2025 Annual Meeting Exhibitor Registration

Exhibitor Registration

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Exhibit Booth Options

Advanced Price
$3,250
Available now until October 15th


Includes:

  • One 8' X 10' exhibit booth
  • Two exhibitor badges
  • Pipe and drape
  • (1) 6ft skirted table
  • (2) chairs
  • (1) wastebasket
  • (1) generic ID sign
  • (1) lead retrieval scanner

Advanced Price
$3,825
Available now until October 15th


Includes:

  • One 8' X 10' exhibit booth
  • Two exhibitor badges
  • Pipe and drape
  • (1) 6ft skirted table
  • (2) chairs
  • (1) wastebasket
  • (1) generic ID sign
  • (1) lead retrieval scanner
  • Bingo Card Slot
  • 3 Logoed Charging Blocks

Advanced Price
$4,050
Available now until October 15th


Includes:

  • One 8' X 10' exhibit booth
  • Two exhibitor badges
  • Pipe and drape
  • (1) 6ft skirted table
  • (2) chairs
  • (1) wastebasket
  • (1) generic ID sign
  • (1) lead retrieval scanner
  • Bingo Card Slot
  • 3 Logoed Bluetooth Speakers

Advanced Price
$4,250
Available now until October 15th


Includes:

  • One 8' X 10' exhibit booth
  • Two exhibitor badges
  • Pipe and drape
  • (1) 6ft skirted table
  • (2) chairs
  • (1) wastebasket
  • (1) generic ID sign
  • (1) lead retrieval scanner
  • Bingo Card Slot
  • 3 Logoed Backpacks

Exhibitor Badges - Complimentary Badges

*Click the button to add a badge. Save as many badges as you need. Two badges are included with exhibit booth. You can return later to add more. Additional badges will cost $250 each.
*Name on Badge
*Cell Phone

Additional Exhibitor Sponsorship Opportunities

Check Your
Selection
Additional Opportunties
Description
Amount
Requested
Social Opportunities
Gala Dinner and Dance This exclusive opportunity will allow one company to sponsor the Black-Tie Dinner and Dance. This sponsorship will included a dedicated 24x36 sign, the opportunity to make a welcome speech to guests, one (1) branded photo booth, branded cocktail napkins and drink stirrers, and two (2) complementary tickets for company representatives to attend the dinner! Representatives will have the opportunity to mingle with attendees all evening! $7,500
President's Luncheon All attendees are invited to this event that will take place on Monday of the Annual Meeting. The sponsor will be recognized on signage, have the opportunity to make a welcome speech to guests, and in the meeting mobile app, along with logoed napkins and drink stirrers. The sponsor of the President's Luncheon will also be invited to attend. $5,000
Resident/Fellow Lounge Located in the exhibit hall, Guest Lounges provide a comfortable space for attendees to relax, charge their phones, and network with one another. The sponsor of this much-loved exhibit hall addition will be recognized on signage in the Guest Lounge as well as on the meeting mobile app and mentions in promotional communications to attendees. $5,000
360 Degree Photo Booth Sponsor this one-of-a-kind photo booth located in the exhibit hall near your company's booth during the Welcome Reception. This fun activity is an excellent way to draw attendees to your booth and create fun memories for attendees. The photos/ videos will include your company logo and website information. $4,000
Welcome Reception All attendees and exhibitors are invited to attend the welcome reception taking place on opening night of the 2024 Annual Meeting. The sponsor of this reception will be recognized on signage, in the meeting mobile app, and with napkins and drink stirrers with their logo. $4,000
Executive Committee VIP Cocktail Hour The sponsors of this cocktail hour will have the opportunity to share an evening with the SAAOG Executive Committee during this intimate event. In addition to logoed cocktail napkins, the supporter of this cocktail hour can have up to two (2) company representatives attend who will have the opportunity to make a welcome speech to the guests. $3,000
Educational Opportunities
Satellite Symposium Host an educational symposium session. This unique opportunity allows your company exclusive access to reach all meeting attendees (not to compete with the scientific sessions). Due to limited availability, you are encouraged to register as soon as possible to secure your preferred date and time. Food and beverage, speaker arrangements, and charges are the responsibility of the sponsoring company.

Two slots:

  • Saturday, January 25 | Evening
  • Monday, January 27 | Morning

Includes:

  • Complimentary exhibit booth space
  • One-time use of mailing list to market all preregistered attendees
  • Symposium posted on meeting website, in the meeting mobile app, and on meeting signage
  • Standard Audio-Visual Package
  • Priority placement in Exhibit Hall
$10,000
Product Theater Be viewed as a leader in the Ob/Gyn field by hosting a one-hour product theater session. This unique opportunity gives your company exclusive access to the meeting space to host your product theater that will not compete with the sessions. Food and beverage, speaker arrangements, and charges are the responsibility of the sponsoring company.

Two slots:

  • Sunday, January 26 | Morning
  • Monday, January 27 | Morning

Includes:

  • Meeting room to accommodate up to 40 people theater style at the host hotel
  • Promotion of your product theater on the meeting website, in the meeting mobile app, and on signage and materials on site
  • One-time use of mailing list to market all preregistered attendees
  • Standard Audio-Visual Package
  • Priority placement in Exhibit Hall
$6,500
Hands-On Simulation Lab Give attendees the opportunity to view your products up close and in action by participating in SAAOG's Hands-On Simulation Lab taking place on Saturday, January 25! Your company will be able to provide live demonstrations and allow doctors to test out your products in an intimate setting. Must purchase exhibit booth to participate in the Hands-On Simulation Lab.

Includes:

  • Space and power in the Simulation Lab
  • Recognition of your participation in the Simulation Lab on the meeting website, in the meeting mobile app, and on signage and materials on site
  • One-time use of the mailing list to market to all pre-registered attendees
  • Complimentary inclusion on the Bingo Card
$5,000
Branding Opportunities
Mobile Meeting App Make a lasting impression by sponsoring the official SAAOG 2025 mobile app. Attendees will use the app to access the conference materials, meeting schedule, exhibit listings, hotel logistics, and more. Your company will be recognized as the sponsor in an email announcement regarding the app, on meeting signage, and in the mobile app. It also includes one push notification to attendees. $5,000
Do Not Disturb Door Hangers Reach attendees by having your company showcased on the 'Do Not Disturb' door hangers that will be placed in each room. Door Hangers can include messaging about your product/services, as well as an invite to stop by your booth. Your company creates the marketing piece and we will take care of the rest! $3,500
Charging Station Company logo & messaging on this stand alone, multi-station charging station. $3,000
Wireless Internet Your support allows attendees to enjoy free wireless internet in the exhibit hall. Your corporate name and logo will appear onsite signage recognizing your support of this much-valued service. Your company will have the option to customize the network password* for all attendees. *Password must be approved by SAAOG. $2,500
Directional Floor Clings Direct attendees straight to your booth by sponsoring the directional "footprint" floor clings starting at the exhibit hall entrance. $2,250
Meeting Bags Enjoy maximum exposure by sponsoring the attendee meeting bags! The bags will be branded with your company logo and handed out to all attendees during registration to be utilized throughout the entire program and beyond! $2,000
Conference Notepads Notepads for note taking are provided to all SAAOG registrants. The notepads will be branded with your company logo and you will receive acknowledgement in the meeting mobile app. $2,000
Meter Board Signs An 8-foot meter board sign with your custom branding will be placed in a high-traffic location within the SAAOG meeting space to maximize exposure. *One sided custom branding. Size is approximate. $1,500
Meeting Lanyards Enhance your exposure by sponsoring the attendee badge lanyards! Your company logo will appear on the badge lanyards that each attendee will receive upon registration. $1,500
Meeting Bag Insert Your corporate literature or brochure will be placed in the attendee bag, which will be distributed to all attendees at registration. All inserts must be approved by SAAOG prior to printing. Sponsor is responsible for design, printing, and shipping (8.5x11", max weight .08 oz). $750

TERMS AND CONDITIONS

By applying for exhibit space, a company agrees to adhere to all conditions and regulations outlined below. The South Atlantic Association of Obstetricians and Gynecologists (SAAOG) requests the full cooperation of the exhibitor in their observances. Please be sure that your promotional department, exhibitor appointed contractor, and anyone else involved in the arrangements of your exhibit has a copy of these rules and regulations. For any questions, please contact the SAAOG office at (904) 637-0944. Thank you for your interest in exhibiting at the South Atlantic Association of Obstetricians and Gynecologists (SAAOG) 2025 Annual Meeting (“Organization’). All exhibitors agree to the following information, guidelines, and regulations for purposes of exhibiting at our meeting, superseding all prior discussions. This may be supplemented by additional rules included in the exhibitor prospectus as well as any other information or updates provided by the Organization.

EXHIBIT HALL HOURS. All exhibitors must commit to having their exhibits displayed and staffed during the posted exhibit hours. Please do not set-up late or tear-down early. You agree to pay a $500 fee should the exhibit space get broken down before official tear-down hours.

CANCELLATIONS & NO-SHOWS. Once the signed application has been received, cancellation must be submitted to Organization, in writing, no later than forty-five (45) days prior to the meeting. Upon receipt of a timely cancellation notice, a full refund minus a $500.00 processing fee will be returned. If no cancellation notice in writing is received, no refund will be made. There are no refunds for no-shows or those canceling within forty-five (45) days. If the SAAOG 2025 Annual Meeting is canceled by SAAOG for any reason, all fees will be returned unless otherwise mutually agreed upon by both parties.

SPACE ASSIGNMENT. Space will be assigned according to the order in which applications and full payments are received. No space can be assigned without full payment. Organization will confirm the receipt of money/contract along with a space assignment. Organization reserves the right to re-arrange the floor plan at any time prior to the conference even if a location has already been confirmed. It also reserves the right to reject, at its discretion, any application to exhibit. Organization will make every effort will be made to separate direct competitors. Exhibit materials are confined to the exhibit area.

EXHIBITOR BADGES & REGISTRATION. Booth size determines the number of badges afforded to exhibitor. Representatives without a badge will not be permitted in the exhibit hall. Exhibitor may pick-up name badges at the registration desk onsite.

DISPLAY REQUIREMENTS & RESTRICTIONS. Organization retains the right to deny the exhibition of inappropriate items and products. Please contact the Exhibit Coordinator with any questions. Drugs, chemicals, or other therapeutic agents listed in AMA’s New and Non-Official Remedies, National Formulary or U.S. Pharmacopeia, may be displayed. Proprietary drugs mixtures and special formulas may be displayed if documentary evidence of their acceptance by ethical medical organizations is on file with the Exhibit Coordinator. New, unlisted and/or initial display items must be submitted for clearance prior to opening of the convention. Clinical and laboratory tests and evaluation on such items must be submitted at least three months prior to opening date of the convention. The same restrictions apply to books, advertisements in medical journals or other publications on display and to all promotional literature.

ELECTRICAL REQUIREMENTS. Machines and apparatus operated by electricity must not disrupt or annoy other exhibitors. Electrical arrangements must be made through the hotel, subject to their prices and conditions.

PROHIBITED CONDUCT. The rights and privileges of an exhibitor shall not be infringed upon by any other exhibitor. No signs or other articles shall be posted, nailed or otherwise attached to any of the pillars, walls, doors, etc. in such manner as to deface or destroy them. No attachments shall be made to the floors by nails, screws or any other device. Exhibitor is responsible for damage to property. Organization reserves the right to restrict exhibits that may be objectionable, or to order the removal of any portion of an exhibit which in the judgment of Organization is detrimental to or detracts from the general order of the exhibits. This applies to persons advertising, soliciting or anything of a similar nature.

PHOTOGRAPHY. Organization may contract an official meeting photographer to photograph or video all aspects of the meeting. Photography or video may occur in the exhibit hall, limited to attendee activity. Exhibitor agrees to allow reasonable request from Organization or the official meeting photographer to take pictures outside the exhibitor’s booth.

LIVE DEMONSTRATION. The use of models, biological tissues, or animals is strictly prohibited.

UNAUTHORIZED CANVASSING & DISTRIBUTION OF ADVERTISING MATTER. Solicitation of outside business or conferences in the interest of business except by exhibiting firms is prohibited. Exhibitors are urged to report to the Exhibit Coordinator any violations of this rule. Canvassing by exhibitors outside of their booths is also forbidden. Circulars or advertising matter of any description shall not be distributed except from the exhibitor’s booth or by specific permission of Organization.

SUBLETTING OF SPACE. No subletting of space will be permitted. Only one company may exhibit per booth. Each company represented in the exhibit hall must sign the exhibit application. Any person or company subletting a space, as well as the person or company purchasing the space, will be subject to eviction from the exhibit hall. No refund will be made to a company subletting its space.

SECURITY. Exhibitors are strongly urged to secure all valuables nightly or take them to their hotels rooms. Organization, the hotel, and Compass Management & Consulting, Inc. will not be responsible for lost or stolen items.

CERTIFICATE OF INSURANCE & LIABILITY. The property hosting the conference will take all reasonable precautions against damage or loss by fire, water, storm, theft, strike or any other emergencies of that character but does not guarantee or insure the exhibitor against loss by reason thereof. Organization will not guarantee exhibitors against loss of any kind. Reasonable care should be exercised by the Exhibitor to protect all exhibits. Exhibitors must provide Organization with a certificate of insurance no later than seven (7) days prior to the meeting. Exhibitor assumes entire responsibility and hereby agrees to protect, indemnify, and defend Organization, Compass Management & Consulting, Inc., the affiliates, officers, directors, agents, employees and partners of each, (“Indemnified Parties”) harmless against all claims, losses and damages, including negligence, to persons or property, governmental charges or fines and attorney’s fees arising out of or caused by exhibitor’s installation, removal, maintenance, occupancy or use of the exhibit premises or a part thereof. In addition, Exhibitor acknowledges that the Indemnified Parties do not maintain insurance covering Exhibitor’s property and that it is the sole responsibility of the exhibitor to obtain business interruption, property damage and comprehensive general liability insurance. Exhibitors are urged to take out a portal-to-portal rider available at a nominal cost on their own insurance policy, protecting them against lost through theft, fire damage, etc.

DISCLAIMER. Organization neither warrants nor endorses any of the products or services advertised. You agree to indemnify, defend, and hold harmless organization for any and all costs, including reasonable attorney fees, associated with any claim based on your product.

ATTENDANCE. Organization may estimate the number of attendees anticipated at the conference; however, such estimate does not intend to guarantee a number of conference attendees.

PAYMENT. Payment in full is due upon submission of the exhibit application.

COOPERATION. Organization requests the full cooperation of the exhibitor in their observances. Please be sure that your promotional department, exhibitor appointed contractor, and anyone else involved in the arrangements for your exhibit has a copy of these guidelines. For any questions, please contact the Organization office at (904) 637-0944.

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Publication Date: 
Friday, September 20, 2024 - 08:30
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