1. American Epilepsy Society Exhibitor Webinar
Tips and Procedures for Successful Exhibiting at the
2017 Annual Meeting
September 7, 2017
71st Annual Meeting – Washington, D.C.

2. AGENDA MODERATOR: EMILY THOMPSON Welcome EILEEN MURRAY
Sponsorships & Advertising SUSAN OLIVER
Exhibits, Registration & Housing LARA FITTS-GAMACHE
Decorating ANNE FITZGERALD
ICWs EMILY THOMPSON
MODERATOR: EMILY THOMPSON

3. Eileen M. Murray, MM, CAE Executive Director American Epilepsy Society

4. AES Annual Meeting: Focused and Growing
Trade Show Executive honored AES as one of the 50 fastest growing trade shows in the country.

5. Susan J. Oliver, MBA Director of Development and Industry Relations American Epilepsy Society

6. Range of Opportunities
At AES Annual Meeting
Year-round
Exhibit booth
Innovation pavilions
Offices on show floor
Sponsorships
Advertising (outdoor & on-site)
Scientific exhibits
Education support
Equipment auction
CME Satellite Symposia
Philanthropy
Pre and post attendee mailing list
Education support
Seed grants
Young Investigator Awards
Fellows program
Epilepsy Currents Advertising
Philanthropy
Member Mailing list

7. Inventory Status: What’s Still Available?
High end
Airport, train, and taxi TV inventory
Medium
Attendee Lounge, Career Center, Hand Sanitizers, Epilepsy Leadership Council, equipment auction
Most affordable
Program book ads, media wall ads, door drops, Passport to Prizes, Discovery Center expert talks, exhibit hall lunch table ads
Complimentary
Pre- and post-meeting attendee snail mail list

8. Where to Find Exhibitor Info and Insertion Orders
ANNUAL MEETING
EXHIBITS AND SUPPORT
AD SPECS AND RESERVATIONS
Saturday Night Door Drop
Program Book Advertising
Media Wall Advertising
Passport to Prizes

9. Sponsorship & Advertising Process
ACTION ITEM
TIMING
Execution of Memoranda of Agreement (MOAs) for sponsored items
Now through November
Deadline for program book insertion orders
September 15
Deadline for recognition in print program book
September 20
Deadline for final art - program books ads
September 29
Epilepsy Currents: deadline for Annual Meeting Issue
October 3
Deadline for recognition in on-site signage
November 1
Deadline for door drop and media wall insertion orders
Comped registrations added to exhibitor allotment
November 13
All MOAs and LOAs signed and filed
Thanksgiving
Exhibitor Thank You Hour: RECEPTION
December 1

10. Things You Need to Know
If you purchase an exclusive item, you have right of first refusal for that same item in 2018 if AES offers it.
Any item that goes to AES members or attendees must be approved in advance by AES: send to Allow 2 business days.
For maximum recognition, all insertion orders submitted by September 15. All other commitments by September 20. We will work with you after this date, but can’t guarantee recognition in program book.

11. Recognition of Industry Supporters
Expenditures included:
Booth, pavilion, offices, advertising (including Currents), sponsorships, med ed grants (at meeting and year-round), grants supporting AES research & training programs, satellite symposia fees, scientific exhibits, philanthropy. Meeting registrations are NOT included.
Recognition in signage, program book, exhibitor event
Other benefits in prospectus
FRIDAY EVENING: INDUSTRY THANK YOU HOUR
SATURDAY: PRESENTATION OF RECOGNITION AWARDS
SUNDAY & MONDAY: AES MEETING WITH YOUR COMPANY

12. Lara Fitts Gamache Exhibits Manager Corcoran Expositions, Inc.

13. Exhibitor Registration & Housing Reminder
Registration link:
Password: ed in exhibitor confirmation, if you need your password
Register in advance to avoid lines on-site
2 Badge Comps for booking two rooms for two nights each – to be added by November 14
To attend educational sessions during the meeting, select Exhibitor Full Conference (EXFC) when registering

14. AES Exhibitor Housing - Dates

15. Promoting your Presence at the Meeting
Pre-show list / post-show list
Ads/door drops/passport/Virtual Tote Bag
Invite your contacts to the show
Complimentary exhibit hall only passes
Full registration discount deadline October 31, 2017
Add show name to your website calendar, signature, etc.
“Visit us at the AES Meeting, December 2-4, 2017 in Washington D.C.!”
Answer this question: Why should attendees visit your booth?

16. Giveaways Must be approved by AES by November 6
Giveaways must comply with your company’s Advamed and PhRMA guidelines
Educational / modest value
Limited to items found in a physician’s office (not company product)
No bags or notebooks are allowed to be distributed at the meeting

17. Show Rules to Note General rules and regulations
Audio and video recordings strictly prohibited. Videotaping of a company’s own booth is permitted and requires prior approval from Show Management.
Construction Guidelines:
Inline booths - 8' height restriction in back half of booth, 4' in front half of booth
10x20 corner booths - can go up to 8' in the 10' of their booth on the corner.
Pull-up signs - don't block your neighbor
20x20 islands and larger - 22' height restriction

18. Exhibit Hall Access
Exhibit badges only allow access to exhibit hall during move-in
Exhibitor Appointed Contractors (EACs)
EACs or staff setting up and tearing down your booth – wristbands
EAC forms must be sent to GES by October 30
Move-in hours: exhibitors needing more time for set-up may stay after posted hours, but may not leave and re-enter the hall after the posted move-in hours have ended.
Exhibitor Move-In
Thursday, November 30: 8:00 a.m. - 5:00 p.m.
Friday, December 1: 8:00 a.m. - 5:00 p.m.
Saturday, December 2: 8:00 a.m. - 10:00 a.m. (final touches only)

19. Exhibit Hall Access - Continued
Exhibit day access
Properly badged exhibit staff may enter the hall up to two hours before exhibit hours begin on Sunday and Monday. Any additional time needed for pavilion set-up must be requested in advance and cannot be guaranteed.
Exhibitors will be asked to leave their booth after the show closes each day.
Watch for any security updates in the Exhibitor Newsletter.
Exhibit Hall Hours
Saturday, December 2, 2017: Noon - 6:00 p.m.
Sunday, December 3, 2017: 10:00 a.m. - 4:00 p.m.
Monday, December 4, 2017: 10:00 a.m. - 2:00 p.m.
Thank you for your cooperation in securing the hall!

20. 2018 Booth Sign-Up / Priority Point System: How Points are Determined
2018 Booth Sign Up will be held on-site in Washington D.C..
Appointment times will be sent out in advance
Participation Points: 1 point for each year of exhibiting since 2002 (only these points carry over to next year. Exhibitors who do not exhibit two years in a row may lose all participation points.
Current Year Points (Don’t Carry Over):
Current Year Booth Points: 1 point per 100 square feet
Current Year Housing Points (until housing deadline): 2 points
Current Year Support Points, as follows:
(Support points are calculated as of Wed. before Thanksgiving)

21. Another Benefit of Your Recognition Levels
BENEFACTOR: $500, points
LEADER: $250,000-$499, points
PARTNER: $100,000 - $249, points
SUPPORTER: $50,000 - $99, points
CONTRIBUTOR: $25,000 - $49, points
ADVOCATE: $10,000 - $24, points
PATRON: $5,000 - $9, point
AES 2018: December 1-3, 2018 in New Orleans, LA.

22. Anne Fitzgerald, CEM Sr. Account Manager, Team Leader GES

23. GES National Servicenter®
Use your Official Services Contractor as a resource.
Our representatives are knowledgeable and can assist you with the navigation of the Exhibitor Manual and the placement of orders.
Read your Exhibitor Manual at:
Online Chat
Our Hours of Operation
• 6 a.m. to 5 p.m. Pacific Time
• 9 a.m. to 8 p.m. Eastern Time
• (800)

24. The Exhibitor Services Manual
The Exhibitor Services Manual will provide you with up-to-date information about the 2017 AES. This includes:
• Important dates and deadlines
• Information to order furniture,
carpet, electric, material handling,
labor, etc.
• Supplier and Show Management
Contacts, Information and Forms
• Show site work rules
•Money Saving Tips for Shipping and Material Handling
Click here and you will be directed to the online exhibitor services manual:
Exhibitor Services Manual

25. Order Notification GES provides confirmation of all orders placed.
Once your order has been processed at GES you will automatically receive a confirmation within 3 –5 business days. All orders placed online receive immediate confirmation.
Notification of Receipt of Fax
Exhibitors must provide GES with fax and information in order to receive notifications

26. Advanced Deadline Date for best pricing is:
Order Notification
SAVE MONEY AND TAKE ADVANTAGE OF THE DISCOUNT PRICES!!
Advanced Deadline Date for best pricing is:
Thursday, November 9, 2017
For a snapshot of show deadlines, review the Deadline Checklist in the exhibitor manual.

27. Carpet – Electrical – Plumbing - Internet
Please note – Hall B of the Washington Convention Center is not carpeted. The aisles will be carpeted.
Electrical, Plumbing, and Internet Services
Electrical DOES NOT COME WITH YOUR PAID BOOTH SPACE. Electrical, plumbing, and internet services are provided by the Walter E. Washington Convention Center. Review forms for what services you will need and complete by the deadline date to receive advance pricing. Sending your complete orders in on time can save you money.
For all of your questions and concerns, please check the appropriate form or review the Supplier Contact List in the exhibitor manual.

28. Freight What is Material Handling (Drayage)?
It is the unloading of your exhibit materials, delivery to your booth, handling of empty containers to and from storage, and removal of your materials from your booth for reloading. Material handling charges are calculated on a per hundred lbs. weight basis.

29. Shipping Guidelines / Tips
Below are some guidelines to help your shipments to show site become
more efficient and easy:
• Separate labels for each package
• Show name, exhibitor name, facility name, booth number, cell phone number
• Use labels provided in your Exhibitor Manual
• Remove old labels
• Make sure not to ship to the Walter E. Washington Convention Center before
Thursday, November 30, 2017, 8:00 a.m.
• Always bring your shipping information with you
• Keep tracking or pro numbers and carrier contact info

30. Advance Shipments to the Warehouse
To ensure the maximum set up time, ship early to the warehouse
Take advantage of 30 days FREE storage at the warehouse
Ship to arrive on or before the published deadline for warehouse receiving to avoid incurring a “late to warehouse” surcharge
Advance dates: October 27 – November 27, 2017
(Please note the GES Warehouse will be closed Thursday, November 23 and Friday, November 24 in observance of Thanksgiving)
Make sure to confirm that your freight has landed
Make sure all of your freight has been delivered to your booth when you
arrive to setup.
Contact GES National Servicenter® (800)
For a few dollars more…avoid the waiting process of unloading trucks at show site

31. Shipments to Show site / Direct Freight Unload
Remember:
There will be many trucks and vehicles to be unloaded, and this process will take time to complete. Please be patient!

32. Empty Crate Return
Empties are returned at the close of show. Empty return should begin at 4:00 pm and will take 2 ½ to 3 hours to return all empties.
Cartons/boxes are returned first, after which the crates will be returned.
Crate return is random, so please be patient.

33. Union Jurisdiction
Loading and Unloading Display Material and Equipment
The unloading and delivery of all display material and equipment from the convention site docks to the exhibitors' booths and loading out from the exhibitors' booths to trucks at the docks must be performed by the Official Service Contractor who has jurisdiction to deliver such service at the convention site. Please refer to SHIPPING INFORMATION for FURTHER information.
No Gratuities.

34. GES Overview Plan, plan, plan Read the Exhibitor Service Manual
Be aware of the discount deadline date and order everything you will need in advance
Ship smart; label all containers effectively, bundle your shipments to avoid multiple minimum charges
Bring copies of advanced orders and create a booth diagram
Leave enough time after move-out to pack up, when making travel arrangements
Ask for help---we are Exhibition Experts, let us know how we can help you

35. Emily Thompson Meetings Assistant American Epilepsy Society

36. ICW = In Conjunction With
Events must be submitted and approved by AES, regardless of location
Approval obtained prior to promotion and implementation of event
Submit on-line request form
Non-refundable administrative fee: $400 (up to 4 hours); $550 (4 – 8 hours)
Acknowledgement ed automatically
AES contacts you with questions and/or provides approval
Catering department contacts you to plan details & to arrange payment
Available times:

37. Submit requests online:
ICW Dates
Submit requests online:

38. QUESTIONS?
Susan Oliver, Director of Industry Relations:
Lara Fitts Gamache, AES Exhibit Manager:
Anne Fitzgerald, Service Contractor - GES:
ICW Meeting Request:

39. #AES2017