2016 product theater

AAOMS 98th ANNUAL MEETING,
SCIENTIFIC SESSIONS AND EXHIBITION
2016 PRODUCT THEATER
Take the Stage and Let Your Products Steal the Show!
As a 2016 AAOMS Annual Meeting exhibitor, you won’t want to miss this unique opportunity to demonstrate your products and services
to an attentive audience of up to 150 oral and maxillofacial surgeons and their clinical and practice management staff — in short, your
target customers.
AAOMS’s PRODUCT THEATERS provide you with 60 up-close-and-personal minutes. Your presentation will be the star attraction –
only one product theater will be offered each day of the exhibition!
There’s never been a better chance to thoroughly promote and demonstrate the features of your product line – but space is limited!
Only two product theaters are available.
» Read the product theater guidelines;
» Complete the enclosed application; and
» Get a headstart on your annual meeting marketing with an advance program listing!
The product theater application deadline is Friday, March 4, 2016.* All program-related information must be submitted by
March 4, 2016.*
Product theater presentations will be held in a special area of the exhibit hall. Product theater presentations are not for CME credit.
All presentations will be limited to a maximum of 1 hour in length. Set-up time will be 3 hours prior to the start of the presentation.
Following is the 2016 product theater schedule:
DatesProduct Theater Presentation Times
Wednesday, September 21
Thursday, September 22
Noon - 1:00 pm
Noon - 1:00 pm
AAOMS WILL PROVIDE TO EACH PRODUCT THEATER HOST:
• One set of mailing labels of pre-registered attendees
• Presentation signage directly outside the exhibit hall
APPLICATION DEADLINE:
MARCH 4, 2016*
• A listing of the presentation in the meeting advance and final programs*
• A listing in the meeting mobile app with an alert the day of the Product Theater presentation
• A presentation area located inside the exhibit hall
• Seating for 150 attendees (“school room” set-up)
• A low riser with a standing lectern
• Sound system equipment
*For your product theater presentation to be included in the meeting print programs, you must provide information to Valerie Wolf, AAOMS exhibits manager, at
vwolf@aaoms.org by March 4, 2016. After March 4, 2016 applications will be considered as space is available.
AAOMS 2016 Annual Meeting Product Theater Application
APPLICATION DEADLINE: March 4, 2016*
IMPORTANT: Companies planning to host a product theater presentation during the 2016 AAOMS Annual
Meeting must complete this application and adhere to the guidelines and requirements for product theater
participation. If you receive this application without the guidelines, please visit aaoms.org/exhibits or contact
AAOMS exhibits staff at exhibitor@aaoms.org to obtain a copy.
Noncompliance with this process will prevent the exhibiting company from hosting a product theater the following
year and may also result in a monetary penalty, loss of exhibitor priority points and cancellation of the event.
Penalties will be determined at the discretion of the AAOMS exhibitor relations committee, whose decision(s) in such
matters will be final.
Company Name_______________________________________________________________________________________________________________________
Address______________________________________________________________________________________________________________________________
City__________________________________________________ State/Province_______________________ Zip_______________ Country___________________ Name of Individual Submitting Application_________________________________________________________________________________________________
Phone________________________________________________ Fax________________________________ E-mail______________________________________ Onsite Contact Name___________________________________________________________________________________________________________________ Onsite Contact Phone_____________________________________________________Onsite Contact E-mail___________________________________________
Name of Product Theater Presentation_____________________________________________________________________________________________________ Product Theater Presention Content Summary______________________________________________________________________________________________
____________________________________________________________________________________________________________________________________
____________________________________________________________________________________________________________________________________
Product Theater Presentation Date (please number in order of preference)
__________ Wednesday, September 21, 2016 • Noon - 1:00 pm
__________ Thursday, September 22, 2016 • Noon - 1:00 pm
Participation Fee: $13,500 (An invoice will be sent upon approval of application. Payment will be due upon receipt of invoice.)
Please return application to the American Association of Oral and Maxillofacial Surgeons:
Attn: Valerie Wolf
9700 W Bryn Mawr Ave
Suite 100
Rosemont IL 60018
Phone: 800/822-6637
Fax: 847/678-6279
E-mail: vwolf@aaoms.org
*For your product theater presentation to be included in the meeting print programs, you must provide information to Valerie Wolf, AAOMS exhibits manager, at
vwolf@aaoms.org by March 4, 2016. After March 4, 2016 applications will be considered as space is available.
AAOMS 2016 Annual Meeting Product Theater Guidelines
REQUIREMENTS FOR PRODUCT THEATER PARTICIPATION
The American Association of Oral and Maxillofacial
Surgeons (AAOMS) is a not-for-profit, professional
organization representing more than 9,000 oral
and maxillofacial surgeons who specialize in the
surgical and related treatment of diseases, injuries
and deformities involving both functional and
esthetic aspects of the mouth, teeth, jaws and face.
The AAOMS supports its members’ ability to practice
their specialty through education, research and
advocacy.
8. AAOMS will e-mail each host company the
conference attendee list to assist companies
with their promotional efforts. This list will be
available approximately 4-6 weeks prior to the
meeting. Contact the exhibition manager if your
company wants to use the conference logo to
promote your product theater as being held at
the annual meeting in Las Vegas, NV. Companies
are prohibited from using the AAOMS logo in
their promotional materials.
AAOMS PRODUCT THEATER REGULATIONS, TERMS
AND CONDITIONS
9. AAOMS will provide a company ID sign with the
company name, logo, and product theater title
to be placed outside the product theater room.
One additional sign maybe added right outside
of the product theater area. Exhibiting company
representatives of the session planning entity
may not be present in public spaces prior to the
session start time.
For the purposes of this agreement, ‘Exhibitor’ is
defined as the exhibiting company participating in a
product theater presentation.
1. The AAOMS 98th Annual Meeting
Product Theaters will be held on Wednesday,
September 21, and Thursday, September 22,
from Noon to 1:00 pm at the Mandalay Bay
Convention Center.
2. Only current annual meeting exhibitors are
eligible to submit a Product Theater Contract
and Application for consideration.
3. Exhibitors must provide AAOMS with a copy
of the program outline/summary, session title
and presenter names and credentials along
with the completed Product Theater Contract
and Application by March 4, 2016. Applications
received after the deadline will be considered
based on space availability and events listed in
Web-based publications only. This is for review
and publication purposes. Hands-on courses
will not be permitted.
4. The product theaters are not eligible for CME,
CEU or CDE under the ACCME guidelines.
Product theaters are not a part of the scientific
program of the AAOMS Annual Meeting and
cannot be represented as such in Exhibitor
promotional material.
5. Exhibitors will be assigned a product theater
based on program content, applicability to
the specialty and priority points ranking. The
Exhibitor Relations Committee will review
submitted program outlines and participating
exhibitors will be notified of their acceptance to
host a product theater.
6. An invoice will be sent upon acceptance of a
product theater. Full payment of $13,500 is due
upon receipt of the invoice. Please make checks
payable to AAOMS. No refunds will be given
after notification of acceptance by AAOMS.
7. AAOMS will publish product theater summaries
in the advance program so that attendees
may pre-register, provided the the application
deadline is met. Applications received after the
deadline will be considered based on space
availability and events listed in the AAOMS
Web-based publications only. Exhibitors are
responsible for the promotion of their particular
presentation(s). Copies of these materials must
be submitted to the exhibition manager for
review and approval. All approved promotional
and marketing material for the product theater
must contain the following statement: “The
product theater’s content and the views
expressed therein are those of the presenting
corporate entity and not of AAOMS. The content
is not part of the AAOMS Annual Meeting.”
10. Product theater hosts are responsible for any
expenses related to food and beverage and
audiovisual charges incurred (other than
AAOMS-provided sound system).
11. AAOMS will list product theater hosts in the
annual meeting advance program*, final
program, mobile app, and AAOMS Web site.
12. AAOMS is not responsible for and does not
guarantee attendance at the product theater.
The host company is responsible for promotion.
We encourage additional marketing of your
product theater. AAOMS will provide a list of
pre-registered attendees.
13. Exhibitors participating in a product theater
must make arrangements to have the exhibit
hall booth set up and ready for the annual
meeting exhibition opening on September
21, 2016. If equipment is to be displayed
or demonstrated in the product theater,
AAOMS recommends duplicate equipment
be shipped through the AAOMS designated
service contractor. GES Exposition Services will
store equipment designated for the product
theater and deliver it directly to the product
theater room on the day of the session. For
details and fees, call GES Exposition Services at
800/475-2098.
14. According to the Food and Drug Administration
(FDA), any mention of pharmaceutical product
names that is accompanied by information
on use and indications will be viewed as a
product advertisement and must comply with
the full disclosure requirements. AAOMS is not
responsible in any way for scientific content. It
is recommended that all sponsoring exhibiting
firms familiarize themselves with the FDA
requirements to avoid being penalized by
the FDA.
15. The exhibition regulations governing exhibitors
as printed in the AAOMS Annual Meeting
Exhibitor Prospectus are part of the contract. All
exhibitors and their representatives must abide
by these regulations. Acceptance of exhibiting
firms by AAOMS and assignment of booth/
product theater space will be coordinated by
the AAOMS exhibition manager. Verification
of same will be sent to the Exhibitor. AAOMS
will not be held liable for scientific content or
descriptions provided by exhibiting firms to
be printed in the 2016 AAOMS 98th Annual
Meeting, Scientific Sessions and Exhibition Final
Program. Content is subject to editing for clarity.
16. All matters not specifically covered in the
preceding regulations shall be subject solely
to the decision of AAOMS. Unethical conduct
or infraction of these rules by the exhibiting
firm or its representatives will, without
limitation of other sanctions, subject the firm
or its representatives to dismissal from the
product theater area. If such happens, no
refund will be made, and the exhibiting firm or
its representatives will make no demands for
redress. It is the responsibility of the exhibiting
firm representative contracting for a product
theater to notify all on-site firm personnel
of these regulations and ensure compliance
herewith.
17. The Exhibitor assumes full responsibility
for its equipment, merchandise, displays
and its product theater premises during
Exhibitor’s set-up, maintenance, occupancy
and removal thereof. In addition, the
Exhibitor shall be responsible for its own
acts, errors and omissions, as well as any
representations, warranties and agreements,
made in conducting the product theater and
the performance of this contract. Exhibitor’s
responsibility shall include, but shall not be
limited to, any injury or damage caused by
or arising out of any work performed by the
Exhibitor or its employees or any person hired
by the Exhibitor, or the failure of Exhibitor’s
equipment, defects in the premises caused by
the Exhibitor or its employees or any person
hired by the Exhibitor, or any sale or service of
food and beverages by the Exhibitor.
18. The Exhibitor shall indemnify, hold harmless
and defend the American Association of Oral
and Maxillofacial Surgeons (AAOMS), GES
Exposition Services, any employed security
service, Mandalay Bay and their respective
trustees, directors, officers, employees and
agents, and each of them (collectively referred
to as “Indemnities”), from and against any and
all demands, claims, causes of action, injury
to persons or damage to property, liabilities,
fines, penalties, costs and expenses, including
reasonable attorney fees and litigation costs up
through and including any appeal, arising solely
out of or caused by the Exhibitor’s negligent
or willful acts, errors or omissions or failure of
performance in connection with the product
theater as contemplated by these regulations,
terms and conditions. The terms of this
indemnification shall survive the termination or
expiration of the product theater contract.
19. The Exhibitor, at its own expense, shall
carry adequate liability and other insurance
protecting itself against any claims arising from
any activities it conducts during or related to
the product theater. All such insurance shall
be with a carrier or carriers authorized to do
business in Nevada who have a Best’s Rating
of A-VII or better. The fact that the Exhibitor
obtains such insurance shall not relieve or
release the Exhibitor from or limit the Exhibitor’s
obligations to protect, indemnify, hold harmless
and defend the Indemnities as required by
these regulations. Proof of this insurance will be
made available to AAOMS upon request.
2016 AAOMS Annual Meeting Product Theater Guidelines (continued)
20. By signing below the Exhibitor evidences
that it has read and accepted the aforestated
regulations, terms and conditions.
Authorized Company Representative Name ________________________________________________________________________________________________
Title____________________________________________________________________E-mail________________________________________________________
Company Name_______________________________________________________________________________________________________________________
Address______________________________________________________________________________________________________________________________
City____________________________________________________________________ State_____________ Zip_______________ Date______________________
Authorized Company Representative Signature_____________________________________________________________________________________________ Noncompliance with this official process will prevent the exhibiting company from hosting a product theater the following year and may also
result in a monetary penalty, loss of exhibitor priority points and cancellation of the event. Penalties will be determined at the discretion of the
AAOMS exhibitor relations committee, whose decision(s) in such matters will be final.
EACH PRODUCT THEATER HOST IS RESPONSIBLE FOR:
• Providing presentation title, content information, presenter(s) name(s) and a summary for inclusion in the meeting advance and
final programs.*
• Food service (if being offered), which must be purchased through the Mandalay Bay Convention Center food and beverage provider.
• Ordering computer/Internet services through Freeman AV and the Mandalay Bay Convention Center.
• Arranging individual presentation needs with service providers.
*For your product theater presentation to be included in the meeting programs, you must provide information to Valerie Wolf, AAOMS exhibition manager, at
vwolf@aaoms.org by March 4, 2016.
Ownership of Copyright for Content of Product Theater Presentation
Copyright of the content presented at the product theater shall be owned by the product theater host with all rights intact. The product theater
host is responsible for obtaining copyright permissions and licenses for previously copyrighted materials that will be used as part of the product
theater program.
For more information on product theaters and other AAOMS opportunities, contact exhibitor@aaoms.org.
AAOMS 2016 Annual Meeting Product Theater Checklist
cSubmit Product Theater Application and Contract, program title, summary,
60-minute program outline, speaker name(s), PDF of company logo by
March 4, 2016.* Confirm any products that have FDA approval. If approved,
your session summary will be printed in the advance program for attendees
to register for your product theater.
cSubmit information for publication in the final program by March 4, 2016.*
cSend company logo (PDF or EPS) to Valerie Wolf (vwolf@aaoms.org) at
AAOMS by March 4, 2016,* for use in the advance and final programs.
cReceive product theater confirmation letter from AAOMS by mid-April,
2016. Confirmation of the assigned day for your product theater will be
received at that time.
cSend company logo in EPS format to GES (bchalupa@ges.com) for signage
by July 1, 2016.
cRequest a copy of the 2016 conference logo for use in promoting your
product theater.
cDevelop marketing information to invite attendees to the product theater
and send to Valerie Wolf (vwolf@aaoms.org) for review and approval, prior
to production and mailing.
cReceive Annual Meeting pre-registered attendee file from AAOMS for
pre-session marketing and invitations 4-6 weeks prior to the product
theater. (You will not receive the mailing list until your marketing materials
have been approved.)
cSend product theater invitations/announcements requesting attendees to
register for your presentation in the advance program. Attendees will be
issued a reminder ticket for product theaters in their registration materials.
cConfirm final food and beverage guarantee (based on pre-marketing efforts
and attendee response) and audio visual requirements with Katie Woywood
(katie@kmwevents.com) no later than August 15, 2016. AAOMS assists in
promoting the product theaters but does not guarantee attendance.
Questions? Please contact Valerie Wolf, AAOMS Exhibits Manager.
Phone: 847/233-4316 • Fax: 847/678-6279 • E-mail vwolf@aaoms.org
*For your product theater presentation to be included in the meeting print programs, you must
provide information to Valerie Wolf, AAOMS exhibits manager, at vwolf@aaoms.org by March 4, 2016.
After March 4, 2016 applications will be considered as space is available.