Planning for SLEEP 2012
Exhibitor Registration
Exhibitor Registration Hours:
Friday, June 8: 4:30pm - 6:00pm
Saturday, June 9: 6:30am - 5:30pm
Sunday, June 10: 6:30am - 5:30pm
Monday, June 11: 6:30am - 5:30pm
Each exhibiting company receives four complimentary Exhibit Hall pass registrations per 10’ x 10’ booth rental, with a maximum of 20 complimentary Exhibit Hall pass registrations. These registrations allow entrance to the Exhibit Hall only. Additional Exhibit Hall pass registrations may be purchased for a $75.00 fee.
Exhibiting companies also receive one complimentary exhibitor full-meeting registration, which includes entrance to the Exhibit Hall and general sessions. Any additional individual exhibitors who wish to attend any scientific portion of the meeting will be required to register as an exhibitor full-meeting attendee and pay the required fees.
The APSS requires exhibitors to register prior to the meeting. If a company representative chooses to register on-site or is not pre-registered, the individual must provide proof of affiliation, such as a business card, and provide payment. Please expect delays at the exhibitor registration counter if registering on-site. On-site changes to pre-registered company representatives are to be made by the primary company contact designated on the application. No swapping or substituting of badges is approved unless permitted by the primary company contact.
Exhibitor badges will be distributed at the exhibitor registration counter during SLEEP 2012. Company representatives and meeting attendees must wear a badge in order to enter the Exhibit Hall. Badges must be worn at all times. Altering an exhibitor badge with the insertion of a business card is not permitted. Guest badges will not be issued for exhibitors’ guests.
Early Access for Exhibitors
Booth personnel are permitted access to the Exhibit Hall two hours before and one hour after the official exhibit hours. An exhibit badge is required for entrance. Admittance during movein or move-out times is limited to those individuals employed by the exhibiting company or directly responsible for installation/ dismantling.
Exhibit Colors
Drape colors are gold and white. The aisle carpet color is charcoal.
Final Program Listing
Each exhibiting company is entitled to one 50-word description of company products and/or services for print in the SLEEP 2012 Final Program. Word limitations for the descriptions will be enforced. Descriptions longer than the allowable limit will be edited by the APSS without approval from the exhibiting company. The company name, city, state/province, country and toll-free number and website will automatically be printed in the program and are not included in the 50-word count. The description should be submitted type written or via email to Kathy Lovato, Meeting Planner, at klovato@aasmnet.org by no later than Friday, March 26, 2012. Company descriptions that are received after this date will not be included in the Final Program.
- Companies may upgrade their final program listing. Upgrade includes your company’s 4-color logo as well as your entire description in bold. Cost: $100
- Companies may also add a QR Code to their company description. QR Code will be hyperlinked to a website of company’s choice. Cost $100
- Choose BOTH upgrades and save! Add-on the Company Description Upgrade AND the QR Code for $175.00! Please refer to the exhibit space application on pages 22-25 to add this upgrade to your final program listing.
Move-in/Move-out
Exhibit move-in will begin on Saturday, June 9 from 12:30pm until 5:00pm, and continue on Sunday, June 10 from 8:00am until 5:00pm. All crates and carts must be removed from the Exhibit Hall by 5:00pm on Sunday. Company representatives may continue working in their booth until 9:00pm on Sunday with prior approval. Exhibit space not occupied by 5:00pm on Sunday, June 10 will be forfeited and crates will be removed at the exhibitor’s expense. Space may be resold or reassigned without refund.
Exhibit move-out may not begin before 2:00pm on Wednesday, June 13 and must be completed by 12:00pm on Thursday, June 14. Packing/dismantling of exhibits is strictly prohibited prior to the official closing time. Exhibit space not cleared by 12:00pm on Thursday, June 14 will be dismantled at the exhibitor’s expense and liability. Exhibitors who do not comply with these times may jeopardize participation at future SLEEP meetings.
Note: Move-in/Move-out times are subject to change.
Lead Retrieval
Lead retrieval systems will be offered to exhibiting companies. Each badge will have a 1-D bar code that will enable the exhibiting companies to easily gather contact information from the attendees. Detailed information will be provided in the exhibitor service kit. NEW THIS YEAR! We will collect the National Provider Identifier (NPI) number from physicians during the registration process.
Ceiling Height
Ceiling height at Hynes Convention Center Halls C & D varies from 15 feet to 42 feet. Inline and corner booths are restricted to 8’ high max build height regardless of booth assignment. Island booths sized 20’x20’ and larger are restricted to 22’ high max build height in Hall D and 12’ high max build height in Hall C. There are, however, some areas located in the Hall D where the ceiling height drops to 20 feet. In those instances, a 12’ high max build height will be enforced. Two-story or multi-level booth designs will not be permitted. Please refer to the floor plan on pages 32-33 for specific heights in the hall. Further information regarding booth construction and hanging sign lengths will be included in the Exhibitor Service Kit available in March.
Lighting
Overhead or truss lighting systems, attached to the facility steel structure, are permitted ONLY for island booths measuring 600 square feet or larger. Exhibitors wishing to hang lighting systems will be required to submit the appropriate forms to Freeman Decorating and the APSS Meeting Department. All requests must be reviewed and approved by the APSS. Lighting instruments, regardless of the type, must be positioned inside the perimeter boundaries of the purchased floor space. Projecting light beams or images outside the perimeter boundary of the booth (including external aisles) is prohibited. Special effects (spinning, rotating, and pulsating) must not interfere with other exhibits or detract from the professional atmosphere of the exhibition. Companies wishing to utilize overhead or truss lighting must check the box on the exhibitor space application as well as include the appropriate fees outlined below:
600-799 sq. ft. = $100 1000-1399 sq. ft. = $150 800-999 sq. ft. = $125 1400+ sq. ft. = $200
**Please note for Boston: Low ceiling heights in Hall C limit the use of truss lighting or hanging signs. Please reference the floor plan on pages 32-33 for more information.
Tote Bags
Exhibitors will be permitted to distribute their company’s tote bags by participating in the tote bag program. Please refer to page 13 for more information.
Sponsorship: $500 to give-away in your booth.
Mailing Lists
Exhibiting companies will be allowed to purchase pre- and post-meeting mailing lists. Mailing lists are provided in label format. An electronic version may be provided to an established bonded third-party mail house. A rental agreement along with a proof of the mailing piece must be submitted and approved by APSS management before the labels or electronic mailing list will be provided. Please allow one week for processing. Use of the APSS/SLEEP logo is prohibited unless prior authorization has been received. Post-meeting mailing lists are available for purchase until July 27, 2012. Exhibiting companies are permitted to purchase one post-meeting mailing list. For more information, contact the Kathy Lovato, Meeting Planner, at (630) 737-9700.
Affiliate Function, Hospitality Suite and Meeting Room Requests
Hosting ancillary meetings, social or educational forums, or opening a hospitality suite, requires approval from the APSS management. Requests for all function space at the APSS contracted hotels must be arranged and approved through the APSS. Space requests for events to be held in the Hynes Convention Center will not be approved.
In order to fully promote the educational activities of the meeting and the visitation of the Exhibit Hall, the APSS prohibits the use of hospitality suites and meeting rooms during the scientific program on June 10 from 1:00pm to 10:00pm and June 11-13 from 8:00am to 6:00pm. Companies that do not exhibit at SLEEP are not allowed to host hospitality functions, conduct market research or distribute handouts.
To receive permission for a meeting room or hospitality suite, please submit the form on page 31 to Kathy Lovato, Meeting Planner, at klovato@aasmnet.org. Please allow approximately 5-7 business days to process the request. The deadline for meeting room or hospitality suite requests is Friday, May 30, 2012.