exhibitor information - Hot Topics in Neonatology

December 7-10, 2014
Omni Shoreham Hotel
Washington, DC
EXHIBITOR INFORMATION
Exhibit Hours:
7:00 a.m. – 5:30 p.m. on Monday, December 8
7:00 a.m. – 5:30 p.m. on Tuesday, December 9
Doors will open at 6:30 a.m. each day for exhibitors
Exhibit Setup: Exhibits may be set up between 3 p.m. – 7 p.m. on Sunday, December 7,
2014. Omni is now using UPS as their in-house Shipping/Receiving Department. They are
located in the West Registration foyer, and will be open on Sunday from 3 p.m. – 7 p.m.
Space Assignment: Space assignments will be made on a first reserved and paid, first
served basis. Hot Topics reserves the right to make changes in assignments at any time.
Again this year, all exhibits will take place in the Diplomat and Palladian Rooms. Break
foods will also be placed in these rooms – at the far end of each room to allow plenty of
space for attendees to move through the rooms safely.
Exhibit Description: Included in the cost of each exhibit is ONE 6’ x 30” table with two
chairs. Additional tables are available for an extra fee. You may not bring an extra table
with you from outside the hotel. Freestanding displays are permitted if dimensions have
been submitted to conference staff in advance of the conference. Electricity is available for
an additional fee. Please complete the Omni’s Electrical Order Form and submit to the
Omni. Internet access is also available through the hotel. Please complete the ENCORE
EVENT TECHNOLOGY Networking Telecom Form and return to the Omni. Video, sound and
computer equipment can also be rented through ENCORE EVENT TECHNOLOGY, using the
ENCORE EVENT TECHNOLOGY Exhibit Rental Order Form. Questions about electrical
service, equipment or internet access can be directed to Jennifer LoPiano,
jlopiano@omnihotels.com (jlopiano@omnihotels.com)
Exhibit Breakdown: Exhibits must be broken down and cleared from the room no later
than 6 p.m. Tuesday, December 9. Please attach a completed air bill to your boxes to be
shipped and in-house UPS staff will pick up and arrange to send on to their destinations.
Exhibitor Access: Exhibitors are allowed up to three representatives per booth. Exhibitors
will be allowed access into the exhibit area each day 60 minutes before the start of
registration. If you would like to send additional representatives to the conference, please
contact Karen Bidus at kbidus@nemours.org. Each additional exhibitor will cost $500 –
their badge will give them access to the Audiovisual Room if they would like to sit in on the
conference.
Giveaways: Customary descriptive product literature and other items of a modest nature
may be distributed. Any giveaway with a value of more than $25 must be approved by Hot
Topics staff. No giveaways of over $100 will be allowed. No contests, lotteries and/or
games of chance allowed.
Food: Any significant food & beverage provided at your exhibit must be ordered through
the Omni. It is permitted to bring in bite-size candy, for example, from the outside, but it is
not permitted to bring in more significant food items.
Cancellation Policy: This agreement may be cancelled no later than one month prior to
the above mentioned event without penalty upon giving written notice to Hot Topics
conference management (info@hottopics.org). Cancellation after this date will result in
forfeit of the exhibitor’s fee.
Shipping:
• Please see the attached UPS brochure for more information on shipping your exhibit
and materials.
• No hotel staff will unload or load any vehicle
• Items will be accepted a maximum of 4 business days prior to arrival. Items
received prior to this will be charged a double rate. Please plan to ship to arrive no
earlier than Wednesday, December 5, 2014.
• You can stop by the UPS Business Center in the West Registration Foyer to arrange
pickup of your packages. Please plan to ship in boxes/cases that are manageable by
no more than two people.
•
Mailing instructions: ( do not send to the attention of any hotel employee)
Omni Shoreham Hotel
ATT : ( registered guest name or person picking up package, and phone number)
Arriving on (date)
HOT TOPICS 2014
2500 Calvert Street NW
Washington DC 20008
202 – 756-5348
Exhibitor’s Information Sheet (EIS)
Representative:_____________________________________________________________________________
Company: _________________________________________________________________________________
Address: __________________________________________________________________________________
Phone #: _____________________________________ E-Mail ______________________________________
Exhibit space includes audio visual (AV) room admittance for 3 representatives: Please print name and email address of
individuals attending. (Other representatives may attend for an additional $500 in AV room only . Please register
additional individuals by contacting Karen Bidus – kbidus@nemours.org
Name __________________________________
Email ________________________________
Name __________________________________
Email_________________________________
Name __________________________________
Email_________________________________
---------------------------------------------------------------------------------------------------------------------------------------------------------Exhibit Location: Omni Shoreham, Washington, DC
Exhibit Date: December 8-9, 2014
Exhibit Set-Up Time: Anytime after 4 p.m. on December 7, 2014
(NOTE: Exhibits must be in and set-up prior to start of registration.)
Booth Size: 1-6’ x30” table with skirting and 2 chairs. Garbage disposal provided.
Booth Cost: $5000, $2500 for second table | Non-profits - $2500, $1250 for second table
Exact dimensions (height/width) of any freestanding displays MUST be documented in advance in order to provide
appropriate space. Otherwise, space provided is limited to a standard 6’ x 30” tabletop.
Cancellation Policy: This agreement may be cancelled no later than one month prior to the above mentioned event without penalty, upon giving
written notice to the CME office at the appropriate Nemours location. Cancellation after this date will result in forfeit of the exhibit fee.
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Payment Options:
$_______________
Checks can be made payable to: Nemours and mailed with completed exhibit form to Office of CME, Nemours/Alfred I. duPont
Hospital for Children, PO Box 269, Wilmington, DE 19899
Credit Card – Visa, MasterCard, American Express or Discover
#:________________________________________________________ Expiration Date ________________ CVN __________
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Signature: Please sign this sheet and return to:
Alfred I. duPont Hospital for Children, Office of Continuing Medical Education, PO Box 269,
1600 Rockland Road, Wilmington, DE 19899, Phone: (302) 651-6750, FAX: (302) 651-6754. Nemours Federal ID # 59-0634433
__________________________________________________
Questions? If you have any questions, please contact
(Exhibitor’s Signature and Date)
Karen Bidus at (302) 651-6752, fax 302-651-6754 or
kbidus@nemours.org
Exhibitor Registration Form
The Omni Shoreham Hotel, Washington, DC
December 7-10, 2014
Name:
Credentials:
Company:
Address:
City, State, Zip:
Country:
$500 - Audiovisual Room (December 8, 9, 10)
Online syllabus available to all ( FREE )
Type of card:
Card #
Exp Date:
3 or 4 digit security code:
Name on card:
Address associated with card:
Email address for confirmation
Phone:
Fax:
Return form to: Engineering Department
Omni Shoreham Hotel
2500 Calvert Street, NW
Washington, DC 20008
202-234-0700
202-756-5150
ELECTRICAL AND ENGINEERING SERVICES REQUEST FORM
Event Name: _______________________________
Exhibitor: _______________________________________
Set Up Date & Time: ________________________
Move Out Date & Time: ___________________________
Location: __________________________________
Booth # _______________________
Ordered By: ________________________________
Phone # ______________________
On Site Contact: ____________________________
Phone # ______________________
Omni CS Manager: __________________________
Phone # ______________________
EXHIBIT BOOTH ELECTRICAL
QUANTITY
NEEDED
GENERAL INFORMATION
ADVANCE
ORDER
FLOOR
ORDER
Exhibit Booth Set Up
120 Volt Single Phase Service
$ 125.00 $ 175.00
Set up includes extension cord & labor
IMPORTANT: All electrical services other than the Exhibit Booth drop will
require labor. A minimum of 1 hour must be ordered to allow inspection of
equipment connected into our system. Labor exceeding the minimum, will be
charged at the appropriate rate, as shown in the labor section.
SUBTOTAL
Omni Hotel electrician. Omni Hotel will not
be responsible for any damage or lost
equipment, componet, computer hardware,
or software and/or any damage or injury to
any person caused by the installation,
ADDITIONAL LABOR FOR ELECTRICAL SET UPS
HOURS
NEEDED
RATE
SUBTOTAL
$125/HR
Monday - Friday 7:00am to 3:30pm
THIS IS AN ESTIMATE ONLY. FINAL CHARGES ARE BASED
ON TIME AND ACTUAL POWER INSTALLED.Labor: Any installations or removals
BEFORE 7:00am or after 3:30pm. M-F or all day on SAT /SUN/HOL
will be subject to a 4HR minimum at the current rate of $125.00/HR
HEAVY DUTY ELECTRICAL
208 Volt Single Phase Service
QUANTITY
NEEDED
20 Amps each
30 Amps each
ADVANCE
ORDER
$
$
208 Volt Three Phase Service
NEEDED
20 Amps each
30 Amps each
60 Amps each
100 Amps each
200 Amps each
400 Amps each
225.00
300.00
FLOOR
ORDER
$
$
SUBTOTAL
275.00
450.00
ORDER
ORDER
$ 250.00
$ 350.00
$ 450.00
$ 1,000.00
$ 1,800.00
$ 3,000.00
$ 300.00
$ 500.00
$ 650.00
$ 1,400.00
$ 2,300.00
$ 4,000.00
SUBTOTAL
QUANTITY
ADVANCE
FLOOR
NEEDED
ORDER
ORDER
$
$
$
MISC.
Fire Alarm Disable (min. 4 hours)
QUANTITY
NEEDED
35.00
40.00
75.00
$
$
$
ADVANCE
ORDER
$300/HR
SUBTOTAL
50.00
55.00
105.00
FLOOR
ORDER
connection or plugging into any electrical
outlet by a person other than an Omni
Hotel electrician.
2. All column and wall outlets are not a part
of booth space. A separate outlet must be
ordered at regular price for each piece of
equipment to be ordred at regular price for
each piece of equipment to be connected.
3. Labor must be added for electrical request
except for an Exhibit Booth Set Up.
4. To receive Advance Order pricing, all orders
must be received with payment 10 days
prior to the set up date.
5. All production companies are to provide
pig tails and cables to designated power
location.
ELECTRICAL REGULATIONS
ADDITIONAL SERVICES
5 or more power strips or extension cords will require labor charges
RENTAL EQUIPMENT
Power Strips
25' Extension Cord
50' Extension Cord
1. For your protection you should install a
surge protector on your computer(s). All
electrical installations and connections to
all electrical service will be made by an
SUBTOTAL
1. All equipment connected by Omni Hotels
must comply with NEC, Federal, State,
and local codes.
2. All cords, plugs, and power strips must
be UL Listed.
3. All equipment shall be tagged and wired
with complete information as to type of
current, voltage, phase, cycle, horsepower,
etc.
N/A
Grand Total Enclosed
PAYMENT INFORMATION
_____ CHECK ENCLOSED IN THE AMOUNT OF: $_________________ (Payable to: Omni Hotel @ The Shoreham)
_____ CHARGE MY CREDIT CARD IN THE AMOUNT OF: $_____________ MC____ VISA____ AMX____ OTHER____
CARD # _______________________________________________ EXP. DATE: _____/_____
NAME AS IT APPEARS ON THE CARD: ____________________________________________
AUTHORIZED SIGNATURE: __________________________________________
Notes: Rates are subject to change. Updated June 1, 2007.
NETWORKING / TELECOM PRICE GUIDE
Networking/ Telecom
Request Form
NOTE: ALL SECTIONS MUST BE COMPLETED
ITEM
DAILY RATE
Standard Wired Internet Services
Wireless Internet Services
DAYS
TOTAL
(SHARED)
Single user/device shared Ethernet connection
-1st device
Additional user/device
QUANTITY
$ 400.00
$ 75.00
SUBTOTAL:
(SHARED)
Single user/device shared WiFi connection
-1st device
Additional user/devices
$ 150.00
$ 75.00
SUBTOTAL:
HD Displays
24” LED Monitor/w Table Stand
$300.00
40” Samsung HD Monitor/w Floor Stand
50” Samsung HD Monitor/w Floor Stand
$500.00
60” Sharp HD Monitor/w Floor Stand
70” Sharp HD Monitor/
Please Call
Please Call
$600.00
SUBTOTAL:
Telecommunication Services
Direct Inward Dial (DID)
Please Call
Standard Analog Line
Please Call
Polycom Speakerphone
$ 100.00
SUBTOTAL:
EQUIPMENT TOTALS
Standard Wired Internet Services (shared):
Wireless Internet Services (shared):
Special Network Services by Request:
Telecommunication Services:
TOTAL:
(Before Taxes and Service Charges) :
ABOVE TOTAL DOES NOT INCLUDE TAXES OR SERVICE CHARGES. RENTAL CONTRACT MUST BE COMPLETE FOR ORDER TO BE PROCESSED.
Return completed form to:
Fax: 202.756.5236
Email: omnishoreham@encore-us.com
NETWORKING / TELECOM PRICE GUIDE
Networking/ Telecom
Request Form
NOTE: ALL SECTIONS MUST BE COMPLETED
Client Information
Group/Organization _________________________________ Event __________________________________________________________
On-Site Contact _____________________________________ Requested by___________________________________________________
Phone # ___________________________________________ Phone # ______________________________________________________
Fax # ______________________________________________ Fax # ________________________________________________________
E-mail Address ________________________________________ E-mail Address ____________________________________________________
A ddress _____________________________________________ C ity _______________________ State ___________ Zip ______________
Service Request
FUNCTION SPACE
ROOM / BOOTH
ROOM / BOOTH
ROOM / BOOTH
ROOM / BOOTH
ROOM / BOOTH
Start Date & Time:
End Date & Time:
Note: All computers are required to receive a DHCP assigned IP address passing through NAT from the AVT network unless other arrangements
have been discussed and agreed upon with AVT.
Payment Information
IF YOU CLAIM SALES TAX EXEMPTION, PLEASE FURNISH A COPY OF YOUR TAX-EXEMPT CERTIFICATE WITH YOUR ORDER OR TAX WILL BE CHARGED.
This section must be completed before your order can be processed. A credit authorization is requested as a deposit against additional services
and/or labor. Payment of any balances may also be made by company check upon presentation of statement while at the show, but a credit
card authorization should be on fi le. A ny balances outstanding as of move-out w ill be charges to your account. Please do not ask us to bill you.
1 - Master Account #:
2 - Room #:
Authorized Signer’s Name:
Name on Reservation:
3 - Credit Card #:
x
Confirmation #:
CCID:
Card Type:
Exp:
x
Customer Signature
Print Name (as it appears on credit card)
Date
Frequently Asked Questions
Q.
A.
Q.
A.
Q.
A.
Q.
A.
Q.
A.
What equipment do I need to connect to the internet?
A PC or laptop with a Network Interface Card (NIC) that has an RJ45 jack, or a wireless network adapter.
Do I need any special configuration on my computer?
Typically not as long as the TCP/IP service is installed on your computer. Some security measures and/or VPN software
may require intervention by your company’s IT department.
Can I access my company’s secure server?
If you can access your company’s secure server via the internet, you will be able to access it through this network.
Should you require a public IP address, please contact our representatives in advance.
Can I get my IP information in advance?
Yes. Our on-site IT representation will be able to provide IP information to you upon request.
Can I bring my own wireless access point or other networking infrastructure equipment?
No. Customer-supplied networking equipment is not allowed without prior authorization by AVT Event Technologies.
Customer-provided wireless access points, routers, switches or other similar network infrastructure devices are
prohibited to ensure uninterrupted operation of existing wired /wireless infrastructure.
Return completed form to:
Fax: 202.756.5236
Email: omnishoreham@encore-us.com
NETWORKING / TELECOM PRICE GUIDE
Networking/ Telecom
Agreement
•
It is understood that AVT Event Technologies does not own or control the telecommunications facilities used to access
the Internet and that the Internet is a non-regulated public domain. Customer agrees that AVT shall have no responsibil ity and no liability whatsoever with respect to insuring access to the Internet. Customer further agrees to indemnify and
hold harmless AVT from any and all claims, damages, losses and causes of action whatsoever which may arise directly
or indirectly in connection with the Internet services provided.
• The total order cost will be billed to the form of payment sp
• Cancellation charges will be incurred at 100% for cancellatio
ns within 24 hours of your event.
• You are responsible for bringing your own NIC (Network Interface Card) or Wireless Access Card.
• Customer-provided wireless access points, routers, switches or other similar network infrastructure devices
are prohibited to ensure uninterrupted operation of existing wired/wireless infrastructure.
• Please contact your sales manager for pricing on AVT provided available options.
I understand the above condition
Authorized Signature: __________________________ Please Type or Print Name: ________________________________
• All materials and equipment furnished by AVT for this service order shall remain the property of AVT and shall be re
moved only by AVT at the close of the meeting.
-
• All requests for services after your arrival are subject to the availability of the equipment and the services of our techni
cians.
-
• Under no circumstances shall anyone attempt to gain unauthor ized access to or tamper with any part of the network.
• You agree to remain entirely liable for all activities conducted through the network connections.
• The Network may only be used for lawful purposes and in accordance with these terms and conditions. Transition of
any materials in violation of any local, state, federal, or international regulation(s) is prohibited. This includes but not
limited to, copyrighted materials legally judged to be threat ening or obscene, or material protected by trade secrets.
• These terms and conditions supersede all previous representations, understanding, or agreements and shall prevail
notwithstanding any variance with terms and conditions of any order submitted. These terms and conditions may be
• No service will be provided without a signed copy of this form. This form must be received no later than one (1) week
prior to the meeting.
to your personal computer.
• If you are uncertain of your requirements or of any changes,
you must notify an AVT representative.
MY SIGNATURE INDICATES THAT I HAVE RECEIVED THIS INTERNET REQUEST FORM AND SERVES AS AGREEMENT
OF MY ORDER AND ITS TERMS AND CONDITIONS AND WARRANTS THAT THE UNDERSIGNED HAS THE AUTHORITY
TO EXECUTE THIS DOCUMENT AS AN EMPLOYEE AND/OR AGENT ON BEHALF OF CUSTOMER’S EMPLOYER AND/OR
PRINCIPAL, IF ANY.
Customer Signature: _______________________________ Date: ______________________________________________
Title: ____________________________________________
Return completed form to:
Fax: 202.756.5236
Email: omnishoreham@encore-us.com