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December 8 – 11, 2019Gaylord National | National Harbor, MD
EXHIBITOR INFORMATION
Exhibit Hours: 4:30 p.m. – 6:00 p.m. on Sunday, December 8, Welcome Reception 7:00 a.m. – 6:45 p.m. on Monday, December 9, includes Cocktail Reception 7:00 a.m. – 4 p.m. on Tuesday, December 107:00 a.m. – 10:15 a.m. on Wednesday, December 11 Doors will open at 6:30 a.m. each day for exhibitors
Exhibit Setup: Exhibits may be set up between noon – 3 p.m. on Sunday, December 8, 2019. The Gaylord National is using Freeman as the on-site exhibitor services company. Shipping addresses and deadlines are below in the Freeman quick facts documents.
All exhibitors will be in the same exhibit hall, as will the evening receptions on Sunday and Monday, and all breakfasts and breaks.
Space Assignment: Space assignments will be made on a first reserved and paid, first served basis. Hot Topics reserves the right to make changes in assignments at any time.
Exhibit Description: Included in the cost of each exhibit is ONE 10’ x 10” exhibit space with pipe and drape. Additional exhibit space is available through the conference for an extra fee. Freestanding displays are permitted if they fit within your allotted space. Booth furnishings, electricity, Internet, video, sound and computer equipment are available for an additional fee and can be rented through Freeman.
Passport Program: In order to encourage more interaction between our attendees and our exhibitors, we will be using a passport program again this year. Every attendee will be given a paper “passport” and asked to have it stamped by the exhibitors they visit. Everyone who turns in a passport that is at least 75% completed will be entered into a drawing to win a fabulous prize (IPad mini? Free Hot Topics registration for 2020? We haven’t decided yet.) On the Exhibitor Information Sheet that you will complete and submit with your payment, you will have the option to opt in to the Passport Program. There is no obligation for you to participate. We will provide a stamp for each participating booth.
Exhibit Breakdown: Exhibits must be broken down and cleared from the room no later than noon on Wednesday, December 11. Freeman will begin returning empty containers at the close of the show. For more information, see the Freeman quick facts document.
Exhibitor Access: Exhibitors are allowed up to three representatives per booth. Exhibitors will be allowed access into the exhibit area each day 30 minutes before the start of registration. If you would like to send additional representatives to the conference, please complete the Exhibitor Registration form included in this prospectus and email to Ivy Gato-Gomez at [email protected]. Each additional exhibitor will cost $525. Their badge will give them access to the general session room if they would like to sit in on the conference, as well as access to the reception, breakfasts and breaks.
Giveaways: Customary descriptive product literature and other items of a modest nature may be distributed. Any giveaway with a value of more than $25 must be approved by Hot Topics staff. No giveaways of over $100 will be allowed. No contests, lotteries and/or games of chance allowed.
Food: Any significant food & beverage provided at your exhibit must be ordered through the Gaylord National. Contact [email protected].
Cancellation Policy: This agreement may be cancelled no later than one month prior to the above mentioned event without penalty upon giving written notice to Hot Topics conference management ([email protected]). Cancellation after this date will result in forfeit of the exhibitor’s fee.
Shipping: • Freeman will receive shipments at the exhibit facility beginning Sunday, December 8, 2019. Shipments arrivingbefore this date may be refused by the facility.
• Show Site Shipping Address:Exhibiting Company Name/Booth #HOT TOPICS IN NEONATOLOGYGaylord National Resort & Convention CenterC/O Freeman701 Waterfront StreetNational Harbor, MD 20745
• Crated, boxed or skidded material will be accepted beginning Monday, November 11, 2019 until Friday,November 29, 2019 at the warehouse. Material received after the deadline will be received with an additionaladditional after deadline charge. Please note that the Freeman warehouse does not accept uncrated freight.
• Warehouse Shipping Address:Exhibiting Company Name/Booth #HOT TOPICS IN NEONATOLOGYC/O Freeman9900 Business ParkwayLanham, MD 20706
Exhibitor’s Information Sheet (EIS)
Name ____________________________________________ Email ___________________________________________
Name ____________________________________________ Email ___________________________________________
Name ____________________________________________ Email ___________________________________________
Space is limited to a standard 10’ x 10” exhibit space, unless additional space is purchased.
__________________________________________________ (Exhibitor’s Signature and Date)
Questions: If you have questions, please contact Ivy Gato-Gomez at [email protected] or 407-567-4281.
Space for Use by CME Office
Amount Due ___________________
Date Received __________________
Total Paid ______________________
Name of Conference: Hot Topics in Neonatology____________________________________________________________________________________________
Exhibit Coordinator:_____________________________________________________________________________________________
Company Name: __________________________________________________________________________________________________
Phone #: _________________________________________ E-Mail Address _________________________________________________
Address: _________________________________________________________________________________________________________ Exhibit Location: Gaylord National, Prince George Exhibit Hall, National Harbor, MD Exhibit Date: Sunday, December 8 -Wednesday, December 11, 2019 Exhibit Set-Up Time: Between 12-3 p.m. on Sunday, December 8, 2019(NOTE: Exhibits must be in and set-up prior to start of registration, or set up after registration ends.)
Booth Size: One (1) 10’x10' exhibit space with drape, table skirt, carpet, and booth ID sign. Additional booth furnishings can be ordered through Freeman.
Booth Cost: $5000, $2500 for second 10" X 10" exhibit space | Non-profits - $2500, $1250 for second 10' X 10' exhibit space Exhibit space includes three representatives. Please print name and email address of individuals attending. (Other representatives may attend for an additional $525. Please register additional individuals by completing an additional Exhibitor Registration form included in this prospectus.
__YES __NO My company wishes to participate in the Exhibit Passport program. (See exhibitor prospectus for description.)
Cancellation Policy: This agreement may be cancelled no later than one month prior to the above mentioned event without penalty upon giving written notice to the Nemours’ CME office. Cancellation after this date will result in forfeit of the exhibitor’s fee.
Exhibitor’s Fee Due: ___________________Check made payable to: Nemours Children's Hospital OR payment may be made by VISA, MasterCard, American Express or Discover.
Credit Card #:_____________________________________________________CVN#_______________Expiration Date _________________
Name on Credit Card: _________________________________________________________________________________________________
Address _____________________________________________________________________________________________________________(address associated with credit card)
Signature_________________________________________________________________________________________________________
Signature: Please sign this sheet and return to: Nemours Children's Hospital, Education Suite, Continuing Medical Education, 13535 Nemours Parkway,
Orlando, FL 32827, Phone: (407) 567-4281.
Exhibitor’s Registration Form
Please complete one form per exhibitor beyond the three you are entitled to with your registration.
December 8– 11, 2019
_______________________________________________________________________________________ Name Credentials
_______________________________________________________________________________________ Company
_______________________________________________________________________________________ Address
_______________________________________________________________________________________ City/State/Zip Country
$525 – Exhibitor Registration Fee (December 8 – 11, 2019)
Online syllabus available to all (FREE)
Type of Credit Card (Circle one) Master Card Visa American Express Discover
Card Number: ___________________________________________________________________
Expiration Date: ___________________
3 or 4 digit security code on back of the card (AmEx has # on front of card) _________________________
Name on card: ___________________________________________________________________
Address associated with card: ________________________________________________________
City / State / Postal Code: ______________________________________ Country: _______________
Email address for confirmation: _______________________________________________________
(Not necessary for the three exhibitors listed on your Exhibitor Information Sheet/EIS)
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SERVICE INFORMATIONBOOTH EQUIPMENTEach 10' x 10' booth will be set with 8' high white back drape and 3' high black side drape. Booths 300 sqft or less will receive (1) 7" x 44" one-line booth identification sign. Booths larger than 300 sqft may receive a 7" x 44" one-line booth identification sign upon request.
EXHIBIT HALL CARPETThe exhibit area is carpeted.
DISCOUNT PRICE DEADLINE DATEOrder early on FreemanOnline to take advantage of advance order discount rates, place your order by November 18, 2019.
SHOW SCHEDULEEXHIBITOR MOVE-IN
For more information and helpful hints on pre-show procedures and move-in, please go to Pre-Show FAQSunday December 08, 2019 Noon - 3:00 p.m. All labor services performed Sunday will incur overtime charges. Material handling services performed Sunday will incur double time charges.
EXHIBIT HOURSSunday December 08, 2019 Monday December 09, 2019 Tuesday December 10, 2019 Wednesday December 11, 2019
4:30 p.m. - 6:00 p.m. Reception 7:00 a.m. - 6:45p.m. Reception 7:00 a.m. - 4:00 p.m. 7:00 a.m. -10:15 a.m.
EXHIBITOR MOVE-OUT
For more information and helpful hints on post-show procedures and move-out, please go to Post-Show FAQWednesday December 11, 2019 10:15 a.m. - NoonFreeman will begin returning empty containers at the close of the show.
DISMANTLE AND MOVE-OUT INFORMATION• All exhibitor materials must be removed from the exhibit facility by Wednesday, December 11,
2019 at Noon.• To ensure all exhibitor materials are removed from the exhibit facility by the Exhibitor Move-Out
deadline, please have all carriers check-in by Wednesday, December 11, 2019 at 11:00 a.m.
POST SHOW PAPERWORK AND LABELSOur Exhibitor Services Department will gladly prepare your outbound Material Handling Agreement and labels in advance. Complete the Outbound Shipping form and your paperwork will be available at show site. Be sure your carrier knows the company name and booth number when making arrangements for shipping your exhibit at the close of the show.
EXCESSIVE TRASH AND BOOTH ABANDONMENTAny excessive trash which consists of display materials, carpet, padding, crates and/or pallets will be disposed of and charged both a handling fee and disposal fee during exhibitor move-in. Excessive booth materials and/or literature left in the booth at the end of the published exhibitor move-out that is not labeled for an outbound shipment will be considered abandoned and deemed as trash. The exhibitor will be charged for the removal and disposal of these items. Charges may include Installation & Dismantle Labor, Forklift/Rigging Labor, and/or Dumpster Fee. Please call our Exhibitor Services Department at (301) 918-7975 for a quote.
HOT TOPICS IN NEONATOLOGYDECEMBER 8 - 11 , 2019
GAYLORD NATIONAL RESORT & CONVENTION CENTERNATIONAL HARBOR, MD
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SERVICE CONTRACTOR CONTACTS / INFORMATION:FREEMAN 9900 Business Parkway Lanham, MD 20706 (301) 918-7975 fax (469) [email protected]
FREEMAN EXHIBIT TRANSPORTATION(800) 995-3579 US & Canada or +1(512) 982-4187 Outside the US or +1(817) 607-5183 InternationalShipping Services or fax (469) 621-5810 or email [email protected]
FREEMAN ONLINE®Take advantage of discount pricing by ordering online at FreemanOnline by November 18, 2019. Using the enhanced FreemanOnline, you will enjoy easy access to added features and functions as well as the high caliber of Freeman services you've come to expect — before, during and after your show.
To place online orders, you will be required to enter your unique Username and Password. If this is your first time to use FreemanOnline, click on the "Create an Account" link. To access FreemanOnline without using the email link, visit FreemanOnline.
If you need assistance with FreemanOnline, please call our Customer Support Center at (888) 508-5054 Toll Free US and Canada or +1(512) 982-4186 Local and International.
SHIPPING INFORMATIONWarehouse Shipping Address:
Exhibiting Company Name / Booth #HOT TOPICS IN NEONATOLOGYC/O FREEMAN9900 BUSINESS PARKWAYLANHAM, MD 20706
Freeman will accept crated, boxed or skidded material beginning Monday, November 11, 2019 at the above address. Material arriving after November 27, 2019 will be received at the warehouse with an additional after deadline charge. Please note that the Freeman Warehouse does not accept uncrated freight (loose, pad-wrapped material and/or unskidded machinery), COD shipments, hazardous materials, freight requiring refrigerated or frozen storage, a single piece of freight weighing more than 5,000 pounds or a single piece of freight beyond the dimensions of 108" H x 93" W. Warehouse materials are accepted at the warehouse Monday through Friday between the hours of 8:00 AM - 3:30 PM. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (301) 918-7975.
Show Site Shipping Address: Exhibiting Company Name / Booth #HOT TOPICS IN NEONATOLOGYGAYLORD NATIONAL RESORT & CONVENTION CENTERC/O FREEMAN701 WATERFRONT STREETNATIONAL HARBOR, MD 20745
Freeman will receive shipments at the exhibit facility beginning Sunday, December 08, 2019. Shipments arriving before this date may be refused by the facility. Any charges incurred for early freight accepted by the facility will be the responsibility of the exhibitor. Certified weight tickets must accompany all shipments. If required, provide your carrier with this phone number: (301) 918-7975.
Please note: Any materials received by Freeman are subject to Material Handling Charges and are the responsibility of the Exhibitor. This also applies to items not ordered through the Official Show Vendors. Refer to the material handling form for charges for the service.
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Please be aware that disposal of exhibit properties is not included as part of your material handling charges. Please contact Freeman for your quoted rates and rules applicable to disposal of your exhibit properties.
LABOR INFORMATIONUnion Labor may be required for your exhibit installation and dismantle. Please carefully read the UNION RULES AND REGULATIONS to determine your needs. Exhibitors supervising Freeman labor will need to pick up and release their labor at the Labor Desk. Refer to the order form under Display Labor for Straight time and Overtime hours.
ASSISTANCEWe want you to have a successful show. If we can be of assistance‚ please call our Exhibitor Services Department at (301) 918-7975.
WE APPRECIATE YOUR BUSINESS!
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FREEMAN GENERAL INFORMATION TRANSLATION SERVICEFreeman is pleased to offer a new service for our international exhibitors that provides quick interpretation and translation in 150 languages. This service will not only interpret for us on a three-way conversation, but also translate emails from customers. To access this service you may contact Freeman (add the branch name) Exhibitor Services at (their phone number) or Freeman’s Customer Support Center at (888) 508-5054 US & Canada or +1(512) 982-4186 Local & International.
HELPFUL HINTS
SAVE MONEYOrder early on FreemanOnline to take advantage of advance order discount rates, place your order by November 18, 2019.
AVOID DELAYShip early to avoid delays. Shipments arriving late at show site will cost you money, time and business!
SAFETY TIPSUse a ladder, not a chair. Standing on chairs, tables and other rental furniture is unsafe and can cause injury to you or to others. These objects are not designed to support your standing weight.
Be aware of your surroundings. You are in an active work area with changing conditions duringmove-in and move-out. Pay attention. Look for obstacles, and machinery and equipment that are in use.
Keep your eyes open for scooters and forklifts. The drivers of these vehicles may not be able to see you.
Stay clear of dock areas, trucks and trailers. These areas can be particularly dangerous.
Prevent electrical shocks, falling items and damage to materials. Do not attach items or equipment to the drapes or metal framework provided for you booth. This can cause serious injury or damage to materials.
We discourage children from being in the exhibit hall during installation and dismantle. If children are present during installation and dismantle, they must be supervised by an adult at all times.
Freeman does not ship or handle Hazardous Materials. If any materials you are shipping to the event fall into this category, please contact Freeman to be sure that the material will be allowed at the facility and by the association. In addition, if authorized by the facility and the association, you will need to make separate arrangements for the transport and handling of the approved materials, since Freeman will not transport or handle them.
The operation or use of all motorized lifts and motorized material handling equipment for installation/dismantle of exhibits is NOT permitted by exhibitors or by their exhibitor appointed contractors (EAC’s). Thank you for your cooperation
EXHIBITOR ASSISTANCEFor more information and helpful hints on pre-show procedures and move-in, please go to Pre-Show FAQ
For more information and helpful hints on post-show procedures and move-out, please go to Post-Show FAQ
Call Freeman’s Exhibitor Services department at (301) 918-975 with any questions or needs you may have.
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R E DUCI NG YOU R FOOTPR I NT
Interested in going green and saving money?
B E FOR E TH E SHOW
1Option 1 Multiple UseUse Forest Sustainable Certified (FSC) wood to build your booth and crates.
Get creative! Design your booth with a small shipping footprint to minimize carbon emissions. Freeman’s eye-catching stretch- fabric booth designs pack up small (and light!) for shipping.
Option 2 One-time UseRent locally from nearby Freeman offices to reduce both shipping costs and carbon emissions.
booth structure 2 carpet
Option 1 RentRent rather than buy carpet to save on shipping, cleaning, and storage. Freeman Classic carpet can be reused at least four times.
Option 2 ColorUse darker-colored carpet, which is easier to reuse and recycle. Freeman Classic dark- colored carpets are made of 20-50 percent recycled content.
3 shippingOnline + before deadline = better bottom line. Take advantage of early-bird pricing and consolidate shipping when ordering supplies.
Choose reusable shipping padding. Avoid packing peanuts and foam plastic materials that never decompose. Ship early. Use the
30-day policy to shipmaterials to the Freemanadvance warehouse.
4 graphics
Option 1 Multiple UsePrint on a durable substrate without dates, event names, or locations.
Option 2 One-time UsePrint on 100 percent recyclable materials like Freeman Honeycomb and Smartbuild Eco, which are just as cost-effective as PVC.
Reduce printing and go digital with your booth literature.
Print locally. Supporting local businesses while reducing shipping? It’s a win-win.
5
Print on at least 50 percent post-consumerrecycled paper.
printing
Follow these tips to make sure your sustainable booth strategies are cost-neutral or even cost-saving! Leave an impact on the show floor, not the environment.
R E DUCI NG YOU R FOOTPR I NT
6 save energy
Use Energy Star-rated equipment for audio-visual equipment and monitors.
Power down. Turn off equipment at the end of each day.
Light up your booth with CFLs, LEDs, or other energy-efficient lighting.
7 train your teamEducate your installation and dismantling teams about recycling and donation processes.
8 shipping outRemember to label.Clearly label recyclable leftover material for disposal.
Donate the rest.Ask the Freeman Exhibitors Services desk about local donation programs.
9leftover materials
Pack in, pack out.Leave no traces on show site.
Join a caravan.If you’re shipping directly to another show, ask Freeman Transportation about joining a caravan to your next show.
FR E E MAN.COM
TYPICALLY*
RECYCLABLE
Cardboard: Used for signs or shipping boxes
Glass: Green, brown, clear
Plastics: Shrink-wrap or plastic banding used to secure shipments; water/soda bottles; plexiglass (acrylics) clear, smoked, or tinted; Visqueen used to protect flooring
Metal: Aluminum cans/steel banding
Paper: Fliers, brochures, programs, tickets, office paper, newspaper, magazines, paperboard
Wood: Non-laminate wood
TYPICALLY*
DONATE-ABLE
Furniture: Purchased itemsHome furnishing: Décor staging materials
Unused raw materials: Plywood, subflooring, non-laminate wood
Flooring: 100 square feet of flooring. Excludes carpet.
Left over giveaways: Pens, pads of paper, sunglasses, USBs, etc., left over in your promotional giveaway
ON SITE
MOVE OUT
