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2018 EXHIBITOR PROSPECTUS13 AnnualAcademicSurgicalCongressthCELEB R AT I N G 1 3 Y E A R SJanuary 30 – February 1, 2018Hyatt Regency Jacksonville RiverfrontJacksonville, FloridaEarly BirdExhibitor Deadline:NOVEMBER 6,2017www.academicsurgicalcongress.org
13th AnnualAcademicSurgicalCongressCELEB R AT I N G 1 3 Y E A R SThe ASC is a joint meeting of the two leading associations for academic surgery – The Association forAcademic Surgery (AAS) and The Society of University Surgeons (SUS). Together the AAS and SUSboast more than 5,000 members from leading institutions nationwide.The AAS and SUS invite you to be a part of the 13th Annual Academic Surgical Congress (ASC) to be heldJanuary 30 - February 1, 2018 at the Hyatt Regency Jacksonville Riverfront.More than 1,800 academic surgeons from a breadth of disciplines will participate. Medical students,residents and young surgeons will be acknowledged for their thought provoking work and establishedsurgical leaders will present keynote addresses.Please join us and take this opportunity to interface with the nation’s most prominent academic surgeons.Exhibiting and Support Opportunities go quickly;you are encouraged to submit your application as soon as possible!RANK Resident – 27%Associate Professor – 15%Medical Student – 14%Assistant Professor – 17%Professor – 11%Fellow – 6%Instructor – 2%Postdoctoral Fellow – 5%Graduate Student – 2%Undergraduate – 1%SPECIALTY 2General Surgery – 53%Pediatric Surgery – 11%Surgical Oncology – 14%Vascular Surgery – 6%Endocrine Surgery – 4%Transplant Surgery – 3%Colorectal Surgery – 5%Plastic Surgery – 4%www.academicsurgicalcongress.org
General InformationACADEMIC SURGICAL CONGRESS 2018 INTERACTIVE EXHIBITSLearn Play CompeteThe ASC is launching a new exhibit model to more deeply engage attendees at booths and drive trafficinto the hall. We encourage each exhibiting company to feature a hands-on skills module, game or quizwhich will challenge attendees to successfully complete within a given time frame. The tasks can rangefrom knot tying, to suturing, to simulated skills or games, each of which tests some aspect of surgicalability or knowledge.How It Works Participating exhibitors will be granted an additional 4' (standard booth size is 8'x10', interactive boothsize is: 8'x14') to accommodate their interactive module (task, game, quiz) Task/game should not be longer than 3 minutes Devise a scoring system for the featured assignment Record and post the name or initials of the attendee participant along with their score in your booth.This can be a simple sign in sheet with the name and score. You may also Tweet competition updates:#asc2018. Task/game must be approved by the ASC Program leadership. Prizes will be awarded to the participant with the top, combined score and for the top scorer for each booth.(Prizes provided by the ASC) Winners will be announced during the morning break on Thursday, February 1.Entice attendees to visit your booth to test their skills or knowledge. The featured skill or game can relate toyour product or service, but it is not required.EXHIBIT SCHEDULEExhibits located in Grand Ballroom FoyerExhibit Set-Up: Monday, January 29, 2018, 1:00 pm – 6:00 pmExhibit Break Down: Thursday, February 1, 2018, 1:30 pm – 4:30 pmSchedule subject to change. Exhibitors will be notified of any schedule changes.Tuesday, January 30, 20189:30 am – 4:00 pm6:30 pm – 7:30 pm9:30 am – 10:00 am3:30 pm – 4:00 pm4:00 pm – 6:30 pm6:30 pm – 7:30 pmExhibits OpenExhibits Open (Welcome Reception)Morning BreakAfternoon BreakExhibits Closed – Break for ExhibitorsWelcome ReceptionWednesday, January 31, 20189:30 am – 4:30 pm9:30 am – 10:00 am3:30 pm – 4:30 pmExhibits OpenMorning BreakAfternoon BreakThursday, February 1, 20189:00 am – 1:30 pm9:00 am – 9:30 am1:30 pm3Exhibits OpenMorning BreakExhibit Hall Closeswww.academicsurgicalcongress.org
General InformationEXHIBIT FEES & SPECIFICATIONSAll booths are assigned on a first come, first served basis. Submit your application by November 6, 2017 toreceive the Early Bird Deadline discount of 300.Booth Size:Standard booth size for the ASC will be 8'x10'Booths with an interactive module will be assigned a 8'x14' space Early Bird Fee (prior to November 6, 2017): 6' Tabletop: 2,000 Standard Fee (on or after November 6, 2017): 6' Tabletop: 2,300PAYMENT SCHEDULE A deposit of 50% of the total exhibit fee must accompany the signed application Total balance due on December 15, 2017 Please make check payable to Academic Surgical CongressAPPLYON-LINEEXHIBITOR APPLICATIONPlease click on the link below to access the on-line exhibitor 2th-annual-academic-surgical-congressEXHIBIT SPACEEach space will include (1) 6' draped table, (2) chairs and a tabletop tent sign with company name andspace number. Exhibits will be set up in the Grand Ballroom Foyer.SERVICES EXCLUDEDExhibit fee does not include the following services: drayage, electricity or audio visual. Informationregarding these items will be included in the Exhibitor Confirmation Kit.ASSOCIATION INFORMATIONAssociation for Academic Surgery (AAS)Society of University Surgeons (SUS)11300 W. Olympic Blvd., Suite 600Los Angeles, CA 90064PHONE: 310-437-1606FAX: 310-437-0585EMAIL: admin@aasurg.orgWEBSITE: www.aasurg.org11300 W. Olympic Blvd., Suite 600Los Angeles, CA 90064PHONE: 310-986-6442FAX: 310-437-0585EMAIL: info@susweb.orgWEBSITE: www.susweb.orgASC Exhibits ContactMelanie CameroPHONE: 310-986-6444, ext. 113EMAIL: surgicalcongress.org
Exhibit Rules & RegulationsExhibits will be set up in a prime location, which will provide you with MAXIMUM exposure to the attendees.Open exhibit hall hours allow ample time for attendees to tour the exhibit hall and for exhibitors to interactwith them. Specifically, during dedicated exhibit times, attendees have no other meeting obligations andmay be particularly engaged by exhibits. Contracted security will monitor the area during the hours theExhibit Hall is closed; however, exhibitors should take all precautions to secure valuable materials andequipment and neither the hotel nor show management will be held liable.SUBLEASING OF SPACEExhibitors may not sublet their space, arrangementsfor display by a non-exhibiting company.CONTRACTOR SERVICES & SHIPPINGComplete information, instructions, and scheduleof prices regarding shipping, electrical service,audio visual, etc., will be included in the ExhibitorConfirmation Kit. Shipments not made as specifiedin the Confirmation Kit will be stored by the hoteluntil the hall is ready to accept materials for theexhibition and all costs involved will be charged tothe exhibiting company. Exhibitors are responsiblefor the information provided in the Confirmation Kit.FIRE, SAFETY & HEALTHThe exhibitor assumes all responsibility forcompliance with local, city and state ordinancesand regulations covering fire, safety and health. Allexhibit equipment and materials must be locatedwithin the exhibit space. Only fireproof materialsmay be used in displays and the exhibitor musttake all necessary fire precautions. No combustiblematerial will be stored in or around exhibits.SOUND DEVICES & LIGHTINGSound-producing or amplification devices thatproject sound must be kept at a conversational leveland must not interfere with other exhibitors. Anyform of attention-getting devices or presentationsmust be terminated when crowds infringeupon another exhibitor’s display. ASC reservesthe right to restrict the use of glaring lights orobjectionable lighting effects. Music, whether vocalor instrumental, is prohibited.DELIVERY & REMOVAL DURING SHOWUnder no circumstances will the addition to orremoval of any portion of an exhibit be permittedduring show hours. All exhibits must remain intactuntil the close of the show. Installation must occuronly during the installation times designated in the5Exhibitor Prospectus. All exhibits must be properlyinstalled no later than 9:00 am on Tuesday,January 30, 2018 for the final inspection of theexhibit hall by show management.Teardown may not begin until after 1:30pm, Thursday, February 1, 2018 and must becompleted by 4:00 pm.EXHIBITOR PERSONNELA company specialist who is qualified to discussdetails of their company’s products or servicesshould staff the exhibit space. At least one (1)representative must be present in the exhibit spaceduring official exhibit hours. An Exhibitor StaffBadge Registration Form will be sent to exhibitingcompanies and must be completed and returnedin order to pre-register all company personnel. Atotal of four (4) exhibitor badges are included inthe exhibit fee. Additional badges are available forpurchase at a cost of 100.00 per badge.HANDOUTS & GIVEAWAYSDistribution of advertising material and giveawaysmust be confined to the exhibitor’s space. Canvassingor distribution of advertising material or giveaways inthe exhibit area by representatives of non-exhibitingfirms is strictly forbidden. Selling of merchandise onthe exhibit floor is strictly prohibited.DIRECT SALES ON EXHIBIT FLOORNo direct sales are permitted to take place on theexhibit floor excluding book sales. Orders may betaken and processed for delivery elsewhere butproduct may not be conveyed in the exhibit area.PHOTOGRAPHYAn exhibit or its products may not bephotographed or videotaped without thepermission of the legitimate occupants of thatbooth. Show Management reserves the right tophotograph exhibits for society purposes.www.academicsurgicalcongress.org
Exhibit Rules & RegulationsSTORAGESHOW MANAGEMENTThe exhibitor should make arrangements withthe hotel for storage of packing boxes andcrates during the exhibition. ASC assumes noresponsibility for damage or loss of packing boxesor crates.The exhibition is organized and managed by theASC. Any matters not covered in these Rules andRegulations are subject to the interpretation of theASC Executive Committee and all exhibitors mustabide by their decisions. Exhibitors must complywith the policies and procedures of the HyattRegency Jacksonville Riverfront.SECURITYASC will provide security after activities areconcluded each day and throughout the evening. Inaddition, the hotel will provide general security ona 24-hour basis. ASC makes no guarantee, expressor implied, that the services it furnishes will avertor prevent occurrences, which may result in loss ordamage. Exhibitors should make arrangements tosecure materials and equipment at times when theexhibit is not staffed.LIABILITYThe Academic Surgical Congress (ASC) will notbe liable for loss or damage to the property ofexhibitors or their representatives or employeesfrom theft, fire, accident or other causes. ASCwill not be liable for injury to exhibitors or theiremployees or for damage to property in theircustody, owned or controlled by them, whichclaims for damages, injury, etc., may be incidentto or arise from, or be in any way connected withtheir use or occupation of display space, andexhibitors will indemnify and hold harmless againstsuch claim. The exhibitor assumes all liability forany damage to the facility’s floor, walls, lightingfixtures, etc. as a result of exhibitor negligence. Theexhibitor will hold the Association for AcademicSurgery (AAS), the Society of University Surgeons(SUS), ASC and the Hyatt Regency JacksonvilleRiverfront harmless from any and all damages,loss or liability of any kind whatsoever resultingfrom injuries to persons or property occurringwithin the Hyatt Regency Jacksonville Riverfrontor property adjacent thereto occasioned by anyact, neglect or wrongdoing of the exhibitor or anyof its officers, agents, representatives, guests oremployees, invitees or other persons permitted bythe exhibitor upon the premises, and the exhibitorwill at its own cost and expense defend andprotect the AAS, SUS, ASC and the Hyatt RegencyJacksonville Riverfront against any and all suchclaims or demands.6TRADEMARKSASC will be held harmless for any trademark, tradename, copyright or patent infringement on anyprinted materials belonging to or distributed by anyexhibitor.CANCELLATION POLICYA 500 fee per exhibit space will be assessedon all cancellations received on or beforeDecember 15, 2017. No refunds will be processedafter December 15, 2017.FAILURE TO OCCUPY SPACESpace not occupied by 9:00 am on Tuesday,January 30, 2018, will be forfeited by the exhibitorand their space may be resold, reassigned or usedby exhibit management without refund.SOLICITATION OF EXHIBITORSNo persons will be permitted in the exhibit area forthe purpose of soliciting advertising or other exhibitspace without the express written permission ofASC.SPONSORSHIPThe Academic Surgical Congress invites ourcorporate colleagues to gain visibility with thethought leaders in academic surgery througheducational grant support. Your supporthelps to offset the costs associated with thedevelopment and presentation of educationalcontent. For more information, please contactColleen Elkins at 310-986-6444, ext. 114, csurgicalcongress.org
Hotel InformationHyatt Regency Jacksonville Riverfront (ASC 2018 Headquarters Hotel)225 East Coastline DriveJacksonville, FL 32202Reservations: 888-421-1442 nceThe Hyatt Regency Jacksonville Riverfront is the headquarters hotel for the 2018 ASC Conference. It islocated on the river with a four-mile river walk right out the front door and The Landing only a short walkaway. The north bank of the river is teeming with activities around every corner, and in the rare instancethey are not within walking distance, our complimentary shuttle will put you at their doorstep. Traveling tothe south bank for a quick bite and shopping is just as easy, with a convenient water taxi nearby.ASC 2018 DISCOUNTED GROUP RATES & RESERVATION CUT OFF DATEThe Hyatt has provided the following discounted group rates for registrants attending ASC 2018. Thediscounted group rates apply until the reservation deadline of December 27, 2017 or until all rooms inthe group block have been reserved, whichever occurs first. After December 27, 2017, guest rooms anddiscounted group rates may not be available. We encourage you to confirm your reservations early.The ASC 2018 group rates are noted below. To make your hotel reservations, please contact the Hyattdirectly at 1-888-421-1442 and mention you are attending the ASC 2018 Conference (or Academic SurgicalCongress) or use the link provided above.Guest Room Group Rates Single/Double: 191 Triple: 216 Quad: 241Upgrades Premier Suite: 50 additional per room Regency Club: 30 additional per room Queen Waterfront: 35 additional per room King Waterfront Upgrade: 45 additional per roomThe rates listed above do not include the current taxes of 14.13% (Florida State Tax 7%) (Occupancy Tax 6.13%) (City Surcharge 1%).7www.academicsurgicalcongress.org
Schedule of EventsTUESDAY, JANUARY 30, 20186:30 am – 8:00 am9:30 am – 10:00 am3:30 pm – 4:30 pm6:30 pm – 7:30 pmAAS New Members Breakfast (Invitation Only)Continental Breakfast in Exhibit HallQuick Shot Session IRefreshment Break in Exhibit HallOpening CeremoniesSUS Lifetime Achievement AwardSUS Presidential AddressHot Topic SessionQuality Improvement SessionIssues Committee SessionSUS Presidential PlenaryJoel Roslyn LectureBritish Journal of Surgery LectureRefreshment Break in Exhibit HallBasic Science and Outcomes PlenariesSUS Business MeetingAAS Medical Student Quick Shot SessionWelcome Reception in Exhibit AreaWEDNESDAY, JANUARY 31, 20189:30 am – 10:00 am3:30 pm – 4:30 pmSUS New Members BreakfastAAS Student Mentor BreakfastOral Presentation Session IRefreshment Break in Exhibit HallFounders LectureAAS Presidential AddressAssociation of Women Surgeons LuncheonAAS Presidential PlenaryOral PresentationsRefreshment Break in Exhibit HallSUS New Member SessionAAS Business MeetingTHURSDAY, FEBRUARY 1, 20189:00 am – 9:30 am1:30 pm8Oral Presentation Session IIBreakouts – Ethics and OutcomesRefreshment Break in Exhibit HallAAS and SUS Research AwardsBreakouts – Education and Global SurgeryEducation PlenaryConference LuncheonExhibits CloseHot Topic SessionEducation Committee SessionQuick Shot Session IIwww.academicsurgicalcongress.org
January 30 - February 1, 2018 at the Hyatt Regency Jacksonville Riverfront. More than 1,800 academic surgeons from a breadth of disciplines will participate. Medical students, residents and young surgeons will be acknowledged for their thought provoking work and established surgical leaders will present keynote addresses.
