VASA 2020 Symposium: Sponsor Prospectus



Download the Sponsor/Exhibitor Prospectus and Application Form [PDF]

Dear Industry Colleague

The Vascular Access Society of the Americas invites you to participate as an exhibitor at the Vascular Access for Hemodialysis XVII Symposium, May 28-30, 2020 at the Charleston Marriott Hotel in Charleston, South Carolina.

This Symposium is designed for all transplant, vascular and general surgeons, nephrologists, interventional radiologists and nephrologists, nurses and allied health professionals who are interested in the management of vascular access. The VASA Symposium is an excellent opportunity for your company to showcase its products and services to a diverse specialty base committed to access surgery.

Over 300 participants attended the 2018 VASA Symposium and we expect a record number of participants for this year’s event. The Program Committee is busy planning an excellent scientific meeting that will include:
  • State-of-the-art lectures covering all major areas in dialysis access
  • Diverse multi-disciplinary faculty including prominent international speakers representing Europe, Asia, Canada, South America, and Japan
  • 40 scientific abstract presentations
  • Vascular access nursing and allied health
  • New devices and technologies
  • Video presentations
Please see below to view the various opportunities available with each exhibit participation level. Additional registration for company representatives is available. Please review this brochure carefully and return your application as soon as possible as space is limited. The VASA Board of Directors and Symposium Program Committee are dedicated to ensuring this will be a productive and engaging experience for both your company and VASA Symposium participants. VASA is grateful for your support and commitment to excellence in dialysis access and look forward to seeing you in Charleston, SC.


Why VASA 2020?

Outstanding Scientific Sessions: Leading lecturers in our field will be invited to present. Video sessions on complex case management will also be featured. Registered company representatives are invited to attend all of the Scientific Sessions and meeting events as part of company support of the Symposium.

Increased Face-Time with Attendees: Attendees have the opportunity to visit exhibits during prime exhibit hours, including receptions on the evenings of Thursday, May 28 and Friday, May 29, as well as each morning and throughout the day. The program has been designed to transition to breaks and other planned events in the exhibit hall. The Program Committee is keenly aware of the importance of “face-time” with attendees and faculty in the exhibit area, and has mandated that all scheduled break times be strictly maintained and not allowed to be shortened due to session over-runs.

Sponsorship and Exhibitor Packages


EXHIBIT PARTICIPATION LEVEL PLATINUM GOLD SILVER EXHIBITOR
Contribution $25,000 $15,000 $10,000 $5,000
Scientific Meeting Exhibit Space Selection 1st Priority 2nd Priority 3rd Priority First come, first served following selection by other levels
Scientific Meeting Space Included 10 x 20 exhibit space; floor exhibit allowable or 2 six-foot tables 10 x 10 exhibit space; floor exhibit allowable (1) 6’ table-top display (1) 6’ table-top display
Scientific Meeting Registration Included 6 admissions to entire Symposium and all social events 4 admissions to entire Symposium and all social events 3 admissions to entire Symposium and all social events 2 admissions to entire Symposium and all social events
Recognition in Final Program Syllabus, Slides During the Scientific Session Breaks and Symposium Signage Yes Yes Yes No
Full Product Listing and Company Information in Exhibitor Supplement Yes Yes Yes No
Product and/or Company Flyer to be Included in Symposium Bags Yes No No No
Attendee List Yes Yes Yes Yes
Additional Marketing Opportunities, Registration Items and Services* 1st Choice 2nd Choice 3rd Choice Will be available following selection by other levels.


ADVERTISING OPPORTUNITIES
  • Hotel Room Keycard: $10,000 (plus keycard expenses)
  • WiFi Network Sponsorship: $12,000
  • Mobile App: $10,000
  • Break sponsor (includes logo on coffee cups and napkins): $7,500 (plus production expenses)
  • Faculty Dinner Sponsor: $10,000
  • Social Event Sponsor: $15,000
EXHIBIT DATES AND HOURS*
Thursday, May 28: 5:30 p.m. - 7:00 p.m.
Friday, May 29: 7:00 a.m. – 7:00 p.m.
Saturday, May 30: 7:00 a.m. – 3:00 p.m.
*Exhibit dates and hours are subject to change based on the Scientific program and other sessions

EVENTS IN EXHIBIT HALL
The Opening Reception will be held on Thursday, May 28th. The Networking Reception will be held on Friday, May 29th. Continental breakfasts, lunches, and coffee breaks will be served in the exhibit hall daily.

SATELLITE SYMPOSIA
Share your message and provide valuable information to attendees at Scientific Sessions through a satellite symposium. Satellite symposia are programs that are planned and conducted by the corporate community in conjunction with VASA’s Scientific Sessions. These sessions provide attendees with additional educational/ informational opportunities. The program content and product information in these sessions are the sole responsibility of the corporate supporters. Satellite symposia are offered during breakfasts and lunches. Sponsors are responsible for providing content. Fees for satellite symposia are $15,000 for a breakfast session and $20,000 for a lunch session. Limited space is available.


Exhibiting Opportunities


EXHIBITS AND FEES
Space is limited and we urge companies to register early to ensure priority placement. Additionally, Platinum, Gold and Silver exhibitors will be given first choice consideration when purchasing additional marketing opportunities listed.

Platinum ~ $25,000
  • Premium Placement in Exhibit Room
  • 10 x 20 exhibit space – floor exhibit allowable
  • Registration for six (6) company representatives with admission to entire Symposium and all social events
  • Recognition in final program syllabus, slides during the Scientific Session Breaks and Symposium signage
  • Full product listing and company information in Exhibitor Supplement
  • Product and/or company flyer to be included in Symposium bags
  • First choice to host available breakfast & lunch satellite symposia
  • Attendee list
Gold ~ $15,000
  • Prime placement in Exhibitor Room
  • 10 x 10 exhibit space – floor exhibit allowable
  • Registration for five (5) company representatives with admission to entire Symposium and all social events
  • Recognition in final program syllabus, slides during the Scientific Session Breaks and Symposium signage
  • Full product listing and company information in Exhibitor Supplement
  • Attendee list
Silver ~ $10,000
  • Prime placement in Exhibitor Room after Gold Exhibitors
  • Table-top display
  • Registration for three (3) company representatives with admission to entire Symposium and all social events
  • Recognition in final program syllabus, slides during the Scientific Session Breaks and Symposium signage
  • Full product listing and company information in Exhibitor Supplement
  • Attendee list
Regular Exhibit ~ $5,000
  • One (1) 6’ Table-top display
  • Registration for two (2) company representatives with admission to entire Symposium and all social events
  • Attendee list
GRANT OPPORTUNITIES These opportunities must be made through an educational grant and will be recognized in the final program and all printed and electronic material including signage.

General Information

INSTALLATION OF EXHIBITS
The exhibit area will be available for set-up starting at 1:00 p.m. on Thursday, May 28. All exhibits must be set by 11:45 p.m. on Thursday and prior to the start of the official opening of the exhibits, which will be with the continental breakfast at 7:00 a.m. on Friday, May 29. Assembly of exhibits during the regularly scheduled exhibit hours will not be permitted.

EXHIBIT TEARDOWN
All exhibits must remain intact until the official closing time of 5:00 p.m., Saturday, May 30 and may not be dismantled or removed, in whole or in part, before that time. After the close of exhibits, all material must be removed no later than 7:00 p.m. Saturday.

PAYMENT
Payment can be made by phone via credit card, at 859-977-7457, or online at vasamd.org/2020. Checks should be made payable to: Vascular Access Society of the Americas and mailed with the Application for Exhibit Space to:
Vascular Access Society of the Americas
446 E High Street, Suite 10
Lexington, KY 40507
Tel: 859-977-7457; Fax: 859-271-0607
Email: info@vasamd.org

The Society regrets that it cannot allow companies to display if the exhibit fees are outstanding following the April 16th deadline. Credit card and wire transfers are possible for payment. Companies must pay all bank fees associated with wire transfers.

REFUNDS/CANCELLATION POLICY
Cancellations must be received in writing by March 28th. All refunds in exhibit fees are subject to a 50% administrative fee. There will be no refunds for cancellations received after March 28, 2020.

EXHIBIT SERVICES
  • Exhibitors will receive complete information including:
  • Confirmation of Space Assignment
  • Exhibitor Manual
  • Hotel Reservation Information
  • Preliminary Scientific Program
  • Registration Forms for Company Representatives
Accommodations
On behalf of our Symposium attendees, the following special rates have been secured at the Charleston Marriott over the dates of the Vascular Access Symposium XVII: $245 plus sales tax per night (Single/Double Occupancy)

Rules & Regulations

BADGE POLICY
All participants affiliated with exhibits must be registered. Each representative will be issued an exhibitor badge and must be employed by the exhibiting company or have a direct business affiliation. The number of badges allowed is based on level of participation and is as follows:
  • General Exhibitors – two (2) Company representatives
  • Silver Exhibitors – three (3) Company representatives
  • Gold Exhibitors – five (5) Company representatives
  • Platinum Exhibitors – six (6) Company representatives
Additional representatives may register at the VASA Member registration fee to be determined.

CONDUCT OF EXHIBITS
VASA reserves the right to restrict the operation of, or evict completely, any exhibit which, in its opinion, detracts from the general character of the exhibit program and exhibition as a whole. This includes, but is not limited to an exhibitor which, because of noise, flashing lights, method of operation, display of unsuitable material, are determined by the Society to be objectionable to the successful conduct of the exposition as a whole. No bags or containers for collection of samples are to be distributed by an exhibitor. This applies to any envelope, folder, portfolio, box, or other item that provides carrying space for more than a single sample. Electrical or other mechanical apparatus must be muffled so noise does not interfere with other exhibitors. Character of the exhibits is subject to approval of the Society. The right is reserved to refuse applications not meeting standards required or expected, as well as the right to curtail exhibits or parts of exhibits which reflect against the character of the meeting.

This applies to displays, literature, advertising, novelties, souvenirs, conduct of persons, etc.

ENTERTAINMENT OR SOCIAL ACTIVITIES/ UNOFFICIAL SATELLITE EVENTS
VASA will coordinate scheduling and space release for exhibitor meetings. No functions may be scheduled to conflict with the VASA Biennial Symposium including the Scientific Sessions, Dedicated Symposia (available for Sponsorship), Exhibit program and evening receptions or dinners. Companies wishing to invite meeting attendees to restaurants or other functions must do so following the official conclusion of any and all of these VASA events. Exhibitors intending to host sales, pre-convention or postconvention meetings, involving only their employees, must inform the Society and if the meeting is being held at the Charleston Marriott Hotel must have space released by the Society.

INFRINGEMENTS
Interviews, demonstrations, and the distribution of literature or samples must be made within the area assigned to the exhibitor. Canvassing or distribution of advertising matter outside the exhibit area will not be permitted.

Reservation Procedures
Participants are responsible for their own accommodations. A block of rooms has been reserved for the nights of May 27-30, 2020 at the Charleston Marriott Hotel. Online reservations will be available through the Society’s website (www.vasamd.org). All reservations must be guaranteed for arrival. A major credit card is required to guarantee the reservation. This rate is only available to Symposium attendees and registration for the meeting is required.

Reservation Cut-off Date
Rooms will be available at the VASA discounted group rate until April 27, 2020 or until the room block is sold-out. Reservation requests received after the cut-off date will be accepted on a space and rate availability basis until the VASA block is sold-out.

LIABILITY & INSURANCE
Marriott Corporation and VASA shall not be liable for any death or injury arising from or out of any occurrence in, upon, at or relating to the Facilities, or damage to property of Charleston Marriott Hotel or of others located in the facilities, nor shall they be responsible for any loss or damage resulting from the negligence of the Charleston Marriott Hotel and VASA, its agents, contractors or employees or other persons for whom it may, in law, be responsible. Without limiting the generality of the foregoing, the Charleston Marriott Hotel and VASA shall not be without limitation, any subrogation claims by the Charleston Marriott Hotel and VASA’s insurers.

The Exhibitor assumes sole and entire responsibility for any and all bodily and personal injury (including death) and damage to property that may be sustained in connection with or resulting from VASA’s use of and conduct of the Facility and shall indemnify and hold harmless the Charleston Marriott Hotel and VASA, from any claim or damage (including attorney’s fees and expenses of legal proceeding) they may sustain, or be required to pay, in connection with or arising out of the Biennial Symposium by reason of the act, mission or negligence of any person associated with the Biennial Symposium or where presence in the Facility is attributable to the Biennial Symposium, including, without limitation, any violation by the exhibitor of the rules and regulations in the prospectus. Such assumption or responsibility and indemnification by VASA shall apply unless such damage or injury results from the sole negligence, gross negligence or willful misconduct of VASA, Charleston Marriott Hotel and their employees and agents. In addition, Exhibitor acknowledges that VASA and the Charleston Marriott Hotel do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of Exhibitors to obtain business interruption and property damage insurance covering such losses by the Exhibitor.

MAILING LIST
Attendee mailing lists will be offered to exhibitors. Use of this list will be restricted to a one time only use and information directly related to the Vascular Access for Hemodialysis XVII Symposium.

PROTECTION OF THE HOTEL
Exhibitor shall not permit anything that will injure, mar or in any manner deface the Charleston Marriott Hotel, Marriott Corporation and will not drive, or install, or permit to be driven or installed any nails, hooks, tacks, or screws into any part of the exhibit rooms and pre-function space, and will not make or allow to be made any alterations of any kind to the building or equipment of the Charleston Marriott Hotel.

Exhibitor shall not post or exhibit, or allow to be posted or exhibited, any signs, advertisements, show bills, lithographs, posters or cards of any description on any part of the Charleston Marriott Hotel. Anything in connection therewith necessary or proper for the protection of the building, equipment, or furniture will be at the expense of the exhibitor. The cost to repair any damage caused to the building as result of the violation of this provision shall be paid by the exhibitor. Exhibitor agrees to indemnify and hold harmless VASA for any and all claims arising out of damage to the Charleston Marriott Hotel.

SECURITY
Security shall be furnished by management to be on duty in the exhibit area when exhibits are closed, but the safekeeping of the exhibitor’s property shall remain the responsibility of the exhibitor. It is suggested that all companies employ a security guard, at the company’s cost, to secure valuable equipment or instruments.

SMOKE FREE MEETING
Smoking is not allowed in any of the meeting function rooms or areas around the hotel where the VASA Symposium will be held.

SPECIAL NEEDS
Please contact the Society’s Administrative Offices if you have a disability which will require accommodation.

SUBLETTING OF SPACE
The subletting, assignment or appointment of the whole or any part of the space or table-top by any exhibitor is prohibited. No exhibitor may permit any other party to exhibit in their space any goods other than those either manufactured or distributed by the contracting exhibitor, nor permit the solicitation of business by others within their space.

FOR FURTHER INFORMATION CONTACT
Vascular Access Society of the Americas
446 E High Street, Suite 10, Lexington, KY 40507
Tel: 859-977-7457 | Fax: 859-271-0607 | info@vasamd.org