exhibitor prospectus - annual meeting | annual...

AnnualMeeting.ascrs.org

ADDITIONAL PROGRAMSASCRS REFRACTIVE DAY • APRIL 13

ASCRS GLAUCOMA DAY • APRIL 13

CORNEA DAY • APRIL 13

ASOA WORKSHOPS • APRIL 13

TECHNICIANS & NURSES PROGRAM • APRIL 14–16

Programming will be held in the Walter E. Washington Convention Center.

EXHIBITOR PROSPECTUS

ASCRS•ASOA 2018 EXHIBITOR PROSPECTUS | 2

TABLE OF CONTENTS

WELCOME EXHIBITORS 4

ASCRS•ASOA CONTACTS 5

IMPORTANT DATES 6

EXHIBITOR REGISTRATION, 7 INSTALL & DISMANTLE

PAST MEETING ATTENDANCE 8–10Attendance History by Year Demographic Data—Attendance by State & Country

EXHIBIT SPACE ASSIGNMENT 11Configuration of Exhibit HallBooth Shares

PRIORITY POINTS 12–13Priority Point Accrual Information

BOOTH FEES & PAYMENTS 14–15Booth Space Rental Fees Payment Schedule & MethodsBooth Space CancellationsBooth Space Downsize Policy

APPLICATION 16-17

EXHIBITOR HOUSING 18–20Priority Points IncentiveSecuring HousingHeadquarter HotelRoom Assignments & ConfirmationHotel List Hotel Map

AFFILIATE FUNCTIONS 21–23Requesting Meeting SpaceApproval Process Policies & ProceduresPolicy on Unapproved Events3rd Party Authorization Form

EYEWORLD EVENTS & ENDURING 24–25 CONTENT SERVICES ASCRS•ASOA Symposium & Congress U.S. and Global Meetings Regional Meetings Webinars EyeWorld CME Educational SymposiaEyeWorld Education EyeWorld Corporate Events EyeWorld Corporate Mornings

BEFORE THE EXHIBITION 26Biomedical WasteHanging Signs and Booth Blue PrintsLasers & Other Potentially Hazardous Light SourcesLaser Inspection DetailsFDA RegulationsFlammable & Toxic MaterialsSpecialty Gases

BOOTH CONSTRUCTION 27–29Registration, Installation & DismantleDates & TimesExhibit Installation, Crates, Floor Coverings Dismantling ExhibitsExhibitor Appointed Contractor (EAC)EAC Certificate of Insurance (COI)EAC & Labor Entrance / Loading Dock InformationConvention Center Rules & InsuranceDecorators Union JurisdictionsElectricians UnionExhibitor PersonnelGratuities Material Handling Union JurisdictionPlumbersRiggingUnfinished SidewallsUnion Information

BOOTH TYPES & DESIGNS 30–31Booth Space Design GuidelinesLinear Booths & Island BoothsBooths with ColumnsHanging SignsCanopies, Towers & Multi-Level ExhibitsConvention Center Requirements-Covered Booths & Double Deckers


TABLE OF CONTENTS

DURING THE EXHIBITION 32Access to ExhibitsBadges RequiredBiomedical Hazardous Waste InformationCare of Facility Children in the Exhibit HallPhotography & Videotaping Professional Behavior SecuritySellingSeller’s Permit / Sales Tax Information Sound & Presentations in Booths

MARKETING, ADVERTISING 33–37& PUBLIC RELATIONSASCRS•ASOA Policy ASCRS•ASOA & EyeWorld LogosContest, Drawings & RafflesExhibitor MarketingE-blast Policy & GuidelinesExhibitor Press Release GuidelinesExternal to the Building, MarketingFood & Beverage in Exhibit BoothGiveawaysHelium BalloonsPromotional Material

Policy Enforcement Advertising Opportunities Preview ProgramOnsite & Online Final ProgramASCRS Subspecialty Day Final ProgramsOur Show IssuesAdministrative EyecareEyeWorld Meeting ReporterEyeWorld TodayIt’s in the Bag

ASCRS•ASOA Marketing OpportunitiesASCRS•ASOA On-site offeringsASCRS•ASOA City-wide offeringsMarketing & Sponsorship Opportunities for the ASOA Congress

ASCRS•ASOA GENERAL TERMS 38–40Violations Priority Points Evaluation of Space Application Catastrophe Outstanding Balance/Payment Promotional Material

ASCRS SUBSPECIALTY DAY 41–50EXHIBIT INFORMATION


Dear Exhibitor,

The American Society of Cataract and Refractive Surgery and the American Society of Ophthalmic Administrators welcomes you to participate in the ASCRS•ASOA Symposium & Congress, to take place April 13-17, 2018, in Washington, DC.

Washington, DC is an exciting place, no matter your reason for visiting, from celebrity chefs, monuments, museums, shopping and more found in the nation’s capital. The District of Columbia is a location that truly captures the excitement and bustle of a thriving metropolis. This is where big things happen every day.

In addition, we welcome you to participate in the one-day ASCRS Subspecialty Day exhibits taking place on Friday, April 13, 2018. This exhibit hall, open to all attendees of ASCRS Glaucoma Day, ASCRS Refractive Day and Cornea Day offers a unique opportunity for exhibitors to connect with the most important target market for your company’s products and services. These one-day educational programs attracted a combined total of over 2,200 ophthalmologists and healthcare professionals in 2017.

Thank you for your commitment and dedication to ASCRS•ASOA. We appreciate all of the hard work, time, and effort that you put into our meeting. It is the goal of ASCRS•ASOA to continue to achieve excellence in providing you with a spectacular meeting experience.

We look forward to seeing you in DC!

Sincerely,

Jamie Barbera Paula K. SchneiderExhibits Manager Director of Meetings and Conventions


ASCRS•ASOA CONTACTS

ASCRS•ASOA CONTACTSASCRS•ASOA Office 4000 Legato Road, Suite 700Fairfax, VA 22033Phone: (703) 591-2220Fax: (703) 591-0614

Exhibits Manager ASCRS•ASOA & ASCRS Subspecialty Day ExhibitsJamie [email protected]

Director of Meetings and ConventionsPaula K. [email protected]

Meetings ManagerAmber [email protected]

Meetings CoordinatorPura [email protected]

Registration [email protected]

EyeWorld, Director of Special ProjectsJessica [email protected]

ASCRSMedia, Sales RepresentativePaul [email protected]

ASCRSMedia, Production ManagerCathy [email protected]

ASCRS•ASOA Accounting - Wire Transfer Information Bryan [email protected]

OFFICIAL CONTRACTORS OnPeak - ASCRS•ASOA Housing BureauE-mail: [email protected] Phone: (800) 370-8282International Phone: (312) 527-7300

Walter E. Washington Convention Center (WEWCC)801 Mt. Vernon Place NWWashington, DC 20001Phone: (202) 249-3311

General Service Contractor Global Experience Specialists (GES)Domestic Phone: (800) 475-2098Domestic Fax: (866) 329-1437International Phone: (707) 263-1592International Fax: (707) 263-1520

Audio Visual Provider Freeman Audio Visual Contact details will be provided in the Service Kit

Registration & Lead Retrieval SystemsE-mail: [email protected] Phone: (800) 748-5064International Phone: (508) 743-0538Monday–Friday | 9 a.m. – 5 p.m. EST

*All other contractors providing services for exhibits will be includedin the Exhibitor Service Kit available in November


IMPORTANT DATES

OPEN Housing officially opened onsite in Los Angeles at our 2017 Annual Meeting. CLICK HERE to reserve 19 rooms or lessCLICK HERE to reserve 20 rooms or more

Please contact OnPeak with any questions: (800) 370-8282 US Toll-free / (312) 527-7300 Local / Int’l Email: [email protected]

JULY 17Booth Space Applications, & Live Floor Plan available online only

JULY 24 Priority Points will be e-mailed

AUGUST 25Booth Space Application due with 50% deposit & company description (Earn 100 priority points if 100% payment is submitted at time of application)

SEPTEMBER 1 Booth space appointment letters e-mailed

OCTOBER 17–NOVEMBER 2Booth space assignments taking place (Live phone call per your scheduled appointment)

NOVEMBER (subject to change)Company info updates to be made in your Exhibitor Dashboard in order to be included in the Preview Program. You are responsible for updating this information by deadline.

NOVEMBER 6 Booth space confirmation letters e-mailed

NOVEMBER 13Exhibitor Registration opens online

NOVEMBER 13Expresso (exhibitor service kit) will be available in your Exhibitor Dashboard

NOVEMBER 13Affiliate Function Applications available in your Exhibitor Dashboard

NOVEMBER 15 Final booth payments due (final payments made after this date will be penalized 10 priority points per day the payment is late - towards your 2019 points)

NOVEMBER 15 Last day to cancel exhibit space without incurring a penalty

NOVEMBER 16-DECEMBER 16Booth cancellation will forfeit 30% of total booth fee

DECEMBER 17-FEBRUARY 13Booth cancellation will forfeit 50% of total booth fee

JANUARY (subject to change) Company info updates to be made in your Exhibitor Dashboard in order to be included in the Final Program. You are responsible for updating this information by deadline.

FEBRUARY 9 Housing Cut-Off. All reservation names must be submitted to OnPeak by this date or rooms will be released

FEBRUARY 14Booth cancellation on or after this date will forfeit 100% of total booth fee.

FEBRUARY 23Island Booth & Hanging Sign blueprints with line drawings due to Exhibits Manager

FEBRUARY 23Hazardous Waste/Wet Lab forms due to Exhibits Manager

MARCH 1 EAC forms and EAC Certificate of Insurance forms due to ASCRS**If forms are not received by this date, you will be required to use GES for Install & Dismantle

MARCH 16 Laser Safety Checklist due to Exhibits Manager

MARCH 23Mailing samples with pre-registration attendee list request form due to Exhibits Manager. No lists will be processed after this date.

MARCH 23Giveaway approval request deadline

APRIL 11-13 ASCRS•ASOA Exhibit Hall Set Up

APRIL 12 ASCRS Subspecialty Day Exhibit Hall Set Up

APRIL 13 ASCRS Subspecialty Day Meeting & Exhibits Open

APRIL 13-17ASCRS•ASOA Annual Symposium & Congress

APRIL 14-16ASCRS•ASOA Exhibit Hall Open


EXHIBITOR REGISTRATION, INSTALLATION & DISMANTLE DATES & TIMES

EXHIBITOR REGISTRATIONWednesday, April 11 8:00 a.m.–5:00 p.m.Thursday, April 12 8:00 a.m.–6:00 p.m.Friday, April 13 7:00 a.m.–7:00 p.m.Saturday, April 14 7:00 a.m.–5:00 p.m.Sunday, April 15 7:30 a.m.–5:00 p.m.

Monday, April 16 8:00 a.m.–12:00 p.m.

ASCRS SUBSPECIALTY DAY EXHIBITS INSTALLATIONThursday, April 12 1:00 a.m.–5:00 p.m.

ASCRS SUBSPECIALTY DAY EXHIBITS OPENFriday, April 13 7:00 a.m.–4:00 p.m.

ASCRS SUBSPECIALTY DAY EXHIBITS DISMANTLEFriday, April 13 4:00 a.m.–6:00 p.m.

EXHIBITS INSTALLATIONWednesday, April 11 8:00 a.m.–8:00 p.m.Thursday, April 12 8:00 a.m.–8:00 p.m.Friday, April 13 8:00 a.m.–10:00 p.m.

EXHIBITS DISMANTLEMonday, April 16 5:00–10:00 p.m.Tuesday, April 17 8:00 a.m.–5:00 p.m.Wednesday, April 18 8:00 a.m.–5:00 p.m.Thursday, April 19 8:00 a.m.–12:00 p.m.

EXHIBIT HALL LOCATION, DAYS & TIMES:Further details can be found in the Booth Construction section of the prospectus.

EXHIBIT HALL OPEN TO ATTENDEESASCRS•ASOA Exhibit Hall A & B, Lower LevelSaturday, April 14 9:00 a.m.–5:00 p.m.

Sunday, April 15 9:00 a.m.–5:00 p.m.

Monday, April 16 9:00 a.m.–5:00 p.m.

DISMANTLE INFORMATIONExhibits Close:Please keep the aisles clear of debris during the move out process to prevent trip hazards. GES will begin pulling aisle carpet promptly at 5 p.m. Please pull those parts of your displays you can easily handle and are closest to the aisles further into your booth space to help protect them.

Empty Returns:GES will begin the return of empty containers promptly at 5 p.m. on Monday. Cardboard and fiber cases will be returned first. Please DO NOT offer gratuities to workers in an attempt to find your empties. To ensure your safety, exhibitors will not be allowed in the crate storage area.

Please schedule your staff and travel accordingly as we cannot guarantee what time you will be finished with tear down on Monday evening.

Estimated Completion Times & Deadlines:Empty Return Begins: 4/16/18 5:00 p.m.–Midnight

Carrier Check In Deadline: 4/19/18 8:00 a.m.

Turn in outbound Bill of Lading by: 4/19/18 12:00 p.m.


PAST MEETINGS’ ATTENDANCE

The ASCRS Symposium on Cataract, IOL and Refractive Surgery, the ASOA Congress on Ophthalmic Practice Management, and the Technicians & Nurses Program are held simultaneously each spring. These annual meetings are the principal in education forums for ASCRS•ASOA members and feature topic-specific general sessions, exhibits, educational posters, affiliate meetings, and the Film Festival.

ATTENDANCE HISTORY BY YEAR

ATTENDEE CATEGORIES 2014

BOSTON 2015

SAN DIEGO 2016

NEW ORLEANS2017

LOS ANGELES

Ophthalmologists 4,373 4,556 3,235 3,847

Practice Administrators & Staff 1,050 1,012 873 947

Technicians & Nurses 535 514 386 451

Joint ASOA/Technicians & Nurses 329 371 253 202

Optometrists & Physician Assistants 105 90 68 51

Corporate/Other 94 139 98 126

Guests 406 421 293 313

Total 6,893 7,103 5,206 5,937

Exhibitors 4,968 5,387 4,741 4,962

Overall Attendance Totals 11,861 12,490 9,947 10,899


2017 ATTENDANCE BREAKDOWN

OPHTHALMOLOGIST ONLY

UNITED STATES BREAKDOWN

*Guests, Exhibitors, and Press are not included in counts above.


ALABAMA 9

ALASKA 4

ARIZONA 41

ARKANSAS 10

CALIFORNIA 563

COLORADO 49

CONNECTICUT 16

DELAWARE 3DISTRICT OF COLUMBIA

11

FLORIDA 120

GEORGIA 54

GUAM 1

HAWAII 19

IDAHO 11

ILLINOIS 58

INDIANA 36

IOWA 11

KANSAS 20

KENTUCKY 10

LOUISIANA 22

MAINE 4

MARYLAND 40

MASSACHUSETTS 56

MICHIGAN 60

MINNESOTA 42

MISSISSIPPI 6

MISSOURI 39

MONTANA 5

NEBRASKA 9

NEVADA 25

NEW HAMPSHIRE 10

NEW JERSEY 48

NEW MEXICO 6

NEW YORK 179

ALABAMA 20

ALASKA 4

ARIZONA 91

ARKANSAS 29

CALIFORNIA 1008

COLORADO 90

CONNECTICUT 28

DELAWARE 11

DISTRICT OF COLUMBIA 13

FLORIDA 200

GEORGIA 100

GUAM 2

HAWAII 39

IDAHO 28

ILLINOIS 89

INDIANA 64

IOWA 22

KANSAS 34

KENTUCKY 15

LOUISIANA 39

MAINE 8

MARYLAND 79

MASSACHUSETTS 112

MICHIGAN 86

MINNESOTA 113

MISSISSIPPI 12

MISSOURI 68

MONTANA 13

NEBRASKA 15

NEVADA 70

NEW HAMPSHIRE 24

NEW JERSEY 81

NEW MEXICO 20

NEW YORK 251

PUERTO RICO 6

RHODE ISLAND 6

SOUTH CAROLINA 31

SOUTH DAKOTA 8

TENNESSEE 29

TEXAS 176

UTAH 36

VERMONT 1

VIRGINIA 45

WASHINGTON 46

WEST VIRGINIA 6

WISCONSIN 23

WYOMING 0

TOTAL 2249

PUERTO RICO 9RHODE ISLAND 8SOUTH CAROLINA 48SOUTH DAKOTA 20TENNESSEE 60TEXAS 284UTAH 73VERMONT 1VIRGINIA 76WASHINGTON 83WEST VIRGINIA 11WISCONSIN 41WYOMING 4TOTAL 4027

ALL ATTENDEES

NORTH CAROLINA 40

NORTH DAKOTA 5

OHIO 62

OKLAHOMA 15

OREGON 42

PENNSYLVANIA 75

NORTH CAROLINA 64

NORTH DAKOTA 17

OHIO 97

OKLAHOMA 38

OREGON 89

PENNSYLVANIA 126


OPHTHALMOLOGIST ONLY

ALGERIA 5

ARGENTINA 66

ARUBA 1

AUSTRALIA 47

AUSTRIA 4

AZERBAIJAN 1

BAHRAIN 4

BANGLADESH 1

BARBADOS 1

BELGIUM 11

BOLIVIA 2

BRAZIL 199

CANADA 164

CHILE 23

CHINA 42

COLOMBIA 58

COSTA RICA 4

CZECH REPUBLIC 2

DENMARK 4

DOMINICAN REPUBLIC 9

ECUADOR 5

EGYPT 49

EL SALVADOR 2

ETHIOPIA 7

FINLAND 2

FRANCE 33

GEORGIA 3

GERMANY 31

GREECE 4

GUATEMALA 6

HONDURAS 1

HONG KONG 4

HUNGARY 1

INDIA 86

INDONESIA 3

IRAQ 5

KAZAKHSTAN 1

KUWAIT 5

LATVIA 3

LEBANON 2

MALAYSIA 8

MAURITIUS 1

MEXICO 64

MOROCCO 9

NAMIBIA 2

NETHERLANDS 5

NEW ZEALAND 11

NORWAY 4

OMAN 13

PAKISTAN 2

PANAMA 4

PERU 32

PHILIPPINES 7

POLAND 1

PORTUGAL 3

QATAR 11

ROMANIA 14

RUSSIA 29

SAUDI ARABIA 30

SERBIA 3

SINGAPORE 26

SLOVENIA 2

SOUTH AFRICA 1

SOUTH KOREA 63

SPAIN 23

SRI LANKA 9

SWEDEN 4

SWITZERLAND 11

INTERNATIONAL BREAKDOWN


IRELAND 3

ISRAEL 18

ITALY 37

JAPAN 86

TAIWAN 5

THAILAND 17

TUNISIA 1

TURKEY 53

UKRAINE 11

UNITED ARAB EMIRATES 20

UNITED KINGDOM 28

UNITED STATES 2249

URUGUAY 4

VIETNAM 8

ZIMBABWE 1

TOTAL 3847



ALGERIA 5

ARGENTINA 67

ARUBA 1

AUSTRALIA 63

AUSTRIA 5

AZERBAIJAN 2

BAHRAIN 5

BANGLADESH 1

BARBADOS 1

BELGIUM 12

BERMUDA 1

BOLIVIA 2

BRAZIL 226

CANADA 249

CHILE 26

CHINA 46

COLOMBIA 70

COSTA RICA 4

CZECH REPUBLIC 4

DENMARK 5

DOMINICAN REPUBLIC 12

ECUADOR 9

EGYPT 56

EL SAVADOR 3

ETHIOPIA 7

FINLAND 2

FRANCE 45

GEORGIA 3

GERMANY 38

GREECE 4

GUATEMALA 6

HONDURAS 2

HONG KONG 4

HUNGARY 1

INDIA 101

INDONESIA 3

IRAQ 6

IRELAND 3

KAZAKHSTAN 1

KUWAIT 5

LATVIA 3

LEBANON 2

MALAYSIA 11

MAURITIUS 1

MEXICO 70

MOROCCO 9

NAMIBIA 2

NETHERLANDS 7

NEW ZEALAND 20

NORWAY 6

OMAN 13

PAKISTAN 2

PANAMA 4

PERU 37

PHILIPPINES 8

POLAND 1

PORTUGAL 5

QATAR 12

ROMANIA 19

RUSSIA 39

SAUDI ARABIA 30

SERBIA 3

SINGAPORE 36

SLOVENIA 3

SOUTH AFRICA 1

SOUTH KOREA 69

SPAIN 27

SRI LANKA 10

SWEDEN 4

SWITZERLAND 12

ALL ATTENDEES

INTERNATIONAL BREAKDOWN



ISRAEL 21

ITALY 39

JAMAICA 1

JAPAN 108

TAIWAN 7

THAILAND 19

TUNISIA 1

TURKEY 54

UKRAINE 15

UNITED ARAB EMIRATES 20

UNITED KINGDOM 38

UNITED STATES 4027

URUGUAY 4

VENEZUELA 1

VIETNAM 9

ZIMBABWE 1

TOTAL 5937


EXHIBIT SPACE ASSIGNMENT

EXHIBIT BOOTH SPACE ASSIGNMENTThe ASCRS•ASOA exhibits are an extension of the continuing education program. To be accepted by ASCRS•ASOA, the products and services should be related to the ophthalmic or medical administrative fields.

Booth placement is prioritized using a point system. Points are accrued through a variety of opportunities extended by ASCRS•ASOA, including the number of years a company has continuously exhibited.

Prior to booth assignments, exhibiting companies will be evaluated according to points earned. An email will be sent out to all exhibiting companies from the previous year detailing total points earned for the following year. Companies with the greatest number of points are assigned first, progressing to companies with the fewest. Companies that advertise or provide commercial support accrue more points than non-participating companies.

In order for an exhibiting company’s accrued Priority Points to be applied to space selection standings, the exhibiting company must submit the completed space application to ASCRS•ASOA by the published deadline.

The exhibit booth space application will be considered complete when it has been signed by the appropriate authorized personnel; product categories & company description have been submitted; and the 50% deposit amount received by the published deadline date.

An additional 100 Priority Points will be allotted toward the 2018 Annual Meeting booth space selection standings if full payment is received with your exhibit space application by deadline. Applications received on or after August 25, 2017 will beprocessed after space selection assignments have taken place for those companies who submitted their required documentation by the deadline.

CONFIGURATION OF EXHIBIT HALLASCRS•ASOA reserves the right to reconfigure the exhibit hall floor plan and reassign any exhibiting company at any time. Should the affected exhibitor cancel their space as a result of their booth reassignment, space payments will be refunded in full. The affected exhibitor must submit their cancellation notification in writing no later than 10 days after notification of space reassignment to receive refund.

BOOTH SHARESCompanies wishing to share a booth space must have a minimum of 200 square feet.

Both companies are required to submit separate booth space application and a signed letter on official company letterhead by each company acknowledging they agree to share the space.

Please send your applications to the ASCRS•ASOA Exhibits Manager, [email protected] or Fax to 703-547-8840

Each company must provide individual company descriptions and product categories to be listed in ASCRS•ASOA publications.

If companies are splitting the booth fee, please note this in the payment field.

Both companies will be listed in the programs and mobile/tablet app.


PRIORITY POINTS FOR EXHIBIT SPACE ASSIGNMENTS

PRIORITY POINT ACCRUAL INFORMATIONPriority Points are a large factor in your exhibit location at the ASCRS•ASOA Symposium & Congress.

ASCRS•ASOA recognizes that the location of a booth at our annual meeting is of high strategic importance. ASCRS•ASOA has a system in place that determines the order of space selection & assignment for each exhibitor.

With the exception of the number of consecutive years exhibiting, Priority Points are accrued in the following ways and reset to zero after each year’s Symposium & Congress concludes. Priority Points are not earned based upon booth size or cost of exhibition space.

How are Priority Points Accrued?1. Years exhibiting at consecutive annual meetings are accrued per year and applied to the next consecutive year.

a. 1–5 consecutive years exhibiting are awarded 10 points per year.b. 5–10 consecutive years exhibiting are awarded 20 points per year.c. 10–15 consecutive years exhibiting are awarded 30 points per year.d. 15–20 consecutive years exhibiting are awarded 40 points per year.e. 20+ consecutive years exhibiting are awarded 50 points per year.

2. Utilizing the ASCRS•ASOA official housing bureau, onPeak, for 100% of the exhibiting companies housing needs.

a. Ten (10) times the total square footage of your booth at the 2017 annual meeting will be awarded in points toward the 2018 annual meeting if onPeak is used. *Ex. 20 ft. x 20 ft. booth = 400 square feet = 4,000 Priority Points earned toward the 2018 annual meeting.

b. If onPeak is NOT used for the exhibiting companies housing needs, company will lose Priority Points for the 2018 annual meeting equal to 50% of the total booth square footage. *Ex. 20 ft. x 20 ft. booth = 400 square feet = -200 Priority Points toward the 2018 annual meeting.

3. Partnering with ASCRS•ASOA via advertising in ASCRS•ASOA publications, by purchasing advertising and/or marketing items for the annual meeting (e.g. tote bags), or by contracting with ASCRS•ASOA to host a corporate event during the 2016 calendar year will accrue 25% of the total dollar spent in earned Priority Points toward the 2018 annual meeting.

4. Exhibiting at other ASCRS•ASOA meetings (see list below) during the 2016 calendar year will accrue 25% of the total dollar spent in earned Priority Points toward the 2018 annual meeting.

• Other ASCRS•ASOA meetings include: Young Eye Surgeons- Advanced Cataract Training (YES ACT), Combined Ophthalmic Symposium (COS).

• If you exhibited at 2017 ASCRS Subspecialty Day / World Cornea Congress (takes place every 5 years) you will earn 25% of the total dollar spent in earned priority points towards the 2018 annual meeting.

5. Donations to the ASCRS Foundation during the 2016 calendar year will accrue 25% of the total dollar donated in earned Priority Points toward the 2018 annual meeting.

6. An additional 100 Priority Points will be awarded to all exhibiting companies who submit full booth space payment with their completed booth space application by the August 25, 2017 deadline. These 100 additional points will be considered toward the 2018 booth space assignment.

CATEGORY ACCRUAL PERIOD YEAR APPLIED

Years Exhibiting at Annual Meeting Past Consecutive Years 2018

Housing Fulfillment of final block utilized at 2017 Annual Meeting 2018

Advertising & Marketing Calendar year, January 2016–December 2016 2018

Exhibiting at other ASCRS•ASOA Meetings (YES ACT & or COS) Calendar year, January 2016–December 2016 2018

Exhibiting at ASCRS Subspecialty Day 2017 Annual Meeting 2018

ASCRS Foundation Donation Calendar year, January 2016–December 2016 2018

100% Booth Payment submitted at time of contract submission by deadline date

July 17, 2017 - August 25, 2017 2018

PRIORITY POINT ACCRUAL PERIODS


BOOTH FEES & PAYMENTS

BOOTH SPACE FEES & PAYMENTSExhibit Space Rental FeesSpace rental fees are charged according to booth configuration and size. All exhibit specifications will be in accordance with ASCRS•ASOA’s rules and regulations.

Inside Linear/Perimeter: $3,400.00Corner Linear/Perimeter: $3,500.00Linear booths are sold in ten-foot by ten-foot (10’ x 10’) increments.

If you are requiring a linear booth to be merged to a larger size, (10x20 or more), to determine the cost of the booth, multiply the number of 10x10s merged and position (above) by the corresponding fee. (e.g., 10’x20’ corner booth = two 10’x10’s x $3,500 each = $7,000)

Island: $35.00 per square foot An island booth is defined as a booth with all sides exposed to an aisle. To determine the cost of your booth, multiply the size by $35 (e.g., 20’x20’ = 400 x $35 = $14,000).

Exhibit Fees Include the Following:1. Space Rental of assigned exhibit booth space.

2. Six complimentary exhibitor personnel badges per 100 square feet of booth space.

3. One complimentary ASCRS•ASOA pre-meeting registration mailing list, ON REQUEST ONLY. To request the complimentary ASCRS•ASOA pre-meeting registration mailing list, each exhibiting company must submit the request form and mailing piece sample directly to the Exhibits Manager, [email protected]. Additional information can be found in the exhibitor service kit, available online in November.

4. Standard booth equipment for corner, linear, and perimeter booths includes standard 8’ high back drape and 3’ high sidewall drape in the show colors along with a black and white 7”x44” identification sign with company name and booth number.

5. Company listing in the ASCRS•ASOA Preview Program, Online Real Time Program and Final Program if provided in your exhibitor dashboard.

a. Preview Program: listing will consist of the exhibiting company’s name and product categories.

b. Online Real Time Program: Listing will consist of the exhibiting company’s online profile linked directly from the live floor plan.

c. Final Program On-Site (printed): Listing will consist of the exhibiting company’s name, product categories, and booth number.

6. Show issue of EyeWorld: exhibiting company’s name, product categories, and booth number.

7. Online Live Floor Plan and Exhibitor Locater (online): Listing to include company name, product categories, company description, and contact information, as long as the populated fields are entered by the exhibitor in your dashboard.

8. ASCRS•ASOA meeting app: Listing to include company name, product categories, company description, and contact information.

9. Priority Points toward exhibiting at the 2019 annual meeting.

10. Admission to the ASCRS ASOA Saturday event at the convention center, Film Festival, ASOA Celebration, as well as admission to physician and administrator sessions, provided seating is available. *Attendance is subject to the guidelines set forth in the Policy for Educational Sessions. Please refer to the ASCRS Rules & Regulations section of the Exhibitor Prospectus as well as the exhibitor website for additional information.

11. Use of the shuttle bus service to and from the ASCRS•ASOA official hotels and the convention center.

Payment ScheduleEach exhibiting company will be required to submit a deposit amount equaling 50% of the selected booth space fee with the completed application no later than August 25, 2017. Applications submitted without payment will not be binding and space will not be assigned or held.

COMPANIES WHO DO NOT SUBMIT A CONTRACT BY AUGUST 25, 2017 WILL NOT HAVE THEIR ACCRUED PRIORITY POINTS CONSIDERED TOWARD THE 2018 SPACE SELECTION AND WILL NOT BE ASSIGNED A BOOTH SPACE APPOINTMENT TIME UNTIL AFTER THE INITIAL ASSIGNMENTS ARE COMPLETED.

The remaining 50% booth space balance is due November 15 2017. Contracts submitted after this date must include the full booth space fee in order to be processed.

If payment is not received on or before November 15, 2017 exhibitors will lose 10 Priority Points (towards the 2019 booth space), per day, each day the balance is overdue.

ASCRS•ASOA may cancel or reassign unpaid space without notification. Returned payments will be charged a processing fee of $50.00.


BOOTH PAYMENTS, CANCELLATIONS & DOWNSIZING

BOOTH SPACE CANCELLATIONSCancellation PolicyCancellation of assigned booth space must be submitted in writing to the ASCRS•ASOA Exhibits Manager. Cancellations will not be taken on the phone.

Upon cancellation of exhibit space, exhibitor is responsible for canceling any hotel rooms and/or meeting space that may have been on hold.

Exhibitors canceling after booth space has been contracted will forfeit a percentage of the total space fee based on the following schedule:

150 days from show date (November 16, 2017)–120 days from show date (December 16, 2017) forfeit 30% of total booth fee

119 days from show date (December 17, 2017)–60 days from show date (February 13, 2018) forfeit 50% of total booth fee

59 days from show date (February 14, 2018)–0 days from show date forfeit 100% of total booth fee

Exhibitors that fail to agree to (pay) the cancellation fee will not be permitted to exhibit at future ASCRS•ASOA meetings until the balance is paid in full.

Outstanding Balances/Payments DueCompanies that have an outstanding balance due from a previous meeting for booths or marketing purchases will not be permitted to exhibit until the balance is paid in full.

Downsize PolicyRequests to downsize assigned booth space must be submitted in writing to the ASCRS•ASOA Exhibits Manager. Downsize requests will not be taken on the phone.

Exhibitors downsizing after their booth space has been contracted will forfeit a percentage of the total space fee based on the following schedule & will be subject to booth relocation:

REQUESTS TO DOWNSIZE AFTER BOOTH SPACE HAS BEEN ASSIGNED, NOVEMBER 2, 2017 AND BETWEEN JANUARY 14, 2018 WILL FORFEIT 50% PENALTY ON THE ORIGINAL BOOTH SPACE FEE.

ALL REQUESTS RECEIVED TO DOWNSIZE AFTER JANUARY 14, 2018 WILL RESULT IN AN 80% PENALTY ON THE ORIGINAL BOOTH SPACE FEE.

PAYMENT METHODSASCRS•ASOA accepts American Express, Discover Card, MasterCard, VISA, Checks, and wire transfers.

Paying by Check:• Checks are to be made out to the American Society of Cataract and Refractive Surgery.

• Checks are to be drawn on U.S. Bank Accounts only.

• Check payments must accompany a copy of your booth space application and may be mailed to:

ASCRS•ASOA Attn: Exhibits Manager 4000 Legato Road, Suite 700 Fairfax, VA 22033

Paying by Wire Transfer:THE TRANSACTION FEE MUST BE INCLUDED IN THE TOTAL WIRE AMOUNT. ASCRS•ASOA IS NOT RESPONSIBLE FOR THIS AMOUNT AND YOU WILL BE BILLED FOR THE BALANCE.

Please ask your banking institution for the transaction fee amount to include. Wire details will not be provided until completed booth space application has been submitted.

Please contact Bryan Sheering, [email protected], for additional wire transfer information.


EXHIBIT SPACE APPLICATION

IMPORTANT NOTE:Final payments are due on November 15, 2017. If payment is not received on or before this date, exhibiting company will lose 10 Priority Points, per day, (towards their 2019 booth space) each day the balance is overdue.

Exhibit space contracts submitted on or after November 15, 2017 must include the entire booth space fee in order to be considered complete and processed.

AUTHORIZATION: Contracts will not be processed without signature and a 50% deposit on booth space. I am an authorized representative of the company with full power and authorization to sign and deliver this application and contract. The company listed on this application agrees to comply with all the policies, rules and regulations contained in the Exhibitor Prospectus, and the policies, rules and regulations adopted after publication of the prospectus.

Authorized Name (Print) Date

Authorized Signature Title

Contracts that are not filled out completely will not be processed. For a contract to be considered complete, it must include product category and description on the following page.

Company Information:Company Name

Address 1

Address 2

City

State Zip Code

Country

Company Phone

Company Fax

Business Email

Website

Booth Contact Information (ASCRS ASOA Use Only)

Booth Contact Name

Booth Contact Title

Phone Ext

Email

Booth Size Request:Booth Type–Please place an “X” next to your preferred booth type. There is a 10x10 minimum for Linear booth space and a 20x20 minimum for Island booth space.

Corner-Linear Booth $3500 per square foot

Inside-Linear-Perimeter Booth $3400 per square foot

If you are requesting linear booths (10x10) please also indicate the quantity needed here. (Example: 10x20 requests would designate a 2 in this box.)

Island Booth $35 per square foot

Please list below the companies you DO NOT want to be located near in the event you are unavailable for your booth space selection appointment call with ASCRS.

Do not place me near the following:

Payment Method–Please check one.

VISA MC AMEX Check

Wire Transfer* (*wire transfer fee must be included)

Amount Enclosed $

Account Number

Expiration Date Code

Name of Cardholder


Company Listing Information (Please Type or Print)Please provide a company description in 100 words or less for publication in the online Floor Plan Listing. Company description should focus on the product and its usage. If no company description is included in the booth space application it is considered incomplete. ASCRS•ASOA reserves the right to edit text to format and fit requirements without notice. Your company description must be sent in with your space application in order for your request to be processed. Once your contract has been submitted you will have the ability to log in to your exhibitor dashboard at any time and update your company description and categories if need be.

Product Category (Minimum of 1 must be selected, maximum of 6 permitted)To ensure that we have your company listed under the appropriate product category, please circle up to 6 categories or types of the following listing. If there is not a description that best describes your company product please print on the line below:

Advertising Specialty Endoscopy Repair/Rebuild Measurement Equipment Refractive Systems

A-scans Equipment Leasing Microkeratomes Regulators/Devices

Calibration Equipment Exam Room Furniture/Equip Microscopes Research & Development

Capsular Tension Rings Financial Services Office/ASC Design & Plan Resurfacing Equipment

Certifying Agency Frames/Sunglasses Online Buying Group Retinal Implants

Charitable Organization Glaucoma Pressure Ophthalmic Instruments Retinal Photography

Communication Tech. Hand-Held Instrument Ophthalmic Surgery Table Solutions

Computers Insurance Company Optical Supplies Sterile Supplies

Computer Software Interior Planning Orbital Implants Sterilization Equipment

Computer Systems Internet Services Outpatient Surgery Centers Surgery Ctr Development

Corneal Masking Intracorneal Lenses Phacoemulsification Product Surgical Equipment

Corneal Tissue Intraocular Lenses Pharmaceutical Products Surgical Instruments

Corneal Topography System Lab Equipment Physician Recruiting & Plcmt Surgical Stretchers

Diagnostic Equipment Lacrimal Products Practice Management Surgical Supplies

Digital Imaging Systems Laser/Laser Services PRK & LASIK Supplies Ultrasound Equipment

Disposable Supplies Lens Services Product Development Video

Education/Training Low Vision Products Protective Eye Guards Viscoelastics

Electronic Medical Record Marketing Publication Web Site Design Services

To submit your booth space application, please ensure your contract is complete and mail or fax to the following:

Mail: Jamie Barbera Fax: 703-547-8840 Email: [email protected] ASCRS•ASOA Attn: Jamie Barbera 4000 Legato Road, Suite 700 Fairfax, VA 22033

EXHIBIT SPACE APPLICATION


EXHIBITOR HOUSING

OFFICIAL HOTELS The official housing management company for ASCRS•ASOA is OnPeak. Housing opened on-site at the 2017 ASCRS•ASOA Annual Symposium & Congress in Los Angeles, CA. and is open to all exhibiting companies.

OnPeakDomestic Phone: (800) 370-8282International Phone: (312) 527-7300Email: [email protected]

ASCRS•ASOA has contracted rooms in over 35 hotels in Washington, DC for the 2018 Annual Symposium & Congress. These hotels listed on the following page, are considered “official” hotels.

ANY HOTELS NOT LISTED ARE NOT WITHIN THE ASCRS•ASOA BLOCK AND ARE NOT PROTECTED BY ONPEAK AND ASCRS•ASOA.

Priority Points for HousingExhibitors are required to secure all sleeping rooms through OnPeak. In doing so, exhibitors have the ability to accrue or lose Priority Points. Exhibitors that utilize OnPeak for 100% of their housing needs receive ten (10) times their booth square footage in Priority Points toward the 2019 annual meeting. Exhibitors who do not utilize OnPeak for 100% of their housing needs will lose Priority Points for the 2019 annual meeting equal to 50% of their total booth square feet. Please see the Priority Points section of the Exhibitor Prospectus for more details on how Priority Points are calculated.

Securing HousingIn order to secure your exhibitor room(s) or block, you will need to submit your request online. This will notify OnPeak of your requested housing needs and on which nights you will need them for your staff.

• For 19 rooms or less please visit: Housing • For 20 or more rooms please visit: Group Housing

Any exhibitor requesting a room block of 20 rooms or more will be required to accept the terms of the ASCRS•ASOA attrition agreement along with their Exhibitor Room Block Request online.

ASCRS•ASOA reserves the right to make adjustments to your room block based on your organization’s history of rooms reserved vs. rooms utilized. Any request for an increase in excess of 5% of your total room pick-up from the previous year will only be granted when extenuating circumstances exist; this is subject to approval by the ASCRS•ASOA Meetings Department.

Headquarter HotelASCRS•ASOA has designated the Marriott Marquis as the headquarter hotel for the 2018 ASCRS•ASOA Annual Symposium & Congress.

The exhibitor room block is limited at this and all locations. Exhibitors will be permitted to request a maximum of 10 rooms per company at the headquarter hotel. Please note this is subject to availability and is NOT a guarantee of rooms at the headquarter hotel.

When requesting any type of suite, please note that it will count for more than one room from your headquarter hotel allotment. A one-bedroom suite will count as two rooms and a two-bedroom suite will count as three rooms.

All requests for suites that will be used as sleeping rooms must go through OnPeak.

Hospitality Suite requests for the purpose of meetings or entertaining must be requested through the Affiliate Function Process. Please see guidelines in the Exhibitor Prospectus for more details on Affiliate Functions or contact the Exhibits Manager for details. [email protected]

Room Assignment and ConfirmationAll housing assignments will be made in the order they are received. If your hotel choices are not available, an assignment will be made in a hotel comparable to your requested choices.

ONPEAK WILL SEND YOU A CONFIRMATION OF YOUR HOTEL ASSIGNMENT AFTER CUT OFF.

You will be able to distinguish email communications from OnPeak, the official housing management company, as they will have the ASCRS•ASOA 2018 official meeting logo within the communication and official onPeak seal.

There are many companies that try to pose as the official ASCRS•ASOA housing management company. Please contact ASCRS•ASOA directly if you are uncertain of the designation of a company that has been contacting you.

Rooming Lists: Exhibitor group block rooming lists are due to onPeak by, February 9, 2018.


2017 OFFICIAL HOTELS & RATES

Official Hotel List & Map

RESERVATIONS

Contact onPeak directly to book your rooms within the official hotel block and/or with any questions:Online: ascrs.org/gethousing | Phone: (800) 370-8282 | Email: [email protected]

OFFICIAL HOTELSHotel Name Address Rate

1 Cambria Suites Convention Center 899 O St. NW $279-$289 Single/Double

2 Capitol Hilton 1001 16th St. NW $327 Single/Double

3 Comfort Inn Convention Center 1201 13th St. NW $239 Single/Double

4 Donovan, a Kimpton Hotel 1155 14th St. NW $339 Single/Double

5 The Darcy, Curio Collection by Hilton 1515 Rhode Island Ave. NW $261 Single/Double

6 Embassy Suites Convention Center 900 10th St. NW $339-$359 Single/Double

7 Fairfield Inn and Suites Downtown 500 H St. NW $309 Single/Double

8 Fairmont Washington DC, Georgetown 2401 M St. NW $299 Single/Double

9 Grand Hyatt Washington 1000 H St. NW $327-$392 Single/Double

10 Hamilton Crowne Plaza 1001 14th St. NW $303 Single/Double

11 Hampton Inn Convention Center 901 6th St. NW $299 Single/Double


2017 OFFICIAL HOTELS & RATES

Hotel Name Address Rate

12 Henley Park Hotel 926 Massachusetts Ave. NW $329 Single/Double

13 Hilton Garden Inn Downtown 815 14th St. NW $317 Single/Double

14 Homewood Suites Convention Center 465 New York Ave. NW $299-$319 Single/Double

15 Hyatt Place White House 1522 K St. NW $309 Single/Double

16 Hyatt Place National Mall 400 E St. SW $299 Single/Double

17 Hyatt Place US Capitol 33 New York Ave. NE $214 Single/Double

18 Hyatt Regency Washington on Capitol Hill 400 New Jersey Ave. NW $294 Single/Double

19 JW Marriott 1331 Pennsylvania Ave. NW $332 Single/Double

20 Loews Madison Hotel 1177 15th St. NW $309 Single/Double

21 Marriott Marquis Washington DC 901 Massachusetts Ave. NW $327 Single/Double

22 Marriott Metro Center 775 12th St. NW $316 Single/Double

23 Mason and Rook, a Kimpton Hotel 1430 Rhode Island Ave. NW $359 Single/Double

24 Hotel Monaco, a Kimpton Hotel 700 F St. NW $399 Single/Double

25 Morrison-Clark Inn 1011 L St. NW $339 Single/Double

26 Hotel Palomar, a Kimpton Hotel 2121 P St. NW $329 Single/Double

27 Renaissance Washington DC, Dupont Circle 1143 New Hampshire Ave. NW $305 Single/Double

28 Renaissance Washington DC Hotel 999 9th St. NW $327 Single/Double

29 The Mayflower Hotel 1127 Connecticut Ave. NW $321 Single/Double

30 Ritz Carlton Washington DC 1150 22nd St. NW $509 Single/Double

31 Sofitel Washington DC Lafayette Square 806 15th St. NW $389 Single/Double

32 The St. Regis Washington DC 923 16th St. NW $535 Single/Double

33 Trump International Hotel 1100 Pennsylvania Ave. NW $495 Single/Double

34 W Hotel Washington DC 515 15th St. NW $379 Single/Double

35 Washington Court Hotel on Capitol Hill 525 New Jersey Ave. NW $319 Single/Double

36 Washington Marriott Georgetown 1221 22nd St. NW $305 Single/Double

37 Washington Plaza Hotel 10 Thomas Cir. NW $302-$325 Single/Double

38 Westin Washington DC City Center 1400 M St. NW $289 Single/Double


AFFILIATE FUNCTIONS

AFFILIATE FUNCTION POLICIES & PROCEDURESRequesting Meeting SpaceCompanies must complete the Meeting Space Application, available online only, for any hosted events, and gain ASCRS• ASOA approval prior to contacting or working with the selected hotel or venue.

THE APPLICATION MUST BE COMPLETED FOR EVERY AFFILIATE FUNCTION, PER DAY FUNCTION SPACE IS NEEDED AND WHETHER OR NOT THE MEETING IS AT ONE OF THE ASCRS•ASOA OFFICIAL HOTELS.

If you are requesting function space at a location that is not listed in the menu selection, you are still required to apply for function space through the online application process and note the location.

The meeting space application can be found within your exhibitor dashboard starting November 13, 2017. Requests can only be made online. Payment will be due at time of submitting your application or the request will not be sent through the database. All space assignments are subject to availability and requests are handled on a first-come, first-served basis.

CONFIRMED EXHIBITORS: A non-refundable $250.00 administrative fee will be required at time of application per function, per day up until February 12, 2018. Space requests made on or after February 13, 2018 will be charged a non-refundable $500.00 administrative fee.

NON-EXHIBITING COMPANIES: A non-refundable $500.00 administrative fee will be required at time of application per function, per day.

Changes made to an affiliate function request such as, timing, date change, attendance, room set up, must be emailed to the Exhibits Manager for approval prior to confirming with the hotel or venue.

Hospitality Suites fall under the affiliate function policy and follow all rules and regulations set forth by the affiliate function policy and procedures listed here.

Payments must be made at time of application using one of the following credit cards at the time of application: American Express, Discover Card, MasterCard or VISA.

CHECKS WILL NOT BE ACCEPTED AS A FORM OF PAYMENT FOR AFFILIATE FUNCTIONS.

Policies and ProceduresASCRS•ASOA does not endorse or sanction any affiliated function. Use of the ASCRS•ASOA names or logos in conjunction with these events is strictly prohibited.

ASCRS •ASOA will not be held responsible for any charges incurred by approved or outside vendors. All charges are the sole responsibility of the company hosting the affiliate event.

All marketing materials promoting any affiliate function, educational or promotional event must be sent to the Exhibits Manager for approval, [email protected].

You are allowed one sign at the entrance to your function.

ASCRS•ASOA Meeting Space Approval ProcessAll functions must be scheduled so as not to interfere with the ASCRS•ASOA (and its affiliates) program, breaks, events, and lunches.

Events that are submitted that conflict with the below outlined dates and times will not be approved.

Corporate Affiliate MeetingsCorporate Affiliate Meetings are defined as functions that include only the exhibiting company personnel.

1. These meetings may be scheduled anytime from Thursday, April 12, 2018–Monday, April 16, 2018 providing meeting space is available at the requested location.

2. All Corporate Affiliate Meetings must be submitted to ASCRS•ASOA through the meeting space application process and must be approved by ASCRS•ASOA.


Affiliate Meetings with 100 and FEWER Professional AttendeesA Professional Attendee is defined as a physician, optometrist, practice administrator, technician or nurse, and/or anyone considered to be a health professional.

1. Affiliate meetings and functions that include the attendance of less than 100 professional attendees may be held beginning Thursday, April 12, 2018–Monday, April 16, 2018 within the following time periods (please note there is limited availability):

Thursday, April 12 Any time Friday, April 13 Prior to 8:00 a.m. & after 5:30 p.m.Saturday, April 14 Prior to 8:00 a.m. & after 5:30 p.m.Sunday, April 15 Prior to 8:00 a.m. & after 5:30 p.m.Monday, April 16 Prior to 8:00 a.m. & after 5:30 p.m.

2. The above time periods reflect when any aspect of the event may begin including registration and reception.

3. All Affiliate Meetings with 100 and fewer professional attendees must be submitted to ASCRS•ASOA through the meeting space application process and must be approved by ASCRS•ASOA.

Affiliate Meetings with MORE THAN 100 Professional AttendeesA Professional Attendee is defined as a physician, optometrist, practice administrator, technician or nurse, and/or anyone considered to be a health professional.

1. Affiliate meetings and functions that include the attendance of more than 100 professional attendees may be held beginning Thursday, April 12, 2018–Monday, April 16, 2018 within the following time periods (please note there is limited availability):

Thursday, April 12 Any time Friday, April 13 Prior to 7:00 a.m. & after 7:00 p.m.Saturday, April 14 Prior to 7:00 a.m. & after 7:00 p.m.Sunday, April 15 Prior to 7:00 a.m. & after 7:00 p.m.Monday, April 16 Prior to 7:00 a.m. & after 7:00 p.m

2. The above time periods reflect when any aspect of the event may begin including registration and reception.

3. All Affiliate Meetings with more than 100 professional attendees must be submitted to ASCRS•ASOA through the meeting space application process and must be approved by ASCRS•ASOA.

3rd Party Coordinator InformationCompanies using a third party to coordinate their off-site events, MUST submit a 3rd Party Authorization Form. See next page for document.

Policy Regarding Unapproved FunctionsIn order to maintain the integrity of the meeting for all attendees and exhibitors, the following enforcement policy will be enacted for all ASCRS•ASOA meetings. ASCRS•ASOA will speak with the Exhibits Manager or other personnel with managerial responsibility and require that the affiliate function be shut down during show hours for all violations.

1st OffenseThe exhibiting company hosting the function will have their Priority Points accrued during the current year reduced by 50%. They may also be prohibited from requesting meeting space for the following year. In addition, the exhibitor will not receive any Priority Points accrued for either the housing or the consecutive years attending.

2nd OffenseThe exhibiting company hosting the function will lose all Priority Points accrued during the calendar year, and will receive no Priority Points for the remaining portion of the year. ASCRS•ASOA will not permit the company to host or act as a meeting planner for any affiliate function for the following two years. Additionally, the company may be prevented from exhibiting or attending the following ASCRS•ASOA Annual Symposium & Congress.

3rd OffenseASCRS•ASOA will prohibit the exhibiting company hosting the function from exhibiting at the next ASCRS•ASOA meeting. The exhibitor will lose all Priority Points accrued during the calendar year, and will receive no Priority Points for the remaining portion of the year. ASCRS•ASOA will not permit the company to host or act as a meeting planner for an affiliate function the following five consecutive years.

ASCRS•ASOA appreciates the need for each firm to conduct business in an effective and efficient manner during the course of the meeting and are pleased to note that the large majority of exhibitors comply with our policies, enabling our attendees to enjoy the full scope of educational and social content offered by both ASCRS•ASOA and our industry partners.

AFFILIATE FUNCTIONS


3rd party Authorization Form

ASCRS Exhibiting Company Exhibiting Company: Address: Contact name: Position: Phone: Mobile phone: Fax: E-mail: 3rd party company Company name: Address: Contact name: Position: Phone: Mobile phone: Fax: E-mail: Meeting Logistics Date and time of the event:

Site registration opens: Reception time: Program time: Will transportation to the event site be offered? * YES NO

Transportation start time: *Please note, transportation may not be provided to and from the convention center location. Event title and description Is the 3rd party company or one of its affiliates exhibiting at ASCRS? YES NO Is this a CME function? YES NO If yes, who is the accrediting body: Expected attendance: Physicians and optometrists Administrators Technicians Nurses Signatures Exhibiting company 3rd party company INTERNAL USE ONLY Approval: Date:


EYEWORLD EVENTS & ENDURING CONTENT SERVICES

EYEWORLD MEETING AND EVENT SERVICESSetting the standard in high quality satellite educational events:With a 18-year history of presenting successful, well-attended, educational meetings for our satisfied partners in the ophthalmic industry, we invite you to review this summary of our meeting capabilities and programming types. EyeWorld, in partnership with ASCRS, is able to provide the full spectrum of educational meetings from CME symposia, to non-CME independent medical education, to promotional events. Hosting events ranging in size from 50 to more than 2,000 attendees, EyeWorld’s attention to detail is applied to all facets of meeting planning.

For promotional events, each event is custom tailored to meet the needs of the client. EyeWorld works closely with the client in creating specific marketing and design, food & beverage, stage set, and audiovisual needs. Our promotional meetings are created to provide maximum impact for the sponsoring client.

For independent medical education, EyeWorld’s experienced marketing, design, and logistics staff, combined with ASCRS’ programming experience, provide a high quality balanced examination of the most important issues in ophthalmology today. EyeWorld’s new program development and outcomes measurement systems, unique to ophthalmic independent medical education, assure exceptional and engaging content combined with intensive statistical measurement of outcomes giving supporters significant evidence identifying the program’s success in meeting its educational objectives.

At the ASCRS•ASOA Symposium & CongressAs a wholly owned subsidiary of ASCRS, EyeWorld provides preferred meeting space and program times to its event partners at the ASCRS•ASOA Symposium & Congress. EyeWorld also has access to powerful resources within ASCRS to maximize event marketing for audience recruitment.

Available at other USA and global meetingsOur meeting and events services are not limited to the ASCRS•ASOA Symposium & Congress; EyeWorld has a distinguished history in creating effective and memorable events at other USA meetings as well as meetings at international conferences or venues including AAO, ESCRS, APACRS, APAO, and AIOS.

Regional meetingsEyeWorld’s meetings and events program now includes the capability to host a series of regional or local meetings. For promotional events, EyeWorld works closely with the corporate sponsor and provides a customized program designed to create a turnkey experience for the sponsor. EyeWorld is developing a series of independent medical education programs under the auspices of ASCRS that will have a regional component as well.

WebinarsThe virtual event is growing in popularity, and EyeWorld has expanded its meetings services capability to include webinars. A webinar program may be developed through any of the types of EyeWorld events.

EyeWorld and ASCRS deliver:• Preferred meeting dates, times, and locations at the ASCRS•ASOA Symposium & Congress

• Aggressive marketing tactics to drive attendance utilizing all of the resources at EyeWorld’s and ASCRS’ disposal

• Knowledgeable programming staff with strong resources including ASCRS leadership and Clinical Committee members

• Unique program development and outcomes reporting for independent medical education programs

• Experience in logistical and marketing services that create a turnkey environment for the sponsoring company. Services include vendor negotiations, marketing and audience recruitment, and content facilitation and programming consultation.

• An unparalleled attention to detail and service that provide highly flexible solutions to our clients’ needs

For more information on EyeWorld Event & Symposia services, please contact:

Jessica Donohoe Director of Special [email protected]

EyeWorld CME Educational Symposia are live meetings jointly sponsored by EyeWorld and ASCRS. The content for these programs will be developed based upon the educational needs identified through ASCRS’ annual needs assessment process conducted by the ASCRS CME Advisory Committee and ratified by the ASCRS Executive Committee. EyeWorld will be seeking corporate support in the form of unrestricted educational grants for these events.


EyeWorld Education: ASCRS-Authorized Education are non-CME programs funded by independent medical education grants. EyeWorld and ASCRS recognize the need for balanced education in a non-CME environment. Funding is obtained through educational grants.

EyeWorld Corporate Events: Provide companies an opportunity to offer their own educational content adjacent to major ophthalmic meetings in the United States as well as at international destinations. EyeWorld facilitates the logistics, planning, and marketing

of these events; the corporate host controls the content.

EyeWorld Corporate Mornings: Offered exclusively on Saturday morning at the ASCRS•ASOA Symposium & Congress, EyeWorld Corporate mornings offer an economical means of holding an event at the annual meeting within the confines of the convention center.

For more information on EyeWorld Event & Symposia services, please contact:

Jessica DonohoeDirector of Special Projects

[email protected]

EyeWorld is committed to providing the highest level of service throughout the planning process, event, and post-event enduring contents program and reconciliation process.

EYEWORLD EVENTS & ENDURING CONTENT SERVICES


BEFORE THE EXHIBITION

BEFORE THE EXHIBITIONBiomedical WasteCompanies with exhibits that include the use of animal tissue, human tissue, disposable needles, sharps, human blood, or products contaminated with blood must complete the ASCRS•ASOA Liability Waiver and the Hazardous Waste Removal Order Form and pay the corresponding fee for removal of the waste, no later than February 23, 2018.

Additional information including the Liability Waiver and Hazardous Waste Removal Order Form can be found in the service kit available online in November.

Hanging Signs and Booth Blue Prints

All island booths must submit a blue print of the layout including the line drawings to show measurements of the booth to the ASCRS•ASOA Exhibits Manager by February 23, 2018.

Maximum allowable height for hanging signs is 25 feet from the top of the sign to the floor.

Linear booths are not permitted to have hanging signs or Gobos.

Lasers & Other Potentially Hazardous Light SourcesAny exhibitor who will be utilizing or displaying lasers (inoperable or operable) or other hazardous optical sources will be required to review the ASCRS•ASOA Laser Safety Guidelines and submit the Laser Safety Use Form to ASCRS•ASOA Exhibits Manager no later than March 16, 2018. This form will be in the service kit available in November online.

Laser Safety InspectionsThe exhibiting company utilizing or displaying lasers during the ASCRS•ASOA Exhibit Hall & ASCRS Subspecialty Day will be subject to a laser safety inspection performed by an outside expert along with an ASCRS•ASOA staff member. A schedule will be provided before move in begins onsite.

Absolutely no lasers will be displayed without first being inspected and approved by the Laser Safety Inspector. Identification signs stating the Class of Laser, Inoperable or Not FDA Approved At This Time, are required to be displayed for such lasers. Signage must be displayed at all times during the show or equipment housing the laser will be removed immediately, at the expense of the exhibitor.

Exhibitors with lasers may also be subject to, without notice, an inspection by the District of Columbia, Department of Health. Should the state feel that the laser(s) do not meet approval, the exhibitor will not be permitted to use the laser(s) during the show.


BEFORE THE EXHIBITION

FDA RegulationsExhibitors must abide by all applicable Food and Drug Administration (FDA) regulations, including but not limited to any or all approval requirements. Exhibitors are reminded that the FDA generally prohibits the advertising or other promotion of investigational or unapproved drugs and devices. The FDA also forbids the commercial promotion of approved drugs or devices for unapproved uses.

Unapproved devices may be displayed only if they are the subject of an effective investigational device exemption (IDE) or if they are the subject of a pending 510(k) pre-market notification application. Exhibitor is required to post a sign stating the device or product is not FDA Approved at this time.

Any investigational product that is displayed or graphically depicted within the exhibit must (a) contain no claims of safety or effectiveness, (b) contain no comparative claims to other marketed products, and (c) be accompanied by a sign clearly and prominently stating that the device is limited by federal law to investigational use and is not approved by the FDA for commercial distribution in the United States.

Exhibitors may not sell, commercialize, or take orders or names with respect to an investigational drug or device, or a device that is subject of a pending 510(k) application, unless limited to research or investigational use.

These restrictions are not intended to limit the full exchange of scientific information regarding an investigational drug or device. If the FDA or a court of competent jurisdiction determines that a company’s exhibit at an ASCRS•ASOA meeting is in violation of any FDA regulations, including but not limited to the promotional restrictions and rules described above, the company may be subject to sanctions, including but not limited to exclusion from exhibiting at subsequent ASCRS•ASOA meetings.

Concerns or questions regarding compliance with FDA regulations should be addressed to the appropriate agency within the FDA.

Flammable & Toxic MaterialsAll materials used in display, construction or decorating should be made of fire retardant materials and be certified as flame retardant.

Samples are required to be available for testing preshow and onsite. Materials that cannot be treated to meet the requirements are not permitted for use. A flame-proof certificate is required to be available on hand for inspection.

Flame retardant certificates must be sent to the ASCRS•ASOA Exhibits Manager by February 23, 2018.

Exhibitors should be aware of local regulations regarding fire/safety and environment which must be adhered to.

Cylinders of compressed gas, both combustible and non-combustible, shall be installed only by permit from the Fire Department, and shall be half-charged and firmly secured in an upright position.

Exhibitors should dispose of any waste products they generate during the exhibition in accordance with guidelines established by the Environmental Protection Agency & Facility.

All hazardous waste will be retrieved from your booth each evening by GES.

Please contact the Exhibits Manager for further explanation and detail.

Specialty GasesIf you will need to order specialty gases, please contact:

Linde Electronics & Specialty [email protected]


BOOTH CONSTRUCTION

Exhibitor Registration, Installation & Dismantle Dates & Times Exhibitor Registration:Wednesday, April 11 8:00 a.m.–5:00 p.m.Thursday, April 12 8:00 a.m.–6:00 p.m.Friday, April 13 7:00 a.m.–7:00 p.m.Saturday, April 14 7:00 a.m.–5:00 p.m.Sunday, April 15 7:30 a.m.–5:00 p.m.Monday, April 16 8:00 a.m.–12:00 p.m.

ASCRS Subspecialty Day Exhibits Install:Thursday, April 12 1:00–5:00 p.m.

ASCRS Subspecialty Day Exhibit Hours: Friday, April 13 7:00 a.m.–4:00 p.m.

ASCRS Subspecialty Day Exhibits Dismantle:Friday, April 13 4:00–6:00 p.m.

ASCRS•ASOA Exhibit Install–South Hall:Wednesday, April 11 8:00 a.m.–8:00 p.m.Thursday, April 12 8:00 a.m.–8:00 p.m.Friday, April 13 8:00 a.m.–10:00 p.m.

ASCRS•ASOA Exhibition Hours:Saturday, April 14 9:00 a.m.–5:00 p.m.Sunday, April 15 9:00 a.m.–5:00 p.m.Monday, April 16 9:00 a.m.–5:00 p.m.

ASCRS•ASOA Exhibit Dismantle:Monday, April 16 5:00–10:00 p.m.Tuesday, April 17 8:00 a.m.–5:00 p.m.Wednesday, April 18 8:00 a.m.–5:00 p.m.Thursday, April 19 8:00 a.m.–12:00 p.m.

Exhibits Close: Please keep the aisles clear of debris during the move out process to prevent trip hazards. GES will begin pulling aisle carpet promptly at 5 p.m. Please pull those parts of your displays you can easily handle and are closest to the aisles further into your booth space to help protect them.

Empty Return: GES will begin the return of empty containers promptly at 5 p.m. on Monday. Cardboard and fiber cases will be returned first. Please DO NOT offer gratuities to workers in an attempt to find your empties. To ensure your safety, exhibitors will not be allowed in the crate storage area.

Please schedule your staff and travel accordingly as we cannot guarantee what time you will be finished with tear down on Monday evening.

Estimated Completion Times & DeadlinesEmpty Return Begins: 4/16/18 5:00 p.m.–Midnight

Carrier Check In Deadline: 4/19/18 8:00 a.m.

Turn in outbound Bill of Lading by: 4/19/18 Noon

INSTALLATION AND DISMANTLE OF EXHIBITSInstallationShould you require additional set-up time, please notify the Exhibits Manager [email protected] with date and time you need the extension.

Display space not claimed and occupied by 5 p.m. on Friday, April 13, 2018 may be canceled or reassigned without notification or refund.

Display space with no carpet down by 5 p.m. on Friday, April 13, 2018 will be considered as “forced carpet”. The charge for carpet and labor to complete this task will be billed to the exhibitor and ASCRS•ASOA shall have no liability for such work.

All installation must be completed and be show ready by 10 p.m. on Friday, April 13, 2018.

If the exhibit is on hand, ASCRS•ASOA reserves the right to assign labor to set up any display that is not in the process of being erected by 5 p.m. The charge for labor to complete will be billed to the exhibitor and ASCRS•ASOA shall have no liability for such work.

Under no circumstances are children allowed inside the exhibit hall during installation or dismantle due to safety considerations.

Crates

All exhibit crates must be empty and tagged for storage no later than 2:00 p.m. on Friday, April 13, 2018.

All crates must be removed from the exhibit floor by 5 p.m. on Friday, April 13th in order for the GES to install the aisle carpet.

ASCRS•ASOA reserves the right to order the removal of all display materials and crates not in the process of being set up by 5 p.m. on Friday, April 13, 2018. The charge for labor to complete will be billed to the exhibitor and ASCRS•ASOA shall have no liability for such work.

*For Move out, all empties will be returned by midnight on Monday, April 16th. All cardboard and fiber cases will be returned first with crates and skids to follow. Please schedule your staff and travel accordingly.


BOOTH CONSTRUCTION

Exhibitor Appointed Contractors (EAC) & LaborLabor within the booth can be provided either through an exhibitor appointed contractor (EAC) you have hired or the official service contractor (GES). All individuals working in the hall must be badged at all times.

An EAC is any company other than one of the designated official contractors for ASCRS•ASOA that provides services to an exhibitor and will require access to the show during installation, show days, or dismantle.

EACs are not permitted to perform any of the following services:• Rigging/Hanging Signs • Telecommunications/Internet• Material Handling • Plumbing• Electrical Services • Catering

Designating an EACAn exhibitor can designate an EAC for installation and dismantle of their booth, audio visual (A/V), photography, lead retrieval, or other specialty services, but the exhibiting company MUST submit the EAC Authorization Form and EAC Insurance Certificate to ASCRS by March 1, 2018 or the EAC will not be permitted access to the exhibit hall.

Documents may be submitted via email or fax to the contact below:

ASCRS•ASOA Exhibits ManagerJamie Barbera Email: [email protected]: (703) 547-8840

Failure to submit forms by March 1, 2018 will result in the exhibiting company being required to use labor provided by the official service contractor for installation and dismantle and other ASCRS•ASOA selected contractors for other services.

Please submit a form for an EAC company you plan to hire which are NOT listed below: • GES – (Official Show Contractor & Booth Cleaning)

• Convention Photo, Inc. (Photography & Video)

• Freeman Audio Visual

• RA Consulting (Booth Security Services)

• Urban Jungle, Inc. (Floral/Plant Services)

• Walter E. Washington Convention Center (Catering, Internet, Electrical, Plumbing, Telecom, Rigging)

• Xpress Leads Convention Data Services (Lead Retrieval)

EAC Access to the Show FloorEACs are not permitted on the show floor during show hours. Should access to the show floor be necessary during show hours, the exhibiting company must allocate the EAC a badge from their corporate allotment of exhibitor badges and proper professional attire is required.

Wristbands will be given to EACs at a designated check in desk in near the exhibit hall during move in and move out and will only be given to EACs if ASCRS•ASOA has received Notice of Intent to Use an EAC along with a valid Certificate of Insurance (COI) from the EAC.

Wristbands allow EACs access to the show floor from 8 a.m.–10 p.m. during move-in and move-out only. An EAC without the EAC Work Authorization Form or without a valid Certificate of Insurance (COI) on file must provide completed documentation or will NOT be permitted on the show floor.

EAC Certificate of Insurance (COI)Exhibitors are not required to submit a COI. This is for EAC companies only. The EAC must send ASCRS•ASOA, an acceptable public liability insurance policy (COI) as to coverage limits located on our meeting website (also noted in the service kit in July) and agree to name ASCRS•ASOA, GES and the Walter E. Washington Convention Center as an additional insured on any such policy(ies) and agree to furnish ASCRS•ASOA proof of payment of the premium on any such policy(ies).

Policy(ies) shall expressly provide that the policy(ies) shall not be canceled or altered without at least 10 days prior written notice to ASCRS•ASOA from the insurance company.

The COI form must state GES as the certificate holder and include the exhibiting company’s name & booth number in the comments.

Exhibitor expressly agrees to indemnify and hold harmless ASCRS•ASOA, its management, agents, and employees from any and all liability, claims, loss, damages or expenses, including counsel fees and costs resulting from injuries to any person, including other exhibitors, the agents, employees and attendees, or damage to any property, including property owned by other exhibitors, in connection with its use of the exhibit space.

Exhibitor agrees that the exhibition assumes no responsibility for the safety of the properties of the exhibitor, its officers, agents or employees from theft, damage by fire, accident or any other cause whatsoever.

The exhibition provides security guards for public spaces; however, attention is called to the necessity for insurance covering all risks (liability, fire, theft, damage, etc.) on your exhibit from place of shipment to the exhibition, facility, return, and during exhibition.

COIs may be submitted via email or fax to the contact below no later than March 1, 2018.

ASCRS•ASOA Exhibits Manager - Jamie Barbera

Email: [email protected] Fax: (703) 547-8840

Exhibitor Appointed Contractors (EACs) Labor EntranceThe designated labor entrance is located at 7th and M Streets, NW. Security Services will manage this entrance at all times. Workers arriving at this entrance must show their Center issued badge, or show a photo identification and union card to receive a temporary work badge and report to their designated work area.


BOOTH CONSTRUCTION

Loading DocksTrucks must enter the loading docks from M Street driving eastbound. The entrance to the Hall ABC docks is near the 7th St. corner of M St.

Convention Center Rules/InsuranceExhibitor expressly agrees to adhere to all convention rules and regulations published by the convention center. Exhibitor agrees to meet all convention center insurance requirements and accepts sole responsibility for securing required license/permits needed, for example, from ASCAP/BMI for the use of music in booth area. Please refer to the specific convention center website for further details.

Decorators Union JurisdictionUnion jurisdictions prevail over all set-up and dismantling of exhibits including signs and laying of carpet. This does not apply to the unpacking and placement of your merchandise.

Any installation of exhibits or displays that requires the use of hand tools, more than one person, or longer than thirty minutes (including crating and uncrating) to install, or exceeds ten feet in any direction, shall be installed by employees covered by this agreement. One full-time company employee may supervise work with the union crew.

Electricians UnionThe convention center’s designated Electrical company is responsible for supervision, assembly and removal of all lighting, equipment & special effects, whether hanging or floor standing.

All power, electrical labor orders, and additional requirements for such equipment must be placed through the facility’s designated electrical company. Hi-Tech Electric. Your representative may be present during the assembly or the installation/removal of your lighting.

Exhibitor PersonnelExhibitor personnel may perform the following functions as long as they are a full-time employee of the exhibiting company:

• Hand-carry small items and pop-up displays ONLY. No carts are permitted.

Exhibitor Hand-Carry Procedures:We have designated the entrance at 9th St and Mt. Vernon Place for exhibitors who wish to hand-carry materials to their booth. Exhibitors may use this entrance to transport materials they can carry in one trip to their booths. Examples of acceptable hand-carry materials include boxes, suitcases or fiberboard shipping cartons, portable displays on wheels and small luggage racks.

The following items are NOT considered hand-carry items: Two wheel dolly loads, hotel Bellman’s carts, boxes or crates requiring two people to carry.

• Install and dismantle displays within a 100 square foot or less booth space if one person can accomplish the task in 30 minutes or less without the use of tools.

• Install graphics and small signs, and logos and graphics that are attached with pre-cut Velcro strips.

• Make technical electrical adjustments such as install light bulbs; plug in extension cords, etc.

GratuitiesWork rules prohibit the SOLICITATION OR ACCEPTANCE of tips in cash, products or gifts in kind by any employee (union or non-union). Our employees are paid appropriate wages denoting professional status, therefore tipping of any kind is not allowed.

Material Handling Union JurisdictionsUnion jurisdictions prevail over the operation of all material handling equipment, all unloading and reloading, and handling of empty containers.

An exhibitor may move material that can be hand-carried by one person in one trip without the use of dollies, hand trucks, or other mechanical equipment.

PlumbersThe facility will handle all plumbing work such as compressed air, water, drain or natural gas.

RiggingThe Center has designated its service partners Hi-Tech Electric and Projection and its partner GLP as official providers of all rigging except for lightweight loads such as banners and signs under 200 pounds. For lightweight hanging signs under 200 pounds, GES will be the designated provider. All rigging and hanging from hang points in the Center must conform to all national and local safety codes and is subject to mandatory approval by the Center.

Restricted hanging points for Hall A, B: Conduit bundles, air ducts, and all-thread.

Unfinished Sidewalls & BackwallsExhibitors must mask all displays with unsightly back/side walls. If necessary, a drape will be installed to cover any unfinished parts of a display and the exhibitor will be charged accordingly by GES.

Union InformationTo assist you in planning your participation in Washington, DC, we are certain you will appreciate knowing in advance that union labor will be required for certain aspects of your exhibit handling.


BOOTH TYPES & DESIGNS

BOOTH SPACE DESIGN GUIDELINESAll booths must have a floor covering. The full square footage of your exhibit booth space must be covered by 5 p.m. on Friday, April 13, 2018. Booths not containing floor covering will be supplied standard carpet and the exhibitor will be charged accordingly by the General Service Contractor.

No exhibitor shall assign/sublet any part of its assigned space without the written consent of ASCRS•ASOA.

Linear Booths1. Linear Booths or “in-line” booths are comprised of one or more 10x10 booths. They are arranged in a straight line facing an aisle and have exhibiting neighbors on their immediate right and left. Only one side is exposed to the aisle.

2. A Corner Booth is a linear booth at the end of an aisle of in-line booths with exposure to intersecting aisles on two sides of the booth. (Two end cap booths cannot be combined as one)

3. The maximum back wall height is 8’ and is allowed only in the rear half of the booth. There is a 4’ height restriction on all items in the remaining booth space forward to the aisle.

4. Exhibitors must mask all displays with unsightly back/side walls. If necessary, a drape will be installed to cover any unfinished parts of a display and the exhibitor will be charged accordingly by the General Service Contractor.

5. ASCRS•ASOA does not permit Peninsula or End Cap Booths.

Island Booths1. An island booth is a minimum booth space of 20 ft. by 20 ft. and exposed to aisles on all four sides.

2. The entire cubic content of the booth space may be used up to the maximum allowable height, including signage.


BOOTH TYPES & DESIGNS

Booths with Columns A perimeter of (6) six feet of unobstructed space must be maintained around all columns in exhibit halls.

Hanging SignsA hanging sign is defined as an exhibit component suspended above an island space exhibit for the purpose of displaying graphics or identification. Hanging signs, regardless of type, are subject to the maximum size allowances stated in these policies and must conform to the standards that follow. The combined length of all signs may not exceed the following limits, whether hung horizontally or vertically. Multiple sign dimensions are totaled to determine the length of the sign.

• Hanging signs or banners are permitted in island booths only.

• Hanging identification signs and graphics will be permitted to a maximum height of 25 feet from the top of the sign to the floor, where applicable.

• For a single-faced or double-faced one-piece sign, the length of the sign may not exceed fifty percent (50%) of the booth dimension on the aisle that it faces.

• For a rectangular, square, circular, or triangular sign, the length of any side of the sign may not exceed fifty percent (50%) of the booth dimension on the aisle that it faces.

• The height limit for each side of a sign is eight feet (8’).

You are required to secure approval from the ASCRS•ASOA Exhibits Manager before beginning any new construction. If you are planning new construction, attach a cover note to the floor plan indicating the date by which approval is needed in order to meet construction schedules.

All island booths are required to email blue prints indicating hanging points, hanging locations over the booth and the total weight of hanging sign to the ASCRS•ASOA Exhibits Manager, [email protected], by February 23, 2018.

Your booth layout and hanging sign are not considered final until the ASCRS•ASOA Exhibits Manager has approved your blue prints.

Canopies, Ceilings, Towers, and Multi-Level ExhibitsCanopies and Ceilings: A canopy is defined as an exhibit component supported over an exhibitor’s assigned booth space for decorative or functional purposes.

1. Canopies, false ceilings, umbrellas and canopy frames will comply with all line-of-sight requirements.

2. Canopies may not be lower than 7 ft. from the floor and within 5 ft. of any aisle.

Towers: A tower is defined as a free-standing exhibit component separate from the main exhibit feature. All towers are subject to the line-of-sight restrictions applicable to the type of exhibit space configuration being used.

Multi-Level Exhibit: A multi-level exhibit is defined as an exhibit booth where the display feature includes two or more levels.

Walter E. Washington Convention Center Policy on Covered or Multi-Level Booths (“Double-Decker”)Exhibit booths that are multi-story or contain covered assembly areas, such as conference areas or theaters are permitted in the exhibit halls providing they meet the following minimum life safety requirements:

• Each enclosed or covered area must be protected by an audible smoke detector. This includes storage closet(s) built into the exhibit.

• Each enclosed or covered area must have a porous roof or cover so that the Center’s sprinkler system can operate.

• Each enclosed or covered area must display a charged fire extinguisher with a minimum rating of 3A40BC.

The maximum occupancy of the load-bearing area(s) in a multi-story exhibit is limited to one person per fifteen square feet of floor space, not to exceed a total of 25 persons. The maximum occupancy must be posted.

• There must be at least two means of egress from each load bearing area(s) in excess of 200 square feet in a multi-story exhibit, or from each covered assembly area in excess of 200 square feet.

• A fire prevention attendant who has been trained to operate fire extinguishers must be on duty at all times that the exhibit hall is closed, from the time that the enclosure is completed until the time that the enclosure is dismantled.

Blueprints must be certified and sealed by a licensed structural engineer or licensed architect. Plans will be reviewed by the Convention Center and the DC Fire Department Fire Prevention Division for approval.

• Exhibits may not be installed without approval. The

DC Fire Prevention Division has the authority to stop work and prohibit occupancy of booths that are not in compliance. Engineer Stamped blueprints to the ASCRS•ASOA Exhibits Manager by February 23, 2018.


DURING THE EXHIBITION

DURING THE EXHIBITIONAccess to ExhibitsExhibitors will have access to the hall prior to opening each day in accordance with the below:

Saturday–Monday, 2 hours before the hall opens (7 a.m.)

NO APPROVAL WILL BE GRANTED FOR ACCESS TO THE SHOW FLOOR PRIOR TO 7 a.m. EACH DAY.

If an exhibitor requires access to the show floor on any of these days prior to the above, the exhibitor MUST contact the Exhibits Manager directly. Security will not grant you access.

The exhibit hall will close at 5 p.m. on all days. If an exhibitor requires to stay in the exhibit hall past 5 p.m. Saturday–Monday, the exhibitor must contact the Exhibits Manager directly with the reasoning and how many people are staying. Requests will be reviewed on a case by case basis. No approval will be granted for access to the show floor past 5:30 p.m. on these days.

Badges RequiredEveryone is required to have a badge on in order to gain access to the exhibit hall.

Biomedical Hazardous Waste (Supplies & Removal)Companies with exhibits that include the use of animal tissue, human tissue, disposable needles, sharps, human blood, or products contaminated with blood must complete the ASCRS•ASOA liability waiver, the Hazardous Waste Removal Order Form and pay a fee for the removal of the waste. A GES representative will pick up the medical waste every evening from your booth.

More information can be found in the service kit available in November.

Care of FacilityProtection of convention facility property:Nothing shall be posted on, or tacked, nailed, screwed or otherwise attached to the columns, walls, floors, or other parts of the facility or convention hall exhibit area without permission from the proper building authority. Please ask the Exhibits Manager.

Packing, unpacking, and assembly of exhibits shall be done only in designated areas and in conformity with the directions of the convention hall managers or their assistants.

Children in the Exhibit Hall Under no circumstances are children allowed inside the exhibit hall during installation or dismantle due to safety considerations.

Children under the age of 18 are required to be accompanied by an adult that has an attendee badge.

Strollers are prohibited in the exhibit hall.

Professional BehaviorExhibitors may not enter another exhibitor’s booth. Professional behavior is expected by each company, its representatives, and exhibitor appointed contractors at all times during the ASCRS•ASOA Symposium & Congress. Any provocation of another either verbally, physically, or by any other means will result in all parties involved surrendering their badges immediately and being escorted off the premises by security, and all parties being prohibited from attending the remainder of the meeting, exposition and functions.

If there is more than one offense, ASCRS•ASOA will prohibit the parties’ attendance at ALL future shows.

Penalty will be at the discretion of the ASCRS•ASOA Exhibits Manager.


DURING THE EXHIBITION

Photographing and VideotapingExhibitors may not take photos for videos of other booths.

An exhibitor may photograph or videotape in his or her own booth only.

Exhibitors who designate any third party to prove this service will be required to submit an EAC form and EAC/COI form by the noted deadline.

EACs are prohibited from videotaping outside of the assigned booth space without proper approval from the ASCRS•ASOA Exhibits Manager.

Exhibitors understand and agree that photographs of their exhibit will be taken by the official show photographer while documenting the annual meeting. Exhibitors agree that photos of their booth, possibly containing logos and trademarks may appear without restriction, in promotional

and other documents produced by ASCRS•ASOA.

SecurityASCRS•ASOA will hire security guards for the public areas of the convention center. Should you have valuable items in your booth that need to be left overnight, it is preferred that you hire the designated security company that the association has listed. An order form of these services will be provided in the exhibitor service kit available in November.

ASCRS•ASOA is not responsible for lost, stolen or damaged items.

SellingSelling or order taking is permitted, however the exhibitor is expected to maintain proper decorum, follow ASCRS•ASOA’s high standards, and be consistent with the educational purposes and integrity of the show and profession.

Exhibitors must obtain any/all permits/licenses required by the host state/city prior to selling/taking orders on-site. All taxes related to sales/orders on-site are the sole responsibility of the exhibitor.

Seller’s Permits / Sales Tax InformationYou must submit a special event registration application with the DC Office of Tax and Revenue in advance of the event, and must provide information regarding sales tax collection to their exhibitors. Form FR-500B, special event registration application may be obtained by visiting the DC Office of Tax and Revenue, special events office or online.

For further information, contact:

District of Columbia Office of Tax and Revenue,Customer Service Administration1101 4th Street SW, Suite W270Washington, DC 20024202-442-6304http://cfo.dc.gov/otr/cwp

Sound & Presentations in BoothsEarphones are required for group presentations, both oral and audiovisual.

When conducting a presentation in your booth, it is the exhibitor’s responsibility to keep overflow crowds clear of the aisles. ASCRS•ASOA reserves the right to determine whether or not sound presentations are the correct decibel level.

Seating for presentation areas must be free and clear from the aisles and be monitored and controlled so that all aisles remain congestion free.


MARKETING, ADVERTISING & PUBLIC RELATIONS

ASCRS•ASOA POLICIES ON MARKETINGASCRS•ASOA recognizes the importance of exhibitor advertising and marketing at its annual symposium as a means for heightening booth traffic and generating interest in new products and/or services. The purpose of ASCRS•ASOA enacting policies and procedures in relation to symposium marketing and advertising is to not only ensure a fair and balanced exhibit opportunity for all but to also maintain the high level of professionalism that both exhibitors and attendees come to expect when attending the ASCRS•ASOA Annual Symposium & Congress. It is not the intent of ASCRS•ASOA to block or in any way hinder exhibitors from reaching their target audience, but rather to maintain the integrity and fairness of the medical meeting environment for all participants.

ASCRS•ASOA, in its sole discretion, shall have the right to prohibit the distribution of any item it deems objectionable or otherwise inappropriate.

ASCRS•ASOA & EyeWorld LogosThe use of the ASCRS•ASOA and EyeWorld logo in any advertising or marketing efforts is prohibited without the express consent of ASCRS•ASOA or its subsidiaries.

All advertising materials and/or public relations efforts at the meeting must be clear in communication and may not promote or imply that the functions are sanctioned ASCRS•ASOA activities.

Contests, Drawings, and RafflesContests, drawings, raffles, lotteries and entertainment are prohibited. Exhibitors are not permitted to collect names for contests, drawings, or raffles to be held outside the meeting. Gaming devices of any description are not permitted in the exhibit hall.

Attendees may not be registered for drawings, raffles, or lotteries that might be conducted during or after the ASCRS•ASOA Annual Symposium Congress.

Exhibitor MarketingAll exhibitor marketing efforts are to be limited to the confines of the exhibit booth.

Example: Exhibitors may not place or pass out their flyers or promotional materials in any place besides their exhibit booth. Exhibitors may not solicit attendees outside of their exhibit booth.

1. Except where specifically provided by contractual agreement between ASCRS•ASOA and the exhibiting company, no external marketing by exhibitors or their assigned associates and vendors may take place within the confines of the convention center.

2. Except where specifically provided by contractual agreement between ASCRS•ASOA and the exhibiting company, no external marketing by exhibitors or their assigned associates and vendors may take place on the sidewalks and promenade leading up to the convention center, or the shuttle bus entrances or taxi cab lines.

3. Mobile advertising may not remain stationary in front of the ASCRS•ASOA entrances to the convention center or other assigned meeting space.

4. No external marketing by exhibitors or their assigned associates and vendors may take place on the sidewalks immediately in front of the shuttle bus stops at the show hotels.

5. No external marketing by exhibitors or their assigned associates and vendors can take place outside the confines of a competing exhibitor’s event or meeting.

• Should competing companies host events in the same hotel/venue on the same day, external marketing is limited to outside of the hotel/venue space or immediately in front of the exhibitor’s event.

• External marketing may not interfere or detract from a competing exhibitor’s event or marketing.

6. External personnel used for marketing purposes are expected to maintain appropriate behavior and dress at all times.

E-Blast / Email MarketingAll e-blast marketing must be approved through ASCRS•ASOA prior to distribution and must contain a disclaimer that ASCRS•ASOA will provide.

To submit your e-blast marketing piece for approval please contact Jamie Barbera, [email protected], no later than March 23, 2018.

Exhibitor Press ReleasesExhibitors may issue press releases regarding their products, data or other proprietary information available in the exhibit hall. They may also reference the fact that they are exhibiting at the ASCRS•ASOA Annual Symposium & Congress and that sessions at the meeting will provide additional data or information about their products or services. However, no company shall describe the presentation of data or information at the meeting in such a way as to imply an endorsement by ASCRS. Specifically, words such as “featured” or “showcased” must be avoided as an example. Furthermore, no company shall issue a release listing by name official ASCRS•ASOA meeting content, programming, educational sessions or other presentations.

Any press release referencing an exhibitor’s participation in the meeting must also include the following disclaimer:

“All educational content of the ASCRS•ASOA Annual Symposium & Congress is planned by its program committee, and ASCRS•ASOA does not endorse, promote, approve, or recommend the use of any products, devices, or services.”

The use of the ASCRS•ASOA logo is NOT permitted. Improper press releases will result in a Priority Point penalty.

Exhibitors may place press releases and other press information in the ASCRS•ASOA Press Room on-site. Materials can be dropped off during Press Room hours and placed on the provided racks. Other than dropping off materials, access to the Press Room is limited to registered members of the media.



External To The Building MarketingExhibitors who wish to partake in supplemental marketing efforts outside of the convention center must submit the External Marketing and Promotion form to Paul Zelin for prior approval. These include (but are not limited to) the use of mobile billboards, “sandwich board” walkers, taxi cab toppers, fixed billboards, building wraps and/or banners, etc.

The External Marketing Form will be available in the service kit.Please submit the by email or fax to the contact below:

Paul Zelin SalesEmail: [email protected] Phone: (703) 383-5729

Food & Beverage in Exhibit BoothsExhibitors are permitted to purchase food & beverages from the convention center catering department for their booth during exhibit hall hours. Popcorn is not permitted.

Giveaways

For those companies regulated by the Pharmaceutical Research

and Manufacturers of America’s (PhRMA) codes governing interactions with healthcare professionals and in supporting similar changes from the Advanced Medical Technology Association AdvaMed), THE ONLY GIVEAWAYS PERMITTED FOR THIS GROUP ARE THOSE DESIGNED PRIMARILY FOR THE EDUCATION OF PATIENTS OR HEALTHCARE PROFESSIONALS.

Due to these new codes companies regulated by PhRMA orAdvaMed are NOT permitted the following giveaways: pens, pencils, note pads, small desk clocks, pocket calculators, desk calendars and mouse-pads, USB Drives, iPods, iPads MP3 Player & gift certificates.

Prescription drug samples may be distributed to physicians only in accordance with the Prescription Drug Marketing Act.

Where permitted by law, it is appropriate for companies to offer items that are not of substantial value ($100 or less) and do not have value to healthcare professionals outside of their professional responsibilities. For example, an anatomical model for use in the examination room is intended for the education of patients and would be acceptable.

ASCRS•ASOA, in its sole discretion, shall have the right to prohibit the distribution of any item it deems objectionable or otherwise inappropriate.

You are required to gain approval for your giveaway from the ASCRS•ASOA Exhibits Manager. Submit a picture and description of the items to Jamie Barbera, [email protected], by March 23, 2018.

Items that will be used only by staff internal to the exhibiting company (and therefore not given away) are exempted from this policy.

Only exhibitors with the express written approval of ASCRS•ASOA may distribute items of any kind besides what is detailed below.Exhibiting companies may distribute descriptive product literature and samples of their listed products to each booth visitor.

Potential giveaway items must be designed primarily for the education of patients or healthcare professionals.

Potential giveaway items may not duplicate items ASCRS•ASOA supplies with the support or promotional fees paid to ASCRS•ASOA by a corporate supporter or advertiser. These items include but are not limited to: lanyards, tote bags made of an enduring material, and bottled water.

Distribution of approved items must not create a nuisance or cause interference with adjoining exhibitors.

Exhibiting companies may wish to place giveaway items in a bag. The bag must follow the below guidelines.

1. A product sample of the bag is required to be submitted to ASCRS•ASOA for prior approval.

2. The bag is required to be plastic or paper ONLY

3. The bag may not contain the company logo, company product logo and/or name, or show logo and/or name.

Failure to provide a sample by the deadline may preclude the exhibitor from providing a giveaway. All giveaway items must be pre-approved by the ASCRS•ASOA Exhibits Manger or will be confiscated on the show floor and not returned.

Helium BalloonsHelium balloons are not permitted.

Promotional MaterialExhibitors may not use the name or logos of the American Society of Cataract and Refractive Surgery or ASCRS or the American Society of Ophthalmic Administrators or ASOA in promotional material without written consent from ASCRS•ASOA.

While at the exhibition, distribution of advertising material and exhibitor solicitation of any sort shall be restricted to the exhibitor’s booth. Neither company nor products may extend into the aisle or beyond the limits of the assigned booth.


SYMPOSIUM AND CONGRESS MARKETING, ADVERTISING & PUBLIC RELATIONS ENFORCEMENTPolicy EnforcementAny unapproved symposium marketing and/or advertising carries with it the possibility of penalties to be assigned at the discretion of ASCRS•ASOA. Penalties will be conducted in accordance with the below unless otherwise stated. Depending on the severity of the offense and/or conduct, and/or number of violations, ASCRS•ASOA may opt to forgo the below and close the event.

1st offenseVerbal Warning

2nd offenseThe exhibiting company will lose all Priority Points accrued during the calendar year, and will receive no Priority Points for the remaining portion of the year. Additionally, the company may be prevented from exhibiting or attending the following ASCRS•ASOA Annual Symposium & Congress.

3rd offenseASCRS•ASOA will prohibit the exhibiting company from exhibiting at the next ASCRS•ASOA meeting. The exhibitor will lose all Priority Points accrued during the calendar year, and will receive no Priority Points for the remaining portion of the year.

Again, it is not the intent of ASCRS•ASOA to interfere with exhibitor outreach and/or marketing efforts, but only to ensure that the Annual Symposium remains a fair and positive opportunity for all involved.

SYMPOSIUM ADVERTISING OPPORTUNITIESAdvertisingASCRSMedia gives your company the opportunity to reach the important buyers that attend the ASCRS•ASOA Symposium & Congress.

ASCRSMedia will work with your company to ensure coverage before, during, and after the meeting.

Please call (703) 591-2220 for more information.

The ASCRSMedia Guide will be available in the coming months to confirmed exhibiting partners and also will be available online at www.ascrsmedia.com.

Preview ProgramThe ASCRS•ASOA Preview Program is the first meeting-specific advertising opportunity to reach a prospective Symposium & Congress attendee. With an introductory look at programming and meeting highlights, the Preview Program acts as an invitation and is distributed to more than 30,000 physicians, administrators, clinicians, and technicians. Take advantage of this opportunity to reach prospective attendees.

Space Deadline: December 1, 2017

Materials Due: December 8, 2017

On-site & Online Final ProgramAll attendees will receive the On-site Final Program, which serves as a guide to the three main programs: ASCRS Symposium, ASOA Congress, and the Technicians & Nurses Program. The Onsite Final Program will also include a summary of the special events, the winners of the Ophthalmic Photographers Society Exhibit, an exhibit hall map, and an Exhibitor List to include booth number and product category listing. Each section will be organized by day and show the paper sessions, symposia, and courses offered during each session, along with the corresponding room locations.

All advertisers in the On-site Final Program will have their ad placed in the Online Final Program at no additional charge, doubling the exposure of the ad to the attendee.

Space Deadline: January 24, 2018

Materials Due: February 5, 2018

ASCRS Subspecialty Day Final ProgramAdvertising is now being accepted for the 2018 Subspecialty Day Final Program, which encompasses ASCRS Glaucoma Day, ASCRS Refractive Day and Cornea Day. Reach more than 2200 attendees in this publication featuring detailed program outlines and information for each Subspecialty day. The Final Program is distributed to all attendees registered for any of these programs. Cover, tab and front stack positions available.

Space Deadline: February 6, 2018


Our Show IssuesEyeWorld is the news magazine of ASCRS•ASOA. Make sure you take advantage of our pre-show (February) and show (March) issues. Both issues will be distributed at the ASCRS•ASOA Symposium & Congress.

February Issue (Pre-Show Issue): Space Deadline: December 19, 2017 Materials Due: January 12, 2018

March Issue: (Show Issue) Space Deadline: January 25, 2018 Materials Due: February 16, 2018



Administrative EyecareASOA’s award-winning magazine, Administrative Eyecare has expanded to six printed issues. It provides quality content on practice management and ophthalmic business topics. Take advantage of our show issue (March/April 2018), which will be distributed at the ASCRS•ASOA Symposium & Congress.

Space Deadline: January 12, 2018


EyeWorld Meeting Reporter/Video ReporterLive from the floor of the ASCRS•ASOA Annual Symposium & Congress! Emailed globally to almost 22,000 ophthalmologists each day from the meeting, the EyeWorld Meeting Reporter will have the most current information, events, and video from the floor of the meeting. Reach your target market each morning as members check their email. This opportunity is a sole sponsorship and is available under a right of first refusal from the previous year’s sponsor.

Space Deadline: March 29, 2018

Materials Due: April 5, 2018

EyeWorld Today: The ASCRS•ASOA Show DailyPublished on-site for all four exhibit days of the meeting, EyeWorld Today reaches more than 5,000 attendees daily. Every issue provides complete coverage of speakers, symposia, and breaking news surrounding the previous day’s events. EyeWorld Today gives you an ideal advertising opportunity during the meeting. The dailies are archived online, and marketed by email, for those that did not attend the meeting.


Materials Due: March 26, 2018

It’s in the BagEyeWorld’s exclusive ASCRS•ASOA room drop. Provide your company’s promotional piece and we will include it in our distribution to attendees staying at ASCRS•ASOA Symposium & Congress official hotels. It’s in the Bag will be distributed to approximately 3,600 rooms the evening of May 5, 2017. Your promotional piece must be pre-approved by ASCRSMedia. Please contact Cathy Stern at 703-383-5702 or [email protected] for information on the pre-approval process.


Materials Due: March 26, 2018


SYMPOSIUM MARKETING OPPORTUNITIESASCRS•ASOA offers a variety of marketing and advertising opportunities during the Symposium and Congress. These options are designed to maximize your company’s exposure to attendees at the meeting. Most marketing opportunities may be product specific. Artwork is subject to review and approval by ASCRS•ASOA. The following opportunities are available exclusively to exhibiting companies. These opportunities will earn exhibitors Priority Points for the 2020 ASCRS•ASOA Symposium and Congress. Priority Points are used to determine booth space selection order for the meeting. Exhibitors who contract for one or more of these opportunities are given right of first refusal for the same opportunity at the 2019 meeting.

When the Exhibitor Prospectus was published, pricing and availability for all opportunities had not been finalized. A separate, electronic brochure will be produced to provide interested marketers with full details on all of the offerings. Note, some of these offerings are held as a first right of refusal for the 2017 advertiser using that item. Contact us to determine if an item is available.

For more information on these opportunities, please contact:Paul ZelinSales Representative703-383-5729 or [email protected]


ASCRS•ASOA ON-SITE MARKETING & ADVERTISINGTentatively scheduled to be available in Washington, DC:At the convention center:ASCRS Film Festival and Film & Poster Guide

ASCRS Hall of Fame Sponsorship

Attendee lanyard

Attendee tote bag

Column wraps

Convention Center escalators

Convention Center steps

Entrance and exit window clings

Exhibit floor map

Hand Sanitizers

Hanging banners

Internet & email access stations

Mobile app for smartphones

Registration candy

Rotating panel kiosks

Re-Fresh & Re-Charge Lounge(s) - Device Charging Lounge

Shuttle bus directional signs

Wi-Fi hot spot and break area

Window clings

In the attendee tote bag:Washington, DC pop-up map

Exhibit floor map

EyeWorld Destination Guide

ASCRS•ASOA CITY-WIDE:MARKETING AND ADVERTISING:Attendee shuttle buses

ASCRS TV News

Hotel key cards

Exclusive hotel room drops

ASCRS 5K Run for Sight (benefiting the ASCRS Foundation)

MARKETING & SPONSORSHIP OPPORTUNITIES FOR THE ASOA CONGRESSIn 2018 the ASOA Congress will be housed in the same convention center as the ASCRS Symposium. Similar to offerings in 2017, opportunities at the 2018 meeting to reach the ASOA attendee specifically will be available in areas where concentrated numbers of ASOA program attendees will be present. Opportunities to reach the ASOA attendee specifically include:

• ASOA Networking Lounge

• ASOA Notebook

• Rotating light boxes and/or mobile charging stations co-located near the ASOA session rooms

• Opening General Session Program Book

• Keynote speaker at the ASOA Opening General Session

• COE Luncheon

• ASOA Sunday night Celebration



GENERAL RULES & REGULATIONS

GENERAL RULES AND REGULATIONS1. These rules and regulations constitute an essential part of the contract for the exhibit space. During the Symposium & Congress, the American Society of Cataract and Refractive Surgery (ASCRS) and the American Society of Ophthalmic Administrators (ASOA) reserve the right to render all interpretations and to establish further regulations as may be deemed necessary for the general success of the exhibition.

2. ASCRS•ASOA reserves the right to decline, prohibit, or expel an exhibit which, in its judgment, is out of keeping with the character of the exhibition, this reservation being all inclusive as to the persons, things, printed matter, product, conduct, etc. Should the exhibit be expelled, space payments will not be refunded.

3. Exhibitors shall be bound by all pertinent laws, codes, and regulations of municipal or other authorities having jurisdiction over the exhibit facility or the conducting of said exhibit, together with the rules and regulations of the owners and/or operators of the facility in which the exhibition is held.

4. It is agreed that if the exhibitor fails to comply in any respect with the terms of the agreement, then ASCRS•ASOA shall have the right, without notice to the exhibitor, to sell or offer for sale the exhibit space covered by this contract. Said exhibitor will be liable for any deficiency, loss, or damage suffered by the exhibition by reason of the premises stated, which loss or damage the exhibitor agrees to pay the exhibition upon demand together with reasonable expenses and costs incurred by reason thereof.

5. It is further agreed that actual occupation of the exhibit space by an exhibit is of the essence thereof, and that should the exhibition be unable to affect the sale of the space as herein provided, the exhibition is then expressly authorized to occupy or cause said space to be occupied in such a manner as it may deem in the best interest of the exhibition, without any rebate or allowance whatsoever to the exhibitor and without in any way releasing said exhibitor from any liability hereunder, and said exhibitor expressly agrees to pay the exhibition the full sum herein set forth.

6. ASCRS•ASOA shall have full power in the interpretation and enforcement of all rules and regulations contained herein and the power to make such amendments thereto, and such further rules and regulations as it shall consider necessary for the proper conduct and success of the exhibition.

7. I understand that by providing my mailing address, email address, telephone number and fax number, I consent to receive communications sent by or on behalf of the American Society of Cataract and Refractive Surgery and the American Society of Ophthalmic Administrators (and their subsidiaries and affiliates) via regular mail, email, telephone or fax. I understand that the American Society of Cataract and Refractive Surgery and the American Society of Ophthalmic Administrators may share my address/email/telephone/fax with other organizations.

ViolationsSpecific actions may be taken by ASCRS•ASOA for violation of any provision of these guidelines. Violations of any ASCRS•ASOA policies, guidelines, rules or regulations may result in the loss of Priority Points for future space assignments and/or immediate removal from the exhibit hall and/or denial of exhibit space at future meetings. The action taken will be determined on the basis of the particular circumstances of the violations, but in cases involving major violations, may include legal action.

Priority PointsASCRS•ASOA has the discretion to reduce an exhibitor’s accrued Priority Points based on past inappropriate conduct by the applicant (including but not limited to failure to comply with ASCRS•ASOA exhibitor rules and regulations) or legal or regulatory actions or consumer/member complaints relating to the safety and efficacy of an applicant’s products or services.

Evaluation of Space Application/Contract In order to preserve and maximize the educational value of the technical exhibit program, ASCRS•ASOA will examine all Space Application/Contracts and evaluate the proposed exhibits to determine whether they satisfy certain basic criteria. Permission to exhibit does not constitute in any way an ASCRS•ASOA endorsement or approval of the exhibited products or services, or guarantee that space will be assigned.

The evaluation of Space Application will be performed in accordance with guidelines established by the ASCRS•ASOA Executive Committee. The principle criteria to be considered in reviewing applications shall include, but are not limited to, whether the products or services proposed for exhibition relate specifically to the practice or advancement of ophthalmology generally and/or cataract and refractive surgery specifically, whether the proposed exhibit is of educational value to ophthalmologists, cataract and refractive surgeons, and whether the products or services in question are safe and effective.

Every exhibitor applicant who did not exhibit at the 2017 ASCRS•ASOA Annual Symposium & Congress must complete the review process for assignment of exhibit space. An applicant who did exhibit in 2016 must complete the review process only if there has been a material change in circumstances relating to its company (e.g., a change in ownership, control, or legal status) or in the nature, name, composition, products, labeling, or regulatory status of the products and services to be exhibited, or if the safety or efficacy of the company’s products or services have been called into question through litigation, regulatory proceedings, customer complaints, or other reliable sources of adverse information.


The information required for review are the following:1. Company Profile

2. The products and/or services the company plans to exhibit (i.e. product brochures, literature, or samples)

3. Exhibitors must disclose details on any consumer or government litigation, orders, injunctions, judgments, or settlements over the last three years regarding the business practices of the company or the products and services to be exhibited. Companies with complaints filed against them with state or federal consumer affairs regulatory agencies, the Better Business Bureau, or ASCRS•ASOA members may be required to provide an explanation of the resolution of those complaints.

4. Exhibitors shall not exhibit any products or services other than those included in their Space Application/Contract or approved in writing by ASCRS•ASOA. Successfully completing the Exhibit Application does not guarantee that you will be assigned booth space. ASCRS•ASOA meetings consistently sell out of exhibit space and maintain waiting lists.

ASCRS•ASOA exhibit space is assigned in Priority Point order to all exhibitors that have a history of exhibiting at ASCRS•ASOA meetings.

Even where an exhibitor meets the basic criteria described above, ASCRS•ASOA still reserves the right to deny any request to exhibit based on space limitations, safety concerns, failure to comply with these procedures or requirements, past inappropriate conduct by the applicant (including by not limited to failure to comply with ASCRS•ASOA exhibitor rules and regulations), or a reasonable determination by ASCRS•ASOA that the company’s products or services are not safe and/or effective.

Alternatively, ASCRS•ASOA may decide to reduce an applicant’s accrued Priority Points based on the applicant’s past failure to comply with ASCRS•ASOA exhibitor rules and regulations or legal or regulatory actions or consumer/member complaints relating to the safety and efficacy of an applicant’s products or services.

CatastropheASCRS•ASOA will not be liable for the fulfillment of this contract as to the delivery of exhibit space if non-delivery is due to any of the following causes: by reason of the facility being damaged or destroyed by fire, act of God, public enemy, war or insurrections, strikes, acts of terrorism, the authority of the law, public health crisis, postponement or cancellation of the exposition, or for any cause beyond their control. It will, however, in the event of its not being able to hold an exhibit for any of the above named reasons, reimburse exhibitors on a pro-rate basis on any amount paid in, less any and all legitimate expenses incurred, such as but not limited to rent, advertising, salaries, operating costs, etc.

Outstanding Balance/Payment InformationCompanies that have a balance due from a previous show will not be permitted to exhibit in future shows until the balance due is paid in full.

If payment is not received on or before November 15, 2017, exhibitors will lose 10 Priority Points, per day, each day the balance is overdue.

ASCRS•ASOA reserves the right to reassign or cancel the booth space without notice that is not paid in full by the deadline.

Applications received by ASCRS•ASOA on or after November 15, 2017 must include 100% payment to be processed.

Promotional MaterialExhibitors may not use the name or logos of the American Society of Cataract and Refractive Surgery or ASCRS or the American Society of Ophthalmic Administrators or ASOA in promotional material without written consent from ASCRS•ASOA.

While at the exhibition, distribution of advertising material and exhibitor solicitation of any sort shall be restricted to the exhibitor’s booth. Neither company nor products may extend into the aisle or beyond the limits of the assigned booth.

GENERAL RULES & REGULATIONS

ASCRSRefractiveDay.org • ASCRSGlaucomaDay.org • CorneaDay.org

FRIDAY, APRIL 13 | WASHINGTON, DC

EXHIBITOR PROSPECTUS


2018 INVITATION TO EXHIBIT

Dear Exhibitor:

We are pleased to invite you to exhibit at the 2018 ASCRS Subspecialty Day programs on Friday, April 13, 2018.

The ASCRS Subspecialty Day exhibit hall, open to all attendees of ASCRS Glaucoma Day, ASCRS Refractive Day and Cornea Day offers a unique opportunity for exhibitors to connect with the most important target market for your company’s products and services. These one-day educational programs attracted a combined total of over 2,200 ophthalmologists and healthcare professionals in 2017.

In addition to the targeted access of this special exhibit hall, companies will be highlighted in the show issue of EyeWorld newsmagazine, the ASCRS Subspecialty Day Final Programs, and on-site graphics as well as the meeting app.

To become part of this exhibit opportunity, please read the prospectus carefully and fill out the contract.

2017 ATTENDANCE PROFILE

Physician 1962

Professional Staff 146

Corporate/Other 98

Total 2206

Thank you for your support and interest in participating in our educational programs.

We look forward to seeing you in Washington, DC!

Jamie BarberaExhibits Manager


EXHIBIT DATES/HOURS Friday, April 13, 2018 7:00 a.m.–4:00 p.m.

SPACE ASSIGNMENT ASCRS Subspecialty Day exhibits are an extension of the continuing education program. To be accepted by ASCRS & the Cornea Society, the products and services should be related to ophthalmic or medical administrative fields.

Applications received by the August 25, 2017 deadline will be assigned space on a first-come, first-serve basis. Exhibit space is limited, thus companies are limited to one tabletop space. Requests for additional tabletop spaces will be reviewed on an individual basis. Applications received after August 25, 2017 will be accepted providing there is space availability.

ASCRS & the Cornea Society reserves the right to reconfigure the exhibit hall floor plan and reassign any exhibiting company at any time. Should the affected exhibitor cancel their space as a result of his booth reassignment, space payments will be refunded in full provided the Exhibits Manager receives the written cancellation within the designated time frame. The affected exhibitor must submit his cancellation notification in writing within 14 days of notification of space reassignment.

The exhibit hall will be open for ASCRS Glaucoma Day, ASCRS Refractive Day & Cornea Day attendees only:

• Morning and afternoon food & beverage will be provided in the hall.

• Exhibitors for ASCRS Subspecialty Day will have access to thesesession rooms with a ASCRS Subspecialty Day exhibitor badge,providing there is seating open for attendees.

BOOTH SPACE GUIDELINES Exhibits are for disseminating information and displaying products that can easily fit within the allotted tabletop exhibit space. The maximum height of products and display materials on the table may not exceed 7ft. from the floor, nor can the products wrap around to produce any type of sidewall. All exhibitors are required to keep their materials within their exhibit space. Portable, pop-up back walls are permitted.

All exhibits are subject to review on-site and modification where necessary.

Custom-built booth displays are strictly prohibited. Any requests to substitute the 6’ table with equipment must be made in writing no less than 30 days in advance of the exhibition. Please note that the exhibit hall configuration is subject to approval by the local Fire Marshall.

LASERS & POTENTIALLY HAZARDOUS LIGHTS Any exhibitor who will be utilizing or displaying lasers or other hazardous optical sources will be required to review the ASCRS Laser Safety Guidelines and submit the Laser Safety Use form by March 25, 2018.

IMPORTANT DATES TO REMEMBERAugust 25 Booth Space Contract due with 50% Deposit

November 15Final payment due

November 15 Last day to cancel exhibit space without incurring a penalty

November 16–December 16 Booth cancellation will forfeit 30% of total booth fee

DecemberExhibitor Badge Registration open

December Exhibitor Service Kit available online

December Exhibit space assignments emailed

December 17–February 13Booth cancellation will forfeit 50% of total booth fee

February 14Booth cancellation will forfeit 100% of total booth fee

March 16Laser Safety Use Form due

March 23Mailing sample with pre-registration list request form due. No lists will be run after this date.

April 11Exhibitor Registration Open

April 12Exhibit installation 1:00–5:00 p.m.

April 13Exhibit Hall Open 7:00 a.m.–4:00 p.m.

April 13Exhibit dismantle 4:00–6:00 p.m.


Your exhibit space includes: • One draped table, 6’ long x 2’ deep x 30” High.

The table is topped in a black skirt.

• Standard ID sign on the your table. 11” long x 17” high.

• Two chairs

• One wastebasket

Table Display Guidelines: • Tablet op Height may not exceed 7ft, exhibit fixtures, signage,

products, etc. must be placed on top of the table top.

• Equipment carts are allowed in lieu of provided table. Carts must notexceed display area limits of 66” high x 6’ long x 24” deep.

• Display space may not extend beyond the table surface.

• Signs or banners reaching a maximum of 6’ long x 30” high maybe hung from the drape on the front of the table.

• Maximum height permitted on top of the table is 3” high.

YOUR TABLE TOP IS YOUR ONLY DISPLAY SPACE

• The Exhibit area is carpeted, no other flooring is allowed.

• Free standing signage is permitted BEHIND your table only notnext to it.

• Pop-up displays are permitted on top of your table or behind it,not next to your table.

• Additional furniture will not be permitted, nor will ordering additionalchairs or a different size table be permitted.

MOVE-IN/MOVE-OUT SCHEDULEMove-in April 12 1:00–5:00 p.m.

Move-out April 13 4:00–6:00 p.m.

ASCRS SUBSPECIALTY DAY TABLE TOP EXHIBIT DISPLAY GUIDELINES **Exhibitors will be asked to remove any exhibits not in compliance with these guidelines**


EXHIBIT SPACE RENTAL FEESFee: $7,500

Exhibit Fee Includes:

• One draped table, 6’ long x 2’ deep x 30” High.

The table is topped in a black skirt.

• Standard ID sign on the your table. 11” long x 17” high.

• Two chairs

• One wastebasket

• Five (5) complimentary ASCRS Subspecialty Day Exhibitor badges

• (on request only) Pre-Registered Attendee Mailing list

Please note: A sample of the marketing collateral must accompany the request form.

• 1875 Priority Points toward exhibiting at the 2019 ASCRS•ASOA Annual Symposium & Congress if you have a booth in that exhibit area as well.

• Company listing in the show issue of EyeWorld News Magazine

• Company listing in the ASCRS Subspecialty Day Final Programs

• Company listing in the meeting app

PAYMENTS AND CANCELLATIONS ASCRS•ASOA accepts American Express, Discover Card, MasterCard, VISA, Checks, and wire transfers.

Paying by Check:• Checks are to be made out to the American Society of Cataract and Refractive Surgery.

• Checks are to be drawn on U.S. Bank Accounts only.

• Check payments must accompany a copy of your booth space application and may be mailed to:

ASCRS•ASOA Attn: Exhibits Manager/SDEX 4000 Legato Road, Suite 700 Fairfax, VA 22033

Paying by Wire Transfer:

THE TRANSACTION FEE MUST BE INCLUDED IN THE TOTAL WIRE AMOUNT. ASCRS•ASOA IS NOT RESPONSIBLE FOR THIS AMOUNT AND YOU WILL BE BILLED FOR THE BALANCE.

Please ask your banking institution for the transaction fee amount to include. Wire details will not be provided until completed booth space application has been submitted.

Please contact Bryan Sheering, [email protected], for additional wire transfer information.

Cancellation PolicyCancellation of assigned booth space must be submitted in writing to the ASCRS•ASOA Exhibits Manager. Cancellations will not be taken on the phone.

Upon cancellation of exhibit space, exhibitor is responsible for cancelling any hotel rooms and/or meeting space that may have been on hold.

Exhibitors canceling after booth space has been contracted will forfeit a percentage of the total space fee based on the following schedule:

150 days from show date (November 16, 2017)–120 days from show date (December 16, 2017) forfeit 30% of total booth fee

119 days from show date (December 17, 2017)–60 days from show date (February 13, 2018) forfeit 50% of total booth fee

59 days from show date (February 14, 2018)–0 days from show date forfeit 100% of total booth fee

Exhibitors that fail to agree to (pay) the cancellation fee will not be permitted to exhibit at future ASCRS•ASOA meetings until the balance is paid in full.

Outstanding Balances/Payments DueCompanies that have an outstanding balance due from a previous meeting for booths or marketing purchases will not be permitted to exhibit until the balance is paid in full.


OFFICIAL HOTELS The official housing management company for ASCRS•ASOA is OnPeak. Housing opened on-site at the 2017 ASCRS•ASOA Annual Symposium & Congress in Los Angeles, CA. and is open to all exhibiting companies.

OnPeakDomestic Phone: (800) 370-8282International Phone: (312) 527-7300Email: [email protected]

ASCRS•ASOA has contracted rooms in over 35 hotels in Washington, DC for the 2018 Annual Symposium & Congress. These hotels listed on the following page, are considered “official” hotels.

ANY HOTELS NOT LISTED ARE NOT WITHIN THE ASCRS•ASOA BLOCK AND ARE NOT PROTECTED BY ONPEAK AND ASCRS•ASOA.

Priority Points for HousingExhibitors are required to secure all sleeping rooms through OnPeak. In doing so, exhibitors have the ability to accrue or lose Priority Points. Exhibitors that utilize OnPeak for 100% of their housing needs receive ten (10) times their booth square footage in Priority Points toward the 2019 annual meeting. Exhibitors who do not utilize OnPeak for 100% of their housing needs will lose Priority Points for the 2019 annual meeting equal to 50% of their total booth square feet. Please see the Priority Points section of the Exhibitor Prospectus for more details on how Priority Points are calculated.

Securing HousingIn order to secure your exhibitor room(s) or block, you will need to submit your request online. This will notify OnPeak of your requested housing needs and on which nights you will need them for your staff.

• For 19 rooms or less please visit: Housing • For 20 or more rooms please visit: Group Housing Any exhibitor requesting a room block of 20 rooms or more will be required to accept the terms of the ASCRS•ASOA attrition agreement along with their Exhibitor Room Block Request online.

ASCRS•ASOA reserves the right to make adjustments to your room block based on your organization’s history of rooms reserved vs. rooms utilized. Any request for an increase in excess of 5% of your total room pick-up from the previous year will only be granted when extenuating circumstances exist; this is subject to approval by the ASCRS•ASOA Meetings Department.

Headquarter HotelASCRS•ASOA has designated the Marriott Marquis as the headquarter hotel for the 2018 ASCRS•ASOA Annual Symposium & Congress.

The exhibitor room block is limited at this and all locations. Exhibitors will be permitted to request a maximum of 10 rooms per company at the headquarter hotel. Please note this is subject to availability and is NOT a guarantee of rooms at the headquarter hotel.

When requesting any type of suite, please note that it will count for more than one room from your headquarter hotel allotment. A one-bedroom suite will count as two rooms and a two-bedroom suite will count as three rooms.

All requests for suites that will be used as sleeping rooms must go through OnPeak.

Hospitality Suite requests for the purpose of meetings or entertaining must be requested through the Affiliate Function Process. Please see guidelines in the Exhibitor Prospectus for more details on Affiliate Functions or contact the Exhibits Manager for details. [email protected]

Room Assignment and ConfirmationAll housing assignments will be made in the order they are received. If your hotel choices are not available, an assignment will be made in a hotel comparable to your requested choices.

ONPEAK WILL SEND YOU A CONFIRMATION OF YOUR HOTEL ASSIGNMENT AFTER CUT OFF.

You will be able to distinguish email communications from OnPeak, the official housing management company, as they will have the ASCRS•ASOA 2018 official meeting logo within the communication and official onPeak seal.

There are many companies that try to pose as the official ASCRS•ASOA housing management company. Please contact ASCRS•ASOA directly if you are uncertain of the designation of a company that has been contacting you.

Rooming Lists: Exhibitor group block rooming lists are due to onPeak by, February 9, 2018.


RULES & REGULATIONS ASCRS•ASOA Show Rules & Regulations detailed within the 2018 ASCRS•ASOA Exhibitor Prospectus are in effect.

AFFILIATE FUNCTIONS & MEETING SPACE All meeting space requests are subject to the ASCRS•ASOA Meeting Space Guidelines& Procedures. Please refer to the Affiliate Functions information in the ASCRS•ASOA Exhibitor Prospectus or contact the Exhibits Manager [email protected] for more details.

INSTALLATION OF EXHIBITS Installation hours are: Thursday, April 12 1:00–5:00 p.m.

All exhibit crates must be empty and tagged for storage no later than 4 p.m., and all crates must be removed from the exhibit floor by 4 p.m. on this day as well. Display space not claimed and occupied by 4 p.m. on Thursday, April 12, 2018, may be canceled or reassigned without notification or refund. If the exhibit is on hand, ASCRS & the Cornea Society reserves the right to assign labor to set up any display that is not in the process of being erected by 4 p.m. on Thursday, April 12 and/or order the removal of all display materials and crates not in the process of being set up by 4 p.m. on Thursday, April 12.

The charge for labor to complete either of these options will be billed to the exhibitor and ASCRS•ASOA & the Cornea Society shall have no liability for such work. Labor within the booth can be provided either through an exhibitor appointed contractor (EAC) or the official service contractor. All individuals working in the hall must be badged at all times.

ALL INSTALLATION MUST BE COMPLETED AND BE SHOW READY BY 5 P.M., THURSDAY, APRIL 12, 2018.

Exhibit booths must be staffed during all open show hours.

Exhibitor badges for ASCRS Subspecialty Day will grant access to the ASCRS Glaucoma Day, ASCRS Refractive Day and Cornea Day session rooms. CME credits cannot be claimed with exhibitor badges

DISMANTLE OF EXHIBITS The dismantling period is 4 p.m.–6 p.m., on Friday, April 13, 2018. All exhibitor displays or materials left in the hall after 6 p.m. will be packed and shipped at the discretion of show management and all applicable service charges will be applied to the exhibitor of record.

IN NO CASE WILL DISMANTLING BE ALLOWED BEFORE 4 P.M., ON THIS DAY.

If Exhibitor violates this regulation, they may lose Priority Points for future booth assignments or may be denied exhibit space in future trade expositions.

Please book your travel arrangements accordingly.

FLOOR COVERING The exhibit hall for ASCRS Subspecialty Day will be carpeted, and companies are prohibited from providing their own floor covering.

HANGING SIGNS Hanging signs are strictly prohibited within the ASCRS Subspeciatly Day exhibit area.


ASCRS SUBSPECIALTY DAY TABLE TOP EXHIBIT AGREEMENT FORM

Please review the Tabletop Display Guidelines on the previous page. You are required to sign and return this form to Jamie Barbera [email protected] along with your booth contract in order for it to be considered complete.

I have read and agree to comply with the ASCRS Subspecialty Day Exhibit Guidelines. I understand ASCRS/The Cornea Society (and or its general services contractor-GES) reserves the right to require modifications to my table top exhibit on-site should it be deemed out if compliance.

Name:

Company:

Signature:

Date:

Please return to Jamie Barbera along with your booth contract

Email: [email protected]

Fax: 703-547-8840


ASCRS SUBSPECIALTY DAY EXHIBIT SPACE APPLICATION APRIL 13, 2018 • WASHINGTON, DC • WATLER E. WASHINGTON CONVENTION CENTER

Please tell us which program is your company’s focus is towards - Please check one: ASCRS Glaucoma Day ASCRS Refractive Day Cornea Day

COMPANY INFORMATION — Include information exactly as it should be published in the Final Programs.

Company Name:Address:City: State: Zip: Country:Phone:Company Email: Website:

CONTACT INFORMATION — For internal use only

CEO/President:Marketing Contact: Marketing Contact Email:Exhibit Contact: Title:Exhibit Contact Address:Exhibit Contact Phone:Exhibit Contact Email:

PAYMENT METHOD—Please check one

Visa MasterCard Discover American Express Check Wire Transfer

Amount Enclosed: $

Account Number:

Expiration Date:

Name of Cardholder:

Signature of Cardholder:

AUTHORIZATION Contracts will not be processed unless signed and include payment. I am an authorized representative of the company with full power and authority to sign and deliver this application and contract. The company listed on this application agrees to comply with all the policies, rules, and regulations contained in the Exhibitor Prospectus and all policies, rules, and regulations adopted after publication of the prospectus.

Authorized Officer Signature: Date:

Please complete the application/contract as well as the company listing information and mail, fax or email to:

Mail: ASCRS•ASOA/Attn: Jamie Barbera/SDEX Fax: 703-547-8840 Email: [email protected]

4000 Legato Rd., Suite 700 Fairfax, VA 22033


COMPANY LISTING INFORMATION (Must accompany application)

Please provide a company description in 100 words or less for publication in the 2018 ASCRS Subspecialty Day Final Programs. If no company description is supplied, the company name, address, telephone number, and booth number will be the only information published in the program.