INVITATION TO EXHIBIT - International Society for Hair Restoration
Contents
1. its products services EXHIBIT DATES AND HOURS NOTE Exhibit hours are preliminary and subject to change EXHIBITORS SET UP Wednesday October 8 2014 1 00PM 7 00PM SHOW HOURS Thursday October 9 2014 Welcome Reception in Exhibit Area Friday October 10 2014 Saturday October 11 2014 8 00AM 7 30PM 6 00PM 7 30PM 8 00AM 6 00PM 8 30AM 2 15PM DISMANTLE Saturday October 11 2014 2 15PM 5 00PM Exhibits must NOT be disturbed dismantled or removed before 2 15PM Saturday October 11 2014 All exhibit materials must be removed from the exhibit area by 5 00PM on Saturday October 11 2014 BOOTH INFORMATION Exhibit booths will be located in the Grand Ballroom Foyer located on the Basement ll Level of the Shangri la Hotel Kuala Lumpur This location is directly outside of the General Session which takes place in the Grand Ballroom The exhibit area floor plan is on page 4 NOTE This floor plan is preliminary and subject to change The exhibit program is limited to standard booths that measure 2 meters deep by 3 meters wide and multiples of those standard booths Booth assignments will be made on a first come first served basis Booth number assignments will be confirmed and communicated to the exhibitor contact person as stated on the application via e mail on June 12 2014 No booth locations are guaranteed until the confirmation on this date All dimensions are believed to be accurate but are not warranted by the ISHRS To2. maintain uniformity and to prevent obstruction of view of adjoining booths no solid or draped objects cannot be higher than 2 5 meters All exhibitor materials and signage must stay inside the official booth space and not be placed in the aisles Exhibit booth representatives also must stay in the booth while representing the company no selling in the aisles The standard booth fee includes one standard hard shell scheme booth see photo on back by floor plan multiple booths are also possible back wall is 2 5 meters high and side walls are 1 meter high general ambient lighting a basic ID sign showing company name and booth the exhibit space janitorial service for aisles of the exhibit area registration for up to four 4 company exhibit representatives anda one year listing in the Online Buyers Guide which is located in the members only section of the ISHRS website The exhibit area is carpeted Sufficient lighting is provided for adequate general illumination in the exhibit area but no individual lights or electrical outlets are provided in the booth space for product lighting only for the provided ambient fluorescent lights All electrical work must be supplied by the exclusive electrical contractor for the meeting All draping or display materials of cloth must be fireproofed Under no conditions will oils gases or other combustible or flammable materials be permitted in the exhibit area All packing containers excel
3. of the Annual Scientific Meeting at any time before and or during the exhibition This applies to displays literature advertisements novelties souvenirs conduct of persons etc The ISHRS does not in any manner endorse any of the products or services related to the exhibits which have been accepted for display during the Annual Scientific Meeting ASSIGNMENT OF SPACE Booth assignments will be made on a first come first served basis Booth assignments will be confirmed and communicated to the listed exhibitor contact person via e mail on June 12 You may indicate your booth location preference during the online registration process which will be considered but is not guaranteed The exhibit floor plan is on page 4 of this Invitation to Exhibit along with a photo of this year s booth style the hard shell scheme floor plan tentative and may change The ISHRS reserves the right to amend the floor plan and booth assignments PROGRAM GUIDE LISTINGS Each exhibitor must submit a description of the product s and or service s to be displayed in order for the application to be accepted If the application is received by May 20 2014 the exhibiting company s name will be published in the preliminary Annual Meeting Program mailer If the application is received by August 14 2014 the exhibitor s full description will be published in the On site Program Guide CONTRACTOR SERVICES Qube Integrated Malaysia Sdn Bhd is the official and exc
4. 00 000 USD for property damage liability and statutory workers compensation with employer s liability with a limit of at least 100 000 USD Exhibitors will furnish certificates of insurance if requested by the ISHRS INDEMNIFICATION AND RELEASE Exhibitor shall indemnify defend and hold the ISHRS the Shangri la Hotel Kuala Lumpur and their respective directors officers members agents employees and successors and each of them forever harmless from and against i any damage or charges resulting from violation of any law or ordinance or violation of the rules and regulations of either the ISHRS or the Shangri la Hotel Kuala Lumpur except those occasioned by the gross negligence or willful misconduct of the ISHRS or the Shangri la Hotel Kuala Lumpur and ii any and all other claims liabilities losses damages or expenses including without limitation attorneys fees whether those of the exhibitor or a third party arising directly or indirectly from exhibitor s occupancy and use of the exhibition premises or any part thereof except those arising from the gross negligence or willful misconduct of the ISHRS or the Shangri la Hotel Kuala Lumpur Exhibitor further waives any and all rights it may have against the ISHRS the Shangri la Hotel Kuala Lumpur and their respective directors officers members agents employees and successors and each of them and releases and discharges them from any claim relating to exhibitor s
5. Exhibit Prospectus International Society of Hair Restoration Surgery s 22nd Annual Scientific Meeting October 8 11 2014 Shangri la Hotel Kuala Lumpur Kuala Lumpur Malaysia The International Society of Hair Restoration Surgery ISHRS is an international non profit medical association comprised of over 1000 physicians specializing in hair loss representing over 60 countries with backgrounds in varying medical specialties including dermatology plastic surgery general surgery and more Founded in 1993 it was the first and is now the largest international society to promote continuing quality improvement and education for professionals in the field of hair restoration surgery OUR MISSION To achieve excellence in medical and surgical outcomes by promoting member education international collegiality research ethics and public awareness WHO SHOULD EXHIBIT The exhibit program is designed to provide hair transplant surgeons with first hand information about products and services specific to the area of hair restoration surgery as well as adjunct procedures and to serve as a forum for updating the physicians knowledge of current technological advances in the field of hair restoration surgery The exhibit program is an integral part of the overall program for the ISHRS Annual Scientific Meeting The ISHRS encourages exhibitor applications for products and services in the following categories e Surgical instruments supplies and equi
6. Exhibitors may not deface or mark badges in any manner Affixing stick on items punching stamping or marking badges is not permitted Individuals who do not have badges will not be permitted into the exhibit area CONFLICTING EVENTS Companies exhibiting at the ISHRS Annual Scientific Meeting will be required as a condition of their participation as exhibitors not to exhibit at conduct or sponsor conflicting events Conflicting events are scientific or educational meetings of interest and relevance to hair transplant surgeons including but not limited to lectures presentations seminars or workshops that are scheduled during the same time frame encompassed by the ISHRS Annual Scientific Meeting For purposes of this policy the relevant time frame begins two days immediately prior to the official opening of the ISHRS Annual Scientific Meeting and ends two days after the official close of the ISHRS Annual Scientific Meeting ISHRS Satellite Symposia opportunities if held are not considered conflicting events ANCILLARY FUNCTIONS Page 3 ISHRS approval which may be granted or denied by the ISHRS at its sole discretion is required for all exhibitor sponsored ancillary functions Requests for such activities must be submitted in writing via the Ancillary Function Request Form to the ISHRS Meeting amp Exhibits Manager by August 1 2014 The request must specify date time location type of function and anticipated attendance Ancillary func
7. ce to the extent applicable under regulations implementing Title Ill of the Americans with Disabilities Act Exhibitor shall indemnify and hold the ISHRS and its directors officers members agents and successors harmless from and against any and all liabilities claims losses damages and expenses including attorneys fees and expenses that may be incurred by or asserted against the ISHRS or its directors officers members agents or successors on the basis of Exhibitor s breach of the representations and warranties contained in this paragraph or noncompliance with any provision of the Americans with Disabilities Act and any other federal state and local laws and regulations intended to provide equal access for persons with disabilities applicable to the exhibitor s exhibit ADVERTISING Exhibit items advertising literature or pamphlets that are distributed may contain only recognized indications and claims Advertising in any media to the effect that particular products or services have been exhibited at the ISHRS Annual Scientific Meeting or which could be construed as an endorsement by the ISHRS or by its members is prohibited The ISHRS name and logo are the exclusive property of the ISHRS and may not be used in any way i e on promotional materials literature giveaways etc by anyone for any purpose EXHIBITOR ATTENDANCE AT THE GENERAL SESSIONS Exhibitors are welcome to attend the general sessions to gain new perspectives on
8. d enforce all rules and regulations governing exhibitors and the Annual Scientific Meeting Any and all matters not specifically covered herein are subject to decision by the ISHRS These rules and regulations may be amended at any time by the ISHRS upon written notice to all exhibitors Each exhibitor expressly agrees to be bound by the rules and regulations set forth herein and by any amendments thereto adopted by the ISHRS from time to time Any exhibitor or exhibitor representative who in the opinion of the ISHRS conducts itself unethically may immediately be dismissed from the Annual Scientific Meeting without refund or other appeal VIOLATION OF RULES Any violation by an exhibitor of the ISHRS s rules and regulations may at the ISHRS s discretion result in denial of access to the exhibit area denial of exhibit space installation closing or removal of the exhibitor s exhibit space and or prohibition on participation in future Annual Scientific Meetings In the event exhibitor violates the rules and regulations and is prohibited from continued use of the exhibit space exhibitor s exhibit space fee or any portion of it is non refundable For further information contact Jule Uddfolk CMP Meetings amp Exhibits Manager International Society of Hair Restoration Surgery 303 West State Street Geneva IL 60134 USA Direct Phone 1 773 883 1236 HQ Phone 1 630 262 5399 Fax 1 630 262 1520 Direct email address juddfolk ishrs
9. gh the ISHRS before the Annual Scientific Meeting or are determined to be objectionable or prohibited the ISHRS has the right to prohibit distribution CONTESTS AND DRAWINGS Exhibitors are allowed to have their own prize drawings and contests within their booth Exhibitors shall comply with any and all gaming laws applicable to such drawings or contests The ISHRS will not announce or publish winners forward prizes or otherwise be responsible for an exhibitor s own drawing or contest MUSIC LICENSING Exhibitors shall obtain any and all licenses or grants of authority required of exhibitors under the copyright laws including but not limited to those relating to the performance of music whether live or recorded A copy of such licenses will be furnished to the ISHRS if requested FDA REGULATIONS Exhibitors shall comply with all applicable U S Food and Drug Administration FDA regulations including without limitation FDA restrictions on the promotion of investigational and pre approved drugs and devices and the FDA prohibition on promoting approved drugs and devices for unapproved uses Any product not FDA approved for a particular use or not commercially available in the U S may be exhibited only if accompanied by easily visible signs indicating the status of the product Exhibitors shall have available at the booth a letter from the FDA that describes the allowable use of any drug or device exhibited USE OF LASERS In keeping wi
10. hair loss and hair restoration surgery and the perspective of both speakers and attendees However exhibitors may only enter the general session to hear specific talks related to their products or services and cannot attend it for the entire meeting With the increased scrutiny of industry physician relationships by federal and state governments and medical organizations themselves it is imperative that the ISHRS ensures its general sessions maintain their objectivity and independence from industry and foster professional behavior by speakers attendees and industry representatives Therefore the ISHRS expects that industry representatives exhibitors Refrain from asking any questions of the speakers in the meeting room Do not approach the podium stage at any time and sit in the rear half of the room to avoid any perception of undue industry presence Hold any questions you may have for speakers until you and the speaker are outside of the meeting room Respect the information acquired in the general session The information cannot be sensationalized or used in advertising If this privilege is misused it may result in an exhibitor not being accepted to exhibit in future years and or a change in this policy BADGES All representatives of exhibiting firms must register and wear the official exhibitor s badge for admission to and while in the exhibit area Company badges will not be accepted in lieu of the official badge
11. ial contractors act on their own behalf in all arrangements with exhibitors and are not an agent employee or representative of the ISHRS All services or materials supplied by the contractors on order of the exhibitor will be billed directly by the contractor to the exhibitor Therefore the ISHRS does not assume any liability or responsibility for any act performed or omitted by such official contractor Ordering of services The full details for placing orders will appear in the ISHRS Exhibitor Service Manual which you will receive electronically in mid June The exhibitor must abide by all rules and procedures that are outlined in the Exhibitor Service Manual EXHIBITOR INFORMATION FORM BADGES A link to the Exhibitor Information Form will be sent to each exhibiting company with their exhibitor confirmation This important form will consist of two parts 1 Booth Representative Registration for Badges and 2 Gala Dinner Ticket Orders For badge purposes this form should be returned no later than August 1 2014 All exhibitor representatives must be approved in advance of the show therefore this form must be returned by August 1 2014 No exhibitor will be admitted to the exhibit area without an exhibitor s badge and ribbon Each exhibiting company is allowed four 4 registrations per booth without charge Additional booth representatives beyond 4 per booth are not allowed Badges are to be picked up at the ISHRS registration desk will be located
12. in the Lower Lobby Level at the Shangri la Hotel Kuala Lumpur Meeting venue information will be included in the program book and in your confirmation letter LIABILITY INSURANCE SECURITY All property of the exhibitor is understood to remain under its custody and control in transit to and from or within the confines of the Shangri la Hotel Kuala Lumpur None of the ISHRS Qube Integrated Malaysia Sdn Bhd Agility Logistics Sdn Bhd or the Shangri la Hotel Kuala Lumpur or their respective officers directors members agents or employees maintain insurance covering exhibitors property and such parties are not responsible for the safety of the property of exhibitors from theft damage by fire accident vandalism or other causes and exhibitor hereby expressly waives and releases any claim or demand it may have against any of them by reason of any damage to or loss of any property of the exhibitor Although security personnel may be provided by the ISHRS for the night time protection of the exhibit area the ISHRS Qube Integrated Malaysia Sdn Bhd Agility Logistics Sdn Bhd and the Shangri la Hotel Kuala Lumpur shall have no liability whatsoever for theft loss or damage to property belonging to exhibitors their agents employees business invitees visitors or guests Exhibitors shall carry comprehensive liability coverage including premises operations and contractual liability coverage of at least 1 000 000 USD for personal injury liability 1 0
13. lusive exposition service contractor for the meeting Qube is the sole official provider of the following services trade show rental equipment amp furnishings carpet rental note the exhibit area is carpeted exhibit labor for installation amp dismantle and inside booth cleaning services If an exhibiting company hires a non official contractor to assemble its booth the exhibiting company will be required to adhere to Qube s terms for non official contractors as will be listed in the Exhibitor Service Manual This will involve an administration fee a refundable performance bond and signing a written undertaking document to guarantee conduct proper schedule of production and observance of the exhibition and hall regulations Agility Logistics Sdn Bhd is the official provider of freight forwarding material handling and customs clearance services Their service manual will be distributed with the Exhibitor Service Manual The official suppliers for audio visual equipment computer rentals and electrical will be listed in the exhibitor service manual The Shangri la Hotel Kuala Lumpur provides complimentary internet service throughout the hotel including the meeting space and exhibit area However this is a shared line 100 Mbps for all users If you require a dedicated line for assured connection you will want to order a dedicated line through the hotel The instructions for this will be in the ISHRS Exhibitor Service Manual The offic
14. occupancy and use of the exhibition hall or any part thereof CANCELLATION OF MEETING In the event the Annual Scientific Meeting is not held for any reason whatsoever the contract for exhibit space shall be terminated In such case the exhibitor shall waive all damages and claims for damages and agrees that the sole liability of the ISHRS will be to return to exhibitors their exhibit space fee on a pro rata basis after deduction of all Annual Scientific Meeting related costs and expenses incurred by the ISHRS through the date of cancellation an administrative fee and overhead charges CHANGE OF LOCATION Ifthe selected location is not available or if in its sole discretion the ISHRS believes that it is in its best interests to do so the ISHRS shall move the Annual Scientific Meeting to another location EXHIBIT SPACE ACTIVITIES Business activities circulars and advertising materials of the exhibitor shall only be conducted and or distributed within the exhibit space assigned to the exhibitor Exhibitors are permitted to display only the exhibiting firm s products services for which they are official distributors and to make informal presentations in the booth regarding the firm s product line or service Exhibitors are prohibited from conducting any activities on the outside grounds parking area or elsewhere at the Shangri la Hotel Kuala Lumpur Exhibitors are required to keep the assigned exhibit space in good order at all times Exhibi
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16. pment Pharmaceuticals specific to hair loss hair restoration and cosmetic surgery Digital photography and imaging systems and software Office practice management products Scientific publications Activities of professional and educational organizations Any products associated with the diagnosis and treatment of hair loss Any products or services associated with the adjunct procedures of interest to hair restoration surgeons Cosmeceuticals specific to hair hair loss and hair health To have your company listed in the preliminary Annual Meeting Program Mailer applications must be received by May 20 2014 To have your company listed in the On Site Program Guide applications must be received by August 14 2014 PRODUCTS SERVICES EXHIBITED Products or services exhibited or referred to must be those related to the interests and educational values of the International Society of Hair Restoration Surgery and normally manufactured or supplied by the exhibitor Exhibitor may exhibit only those products services it lists in the ISHRS Product Description on the Application Contract for Exhibit Space The ISHRS may refuse to accept the Application of any company or person whose display of goods or services is not compatible in the sole opinion of the ISHRS with the general character and objectives of the ISHRS and the Annual Scientific Meeting In its discretion the ISHRS may require the exhibitor to provide additional information regarding
17. sior wrapping paper etc are to be removed from the floor and must not be stored under tables or behind displays Exhibitors represent and warrant that they shall comply with all national state and local fire regulations and accept full responsibility for such compliance PAYMENT DEPOSIT REFUND Fees are 3 250 00 USD per 2 meter x 3 meter booth A 50 deposit of 1 625 00 USD per booth must be submitted with the application for exhibit space There is a limit of 4 adjacent booths a quad per company No application will be processed or space assigned until the deposit is received Space must be fully paid for by August 1 2014 If assigned space is not paid for by August 1 2014 it may be reassigned sold or canceled by the ISHRS CANCELLATION POLICY Written notification of an exhibitor s decision to cancel must be faxed or e mailed to Jule Uddfolk Meetings amp Exhibits Manager at the ISHRS Headquarters office fax 1 630 262 1520 info ishrs org It is the exhibitor s responsibility to assure the cancellation was received If written notification of cancellation is received at the ISHRS Headquarters office the following policies will apply Received by July 1 2014 Full refund less 100 administrative fee Received July 2 August 1 2014 50 refund of full booth s fee less 100 administrative fee After August 1 2014 No refund IMPORTANT DEADLINES May 20 Application with deposit must be received
18. th recommended safety guidelines for lasers the ISHRS has adopted regulations for laser exhibitors Exhibitors operating or permitting the operation of lasers represent and warrant that i they shall comply with the ISHRS regulations and ii such lasers will be operated only in a manner that presents no safety risks for exhibition attendees and or the exhibit area LASER REGULATIONS 1 Lasers must be operated in a manner that is consistent with the accepted industry safety standards i e ANSI standards and or American Laser Institute standards Under no circumstances may a laser be operated in a manner that poses a safety risk to persons standing or walking in the vicinity of the exhibitor s booth 2 Lasers must be operated only within an enclosed space with eye protection for those viewing and operating the lasers 3 All demonstrations of CO2 lasers must be conducted in clear plastic boxes with all sides enclosed including the top Smoke evacuators must be used 4 Appropriate plastic colored cubicles must also be available for any other type of laser being used particularly dye KTP and ruby lasers 5 No laser equipment may be left unattended in operable condition OTHER REGULATIONS It is the responsibility of the exhibiting company to see that all booth staff is aware of and adhere to these rules and conduct themselves in a professional manner throughout this meeting The ISHRS shall have the sole authority to interpret an
19. tions will only be approved for times that are not in competition with the ISHRS program or Satellite Symposia in the sole opinion of the ISHRS The allowed ancillary timeslots are not exclusive there may be more than one exhibiting company hosting ancillary functions during any given time period The ISHRS is not holding meeting rooms at the Shangri la Hotel Kuala Lumpur for exhibitor use The exhibiting company must secure its own meeting function space whether it be at the Shangri la Hotel Kuala Lumpur or elsewhere and pay any and all required fees and costs directly If it is determined that an unapproved ancillary function of any sort has taken place or is scheduled to take place the ISHRS may deny the exhibitor exhibit space installation or access to the exhibit area close or remove the exhibitor s exhibit space prohibit the exhibitor s participation in future Annual Scientific Meetings or take such other action as the ISHRS in its sole discretion deems appropriate PRODUCT SALES Exhibitor acknowledges that it bears sole responsibility for the collection and remission of all sales tax and other obligations arising from its product sales Due to local regulations sales on the floor are not allowed but orders may be taken to fulfill upon return to your office after the show GIVEAWAYS Atypical giveaways must be approved by the ISHRS 30 thirty days in advance of the Annual Scientific Meeting If such items are not cleared throu
20. to be listed as an exhibitor in the preliminary Annual Meeting Program mailer company name only listed June 12 Notification of booth assignment by e mail August 1 Final payment on booths due August 1 Exhibitor Information Form amp Ancillary Function Request Form due August 14 Product service description due for inclusion in the Onsite Program Guide Exhibit application must be accepted by this date to be listed in the Onsite Program Guide September 23 Final day that exhibit applications may be accepted and the final day to apply for the room drop marketing opportunity Page 2 SUBLETTING USE OF SPACE Exhibitors shall not assign or sublet any space allotted to them and shall not advertise or display goods other than those manufactured or sold by them in the regular course of their business No person firm or organization that has not contracted with the ISHRS for occupancy of exhibit space will be permitted to display or demonstrate any products processes or services solicit orders wear exhibitor identification badges or distribute advertising or other materials at the exhibition or the Annual Scientific Meeting in general Any infringement of this regulation will result in prompt removal of the offending person s The ISHRS reserves the right to i refuse Applications of Exhibitors not meeting the Society s required or expected standards and ii remove exhibits or parts of exhibits that reflect against the character
21. tors may not place anything in the aisles during open hours Exhibit representatives must promote their products services from inside their booth space only and may not linger in the aisles to pull in customers Exhibitors may offer food and or beverage in their booths as a traffic builder provided it is ordered through the Shangri la Hotel Kuala Lumpur no outside food or beverage is allowed Promotional activities considered to be objectionable and not in the best interest of the ISHRS and its purpose of education will be expressly prohibited All unusual or atypical promotional activities in the ISHRS s sole discretion must be approved in writing by the ISHRS no later than sixty 60 days prior to the start of the Annual Scientific Meeting Audiovisual and other sound and attention getting devices are permitted only in such intensity as in the sole discretion of the ISHRS does not interfere with the activities of other exhibitors The use of microphones in the exhibit booths is strictly prohibited Films purely for entertainment without educational or informational value will not be permitted The Board of Film Censors Malaysia must clear any films and videotapes to be shown at the exhibition See the Agility Logistics Service Manual for further details on this requirement ACCESSIBILITY Exhibitor represents and warrants that its exhibit space shall be reasonably accessible and usable by persons with disabilities and that it will be in complian
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