American Epilepsy Society Exhibitor Information Webinar

JUNE 5, 20192:00 PM CENTRAL

Pavel Klein, MDChair

Corporate Advisory CommitteeAmerican Epilepsy Society

Eileen M. Murray, MM, CAEExecutive Director

American Epilepsy Society

AES Annual Meeting: Focused and Growing

Trade Show Executive honored AES as one of the Next 50 fastest growing

trade shows in the country.

AES By the Numbers

Susan J. Oliver, MBADirector of Development and Industry Relations

American Epilepsy Society

Industry Presence at AES Annual Meeting

• Shared interest in patient outcomes• Highly targeted audience• AES growth• Program to fit your objectives + needs of attendees• Strict adherence to compliance requirements

Range of Opportunities

At AES Annual Meeting Year-round• Exhibit booth

• Innovation pavilions• Offices on show floor

• Sponsorships• Advertising (outdoor & on-site)

• Scientific exhibits• Education support• Equipment auction

• CME and non-CME Satellite Education• NEW! EEG Training for Residents

• NEW! Leadership Development Pilot• Pre and post attendee mailing list

• Education support• Seed grants

• Junior Investigator Awards• Fellows programs• Special initiatives

• Epilepsy Currents Advertising• Philanthropy

• Member Mailing list

Recognition of Industry Supporters• Expenditures included:

• Booth, pavilion, offices, advertising (including Currents), sponsorships, med-ed grants (at meeting and year-round), grants supporting AES research & training programs, satellite symposia fees, scientific exhibits, philanthropy). Meeting registrations and ICW fees are NOT included.

• Recognition in signage, program book, exhibitor event• Awards presented on Saturday on exhibit floor• Establishes priority order for following year booth selection and housing• New in 2019: Exhibitor housing expectations; adjustment to points for housing

Sponsorship & Advertising ProcessACTION ITEM TIMINGSecure exhibit booth December through sell-out

Develop products December through April

Right of first refusal period for last year exclusives May

Prospectus available Early June

Insertion orders for non-exclusive items (program book, media wall, passport, door drops, shuttle bus advertising, etc) available

Early June

Applications for Scientific Exhibits and Satellite Symposia available Early June

Discussion & negotiation of individual company programs June through October

Execution of Memoranda of Agreement (MOAs) for sponsored items June through October

Medical education grant request submissions June/July

Epilepsy Currents: deadline for AES Annual Meeting Issue (Nov/Dec) September 25 for ad spaceOctober 2 for ad art

Deadline for recognition in print program book September 13

Deadline for recognition in on-site signage November 1

Comped registrations added to exhibitor allotment November 12

All MOAs and LOAs signed and filed Thanksgiving

Things You Need to Know

• Final art & copy must be approved in advance by AES: send to soliver@aesnet.org

• Exclusives provide right of first refusal the next year• Pre-commercial opportunities: scientific exhibits, sponsorship,

advertising• Bring your idea: AES is willing to listen• Second webinar to be held on Tuesday, August 20

o 11 AM Easterno 10 AM Centralo 9 AM Mountaino 8 AM Pacific

Lara Fitts GamacheExhibits Manager

Corcoran Expositions, Inc.

Exhibiting at the AES Annual MeetingWHAT’S INCLUDED IN YOUR EXHIBIT PACKAGE• 4 Exhibit Hall badges per 10’ x 10’ booth; 2 Exhibit Hall badges per nonprofit tabletop• Company listing in Program Book distributed on-site and posted online• Online exhibit listing• Mobile app listing• Black and white identification sign• Lunches, refreshment breaks, poster sessions, and prize drawings in the Exhibit Hall to promote traffic. • Pre- and post-show electronic list of registered attendees (direct mail addresses only) • Complimentary VIP passes to invite your best customers to Exhibit Hall• Priority sign-up for the 2020 Annual Meeting in Seattle, WA

EXHIBIT HALL OFFICES• 10’x20’ carpeted rooms with locking doors for individual meetings on show floor

INNOVATION PAVILIONS• 30’X40’ area to highlight your company in a new way

Plus! Three priority points for booking at least two rooms per 100 square feet (two-night minimum each) within the official AES hotel block by October 1, 2019. Individual hotel reservations open in mid-July.

Exhibit Halls EFG & Swing –

Baltimore Conv. Center

Stay Up-to-Date on Exhibitor News/DeadlinesEXHIBITOR CONSOLE• Submit description• Links to planning items• Rules & regulations• Update contact info• Add secondary booth contact

COMMUNICATIONS• Monthly Newsletter• Whitelist aesnet.org, corcexpo.com, and

ges.com• Beware of scam emails (attendee lists,

housing, etc.)

EXHIBITOR MANUAL • Order by November 14 for best GES rates on

carpet, labor, etc.• Construction Guidelines, Giveaway Approval

Form• More details August 20 Webinar

Exhibitor Checklist• 50-word company description for program/mobile app – September 16

• Exhibitor manual available in early August

• Items typically ordered for 10x10 and inline booths• Carpet (order or provide)• Electric / Internet• Table(s) and chairs• Material Handling & Shipping

• Badge registration / Housing

• Partners: Corcoran Expositions, GES, Experient, IMS Technology Services (AV), Convention Foliage, Photography – Kathy Anderson Photography, Centerplate (catering)

• Giveaway approval (No tote bags, items of nominal value)

• Be aware of Baltimore work rules (Material Handling: one person / one trip)

• Island booths submit booth drawings 60 days before event – islands be aware of low ceiling areas that may effect rigging plan (most island booths were not placed under these areas unless they indicated they were not hanging a sign)

Important DeadlinesACTION ITEMS DATERequest for housing blocks All blocks will open by June 17

Registration & individual housing opens Mid-July

Deadline to submit application for Scientific Exhibit July 1

Deadline to submit application for satellite education July 1

All Exhibit Booth Payments due August 23

Opening of ICW submission process By August 31

Signed agreement & insertion orders for Program Book due September 13

Deadline to submit booth description / Exhibitor listing September 16

Program Book art due September 27

Group Housing deadline October 1

Hotel catering department contacts you Late October – mid-November

Deadline to submit ICW meeting space October 31

Signed agreement & insertion orders for signage due November 1

GES discount deadline for furniture, labor, material handling, etc. November 14

Room assignments provided for ICW meeting space requests November 11

Individual Housing deadline November 18

Emily ThompsonEvents Coordinator

American Epilepsy Society

Baltimore Convention Center, Level 300

Registration: Pratt Street Lobby Escalators / stairs to Exhibits & Posters

Baltimore Convention Center

Location LevelExhibit Hall & Poster Sessions

Hall E, F Level 100

Registration Pratt Street Lobby Level 300Education Sessions, Skills Workshops

Multiple rooms: 314 - 350

Level 300

Scientific Exhibits Multiple rooms: 318 - 326

Level 300

General Sessions Ballroom Level 400

ICW = In Conjunction With • Events must be submitted and approved by AES, regardless of location• Approval obtained prior to promotion and implementation of event• Submit on-line request form• Non-refundable administrative fee: $400 (up to 4 hours); $550 (4 – 8 hours)• Acknowledgement emailed automatically• AES contacts you with questions and/or provides approval• Catering department contacts you to plan details & to arrange payment• Available times:

Thursday, December 5

Friday, December 6

Saturday, December 7

Sunday, December 8

Monday, December 9

Tuesday, December 10

7:00 a.m. -Noon

7:00 a.m. –Noon

7:00 a.m. – N/A 7:00 a.m. – 7:00 a.m. –8:30 a.m. 8:30 a.m. 8:30 a.m.

Noon – Noon – Noon – Noon – Noon – 11:00 a.m. –6:00 p.m. 3:00 p.m. 2:00 p.m. 2:00 p.m. 2:00 p.m. 6:00 p.m.6:00 p.m. – 6:00 p.m. – After 8:00

p.m.5:30 p.m. – After 8:00

p.m.6:00 p.m. –

10:00 p.m. 10:00 p.m. 10:00 p.m. 10:00 p.m.

ICW Dates

Action Items Dates

Meeting space requests open By August 31

Deadline to request space October 31

Hotel catering department contacts you Late October to mid-November

Room assignments confirmed November 11

Natalie StatlerProjects Manager

Experient, Inc.

Exhibitor RegistrationADVANCE REGISTRATION PROCESS• Any complimentary registrations are in the system. • Exhibitor comps based on the size of booth and cover the Exhibit Hall only.• Exhibitors wanting full access to the meeting must buy a full meeting registration.• In some cases, Exhibitor recognition level provides comp full meeting

registrations. CEU credit can not be claimed with this reg type. • Exhibitors who are physicians, scientists and health care providers register in their

specific category.

ONSITE BADGE PROCEDURES • All Exhibitors must have badges.• Registration confirmation emailed. Badges are printed onsite.• Exhibitors should bring confirmation with them to onsite badge pickup.• NO need to go to an onsite registration exhibitor counter, if preregistered

Exhibitor HousingHOUSING REQUESTS

• Tiered system is underway • You will be notified of the date your company is eligible to request a

block • 10 or more rooms = block request• 1 - 9 rooms = individual reservations – Opens Mid-July• Beware of fraudulent sites and scammers

AES Exhibitor Housing - Dates ACTION ITEMS DATE

Housing – request a block opens Tiered opening – (All blocks will be opened by June 17)

Registration and housing opens Mid-July

Deadline to submit a room block October 1

Rooming list due (any room not listed, will be released) October 8

One night non-refundable deposit to be charged per room

November 18

Deadline to make changes with the housing bureau or badges

November 18

Housing Changes go directly to the hotels November 26

QUESTIONS?

Susan Oliver, Director of Industry Relations: soliver@aesnet.orgLara Fitts Gamache, AES Exhibit Manager: lara@corcexpo.com

Housing/Registration, Experient, Inc: aesgroups@experient-inc.comICWs: meetingspace@aesnet.org