Exhibitor Information

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VOS 2019 Annual Meeting Exhibit Prospectus

2019 Exhibitors & Sponsors

2018 Exhibitors & Sponsors

Invitation to Support

The Virginia Orthopaedic Society is pleased to invite your organization to increase your visibility and strengthen relationships with Virginia leaders in orthopaedic surgery. Industry support is key to the success of this meeting and demonstrates your commitment to improving patient care and outcomes.

With unopposed exhibit hours you will have an opportunity to generate new leads with orthopaedic surgeons.

VOS Annual Meeting Program and Target Audience

The 72nd Annual Meeting program will cover educational needs related to current techniques and evaluation of orthopedic issues that present themselves to the general and practicing orthopedist on a daily basis.

We anticipate 100-150 orthopaedic surgeons.


EXHIBIT SCHEDULE

Exhibit Dates: May 3-4, 2019

Exhibit Move-in Hours*

Friday, May 3, 2019 | 2:30 – 4:30 pm


Exhibit Hours* – Friday, May 3, 2019

5:00 – 7:30 pm Welcome Reception and Quiz Bowl with Exhibitors


Exhibit Hours* – Saturday, May 4, 2019

6:00 – 6:55 am Breakfast with Exhibitors
10:10 – 10:40 am Coffee Break with Exhibitors
12:00 – 1:00 pm Lunch with Exhibitors


Exhibit Move-out Hours*

Saturday, May 4, 2019 | 1:00 – 2:30 pm

*Times are subject to change.

Exhibitors are welcome to attend all general sessions. Exhibitor badge must be worn.  Booths should be staffed for meal and break times held in the Hall.


EXHIBIT PACKAGES

Learn more about the exhibit package details HERE.

Premier Exhibitor $15,000
Platinum Exhibitor $10,000
Gold Exhibitor $5,000
Silver Exhibitor $2,500
Exhibitor $1,500

SPONSORSHIP and  ADVERTISING OPPORTUNITIES

Select these options when completing the Exhibitor and Sponsorship Agreement or contact Dana Gibson dana@societyhq.com. Additional details are HERE.

The deadline to submit program ads is April 1, 2019.

Logo Placement on VOS Website $250
Full page ad – outside back cover of pocket program $500
Full page ad – inside page of pocket program $400
Half page ad – inside page of pocket program $200
Coffee Station Sponsor $1,500
Mobile Meeting Guide $2,500
Welcome Reception Sponsor $5,000

 

 

 

 

 


EXHIBIT AGREEMENT

To sign up to exhibit, complete the Agreement HERE.

  • A minimum of 50% of the exhibit fee is due when the Exhibit Agreement is submitted. Payment is due in full by March 4 , 2019.
  • Payment for an Exhibit/Sponsor Agreement submitted after March 4, 2019 must be paid in full at the time of application.

EXHIBIT FLOOR PLAN

The exhibit hall floor plan is available HERE. Updated March 25, 2019.

Exhibit space is assigned on a first come, first served basis. Exhibit agreements must be submitted prior to exhibit space being assigned.  Every effort will be made to accommodate special requests.  The VOS cannot guarantee preferences for exhibit space locations.

The VOS reserves the right to add, move or remove tables if necessary.  The floor plan is subject to change.


MEETING PROGRAM

The program is available on the MOBILE MEETING GUIDE. The guide will include lecture slides, program schedule, digital posters and presentation schedule, speaker list, attendee list and meeting room locations.

The program for the 2019 Virginia Orthopaedic Society Annual Meeting will cover current principles, techniques, and evaluation of orthopedic issues that present themselves to the general and subspecialty orthopedist on a daily basis.  This will include common clinical, surgical, administrative, and regulatory issues faced by orthopedic surgeons, clinical extenders, and practice administrators.  Specifically, the program committee will focus on timely and poignant issues with an emphasis on trauma, sports medicine, and arthroplasty.


EXHIBITOR SERVICES

SHIPPING: Packages can be labeled as shown below and can be received up to three days prior to the start of the event.  A daily storage fee will apply to any boxes/parcels received prior to 72 hours before the start of the program.

The Intercontinental at the Wharf
[Company Name]
Attn: Sally Ali
801 Wharf Street, SW
Washington, DC 20024

LOADING DOCK INSTRUCTIONS
Loading Dock Instructions
- Loading Dock Map

ELECTRICAL and AV ORDERS: The Intercontinental at the Wharf will contact exhibitors about one month prior to the conference regarding your electrical and audiovisual needs. Orders will be placed directly with their provider, Audio Visual Systems.

LEAD RETRIEVAL: The lead retrieval system offered for the conference is iLeads, a cloud based trade show lead capture app that lets you digitally collect and manage information from all of your trade show sales interactions using a smartphone or tablet.


EXHIBITOR BADGE REGISTRATIONS AND COMPANY/PRODUCT DESCRIPTIONS

VOS exhibitor badge registrations and product or company descriptions are due by April 5, 2019. Email your badge names and company/product descriptions to Julie Hitt in the VOS office.

NEED TO ORDER EXTRA NAME BADGES?
Exhibitors can order additional badges for booth representatives via the VOS credit card payment form. Badges are $100/badge. Be sure to list the full name(s) for the badges on the payment form.


MEETING HOTEL

The Intercontinental at the Wharf is the headquarter hotel for the VOS Annual Meeting.  The group rate is $289 plus taxes and fees. Click here to make your reservations. The group rate deadline is April 3, 2019.

The Intercontinental at the Wharf
801 Wharf St, SW
Washington, DC 20024
Phone: 202-800-0844

PARKING

Parking at the hotel is Valet only.
$34 daily parking
$50 overnight parking

The Wharf has parking available around the hotel.  Please visit https://www.wharfdc.com/getting-here/car-parking/.


MAILING LIST RENTAL

The member and conference registration mailing list is available for rent (one-time use).  Visit the Virginia Orthopaedic Society’s Mailing List Rental Guidelines and Order Form.


QUESTIONS? Contact:

Dana Gibson, Director of Corporate & Educational Support
Telephone: 804.338.6958 ▪ Fax: 804.282.0090 ▪ Email dana@societyhq.com