2016 exhibit opportunities - acfas · the place austin convention center 500 east cesar chavez...

UNOPPOSED VIEWING TIMESeminars and other activities are scheduled so that thereare free blocks of time each day for all attendees to visitthe Exhibit Hall.

WHO ARE THE EXHIBITORS?More than 140 companies exhibit at the ACFAS AnnualScientific Conference (ASC) to showcase their productsand services. You will find the 2016 Annual ScientificConference the right place to exhibit products in thefollowing categories:

WHO ARE THE CONFERENCE DELEGATES?The ACFAS is the surgical arm of the podiatric profession,and a national association dedicated to the advancementof podiatric surgical skills and quality patient care. We anticipate more than 1,500 foot and ankle surgeonsand primary podiatric physicians in attendance.

INCLUDED IN YOUR BOOTH RENTALPACKAGEExhibitor booth space includes:

� Booths are 10' deep x 10' wide

� Pipe and Drape: 8' back with 3' sides (navy and silver)for linear booths

� Company Identification Sign: 7" x 44" for linear booths

� Company listing with a 30-word description in the Final Conference Program and on the ASC Mobile App

� General Perimeter Exhibit Hall Security Service

� NEW! Exhibitor Portal to enter Badges and CompanyDescriptions

� Complimentary Exhibitor Badges per booth:

3 Badges: 100 Sq. Ft.

5 Badges: 200–300 Sq. Ft.

8 Badges: 400–1,000 Sq. Ft.

15 Badges: 1,100–3,600 Sq. Ft.

� Complimentary Exhibitor Lunch Station provided prior to attendee lunch break

� Exhibitor Service Kit online ordering at t3expo.com

� Thursday Evening Welcome Networking Event

� Complimentary Attendee Reference List to record leads on site

� Copy of Final Program on site

� Complimentary Post-Meeting Attendee List

� Optional Lead Retrieval

The booth space DOES NOT include electrical, carpet, tables or chairs. The online exhibitor service kitwill include forms for your additional requirements.

Experience all the benefits of exhibiting at our 2016 Annual Conference!

RESERVE YOUR SPACE AT THIS PREMIER MEETING TODAY!

2016 EXHIBIT OPPORTUNITIES

� Complete MedicalGroup ManagementSoftware

� Implants� Instruments � Laboratory Equipment

and Office Supplies � Medical Publications� Medical Records

Software� One-Step Patient

Financial Systems � Orthobiologics

� Orthopedic Devices� Orthoses� Osteobiologics� Patient Satisfaction

Surveys � Pharmaceuticals� Practice Management

Resources � Publishers/Video

Producers � Wound Management

Products

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ACFAS 2016 Austin Prospectus_Layout 1 6/29/15 6:00 PM Page 3

THE PLACEAustin Convention Center500 East Cesar Chavez StreetAustin, Texas 78701Exhibit Hall 4–5

THE DATESFebruary 11–14, 2016

The 74th Annual Scientific Conference (ASC) will offer special events, displays and services to attractregistrants and keep them in the Exhibit Hall longer.

� Interactive Product Demos� Poster Exhibits� Refreshment breaks served exclusively

in the Exhibit Hall� Luncheons (Thursday, Friday and Saturday)

served at Food Stations strategically locatedthroughout the Exhibit Hall

� Badge Scanning for CME credit� ACFAS Member Services Center displays all

the products and services available to members� ACFAS Job Fair� “the HUB” Theater in Exhibit Hall with a variety

of specialty information for members.

SLEEPING ROOM RESERVATIONSWe need your help: please use our official hotels.

To secure the amount of meeting and exhibit spacerequired to hold our meeting, ACFAS must guaranteeour attendees will occupy hotel rooms at our officialhotels. If they don’t, the College incurs financialpenalties—which would increase our costs andattendee fees. So, it’s very important that all attendeesand exhibitors stay in official ACFAS hotels to keep our costs as low as possible.

The link to onPeak, our official housing partner, will beavailable on the ACFAS website September 24, 2015.Please visit acfas.org/Austin for official hotel listings.

SHOW HOURSThursday, February 11, 2016, 10:00 am – 4:00 pm10:00 – 10:30 amBreak in Exhibit Hall

11:30 am – 12:00 noonExhibitor Lunch Station Open

12:00 noon – 2:00 pmExtended Lunch in Exhibit Hall (No CME educationalprograms scheduled during this time.)

3:30 – 4:00 pmBreak in Exhibit Hall

6:30 – 8:00 pmWelcome Networking EventSeparate Location—Exhibitors Invited

Friday, February 12, 2016, 9:30 am – 4:00 pm9:30 – 10:00 amBreak in Exhibit Hall



3:30 – 4:00 pmBreak in Exhibit Hall

Saturday, February 13, 2016, 9:30 am – 2:00 pm9:30 – 10:00 amBreak in Exhibit Hall



INSTALLATION OF EXHIBITS8:00 am – 6:00 pm

Installation will be Wednesday, February 10, 2016. If you require additional set-up time, contact Maggie Hjelm at [email protected].

DISMANTLING OF EXHIBITSDismantling will begin after 2:00 pm Saturday,February 13, 2016 and conclude that evening. Completedetails will be in the Exhibitor Service Kit (t3expo.com).

CONFERENCE OVERVIEW

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THE COST

Booth by 9/30/15 after 9/30/15 Fee if you use non-ACFAS hotel

10’ x 10’ Inline $2,035 $2,215 +$140

10’ x 10’ Corner $2,235 $2,415 +$150

10’ x 20’ Inline $3,980 $4,345 +$270

10’ x 20’ (1) Corner $4,180 $4,545 +$280

10’ x 20’ (2) Corners $4,380 $4,845 +$290

Island Booth $21 per Sq. Ft. $22 per Sq. Ft. +$570(Island Booths are minimum 20’ x 20’)

PREMIUM SPACE (see blue booth space on page 5): add an additional 6% to the fees listed above.

Island Booth payments not received by 10/31/2015 will be invoiced at the $22 rate.

TO RESERVE YOUR BOOTHReturn the enclosed Exhibitor Application with your Certificate of Insurance, 30-word company description and payment to the address listed on the application (page 7).

American College of Foot and Ankle SurgeonsPhone: 773.693.9300 or 800.421.2237Fax: 800.382.8270Maggie Hjelm or Mary MeyersE-mail: [email protected] or [email protected] information available at acfas.org/Austin

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Section 1

EXHIBIT HALL FLOOR PLAN

THE BOOTHSPREMIUM SPACE (see blue booth space

on floor plan): add an additional 6% to the fees listed.

Booths shown are 10' deep x 10' wide.Islands (minimum) are 20' deep x 20' wide.

� Inline booths have only one side exposedto an aisle and are generally arranged in a series along a straight line.

� A Corner booth is an end booth exposedon two sides.

� End-Cap booths are not available.

Exhibitor information available at www.acfas.org/Austin

STRUCTURAL HEIGHT RESTRICTIONSInline Booths: Maximum 8' back and 3’ sidesIsland Booths: Maximum 16'

Booth set up and contents may not obscure the viewof surrounding exhibitors’ booth space.

Hanging signs permitted above Island booths only:Maximum 20' from Exhibit Hall floor to top of sign.

All Island Booth layouts and structures must be approved by ACFAS before space will beconfirmed. Submit your floor plan for approval to Maggie Hjelm at [email protected].


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For more information on exhibits, contact American College of Foot and Ankle Surgeons (ACFAS) 8725 West Higgins Road, Suite 555 Maggie Hjelm or Mary MeyersChicago, IL 60631-2724 E-mail: [email protected] or [email protected]: 773.693.9300 or 800.421.2237


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AUGUST1 Space Applications Accepted

Insurance Forms(Must be in effect February 11–14, 2016)

NEW! Exhibitor Portal for Badge and Company Description(availability TBD)

SEPTEMBER24 Exhibitor Housing Opens,

acfas.org/Austin

30 Early Bird Space Application Fee Ends

OCTOBER1 30% Booth Cancellation

Fee Begins

17 50% Booth Cancellation Fee Begins

31 Full Booth Payment Due

NOVEMBER4 100% Booth Cancellation

Fee Begins

12 Booth Confirmation Letters via E-MAIL

30 Exhibitor Service Kits AvailableOnline, t3expo.com

Commercial Poster Application Due

DECEMBER3 Exhibitor Request for Function

Space Due

Company ID Forms Due (Form included with confirmation)

4 Company Description Deadline

Reserve Final Program Ad Spaceand Artwork Due

Sponsor Logo Deadline—submit eps and jpg versions

11 Deadline for Submission of Island Booth Specifications

EAC Forms and Certificates of Liability Due

JANUARY8 Advance Warehouse

Shipments Begin

13 Door Drop Graphics ReviewDeadline (approved sponsors only)

Pre-conference Mailer ReviewDeadline(approved sponsors only)

19 Advance Order Discount RatesDeadline

27 Deadline for Exhibitor BadgeRegistration Online—Changes/Additional Badges On-site

Deadline to Submit Certificates of Liability

FEBRUARY3 Advance Warehouse

Shipments End

4-5 Advance Warehouse Shipments Late Fee

8 Direct Shipments to ConventionCenter Begin

9 Pre-Approved Island Booth Set-up Begins

WEEK OF MARCH 1Post-conference Surveys E-mailed

Post-conference Attendee List E-mailed

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Section 1

DATES AND DEADLINESExhibitor Service Kit order forms available week of November 30, 2015 at t3expo.com.

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Please read the entire application and Exhibitor Rules and Regulationscarefully. Complete the application and return it with your Certificate of Insurance (covering the dates of the conference), 30-word companydescription and payment. Exhibitors are not allowed to set up their exhibitunless their company’s Certificate of Insurance is on file with the ACFASoffice. This application is not accepted until exhibit space is assigned.

OFFICIAL COMPANY INFORMATION List your company information as it should appear in the Final Programand on your booth identification sign.

Company Name

Address

City State Zip/Postal Code

Telephone Fax

BOOTH LOCATION PREFERENCESConsult the Exhibit Hall Floor Plan and indicate 6 choices in differentareas of the hall. Every effort will be made to accommodate yourrequest, but cannot be guaranteed. Space will not be assigned to companies that have not paid in full.

1st Choice:_______ 2nd Choice:_______ 3rd Choice:_______

4th Choice:_______ 5th Choice:_______ 6th Choice:_______

Principal Product/Service To Be Exhibited (Required)

Exhibitors You Prefer Not To Be Near (Required)

EXHIBITOR APPOINTED CONTRACTOR (EAC)Exhibitors planning to use an independent contractor must completethe Request for Exhibitor Appointed Contractor form found in youronline service manual. The contractor must submit an EAC Form and Certificate of Insurance no later than December 11, 2015(see Exhibitor Rules & Regulations—#11 & #20).

COMPANY DESCRIPTIONTo be included in final program and ASC Mobile App, submit typed copy(30 word limit—subject to final editing by ACFAS staff), plus companyname via e-mail to [email protected]. ACFAS does not guaranteenarratives will be listed if received after December 4, 2015.

BOOTH FEESby 9/30/15 after 9/30/15 Added fee if

you use a non-ACFAS hotel

10’ x 10’ Inline $2,035 $2,215 +$140

10’ x 10’ Corner $2,235 $2,415 +$150

10’ x 20’ Inline $3,980 $4,345 +$270

10’ x 20’ (1) Corner $4,180 $4,545 +$280

10’ x 20’ (2) Corners $4,380 $4,845 +$290

Island Booth $21 per Sq. Ft. $22 per Sq. Ft. +$570(Island Booths are minimum 20’ x 20’)

PREMIUM SPACE (see blue booth space on page 5): add anadditional 6% to the fees listed above. Island Booth payments not received by 10/31/2015 will be invoiced at the $22 rate.

EXHIBIT HALL SPACE APPLICATIONACFAS 2016 ANNUAL SCIENTIFIC CONFERENCE INSTRUCTIONS

CONTACT PERSON (to receive all meeting mailings)

Contact Name □ Mr. □ Ms. Designation

Contact Title

Mailing Address (if different from the company)

Telephone Fax

E-Mail Website

PAYMENTPlease reserve our booth(s) at the ACFAS 74th AnnualScientific Conference. Complete all that apply.

Booth Fee $________

Premium Space—add 6% (if applicable) $________

Non-ACFAS Hotel Fee (if applicable) $________

Sub-Total $________

Credit Card Payment—add 3% of Sub-Total $________

Total Payment $________

PAYMENT BY CREDIT CARD□ AMEX □ MasterCard □ Visa

Credit card payment is subject to a 3% merchant processing charge.

Card No. Exp. Date

Security Number (VISA/MC—last 3 digits on back; AMEX—4 digits on front)

Print Name on Card

Signature

Return Completed Application with your Certificate of Insurance and credit card information via fax or by mail to:American College of Foot and Ankle Surgeons8725 West Higgins Road, Suite 555, Chicago, IL 60631-2724Phone: 773.693.9300 or 800.421.2237 Fax: 800.382.8270

PAYMENT BY CHECKCheck No.:_____________________

Return Completed Application with your Certificate of Insurance and Check made payable to:American College of Foot and AnkleMail to: American College of Foot and Ankle

Department 4528, Carol Stream, IL 60122-4528

AUTHORIZATION—Void without signatureI am an authorized representative of the company with full powerto sign and deliver this application. The company listed agreesto comply with all instructions, rules and regulations and agreesto promptly submit all information required by the ACFAS.

Authorized Officer Name

Authorized Officer Signature (Required)

Title Date

OFFICE USE

Batch# Approval# Check# Amount Booth#

printer note perf don’t print — FPO only

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EXHIBIT RULES AND REGULATIONSACFAS ANNUAL SCIENTIFIC CONFERENCE | AUSTIN | FEBRUARY 11 – 14, 2016

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Please review these rules and regulations carefully.Your signature on the application binds you and your company to this contract and the termsexpressed herein.

1. ELIGIBILITY TO EXHIBITThe American College of Foot and Ankle Surgeons (ACFAS)reserves the right in its sole discretion to decline applicationsfor exhibits. In addition, ACFAS will not sell exhibit space to anyfor-profit or non-profit organization whose programs, products,and/or services, in whole or in part, compete with ACFASprograms, products, and/or services. (See also, Section 17)

2. BOOTH SPACE ASSIGNMENTExhibit Applications are date-stamped as received by ACFAS Headquarters and allotment of booth(s) will be madewith priority to Corporate Sponsors and previous Exhibitors.Indicate your choices on the application and advise us ofthose companies you do not wish to be near. ACFAS reservesthe right to assign the next best space when requestedchoices are not available. Please do not concentrate all your space choices to one area of the Exhibit Hall.

3. EXHIBIT SPACEBooth space fees include the following:� Booths are 10' deep x 10' wide� Pipe and Drape: 8' back with 3' sides (navy and silver)

for linear booths� Company Identification Sign: 7" x 44" for linear booths� Company listing with a 30-word description in the

Final Conference Program and on the ASC Mobile App� General Perimeter Exhibit Hall Security Service� NEW! Exhibitor Portal to enter Badges and Company

Descriptions� Complimentary Exhibitor Badges per booth:

3 Badges: 100 Sq. Ft.5 Badges: 200–300 Sq. Ft.8 Badges: 400–1,000 Sq. Ft.15 Badges: 1,100–3,600 Sq. Ft.

� Complimentary Exhibitor Lunch Station provided prior to attendee lunch break

� Exhibitor Service Kit online ordering at t3expo.com� Thursday Evening Welcome Networking Event� Complimentary Attendee Reference List to record

leads on site � Copy of Final Program on site� Complimentary Post-Meeting Attendee List� Optional Lead Retrieval

Exhibit rental does not include electrical use, tables, chairs or carpeting. The online Exhibitor service kit will include forms for your additional requirements.

4. EXHIBIT FEES AND PAYMENT FOR SPACEBooth costs are as follows:

PREMIUM SPACE (see blue booth space on page 5): add an additional 6% to the fees listed below.

1 booth $2,035 by September 30, 2015$2,215 after September 30, 2015+$140 if booked outside official room block

2 booths $3,980 by September 30, 2015$4,345 after September 30, 2015+$270 if booked outside official room block

Island Booth $21 per Sq. Ft. by September 30, 2015$22 per Sq. Ft. after September 30, 2015+$570 if booked outside official room block(Island Booths are minimum 20' x 20')

Add a surcharge of $200 for each corner booth unit. Island Boothsare not subject to a corner surcharge. Island Booth payments notreceived by 10/31/2015 will be invoiced at the $22 rate.

STRUCTURAL HEIGHT RESTRICTIONSInline Booths: Maximum 8' back and 3’ sidesIsland Booths: Maximum 16'

Booth set up and contents may not obscure the view of surrounding Exhibitors’ booth space.

Hanging signs permitted above Island Booths Only:Maximum 20' from Exhibit Hall floor to top of sign.

All Island Booth layouts and structures must be approved by ACFAS before space will be confirmed. Submit your floor plan for approval to Maggie Hjelm at [email protected].

5. COMPLIMENTARY EXHIBITOR BADGESPer Booth:

3 Badges: 100 Sq. Ft. 8 Badges: 400–1,000 Sq. Ft.5 Badges: 200–300 Sq. Ft. 15 Badges: 1,100–3,600 Sq. Ft.

Includes: Complimentary Exhibitor Lunch Station providedprior to attendee lunch break in Exhibit Hall and the ThursdayWelcome Networking Event.

Additional badges are available for $75 each. After January 8, 2016, additional badges, or changes to badgesmust be made on-site.

6. EXHIBITOR REGISTRATIONAll booth personnel must be identified with an Exhibitorbadge. Physicians or other individuals who are registered forthis meeting must remove any other badges and/or ribbonsand display the Exhibitor badge when staffing or workingwithin an exhibit booth. False certification of an individual as an Exhibitors’ representative, or any other methods used to assist unauthorized personnel to gain admittance to the exhibit floor and/or instructional courses may be cause for expelling the violator from the exhibition, removing a violator’s exhibit from the exhibit floor without obligationon the part of the College, and other ramifications.


EXHIBIT RULES AND REGULATIONS (CONTINUED)

7. UNREGISTERED COMPANY REPRESENTATIVESRepresentatives of any company that is NOT a registeredExhibitor company at the ACFAS 2016 Annual ScientificConference will not be admitted to the Exhibit Hall. No Exhibitor or Guest badges are available for purchase by unregistered Company representatives.

8. SHARING/SUBLETTING OF SPACENo part of any exhibit space assigned to an Exhibitor may be reassigned, sublet or shared with any other party. Sharingof exhibit space is permitted only for divisions of the samecompany and must be noted on the application form.

9. CANCELLATIONS OR REDUCTIONS IN SPACERequests for cancellations or reductions in exhibit space mustbe made in writing. Refunds will be made in accordance withthe following schedule:

Prior to September 30, 2015: Full refund less $250.00administrative fee

October 1 to October 16, 2015: 30% retained

October 17 to November 4, 2015: 50% retained

After November 4, 2015: 100% retained

Refunds will be mailed approximately 30 days after the Conference.

10. REGISTRANT LISTSPre-conference registrant list requests are evaluated on acase-by-case basis and limited to ACFAS Sponsors Only withpre-approval of material by the ACFAS Director of EducationCurriculum and Alliances. A post-conference list will be e-mailed to each exhibiting company’s contact approximately2 weeks after the conference.

Lead Retrieval systems, designed to help exhibitors capturesales leads, will be available. The lead does not include phone or fax numbers, or e-mail addresses, based on ACFAScompliance with the Anti-Spam Act. Order forms will beavailable in the service manual and online at t3expo.com.

11. EXHIBITOR APPOINTED CONTRACTORExhibitors planning to use an independent contractor mustcomplete the Request for Exhibitor Appointed Contractor(EAC) form found in their online service manual. The contractormust submit a Certificate of Insurance. (See also Section 20)Exhibitors should note that the Exhibitor Service Kit will be available online at t3expo.com; it is the exhibitor’sresponsibility to provide third parties with the necessaryinformation and forms from their manual.

EAC forms and Certificates of Liability are due no later than December 11, 2015.

12. FLOORINGBooth space is NOT carpeted. Floor covering is required.

13. OFFICIAL SERVICE CONTRACTORT3 Expo–Exhibitor Services DepartmentPhone: 888.698.3397 x309

14. SHIPMENTSAll shipments must be PREPAID and consigned as follows:

ACFASExhibiting Company NameBooth No. _____ No. of Pieces _____

c/o T3 ExpoYRC Freight9018 Tuscany WayAustin, TX 78754

Exhibit material will be accepted for storage 30 days prior to show dates with T3 Expo’s pre-approval. Additionalinformation is provided in the service manual.

15. INSTALLATION AND DISMANTLINGExhibit installation is Wednesday, February 10, 2016 from8:00 am – 6:00 pm. If you require additional set-up time,contact Maggie Hjelm at [email protected]. The ACFAS staffreserves the right to reassign space to another Exhibitor or tomake other use of space, as deemed necessary or appropriate,with no refund being made to the original Exhibitor.

Booths must be kept intact until the closing of the exhibits(presently scheduled Saturday, February 13, 2016 at 2:00 pm). Early dismantling of exhibits is strictly prohibited.Dismantling, or “preparing to dismantle,” prior to the showclosing will result in a $500 penalty, loss of future spacepriority considerations and/or ineligibility to exhibit at futuremeetings. All display materials must be fully removed bymidnight Saturday, February 13, 2016. If displays are notremoved by midnight, management has the right to removethem and charge the expense to the Exhibitor.

16. EXHIBIT HALL HOURSTentative hours are as follows, but are subject to change in which case Exhibitors will be notified in writing:

Thursday, February 11, 2016: 10:00 am – 4:00 pmFriday, February 12, 2016: 9:30 am – 4:00 pmSaturday, February 13, 2016: 9:30 am – 2:00 pm

17. CHARACTER OF EXHIBITSThe ACFAS reserves the right to decline to permit anExhibitor to conduct and maintain an exhibit if, in thejudgment of the management, said Exhibitor or exhibit orproposed exhibit shall in any respect be deemed unsuitable.ACFAS expects Exhibitors’ booth staff, employees andmodels to conduct themselves professionally and dress in a professional manner. Professional dignity and discretionshould be observed at all times.

Booth set up and contents may not obscure the view ofsurrounding Exhibitors’ booth space. Display area may notexceed the 3' sidewall or extend into an aisle causing theobstruction of an adjacent booth.

ACFAS may also decline to permit persons, conduct, articlesof merchandise, printed matter, souvenirs, catalogs and anyother items without limitation, which affect the character ofthe exhibit. All efforts to advertise, demonstrate and operatethe exhibit must be conducted so as not to trespass therights of other Exhibitors and visitors.

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All exhibit material must be on the table or floor within theallotted space. Attachment of display material to walls willnot be permitted. Nothing can exceed booth dimensions. Noother area can be used for display purposes. Exhibitors willbe allowed in the Exhibit Area 90 minutes before the ExhibitHall opens the first day and 45 minutes before the exhibitsopen on Days 2 and 3. Exhibitors may remain in the area for30 minutes after the hall closes. Each booth must be staffedduring show hours. Exhibitors may not enter anotherExhibitor’s booth without permission.

18. ADVERTISINGAdvertising materials cannot be distributed outside theExhibitor’s booth. This applies to distributing flyers, handbills,invitations, magazines, or other advertising materials to hotelrooms of ACFAS Annual Scientific Conference attendees.Except for the Exhibitor’s booth space, canvassing ordistributing materials in the facilities used by ACFAS isforbidden, unless approved by the ACFAS Director ofEducation Curriculum and Alliances.

19. FIRE REGULATIONSNo combustible oils or bottled gases, open flames of anytype, no batteries containing electrolyte, nor any corrosive willbe permitted in the Exhibit Hall. Questions regarding specificproblems should be referred to management who will obtainthe necessary rulings from the Austin Fire Marshall.

20. INSURANCE AND LIABILITYThe Exhibitor must surrender space occupied by him in the same condition as it was at the time of occupation. The Exhibitor is responsible for all damages to the ExhibitHall, and for any and all claims or demands on account of anyinjury or death or damage to property occurring in or uponthe Exhibitor’s tabletop display area or because of the acts ofthe Exhibitor, his employees, agents, licensees or contractors.

Each Exhibitor must make provision for the safeguarding of his goods, materials, equipment and display at all times.General overall security will be provided by the ACFAS,however, neither the ACFAS members, officer representativesor employees, nor Austin Convention Center officers,representatives or employees are responsible for any injury,loss or damage that may occur to the Exhibitor or theExhibitor’s employees or property from any cause whatsoever,prior to, during or subsequent to the period covered by theexhibit contract. Exhibitor assumes responsibility and agreesto indemnify and defend ACFAS and the Austin ConventionCenter, its subsidiaries and affiliates and their respectiveowners, employees and agents against any claims orexpenses arising out of the use of the exhibition premises.

The Exhibitor understands that neither the ACFAS nor theAustin Convention Center maintain insurance covering theExhibitor’s property and it is the sole responsibility of theExhibitor to obtain such insurance. Each Exhibitor shall carrycomprehensive general liability coverage, including premises,operations and contractual liability coverage of at least $1 million for personal injury liability and $1 million for propertydamage liability and statutory Workmen’s Compensationcoverage with Employers’ Liability limits of at least $100,000.

A Certificate of Insurance must be furnished to the ACFASwith final booth payment and is a condition of beingpermitted to exhibit. The Certificate of Insurance shallname the American College of Foot and Ankle Surgeonsand Austin Convention Center as additional insureds.

Exhibitor Liability Insurance ProgramEvent coverage at the reduced rate of $79. Easy to apply for coverage, a link to the provider will be available atwww.acfas.org/Austin.

21. EXHIBITOR HOUSINGReduce costs! Stay at an ACFAS hotel!

As you may already know, convention centers allocate exhibitspace to shows based on the amount of hotel rooms pickedup. To ensure that our hotel block is full and that we receivethe needed exhibit floor space at the convention center foryou, we ask that all Exhibitors book their housing throughonPeak, the official ACFAS housing partner. Failure to do so will lead to increased costs to conduct this event.

The link to onPeak, our official housing partner, will beavailable on the ACFAS website September 24, 2015.Please visit acfas.org/Austin for official hotel listings.

22. CANCELLATION OF EXPOSITIONIt is mutually agreed that in the event of total or partialcancellation of the annual conference due to fire, strikes,natural disasters (either threatened or actual), governmentregulations or causes which would prevent its scheduledopening or continuance, this agreement shall be terminatedimmediately, and the ACFAS shall determine an equitablebasis for the refund of a portion of the exhibit fees, after dueconsideration of expenditures and commitments alreadymade. Under no circumstances is the ACFAS responsible forany Exhibitor’s expenses (such as travel, lodging, or exhibitshipping), or any other incidental or consequential damages.

23. NON-CONTRACTED EXHIBIT SPACEPersons, companies or organizations that have notcontracted with the ACFAS to occupy space in the ExhibitHall will not be permitted to display or demonstrate productsor services, solicit orders, or distribute advertising materials in the Exhibit Hall, parking lots, or outside or inside thehotel(s), and convention center contracted by the ACFAS.Noncompliance with this regulation will result in the promptremoval of the offending person and property from the area.

24. PRIZE DRAWINGS/GIVEAWAYS/FOOD & BEVERAGEPrize Drawings and Giveaways are permissible within anExhibitor’s booth only, with prior approval of the ACFASDirector of Education Curriculum and Alliances. You may post winners’ names in your booth; announcements will not be made over the public address system.

Food & Beverage distributed from an Exhibitor’s booth forhospitality is permissible with prior approval of the ACFASDirector of Education Curriculum and Alliances.

All supplies must be purchased through the officialconvention center caterer.


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EXHIBIT RULES AND REGULATIONS (CONTINUED)

25. SELLING AND ORDER TAKINGThe purpose of the exhibits is to further the education of meeting attendees through product displays anddemonstrations. Order taking within the booth is permitted if conducted in a professional manner. Items sold for deliveryon the show floor are not permitted.

26. EXHIBITOR MEETINGS AND SOCIAL EVENTS

The ACFAS must review and approve ANY event affectingACFAS meeting attendees during the inclusive dates of the Annual Scientific Conference, whether they are being held at ACFAS contracted facilities or otherwise.

For events beginning February 11, 2016 through February 13,2016 a form is provided on page 15. Otherwise, Exhibitorsmust confine their activities to their allotted exhibit space. No entertainment functions, meetings, courses, or socialfunctions may be scheduled to conflict with ACFAS AnnualScientific Conference hours, activity hours, or exhibit hours.

Entertainment and social functions must be in good taste andconform to the purpose of the meeting. Failure to complywith this request will be in violation of Rules & Regulations.(See also, Section 17)

Announcements and invitations addressed to members of the medical profession concerning such industry sponsoredevents should clearly indicate the name(s) of the sponsor and must in no manner imply, directly or indirectly, that theevent is a part of or an official activity of the ACFAS.

27. HOSPITALITY SUITES/INDUSTRY EVENTSHospitality suites are only available to companies that exhibitat the 2016 ACFAS Annual Scientific Conference. Hospitalityfunctions cannot conflict with the official College scientificprogramming, and may not be scheduled during thefollowing times:

Date Functions Not Permitted

Wednesday, February 10 7:30 am – 7:00 pmThursday, February 11 7:30 am – 7:30 pmFriday, February 12 6:30 am – 7:30 pmSaturday, February 13 6:30 am – 9:00 pmSunday, February 14 7:30 am – 12:00 noon

28. EXHIBITOR ATTENDANCE AT ASC CLINICAL SESSIONSExhibitors are welcome to attend the open clinical sessions(excluding programs titled “workshops”) to gain newperspectives on surgical techniques and the perspective of the speakers and attendees. With the increased scrutiny by federal and state governments, and medical organizationsthemselves, on industry-physician relationships, it isimperative that the College ensures its clinical sessionsmaintain their objectivity and independence from industry,and foster professional behavior by speakers, attendees, and industry representatives.

Therefore the College expects that industryrepresentatives/Exhibitors:

� Refrain from asking any questions of the speakers in the meeting room

� Do not approach the podium/stage at any time and sit in the rear half of the room to avoid any perception of undue industry presence, and

� Hold any questions you may have for speakers until youand the speaker are outside of the meeting room.

Your cooperation is greatly appreciated.

29. VIOLATION OF RULES AND REGULATIONSAs a condition of exhibiting, each Exhibitor shall agree to observe all ACFAS policies. The action taken against an Exhibitor for violation of policies will be determined on the basis of the particular circumstances of each case. For example, some infractions will be communicated in a warning notice that may not result in a violation if, in thesole discretion of the ACFAS Exhibits Manager, it is deemed that corrective measures were completed within a timelyfashion and no other parties were negatively impacted. Prioryear’s warnings and actions may be taken into account indetermining actions for the 2016 Annual Scientific Conference.The College reserves the right to determine a more severeaction, including refusal of or termination of the exhibit, at itssole discretion without progressing through a series of steps.

30. RESERVATION OF RIGHT TO MAKE CHANGESAny matters not specifically covered herein are subject to decision by the American College of Foot and AnkleSurgeons. The College reserves the right to make suchchanges, amendments and additions to these rules as itconsiders advisable for the proper conduct of the exhibit,with the provision that all Exhibitors will be advised of any such changes.

31. AMERICANS WITH DISABILITIES ACTEach Exhibitor shall be responsible for compliance withthe Americans with Disabilities Act of 1992 (ADA) withregard to their booth space, including, but not limited to,wheelchair access.


PLEASE TYPE OR PRINT LEGIBLY

Company Name

Company Contact

Contact Title

Address


Telephone Fax

E-mail

COMMERCIAL POSTER EXHIBIT APPLICATIONACFAS ANNUAL SCIENTIFIC CONFERENCE | AUSTIN | FEBRUARY 11 – 14, 2016

COST: $275 PER POSTERCommercial posters may be exhibited only by companies thatalso reserve a booth in the Exhibit Hall at the February 11–13,2016, Annual Scientific Conference.

MAIL OR FAX COMPLETED FORM AND ABSTRACT TO:American College of Foot and Ankle SurgeonsAttn: Maggie Hjelm8725 West Higgins Road, Suite 555Chicago, IL 60631-2724Phone: 800.421.2237Fax: 800.382.8270

▫ PAYMENT BY CREDIT CARD□ AMEX □ MasterCard □ Visa

Card No. Exp. Date

Security Number (VISA/MC—last 3 digits on back; AMEX—4 digits on front)

Print Name on Card

Signature

▫ PAYMENT BY CHECKReturn Completed Application and 250 words or less abstractwith your check in the amount of $275 made payable to:American College of Foot and AnkleMail to: American College of Foot and Ankle

Department 4528, Carol Stream, IL 60122-4528

AUTHORIZATIONThe Company listed agrees to comply with all instructions andRules and Regulations appearing on the next page and agreesto promptly submit all information required by the ACFAS.

APPLICATION MUST BE RECEIVED BY NOVEMBER 30, 2015.

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COMMERCIAL POSTER RULES & REGULATIONS

APPLICATION MUST BE RECEIVED BY NOVEMBER 30, 2015.

DESCRIPTION OF FORMATA commercial poster is designed to display a product, but typically will notinclude new (i.e., previously unpresented) research data to support usage. The poster may appear as a billboard type presentation, or may include datathat has previously been published.

GENERAL INFORMATIONCommercial poster exhibit space may be reserved only by companies that havereserved an exhibit booth. Posters will be displayed at the Austin ConventionCenter, Austin, Texas, for 2-1/2 days during the ACFAS 74th Annual ScientificConference. Posters are displayed on 4’ x 8’ poster boards. Commercial Posterswill be listed in the Final Program in alphabetical order by company name.

A copy of the scientific poster guidelines is available at www.acfas.org/Austin.These guidelines may assist you in your thought process when you design your poster exhibit. Poster presenters will provide to the ACFAS EducationDepartment, a 250-word or less abstract that must be received by November 30, 2015.

GUIDELINES FOR COMMERCIAL POSTER ABSTRACTMake the title brief and clearly indicate the nature of the study/procedure.Short summarization (250 words or less) of purpose, methods, procedures,results, significance of findings. Abbreviations may be used. Spell out the term at first mention and follow with abbreviation in parentheses. Thereafter,abbreviations only may be used.

COMPLETED COMMERCIAL POSTER APPLICATIONS MUST BE RECEIVED BY NOVEMBER 30, 2015 AND SENT TO:American College of Foot and Ankle Surgeons8725 West Higgins Road, Suite 555Chicago, IL 60631-2724Attn: Maggie HjelmE-mail: [email protected]

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DEADLINE DATE IS DECEMBER 3, 2015. COMPLETE ONE FORM PER FUNCTION; DUPLICATE THIS FORM AS OFTEN AS NEEDED.

EXHIBITOR REQUEST FOR FUNCTION SPACEACFAS ANNUAL SCIENTIFIC CONFERENCE | AUSTIN | FEBRUARY 11 – 14, 2016

Function Name

Contact Name On-Site Contact Name

Company Name

Address


Telephone Fax

E-mail

If this form is not completed in its entirety, your confirmation will be delayed.

In the event approval for your meeting or social event is not granted by ACFAS, the College will not be held responsible or accountable for any hotels or other entities with whom you haveentered into contractual agreements.

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FUNCTION INFORMATION

Day/Date

Start Time (AM/PM) End Time (AM/PM)

No. Attendees Expected

AUDIENCE□ Physician □ Company Personnel □ Other

□ Focus Group □ Corporate Business Meeting

□ *Satellite Programs: □ Breakfast □ Dinner □ Reception□ CME □ Non-CME □ CME Provider

*Satellite Programs are only available as sponsor events if offered to physicians. Please see Exhibitor Rules &Regulations 23 and 26. Food service is the responsibility of the event sponsor.

Date Functions Not Permitted

Wednesday, February 10 7:30 am – 7:00 pm

Thursday, February 11 7:30 am – 7:30 pm

Friday, February 12 6:30 am – 7:30 pm

Saturday, February 13 6:30 am – 9:00 pm

Sunday, February 14 7:30 am – 12:00 noon

PLEASE RETURN THIS FORM NO LATER THAN DECEMBER 3, 2015:

8725 West Higgins Road, #555Chicago, IL 60631-2724Attn: Mary MeyersPhone: 800.421.2237 Fax: 800.382.8270E-mail: [email protected]



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