2018 VASA Symposium Sponsor & Exhibitor Prospectus

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  • Exhibit Hall Diagram [PDF]

    Dear Industry Colleague

    The Vascular Access Society of the Americas invites you to participate as an exhibitor at the Vascular Access for Hemodialysis XVI Symposium that will be held May 10-12, 2018 at the Roosevelt Hotel in New Orleans.

    This premier educational event provides an opportunity to share a platform for two and half days of sessions and open discussions. 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. This is an opportunity for your company to showcase its products and services to a diverse specialty base committed to access surgery.

    Over 300 participants attended the 2016 Symposium and we expect a record number of participants for this year’s Symposium. 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 & Allied Health
    • New Devices & Technologies
    • Video Presentations
    • Poster Session in the exhibit hall
    Please click here to view the various opportunities available with each exhibit participation level. Additional registration for company representatives is available. Please review this information carefully and return your application as soon as possible as space is limited. The VASA Board of Directors & Symposium Program Committee are dedicated to ensuring this will be a productive and engaging experience for both your company and our members and Symposium participants. We are grateful for your support and commitment to VASA and look forward to seeing you in New Orleans.

    Why VASA 2018?

    Outstanding Scientific Sessions: Leading lecturers in our field will be invited to present, and 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 your company’s support of the Symposium.

    Increased Face-Time with Attendees: Attendees have the opportunity to visit your company’s exhibit during prime exhibit hours, including a reception on Friday evening, May 11, 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

    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.

    Friday, May 11, 2018: 7:00 a.m. – 7:00 p.m.
    Saturday, May 12, 2018: 8:00 a.m. – 3:00 p.m.
    *Exhibit dates and hours are subject to change based on the Scientific program and other sessions planned. Additional information will be available in February 2018.

    Networking Reception will be held on Friday, May 11th. Continental breakfasts, lunches and coffee breaks will be served in the exhibit hall daily.

    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 each session. Limited space is available.

    Exhibiting Opportunities

    The exhibits will be located in the Crescent City Ballroom room of the Roosevelt Hotel located near the historic French Quarter. This provides additional space to enable our Platinum and Gold exhibitors to have a larger area to market their products and services. Space under these levels 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 in this brochure.

    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 presentations
    • 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

    The exhibit area will be available for set-up starting at 1:00 p.m. on Thursday, May 10th. 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 11th. Assembly of exhibits during the regularly scheduled exhibit hours will not be permitted.

    All exhibits must remain intact until the official closing time of 5:00 p.m., Saturday, May 12th 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. Companies tearing down and leaving prior to the official closing of exhibits will lose priority points for future years.

    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.

    Cancellations must be received in writing by March 16th. All refunds in exhibit fees are subject to a 50% administrative fee. There will be no refunds for cancellations received after March 16, 2018.

    • Exhibitors will receive complete information including:
    • Confirmation of Space Assignment
    • Electrical Forms from the Roosevelt Hotel
    • Shipping Forms from the Roosevelt Hotel
    • Information relative to AV services
    • Hotel Reservation Information
    • Preliminary Scientific Program
    • Registration Forms for Company Representatives
    On behalf of our Symposium attendees, the following special rates have been secured over the dates of the 16th Vascular Access Symposium: $289 plus sales tax per night (Single/Double Occupancy).

    Rules & Regulations

    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 – four (4) Company representatives
    • Platinum Exhibitors – six (6) Company representatives
    • Additional representatives may register at the VASA Member registration fee to be determined.
    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 drawings, raffles or quiz-type contests of any type will be permitted. 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.

    No retail sales are permitted within the exhibit area at any time, but orders may be taken.

    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 Roosevelt Hotel must have space released by the Society.

    All materials used in the exhibit area must be flame-proofed and fire-resistant in order to conform to the local fire ordinances and in accordance with regulations established by the local Fire Department. Crepe paper or corrugated paper, flame-proofed or otherwise, will not be permitted. Excelsior or other paper is not to be used in crating merchandise. Display racks, signs, spotlights and special equipment must be approved before use, and all displays are subject to inspection by the Fire Prevention Bureau. Any exhibit or parts thereof found not to be fire-proof may be dismantled. All aisles and exits must be kept clear at all times, and fire stations and fire extinguisher equipment are not to be covered or obstructed.

    Exhibitor assumes responsibility for any liability for removal or disposal of any material considered to be hazardous waste material. Exhibitor also agrees to conform to any local ordinances and regulations concerning the disposal of any and all hazardous waste. Any and all costs incurred in the removal of hazardous waste from the exhibit facility will be the sole responsibility of the exhibitor.

    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 10-12, 2018 at the Roosevelt Hotel. Online reservations will be available through the Society’s website (www.vasamd.org). Reservations also may be made by calling 1-800-WALDORF and requesting the VASA Symposium group rate. 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 16, 2018 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.

    Hilton Worldwide 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 Roosevelt Hotel or of others located in the Facilities, nor shall they be responsible for any loss or damage resulting from the negligence of the Roosevelt 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 Roosevelt Hotel and VASA shall not be without limitation, any subrogation claims by the Roosevelt 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 Roosevelt 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, Roosevelt Hotel and their employees and agents. In addition, Exhibitor acknowledges that VASA and the Roosevelt 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.

    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 16th Symposium.

    Exhibitor shall not permit anything that will injure, mar or in any manner deface the Roosevelt Hotel, Hilton Worldwide 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 Roosevelt 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 Roosevelt 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 Roosevelt Hotel.

    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.

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

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

    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.

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