Exhibitor Service Kit

Available online, November 2017

 Exhibitor Registration

Available online, November 2017

 Affiliate Functions

Available online, November 2017

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Exhibitor Dashboard:

In order to access the Exhibitor Dashboard, you are required to apply for booth space. Once your booth application is submitted you will receive a username and password to access your account.

In the Exhibitor Dashboard you will be able to update your company contact information, company description, product categories and payments at any time. This is the information that will show in your online booth profile. The Affiliate Function Space Application, Housing Reservations, link to Register your Staff Badges and Expresso (Exhibitor Service Kit powered by GES) will also be located in your Exhibitor Dashboard when those items are available.

 

Highlights & Other Important Information:

 

Seller's Permit / Sales Tax Information 

You must submit a special event registration application with the DC Office of Tax and Revenue in advance of the event. 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 Administration
1101 4th Street SW
Suite W270
Washington, DC 20024
202-442-6304
http://cfo.dc.gov/otr/cwp 

 

Affiliate Function Information

Affiliate Function Applications will open in November.  You can access the application in your Exhibitor Dashboard or above on this page.

ASCRS•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.

All audiovisual, food and beverage, photography, electrical and telecom will be arranged through the hotel/venue assigned and company. All associated costs for the function will be billed directly to the requesting company by the vendor/facility.

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

Any changes to Affiliate Function requests must be made in writing and submitted to Jamie Barbera, ASCRS•ASOA Exhibits Manager, at jbarbera@ascrs.org

All marketing materials promoting any affiliate function, educational or promotional event must be sent to ASCRS•ASOA for approval. You are allowed one sign at the entrance to your function.

Affiliate Function Policy & Procedures        EyeWorld Meetings and Events       

Policy for Educational Session Attendee Conduct

 

 

Certificate of Insurance for Exhibitor Appointed Contractors (EACs) 

The EAC authorization form will be available in Novembr in the Service Kit.  See below for COI information:

A complete listing of preferred contractors for ASCRS•ASOA is available on this website. An exhibitor appointed contractor (EAC) is a company other than the general or official service provider on the show that requires access to a booth during installation and dismantling. The EAC may only provide services in the facility that are not designated by the facility as exclusive to a designated provider, or by the show organizer in a contract as an exclusive service for the general or official service provider or other 3rd party. No EAC will be allowed to work in an Exhibitor’s booth if this Notice of Intent to Use EAC, a valid Certificate of Insurance and the Agreement and Rules and Regulations between GES and the EAC is not completed by an authorized representative and received by ASCRS•ASOA by the February 23rd. This Notice of Intent to Use EAC must be completed for every third party (as well as any other third party ordering or requesting services from GES on behalf of Exhibitor) at the above show. Please submit a form for an EAC company you plan to hire which are not listed below:/strong>

  • GES – (Official Show Contractor & Booth Cleaning)
  • Walter E. Washington Convention Center (Catering, Internet, Electrical,Plumbing, Telecom, Rigging)  
  • Convention Photo by Joe Orlando, Inc. (Photography & Video)
  • Freeman Audio Visual
  • RA Consulting (Booth Security Services)
  • Urban Jungle, Inc. (Floral/Plant Services)  
  • Xpress Leads Convention Data Services (Lead Retrieval)

Notice to ASCRS•ASOA of Intent to Use or Hire and EAC (Form available in service kit) In order for any EAC to provide any services at this show, the EAC must mail in a valid certificate of insurance to the address below by February 23, 2018. Or email it to the Exhibits Manager, Jamie Barbera jbarbera@ascrs.org

The document should be prepared by an insurance agent and include the following data: Click here to view insurance sample.

Required information to be included in your certificate of insurance:

  1. PRODUCER: Insurance Agent / Broker who issues certificate.
  2. NAME OF INSURED: Must be the legal name of contracting party.
  3. TYPES OF INSURANCE: Must include types required by contract.
  4. FORM OF COVERAGE: Must be "occurrence" form of coverage.
  5. NAME ADDITIONAL INSUREDS: Global Experience Specialists, Inc. (GES) (Official Service Provider), ASCRS Symposium & Congress (Show) and Walter E. Washington Convention Center (Facility) as additional insureds on a primary and non-contributory basis.
  6. CERTIFICATE HOLDER: 
          GES Exhibitor Services
          4801 Hollins Ferry Rd., Suite B
          Halethorpe, MD 21227

 

  1. POLICY EFFECTIVE DATE: Must be prior to or coincidental with the first day of Exhibitor Move-In.
  2. POLICY EXPIRATION DATE: Must be on or after the last day of Exhibitor Move-Out
  3. LIMITS OF INSURANCE: Must be the same or greater than required by contract.
    • Commercial General Liability with limits of not less than $1,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products & completed operations aggregate.
    • Automobile Liability with a limit of not less than $1,000,000 combined single limit - each accident.
    • Umbrella/Excess Liability with a limit of not less than $1,000,000 each occurrence and {$1,000,000} each aggregate.
    • Workers Compensation, as required by law, with Employers Liability Limits of not less than {$1,000,000} each accident, {$1,000,000} disease - each employee and {$1,000,000} disease - policy limit.
  4. AUTHORIZED REPRESENTATIVE: Must be signed (not stamped) by an authorized representative of Producer.

PLEASE SEND THE COI & EAC FORM TO:  Fax 703-547-8840 or jbarbera@ascrs.org 

or Mail to ASCRS ASOA
Attn: Jamie Barbera, Exhibits Manager
4000 Legato Rd. Suite 700
Fairfax, VA 22033

 

Exhibitor Business Suites 

Contracts for business suites will open in November.

Business suites are custom-built, 8ft high hard-wall 10’x20’ or 20x20 units with open ceilings, located in the back perimeter of the Exhibit Hall. To view a rendering of what the 10x20 suites will look like, click here.  Since there are a limited number of suites available, we will not place suites on hold or pending status.  Full payment must be submitted at time of application.  Suites will be assigned in order of receipt date of the completed contract with full payment.  

Business suites can accommodate activities such as staff meetings, private business meetings, and product demonstrations and displays. All staff, product literature, and product displays must remain completely inside the business suite at all times. There may be no displays or banners outside or on the walls of the suite.

All ASCRS•ASOA Show Rules and Regulations detailed within the 2018 ASCRS•ASOA Symposium & Congress Exhibitor Prospectus and Service Kit are in effect. 

 

Exhibitor Registration 

Online registration will open in November.

Exhibiting company will qualify for (6) complimentary exhibitor personnel badges per 10x10 (100 SF) exhibit space. Each additional badge (over allotment) will cost $180.00.

Exhibiting companies at ASCRS Glaucoma Day, ASCRS Refractive Day & Cornea Day will receive (2) complimentary exhibitor personnel badges, per table top exhibit space. Each additional badge (over allotment) will cost $180.00

Complimentary badges that are not assigned prior to the show date can be claimed on site at no charge. Once your company badge allotment has been fulfilled, the above charges will apply. Payment is due at time of processing.

Exhibitor badges are not mailed. You may obtain your badge at Exhibitor Registration once you arrive onsite at the WEWCC. Badges may be picked up by either the company’s designated booth main contact or the individual listed on the badge. Photo ID must be presented to pick up individual badges. 

There is no exhibitor registration deadline. You may continue updating your badge requirements/allotment until the time they are picked up on-site.

Changes to a badge after it has been printed will result in a non-refundable charge of $180.00.  Replacement of a lost badge will result in a non-refundable charge of $180.00 

Payment for the above is required at the time of request. ASCRS•ASOA accepts MasterCard, VISA, Discover and American Express. The registration staff WILL NOT INVOICE THE EXHIBITING COMPANY for replacement badges.

The registration database is “live” and changes can be made up until the time the badge(s) are picked up/printed at the Exhibitor Registration Desk on site.

Exhibitor badges will not be issued to any practicing physician, nurse, or technician who has not registered for the meeting as an attendee in the appropriate category.

ASCRS ASOA Exhibitor badges will grant you access to ASCRS & ASOA sessions however you cannot claim any CME credits.

ASCRS Subspciealty Day badges do not cross over to ASCRS & ASOA. 

 

Exhibitor Service Kit 

Expresso, your exhibitor service kit, powered by GES will be available in your Exhibitor Dashboard in November.

 

2018 Tesla Model S Giveaway

Back by popular demand is our annual raffle drawing where one lucky attendee will win a new 2018 Tesla Model S. The drawing will be held at the Tesla booth in the Exhibit Hall.  Date & time are TBD.

We would love for you to participate by giving out a number of tickets from your booth.  The purpose of this giveaway is to create another opportunity, outside of your own marketing efforts, for meaningful interactions between exhibit staff and attendees. It is our intention that this exciting promotion will help enhance the overall experience in our beautiful exhibit hall.

 

Industry Spotlight Theater

In an effort to increase exhibit hall traffic, ASCRS•ASOA will once again schedule a series of corporate-focused (non CME) educational sessions in the exhibit hall. The ASCRS Programming Committee will select a variety of topics of interest to attendees and will work with selected exhibitors to schedule product-specific presentations.

 

Food & Beverage In the Convention Center & Exhibit Hall

Will be published at a later date.

 

Re-Fresh & Re-Charge Lounge

Throughout the meeting – from Saturday, May 6 through Monday, May 8 – all attendees can visit the Re-Fresh and Re-Charge Lounges in the Exhibit Hall. The Lounges offer attendees the chance to recharge their tablets, cell phones and other devices while relaxing and networking with colleagues in between education sessions. The Lounge will also offer complimentary flavored ice water stations and our ASCRS ASOA Today recordings.

 

Shuttle Bus Schedule & ASCRS•ASOA Meeting Layout

ASCRS•ASOA will provide shuttle service to and from designated hotels to the Walter E. Washington Convention Center.

A preliminary shuttle schedule will be posted online in December.



Coming Soon

  • Exhibitor Checklist
  • Food & Beverage in the Convention Center
  • Meeting Preview
  • Preliminary Meeting Schedule
  • Real-Time Program
  • Run For Sight
  • Shuttle Schedule
Meeting Locations & Dates
  • Walter E. Washington Convention Center
  • ASCRS Symposium on Cataract and Refractive Surgery: April 13–17, 2018
  • ASOA Congress on Ophthalmic Practice Management: April 13–17, 2018
  • Technicians & Nurses Program: April 14–17, 2018
2017 Annual Meeting Highlights

More than 6,000 attendees arrived in Los Angeles May 5–9 for the 2017 ASCRS•ASOA Symposium & Congress. Check out this video to view highlights from the conference.