Dear Exhibitor: On behalf of the planning organizations, you are invited to be an exhibitor at the 2012 Professional Development Conference (PDC) for Health Professions Financial Aid Administrators. About the PDC As the only annual meeting of Health Professions Financial Aid Administrators, the PDC is a perfect opportunity to showcase your organization s products and services. Sponsored by the Association of American Medical Colleges (AAMC) in conjunction with the American Association of Colleges of Pharmacy, American Dental Education Association, and the American Association of Colleges of Osteopathic Medicine; this meeting provides a unique opportunity to meet with financial aid professionals from a variety of health professions institutions. Previous exhibitors consider this opportunity as one of the most important venues available to them. It is also the meeting of choice for virtually all health professions financial aid administrators. Who Will Attend The 2012 PDC will attract approximately 125 Health Professions Financial Aid Administrators from a broad spectrum of health profession institutions. Exhibitor Benefits With the purchase of each exhibit, your organization will be entitled to: Three full meeting registrations to attend the entire meeting and attend all sessions and receptions Access to the largest annual gathering of health professions financial aid administrators A description of your organization in the final program One set of registrant mailing list to be used for the purpose of this meeting only. You will receive this mailing list during the week of December 12 1-6'x 30 table skirted uniform color 2 - chairs 1 - wastebasket 1 Easel to accommodate a 22 x 28 sign A list of PDC participants (distributed to all registered exhibitors on-site) This is certain to be a most dynamic conference. We look forward to including your exhibit at the 2012 PDC for Health Professions Financial Aid Administrators. Shelley Yerman For the PDC Planning Committee AAMC, Senior Specialist, Student Financial Aid
Application to Exhibit Exhibitor Booth Package Fee $1,750.00 includes three (3) Exhibitor Staff to attend the meeting. Application Process Exhibit space is reserved on a first-come, first-served basis. AAMC reserves the right to deny any organization space to exhibit. There is a two stage application and registration process. To apply for a booth at the 2012 Professional Development Conference for Health Professions Financial Aid Administrators, please read the exhibitor rules and regulations included in this document, and then complete the exhibitor agreement form. Full payment of the exhibitor fee is due with your application to secure exhibit space. Space will not be reserved unless full payment is received. Applications must be completed by Wednesday, November 16, 2011. You will be notified via e-mail by November 18, 2011 if your request to exhibit has been accepted and then we will need you to provide a list of staff and their email address that will be manning your booth (no more than three staff) to Carlos LaTorre, Meeting Registrar, by email to clatorre@aamc.org. An email will be sent directly your staff to register through our registration system. Program Description A 100 word description of your organization will be included on the conference presentation website. This description will be available to all meeting attendees and will include your organization name, contact name, title, city, state, telephone number, fax number, e-mail address, and company URL. Your organization description must be submitted during the application process with your exhibitor agreement. Registration of Exhibitor Staff Once your organization has been accepted to exhibit at the PDC, we will need you to provide a list of staff and their email address that will be staffing your booth (no more than three staff) to Carlos LaTorre, Meeting Registrar, by email to clatorre@aamc.org. An email will be sent directly your staff to register through our registration system. Exhibit staff will be able to attend the entire meeting and attend all sessions and receptions. The staff you provide to us will receive a link to register for the meeting. They will have until December 22, 2011, to complete their registration. Registrations received after December 22 will incur a $25.00 late registration fee. Changes to names on a registration will incur a change fee of $25.00 after December 22. All exhibitor staff must register for the conference.
Exhibitor Commitments To set up by 10:30 a.m. on Thursday, January, 12. You will have access to the exhibit hall on Thursday, January 12 from 7:30 10:30 a.m. Dismantling of all materials and equipment from the exhibit hall by 12:00 p.m. on Friday, January 13. To register all staff from your organization for admission to the exhibit hall. Willingness to abide by the exhibitor regulations detailed in this call for exhibitors. Tentative Exhibitor Schedule Thurs. Jan. 12 7:30 a.m. 10:30 a.m. Exhibitor Move-In Thurs. Jan. 12 10:30 a.m. 11:00 a.m. Event Thurs. Jan. 12 2:45 p.m. 3:30 p.m. Event Fri. Jan. 13 10:15 a.m. 10:45a.m. Event Fri. Jan. 13 10:45 a.m. 12:15 p.m. Exhibitor Move Out Exhibitor Timeline November 16, 2011 November 18, 2011 December 22, 2011 January 12-13, 2012 Exhibitor Application Deadline Exhibitors Confirmed and Registration Opens for Exhibitor Staff Exhibit Staff Registration Deadline Exhibit Fair
Questions If you have questions regarding the Exhibit Fair, please contact Jodi VanWoerkom at jvanwoerkom@aamc.org or 202-828-0047. Hotel Reservations Charleston Place Hotel 205 Meeting Street Charleston, SC 29401 The room rate, which is subject to a tax of 12.5% is: $209.00 Single/Double Occupancy To make your hotel reservations, call 800-831-3490 or email groupers@charlestonplace.com. Be sure to identify yourself with the AAMC in order to receive the group rate. To confirm your reservation, a deposit equal to one night s room charge must accompany your reservation request. A check or major credit card will be accepted. Reservations must be made prior to December 20, 2011. Rooms held for this meeting will be released on this date. Any reservation requests received after December 20, 2011 will be accepted only on a space available basis at the group rate. Please note that the room block may fill before December 20, 2011, so we encourage you to make your reservations early. Cancellation of any guaranteed room reservation must be received by the hotel 72 hours prior to the day of arrival without penalty. Cancellations received after that time forfeits the deposit. Check-in time is 4:00 pm and check-out time is 12:00 pm. AAMC reserves the right to cancel reservations from the hotel room block of individuals who are not registered with AAMC as exhibitor personnel. Cancellation Policy for Exhibit Booth Cancellations received after Friday, December 18, 2011 will result in forfeiture of the entire exhibitor fee. To receive a full refund, written notice of cancellation must be received, in writing, via US Postal Service or e-mail by December 18 to: Jodi VanWoerkom Meeting Planner AAMC 2450 N Street NW Washington, DC 20037-1127 Phone: 202-828-0047 Fax: 202-862-6188 jvanwoerkom@aamc.org
Rules and Regulations for Exhibiting 1. Exhibitor Sponsorship and Objectives The AAMC Exhibit Hall is produced by, and is the property of the Association of American Medical Colleges, herein referred to as AAMC. The Exhibit Hall is a practical, education adjunct to the professional meetings held during the 2012 Professional Development Conference (PDC) for Health Professions Financial Aid Administrators. The Exhibit Hall is meant to supplement the professional meetings by providing AAMC members with the various types of products, services and information available to them. Exhibitors are expected to display their products and/or discuss their services with awareness of the professional and practical needs of meeting attendees. AAMC reserves the right to refuse space to any applicant which, in the opinion of the AAMC, is unlikely to contribute to the overall objectives of the meeting. The AAMC may prohibit installation or request removal or discontinuance of any exhibit or promotion, wholly or in part, that is in its opinion not keeping with the character and purpose of the conference. Any exhibitor that does not abide by these guidelines will not be invited to participate in future PDC Exhibits. 2. Exhibitor Representative Responsibilities Each exhibitor must name one person to be the official Representative in Charge and responsible party. The official Representative in Charge will receive all relevant materials relating to the 2012 Professional Development Conference (PDC) for Health Professions Financial Aid Administrators. That representative shall be authorized to enter into such contracts as may be necessary for fulfillment of obligations to AAMC and to other contractors and subcontractors. At least one representative must be at the display during all official hours of the Exhibit. It is the responsibility of the official Representative in charge to ensure that all staff affiliated with the exhibit adhere to these regulations. Exhibitors will not have any role in the selection of meeting content, topics, or speakers, and cannot attend any planning activities for the meeting. An exhibitor or other commercial representative may be included as a presenter on the program agenda if he/she has a particular expertise that would make a significant and relevant contribution to the program, and a representative of an AAMC member institution (or AAMC staff) is a co-presenter. 3. Contract for Exhibit Space The application for exhibit space, the notices of space assignment by AAMC and the full payment of rental charges together constitute a contract for a right to use the space. Applications should be filed promptly on or before Wednesday, November 16. The exhibitor booth fee must be paid in full during the application process, on or before November 16, 2011. 4. Arrangements of Exhibits All exhibits must be arranged so as not to obstruct the general view or hide the exhibits of others. 5. Installation & Dismantle Schedule Thurs. Jan. 12 7:30 a.m. 10:30 a.m. Exhibitor Move-In Thurs. Jan. 12 10:30 a.m. 11:00 a.m. Event Thurs. Jan. 12 2:45 p.m. 3:30 p.m. Event Fri. Jan. 13 10:15 a.m. 10:45a.m. Event Fri. Jan. 13 10:45 a.m. 12:15 p.m. Exhibitor Move Out 6. Registration of Exhibitor Personnel Each exhibiting organization is entitled to purchase one booth package with three full meeting registrations. Exhibitor staff will be able to attend the entire meeting and attend all sessions and receptions. A registration must be completed for each exhibitor staff attending the PDC. All personnel in booths are required to display proper name badges throughout move-in, show, PDC hours and move-out. Exhibit staff may attend meeting sessions, but may not initiate sales activities while in the room where the session takes place.
Exhibitors will not be accepted in exchange for the company/organization conducting a pre- or post-conference session or workshop about their services or product. Additional exhibitor staff passes are not for sale. 7. 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 dismantling, decoration or use of equipment must be ordered through the official service contractor. Tipping is strictly forbidden for any personnel providing services to exhibitors. 8. Use of Exhibit Space No exhibitor shall assign, sublet or share the whole or any part of the space allotted without the consent of Management and approval of the terms thereof. No exhibitor is permitted to show goods other than those manufactured or handled by him in the regular course of business. No firm or organization not assigned space in the exhibit area will be permitted to solicit business in any manner within the exhibit area. 9. Sound Devices and Noise Level The use of devices for the mechanical reproduction of sound is prohibited. Any demonstrations or presentations must be conducted at a low volume so that nearby exhibitors are not bothered. 10. Exhibitor-Sponsored Sessions In the past, some Exhibitors have requested meeting space in which to hold sessions and product demonstrations. Exhibitors may host an independent event for meeting attendees, under the following guidelines: (a) the event does not conflict with any scheduled meeting session or event; (b) the event will not be listed in the meeting program; and (c) exhibitor is solely responsible for advertising the event. AAMC does not advertise or promote independent events. Exhibitors will be provided with a mailing list of the conference attendees for the exclusive purpose of marketing prior to and post-conference. They will not be granted access to any other AAMC or meeting lists. Attendees will be given the option to opt out of inclusion in these lists. The conference begins at 1:30 p.m. on Wednesday, January 11 and concludes at 3:00 p.m. on Friday, January 13. We encourage exhibitors to utilize the space assigned to them in the exhibit hall for all activities. 11. Circulation and Solicitation Distribution by the exhibitor of any printed matter, souvenirs or other articles must be confined to the space assigned (Invitations that can be slid under guest room doors are not permitted). No undignified manner of attracting attention will be permitted. All aisle space belongs to AAMC. No exhibitor or advertising matter will be allowed to extend beyond the space allotted to the exhibitor. Gifts may not be delivered to attendees rooms. Exhibitors will be listed in the final program along with contact information and a brief description of their services. No logos or company graphics may be used in any AAMC meeting materials, including the final program and signage. 12. Giveaways Exhibitors may provide token giveaways at their table/booth, but cannot distribute these items in any other space, including at registration. Exhibitors are prohibited from providing meeting accessories (tote bags, lanyards) for distribution to all attendees. Raffles are permitted, but must be pre-approved by AAMC staff. AAMC staff has the right to approve exhibitor materials. Materials cannot be displayed or distributed beyond the exhibit table/booth. 13. Direct Selling In the event that an exhibitor engages in on location transactions, the exhibitor will be responsible for complying with all federal, state and local laws regarding sales taxes and laws that may pertain to such sales. 14. Location of Exhibit Area The Management reserves the right to alter the location of the exhibit area as it deems advisable, and in the interest of the Exhibit Show; however, no change of
location will be made without full discussion with the exhibitor affected by such changes. 15. Security The Management will take reasonable precautions to safeguard the exhibit hall; however, the Management will not be liable for loss or damage to property of the exhibitor or his representatives or employees from theft, fire, accident or any other cause beyond its control. Exhibitors are advised to insure themselves at their own expense against property loss or damage and against liability for personal injury. Management's liability, for injury, to persons or loss or damage to property shall be limited to such as may be caused by its negligence. The exhibitor shall indemnify the Management against, and hold it harmless from, negligence of the exhibitor in connection, with exhibitor s use of display space. 16. Failure to Open Exhibit Hall In case the premises of the Hotel shall be destroyed, or damaged, or if the AAMC Exhibition fails to take place as scheduled or is interrupted and/or discontinued, or access to the premises is prevented or interfered with by reason of any strike, lockout, injunction, act of war, act of God, emergency declared by any government agency or for any other reason, this contract may be terminated by AAMC. In the event of such termination, the exhibitor waives any and all damages and claims for damages and agrees that the sole liability of AAMC shall be to return to each exhibitor his space payments, less his pro rata share of all costs and expenses incurred and committed by AAMC. 17. Regulations and Contract These regulations have been formulated in the best interest of all concerned and become a part of the contract between the Exhibitor and AAMC. All matters and questions not covered by these regulations are subject to the decisions of the Management. 18. AAMC reserves the right to deny exhibit space to any organization.
Exhibitor Agreement Professional Development Conference for Health Professions Financial Aid Administrators January 11-13, 2012 Charleston Place Hotel, Charleston, SC. ( Exhibitor ) agrees to be an exhibitor for the 2012 Professional Development Conference for Health Professions Financial Aid Administrators being held January 11-13, 2012 at the Charleston Place Hotel, in Charleston, SC. ( Exhibitor ) agrees to pay a booth fee of $1,750. Upon return of this agreement, AAMC will send an invoice to the Exhibitor Contact listed below. By signing this agreement, Exhibitor and its authorized representative acknowledge that Exhibitor has received a copy, read and agrees to comply with the rules and regulations for exhibitors at the 2012 Professional Development Conference for Health Professions Financial Aid Administrators. Exhibitor Contact Title Address City, State, Zip Code Telephone # S ignature of Authorized Representative _ Printed Name of Authorized Representative (if different from contact) Date If you would like to charge your booth fee to a credit card, please complete the following information (no invoice will be forwarded): MasterCard Visa AMEX Amount $ # Expiration Date / / Signature _ Name as It Appears on Card Return agreement to the attention of: Jodi VanWoerkom E-mail: jvanwoerkom@aamc.org or Fax: 202/862-6188
Exhibitor Agreement Professional Development Conference for Health Professions Financial Aid Administrators January 11-13, 2012 Charleston Place Hotel, Charleston, SC. Please complete the product description template and email it to Jodi VanWoerkom at jvanwoerkom@aamc.org with your exhibitor agreement by November 16, 2011. Company/Organization Description is Limited to 100 words Company/Organization Name: Primary Contact Name: Primary Contact Title: Company/Organization Address: Company/Organization City: Company/Organization State: Telephone Number: Fax Number: Primary Contact E-mail Address: Company/Organization URL: 100 Word Company/Organization Descriptions:
Exhibitor Check List Professional Development Conference for Health Professions Financial Aid Administrators January 11-13, 2012 Charleston Place Hotel, Charleston, SC. Requirements Deadline Complete the Exhibitor Agreement form for booth. Your $1,750.00 includes three registrations for the full conference including all meals and activities. Email Jodi VanWoerkom (jvanwoerkom@aamc.org) your company/ organization 100 word description for the final program. Please use the company/organization description template in the exhibitor agreement packet. Provide registration list to Carlos La Torre, Meeting Registrar, clatorre@aamc.org. A link will be sent to the exhibit staff you have provided to register online. Complete Exhibitor Staff Registration Online. Register online by December 22, 2011. To make your hotel reservations, please call 800-831-3490 and identify yourself with the AAMC in order to receive the group rate. November 16, 2011 November 16, 2011 November 18, 2011 December 22, 2011 December 22, 2011