2020 PROSPECTUS Sponsor & Exhibitor - The Florida College of ...
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by the 2020
The Annual Meeting of the Florida College of Emergency Physicians
August 6-9, 2020 • Wyndham Grand Clearwater Beach, FL
Sponsor & Exhibitor
PROSPECTUS
Revised Feb. 3, 2020
ABOUT
Hosted by the Florida College of Emergency Physicians (FCEP),
Symposium by the Sea (SBS) is an educational conference for
emergency physicians, residents, nurses, physician assistants and
other allied health professionals who are interested in emergency
care updates. The conference features exciting events such as:
RESIDENT COMPETITIONS: SPECIAL INTEREST EVENTS:
• SimWARS (Simulation Wars) • Emergency Medicine Residents’
• Case Presentation Competition Association of Florida (EMRAF)
(CPC) Networking Reception
• Research Poster Abstract • Medical Student Forum
Competition • FCEP Board of Directors Meeting
• SonoRace (Ultrasound) • FEMF Board of Directors
Meeting
SOCIAL EVENTS:
• FCEP Committee Meetings
• Wine, Beer & Cheese
• Women in Medicine,
Reception with Exhibitors Membership & PD, Government
• Volleyball Game Affairs, Medical Economics,
EMS/Trauma, etc.
• Casino Night
Will you join us and more than 300 emergency medicine
professionals on August 6-9, 2020 in Clearwater Beach for
Symposium by the Sea?
This conference offers your company a unique opportunity to
network with attendees who are already interested in cutting-edge
advances in emergency medicine. Our sponsorship and exhibit
hall opportunities are designed around your needs to provide
maximum exposure.
Browse through our unique opportunities in this brochure. Your
participation and contribution is the foundation for success. We
look forward to seeing you in August!
CONFERENCE SCHEDULE
Bolded Items: Sponsor/Exhibitor-specific
Starred* Items: Dedicated hours (non-competing CME)
Thursday, August 6, 2020
8:00 am–5:00 pm: FCEP Committee & BOD Meetings
10:00 am–3:00 pm: Exhibitor Move-In/Set-Up
HOTEL DETAILS:
Friday, August 7, 2020 Wyndham Grand Clearwater Beach
100 Coronado Dr,
8:00 am–4:30 pm: CE Programs Clearwater, FL 33767
9:30 am–12:30 pm: Exhibit Hall Open Room Rate:
10:00 am–10:30 am: Coffee Break in Exhibit Hall* Starting at $199/night*
plus applicable fees & taxes
1:00 pm–4:30 pm: SimWARS *includes resort fee,resort fee, high speed
internet access in guest rooms, access to fitness
4:00 pm–5:00 pm: EMRAF Networking Reception Setup center, local/toll free calling, (2) bottles of water
per stay, pool towels, and in-room coffee.
5:00 pm–6:00 pm: EMRAF Networking Reception
6:00 pm–8:00 pm: Exhibit Hall Wine, Beer & Cheese Valet-Only Parking:
$15/day per vehicle
Reception*
Reservations:
727-281-9536
Saturday, August 8, 2020
BOOK ONLINE
8:00 am–1:00 pm: CE Programs
9:00 am–1:00 am: Exhibit Hall Open Group Name:
Florida Emergency Medicine
9:00 am–9:30 am: Coffee Break in Exhibit Hall* Foundation
9:00 am–12:00 pm: Head Shots in Exhibit Hall*
Event Name:
1:00 pm–3:30 pm: Exhibitor Move-Out Symposium by the Sea
3:00 pm–5:00 pm: Annual Volleyball Game Reservation Deadline:
July 8, 2020 at 5:00 pm
8:00 pm–11:00 pm: Casino Night presented by DuvaSawko
& EMPros All reservations must be secured with
a valid credit. Cancellations will be
accepted up to 72 prior to arrival.
FCEP encourages all exhibitors
Sunday, August 9, 2020 to make reservations prior to the
9:00 am–12:00 pm: SonoRace Competition & Awards reservation deadline. Regular room
rates may apply after this date.
Please note the schedule is subject to change. Reservations should be made directly
with the Wyndham Grand Clearwater
Beach, which is the ONLY official
housing provider for Symposium by
the Sea 2020. We do not use third-
party companies; protect yourself
against room block scams.
3 | SBS 2020 | EXHIBITOR & SPONSOR PROSPECTUS
THE EXHIBIT HALL EXHIBIT BOOTH
Submit your completed exhibitor registration form and full includes:
payment by close-of-business on May 1, 2020 to receive
discounted pricing and PRIORITY booth placement in our 8’x10’ carpeted booth with
Exhibit Hall. The final deadline to reserve space and be draped back & side walls
included in conference materials is June 26, 2020.
(1) 6’ table
(2) chairs
8’ x 10’ Exhibit Booth Pricing: wastebasket
$1,100 Early Bird Price (book by May 1) (2) exhibitor badges
$1,250 Regular Price (1) booth identification sign
(80 sq. ft.)
Multi-Booth Discount: Get $100 off (2) or more booths
Symposium by the Sea 2020
August 6 - 9, 2020
Wyndham Grand Clearwater Beach - Clearwater, Florida
FLOOR PLAN:
113 212 213 313 412
110 8'
2 411
PRODUCT 109 208 209 308 309 408
108
SHOWCASES
107 206 207 306 307 406
106
407
7'-6" 7'-6"
7'-6" 105 204 205 304 305 404 7'-6"
104
103 202 203 302 303 402
102
CME
PROGRAMS
1 101 200 201 300 301 400 403
100
10'
ENTRANCE
PREFUNCTION
REGISTRATION
0' 5' 10' 20' 30'
Dunes Ballroom 3-5 Rev. 12/18/19
44-8x10 booths FCEP Exhibitor Contact: Exhibit Services Contractor:
12-4x8 poster boards Melissa Keahey Gilbert Exposition Management
Director of Meeting & Events
Aisle widths as noted
Services (GEMS)
3717 S. Conway Rd., Orlando, FL 32812 11580 Ryland Ct., Orlando, FL 32824
P: 407-281-7396 x231 P: 407-438-5002
F: 407-281-4407 F: 407-852-0286
mkeahey@emlrc.org Rose@gemsevents.com
4 | SBS 2020 | EXHIBITOR & SPONSOR PROSPECTUS
SPONSORSHIP & ADVERTISING OPPORTUNITIES
Sponsor the entire conference through a package deal, specific items or events, and more. Options
are a la carte and can be combined with packages.
PLATINUM PACKAGE GOLD PACKAGE SILVER PACKAGE
$4,500 $2,500
Available exclusively through the
Corporate Sponsorship Program. PERKS: PERKS:
Contact Melissa Keahey for more Logo on conference signage, Logo on conference signage,
information or click below to view materials, website, mobile app materials and website
our online brochure. and social media
(1) 8’ x 10’ Exhibit Booth
(1) 8’ x 10’ Exhibit Booth
VIEW BROCHURE (4) representative registrations
(6) representative registrations
(1) Mobile app ad notification
(2) Mobile app ad notifications
Participation in the Exhibit Hall
Digital attendee list Game (prize not included)
Participation in the Exhibit Hall
Game (prize not included)
(3) bottles of wine to serve at the
Wine & Cheese Reception
WI-FI (EXCLUSIVE) NAME BADGES ATTENDEE FOOD &
$5,000 $2,500 (EXCLUSIVE) BEVERAGE BREAKS
Reach all attendees by displaying $2,000-$2,500
Access platinum-level perks by
your logo on name badges.* Boost traffic to your exhibit
sponsoring the lifeline of the
conference: Wi-Fi. Attendees will booth or gain exclusive
see your logo when logging in. PERKS: in-meeting exposure by
Logo on conference signage, sponsoring attendee food and
PERKS: materials and website beverage.
Logo on conference signage, (1) 8’ x 10’ Exhibit Booth PERKS:
materials, website, mobile app (4) representative registrations
and social media Logo on on conference signage,
Digital attendee list materials, website, social media
(3) logo floor decals and food stations
(1) 8’ x 10’ Exhibit Booth *Subject to ACCME Standards (1) Mobile app ad notification
of Commercial Support.
(4) representative registrations 10-minute speaking opportunity
when available
SILVER-LEVEL OPPORTUNITY
(4) Mobile app ad notifications
CHOOSE FROM:
Digital attendee list
Attendee Coffee/Refreshment
Participation in the Exhibit Hall Break in Exhibit Hall: $2,000
Game (prize not included)
FCEP BOD Meeting: $2,000
(3) bottles of wine to serve at the
Wine & Cheese Reception FCEP Committee Lunch: $2,500
SILVER-LEVEL OPPORTUNITY
PLATINUM-LEVEL OPPORTUNITY
5 | SBS 2020 | EXHIBITOR & SPONSOR PROSPECTUS
TOTE BAGS EMRAF NETWORKING EXHIBIT HALL
$1,500 (EXCLUSIVE) RECEPTION RECEPTION HORS
Give attendees a convenient $2,500/$800 D’OEURVES $1,500
way to carry items while Increase foot traffic at your
Increase your recruitment
featuring your logo!* booth during the Exhibit Hall
opportunities with emergency
medicine resident physicians Reception!
PERKS:
by sponsoring this event! Each
Logo on conference signage, sponsorship includes logo
PERKS:
materials and website recognition on conference Logo on station signage
materials, event signage and bar, Food station set in close
*Subject to ACCME Standards if applicable.
of Commercial Support. proximity to your booth
LIBATIONS (OPEN BAR):
SILVER-LEVEL OPPORTUNITY $2,500 (EXCLUSIVE) SILVER-LEVEL OPPORTUNITY
(2) drink tickets per attendee
SILVER-LEVEL OPPORTUNITY
DEDICATED SOCIAL DEDICATED EMAIL
MEDIA POST $450 HI-TOP TABLE DISPLAY: PROMOTION $300
(1 PER COMPANY) $800 Promote your company through
Promote your company through (2) representative badges & a dedicated email to attendees
a dedicated social media drink tickets before or during the conference
post that includes your logo, (dependent upon volume of
company website URL and copy email promotions purchased).
provided by you. Posts reach Your email will include your
logo, company website URL and
our entire online audience WINE, BEER & CHEESE copy provided by you.
(Facebook, Instagram, Twitter &
LinkedIn).
RECEPTION STATION
$350 ADDITIONAL OPPORTUNITY
ADDITIONAL OPPORTUNITY
This popular event takes place
on Friday evening inside of the
Exhibit Hall. Includes (3) three
bottles of wine to be poured at
EXHIBIT HALL GAME
REGISTRATION PACKET your booth. $150
INSERT $250 Participating sponsor must
ADDITIONAL OPPORTUNITY provide a prize valued at a
Include your own flyer or minimum of $200
postcard in registration packets
given to every attendee. Boost traffic to your booth with a
Advertising couldn’t be easier! guaranteed opportunity to start a
MOBILE APP conversation! Each attendee will
ADDITIONAL OPPORTUNITY NOTIFICATION $200 ea receive a card with participating
$170 ea for 3 or more company logos. Attendees must
$150 ea for 5 or more visit ALL participating exhibitors
and receive a stamp or signature
The conference mobile to be eligible to win fabulous
app allows attendees to be prizes.
fully connected during the Deadline to register:
conference. Mobile app June 26, 2020
notifications allow sponsors to
send messages to attendees at ADDITIONAL OPPORTUNITY
scheduled dates & times during
the conference.
ADDITIONAL OPPORTUNITY
6 | SBS 2020 | EXHIBITOR & SPONSOR PROSPECTUS
anyone representing a non-exhibit-
THE FINE PRINT ing company is strictly prohibited.
6. FCEP/FEMF must be notified of an
It is the responsibility of the exhibitor’s contact person to share exhibitor’s intent to distribute food
rules and regulations with on-site booth personnel. or beverage in the exhibit hall. All
such items must be approved by
FCEP and ordered directly from the
Wyndham Grand Clearwater Beach.
EXHIBITOR Exhibit Services Contractor: All
registered exhibitors will receive an
Exhibitors are not permitted to bring
INFORMATION Exhibitors Kit from Gilbert Exposition
in outside food or beverages.
Management Services (GEMS) via 7. Subletting or sharing of booth
Assignment of Space: Exhibit space the email included on your exhibit space is not permitted unless ap-
will be assigned upon receipt of application. The kit will contain all proved by FCEP/FEMF.
completed registration form and exhibit services available and order
registration fee. Application and forms. 8. ACCME Agreement: Exhibiting/
payment must be received at the Sponsoring companies are required
FCEP/FEMF office by June 26, 2020 Cancellation Policy: Exhibit booth to abide by the rules and regulations
to reserve space and to be included cancellations must be made in either set forth by the ACCME’s Standards
in conference materials. For Early email, fax or letter form and received of Commercial Support and FCEP/
Bird booth pricing, registration and no later than June 26, 2020. Upon FEMF. Exhibiting/Sponsoring com-
payment must be received by confirmation, you will receive a 50% panies agree to have no involvement
May 1, 2020. refund of booth fees. NO refunds will or influence with or over the content
be administered after June 26, 2020. of the CME portion of the sponsored
Booth preferences will be consid- Sponsorships are non-refundable. activity. Entities who are defined as
ered in the following order: commercial interests by the ACCME
1. Exhibiting companies who are Exhibitor Liability: Exhibiting are required to sign a Letter of Agree-
also sponsors organizations assume full responsi- ment of Commercial Support.
2. Exhibitors requiring 2 booth spac- bility for their professional/personal
es (16’x10’) or more property and obtaining insurance to 9. Giveaways: Exhibiting com-
3. Exhibitors requiring 1 booth protect against lost or stolen items. panies are permitted to distribute
The exhibitor understands that giveaways. All giveaways must be
A company’s relevance to emergen- neither FCEP/FEMF nor the hotel approved by FCEP/FEMF. Removal
cy medicine may also be a factor parties maintain insurance covering of items not pre-approved will be
in positioning. After the Early Bird the exhibitor’s property, and it is the strictly enforced.
deadline, space will be assigned on sole responsibility of the exhibitor to
obtain such insurance. 10. Sales: The purpose of commer-
a first-come, first-assigned basis. cial exhibits is to further the educa-
tion of attendees through product
Booth Relocation: FCEP/FEMF and service displays and demonstra-
reserves the right to change booth
assignments to accommodate can-
RULES & tions. Direct selling is acceptable as
cellations, consolidation, or for any REGULATIONS long as the product is pre-approved
by FCEP/FEMF. Products must not
reason as needed. be in direct competition with FCEP/
1. Exhibitor is responsible for com-
pliance with the American with Dis- FEMF products. A sales list should be
Sharing/Subletting: No part of any provided to FCEP/FEMF for approval
space assigned to an exhibitor may abilities Act (ADA) within its booth &
assigned space. prior to the event.
be reassigned, sublet or shared with
another party. Exhibitors may display 11. Management: FCEP/FEMF
2. Attire of exhibit personnel should
only those products or services reserves the right to interpret, amend
be consistent with the professional
that they manufacturer or regularly and enforce these regulations as
atmosphere of the conference.
distribute. Sharing of exhibit space it deems appropriate to ensure the
is permitted only for divisions of the 3. Demonstrations by exhibitors success of the exhibition.
same company or as approved by may not interfere with normal traffic
FCEP/FEMF and will result in the flow nor infringe on neighboring 12. Promotion: Product-promotion
assessment of a $500 sharing/sublet- exhibits. Demonstrations are not material is prohibited during CME
ting fee. permitted outside of the exhibitor’s Activity and must be kept separate
assigned booth space. from CME.
Exhibitor Badges: Each 8’ x 10’
booth includes (2) two badges for 4. Canvassing or distribution of 13. FCEP/FEMF reserves the right to
your exhibit booth personnel. Spon- advertising materials by an exhibitor reject any exhibit application for any
sors receive more badges as part of is not permitted outside of the exhibi- reason; to reject, prohibit, restrict or
their sponsorship package. A max- tor’s booth space. otherwise require modification of any
imum of (4) four additional badges exhibit for any reason; and to evict or
can be purchased at a rate of $50 5. Canvassing or marketing any bar any exhibitor whose conduct or
each. Anyone requesting CME must products or services in any part of materials are objectionable to FCEP/
register as an attendee. the exhibit hall or meeting rooms by FEMF for any reason.
7 | SBS 2020 | EXHIBITOR & SPONSOR PROSPECTUS
DATE RECEIVED:
ADMIN ONLY
Symposium by the Sea 2020 TIME:
Exhibit & Sponsorship Registration Form PAID IN FULL DATE:
ASSIGNED:
1. CONTACT INFORMATION:
Organization Name:
(as it will appear on conference materials)
Mailing Address:
Website: Phone: Fax:
Exhibit Contact Name: Title:
Exhibit Contact Email: Phone:
Service/Product to be Exhibited:
Vendors/Companies You Do Not Wish to be Located Near:
2. ORDER FORM: 3. PAYMENT INFORMATION:
EXHIBIT SPACE EARLY BIRD/REGULAR QTY TOTAL AMOUNT:
8’x10’ Booth $1,100 / $1,250 Mailed a check to 3717 S. Conway Rd., Orlando, FL 32812
Make checks payable to EMLRC
BOOTH PREFERENCES
Visa Mastercard AMEX Discover
1st Choice: 2nd Choice: 3rd Choice:
Card #
SPONSORSHIPS & MORE PRICING QTY
Expiration Date Security Code
Gold Package $4,500
Silver Package $2,500 Billing Zip Code
Wi-Fi $5,000 Cardholder Name
Name Badges $2,500
Cardholder Signature
Food/Beverage Breaks:
FCEP Committee Lunch $2,500 EMLRC/FEMF's Federal Tax ID #59-3001777
FCEP BOD Meeting $2,000
Coffee in Exhibit Hall $2,000
EMRAF Networking Reception: 4. ACCME AGREEMENT:
Libations $2,500 I/We agree to abide by all rules and regulations listed and
Hi-Top Table Display $800 which are part of the agreement between my/our company
and the Florida Emergency Medicine Foundation. I/We also
Exhibit Hall Hors d’oeurves $1,500
agree to comply with ACCME Standards for Commercial
Tote Bags $1,500 Support. I/We also agree to have no involvement or
Social Media Post $450 influence with the content of the CME portion of the
Wine, Beer & Cheese Bev Station $350 conference. You are hereby authorized to reserve space for
Email Promotion $300 my/our company for Symposium by the Sea 2020.
Registration Packet Insert $250
Exhibit Hall Game $150 Signature
Mobile App Notification $200
*$175 ea for 3 or more
$150 ea for 5 or more 5. SEND THIS FORM TO:
Melissa Keahey, Director of Meetings & Events
ADD-ONS PRICING QTY 3717 S. Conway Rd., Orlando, FL 32812
Additional Badges $50 (each) Email: mkeahey@emlrc.org | Fax: 407-281-4407
(2 included w/each booth)
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