Planning for SLEEP 2017

Exhibitor Registration

Each exhibiting company receives (4) complimentary Exhibit Hall pass registrations per 10’ x 10’ booth rental, with a maximum of 20 complimentary Exhibit Hall pass registrations. These registrations allow entrance to the Exhibit Hall only. Additional Exhibit Hall pass registrations may be purchased, $50 each by May 19, 2017 or $75 on-site, plus administrative fee.

Exhibiting companies also receive one complimentary exhibitor Full-Meeting registration, which includes entrance to the Exhibit Hall and general sessions. Any additional individual exhibitors who wish to attend any scientific portion of the meeting will be required to register as an exhibitor Full-Meeting attendee and pay the required fee.

Exhibitor registrations and/or changes made after May 19, 2017, will incur a $25 administrative fee per registration.

The APSS requires exhibitors to register prior to the meeting. If a company representative chooses to register on-site or is not pre-registered, the individual must provide proof of affiliation, such as a business card, and provide payment. Please note that there is a $25 administrative fee per on-site registration and you might expect delays at the exhibitor registration counter.

On-site changes to pre-registered company representatives are to be made by the primary company contact designated on the application. For this reason, it is important to notify the APSS should the primary contact change between applying for exhibit space and the start of SLEEP 2017. No swapping or substituting of badges is approved unless permitted by the primary company contact. Please note that there is a $25 administrative fee per on-site change.

Exhibitor badges will be distributed at the exhibitor registration counter during SLEEP 2017. Company representatives and meeting attendees must wear a badge in order to enter the Exhibit Hall. Badges must be worn at all times. Altering an exhibitor badge with the insertion of a business card is not permitted. Guest badges will not be issued for exhibitors’ guests.

Early Access for Exhibitors

Booth personnel are permitted access to the Exhibit Hall two hours before and one hour after the official exhibit hours. An exhibit badge is required for entrance. Admittance during move-in or move-out times is limited to those individuals employed by the exhibiting company or directly responsible for installation/dismantling.

Exhibit Colors

Drape colors are blue and white. The aisle carpet color is midnight blue.

Final Program Listing

Each exhibiting company is entitled to one 50-word description of company products and/or services for print in the SLEEP 2017 Final Program. Word limitations for the descriptions will be strictly enforced. Descriptions longer than the allowable limit will be edited by the APSS without approval from the exhibiting company. The company name, city, state/province, country, toll-free number and website will automatically be printed in the program and are not included in the 50-word count. The description should be sent via email to the meeting department at sleepmeeting@sleepmeeting.org by no later than Monday, March 8, 2017. Company descriptions received after this date will not be included in the Final Program.

Online Exhibitor Listing

The 50-word description for the SLEEP 2017 Final Program will also be listed on the SLEEP 2017 Online Exhibitor Listing. The Online Exhibitor Listing is an electronic directory of SLEEP 2017 exhibitors. This will go live April 5 and will stay open until September 30. Company descriptions must be received by Monday, March 8, 2017 to be included in the online exhibitor listing.

Move-in/Move-out

Exhibit move-in will begin on Saturday, June 3 from 12:30pm until 5:00pm, and continue on Sunday, June 4 from 8:00am until 5:00pm. All crates and carts must be removed from the Exhibit Hall by 5:00pm on Sunday. Company representatives may continue working in their booth until 9:00pm on Sunday with prior approval. Exhibit space not occupied by 5:00pm on Sunday, June 4 will be forfeited and crates will be removed at the exhibitor’s expense. Space may be resold or reassigned without refund.

Exhibit move-out may not begin before 1:30pm on Wednesday, June 7 and must be completed by 12:00pm on Thursday, June 8. Packing/dismantling of exhibits is strictly prohibited prior to the official closing time. Exhibit space not cleared by 12:00pm on Thursday, June 8 will be dismantled at the exhibitor’s expense and liability. Exhibitors who do not comply with these times may jeopardize participation at future SLEEP meetings.

Note: Move-in/Move-out times are subject to change.

Lead Retrieval

Lead retrieval systems will be available for exhibiting companies. Each badge will have a 1-D bar code that will enable the exhibiting companies to easily gather contact information, including the Physician National Provider Identifier (NPI) number, from the attendees. Detailed information on how to order lead retrieval will be provided in the exhibitor service kit.

Lighting

Overhead or truss lighting systems, attached to the facility steel structure, are permitted ONLY if the exhibit measures 400 square feet or larger. Exhibitors wishing to hang lighting systems will be required to submit the appropriate forms to JCALPRO and the APSS Meeting Department. All requests must be reviewed and approved by the APSS. Lighting instruments, regardless of the type, must be positioned inside the perimeter boundaries of the purchased floor space. Projecting light beams or images outside the perimeter boundary of the booth (including external aisles) are prohibited. Special effects (spinning, rotating, and pulsating) must not interfere with other exhibits or detract from the professional atmosphere of the exhibition. Companies wishing to utilize overhead or truss lighting must check the box on the exhibitor space application as well as include the appropriate fees outlined below:

  • 400-599 sq. ft. = $200
  • 600-799 sq. ft. = $250
  • 800-999 sq. ft. = $300
  • 1000-1399 sq. ft. = $350
  • 1400+ sq. ft. = $400

Food and Beverage Handouts

Exhibitors who wish to hand out food and /or beverages from their exhibit space may submit their request by adding it to the exhibitor application form. This will require the approval of APSS management. Upon approval exhibitors will be notified and provided with the catering contact information.

Companies wishing to distribute food and/or beverage must pay a $500 non-refundable administrative fee.

Tote Bags

The distribution of bags is permitted at no additional cost provided the bags are plastic and measure no larger than 14” x 14”. Exhibitors who wish to distribute bags that are larger 14” x 14” and made of canvas, nylon, recycled totes or duffel bags are able to do so by securing a tote bag sponsorship. To include this option simply add it to your sponsorship application.

Tote bag giveaway (from your booth) - Sponsorship Fee $500