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Exhibitor Prospectus
Application and Contract Information
Technical Exhibits/For-Profit Organizations
To reserve exhibit space, complete the Application and Contract for Exhibit Space and return it to the AAAAI executive office along with the required payment. Applications submitted on or before October 15, 2004, require a deposit of 50% of the booth rental fees; applications submitted after October 15, 2004, require full payment of the booth rental fees. Both the completed application and payment are required for space assignment.
In order to be considered for the priority assignment of exhibit space, applications must be received by October 15, 2004. Applications received after this date will be assigned on a first-come, first-served basis and only as long as space remains available. Please see the Priority Assignment section for more information about space assignment. Once priority assignments have been made, full payment must be made by December 17, 2004. In the event that full payment is not received by this date, space may be released back into the general inventory.
Review Process
The AAAAI will examine all applications and evaluate the proposed exhibits to determine whether they satisfy certain basic criteria. However, permission to exhibit does not constitute in any way an AAAAI endorsement or approval of the exhibited products or services, or guarantee that space will be assigned.
The decisions of the AAAAI regarding applications shall be final. The principle criteria to be considered include, but are not limited to, 1) whether the products or services proposed for exhibition relate specifically to the practice or advancement of allergy, asthma or immunology, 2) whether the proposed exhibit is of informational value to allergists/immunologists and 3) whether the products or services in question, in the opinion of the AAAAI, are safe and effective. In order to make these determinations, there must be available a specific description of the products or services proposed for exhibition and adequate supporting data regarding the products or services on the Application and Contract for Exhibit Space. Exhibitors shall not exhibit any products or services other than those included on their Application and Contract for Exhibit Space or those approved in writing by the AAAAI.
Even where an exhibitor meets the basic criteria described above, the AAAAI still reserves the right to deny any request to exhibit based on space limitations, safety concerns, failure to comply with these procedures or requirements, past inappropriate conduct by the applicant (including but not limited to failure to comply with AAAAI exhibitor rules and regulations) or a reasonable determination by the AAAAI that allowing the applicant to exhibit would adversely affect the goodwill and reputation of the AAAAI and/or its affiliates or members.
Priority Assignment
Priority assignment of exhibit space will be based on the total number of priority points accrued. For the 2005 AAAAI Annual Meeting in San Antonio, exhibitors will accumulate priority points based on the following:
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History of exhibit space rented for the last five years. Island exhibitors will be awarded 2 points for every 100 square feet of space rented in 2004, 2003, 2002, 2001 and 2000. Companies with in-line exhibits will be awarded 2 points for every 10 ft x 8 ft or 10 ft x 4 ft space rented in 2002, and 2 points for every 100 square feet of space rented in 2004, 2003, 2001 and 2000.
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Bonus points for consecutive years of exhibiting. Ten bonus points will be awarded to companies exhibiting at the 2004, 2003, 2002, 2001 and 2000 Annual Meetings, regardless of the amount of space rented in each year.
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Unrestricted grants. Exhibiting companies will be awarded 1 point for every $10,000 in unrestricted grants made to the AAAAI between September 1, 2003 and August 31, 2004. Points will be awarded based on the receipt of signed letters of agreement between the dates mentioned above. Points will only be awarded for grants made in support of directly-sponsored activities of the AAAAI.
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Donations to the AAAAI Education and Research Trust (ERT). Exhibiting companies will be awarded 1 point for every $10,000 in donations made to the ERT between September 1, 2003 and August 31, 2004. Points will be awarded based on actual money received and without respect to the return of signed pledge forms. The full purchase price of tables or tickets for the 2004 ERT Benefit will be included in these calculations.
In the event that multiple companies have accrued an equal number of priority points, the exhibit application with the earliest receipt date will be given preference. Requested exhibit booths will be drawn on an empty floor plan in priority point order. The AAAAI will attempt to meet the size, space and location needs of each individual company, but reserves the right to assign space in the way it determines most appropriate for the overall exhibition. Notification of space assignment will be sent to exhibitors on November 15, 2004.
Educational Exhibits/Non-Profit Organizations
As part of its outreach efforts, the AAAAI has developed a number of important relationships with organizations whose primary educational missions appeal to a large segment of the AAAAI membership. At the discretion of the AAAAI, a number of these organizations can be invited to accept complimentary exhibit space at the AAAAI Annual Meeting. Organizations not so invited may also apply for complimentary exhibit space, if they meet the following criteria: (1) They are a non-profit organization as defined by maintaining 501(c) tax status; (2) They are national in the scope of their activities; (3) Their overall mission is primarily educational in nature; and (4) Their mission would appeal to a large segment of the AAAAI membership and further the AAAAI strategic plan.
Review Process
Applications for complimentary exhibit space from non-invited organizations must include a copy of the IRS letter of determination verifying their 501(c) tax status, and may also include any documentation the organization wishes to submit to demonstrate compliance with the criteria listed above. These applications will be reviewed by the AAAAI for compliance with the criteria listed above. At its sole discretion, the AAAAI will accept or reject applications based both on criteria compliance and the amount of complimentary space available in the exhibit hall. Acceptance or rejection letters will be mailed on November 15, 2004. Organizations that receive complimentary exhibit space will also receive the Exhibitor Service Kit on November 15.
Booth Assignment
All approved complimentary exhibitors, invited or otherwise, will be assigned exhibit space in the exhibit hall if available, or in some other appropriate location if not. Space will be provided to all approved complimentary exhibitors, but paying exhibitors will be given priority for space in the exhibit hall. Notification of booth assignment will be sent to complimentary exhibitors on December 17, 2004.
Product/Service Descriptions
Product or service descriptions are a required part of the application process for both technical and educational exhibits. Applications submitted without a product or service description will be returned to the exhibiting company as the AAAAI cannot begin the review process until all sections are completed.
Exhibitor Listings
The exhibitor listing will appear under the company name and address in the Annual Meeting final program. All listings should be in paragraph form, typed and no longer than 50 words. Exhibitor listings longer than 50 words will be edited for length. Revisions to exhibitor listings should be sent to Katie Ferguson, AAAAI Meetings & Exhibits Manager, at kferguson@aaaai.org by December 17, 2004. More information will be listed in the Exhibitor Service Kit.
Late Applications
Applications will be reviewed until space is no longer available. In the event that an application for exhibit space is received after December 17, 2004, the exhibitor listing, though still required for application, may not be listed in the Annual Meeting final program. All space assignments are subject to the cancellation policy deadlines, regardless of the date space was assigned.
Booth Rental Fees
| In-line Booths |
$27.00 per square foot |
| Corner Booths |
$30.00 per square foot |
| Island Booths |
$35.00 per square foot |
Island Booths
wider than 20 feet (20') |
$38.00 per square foot |
The booth rental fee includes:
- one complimentary conference registration per one hundred square feet (100 ft²) of exhibit space rented (up to 15 complimentary registrations)
- flame-proof, eight-foot (8') high backwall drape, three-foot (3') high sidewall drape (not applicable to island booths)
- booth identification sign listing the company name and booth number (not applicable to island booths)
- twenty-four hour security during installation and dismantlement hours
- after-hours security for the duration of the exhibition
- general maintenance of the aisles and common exhibit hall areas
Deposit
A minimum deposit of 50% of the booth rental fees is due with the completed application and contract submitted on or before October 15, 2004. The deposit must be received in order for priority space assignment to be made. Applications received after October 15, 2004, require full payment of booth rental fees. Space assignment will not be made without the appropriate accompanying deposit.
Balance Due
For exhibitors submitting 50% deposits before the October 15, 2004, priority assignment deadline, full payment is due by December 17, 2004. In the event that full payment is not received by this date, space may be released back into the general inventory. No company will be allowed to exhibit unless full payment for booth space has been received.
Cancellation/Space Reduction Policy
If an exhibitor wishes to cancel or reduce exhibit space after assignment has been made, written notification must be sent on company letterhead to Katie Ferguson, AAAAI Meetings & Exhibits Manager.
If written notification of cancellation or booth reduction is received at the AAAAI executive office:
By December 17, 2004
A refund, minus a processing charge of $100 per one hundred square feet (100 ft²), will be granted.
December 18, 2004 through January 31, 2005
A refund, minus a processing charge of $1000 per one hundred square feet (100 ft²), will be granted.
After January 31, 2005
No refunds will be granted.
An exhibitor’s cancellation of exhibit space will result in the release of any hotel/convention center meeting space previously assigned to the exhibitor and all sleeping rooms previously assigned to the exhibitor.
Booth Relocation
The AAAAI reserves the right to adjust the floor plan at any time. The AAAAI reserves the right to relocate exhibitors should it become necessary or advisable in the best judgment of the AAAAI. Every effort will be made to relocate the exhibitor to another comparable space if the AAAAI deems such a relocation to be necessary or appropriate. In the instance of booth relocation, the exhibitor has the option to cancel their space and receive a full refund .
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