Exhibitor Service Kit

Available in December

 Exhibitor Badge Registration

Available in December

 Affiliate Functions

Available in November

 

Exhibit Hall Floor Plan & Facility Maps

Exhibit Hall Floor Plan     SDCC Interactive Map

An overview of ASCRS•ASOA meeting layout in the San Diego Convention Center will be available at the end of 2018.

 

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 application, link hotel reservationans, exhibitor badge registration and Expresso (Exhibitor Service Kit powered by GES) will also be located in your exhibitor dashboard when those items are available.

 

Highlights & Important Information:

Affiliate Function Information

Affiliate Function Applications will open in November.  You will be able to access the application in your Exhibitor Dashboard.

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 Kristine Coan, ASCRS•ASOA Meetings Manager, at kcoan@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. Signage is not permitted in lobby of hotels.

Affiliate Function Policy & Procedures     

 

 

Certificate of Insurance for Exhibitor Appointed Contractors (EACs) 

THIS INFORMATION IS REQUIRED FROM YOUR EAC ONLY. 

The EAC authorization will be available 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 March 29. 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 an EAC form for any company you plan to hire which are NOT listed below:

  • GES – (Official Show Contractor - (Booth Furnishings, Rigging, Electrical & Booth Cleaning)
  • San Diego Convention Center (Catering, Internet,Telecom)  
  • Freeman Audio Visual
  • Istrico (Booth Video & Photography)
  • 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.  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 March 29, 2019. 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 Annual Meeting (Show) and San Diego Convention Center (Facility) as additional insureds on a primary and non-contributory basis.
  6. CERTIFICATE HOLDER: 
          GES Exhibitor Services
          491 C Street
          Chula Vista, CA 91910
 
  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 Registration

Exhibitor Badge Registration will open December 3. 

Exhibiting company will qualify for (6) complimentary exhibitor personnel badges per 10x10 (100 SF) exhibit space. Each additional badge (over allotment) will cost $200.00.

Exhibiting companies at ASCRS Subspecialty Day will receive (2) complimentary exhibitor personnel badges, per table top exhibit space. Each additional badge (over allotment) will cost $200.00

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.

Badges can be obtained at Exhibitor Registration at the convention center by either the company’s designated booth contact or the individual listed on the badge. Everyone must show their photo ID to pick up their badge. 

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

Changes to a badge after it has been printed will result in a non-refundable charge of $200.00.  Replacement of a lost badge will result in a non-refundable charge of $200.00 

Payment for the above is required at the time of request. ASCRS•ASOA accepts American Express, Discover, MasterCard, VISA. The registration staff will not invoice for replacement badges, payment is due at time of processing.

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 as an Exhibitor.

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

 

Exhibitor Service Kit 

Expresso, the Exhibitor Service Kit, powered by GES will be available in your Exhibitor Dashboard, December 3.

 

ASCRS Foundation Run for Sight

Information will be published at a later date.

 

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. These sessions will provide attendees with overviews and comparisons across several different ophthalmic product categories.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. 

Company selections and session topics will be announced in the coming months. 

 

Food & Beverage at the Convention Center 

ASCRS•ASOA Bistro located in Exhibit Hall D, Ground Level

The Best Way to Eat, Meet, & Network at ASCRS•ASOA

We know it can be difficult to find a quick meal or a place to sit and meet during a busy convention. With ASCRS•ASOA Bistro, you will have a comfortable setting to eat, meet, and network with colleagues and fellow attendees.
ASCRS•ASOA Bistro is the ideal lunch option for exhibitors during 2019 Annual Meeting. The Bistro is a sit-down lunch concept conveniently located right on the exhibit floor. The all-inclusive menu will offer a rotating menu that will include a variety of healthy and delicious options. 

When:     Saturday, May 4 - Monday, May 6  from 11:00AM to 2:30PM

Where:    Exhibit Floor in Hall D at the San Diego Convention Center

Price:      Individual Lunch Ticket: $26.00 per ticket. See below for table or group options.

PRE-PURCHASE TICKETS - suggested

Click here and pre-purchase your lunch tickets to avoid lines at the cashier and receive express entree. You can also purchase tickets onsite at the Bistro concierge desk in the Hall D Lobby. A limited amount of space will be saved for walk-up diners.

RESERVE A TABLE

Small 4-person tables and large 10-person tables may be reserved so you and your guests can always have a space to meet throughout the day. Table packages include 10 or 20 individual lunch tickets respectively.

Large Table Package (20 Tickets): $560
Small Table Package (10 Tickets): $300

* Concessions stands will be open in the exhibit hall May 4-6.

 

Charging Lounges

Throughout the meeting – from Saturday, May 4-Monday, May 6, all attendees can visit the 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. 

 

Shuttle Bus Schedule 

ASCRS•ASOA will provide shuttle service to and from designated hotels that are not in walking distance to the San Diego Convention Center.

A preliminary shuttle schedule will be available in December. 

 

Seller's Permit / Sales Tax Information 

Information will be published at a later date.

 

 



Coming Soon

  • Affiliate Function/Meeting Space Request
  • Exhibitor Badge Registration
  • Exhibitor Product Locator
  • Exhibitor Service Kit
  • Marketing, Advertising & PR
  • Meeting Preview
  • Shuttle Schedule