Frequently Asked Questions

April 29 – May 3, 2020

Please click on this link to access the exhibitor prospectus.

Access and complete the exhibitor application by logging into your exisiting exhibitor account. First-time exhibitors may create an account.

Upon submission, ASBrS will review and must approve your application before payment is accepted. You will be notified upon approval and will be prompted to log in and to make a credit card payment online. If paying by check, please include a copy of your invoice and mail to the address below:

1. The American Society of Breast Surgeons
   Attn: ASBrS 2020 Exhibits
   7067 Columbia Gateway Drive, Suite 290
   Columbia, MD 21046

The American Society of Breast Surgeons will retain the following fees from booth payments if a company cancels or reduces booth space: $100 per booth on or before December 31, 2019; 50% of booth cost on or before January 31, 2020; 100% after January 31, 2020. The retained rental fee shall be liquidated damages for the direct and indirect costs incurred by management for organizing, setting up, and providing space for exhibitor, and losses and additional expenses caused by exhibitor’s withdrawal. ASBrS has the right to resell any cancelled or reduced space. Cancellations and reduction of space are required in writing. Email Jane Conway, Industry Relations Coordinator, at jconway@breastsurgeons.org.

Booth space assignment will take place during the week of January 13, 2020. To be included in the initial assignment, ASBrS must receive your completed online application and payment in full, no later than January 10, 2020. Booth space will be assigned based on earned priority points and proximity to competitors per the exhibitor’s request. Booth applications received after this date will be accepted on a space-available basis.

Priority points are based on your company’s financial support and donations from May 2000 through December 31, 2019. Additional support of the Annual Meeting and/or the Society is not a requirement for exhibiting. Points are awarded as follows:

1. 1 point for every $1000 received for Annual Meeting exhibit space
2. 1 point for every $1000 received for Annual Meeting and regional course sponsorship
3. 1 point for each machine, piece of equipment, device donated to use in a workshop (not including stereotactic breast biopsy) at Annual Meeting and regional course
4. 5 points for each stereotactic breast biopsy machine donated to use at Annual Meeting and regional course
5. 1 point for each applications technician participating in a pre-meeting workshop
6. 1 point for every $1000 given to the Society outside of the Annual Meetings and regional courses
7. 1 point maximum per company when one or more of their representatives attend the Exhibitor Forum
8. 1 point per company who completed the exhibitor survey

The earliest dated exhibit application with full payment will have preference if companies have reached equal point totals. Also considered are such factors as preferred placement away from or near another exhibitor. Please note that placement according to such preference is not guaranteed. Priority points expire after two consecutive inactive years of support, donation and/or exhibiting.

Payment in full is due upon ASBrS approval of your booth application. Deposits are not accepted. Booths will not be held or reserved without full payment.

Booth applications submitted by January 10 will be included in the Priority Placement.

1. 4 complimentary staff badges for each 100 ft² of booth space contracted (eg, a 10x20 booth receives 8 complimentary badges). Additional badges may be purchased. The deadline to pre-register exhibit staff badges is April 10.
2. Complimentary profile of your company and products in the mobile app exhibitor directory.
3. Complimentary online exhibitor listing, with a link to your website, on the exhibitor directory page of the Society website.
4. Complimentary pre-registration and post-registration mailing labels/lists of meeting attendees (Contingent upon ASBrS approval of your marketing piece) – Log in to the Exhibitor Ready Room, available online in late January, to upload your brochure for approval.

Exhibitors are allowed access to the Exhibit Hall 1 hour prior and 1 hour after Exhibit Hall hours. As a courtesy to attendees and fellow exhibitors, please open your exhibits on time and staff them throughout the meeting until the scheduled closing on Saturday, May 2 at 4:00 pm.

Thursday, April 30
Opening Reception in Exhibit Hall: 7:30 pm–9:00 pm

Friday, May 1
Exhibit Hall Hours: 9:00 am–4:00 pm
Break in Exhibit Hall: 10:00 am–10:30 am
Lunch in Exhibit Hall: 12:00 pm–1:15 pm
Exhibitor Forum: 2:30 pm (location TBD)
Break in Exhibit Hall: 3:15 pm–3:45 pm

Saturday, May 2
Exhibit Hall Hours: 9:00 am–4:00 pm
Break in Exhibit Hall: 10:00 am–10:30 am
Lunch in Exhibit Hall: 12:00 pm–1:15 pm
Break in Exhibit Hall: 3:30 pm–4:00 pm

Booth Installation Hours
Wednesday, April 29: 8:00 am–5:00 pm
Thursday, April 30: 8:00 am–5:00 pm

All exhibits must be set-up by Thursday, April 30, at 5:00 pm.

Failure to occupy space
Any space not occupied by Thursday, April 30, at 5:00 pm will be forfeited by the exhibitor, and this space may be reassigned or used by The American Society of Breast Surgeons without refund, unless arrangements for delayed occupancy have received prior approval by the Society.

Booth Dismantle
Saturday, May 2: 4:00 pm–10:00 pm, with carrier check in no later than 8:00 pm.

The exhibit hall closes at 4:00 pm. All exhibits must remain in place until the hall officially closes at 4:00 pm, Saturday, May 2. All exhibits must be completely removed from the hall by 10:00 pm with carrier check in no later than 8:00 pm. The Society is not responsible for any material left by the exhibiting company.

Any staff working as a representative in your booth is required to have an official Society-issued exhibitor badge. Exhibitors must register booth staff via the Exhibitor Ready Room (available in late January) by the April 10 deadline.

All booths have an allotment of 4 complimentary exhibitor badges for every 100 ft² of booth space. There is a $100.00 fee for each exhibitor badge over the booth allotment. Exhibitor badges will grant access to the Exhibit Hall during booth installation and dismantle as well as one hour prior to and after exhibit hours. Please note exhibit badges are not transferable and must carry only the name of the person and company confirmed as an official exhibitor at this meeting.

All changes and additions to badge lists must be made by the deadline date of April 10. Badges are pre-printed and shipped to show site for distribution at the ASBrS exhibitor registration desk. After April 10, all badge additions or changes must be ordered at the exhibitor registration desk by the onsite representative. A $50.00 additional fee will be charged for each badge printed on-site.

An exhibiting company’s designated onsite representative is authorized to pick up all or some of the exhibitor badges for distribution to company staff. No other staff is authorized to pick up another exhibit staff’s badge. Exhibit staff must have a government picture I.D. as proof to pick up their badge.

Exhibit staff may register themselves onsite if they submit a government picture I.D. and proof of employment with the exhibiting company. Installing/dismantling staff must be registered for a temporary Set-Up (EAC) badge. If an exhibitor hires technical staff for installation, dismantle and troubleshooting throughout show hours, they must register them as exhibit staff. No one under the age of 18 can enter the exhibit hall.

Company representatives may not engage in sales activities while in the room where an educational activity takes place. All exhibitors and attendees are invited to attend the Opening Reception on Thursday, April 30. Exhibitors may purchase registration for their technical/scientific staff for the general session programs on a space-available basis. For additional information, please contact Jane Conway, Industry Relations Coordinator, at jconway@breastsurgeons.org.

Industry representatives and exhibitors MAY NOT ATTEND the following pre-meeting courses:

Wednesday, April 29

• Beginner Oncoplastic Surgery Skills Course with Cadaver Lab
• Intermediate Oncoplastic Surgery Skills Course with Cadaver Lab
• More than a Stereotactic Breast Biopsy Course: A Practical Management Strategy in Imaging the High-Risk/Dense Breast Patient

Thursday, April 30

• Breast Ultrasound: An Introductory Course
• Fellows Track

Exhibitors and industry technical/scientific staff MAY purchase a registration for the following non-workshop or non-demonstration pre-meeting courses:

Wednesday, April 29

• Practice Management: Adding Value to Your Practice Today and Tomorrow
• Evaluating Technology and Its Application in the De-Escalation of Care
• Genetics for the Breast Care Provider
• Challenges and Considerations in Lactation for Breast Care Providers
• Practice Primer for New Breast Surgeons

Thursday, April 30

• Surgical Techniques to Manage Benign and High-Risk Breast Disease: How I Do It
• Leadership Skills to Help You Succeed in Your Practice Today

Industry representatives (exhibitors and technical/scientific staff) may not purchase guest registration passes and MUST register as a non-member.

This information will be provided in your Freeman Exhibitor Service Kit, which will be available in January 2020.

This information will be provided in your Freeman Exhibitor Service Kit, which will be available in January 2020.

All exhibitors will be sent one complimentary list of pre- and post-meeting registrants (Name, City, State and Country only.) Additionally, exhibitors are entitled to receive one complimentary set of pre- and post-meeting registration labels. Before the labels can be sent, exhibitors must read and agree to the mail list policy in the Exhibitor Ready Room (available in late January) and upload a copy of the promotional piece to the Society for review and approval.

1. Pre-registered attendee label/list requests: Promotional pieces must be uploaded by March 31. Lists and Labels will be sent by April 7. (Pre-registered attendee labels will not be available after this date.)
2. Post-meeting attendee label/list requests: Promotional pieces must be received by May 8. Lists and Labels will be sent out by May 22. (Post-meeting attendee labels will not be available after this date.)

There are 3 options available*:

1. All exhibitors will automatically receive by email one complimentary list of pre- and post-meeting registrants (Name, City, State, and Country only.) No submission of a marketing piece is required.
2. Printed labels will be mailed directly to exhibitor when the promotional mailing is coordinated in-house by the exhibiting company. The labels are not to be reproduced or used more than one time.
3. Electronic attendee list sent only in the event the promotional mailer is coordinated by a mail house or other third party. List is sent only to mail house or third party and the list cannot be used more than one time.

*PLEASE NOTE – Lists and labels do not include email addresses.

1. Support the Opening Reception
2. Order lead retrieval system
3. Take advantage of the marketing and support opportunities below

1. Educational grants
2. Sponsorship opportunities as defined in the 2020 Support Opportunities Form
3. Satellite Symposia
4. Full-page advertisement in Final Program
5. Single use mailing labels for the entire membership (available throughout the year)
6. More information will be located in the Exhibitor Ready Room (available in late January)

Exhibitor housing will open in January 2020 and information will be sent to all approved companies at that time. Please refer to the updated policy.

ASBrS has designated Atlas Meetings and Travel as the ONLY official housing and registration provider for the 2020 Annual Meeting. Any other agency attempting to present themselves as an official partner of ASBrS is doing so fraudulently.

Beware of Unauthorized Service Providers—It has come to our attention that several exhibitors, attendees, and members have been contacted by unauthorized companies promising services relating to ASBrS 2020 including housing vendors, attendee list rental services, Internet providers, printed exhibitor directories and lead retrieval services. These companies are not authorized to offer services and are not affiliated in any way with the American Society of Breast Surgeons or its programs. The following list includes the only vendors that are approved by ASBrS and authorized as an official partner. Exclusive service providers are indicated by an red asterisk " * ":

1. Official Decorator/General Contractor: Freeman
2. Official Housing Provider: Atlas Meetings & Travel
3. Official Audiovisual: Encore Event Technologies
4. Official Electric: Bellagio Hotel*
5. Official Internet: Bellagio Hotel*
6. Official Booth Cleaning: Bellagio Hotel*
7. Official Telecommunications: Bellagio Hotel*
8. Official Security: Bellagio Hotel
9. Official Lead Retrieval Provider: ExpoTools
10. Official Attendee List: ASBrS Staff Office ONLY*

Please be aware that no company is authorized to sell the Society membership or meeting attendee lists and lists offered by anyone other than the American Society of Breast Surgeons are fraudulent. These are scams and no one in the Society opts in to allow their email address to be distributed. If you receive such a solicitation, we suggest you do not purchase since the list was obtained without permission. Your company could be blacklisted as a SPAMMER if you use the list.

Jane Conway
Industry Relations Coordinator
jconway@breastsurgeons.org
410-381-9500

Marti Boyer
Director, Strategic Partnerships
mboyer@breastsurgeons.org
410-381-9500