the complete 2016 Exhibitor & Advertiser Prospectus
Contents
1. THE ABOVE CITED REGULATIONS as well as all conditions stated in the Exhibitor Prospectus and exhibit application become a part of the contract between the Exhibitor and the Convening Organization s INSURANCE All property of the Exhibitor is understood to remain under its custody and control in transit to and from or within confines of the Facility SHOW MANAGEMENT and CONVENING ORGANIZATION do not maintain insurance covering Exhibitor s property Exhibitor shall carry Comprehensive General Liability coverage including premises operations and contractual liability coverage of at least 1 000 000 for Personal Injury Liability and 500 000 for Property Worker s Compensation with Employer s Liability with applicable statutory coverage naming AAGP and Hargrove Inc as co insured Certificates shall be furnished upon request FORCE MAJEURE In the event the Facility or any part of the exhibit area thereof becomes unavailable whether for the entire event or a portion of the event as a result of fire flood tempest inclement weather or other such cause or as a result of governmental intervention malicious damage acts of war strike lock out labor dispute riot or other cause or agency over which SHOW MANAGEMENT has no control or should SHOW MANAGEMENT decide because of such cause that it is necessary to cancel postpone or re site the exposition or reduce the move in or installation time show time or move out time SHOW MANAGEMENT shall2. s logo imprinted on it The flash drive will contain all of the 2015 Annual Meeting Abstracts and Handouts and will be a resource that the attendees will use over and over again WiFi Caf 15 000 The WiFi Caf located in the Exhibit Hall is sure to be a popular destination for meeting participants Open during the Exhibit Hall hours on Saturday and Sunday it will offer free WiFi and a charging station The sponsor s signage will be displayed Custom Sponsorships Don t see anything here that is an exact fit for what you re looking for Let us work with you to customize a sponsorship tailored to meet your needs and marketing objectives Sponsorship Listings On most Conference materials sponsors will be listed alphabetically Advertising Requirements and Deadlines A great way to add to your visibility ask about advertising opportunities in the AAGP Online Advance Program deadline November 6 2015 and the AAGP On Site Final Program January 2016 deadline See page 10 Registration All representatives of sponsoring companies wishing to attend the educational sessions of the Annual Meeting must register Sponsorship Questions Questions and inquiries relating to all sponsorships should be directed to Christopher Wood at 703 556 9222 or via e mail at cwood AAGPonline org AAGP Mail Lists Requires approval of the mail piece by AAGP 2016 Annual Meeting Early Bird Pre Registrant List available mid February 2016
3. 7 EXHIBITOR DIRECTORY Exhibitor Description Request Form will be sent with booth assignment 8 PLEASE MAKE CHECKS PAYABLE IN U S FUNDS DRAWN ON A U S BANK TO American Association for Geriatric Psychiatry AAGP And forward along with contract to AAGP 6728 Old McLean Village Drive McLean VA 22101 Fax to using credit card 703 556 8729 Type of Card AMEX C VISA O MC Exp Date Credit Card Name on Card Signature 9 INSTALL amp DESIGN COMPANY C YES my company will be utilizing an Install amp Design Company 10 IT IS UNDERSTOOD THAT THE EXHIBITOR IS RESPONSIBLE for daily cleaning of their booth and will make arrangements with the General Services Contractor Any exhibitor that has not ordered cleaning for the opening day will have their booth cleaned to present an attractive appearance The cost will be charged to the exhibitor 11 SIGNED AND ACCEPTED BY AUTHORIZED AGENT of Exhibitor Date Accepted by Exhibit Management Date 12 Please address all communications regarding exhibits to Christopher Wood AAGP TEL 703 556 9222 6728 Old McLean Village Drive FAX 703 556 8729 McLean VA 22101 E MAIL cwood AAGPonline org American Association for Geriatric Psychiatry s 2016 Annual Meeting Terms and Conditions CONVENING ORGANIZATION and SHOW MANAGEMENT is American Association for Geriatric Psychiatry AAGP 6728 Old McLean Village Drive McLean VA 22101 703 556 9222 e mail main AAGPonline or
4. Your involvement in the AAGP Annual Meeting not only gives you direct access to the organization s leadership and those who treat late life mental disorders but also supports the public health imperative to increase access to quality mental health services for older adults We look forward to seeing you in Washington DC Phy de Gary W Small MD AAGP President About AAGP The American Association for Geriatric Psychiatry AAGP is a national association serving its members and the field of geriatric psychiatry and late life mental health It is dedicated to promoting the mental health and well being of older people and improving the care of those with late life mental disorders Physicians make up 78 percent of the approximately 1 000 conference attendees along with advanced practice nurses psychologists and pharmacists AAGP is managed by Degnon Associates AAGP Exhibitor Prospectus Why Attend The number of older adults with mental illness is growing at a rapid rate in our society and having a significant impact on our nation s health The AAGP Annual Meeting is the largest meeting of physicians and other health care professionals focused on late life mental illness Many of AAGP s 1 500 members choose to attend the AAGP Annual Meeting over APA or other scientific meetings due to the specific content in the geriatric field and the meeting s intimate size In addition the AAGP meeting is attracting an increased number
5. or a sign Furniture and electricity are NOT included and are the responsibility of the exhibiting company An online service manual with order forms will be available in December January Booths Corner Perimeter and Non Perimeter A booth is 10 x 10 and limited to 8 in height Corner booths are standard booths with traffic on two sides Corner booths may drop the side rail separating their booth from the side aisle Booths are not equipped with any furniture Each booth will have an 8 drape behind it and 3 draped side rails The company ID sign is included in booth price Furniture and electricity are NOT included and are the responsibility of the exhibiting company An online service manual with order forms will be available in December January Tabletops The package provides one 6 table skirted in show color one chair and a company ID sign affixed to the front of your table The display MUST fit on the top of the table and is limited to 4 in height from the table s surface Exhibitor Registration Exhibitors are encouraged to register in advance a registration form will be included in the exhibitor service kit Badges can be picked up onsite Exhibiting companies will receive two 2 Exhibitor Personnel badges for a tabletop exhibit or for each 10 x 10 space These badges allow entry into the hall only Additional exhibitor badges may be purchased for 40 each To register for an exhibitor badge an individu
6. without the express written permission of the Convening Organization s MUSIC AUDIO EFFECTS PHOTOGRAPHY AND VIDEOTAPING Music and audio visual devices with sound are permitted only in those locations designed by SHOW MANAGEMENT and at such decibel intensity as not to interfere with the activities of other exhibitors Photography and video taping other than by official SHOW MANAGEMENT photographers is not permitted within the exhibit hall Only the exhibitor may grant permission to have its exhibit and or products photographed COPYRIGHT LAW No copyrighted music may be played or sung in the exhibition area in any fashion including nor limited to background music on video or audio presentations without obtaining appropriate licensing The exhibitor shall indemnify SHOW MANAGEMENT the Convening Organization s and the facility their officers directors employees and agents and save them free and harmless from any and all liability whatsoever for any infringement of or other violation arising out of the use of copyrighted music SECURITY Although security service will be furnished SHOW MANAGEMENT CONVENING ORGANIZATION and SHOW DECORATOR can not and will not be responsible for damage to loss and or theft of property belonging to any exhibitor its agents employees business invitees visitors or guests Each exhibitor must carry their own insurance APPLICABLE LAWS This contract shall be governed by the laws of the State of Loui
7. not be liable to indemnify or reimburse exhibitor in respect to any damages or loss direct or indirect arising as a result thereof TERMINATION OF RIGHT TO EXHIBIT SHOW MANAGEMENT reserves the right to terminate without notice an exhibitor s right to exhibit if an exhibitor or any of their representatives fail to observe the conditions of this contract or in the opinion of SHOW MANAGEMENT or they conduct themselves in an unethical or unprofessional manner Such exhibitors will be dismissed without refund ADDENDUM SHOW MANAGEMENT reserves the right to make changes amendments and additions to these rules as considered advisable for the proper conduct of the exposition with the provision that all exhibitors will be notified of such changes EXHIBITOR RULES AND REGULATIONS BOOTH CONSTRUCTION amp SHOW SERVICES Standard booths are limited to 8 foot high background drapes and 3 foot high side drapes Maximum height of exhibit is 8 feet and may extend only one half of the booth depth from the back wall Height in the front half of the exhibit space cannot exceed 4 feet Booths shall not obstruct other exhibitors or aisles Booth carpeting if facility is not carpeted decorations furniture signs and electrical connections are available to the Exhibitor through the Official General Service Contractor who will bill the Exhibitor directly SHOW MANAGEMENT CONVENING ORGANIZATION and SHOW DECORATOR are not responsible for any service provide
8. the Show and SHOW MANAGEMENT reserves the right to re sell space SPACE ASSIGNMENTS AND SUBLEASE Booth assignments will be made according to the procedures outlined on the contract for space Exhibitors may not sublease the booth or any equipment provided by SHOW MANAGEMENT nor shall Exhibitor assign this lease in whole or in part without written approval by SHOW MANAGEMENT in advance of the trade show RELOCATION OF EXHIBITS SHOW MANAGEMENT reserves the right to alter the official floor plan and or re assign any Exhibitor s location as deemed advisable SHOW MANAGEMENT further reserves the right to make such changes amendments and additions to these terms and conditions and such further regulations as it considers necessary for the good of the Show LIMITATION OF EXHIBITS SHOW MANAGEMENT reserves the right to stop or remove from the Show any Exhibitor or his representative performing an act or practice which in the opinion of SHOW MANAGEMENT is objectionable or detracts from the dignity of the Show or is unethical to the business purpose of the Show SHOW MANAGEMENT reserves the right to refuse admittance of exhibits or materials to the Show until all dues and fees owed are paid in full No Exhibitor shall hold any social event hospitality suite meeting or demonstration to which attendees are invited that are in conflict with the official Show schedule In addition ANY such activities may not take place outside the official Show schedule
9. 550 Promote your product or service to pre registrants AAGP 2016 Annual Meeting Final List available April 2016 600 The complete mail list of AAGP Annual Meeting Attendees is available after the meeting to follow up with attendees AAGP Member Mail List 1 000 Managed by InFocus Marketing Inc 800 708 5478 www infocusmarketing com American Association for Geriatric Psychiatry s 2016 Annual Meeting www AAGPmeeting org Advertising Opportunities AAGP 2015 Annual Meeting Advertising Opportunities The AAGP 2015 Annual Meeting offers several unique opportunities to showcase your company s programs products and services to a highly influential group of medical professionals and meeting attendees Annual Meeting attendees include geriatric psychiatrists general psychiatrists geriatricians family practice physicians and internists advance practice nurses neurologists and others who want to know the latest on Alzheimer s disease and dementia affective disorders practice management schizophrenia psychosis health services research and more To reserve ad space contact Christopher Wood AAGP 6728 Old McLean Village Drive McLean VA 22101 Phone 703 556 9222 Fax 703 556 8729 E mail cwood AAGPonline org AAGP Advance Program AAGP On Site AAGP Meeting Website Online only Final Progra m Online banner and other advertising is available The advance program will be available onlinein This on site and take home referen
10. Exhibitor Prosoectus Information about Exhibiting Sponsorship and Advertising AAGP American Annual Association for Geriatric Psychiatry Meeting New Perspectives on Brain Health and Aging X Washington Hilton and Towers Washington DC X Meeting Dates March 17 20 2016 Exhibit Dates March 18 19 2016 American Association for Geriatric Psychiatry s 2016 Annual Meeting AAGP Board of Directors 2015 2016 Officers President Gary W Small MD Los Angeles CA President Elect Dan Sewell MD San Diego CA Past President Susan K Schultz MD lowa City IA Secretary Treasurer Amita Patel MD CMD MHA CPE Dayton OH Secretary Treasurer Elect Brent P Forester MD Belmont MA Directors Eve Byrd MSN MPH APRN BC Atlanta GA Julie Dumas PhD Burlington VT Helen Lavretsky MD Chair AAGP Research Committee Los Angeles CA Susan Lehmann MD Baltimore MD Amita Patel MD CMD MHA CPE Chair AAGP Clinical Practice Committee Dayton OH Ipsit Vahia MD San Diego CA Kirsten Wilkins MD Chair AAGP Teaching and Training Committee West Haven CT Laura Marrone MD MIT Board Member San Diego CA 2016 AAGP Annual Meeting Meeting Dates March 17 20 2016 Exhibit Dates March 18 19 2016 Future AAGP Annual Meeting March 24 27 2017 Dallas TX www AAGPmeeting org Welcome An Invitation to Participate On behalf of the American Association for Geria
11. al must be an employee of the exhibiting company All other personnel must be paid registrants of the Annual Meeting There will be a 20 charge for replacement badges onsite Conference Registration Exhibiting companies do not receive any conference registration with their tabletop or booth s as part of their exhibiting fee Those who want to attend the conference must register and pay the registration fee Registration forms will be available on the AAGP website www www AAGPmeeting org x AAGPmeeting org and in the Advance Program available November 2015 Press Registration AAGP welcomes press coverage of its Annual Meeting and invites journalists to apply for complimentary registration Complimentary press registration is limited to working journalists of the general and mental health medical aging press Press registration will not be extended to management publishing marketing advertising public relations or administrative staff or to organizations that primarily produce continuing medical education CME audio audiovisual electronic or print resources Press credentials are required Please contact Victoria LaLiberte at vialiberte AAGPonline org for further information Assignment of Space Space will be assigned beginning December 15 2015 Applications for priority assignment space must be received by November 15 2015 Space assignments will be determined according to preferences listed on the app
12. als and the exhibitor s personnel must disclose that such article has not received final FDA approval clearance and clearly conveyed the status of such article consistent with such laws rules and regulations administrated by the FDA The exhibit and any associated materials also must adequately and completely disclose that the article is not currently available for sale or commercial distribution in the US Exhibitors shall indemnify and hold harmless SHOW MANAGEMENT and the Organization s from and against any and all costs fees expenses penalties damages and claims arising from exhibitor failure to comply with all laws rules and regulations including those of FDA applicable to such article including any law rule or regulation governing the display introduction or advertising of such article prior to final FDA approval clearance EXHIBIT HALL BADGES All exhibitor personnel must be registered Instructions for this process will be provided to exhibitor when confirmation of booth assignment is made UNION LABOR Exhibitors are required to observe all union contracts in effect among SHOW MANAGEMENT official contractors facilities and various labor organizations represented Any labor required for installation or dismantle decoration or use of equipment must be ordered through the general service contractor Tipping is strictly forbidden for any personnel providing any services Exhibitor assumes responsibility and agrees to indemnify
13. and defend the American Association for Geriatric Psychiatry and the JW Marriott and the Hotel s Owner and their respective owners managers subsidiaries affiliates employees and agents against any claims or expenses arising out of the use of the exhibition premises The Exhibitor understands that neither the American Association for Geriatric Psychiatry nor the Hotel Parties maintain insurance covering the Exhibitor s property and it is the sole responsibility of the Exhibitor to obtain such insurance AAGP Exhibitor Prospectus March 17 20 2016 Washington DC Exhibit Hall Floor Plan a mi mt a A P lt a er E 20 7 HE VO FUN el JE 1 CIA 30 20 y 305 311 4 S SCALE IN FEET American Association for Geriatric Psychiatry s 2016 Annual Meeting x www AAGPmeeting org Sponsorship and Marketing Information Benefi ts of Sponsorship Sponsorship is an ideal way to gain prime credible exposure and make a long term impact among a highly influential audience Sponsors stand out from other exhibitors and deliver a message of commitment and support to attendees Proven traffic builders will assist in increasing your visibility and help you achieve a greater return on your exhibit investment AAGP is the primary scientific meeting for the presentation of cutting edge research and new clinical innovations related to late life mental illness By joining us a
14. ber 3 Ad Reservations Due for Advance Program Final Ad Artwork Due for Final Program Thursday March 17 Friday March 18 November 10 Exhibitor Move In Final Ad Artwork Due for Advance Program Friday March 18 Saturday March 19 AAGP Annual Meeting Exhibit Hall Open Saturday March 19 Sunday March 20 Exhibitor Move Out AAGP x 6728 Old McLean Village Drive McLean VA 22101 703 556 9222 meetinginfo aagponline org 2016 Annual Meeting March 17 20 2016 Washington DC www aagpmeeting org
15. ce guide covers MN the AAGP Meeting Website AAGPmeeting org November Postcards advertising the program all of the AAGP Annual Meeting offerings faculty visited by thousands of individual health care are mailed to 15 000 prospective attendees The and more The program will be included in all providers program includes all educational sessions and 1 200 attendee registration bags registration information For information on this advertising opportunity contact Christopher Wood at cwood AAGPonline org Black amp White Rates Full Page 3 750 Full Color Rates Y Page 1 00 Full Page 1 000 Y Page 500 Preferred Positions Covers only Cover 2 or 4 color rates 50 Cover 3 25 Reserve by November 3 2015 Final Art by November 10 2015 Full Color Rates Full Page 4 250 Y Page 2 000 Reserve by January 8 2016 Proof by January 15 2016 Final Art by January 22 2016 AAGP Exhibitor Prospectus March 17 20 2016 Washington DC Advertising Contract Ad Sizes and Artwork Requirements for AAGP 2016 Annual Meeting Publications Ad Sizes Ad Reproduction Requirements Ad Reservation Full Page no bleed Please provide your 4C process or B amp W ad To reserve your ad space mail or fax this contract 7 5 w x 10 h as a highres 300 dpi press ready PDF with and payment to embedded fonts and bleeds registration Christopher Wood AAGP Full Page with bleed marks if applicable 6728 Old McLean Village D
16. companies All furniture is the responsibility of the individual exhibitor The American Association for Geriatric Psychiatry will not provide any tables chairs carpet or electricity 4 PREFERRED LOC ATION We prefer that our exhibit not be located next to the following companies Exhibit Management reserves the right to alter the floor plan and or assign any exhibit location if deemed necessary for the good of the show at any time 5 INDIVIDUAL SPONSORSHIP ITEMS O Name Item O Name Item O Name Item 6 DEPOSIT PAYMENT Important We are enclosing with this application a deposit of 50 of the total booth price or sponsorship for each requested We agree to pay the balance before January 16 2016 Your signature on this form allows AAGP to retain your credit card number in the file for an automatic debit in the amount of the total due on January 16 2016 If you do not want this credit card to be charged your check for the balance due must be received before December 5 2015 Amount Enclosed Cancellation Policy It is agreed that A If a company cancels its space 90 days or more prior to the opening date of the meeting the deposit shall be retained Exhibitors shall give written notice of cancellation B If a company cancels its space less than 90 days prior to the opening date of the meeting the company will be responsible for paying the entire booth cost and EXHIBIT MANAGEMENT reserves the right to resell space
17. d by independent contractors SHOW MANAGEMENT reserves the right to finish and decorate any unfinished partitions walls or backs of signs that are exposed to the public and to charge the cost to the Exhibitor Peninsula Booths are not permitted www AAGPmeeting org BOUNDARIES All parts of all exhibits must be exhibited within Exhibitor s assigned space boundaries Aisle space is under the control of SHOW MANAGEMENT GENERAL SHOW POLICIES Noisy or offensive exhibits are prohibited Distribution of literature or samples must be related to exhibit and distribution limited to within Exhibitor s space Canvassing the exhibit hall is strictly prohibited No food or beverages may be distributed from Exhibitor s space without the pre show approval of SHOW MANAGEMENT The Exhibitor may not display signs that are not professionally prepared or that in the opinion of the Show Manager detracts from the appearance of the Show in any manner whatsoever SHOW MANAGEMENT shall have sole control over all admission policies at all times CONFERENCE ACTIVITY APPROVAL Any conference activity or demonstration planned before during or after the meeting by vendors including but not limited to exhibitors sponsors that involve conference invitees meeting attendees delegates officers must be approved by the CONVENING ORGANIZATION Generally such activities may not take place without pre approval to maintain the educational integrity of the conference o
18. g Convention Center or Hotel Facility is printed on the Exhibitor Prospectus front cover Facility Rules amp Regulations will be printed in the Service Manual SHOW DECORATOR is Hargrove Inc One Hargrove Drive Lanham MD 20706 301 731 2527 e mail customerservice hargroveinc com ELIGIBLE EXHIBITS SHOW MANAGEMENT reserves the right to determine the eligibility of any Company or Product to exhibit in the Show and further reserves the right to reject any application and or limit space assigned to any one Company INSTALLATION SHOW AND DISMANTLEMENT Exhibitor agrees to comply with assigned installation show and dismantle days and hours as outlined in the Exhibitor Prospectus Exhibits may not be removed from the Facility until final closing of the show unless special permission is obtained in writing in advance from SHOW MANAGEMENT Exhibits must be removed from the hotel facility when specified in the Exhibitor Prospectus Any displays or materials left in booths without instructions will be discarded CANCELLATION WITHDRAWAL OR REDUCTIONS IN SPACE Cancellation or reductions in space and refund is subject to the following conditions Exhibitors shall give written notice of cancellation to Christopher Wood If written notice is received more than 90 days prior to show opening total money less a 50 cancellation fee will be refunded to Exhibitor no refunds will be allowed for any cancellation less than 90 days prior to the opening of
19. g website AAGP s Annual Meeting attendance is expected to include more than 1 000 scientific attendees including e Psychiatrists e Primary Care Physicians e Geriatricians e Medical Directors of Long Term Care e Advanced Practice Nurses e Neurologists e Psychologists e Directors of Nursing e Social Workers e Pharmacists Washington DC Benefits of Exhibiting You Will e Have the opportunity to interact with approximately 1 000 health care professionals responsible for the care of older adults with mental disorders psychiatrists physicians psychologists nurses and social workers who want to know about your products and services e Have dedicated time to network exhibit hours are scheduled at dedicated times that will allow you maximum opportunity Receptions are also hosted in the Exhibit Hall to increase traffic e Be able to establish national regional and local leads for your products or services Percentage Attendees By Degree Other 6 0 MD DO 78 6 APRN 6 5 PhD PsyD 8 9 EE MD DO 78 6 MA PhD PsyD 8 9 DE APRN 6 5 WH Other 6 0 Percentage Attendees By Profession In Training Eai 3 Clinician 0 10 Adademic Educator 18 HA Clinician 70 M Adademic Educator 18 E Researcher 9 HA InTraining 3 American Association for Geriatric Psychiatry s 2016 Annual Meeting x Conference Site Washington Hilton 1919 Co
20. lication and the date of submission If all preferences noted on an application have been assigned AAGP Exhibit Management will determine the assignment Applications received after November 15 2015 will be assigned space on a first come first served basis Cancellation Cancellation or reductions in space and refund is subject to the following conditions Exhibitors shall give written notice of cancellation to Christopher Wood If written notice is received more than 90 days prior to show opening total money less a 50 cancellation fee will be refunded to Exhibitor no refunds will be allowed for any cancellation less than 90 days prior to the opening of the Show and SHOW MANAGEMENT reserves the right to resell space Contact Information Exhibit Sales Christopher Wood AAGP 6728 Old McLean Village Drive McLean VA 22101 703 556 9222 x cwood AAGPonline org AAGP Exhibitor Prospectus March 17 20 2016 Washington DC Application and Contract for Exhibit Soace New Perspectives on Brain Health and Aging Meeting dates March 17 20 2016 Exhibit dates March 18 19 2016 Washington Hilton and Towers A Washington DC A www AAGPmeeting org Rules and regulations for exhibitors on the reverse side of this contract are an integral part of the contract It is understood by the undersigned that the American Association for Geriatric Psychiatry Annual Meeting 2016 rules and regulations for the Renaissance Orlando gover
21. n all exhibit activities 1 PLEASE RESERVE EXHIBIT SPACE for the company listed below at AAGP Annual Conference 2016 to be held at the Washington Hilton and Towers in Washington DC This application becomes valid only after being signed by Exhibitor and a confirmation of space has been issued with a receipt of deposit acknowledged by Exhibit Management Exhibiting Company Name Address Address City States Zip Country Phone Fax Contact Person E mail 2 EXHIBIT BOOTH PRICING AND SELECTION All booths are 10 x 10 unless otherwise noted Before Oct 16 After Oct 16 Dec 22 Dec 22 SPACE 2015 2015 2015 C Standard inline booth s around perimeter 1 800 1 900 2 000 of exhibit hall bounded by side aisle only C Corner or non perimeter booth s 1 900 2 100 2 300 O Island s 20 x 20 7 000 7 900 8 800 O Island s 20 x 30 10 300 11 300 12 600 O Island s 30 x 30 15 000 16 200 18 000 O Table top 6 wide 700 800 900 C Non profit organization Federal 450 500 550 State Local government table top C Non profit organization Federal 1 000 1 100 1 300 State Local government Standard inline 3 BOOTH SPACE REQUESTED Total Display Size is X Inside Booth s Corner Booth s Island Space s Total Space Price Due No booths will be assigned without the required 50 deposit check The American Association for Geriatric Psychiatry will provide a booth ID sign for all exhibiting
22. ng app Sponsored Receptions and Social Events Opening Reception 10 000 Exhibit Hall meal function 12 500 Exhibit Hall Reception 15 000 Identity Items WiFi Caf 15 000 Charging Station 7 000 Cyber Caf 5 000 Lead Retrieva Cards 25 000 Lanyards featuring company logo 7 500 Meeting Website www AAGPmeeting org AAGP Exhibitor Prospectus x March 17 20 2016 Washington DC Sponsorship and Marketing Information Conference Bag Inserts 1 500 per insert Insert a one page promotional piece into the conference bag Sponsor is responsible for production of 1 200 pieces AAGP must approve piece Electronic Signage 1 500 Display your company s logo and or product information on a 40 LED display monitor located in a prominent place in the meeting area The sign will include meeting information as well as sponsorship information AAGP Annual Meeting Mobile App Banner Ads The AAGP Annual Meeting Mobile App provides attendees with meeting information and allows them to engage before during and after the meeting on their phones and iPads The mobile app will be launched in November December 2015 Banner ads will be available 2000 Sponsor a Resident 2 500 The GMHF Scholars Program includes named scholars These individuals are chosen through a competitive process and are awarded a grant to attend and participate in the AAGP Annual Meeting Evidenced based studies demonstrate a direct link to e
23. nnecticut Ave NW Washington DC 20009 Exhibit Hall Grand Ballroom For more information on special conference rates at the Washington Hilton visit www AAGPmeeting org Exhibit Dates Subject to change Exhibitor Set Up Thursday March 17 Friday March 18 Exhibit Hours Friday March 18 Saturday March 19 Dismantle Sunday March 20 Monday March 21 Booth Traffic Generators Maximize Your Exhibit Experience Lead retrieval available to capture booth visitors contact information Advertising opportunities in the on site program and on the Annual Meeting app Hotel Room Drops to highlight your booth location to meeting attendees Pre registration mailing list to let attendees know that you will be at the meeting Final registration list to follow up after the meeting Additional sponsorship opportunities to highlight visibility for your company s products and services For additional information on these options please see the Sponsorship section of this Exhibitor Prospectus or contact Christopher Wood at cwood AAGPonline org EXHIBIT SPACE Island Space Island booths are four or more 10 x 10 booths in a square or rectangle Island booths are open on all four sides However please design your island to be see through Please contact Christopher Wood for Exhibitor Fast Facts further details and approval of design Maximum height is 20 feet Island booths will NOT be set with pipe drape
24. of generalists who find they need to educate themselves on the latest information in order to better treat their increasing number of older adult patients March 17 20 2016 The AAGP s 2016 Annual Meeting provides high visibility to supporting organizations and unique opportunities to interact with AAGP leadership members and other conference attendees The numbers of attendees continue to increase each year as this meeting has become the primary scientific meeting for the presentation of cutting edge research and new clinical innovations related to late life mental illness Exhibit hours have been scheduled at times that allow maximum opportunity to network Receptions Product Theaters Posters and breaks are hosted in the Exhibit Hall to increase traffic to you What does my company gain by exhibiting at AAGP Access to over 1 100 thought leaders and decision making physicians and other health care providers practicing in a variety of settings and treating older adults What are the Exhibit Hall highlights planned in 2016 e Dedicated breaks for the Exhibit Hall to promote traffic e Product Theaters offering informative topical presentations e Poster Sessions e Lunch and Afternoon Receptions in the Exhibit Hall What are the benefits to the Exhibitors e Opportunities to network one on one with geriatric mental health provider leaders e Access to decision makers Complimentary listing in the Final Program e Listing on the AAGP meetin
25. r meeting Certain activities once approved may warrant premium charges USE OF DISPLAY SPACE A representative of the exhibiting company must be present at the booth s at all times during the posted exhibit hours With the exception of book publishers the sale of merchandise or equipment of any kind is prohibited in the exhibit hall without prior approval from SHOW MANAGEMENT The use of the Convening Organization s logo on displays signs giveaways promotional literature or other material is strictly prohibited In addition the use of the acronym of the Convening Organization must not be used on pre at show and or post show promotional material unless specific written permission is granted Use of any Convener Sponsor or other logos is strictly prohibited unless permission is granted directly from those organizations in writing Signs or other articles are prohibited from being fastened to the walls pillars or electrical fixtures The use of thumbtacks tape nails screws bolts or any other tool or material which could mar the floor or walls is prohibited Drip pans must be used under all equipment where there is a possibility of leakage No helium filled balloons or adhesive backed stickers may be used or given out by exhibitors FDA APPROVAL CLEARANCE If an exhibitor intends to display introduce or feature an article whose pre market approval or clearance is pending from the US Food amp Drug Administration the exhibitor s materi
26. rive 8 5 w x 11 h trim size Do not use Microsoft Word PowerPoint McLean VA 22101 plus 0 25 bleed on all sides Publisher or Excel to create ads Fax 703 556 8729 Files under 8 MB may be e mailed to Half Page Christopher Wood at cwood AAGPonline org Questions 7 5 wx 4 75 h If over 8 MB please provide on CD or via an Please contact Christopher Wood at online file transfer service 703 556 9222 or cwood AAGPonline org Please complete this contract and return it with your full non refundable payment due at the time of reservation and made payable to AAGP Please reserve an ad space in 1 Advance Program Insert ad size and color 2 Final Program Insert ad size and color Preferred Position Company Product Contact Name Title Address Phone Fax E mail Billing Information if contact information is different from above C Check payable to AAGP in U S dollars Total Amount Type of Card J AMEX J VISA LT MC Credit Card Exp Date Name on Card Signature Name on the account print Company Product Contact Name Title Address Phone Fax E mail American Association for Geriatric Psychiatry s 2016 Annual Meeting www AAGPmeeting org Important Dates 2015 2016 October 16 January 3 Super Early Bird Exhibit Hall Discounts Ad Reservations Due for Final Program October 16 December 22 January 16 Early Bird Exhibit Hall Discounts Total Payment Due for Exhibit Hall Booths January 23 Novem
27. s a sponsor you have the opportunity to Build your brand Highlight the value of your services to participating clinicians and fellows Network Leverage new partnerships and build new alliances Improve the care for those with late life mental disorders Sponsors will be recognized in the Final Program on signage throughout the conference and on the website For more information on how your company can support AAGP contact Christopher Wood cwood AAGPonline org for all industry sponsored CME programs and all non CME sponsorship opportunities Exhibitors can enhance their marketing programs and booth displays at our conference with product theaters Plan to take advantage of these popular marketing programs and expand your exposure to the conference attendees Connect with the Best in Geriatric Psychiatry at AAGP s Meeting in Washington DC Sponsorship Opportunities Product Theaters 30 minutes 17 000 45 minutes 22 000 4 time slots available A non CME session allowing your company to bring in your own speakers and educate attendees about your products Sponsorship of a Product Theater includes e Pre registration mailing list e Post registration mailing list e Basic AV equipment and lectern e One sign e Recognition in the Final Program e Registration bag insert listing all product theaters e Sponsor ribbon for all company representatives e Listing on AAGP Annual Meeting website and in Annual Meeti
28. siana Exhibitor agrees to abide by all federal including but not limited to FDA state and city laws ordinances and regulations concerning fire safety health environment public safety and hazardous materials and all regulations and restrictions imposed by the Facility All displays and decorations must be fireproof LIMITATION OF LIABILITY The Exhibitor agrees to make no claim for any reason whatsoever against SHOW MANAGEMENT SHOW DECORATOR the Convening Organization their officers directors employees agents and authorized representatives the facility hotel Official General Service Contractor for any of the following loss theft damage to goods or injury to himself his employees or attendees while in the exhibition area nor any consequential damage to his business for failure to provide space for the exhibit or for the failure to hold the event as scheduled The Exhibitor assumes entire responsibility and hereby agrees to protect indemnify defend and save harmless all parties from claims losses damages to persons or property governmental charges for fines and attorney s fees related to the use of the exhibition premises or part thereof In addition Exhibitor acknowledges that neither SHOW MANAGEMENT nor the Convening Organization s maintain insurance covering Exhibitor s property and that it is the sole responsibility of Exhibitor to obtain business interruption and property insurance covering such losses by Exhibitor
29. tric Psychiatry AAGP we invite you to be a part of our 2016 Annual Meeting in Washington DC AAGP s Annual Meeting is unique because it is the only national conference that brings together psychiatrists and other health care professionals responsible for the care of older adults with mental disorders Illnesses ranging from Alzheimer s disease and other dementias depression Parkinson s disease bipolar disorder schizophrenia alcohol and substance addictions and sleep disorders are discussed in detail among Clinicians researchers educators and trainees In addition the meeting topics focus on the many issues related to these illnesses including caregivers nursing homes pain management and the elder care workforce Our meeting is a small scientific meeting with easy access to all sessions and other events Participants look forward to being able to enjoy all of the offerings at the Annual Meeting as well as the networking opportunities Due to the distinctive nature of the meeting and its emphasis on late life mental illness many attendees cite this as the only meeting they attend during the year Join us as an exhibitor sponsorships are available for extra visibility and advertising opportunities allow for the promotion of brand name products The AAGP Annual Meeting can assist you in promoting your products by reaching more than 1 000 geriatric psychiatrists and health care professionals focusing on late life mental illness
30. xposing early residents to the field of geriatric psychiatry and the number of residents who enter geriatric psychiatry fellowships Conference Pens 4 000 Distributed to all attendees at registration with their conference materials Get your company s name to each attendee Room Drops 4 500 Have material regarding your product s distributed to Annual Meeting attendees hotel rooms on the date that you specify Conference Bags with AAGP and Supporter s Logos 5 000 The official bag for the meeting is distributed to every attendee and many of them use it for years to come Gain visibility by imprinting your name and logo on one side of the bag AAGP will be responsible for production Hydration Stations 6 000 Quench the thirst of attendees and show your respect for the environment at Hydration Stations The sponsor s logo will appear at each station as well as on reusable water bottles given to attendees to use during and after the conference Cell Phone Tablet Charging Station Kiosk 7 000 Meeting attendes will be delighted to see a free charging kiosk available during the entire course of the meeting to charge up the batteries of their cell phones laptops tablets and iPods Each charging kiosk will charge multiple devices simultaneously The charging components are ADA compliant The sponsors signage will be displayed on the kiosk Flash Drive 10 000 Support a flash drive distributed to all attendees with your company
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