Exhibitor Prospectus and Sponsorship Opportunities
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| Sponsorship Opportunities Download Application |
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Dear Corporate Partner,
Aloha! The Orthopaedic Research Society looks forward to hosting the 6th Combined Meeting of the Orthopaedic Research Societies, October 20 – 24, 2007 in Honolulu, Hawaii. The first Combined Meeting was hosted by the Canadian Orthopaedic Research Society in 1991. Since that first meeting, the Japanese Orthopaedic Association, European Orthopaedic Research Society, and the Orthopaedic Research Society have also hosted subsequent meetings.
It has always been our goal to partner with research communities throughout the world to promote collegiality and networking between the societies and their members, providing the opportunity to exchange ideas with experts and peers, strengthen professional relationships, and share the latest in research. In 2007, we are happy to announce that we will be joined by the following societies:
Australian and New Zealand Orthopaedic Research Society
British Orthopaedic Research Society
Canadian Orthopaedic Research Society
European Orthopaedic Research Society
Japanese Orthopaedic Association
Korean Orthopaedic Research Society
Taiwan Orthopaedic Research Society
We are anticipating a total attendance of 850 investigators from around the world. Just as all the orthopaedic research societies, attendees at the Combined Meeting also investigate a wide variety of musculoskeletal areas.
This international meeting is an ideal opportunity for sponsoring companies and exhibitors to explore new market opportunities and to gain international recognition for their products and services.
Additional exhibitor benefits include product/service description listing in the Program Book, exhibitor ribbon, meeting registration, link on the ORS/6th Combined Meeting website, pre- and post-meeting attendee lists, and access to all scientific sessions of the 6th Combined Meeting.
Additional onsite sponsor recognition benefits include special prominently displayed signage, listings in the Program Book and on the CD-ROM, on welcoming slides, and more.
We hope that your company/organization will take advantage of the exhibiting and/or many corporate sponsorship opportunities available and continue to support orthopaedic research and the impact it has on the future of our orthopaedic patients.
We look forward to seeing you in Hawaii! Mahalo!
| Joshua J. Jacobs, MD | William A. Walsh, MD |
| Organizing Committee Chair 6th Combined Meeting Orthopaedic Research Society |
Sponsorship Committee Chair 6th Combined Meeting Australian and New Zeland Orthopaedic Research Society |
Corporate Sponsorship Opportunities
Sponsor Levels:
| Hawaii $30,000 |
• 32MB memory sticks
| Maui $20,000 for each of the following: |
• Luau
• Portfolios
| Oahu $10,000 for each of the following: |
• CD-ROMs
• Conference Beach Bags
• Poster Session/Luncheon (2 sponsorships available)
• Welcome Poster Reception
| Kauai $7,500 |
• Internet Café
| Molokai $5,000 for each of the following: |
• Lanyards
• Program Book
• Sunscreen
• Water Bottles
| Lanai $2,500 |
• General Meeting Support
We invite you to participate as an exhibitor at the 6th Combined Meeting of the Orthopaedic Research Societies. For the exhibitor, this meeting represents an untapped marketing resource.
All coffee breaks and refreshments will be held in the exhibit area. Location of exhibit space will be advantageous to exhibitors and allow attendees ample opportunity to view exhibits.
Meeting Venue
Hawai’i Convention Center
1801 Kalakaua Avenue
Honolulu, Hawaii 96815
USA
Main switchboard: (+1) (808) 943-3500
Toll-Free: (800) 295-6603
Event Inquiries: eventinfo@hccsmg.com
Website: www.hawaiiconvention.com
Exhibitor Benefits:
Exhibitor's Schedule At-A-Glance
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| SPECIAL EVENTS HELD IN THE EXHIBIT HALL | |||||||||||||||
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| 6TH COMBINED MEETING LUAU | |||||||||||||||
| All exhibitors are invited to attend the 6th Combined Meeting Luau to be held on Tuesday, October 23, from 6:30pm to 9:30pm, at the Hilton Hawaiian Village (Lagoon Green). Tickets are required. Cost is $75.00 per person. | |||||||||||||||
| BOOTH INFORMATION | |||||||||||||||
Size 10 feet by 10 feet |
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| KEY DATES • PRE-MEETING DEADLINES | |||||||||||||||
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| EXHIBITOR REGISTRATION | |||||||||||||||
| Saturday, October 20 12:00pm - 3:00pm Hawai'i Convention Center (Level 3) |
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| INSTALLATION | |||||||||||||||
| Saturday, October 20 12:00pm - 3:00pm | |||||||||||||||
| DISMANTLING | |||||||||||||||
| Wednesday, October 24 1:00pm - 3:00pm |
Exhibit Displays
Exhibitors or agents may not attach any item to any stationary wall, floor, window, columns, furniture or ceiling with screws, nails, staples, tape or any other substance. Nothing can be posted, nailed, screwed or otherwise attached to columns, floors, furniture or other areas of the convention center. Only professional printed signs will be allowed for display.
Exhibit booths consist of 8´ high back drape and 36˝ high side dividers mounted on aluminum tubular frames. Signs, decorations and equipment may not rise above the 8´ back wall, or be placed outside the booth space. Solid construction over 4´ high must be a minimum of 5´ back from the aisle. Exposed unfinished sides of the exhibit must be draped to present an attractive appearance. Hanging signs are not permitted.
Exhibit Space Fees
The exhibit fee is $1,600 for a 10´ x 10´ booth. The exhibit space includes: piped and draped backdrop, identification sign 7 ˝ x 44˝, general perimeter 24-hour security, and two complimentary registrations.
Payment must be received with the application by August 24, 2007 in order to secure space. (Applications received without payment will not be assigned space until payment is received in full, including those with priority.) Subletting of space is not permitted. Exhibitors must contract for electrical, booth cleaning, and drayage services through ICES.
Exhibit Representative
The authorized exhibit representative identified on the application for the exhibit space is the exhibitor’s official contact with the Orthopaedic Research Society (ORS). The authorized exhibit representative shall have the authority to act on behalf of the exhibiting organization in space reservation transactions with the ORS and to certify that bona fide representatives are operating the exhibit. The signature of the authorized representative is required on this application and binds the exhibitor and its representatives to all regulations and terms in the application and the 53 rd Orthopaedic Research Society Annual Meeting Invitation to Exhibit and Support. The ORS must receive written notice of change of authorized representative when applicable.
Representative Fees
Exhibitors will receive two complimentary registrations, which will allow entry to the scientific sessions of the 6th Combined Meeting, with the purchase of one 10´ x 10´ exhibit space.
You may register up to one additional representative on the application form at a fee of $200 per person if registered by September 18, 2007. After September 18, you must register on-site. All representatives of exhibiting companies must wear the official ORS Exhibitor’s badge in the exhibit hall and in the meeting rooms. Badges are not transferable.
FDA Compliance
All products that are not FDA approved for a particular use in humans or which are not commercially available in the United States will be permitted to be exhibited only when accompanied by the appropriate signs that indicate the device’s FDA clearance status. The following are signs that should be displayed:
- This device is not cleared by the FDA for distribution in the United States.
- This device is intended to be used in the United States as described in the product's labeling.
Signs must be easily visible and placed near the devices themselves and on any graphics depicting the device. The exhibitors shall have available in the booth a letter from the FDA, which describes the FDA clearance status of the designated use of the product or products. Exhibitors are cautioned about the FDA’s prohibition of promoting devices that are cleared for marketing for unapproved uses.
Requests for information and guidance should be directed to:
FDA Division of Small Manufacturer's International and Consumer Assistance (DSMICA)
800-638-2041 240-276-3150
http://www.fda.gov/cdrh/dsma/dsmastaf.html
http://www.fda.gov/cdrh/industry/support/index.html
Indemnity
The Exhibitor agrees to indemnify and hold the Orthopaedic Research Society (ORS), its official contractors, the Hawai'i Convention Center, and their respective employees, representatives, agents, successors and assigns harmless against any and all damages, claims, judgments, losses, costs and expenses (including attorney’s fees) that may at any time be incurred, suffered, sustained by or imposed upon the ORS and/or the Hawai'i Convention Center or their respective employees, representatives, agents, successors or assigns by reason or any action which may result because of, or after acceptance of, this application, or the providing of, exhibit space. This indemnification and hold harmless agreement includes, but is not limited to, any and all claims, damages, losses or expenses attributable to personal or bodily injury, sickness, diseases or death, or to injury to or destruction of tangible property, including the loss of such property.
Insurance
Insurance protection will not be afforded to the Exhibitor by either the Orthopaedic Research Society (ORS) or the Hawai'i Convention Center. Exhibitor shall carry their own insurance to cover exhibit material against damage and loss and public liability insurance of at least $1 million per occurrence and $1 million aggregate, against injury to the person and property of others. Policies shall name the (ORS) as a named additional insured. Certificates of insurance shall be furnished, if requested, to the ORS.
Americans with Disabilities Act
Exhibitors shall be responsible for compliance with the Americans with Disabilities Act of 1992 with regard to their booth space, including, but not limited to wheelchair access. Further information regarding ADA compliance is available via phone at 800-514-0301 or at www.usdoj.gov/crt/ada/infoline.htm.
Loss or Damage
All property of the Exhibitor remains under the Exhibitor’s custody and control in transit to and from the exhibit facility, during installation, and removal, and while it is in the confines of the exhibit facility. Neither the ORS, the general services contractors, the San Diego Convention Center nor any other of the officers, directors, agents or employees of any of the same are responsible for the safety of the Exhibitor’s property from theft, damage by fire, accident, vandalism, or any other causes, and the Exhibitor expressly waives and releases any claim or demand against any of them by reason of any damage to or loss of any property, except where the damage or loss is due to gross negligence above, their agents or employees. The Exhibitor expressly releases the ORS, the general services contractor, or the Hawai'i Convention Center, their directors, officers, agents and employees from any such loss, damage or injury.
Space Assignment
On September 7, 2007, exhibit booth space will be assigned on a first-come, first-served basis and prior exhibit history, based upon receipt of exhibit applications and full payment to the ORS office. Exhibitors will receive notification of booth assignment by September 10, 2007.
Cancellations
Booth cancellations must be received in writing by the dates listed below to receive a refund:
Full refund of fees paid June 22, 2007
25% of booth fees retained June 23, 2007 - July 26, 2007
50% of booth fees retained July 27, 2007 - August 24, 2007
100% of booth fees retained August 24, 2007
Service Desk
A service desk staffed by the official service contractor will be available on-site. Here exhibitors may verify, check, and adjust their requirements for installation, furniture, equipment, and other auxiliary services.
Shipping Instructions
All freight charges must be prepaid. ICES will serve as the official drayage contractor. Additional information will be forwarded to all confirmed exhibitors from ICES.
Facility Fire/Safety Guidelines
Exhibitors must strictly observe all city, state and federal fire laws. All materials used in the exhibit area must be flameproof and fire resistant to conform to local fire ordinances in accordance with regulation established by the National Association of Fire Underwriters.
Crates, packing materials, etc. may not be stored in exhibit halls. All aisles and exhibits must be kept clear at all times, and fire stations and fire extinguisher equipment are not to be covered or obstructed.
No flammable liquids shall be used or admitted inside of the center except by approval of the Fire Marshall.
Security
Security will be hired to provide protection for the overall exhibit area from the beginning of move-in to the end of move-out, but not for any particular exhibit. The ORS and the Hawai'i Convention Center will not be held responsible for the loss or damage to exhibitor property, and urges the exhibitor to exercise precautions. Individual booth security may be obtained by filling out the order form in the Exhibitor’s Service Kit.
Exhibitors are encouraged to take precautions to protect their own property and to arrange for appropriate insurance against loss.
Selling and Order Taking
The purpose of the exhibits is to further the education of meeting attendees through product and service display and demonstrations. Sales and order taking are permitted if transactions are conducted in a manner consistent with the professional nature of the meeting. No signage or advertising of product pricing will be allowed. The exhibitor is responsible for permits and paying sales tax, if applicable. The Orthopaedic Research Society (ORS) reserves the right to restrict sales activities that it deems in appropriate or unprofessional.
Exhibitors that sell items for delivery on the show floor may be required to obtain city occupational licenses. Additionally, they must be required to collect and remit city and state sales taxes.
Housing and Airline Information
The 6th Combined Meeting Housing Bureau, Experient, in Deerfield, Illinois, will handle airline reservations. Please check the ORS web site for exact dates. Experient provides discounted convention fares on the official carrier, United. Housing may be reserved via the 6th Combined Meeting Website (www.ors.org). The official hotel of the 6th Combined Meeting is Hilton Hawaiian Village. Additional airline information will be included with the Meeting Announcement that will be sent to the Authorized Exhibit Representative when the exhibit space application and payment is received.
Prizes, Lotteries
Exhibitors are strictly prohibited from holding contests, drawings or lotteries at any time during the 6th Combined Meeting.
Gifts or Promotional Items
Exhibitors are permitted to distribute product samples from their exhibit booth during the 6th Combined Meeting. In addition, the following non-product items do not require explicit approval from the ORS: pens, pencils, pads of notepaper, rules, tape measures and luggage tags. All other novelty items not manufactured by the exhibitor must be submitted to the ORS office for review and written approval by September 18, 2007. These premiums should be items that can be used during the meeting or in the professional activities of the attendees, and have a cost per item of $25 or less. Please contact the ORS office for a giveaway request form or visit the ORS website at www.ors.org for more information.
ORS and the 6th Combined Meeting Logos
Use of the ORS and the 6th Combined Meeting logo is prohibited. The ORS name, meeting name, and/or meeting logo may not be used without the explicit permission from the ORS.
Contact Information
Orthopaedic Research Society
6300 N. River Rd., Ste 727
Rosemont, IL 60018-4226
Phone: 847-698-1625 Fax: 847-823-4921
email: ors@ors.org
Exhibit Service Contractor
ICES
International Convention and Event Services
1004 Makepono Street
Honolulu, Hawaii 96819
Tel (808) 832-2442
Fax (808) 832-2431
richardo@ICESHAWAII.com
Confirmed exhibitors will receive the Exhibitor’s Service Kit. The kit will include order forms for all services and equipment.