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Exhibitor Prospectus
Exhibit Opportunities
Exhibit Application Procedures
Technical/For-Profit Organization Exhibit Space
The AAAAI will examine all applications and evaluate the proposed exhibits to determine whether they satisfy certain basic criteria. 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 principal criteria to be considered include, but are not limited to:
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Whether the products or services proposed for exhibition relate specifically to the practice or advancement of allergy, asthma or immunology.
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Whether the proposed exhibit is of informational value to allergist/immunologists.
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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 on the Exhibit Space Application and Contract and if requested, adequate supporting data regarding the products or services. Exhibitors shall not exhibit any products or services other than those included on their Exhibit Space Application and Contract 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. The decisions of the AAAAI regarding applications shall be final.
To reserve exhibit space, complete the Exhibit Space Application and Contract and return it to the AAAAI executive office along with the required payment. In order to be considered for the priority assignment of exhibit space, applications must be received by September 29, 2006. Following initial space assignments, all additional assignments are made on a first-come, first-served basis.
Priority Point Assignment
Priority assignment of exhibit space will be based on the total number of priority points accrued. For the 2007 AAAAI Annual Meeting in San Diego, 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 2006, 2005, 2004, 2003 and 2002. Companies with in-line exhibits will be awarded 2 points for every 10’ x 8’ or 10’ x 4’ space rented in 2002, and 2 points for every 100 square feet of space rented in 2006, 2005, 2004 and 2003.
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Bonus points for consecutive years of exhibiting. Ten bonus points will be awarded to companies exhibiting at the 2006, 2005, 2004, 2003 and 2002 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 paid to the AAAAI between September 1, 2005 and August 31, 2006. 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, 2005 and August 31, 2006. 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 2006 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 1, 2006.
Educational/Non-Profit Organization Exhibit Space
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 may apply for complimentary exhibit space, if they meet all the following criteria:
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They are a non-profit organization as defined by maintaining 501(c) tax status.
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They are national in the scope of their activities.
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Their overall mission is primarily educational in nature.
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Their mission would appeal to a large segment of the AAAAI membership and further the AAAAI strategic goals.
Applications for complimentary exhibit space 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.
All approved complimentary exhibitors will be assigned exhibit space in the exhibit hall, if available, or in some other appropriate location within the Convention Center. Space will be provided to all approved complimentary exhibitors, however paying exhibitors will be given priority for space in the exhibit hall. Notification of booth assignment will be sent to complimentary exhibitors on November 17, 2006.
Product/Service Descriptions
Product or service descriptions are a required part of the application process for both technical and educational exhibitors. 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.
Exhibit Descriptions
The exhibit description will be printed in the Final Program Exhibit Directory. The description will appear under the company name and address listed on your exhibit application. All descriptions should be in paragraph form, typed and no longer than 50 words. Exhibit descriptions longer than 50 words will be edited for length. Descriptions should be sent to Katie Ferguson, AAAAI Senior Manager, Meetings, at kferguson@aaaai.org by December 1, 2006.
Late Applications
In the event that an application for exhibit space is received after December 1, 2006, the exhibit description, though still required as part of the application, may not be listed in the Final Program Exhibit Directory. Applications will be reviewed until space is no longer available. All space assignments are subject to the cancellation policy deadlines, regardless of the date space is assigned.
Restriction of Exhibits
The AAAAI reserves the right to (a) reject, for any reason, any exhibit application submitted for the 2007 Annual Meeting; (b) reject, prohibit, restrict or otherwise require modification of any exhibit for any reason; and (c) evict or bar any exhibitor whose exhibit, materials or conduct is objectionable to show management for any reason. In the event of any such rejection, prohibition, restriction or eviction under this policy, the responsibility of show management, if any, to the exhibitor shall be limited to the refund of any exhibit fees paid for the 2007 Annual Meeting and the AAAAI shall have no further responsibility or liability to such exhibitor. Under no circumstances will the AAAAI be responsible for any rental or other expenses, costs or losses incurred by the exhibitor on account of any such rejection, prohibition, restriction or eviction under this policy.
For more information about exhibit application procedures contact:
Katie Ferguson
AAAAI Senior Manager, Meetings
Phone: (414) 272-6071
E-mail: kferguson@aaaai.org
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