Arteriosclerosis, Thrombosis and Vascular Biology Peripheral Vascular Disease 2017 Scientific Sessions

Transcription

1 Arteriosclerosis, Thrombosis and Vascular Biology Peripheral Vascular Disease 2017 Scientific Sessions May 3 rd 5 th, 2017 TABLE OF CONTENTS Section 1: General Information Exhibitor Registration Hours Installation Dismantle Exhibit Dates & Hours Contacts Section 2: Association Services Booth Activities Form (Mandatory Form, Due April 1 st ) Exhibitor Appointed Contractor Form Section 3: Contractor Services Electrical Services Telephone Services Internet Services Lead Retrieval Section 4: Shipping & Receiving Shipping Information Section 5: Housing & Registration Exhibitor Housing Hotel Information Registration Information Exhibitor Staffing Section 6: Sponsorship & Advertising Sponsorship and Advertising Listing

2 GENERAL INFORMATION Arteriosclerosis, Thrombosis and Vascular Biology Peripheral Vascular Disease 2017 Scientific Sessions Conference Dates May 4-6, 2017 Exhibitor Registration Hours: Wednesday, May 3 rd 12:00 p.m. 2:00 p.m. Installation: Wednesday, May 3 rd 12:00 p.m. 2:00 p.m. Dismantle: Friday, May 5 th 4:15 p.m. 8:00 p.m. Exhibit Dates & Hours Wednesday, May 3rd 3:00pm-7:00pm * Thursday, May 4th 7:00am-3:30pm Friday, May 5th 7:00am-4:15pm *Booth staffing is optional during this period, However booths must be set before 3:00pm on Wednesday CONTACTS American Heart Association 7272 Greenville Avenue Dallas, Texas (888) (inside the U.S.) (214) (outside the U.S.) Marketing Opportunities Heather Starks Manager of Corporate Sponsored Projects (214) Heather.Starks@heart.org Exhibitor Services Julie Davis Senior Manager, Exhibits (214) Julie.davis@heart.org Hyatt Regency Minneapolis 1300 Nicollet Mall Minneapolis, Minnesota, USA, Phone: (612)

3 Association Required Forms Please make sure you have the following forms completed by April 1, You will receive an active link via or visit Association Services/Booth Activity Form Information contained on this form will be used in the exhibitor guide distributed onsite within registration and needs to be received by April 1, Exhibitor Appointed Contractor Form Submission of this form is ONLY necessary IF you are using the services of an independent contractor for any service such as booth installation and/or dismantle. Please make sure you indicate the information for each independent contract that you are using. Submission of this form must be completed by April 1, 2017

4 Hyatt Regency Minneapolis Hotel Information Sheet Welcome to Hyatt Regency Minneapolis CHECK-IN/CHECK-OUT TIMES Check in time is 3:00pm. Early check in prior to 3:00pm is based upon availability and cannot be guaranteed. Upon check in, all guests will be asked to confirm his/her check out date. Check out time is 12:00pm. Late checkout may be requested and is subject to hotel availability. To request a late checkout please contact the hotels front office at extension 50. Late check out requests, depending on time, may result in the assessment of the following charges: Before 1pm, with notification Complimentary (based on availability) 1pm 3pm $50 3pm 6pm $75 After 6pm Full Day Rate EARLY DEPARTURES An early departure fee of one night s room and tax will be assessed against any guest who departs earlier than the date confirmed at check-in. The fee will be automatically posted to the guest folio on or after departure. This fee will be waived only with 24-hour advance notice from departure date. Emergency and other special circumstance situations will be reviewed on a case by case basis. CANCELATION POLICY Individual Group reservation cancellations are required within seventy two (72) hours prior to the day of arrival will be charged and/or forfeit the first (1st) night's room and tax. A charge of first (1st) night's room and tax will be applied if you do not cancel or do not arrive (no show). Early departures are subject to penalty fees set by the hotel. Credit cards will only be charged if cancelled within the penalty period. FITNESS CENTER StayFit at Hyatt serves as our health club and is located on the sixth floor. It is complimentary to all hotel guests and is open every day of the week from 5:00 a.m. to midnight, with the exception of the pool, which is open 24 hours a day. Some of the features of StayFit include: Life Fitness cardio, free weights, and resistance equipment, treadmills and a basketball court. When using these facilities the Hotel assumes no liability. SMOKING Minneapolis Public Health Commission regulations prohibit smoking anywhere on Hotel property. There is no smoking in guestrooms, meeting rooms or terrace areas. Any guestrooms found to be smoked in will be assessed a $ fee to the room bill.

5 Hyatt Regency Minneapolis Hotel Information Sheet LUGGAGE STORAGE & PORTERAGE For individual arrivals/departures, luggage storage is available complimentary for all guests at our bell stand located on the main lobby next to the front desk. For group arrivals/departures that would like delivery or pick up of luggage, porterage service is available. A minimum of one weeks notice is required to make these special arrangements with the hotels guest services team. Current pricing for this service is: Roundtrip: $8.00 per person Delivery only: $4.00 per person Pick Up only: $4.00 per person STANDARD DELIVERY FEES Any guestroom deliveries, welcome letters or gift bags given at check-in can be arranged through your Event Sales/Event Planning Manager at least (7) days prior to groups arrival and charged as follows: $7.00 per room for very detailed drops (specific locations, personalized, etc.). $5.00 per room for small gifts (candy, gift bag, etc. that is not personalized). $3.00 per room for Marketing Materials, Door Hangers or Departure Notices that are slid under doors or anything that is to be left outside of the room. $3.00 per reservation for personalized letters at check-in $3.00 per person for personalized gift bags at check-in DELIVERIES Special arrangements must be made for receiving any equipment, goods, displays or other materials, which will be sent, delivered or brought into the Hotel. The Hotel's receiving entrance is open from 6:30am to 3:00pm, Monday through Friday. After hours deliveries are possible with advance notice. Shipments are to arrive no sooner than two (2) working days from the first day of the event. Failure to do this may result in deliveries being refused or materials being unavailable when required. Any materials being sent to the Hotel must be marked as follows: Hyatt Regency Minneapolis 1300 Nicollet Mall Minneapolis MN HOLD FOR: (Name of On-site Contact/Company) (Group, Conference or Seminar Name) (Date of Function) (Number of Boxes, ex: 1 of 2) RETURN ADDRESS: (Complete Company and Contact name) The following charges will apply for deliveries: 5 Boxes or Fewer $5.00 per box 6 10 Boxes $ Boxes $ Boxes $ Boxes $ Boxes or More To be determined by Event Sales/Event Planning Manager Rolling Cargo Case $75.00 Flat rate for pallet $ Rates above do not include 7.75% sales tax. Any other special deliveries must be approved prior to shipping by the Group's assigned Event Sales/Event Planning Manager. Appropriate delivery fees will be applied.

6 Hyatt Regency Minneapolis Hotel Information Sheet SELF AND VALET PARKING Loring Parking Ramp is attached to the Hotel and has 730 parking spaces. Hyatt Regency Minneapolis cannot discount self-parking as the Hotel does not own or operate the Loring Parking Ramp. Parking space availability is based on a first come, first serve basis. There are also other parking lots that surround the hotel and street parking. Current Loring Ramp self-parking rates: 0-1 Hour: $ Hours: $ Hours: $ Hours: $ Hours: $19.00 Early-bird parking valid Mon-Fri: $7.00 when entering the ramp between 6am and 8am and exiting before 8pm the same day The Hyatt Regency Minneapolis is not responsible for theft from or damage to automobiles. All incidents should be reported to Loring Parking Ramp and local authorities. Handicap parking spaces available. Gated entrance to the ramp with video surveillance and regular security patrols. Electric car charging spaces and Zip Car parking available on surrounding streets. Current valet parking rates: Short Term (0-2 Hours): $15.00 Short Term (2-4 Hours): $20.00 Long Term (4+ Hours): $42.00 ADDITIONAL PARKING STRUCTURES Millennium Ramp 13th & Nicollet (directly across the street from the Hyatt) Minneapolis Convention Center 12th & 2nd Ave (accessible via Skyway to Hyatt) WCCO 10th & Marquette (0.3 miles/5 minutes) Marquette Ramp 11th & Marquette ((0.3 miles/5 minutes) *For Additional information regarding parking: FEDEX OFFICE PRINT & SHIP CENTERS ONSITE BUSINESS CENTER FedEx Office Print & Ship Centers offers a wide range of services to make it easier for you to do business wherever you are. Go to fedex.com/conventions to place your orders and send documents right from your computer. While you re a guest here, visit our on-site center for assistance with your business needs: Order signs, banners, posters, tent cards, brochures, flyers or presentations. They ll deliver your finished job right to your meeting room or event or stop by for business services such as copying, faxing and computer rental, or to pick up last-minute office supplies. Visit the on-site FedEx Office business center, or give us a call: Contact FedEx Office at (612) or usa5570@fedex.com. Guests may access the FedEx Office twenty four (24) hours a day using their room key for limited service. Current full service hours of operation: Monday Friday 8am - 5pm EXHIBIT HALL If our ballroom or other banquet/function space is used as an exhibit area for tabletop displays, it is the responsibility of the group to have exhibit area clean and clear by the end of the scheduled closing date. This includes all trash, boxes, skids and miscellaneous items. If there is an excess of trash left, a service charge of $ will be incurred. Security is required for exhibits set in the common areas (Foyers, Hallways) of the Hotel. The Hotel strongly encourages groups to hire security for all exhibit areas. See the Security section for full pricing details. If the group has contracted with an outside drayage company then that provider and group will need to comply with and sign off on Hyatt Regency Minneapolis s Exhibit Hall Policies and Procedures. MEETING ROOM TEMPERATURE Standard meeting room temperature will be set at 71.5 degrees Fahrenheit, unless otherwise requested by the Group. Please communicate any special requests regarding meeting room temperature to your Event Sales/Event Planning Manager.

7 Hyatt Regency Minneapolis Hotel Information Sheet SECURITY The Hotel is not responsible for the loss of or theft of articles left in guest rooms or meeting/function rooms that are not secured. The Group must notify the hotel if a function room needs to be secured. Safety Deposit boxes are available at the front desk at no charge to the guest. Valuables should not be left in meeting/function rooms or guest rooms. Hotel guest rooms are equipped with Key Card System, dead bolts and chain locks. There is a deadbolt lock on connecting room doors. We also have a 24-Hour Manager on Duty and Emergency Line (dial 55). Security is available 24 hours a day. If additional security is needed for your event, Hyatt Regency Minneapolis will assist in hiring/scheduling officers for you For non-armed security guard. Security is based on a Four (4) hour minimum per officer. Security types are: Off-duty Minneapolis police officers - Police will not check ID s, or conduct searches because of them bearing arms. Contracted private security officer - Their main function is to assist in-house security: I.D. checks, pat searches, metal detector searchers, and guarding various items over specified times. (Licensed and bonded) Hyatt security officer - Their main function is to assist in-house security: I.D. checks, pat searches, metal detector searchers, and guarding various items over specified times. (Licensed and bonded) DECORATIONS/DISPLAY/SIGNAGE/REGISTRATION MATERIALS The Hotel has a limited selection of linens and props available for your event. In addition, your Event Sales/Event Planning Manager would be delighted to assist you in coordinating rental of more elaborate décor from our extensive network of event professionals. Nothing shall be posted, nailed, taped, pinned, or otherwise attached to walls, windows, doors, columns, floors, or any other parts of the Hotel or furniture. No signs or posters can be displayed in the Hotel without prior inspection and approval by the Event Planning Manager. No signage will be placed in the public lobby areas or guestroom areas unless approved by the Event Planning Manager. All signage must be professionally printed; no handmade signs will be allowed. Banners need to be hung by Presentation Services Audio Visual staff and only in approved areas. All banners should have eyelets in corners for easy hanging. Banner hanging and removal must be coordinated through your Event Sales/Event Planning Manager. Banner hanging is only done by Presentation Services Audio Visual (PSAV) to ensure safety to guests and Hotel property. Fees and other applicable charges for banner hanging is at the discretion of PSAV and subject to placement and size of banners. No ballroom doors will be taped, chained, or obstructed to block entrance. Nothing can be hung from or attached to light fixtures. No light bulbs can be disconnected or removed by client or their guests. Meeting planners will advise all presenters, exhibitors, guest speakers, and all affiliated organizations meeting in conjunction with the Group of the above guidelines. Any damage is subject to fines. The Hotel has several Interactive Reader Boards for daily postings of meeting room and registration information throughout the public areas of the Hotel. Contact your Event Sales/Event Planning Manager to provide the correct posting of your event. Custom logos can be displayed for a fee of $250 per day per board. CUSTOM GUESTROOM KEYS There is a $2.00 per room key distribution fee for groups utilizing and sponsoring custom RFID key cards. MEETING ROOM LOCK OUT Copies of keys can be made for the all meeting rooms, with the exception of the Ballroom, which does not have locks. Charges for meeting room RFID / VING keys are $10.00/each. The charge to re-key / lock out a meeting room is $150.00/per room. Should a hard key be lost or unreturned, to the Hotel, the group master account will be charged $250.00/ per key.

8 Hyatt Regency Minneapolis Hotel Information Sheet FOOD AND BEVERAGE All food and beverage arrangements must be made through the Hotel. License restrictions require that only Hyatt purchased food and beverage can be served on Hyatt property. Left-over banquet food cannot leave the hotel. The Hotel requests that all Banquet menus and other details pertinent to your function be submitted to you Event Sales/Event Planning Manager thirty (30) days prior to your event. Your Event Sales/Event Planning Manager will be happy to design menus especially for your group, selecting the proper menu items and program arrangements to ensure a successful event. For catered functions, the event sales office must receive the final guarantee numbers by 11:00am, three (3) working days before the commencement of the function. This number will be considered a guarantee, not subject to reduction, and will be charged accordingly. The Hotel agrees to provide three (3%) over the guarantee for plated or buffet meals. Leftover food cannot leave the hotel. The Hotel reserves the right to close any and all bars for any infraction of applicable liquor laws, including, but not limited to, consumption by minors. All Buffets require a minimum of 25 guests. Parties with less than 25 guests are subject to a $ surcharge. Any contracted food and beverage discounts do not apply to tax or service charge. BARTENDER / CHEF /ATTENDANT FEES Bartender and station attendants are available for $ for the first 3 hours. Each additional hour is $25.00 (certain stations require attendant as noted on Banquet Menus). (1) Attendant and/ or Bartender will be required for each 100 guests, and a 72-hour notice is required for this service. Request for coat check service within 72 hours cannot be guaranteed. Fees imposed for bars and culinary stations are not a tip, gratuity or service charge for wait staff, service bartenders or service employees. Bartender, Carver and Attendant fees are subject to applicable sales tax. TAX AND SERVICE FEES Food and beverage service charge/gratuity: 22% Occupancy (room) tax: 13.4% Food tax: % Alcoholic beverage tax: % Sales tax: 7.775% For information regarding tax exemption, please visit: MN Department of Revenue: Hotel & Lodging Exemption: IN ROOM DINING CHARGES Delivery charge: $3.00 Service charge: 20 % Sales tax: 13.4% SETUP CHANGES Once a room has been set, based on the signed Group Detail Report, and it is requested to be changed on-site, a room set up fee of $ will apply. The fee will vary based upon the severity of the change size of the room. SERVICE REQUIREMENTS FOR AUDIO-VISUAL PROVIDERS & INTERNET / TELEPHONE SERVICE / RIGGING AND TRUSS Audio and visual equipment is available through the Hotel s preferred provider, Presentation Services (PSAV). They may be contacted directly at or HyattRegencyMinneapolis@PSAV.com for full details regarding labor rates and equipment rental fees. PSAV also handles all electrical, DID phone and phone lines, internet (wireless and wired), rigging, truss, banner hanging and house sound in the hotel event venues. If the group has contracted with an audio-visual provider other than PSAV then that provider and group must sign off and needs to comply with the Hyatt Regency Minneapolis Outside AV Guidelines document. Should you choose an outside AV provider, additional liaison fees will apply. Hyatt Regency Minneapolis reserves the right to alter these Policies and Procedures without notice. Check with your Event Sales/Event Planning Manager to determine current Policies and Procedures prior to your event.

9 Hyatt Regency Minneapolis, 1300 Nicollet Mall., Minneapolis, MN Phone: Completed forms can be returned by * Fax: * HyattRegencyMinneapolis@psav.com CUSTOMER INFORMATION: Hyatt Regency Minneapolis Exhibitor Order Form (Power-Internet-Audio/Video) Company Name: Show Name: Booth#: Onsite Contact Name: Contact Address: Show Dates: PAYMENT METHOD: **Please make checks out to: PSAV Nicollet Mall, Minneapolis, MN 55403** Credit Card #: Expiration Date: Billing Address: Credit Card Billing Street Address: City: State and Zip Code: Billing Name (as it appears on the card): Telephone: Fax: SERVICE DESCRIPTION *All Prices are listed on a per day rate QTY x Days X Advanced Booking Onsite Request = TOTAL SHARED Bandwidth Internet Services Initial Wireless Connection (Single Public IP address) 0 x 0 x $75.00 $ = - - Additional Wireless Connection (Single Public IP Address) 0 x 0 x $35.00 $50.00 = - Initial Wired Connection (Single Public IP address) 0 x 0 x $ $ = - - Additional Wired Connection (Single Public IP address) 0 x 0 x $90.00 $ = - DEDICATED Bandwidth Internet Services Equipment Rental Power Services 1 Megabyte of Wireless Bandwidth (Mbps) 0 x 0 x $ $ = - 1 Megabyte of Wired Bandwidth (Mbps) 0 x 0 x $ $ = - Flipchart Package (Includes paper, easel, markers) 0 x 0 x $80.00 $90.00 = - PC Laptop 0 x 0 x $ $ = - 17" Flat Panel Computer Monitor (4:3 aspect ratio) 0 x 0 x $ $ = - 20" Flat Panel Computer Monitor (16:9 aspect ratio) 0 x 0 x $ $ = - 32" Flat Panel TV Monitor on 6' stand (16:9 aspect ratio) 0 x 0 x $ $ = - 46" Flat Panel TV Monitor on 6' stand (16:9 aspect ratio) 0 x 0 x $ $ = - 50" Flat Panel TV Monitor on 6' stand (16:9 aspect ratio) 0 x 0 x $ $ = - Speaker System for Monitors 0 x 0 x $50.00 $65.00 = - Standard Power Connection (Includes 20amp circuit, power strip and extension cord 0 x 0 x $85.00 $ = - Additional Power Strip and Extension Cord 0 x 0 x $40.00 $45.00 = - **For Additional Power Needs Please Call or HyattRegencyMinneapolis@psav.com SUBTOTAL = - PSAV will reply with a Rental Order for you to confirm that includes a 22% service charge and a 7.775% sales tax. Card Holder Signature:

10 SHIPPING AND RECEIVING Please make sure your materials arrive no earlier than May 1, 2017 The correct shipping address should read as follows: ATTN: Hyatt Regency Minneapolis 1300 Nicollet Mall Minneapolis MN Attn: American Heart Association: ATVB 2017 Upon arrival please visit Guest Services to arrange for your exhibit freight to be delivered to your booth. *Exhibitors are responsible for paying all associated shipping fees. If you are planning to ship a large quantity, heavy or large crates to the hotel there may be a labor fee in addition to the storage and handling fee. Please contact the hotel for quote.

11 EXHIBITOR HOUSING Housing Information - Conference Venue/Hotel Reservations All events take place at the Hyatt Regency Minneapolis: Hyatt Regency Minneapolis 1300 Nicollet Mall Minneapolis, MN To make a reservation by phone, please call or online at EXHIBITOR REGISTRATION On-Site Exhibitor Registration Hours: Wednesday, May 3rd 12:00 p.m. 2:00 p.m. Exhibitors are entitled to two (2) complimentary full registrations. Complete the booth activity form to register your staff. Additional registration fees will apply per badge over your allotted amount. Additional registration badges may also be purchased on site. Badges and Final Programs books will be available at the American Heart Association Registration Desk on site. Please advise all staff when picking up badges on site that they will be required to present a photo I.D. and business card at Registration. Photo I.D. and business cards are required even when the exhibitor has registered in advance. EXHIBITOR STAFFING Although exhibitors are encouraged to staff the booth for the duration of the exhibit hall hours it is only required during the unopposed breaks listed below. Please note food and beverage service will be in close proximity to the exhibit hall. Thursday, May 4, :00 a.m. 8:00 a.m.

12 10:00 a.m. 10:20 a.m. 12:05 p.m. 1:25 p.m. 3:25 p.m. 3:45 p.m. Friday, May 5, :00 a.m. 8:00 a.m. 9:30 a.m. 9:50 a.m. 11:35 a.m. 1:10 p.m. 3:10 p.m. 3:30 p.m.