Exhibitor Prospectus
Additional Opportunities for Exhibitors & Industry Partners
AAAAI Logo Usage Information
Only commercial supporters of official AAAAI Annual Meeting educational sessions or meeting services will be authorized to use the AAAAI and/or Annual Meeting names and logos in their promotional campaigns. All such usage must be approved in draft format by the AAAAI before any printing or promotion can take place. Although use of AAAAI names and logos will be permitted to show appropriate affiliation with the educational session or meeting service, use of AAAAI names and logos will be carefully monitored by the AAAAI to avoid any real or implied endorsement of the industry partner’s products or services. To request the AAAAI logo, please complete the Logo Usage Request Form: External Organization.
For information about AAAAI logo usage contact:
Michele Martinez
AAAAI Director of Communications
Phone: (414) 272-6071
E-mail: mmartinez@aaaai.org
Affiliated Functions
The AAAAI is willing to release meeting space it does not require for affiliated functions held by industry or related organizations that have members, personnel or other individuals attending the Annual Meeting. Industry and related organizations may request meeting space for their own private functions provided the function conforms to the AAAAI criteria for content and scheduling.
The majority of AAAAI educational sessions and activities will take place at the Miami Beach Convention Center and at the Loews Miami Beach Hotel, and the AAAAI controls the allocation of all meeting space at both of these facilities. The AAAAI also controls the scheduling of affiliated functions at all other official AAAAI hotels, including the Fontainebleau Resort. As such, an Affiliated Function Application must be completed for every affiliate function, whether or not the meeting space is requested at the convention center, the hotels or any other venue.
If the AAAAI approves the request, the AAAAI may release specific meeting space, upon which it will be the responsibility of the industry or related organization to contract with the facility for that space.
Affiliated functions can generally be organized in three types:
Social Events
A social event is an affiliated function whose primary purpose is to entertain the participants. The most popular example of this is a reception. As a general rule, no affiliate social events will be scheduled to conflict with any official Annual Meeting educational session or activity. Affiliate social events may NOT include any presentation of educational or scientific content to meeting delegates.
Educational Sessions
An educational session is an affiliated function whose primary purpose is to educate its participants. Popular examples include symposia, workshops and seminars. Industry and organization partners who are interested in organizing educational sessions in conjunction with the Annual Meeting should follow the guidelines described in this publication. These guidelines represent acceptable methods for industry and outside organizations to support educational sessions at the Annual Meeting. Satellite sessions, or those planned without the input or invitation of the AAAAI, are not permitted at the Annual Meeting.
Other
Affiliated functions of other types will be evaluated on a case-by-case basis. Functions that typically are allowed include industry meetings, committee meetings, internal sales/staff meetings and private religious ceremonies.
As a general rule, functions organized for promotional or market research purposes are prohibited at the Annual Meeting. The only appropriate venue for these activities is inside the Annual Meeting exhibit hall. Also, industry consultant meetings and other forums for “thought leaders” are generally not allowed.
Function Scheduling
The 2006 AAAAI Annual Meeting begins on Friday, March 3 and runs through Tuesday, March 7. Affiliated functions should not detract from attendance at official AAAAI educational sessions and activities. Any affiliated function in which delegates are expected to attend, must be scheduled outside of the following dates and times:
Functions intended for 30 people or more:
Friday, March 3 – before 7:00 am and after 5:00 pm
Saturday, March 4 – before 7:00 am only
Sunday, March 5 – before 7:00 am and after 7:00 pm
Monday, March 6 – before 7:00 am and after 7:00 pm
Tuesday, March 7 – before 7:00 am and after 7:00 pm
Functions intended for 30 people or less:
Friday, March 3 – open
Saturday, March 4 – open
Sunday, March 5 – open
Monday, March 6 – open
Tuesday, March 7 – open
Time for set-up and tear-down must be included in times above.
Due to the extensive schedule of official Annual Meeting sessions and activities, there are times during the meeting schedule when no space is available for affiliated functions.
Requesting a Meeting Room
To request a meeting room, please complete and return the Affiliated Function Application. All sections of the application, including a description of the function and the attendees, must be completed. Once your application is received and space is released, you will work directly with the facility to make arrangements for the function. All costs for the function will be billed directly to you by the facility.
There is no official deadline by which to submit requests for meeting space, however in order for a function to be listed in the AAAAI Final Program, the application must be received at the AAAAI executive office by December 15, 2005.
Room assignments are subject to availability and requests for meeting space are handled strictly on a first-come, first-served basis.
Affiliate Function Confirmations
Affiliate function confirmations will be issued beginning January 3, 2006. No affiliate meeting space will be released prior to January 3. The confirmation letter will include the name of the facility, the meeting space that has been released and the contact information for the individual at the facility who will assist with arrangements for the affiliated function.
Once space is released, the AAAAI has no responsibility for arrangements with the meeting facility. The AAAAI does not endorse or sanction any affiliated functions. Use of the AAAAI or Annual Meeting names or logos in conjunction with these events is strictly prohibited.
For information about affiliated functions contact:
Andi Raabe
AAAAI Director of Meetings
Phone: (414) 272-6071
E-mail: araabe@aaaai.org
Education and Research Trust (ERT)
Friends of the President Fund
The Friends of the President Fund is an outstanding way for industry friends to say thanks to our AAAAI President. It is also a way for industry partners to demonstrate their support of the Education and Research Trust (ERT) whose mission is to increase funding support for training, education and research in allergy and immunology. For each $100 gift made this year, you will receive a red ribbon to wear on your name badge that indicates you are a donor to the Friends of the President Fund. Along with this recognition, your company’s name will be listed in the Academy News “thank-you” article and other ERT literature. Funds from the Friends of the President Fund are used to assist the ERT with the annual awards program. An order form and additional information will be provided in the Exhibitor Service Manual.
For information about the Education and Research Trust contact:
Roseann Gilles
AAAAI Development Project Coordinator
Phone: (414) 272-6071
E-mail: ert@aaaai.org
Hospitality Suites
Delegates of the AAAAI Annual Meeting utilize a significant number of hotel rooms in various hotels across the city of Miami Beach. One or more of these hotels will be designated as the “headquarters” hotel for the meeting. In negotiating contracts with these hotels, the AAAAI reserves a number of large suites as part of its overall hotel room commitment. The AAAAI then makes a portion of these suites available for exhibiting companies to use as a private location to meet with and organize hospitality functions with important clients and colleagues.
These suites are available to exhibiting companies and industry partners only. They are limited in number and available on a strict first-come, first-served basis. Exhibitors who wish to reserve one of these suites should make a request through use of the Hospitality Suite Request Form. Once confirmed, the exhibiting company is responsible for all charges related to booking the suite and the functions held within it.
Events in which Annual Meeting delegates are invited or expected to attend, that are scheduled to take place in hospitality suites must be made known to the AAAAI via completion of an Affiliated Function Application. All such functions and activities are not endorsed or sanctioned by the AAAAI, and use of the AAAAI or Annual Meeting names and logos in conjunction with those events is strictly prohibited.
For information about hospitality suites contact:
Michelle Reed
AAAAI Registration & Housing Coordinator
Phone: (414) 272-6071
E-mail: mreed@aaaai.org
Hotel Room Drops
Industry partners and exhibitors may take advantage of the opportunity to catch the attention of Annual Meeting delegates even before the exhibit hall opens by organizing a room drop. Room drops serve as a wonderful opportunity to greet delegates, promote an educational session or other AAAAI sanctioned event, increase exhibit booth traffic or introduce a new product. Room drops can be custom designed for the 2006 Annual Meeting and will be delivered directly to guest rooms at the official AAAAI hotels. All promotional items must be submitted for AAAAI approval. The official AAAAI meeting hotels will not accept room drop materials without the consent of the AAAAI. Additional information regarding room drops will be included in the Exhibitor Service Manual.
Lead Retrieval Information
Lead retrieval will make gathering and managing your leads in the exhibit hall easier and more productive. Additional information on lead retrieval will be provided in the Exhibitor Service Manual.
Mailing Label Requests
Many industry partners and exhibitors get a head start by mailing product information or invitations in advance to Annual Meeting delegates. You may purchase pre-registration mailing labels for this purpose. In response to delegate requests, no phone numbers will be included in purchased information. Please submit the Mailing Label Request Form along with a sample of the piece to be mailed no later than February 1, 2006. Please allow a two to three week processing time to receive the labels.
For information about mailing label requests contact:
Katie Ferguson
AAAAI Meetings & Exhibits Manager
Phone: (414) 272-6071
E-mail: kferguson@aaaai.org
Traffic Incentive Program
To encourage a high volume of traffic in the exhibit hall, the AAAAI will sponsor an incentive program for the Annual Meeting. Delegates participating in the program will be eligible to win a number of prizes.
Industry partners can support the Traffic Incentive Program by contributing prizes and/or funds for the purchase of prizes to give away during exhibit hall hours. Please note that this does not give exhibitors permission to conduct their own sponsored contests or prize drawings in the exhibit hall. Supporters will be recognized on all promotional materials, including exhibit hall signage and other materials related to the prize drawings. If you are interested in contributing to the program, please submit the Traffic Incentive Program Support Form.
For information about the traffic incentive program contact:
Katie Ferguson
AAAAI Meetings & Exhibits Manager
Phone: (414) 272-6071
E-mail: kferguson@aaaai.org
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