of the VOS member mailing list for a pre-approved mailer

Pre and post conference registration list with name, city, state

Up to 250-word product/company description and on the conference website

PLATINUM EXHIBITOR $10,000

Recognition in the mobile meeting guide and on meeting signage and slides

Recognition on the VOS conference website

Recognition at the Exhibit Hall Entrance

Your logo featured on the conference website and linked to your website

Platinum Exhibitor recognition in the VOS newsletter

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One complimentary half page advertisement in VOS e-newsletter

Two 6ft tabletops in exhibit area

Four exhibitor badges

Pre and post conference registration list with name, city, state

Up to 200-word product/company description and on the conference website

GOLD EXHIBITOR $5,000

Recognition in the mobile meeting guide and on meeting signage and slides

Recognition on the VOS conference website

Recognition at the Exhibit Hall Entrance

Gold Exhibitor recognition in the VOS newsletter

One complimentary quarter page advertisement in VOS e-newsletter

One 6ft tabletop in exhibit area

Three exhibitor badges

Pre and post conference registration list with name, city, state

Up to 150-word product/company description and on the conference website

SILVER EXHIBITOR $2,500

Recognition in the mobile meeting guide and on meeting signage and slides

Recognition on the VOS conference website

Recognition at the Exhibit Hall Entrance

Silver Exhibitor recognition in the VOS newsletter

One 6ft tabletop in exhibit area

Two exhibitor badges

Pre and post conference registration list with name, city, state

Up to 100-word product/company description and on the conference website

EXHIBITOR $1,500

Recognition in the mobile meeting guide and on

meeting signage and slides

Recognition on the VOS conference website

Recognition at the Exhibit Hall Entrance

Recognition in the VOS newsletter

One 6ft tabletop in exhibit area

One exhibitor badge

Up to 50-word product/company description and

on the conference website

ALL EXHIBITORS

COMPLIMENTARY BREAKFAST,

COFFEE BREAKS, AND LUNCH IN

THE EXHIBIT HALL

RECEPTION IN THE EXHIBIT HALL

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EXHIBITOR BADGES AND PRODUCT/COMPANY DESCRIPTION

Exhibitor badge names and product or company descriptions are due by March 30, 2018. Email your badge names

and descriptions to Julie Hitt in the VOS office, julie@societyhq.com.

To order additional exhibit badges, use the VOS credit card payment form. Badges are $100/badge. Be sure to list the full name(s) for the badge(s) on the payment form.

Advertising

Program Ads

Ad space can be purchased while available for the printed VOS Annual Meeting program. To place an ad,

complete and submit the Exhibit/Sponsor Agreement. Ad submission deadline is March 15, 2018.

Ad Specs

Full page ad: 3 ½ w x 4 ½ h, CMYK color, 300 dpi, no bleed

Half page ad: 3 ½ w x 2 1/8 h, CMYK color, 300 dpi, no bleed

Print ready PDFs per the above specifications are DUE BY MARCH 15, 2018. Ads are emailed to

Dana Gibson at dana@societyhq.com.

Logo on the Conference Website and Mobile Meeting Guide List of Exhibitors

$250

Exhibitor will provide a high resolution jpg of the company logo.

The logo will be placed on the list of exhibitors located on the VOS website.

Sponsorship

Mobile Meeting Guide Sponsor $2,500

The conference mobile application is a great way to get your name out to all conference attendees.

Thanked as the Mobile Meeting Guide Sponsor from the podium

Identified as the Mobile Meeting Guide Sponsor in the attendee pocket guide

Listing on the VOS 2018 conference website with your organization’s profile (100-word description) and

logo with a link to your site.

Water Station Sponsor $750

Signage will be posted at three sponsored stations acknowledging the support.

Sponsor is invited to provide branded cups and/or branded sleeves and cups for the sponsored station(s).

Ad Sizes Ad Fees

Full page, 4-color advertisement, outside back cover of the printed program $500

Full page, 4-color advertisement, inside page of the printed program $400

½ page, 4-color advertisement inside page of the printed program $200

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Coffee Break Sponsor $1,500

2 coffee breaks for all attendees

Signage will be posted at the sponsored hot beverage stations acknowledging the support

Sponsor is invited to provide branded cups and cup sleeves for the stations

Sponsor logo on the conference website and mobile meeting guide

Attendee list with name, city, state, and place of practice when known

Recognition on meeting signage, meeting materials, and the VOS newsletter

Breakfast Sponsor $5,000

2 continental breakfasts for all attendees

Sponsor logo on the conference website and mobile meeting guide

Attendee list with name, city, state, and place of practice when known

Recognition on meeting signage, meeting materials, and the VOS newsletter

President’s Welcome Reception Sponsor $8,000

Sponsor recognized by VOS leadership at the reception.

Sponsor invited to speak for 5 minutes during the reception program.

Sponsor recognized in the VOS mobile meeting guide, meeting materials, website, and newsletter.

Recognition at the Exhibit Hall entrance.

Sponsor’s logo included on the VOS website and mobile meeting guide. The logo will be linked to the

sponsor’s website.

Shipping and Exhibitor Service Forms

Exhibitors are required to complete The Greenbrier’s exhibitor form which provides the shipping, electrical, and other exhibitor service information. Return the completed form to Angie Speilman at The Greenbrier.

The REQUIRED FORM is on the VOS website at http://www.vos.org/exhibitor-information/ and also included in the prospectus.

Hotel Reservations The Greenbrier Resort is the headquarter hotel for the VOS Annual Meeting. The group rate is $249 plus taxes

and fees based on availability through March 6, 2018.

The Greenbrier Resort

300 West Main Street

White Sulphur Springs, WV 24986

Phone: 866-627-8231

Visit http://www.vos.org/exhibitor-information/ to make your reservation at The Greenbrier Resort.

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Exhibits and Sponsorship Contact

Dana Gibson, Director of Corporate & Educational Support

Email dana@societyhq.com | Telephone 804.338.6958

Julie Hitt, Corporate & Educational Support Administrator

Email julie@societyhq.com | Telephone 804.565.6326

Check the VOS website for updates!

http://www.vos.org/exhibitor-information/

EXHIBITOR INFORMATION 2017

Name of Conference: __Virginia Orthopaedic Society Annual Meeting____________________________________

Date of Show: __April 20-22, 2018__________________ Booth Number(s): ________________________________

Company Name: ________________________________ Division: _______________________________________

Street Address: __________________________________________________________________________________

City: __________________ State: _________ Zip: _________________ Phone: ___________________________

Authorized By: _________________________ Title: _______________________________ Date: _____________

In-House Contact: _______________________________________________________________________________

ENGINEERING LABOR SERVICE

Our Engineering Depart has available the various

crafts as needed for your setup. Arrangements must be made in advance. The charge for this service,

Monday-Friday from 8:00 am to 4:30 pm, is $40.00 per hour with a two hour minimum. For Monday-Friday from 4:30 pm to 8:00 am, Saturday, Sunday,

and Holidays, the charge is $50.00 per hour with a four hour minimum. You are required to be present at the time of service to give instructions.

SET UP: Date: _____________________

Time: _____________________

DISMANTLING: Date: _____________________

Time: _____________________

Please indicate service desired. Labor to set-up display:

Carpenters Laborers Other __________________

Please provide the following information: Set-up Plans:

Number of Crates/Boxes: Photo of Exhibit (if specialty set):

Special Instructions:

NOTE: The Greenbrier will not be responsible

for any damages resulting to the display!

ELECTRIC SERVICE

If you will have any electrical requirements, arrangements

must be made in advance. Please indicate the type of service required:

Standard 120 Volt Outlet – 20 amps $30.00 per booth

If 3-phase is required. 220 VOLT available in limited areas of Hotel. Price will be quoted per location.

Power Strip $15.00 per unit

TELEPHONE SERVICE

If you are in need of special telephone service, arrangements

must be made in advance. Please indicate below the type of

telephone service required:

Direct Inward Dialing - $225.00 per line, includes

telephone (Restricted or Unrestricted)

NOTE: Charges for local or long distance calls are in addition to the above costs.

INTERNET CONNECTION

The Greenbrier offers complimentary wireless Internet access in all guest rooms and public areas.

T-1 Land Line Connection – $200.00 Installation per room

$50.00 per day/per line access Please indicate any IT special requirements below: _________________________________________________

_________________________________________________

AUDIO/VISUAL, COMPUTER SERVICES, & RENTAL EQUIPMENT

For equipment availability and pricing please contact Gary Williams with PSAV at 304-536-7361.

SHIPPING AND HANDLING CHARGES

When shipping in boxes of supplies, equipment, etc… Please use the following address:

The Greenbrier

300 West Main Street

White Sulphur Springs, WV 24986

Attn: Recipient’s Name, Arrival Date, Conference Name

All shipments should be scheduled for delivery no earlier than seven days prior to the start of your program. The

Greenbrier does received numerous deliveries, so please be sure to include the recipient’s name, show name and date, booth number, and number of parcels.

Handling fees are as follows: Inbound & Outbound Handling Fee: $5.00 per box/package or $45.00 per pallet Packing Fee: $10.00 per box; a limited selection of box sizes are available from The Greenbrier at an additional cost.

Room-to-Room: $1.00 per box or $25.00 per man-hour, whichever is less. Porters will be available daily from 7:00 am to 5:00 pm to deliver shipments to the exhibit area.

Exhibit Fee $_N/A _ Shipping & Handling $______

Engineering Labor $______

Electrical Service $______

Telephone & Internet $______

Technical Equipment $______

Sub-Total $______

*HPF&Tax $______

TOTAL $______

Please sign and return to Trade Show Coordinator:

Angie Speilman

300 W. Main Street

White Sulphur Springs, WV 24986

Phone: 304-536-5332

FAX: 304-536-7874

Angie_Speilman@greenbrier.com

*All services subject to Historic Preservation Fund and Applicable Taxes

Payment Method:

Check Enclosed – Payable to The Greenbrier

Credit Card: American Express Visa M/C Discover Card

Card #: ______________________________________________________ Expiration Date: ___________________ Signature: ______________________________________________ Card Holder’s Name: ______________________