Plastic Surgery - The Meeting

General Exhibitor Information

 

Exhibit Dates & Hours

Saturday, October 27 (9:00 a.m. - 4:30 p.m.)

9:30 - 10:15 a.m. | Exhibit Break with Refreshments
11:45 a.m. - 1:15 p.m. | Exhibit Break with Lunch
3:15 - 4:00 p.m. | Exhibit Break with Refreshments


Sunday, October 28 (9:00 a.m. - 4:30 p.m.)

9:30 - 10:15 a.m. | Exhibit Break with Refreshments
11:45 a.m. - 1:15 p.m. | Exhibit Break with Lunch
2:30 - 3:30 p.m. | Exhibit Break with Refreshments


Monday, October 29 (9:00 a.m. - 3:00 p.m.)

9:30 - 10:15 a.m. | Exhibit Break with Refreshments
12:00 - 1:30 p.m. | Exhibit Break with Lunch
2:30 - 3:00 p.m. | Exhibit Break with Refreshments




Location/Facility (not to be used for shipping)

Ernest N. Morial Convention Center
900 Convention Center Blvd.
New Orleans, LA 70130


Ernest N. Morial Convention Center Floor Plans

Please preview the building floor plans for the complete layout of the convention center and Exhibit Hall.
Please note: Plastic Surgery The Meeting exhibits will be located in Halls H-I. General Sessions will take place directly adjacent to exhibits.

 


Headquarter Hotel

Sheraton New Orleans
500 Canal St.
New Orleans, LA 70130

 




Exhibit Installation and Dismantle Dates

Installation

Thursday, October 25 | 8:00 a.m. - 5:00 p.m.
Friday, October 26 | 8:00 a.m. - 3:00 p.m.
(All exhibits must be intact by 3:00 pm)
 

Dismantle

Monday, October 29  | 3:00 p.m. - 8:00 p.m.
Tuesday, October 30 | 8:00 a.m. - 4:30 p.m.

 




Networking and Social Events

Opening Ceremonies*

Friday, October 26
4:30 - 6:30 p.m.
Ernest N. Morial Convention Center
*complimentary admission with name badge

 

Welcome Reception*

Friday, October 26
7:00 - 9:00 p.m.**
Mardi Gras World
*2 complimentary tickets per 10'x10' booth, limit 10 per company
**immediately following the opening ceremonies

 




Exhibit Space Fees

Inline booth: $30 per square foot ($3,000 per 10x10)
Corner booth: $34 per square foot (3,400 per 10x10)
Multiple linear configurations will be calculated using the above rates.

 

Island Booth Space

$34 per square foot
For additional island booth configurations, please contact the ASPS Exhibits Department.

 $13,600   20’ x 20’ 400 sq. ft.

  $51,000    30’ x 50’ 1,500 sq. ft.
 $20,400   20’ x 30’ 600 sq. ft.   $68,000    40’ x 50’ 2,000 sq. ft.
 $27,200   20’ x 40’ 800 sq. ft.   $85,000    50’ x 50’ 2,500 sq. ft.
 $34,000   20’ x 50’ 1,000 sq. ft. $102,000    50' x 60' 3,000 sq. ft.
   $4,800   20’ x 60’ 1,200 sq. ft.

 

Exhibit Space Rental Includes:

  • Assigned exhibit space
  • 8' high back drape, 36" high side dividers (inline booths only)
  • 7" x 44" identification sign - includes company name and booth number (inline booths only)
  • Six (6) complimentary exhibitor booth personnel badges per 10'x10' booth (additional badges available for purchase)
  • Two (2) complimentary Welcome Reception tickets per 10'x10' booth, not to exceed 10 per company (additional tickets available for purchase)
  • Admittance to General Scientific Sessions, Opening Ceremonies with Keynote Presentation, based upon seating availability. Entry permitted by badge only.
  • Publication of company name, address, phone and fax numbers, email and website address in the Official Program if Application/Contract and payment are received by Wednesday, August 1.
  • Company description (approximately 50 words) and product categories submitted online by exhibiting company no later than Wednesday, August 1 will also be included in the printed Official Program.
  • Company listing in Online Exhibitor directory at official Plastic Surgery The Meeting website available approximately six (6) months pre-meeting and four (4) months post-meeting, to be used as a reference by meeting attendees.

 

First-Time Exhibitors

Any company not exhibiting with the American Society of Plastic Surgeons in the past must accompany the Application/Contract for exhibit space, with their company bio/mission statement and/or product literature or brochures. This information can be accepted via email, please send to the ASPS Exhibits department award@plasticsurgery.org or bburkoth@plasticsurgery.org.

 



Exhibit Space Assignment

Applications/Contracts received on or prior to March 30, 2012 are eligible to be included in the Online Space Assignment utilizing a priority point system. Applications/Contracts received after March 30, 2012 will be assigned space on a first-come, first-served basis. We accept contracts until all exhibit space is sold. Space is reserved on a priority point system basis. The point system for space assignment takes into consideration the company's exhibiting, corporate sponsorship and advertising history. New exhibitors should make booth selections with this information in mind in order to maximize the chance of securing one of the four preferred booth locations requested on the Application/Contract.

 

Exhibitors will have a better opportunity of receiving a preferred booth if the four choices are in different areas of the floor plan rather than adjacent to each other or in the same aisle. When selecting booth choices, keep in mind that requests for corner booths far exceed the number of available corner booths. We recommend submitting your Application/Contract early to ensure the best selection of available space.

 

Online Space Assignment

To allow exhibitors more interaction in the space assignment process, ASPS conducts an Online Space Assignment. Each exhibitor that has submitted their application/contract and 50% deposit on or prior to March 30, 2012 will be issued a specific call-in date and time based on their current priority points to finalize their booth space selection. Please see 'Priority Point System' (below) for more details. The exhibit hall floor plan is updated in real-time during this process and available for viewing online. Booth preferences can be adjusted based on current availability. At the designated space assignment time, the exhibitor will call the ASPS Exhibits Management Team. If you do not have internet access, a fax option will be available. Detailed instructions will be sent to companies that submit a completed contract and 50% deposit on or prior to March 30, 2012. Online Space Assignment will take place in the spring of 2012. Application/Contracts Received after March 30, 2012 After the initial Online Space Assignment, all remaining space will be assigned on a first-come, first-served basis. When all available space has been reserved, companies will be placed on a wait list. ASPS will contact wait-list companies if and when space becomes available in order based on the date received.

 

Priority Point System

For companies that submit an application/contract on or prior to March 30, 2012 a point system is used to determine the order in which they will select their exhibit space. Priority points are awarded as follows:

  • One (1) point for each year of participation as an exhibitor at prior annual meetings
  • One (1) point per 10' x 10' booth
Points for advertising in any ASPS official publications:
  • Plastic and Reconstructive Surgery® scientific journal, Plastic Surgery News®, Plastic Surgery The Meeting Registration Brochure and the Plastic Surgery The Meeting Official Program
  • One (1) point will be awarded for each full-page ad or 3/4-page ad
  • One-half (1/2) point for each 1/2-page or 1/3-page ad
  • One-quarter (1/4) point for each 1/4-page ad
  • Points for official web banner advertising in the ASPS Digital Plastic Surgery News®, the ASPS/PSF members-only website, the Plastic & Reconstructive Surgery Journal website, and/or the Plastic Surgery The Meeting App
  • One (1) point for tier 1 advertising ($1 - $10,000)
  • Two (2) points for tier 2 advertising ($10,001 - $20,000)
  • Three (3) points for tier 3 advertising ($20,001 - $30,000+)
  • One (1) point for every $2,500 in contributions to 2011 ASPS programs
  • One-half (1/2) point for each tabletop exhibit at any ASPS Symposium



Booth Construction Guidelines

These guidelines are provided to assist in the planning and execution of your exhibit. Complete information regarding booth height restrictions, visibility requirements, set-backs, hanging signs, and other requirements are all included in this vital document.

 

Booth Diagram Samples

See Booth Construction Guidelines for full descriptions and dimensions

Exhibitor Rules and Regulations

 

All exhibitors must adhere to the provided rules and regulations as issued by ASPS, all of which are incorporated by reference as part of the application/contract for exhibit space. Exhibitors are required to submit a signed copy of the rules and regulations agreement by Friday, August 24, 2012. 

 

Exhibitor Rules and Regulations Key Topics:

  • Violations and Penalties
  • Giveaways and Promotional Items
  • Product Demonstrations
  • Insurance and Liability, etc.



Floor Plan Approval Process

All companies with island booths must submit a floor plan for approval as soon as available and/or no later than Friday, August 24. Floor Plan Samples Should Include: Complete scale drawings, concept and/or structural, including applicable set back, booth dimensions, elevations, hanging signs, etc. Any company that does not adhere to the guidelines in the rules and regulations and booth construction documents may be required to make modifications and/or assembly may be prohibited by ASPS on site.

 

Multiple Divisions

Companies with several divisions may choose to average points in order to be grouped together in the space assignment process. The process will allow each division to contract separately while maintaining their own identities (i.e. exhibit listing, badges, hotel rooms, etc.) 

 

 

Co-Marketing

If two or more companies wish to be assigned exhibit space adjacent to one another, each company must attach a cover letter to their application/contract for exhibit space, explain the request, and copy the other company. The space assignment will then be made by averaging the companies' points.

 

 

Sharing/Subletting Space

No part of any exhibit space assigned to an exhibitor may be reassigned, sublet or shared with another party. Exhibitors may display only those products or services that they manufacture or regularly distribute. This information must be included on the Application/Contract for exhibit space. Sharing of exhibit space is permitted only for divisions of the same company.

 

Mergers and Acquisitions

Companies that have merged with, been purchased by, or have purchased another company, may use the exhibit points from either company alone, whichever is more favorable, but not the combined points of both companies. The Society should be notified in writing that the acquisition or merger between companies has been completed and list the date of completion. Companies will have to select one company name to be used for all printed materials (badges, final program, etc.). Companies requesting a transfer of points must be "directly related" to an exhibiting company in order to inherit those points. A "directly related" company shall be defined as a company that is wholly owned by a subsidiary or one which has merged with another company. Points will be awarded only if similar product lines are displayed. The sale of a product, product line, certain technology, or certain assets to another company will be considered to transfer priority points only if and to the extent determined by the Society in its sole discretion. All requests for points transaction must be submitted in writing to the ASPS Exhibits department and confirmed in writing by the parent or subsidiary company.