Exhibitor Prospectus
General Information
The host city this year is Tampa, Florida. The annual convention and exhibition of the American Association for Respiratory Care (AARC) will be held Saturday, November 5 through Tuesday, November 8, 2011 at the Tampa Convention Center. Exhibit dates will be November 5–7.
Contact Information
Annette Phillips, Exhibits Coordinator
American Association for Respiratory Care
9425 N. MacArthur, Ste 100
Irving, TX 75063-4706 USA
aphillips@aarc.org
Direct (972) 406-4653
Main (972) 243-2272
Fax (972) 484-2720
Congress Program Dates and Hours |
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| Saturday–Tuesday, November 5–8 | 08:30 A.M.–5:00 P.M. |
Exhibit Dates and Hours |
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| Saturday, November 5 | 11:00 A.M.–4:00 P.M. |
| Sunday, November 6 | 11:00 A.M.–4:00 P.M. |
| Monday, November 7 | 11:00 A.M.–4:00 P.M. Free access after 12 noon |
Exhibitor Registration Hours |
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| Thursday, November 3 | 10:00 A.M.–4:00 P.M. |
| Friday, November 4 | 08:00 A.M.–6:00 P.M. |
| Saturday, November 5 | 07:00 A.M.–4:00 P.M. |
| Sunday, November 6 | 07:30 A.M.–4:00 P.M. |
| Monday, November 7 | 08:00 A.M.–12:00 P.M. Free access after 12 noon |
Official Service Contractor
FREEMAN has been designated as the official service contractor and audiovisual provider for the AARC 57th International Respiratory Congress. Order forms will be in the Exhibitor Kit which will be e-mailed to confirmed exhibitors in August. Customer Service representatives will also be available at the on-site service desk to answer questions and process orders beginning, Thursday, November 3 at 8:00 A.M.
Non-Official Service Contractors
Non-official service contractors must return a completed Work Authorization Form to the AARC by Friday, October 7. Forms will be included in your Exhibitor Services Kit.
Exhibitor Services Kit
Projected email date is August, 2011. All of the forms from the independent contractors used during the show will be included. Please direct any questions to the contact and telephone number indicated on the individual forms.
Height Restrictions
Interior, corner and priority booths have a height restriction of 8 feet, side rails of 3 feet. Islands must be accessible from all 4 sides, no drape or back wall permitted. Island structure is limited to 20 feet in height.
Housing
Instructions for reserving sleeping rooms and hospitality suites at the official convention headquarters hotel will be included in the Exhibitor Services Kit. The Kit will be sent out in August.
Security
Each exhibitor is encouraged to take responsibility for safeguarding its goods, materials and equipment. The AARC will provide security in the exhibit hall on a 24-hour basis from the first day of installation of exhibits through the last day of dismantling. Entrance and exit of workers, attendees, and exhibit personnel will be strictly monitored. Despite these precautions, however neither the guard service, Tampa Convention Center, nor the AARC will be responsible for loss of or damage to any property.
Property Removal Pass
Property removal passes will be required for any equipment or materials being removed from the exhibit hall. Blank passes will be available from the FREEMAN Service desk. Identification will be required. The completed pass must be turned in and verified prior to removal of all property from the exhibit hall.
Meeting Room Reservations
An exhibiting company may hold company meetings, or meetings at which convention registrants are invited, during the annual meeting. Exhibitors may use any avenue they wish to invite attendees. There can be no fee required to attend those meetings. Meeting rooms at the headquarters hotel will be assigned on a first-come, first-served basis. Please submit a written request to Annette Phillips, Exhibits Coordinator, containing the date, time, purpose of proposed function, and number of anticipated guests. An answer will be sent to you and copied to the headquarters hotel releasing the meeting room space to your firm. Thereafter, you will deal directly with a representative from the hotel.
The AARC will not grant authorization in the convention hotel for exhibitor-sponsored meetings involving registrants Saturday–Tuesday, November 5–8, from 8:30 A.M. to 5:00 P.M. Authorization will also be declined for any company-sponsored functions on Saturday, November 5 from 7:30 P.M. to 11:00 P.M., and on Monday, November 7 from 7:00 P.M. to 11:00 P.M.. Those dates and times are reserved for functions involving all attendees at the convention.
Free Company Listings
Once your booth assignment is confirmed, a free listing of your company name will appear in all subsequent publications promoting the Congress including: the Advance Program, AARCTimes, RESPIRATORY CARE convention issues, Online Exhibit Hall, Guide to Exhibitors, and the Final Program. Deadline for inclusion in the Guide to Exhibitors is Friday, September 2, 2011. Deadlines for the other publications vary.
Children
The AARC does not allow children ages 12 and under, including babies in carriers, access to the Exhibit Hall due to the highly technical equipment. Children ages 13 and older are required to pay a $40 fee to enter the Exhibit Hall and attend the Congress functions. Your consideration of others is appreciated.
Education CRCE for Exhibitors
The AARC exhibitor badge allows exhibitors to attend all educational and poster sessions. It does not allow continuing education credits to be automatically documented. However, an AARC member who is registered as an exhibitor may receive CRCE credit. Details will be provided to the booth manager(s) at the onsite registration desk.
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