EXHIBITOR PROSPECTUS - J. Spargo

IMPORTANT DATES & DEADLINESMonday, November 9, 2015:Open Booth Placement Deadline Exhibit hall placement opens to allorganizations on a first-come, firstserved basis.Wednesday, January 6, 2016:50% Payment Deadline All booth contracts deposits of 50%are due.June 2016 Annual MeetingAbstract Submission DeadlineFriday, July 15, 2016:Final Payment Deadline /Cancellation Penalty Exhibit applications submitted afterthis date must be accompanied bypayment in full. Last day to cancel exhibit spaceor to downsize booth space at the50% cancellation penalty. After thisdate all cancellations or downsizesare subject to a 100% fee.Friday, July 29, 2016:Product DescriptionsDeadline Due date for descriptions oforganizations and products toappear in the Mobile App.Friday, September 9, 2016:Booth Layout, ExhibitorAppointed Contractor,Certificates of Insurance,Giveaways, and PresentationForm Deadlines Design layouts for island andmultilevel booths (400 sq. ft.and larger) Exhibitor Appointed Contractorforms Certificates of Insurance fromexhibitor appointed contractors(400 sq. ft. and larger) Promotional Items Distributionrequest Booth presentation request(2,000 sq. ft. and larger)Friday, October 14, 2016:Exhibitor Individual HotelReservations/InstallationRequest Deadline Individual Exhibitor HotelReservations Exhibitor installation should becompleted no later than 4:30 p.m.on Wednesday, November 16. Ifspecial circumstances necessitateadditional time for installation,exhibitors must submit a writtenrequest should be completed andsubmitted by October 14, 2016to Rasheena Wilson atrwilson@asn-online.orgTuesday, October 18, 2016:Advanced Registration List OrderForm DeadlineThursday, November 17, 2016:Scientific Exposition / 2017Space Selection ASN Scientific Exposition Opens ASN Kidney Week 2017Priority Point Space SelectionAppointments begin onsite atKidney Week 2016Saturday, November 19, 2016: ASN Scientific Exposition Closes 2017 Priority Point Space SelectionAppointments End onsite at KidneyWeek 2016; remaining booth spacebecomes available on a first-come,first served basis.Please note dates are subject tochange.Wednesday, August 17, 2016:Ancillary Event Deadline Due date to promote AncillaryEvent in the Mobile App.Tuesday, August 30, 2016:Exhibitor Group HousingDeadline Exhibitor Group Housing requests Names are due by Tuesday, August30, 2016 or rooms without nameswill be cancelled.5

PARTICIPANT INFORMATIONASN Kidney Week ParticipantsRegistration Categories2012San Diego2013Atlanta2014PhiladelphiaASN MembersNon MembersPhysicians-in-TrainingFaculty/VIP/CompMed Students/Residentsand Travel GrantsOther CategoriesTotal AttendeesTotal ExhibitorsPressOther CategoriesEarly Programs 664194738210243Grand Total13,15612,78613,1022014 Meeting AttendeesPrimary Specialty2014 ExhibitorProduct CategoriesChronic Kidney DiseaseDialysisAcute Kidney InjuryGlomerular DiseaseBasic ScienceTransplantation & ImmunologyHypertension & CardiovascularDiseaseRenal Cystic DiseasesGeriatric NephrologyInterventionalCell & Transplant Pharmaceutical Company 11%Dialysis Provider9%Electronic Medical Records4%Financial Services1%Laboratory9%Medical Device/Equipment18%ManufacturerMedical Publisher5%Non Profit/Association17.5%Educational / Medical Facilities1.5%Research11%Other13%Degree LevelDegree Level201220132014MD58%43%57%PhD19%13%13%MD, PhD12%8%13%Other12%36%17%6

SCIENTIFIC EXPOSITION SCHEDULE AT-A-GLANCE*The Program Schedule for Kidney Week 2016 begins on Thursday, November 17. The Scientific ExpositionProgram Schedule impacts all aspects of the exposition, including exhibit booth installation, exhibit show hours,exhibit hall attendance and exhibit booth dismantling. Please read through the exhibit schedule carefully.Tuesday, November 158:00 a.m. – 4:30 p.m.Exhibit InstallationWednesday, November 168:00 a.m. – 4:30 p.m.Exhibit InstallationThursday, November 179:30 am – 2:30 pmExhibits Open9:30 am – 2:30 pmPoster Sessions9:30 am – 10:00 amRefreshment Break in Exhibit Hall9:30 am – 10:30 amUnopposed Exhibit Hall Time10:00 am – 12:00 pmPoster Session – Authors Present12:00 pm – 2:00 pmConcession Lunch available in Exhibit Hall6:30 pm – 7:30 pmWelcome Reception in Exhibit HallFriday, November 18Exhibits OpenPoster SessionsRefreshment Break in Exhibit HallUnopposed Exhibit Hall TimePoster Session – Authors PresentConcession Lunch available in Exhibit HallSaturday, November 199:30 am – 2:30 pmExhibits Open9:30 am – 2:30 pmPoster Sessions9:30 am – 10:00 amRefreshment Break in Exhibit Hall9:30 am – 10:30 amUnopposed Exhibit Hall Time10:00 am – 12:00 pmPoster Session – Authors Present12:00 pm – 2:00 pmConcession Lunch available in Exhibit Hall2:30 pm – 8:00 pmExhibit DismantlingSunday, November 208:00 am – 12:00 pmExhibit Dismantling*Times subject to change (exhibitors will be notified in writing).7

APPLYING FOR EXHIBIT SPACE2016 Booth FeesIn-line Space 35.50 per square footIsland Space 43.50 per square footNon-Profit Space 1,000 (first booth only)Application ProcessOn-site Space SelectionAppointments for PriorityPoint HoldersOn-site Space SelectionAppointments for Kidney Week2016 exhibit space will be onsite atKidney Week 2015 (November 5 7, 2015) in priority point order. Youwill be notified by SPARGO, Inc. inOctober 2015 with details regardingthe exhibit space selection process.Appointments will start in Octoberwith ASN Diamond and PlatinumLevel Corporate Supporters andcontinue through November 8, 2015.Appointment times will be assignedbased on priority point totals.During the appointment, you willmake your 2016 booth spaceselection from the live masterfloor plan and complete an onlineapplication for exhibit space. It isimportant that you or your designeearrive on time. Please allow 1530 minutes for space assignment.Companies who miss theirappointment time will forfeit the abilityto select exhibit space accordingto the order in which the Exhibitorappears on the Priority Point selectionlist. If you and/or your designee areunable to make the appointment, youmay stop by the sales office at a latertime during show hours, or you maycontact us prior to or after this year’sevent to make other arrangements.ApplicationBooth ConfigurationsFor companies who do not holdpriority points with ASN, the floorplan will become available on afirst-come, first-served basis startingin mid-November. Please completea Space Application that can befound on the ASN website at www.asn-online.org/kidneyweek. ASN willnot accept payment by credit card.Exhibit applications submitted afterJuly 15, 2016 must be accompaniedby full payment.A standard booth size is 10’x10’. Allexhibit backgrounds must conform tothe standards set by the HealthcareConvention Exhibitors Association,as follows:For Application Questions,Call 800-564-4220Fax / Email Application to:703-563-2691 /exhibitcontracts@spargoinc.comMail Check Payment to:ASN Kidney Week 2016P.O. Box 890658Charlotte, NC 28289-0658Overnight Check Payment to:ASN Kidney Week 2016BB&T Remittance ProcessingAttn: PO Box 8906585130 Parkway Plaza BoulevardCharlotte, NC 28217NotificationExhibitors will receive emailconfirmations with their boothassignments immediately followingtheir booth appointments. An onlineexhibitor service manual containingservice order forms (furniture,shipping, drayage, lead retrieval, etc.)will be available on the ASN websiteat www.asn-online.org/kidneyweek inAugust 2016.Standard 10'x10' Booth No side rails or counters mayexceed three feet in height. Backgrounds are limited toeight feet in height and must notprotrude more than 5 feet from theback wall. No exhibit constructioncan exceed the height of the siderail except in the back one-half ofthe booth, as noted above. The Exhibitor must drape thereverse side of any wing panelextending from the back wallof the display to avoid a rawexposure to a neighboring boothand/or to an aisle. If the exhibitordoes not comply, ASN will havethe decorator drape the area atthe exhibitor’s expense. Corner booths may eliminate thecorner side rail if desired. ASN does not permit storage ofany kind behind an exhibitor’sbooth. If the exhibitor doesnot comply, ASN will have thestorage removed at the exhibitor’sexpense. Additional pipe and drape will berequired for those booths thathave exposed areas or unsightlyareas between the back wall oftheir structure and the back wallof the booth at the cost of theexhibitor.8

APPLYING FOR EXHIBIT SPACE continuedIsland Exhibit SpaceBooth SharingPaymentAn island is 400 square feet (20’ x 20’ orlarger) of exhibit space surrounded byaisles on all sides. Island booths shouldbe constructed to allow access from allsides with “transparency” that is an opensight line enabling an attendee to viewthe surrounding exhibit area through theisland booth.ASN prohibits the sharing of boothspace, except when sharing the spacewith divisions of the same company orbetween companies co-marketing aproduct or service.Exhibitors must pay by check in USdollars drawn on a US bank. Checksshould be made payable to ASN. TheApplication to Exhibit and 50% depositmust be mailed to:Booth RelocationMake Checks Payable to:The American Society of Nephrology(ASN)The maximum height of an islandbooth is 20 feet. The top of the booth’sstructure and signage must not extendmore than 20 feet from the exhibit hallsigns or other exhibitor’s booths. ASN willnot grant variances.An island booth that is 400 square feet ormore must submit a detailed drawing ofthe booth to rwilson@asn-online.org forASN approval by no later thanSeptember 9, 2016.Multi-Level BoothsMulti-level booths may be permitted ifapproved by the McCormick Place’sFire Marshall at least sixty move-in day,to allow sufficient time for any neededcorrections. The convention center alsorequires one 2-1/2 pound ABC-type,which must be easily available andunobstructed from view.All areas under multi-level booths mustbe equipped with a UL- approved,battery-operated smoke detectorattached to the ceiling or understructure.No ceilings are allowed on the top mostlevel. Decks designated to hold over 10people require a second staircase foremergency evacuations. All stairwaysmust be at least three feet in width andmust be equipped with a handrail onat least one side. A complete listingof regulations will be available in theservice manual through McCormickPlace or upon request attechnology@mccormickplace.com.Multi-level booth exhibitors must submittheir final floor plan to Rasheena Wilson,ASN Meetings and Exhibits Coordinator,by September 9, 2016. ASN will forwardthese plans to the McCormick Place forapproval. Send drawings by email torwilson@asn-online.org.ASN reserves the right to reconfigure thefloor plan at any time prior to the annualmeeting. If a booth assignment changes,ASN will notify you promptly.EligibilityASN is committed to providing a qualityexposition. For ASN to accept an exhibitapplication, products and services mustbe educational in nature and directlyrelate to nephrology, medicine, orresearch.ASN reserves the right to accept orreject a potential exhibitor basedon its assessment of whether thatorganization’s products and/orservices are relevant to ASN membersand meeting participants.Non-Profit OrganizationsASN encourages non-profitorganizations to exhibit at thediscounted rate of 1,000. Non-profitorganizations will be assigned boothspace at the discretion of ASN and arelimited to one 10’x10’ booth space.Exhibitors may purchase additionalbooths at the regular, published rates.To obtain the 1,000 rate, the exhibitormust submit proof of non-profit status[501(c) (3) form] with the Applicationto Exhibit. Please note: the 1,000discounted rate is non-refundable.Mail Checks to:The American Society of NephrologyP.O. Box 890658Charlotte, NC 28289-0658Overnight Checks to:ASN Kidney Week 2016BB&T Remittance ProcessingAttn: Lockbox # (PO Box 890658)5130 Parkway Plaza Blvd.Charlotte, NC 28217-1964 Applications received after July15, 2016 must be accompanied bypayment in full.Booth Cancellation and DownsizingAll cancellations of exhibit space mustbe received in writing by ASN. If spaceis reduced, the net reduction of spacewill be treated as a cancellation of thatspace. If ASN receives a written requestfor cancellation of space prior toJuly 15, 2016, the exhibitor will incura 50% cancellation penalty and theexhibitor will be eligible for a refundminus 50% of the total booth cost. Anycancellations received in writing on orafter July 15, 2016 will incur a 100%cancellation penalty and the exhibitorwill not be issued any monies receivedby ASN for cancelled space and anymonies not paid will still be owed. Failureto make payments does not release thecontracted or financial obligations ofthe exhibitor.9

EXHIBIT HALL FLOOR PLAN10

REGISTRATION & HOUSINGRegistration Location and HoursExhibitor registration will be located in theMcCormick Place. Exhibitor registrationhours are listed below:Tuesday, November 15, 201610:00 a.m. – 5:00 p.m.Wednesday, November 16, 20168:00 a.m. – 6:00 p.m.Thursday, November 17, 20167:00 a.m. – 6:00 p.m.Friday, November 18, 20167:30 a.m. – 4:30 p.m.Saturday, November 19, 20167:30 a.m. – 4:30 p.m.Exhibitor HousingExhibitors will have access to individualsleeping rooms at convention ratesduring ASN Kidney Week. An individualhotel reservation system will be availableat a later date on the ASN website. Allreservations require a deposit payment atthe time of the reservation. Use of a creditcard for the deposit payment will facilitatethe reservation process. The 2 nightdeposit per reservation is nonrefundableafter Tuesday August 30, 2016.Send all individual reservation requests tothe ASN housing company by October14, 2016. Reservations are processed ona first come first-served basis.Exhibitor Group Housing BlocksASN must approve group room blocks(5 rooms or more) prior to the annualmeeting. Send requests to ASNHeadquarters in writing by September2016. Please note group blocks fill upquickly and requests may not be honored.Placement of group room blocks aredetermined by the following factors: 2015 Priority point standing2015 Corporate Support LevelSize of room blockDate of submission of the housingrequestContact ASN Housing Center by emailat asnhousing@spargoinc.com forquestions and/or additional information.ACCESS TO EXHIBIT HALLAdmission to the Exhibit HallExhibitors may enter the exhibit hall oneand a half (1½) hours prior to openingeach day. All exhibitors and peoplevisiting the exhibitors are required to weara badge. Attendees with non-exhibitorbadges are not allowed in the hall beforeor after show hours. Two complimentary full-meetingbadges if the exhibiting company has1,000 square feet or more of boothspace.Exhibit-Hall-Only BadgesIn addition, exhibitors who are 2016 ASNDiamond, Platinum or Gold CorporateSupporters will receive an additionalallotment of complimentary full-meetingregistrations as follows:Exhibit-hall-only badges allow accessto the exhibit hall only and do not allowentry into the educational sessions.A limited number of complimentaryexhibit-hall-only badges are given to eachexhibitor based on the following criteria: Diamond Level Supporters – Threecomplimentary full-meeting badges. Platinum Level Supporters – Twocomplimentary full-meeting badges. Gold Level Supporters – Onecomplimentary full-meeting badge. Allotments are based on four badgesper 100 square feet up to a maximumof 150 badges. Exhibitors may request additionalexhibit-hall-only badges for anadditional fee of 100 per badge.Full-Meeting BadgesASN recognizes how valuable exhibitorsare to the success of its annual meetings.Therefore, ASN will offer complimentaryfull-meeting badges that will allow accessto all educational/scientific sessions(including the exhibit hall) based on thefollowing criteria: One complimentary full-meeting badgeper exhibiting company.ASN will only issue one company amaximum of five complimentary fullmeeting badges.ASN encourages exhibitors to pre-registerall confirmed exhibit personnel by thedeadline to avoid long lines and namechanges on site. Exhibitor registration willbe available on the ASN website in June.Guest PassesASN will provide each exhibitor two guestpasses. These passes are for guests ofexhibitors who need brief access to theexhibit hall. A guest pass allows entranceinto the exhibit hall only when the hallis open. It does not allow entrance intothe educational sessions. Guest passesare available onsite at the exhibitorregistration counters. Guest passes aredated for one-time use only. ASN will notissue any additional guest passes.ChildrenFor safety reasons, ASN does not permitchildren 12 years of age or younger in theexhibit hall or scientific sessions. This ruleapplies to children of both attendees andexhibitors.Suites/Meeting Rooms/Function SpaceASN has reserved space for hospitalitypurposes. Only confirmed exhibitors arepermitted to reserve these hospitalitysuites. Entertainment, meetings or similaractivities are not permitted in hotel suitesor in private or public facilities duringhours that conflict with ASN-sponsoredevents. Any request for a suite withinan official ASN meeting hotel must besubmitted for approval to ASN using theSuite Reservation Form. All suite requestsmust have ASN leadership approvalbefore they are assigned. Contactmeetings@asn-online.org to obtain a suitereservation form.11

EXHIBITOR SERVICESPre-Registration ListASN offers exhibiting companies anexclusive opportunity to directly reachnephrology professionals by makingthe ASN Kidney Week 2016 annualmeeting pre-registration list availablefor a rental fee of 700.00. The listcontains approximately 7,000 namesand addresses of attendees who haveregistered for the 2016 annual meetingby September 30, 2016. The list is fora one-time use to promote the exhibitbooth. The Pre-Registration List OrderForm will be included in the exhibitservice manual and available to allconfirmed exhibitors.Exhibitors must send a copy of themailing piece to ASN for approvalprior to obtaining the list. The deadlinefor submitting a request for the preregistration list is October 18, 2016.ASN will deduct priority points if themailing list is used for anything otherthan its one-time, pre-approvedpurpose. For more informationregarding the mailing list, contactRasheena Wilson atrwilson@asn-online.org.International ShippingShipping instructions are provided inthe online exhibitor services manual.Exhibitors who require internationalshipping to Chicago should contactGlobal Experience Specialists (GES)800-475-2098 (USA) or 702-5155970 (international) for assistance, orgeslogistics international@ges.com.Exhibitor ListingsExhibitors may submit a 50-wordproduct/company description onlineby going to the SPARGO, Inc.exhibition website. A product/companydescription of each confirmed exhibitorswill be included in the Mobile App.Production descriptions will not bepublished in the Mobile App unlessbooth space has been paid in full. Thisopportunity to advertise your productsand services is complimentary.Exhibitor Service ManualA link to the exhibitor service manualwill be available on the ASN website atwww.asn-online.org/kidneyweek inAugust 2016.The online services manual will incl

Tuesday, November 15, 2016 8:00 am - 4:30 pm Wednesday, November 16, 2016 8:00 am - 4:30 pm. Dismantling. Saturday, November 19, 2016 2:30 pm - 8:00 pm Sunday, November 20, 2016 8:00 am - 12 noon All exhibitors must adhere to the stated hours and complete installation no later than 4:30 pm on Wednesday, November 16, 2016.