| EXHIBITOR QUESTIONS |
| Becoming a CNS Exhibitor |
| Q: Where and when is the CNS Annual Meeting? |
| | The 58th CNS Annual Meeting will take place in Orlando, Florida at the Orange County Convention Center.
The Annual Meeting dates are Saturday-Thursday September 20-25, 2008. |
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| Q: How many medical professionals attend the CNS Annual Meeting? |
| | The CNS Annual Meeting attracts approximately 3,000 medical professionals. |
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| Q: Is exhibit space available? How do I get more information? |
| | Download a copy of the CNS Exhibitor Prospectus
and Application from the CNS website or contact the CNS.
Congress of Neurological Surgeons
10 North Martingale Road, Suite 190
Schaumburg, IL 60173-2294
Toll Free: 877-517-1CNS
Phone: 847-240-2500
Fax: 847-240-0804
E-mail: info@1cns.org
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| Q: What is the deadline for reserving booth space? |
| | Applications were due March 28, 2008.
A limited amount of space is still available. |
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| Q: How and when is exhibit space assigned? |
| | Booth assignments were mailed on April 22, 2008. Booth space is assigned based on the following:
- Number of years of participation in the past five consecutive CNS Annual Meetings.
- Number of booths occupied during the past five consecutive CNS Annual Meetings.
- Date of receipt of the exhibit application and deposit in the CNS office.
- Booth size and proximity of competitive companies on the exhibit floor.
A limited amount of space is still available.
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| Housing |
| Q: How and where should I book my hotel rooms? |
| | All exhibiting companies are required to book housing directly through the official CNS housing bureau,
Laser Registration. Exhibitor Housing will open online via the CNS website on June 23, 2008. Laser Registration will e-mail you a password to register
for housing online. Additional information will be included in your booth confirmation packet and in the Exhibitor Services Kit. |
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| Badges |
| Q: How many complimentary badges is my company allotted? |
| | Each exhibiting company receives 5 badges for every 10'x10'
booth space purchased. You may register for badges online via the CNS website on June 23.
Complimentary badges that are not reserved on or before August 14, 2008 will be forfeited. No complimentary badges will be issued
on-site. All registrations over the complimentary allotment, made by August 14, 2008 are $100 each.
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| Q: Where can exhibitors pick up badges and exhibit information? |
| | Badges may be picked up on site at the EXHIBIT REGISTRATION desk located in the Orange County
Convention Center, or mailed prior to the meeting to the designated company representative on August 29, 2008. |
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| Q: Where can exhibitors correct or replace their badges? |
| | Exhibitors can have their badge(s) corrected or have a new one printed in the Exhibit Registration Area located in the Orange County Convention Center. There is a fee of $150 to reprint or replace any Exhibitor badge. |
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| Q: What if I don’t know all the names of the individuals working in my booth prior to the Advance Registration deadline of August 14, 2008? |
| | Additions or changes made after August 14, 2008 must be made on-site. All badges issued on-site (including replacement badges) are $150 each regardless of the number of personnel that are
pre-registered. |
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| Q: How can I receive Opening Reception tickets? |
| | As a thank you to Exhibitors staying within the CNS Housing Block, the CNS will provide a maximum of two (2) complimentary tickets to the Opening Reception on Sunday evening for each 10x10 booth contracted (up to a maximum of 24 tickets).
Exhibitors staying outside the CNS Housing Block may purchase tickets to the Opening Reception on-site on a first-come, first-served basis. Ticket prices are $100 Each. |
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| Q: I am not an exhibitor, but in the future I’d like to be. Can I have a pass to look around the show floor? |
| | We do not sell passes to the exhibit hall; however our exhibit manager would be happy to give you a guided tour of the
exhibit hall on Wednesday, September 24, 2008. If you are interested please contact us at info@1cns.org and we can set up an appointment for a guided tour. |
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| Exhibit Dates and Times |
| Q: What are the Exhibitor Registration hours? |
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| Saturday, September 20 | 8:00 AM – 4:30 PM |
| Sunday, September 21 | 8:00 AM – 4:30 PM |
| Monday, September 22 | 8:00 AM – 4:30 PM |
| Tuesday, September 23 | 8:00 AM – 4:30 PM |
| Wednesday, September 24 | 8:00 AM – 4:00 PM |
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| Q: What are the Exhibit Hall Hours? |
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| Monday, September 22 | 9:00 AM – 4:30 PM |
| Tuesday, September 23 | 9:00 AM – 4:30 PM |
| Wednesday, September 24 | 9:00 AM – 4:00 PM |
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| Q: What time can I enter the Exhibit Hall? |
| | Exhibitor personnel will be permitted on the exhibit floor at 8:00 AM on show days and must vacate one half hour after the daily closing of the Exhibit Hall. |
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| Q: What are the Installation Dates/Hours? |
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| Saturday, September 20 | 8:00 AM – 4:30 PM |
| Sunday, September 21 | 8:00 AM – 4:30 PM |
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| | Exhibitors with a 1,600 square foot booth or larger may begin installing their booth on Friday, September 19, 2008 from 8:00 AM - 4:30 PM |
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| Q: What are the Dismantling Dates/Hours? |
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| Wednesday, September 24 | 4:00 PM – 8:30 PM |
| Thursday, September 25 | 8:00 AM – 4:30 PM |
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| | Dismantling exhibits prior to 4:00 PM on Wednesday, September 24, is strictly prohibited. |
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| Q: Am I required to provide a certificate of insurance? |
| | Yes, please see page 13 of the Exhibitor Prospectus named “Insurance & Liability,” for specific guidelines regarding your certificate of insurance. The CNS requires a hard copy of
your insurance certificate to be mailed to the CNS office; no emails or faxes will be accepted. |
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| Booth Questions |
| Q: Can I ship my booth ahead of time? |
| | Yes. Shipping information will be made available to you on June 19, 2008.
Yes, Freeman Decorating Company will accept crated, boxed or skidded materials beginning Wednesday, August 21, 2008, at the address listed below. Material
arriving after September 15, 2008 will
be received at the warehouse with an additional after deadline charge. Shipping information will be located in the CNS Services Kit in the “Quick Facts” form.
Warehouse Address
Congress of Neurological Surgeons Annual Meeting
Exhibit Company Name
Booth # ______
c/o Freeman
10088 General Drive
Orlando, FL 32824
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| Q: How do I get electric, furniture, housing, floral, cleaning Internet service, etc., for my booth? |
| | The Exhibitor Services Kit is available online through the CNS General Contractor,
Freeman Decorating beginning June 19, 2008. (Kit will be available after final booth payment is received).
Freeman will e-mail CNS Exhibitors a personalized link to the online kit earlier this year.
If you did not receive this information or would like it resent, please send a request to info@1cns.org or call 847 240 2500.
Your booth space must be paid in full prior to accessing the kit.
All forms should be completed in advance of the meeting to ensure that adequate labor,
equipment, etc., is available for an easy setup. Download this Exhibitor Checklist to
keep track of important deadlines.
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| Q: Can I hang signs and banners in my booth? |
| | Banners or other identification suspended or otherwise separated from the booth itself are not permitted.
View the 2008 CNS Annual Meeting Hanging Banner & Sign Guidelines.
[Island Booths (400 sq. ft. or larger) with prior approval from the Orange County Convention Center] |
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| Activities and Functions |
| Q: What can I do if I want to set up a separate meeting for my customers or sales staff? |
| | Exhibitors may request function space to conduct special meetings/activities.
A Function Space Request Form was
included in the Exhibitor Services Kit.
The deadline to request space is Thursday, July 10, 2008.
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| Q: I’d like to give away a few things at my booth, what process do I need to go through? |
| | Please send the CNS a sample or pdf proof of your giveaway item, as well as finalized copy on the items, and they will be reviewed for approval in writing by the CNS.
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| Q: What days and times may I hold my meeting functions? |
| | A Function Space Request Form is included in the Exhibitor Services Kit. The form will include times/dates available for exhibitors to hold meetings. |
| | Saturday, September 20 | All Day limited to events for corporate sales staff. |
| | Sunday, September 21 | All day until 6:00 PM – limited to events for corporate sales staff. |
| | Monday, September 22 | Prior to, but no later than, 7:00 AM – After 5:45 PM |
| | Tuesday, September 23 | Prior to, but no later than, 7:00 AM – After 5:30 PM |
| | Wednesday, September 24 | Prior to, but no later than, 7:00 AM – After 5:30 PM |
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| | Note: The CNS Opening Reception will be held Sunday from 6:30 PM – 8:30 PM |
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| Q: My company would like to conduct a satellite symposium during the CNS Annual Meeting. How do I get started? |
| | First your company or group must be an official 2008 CNS Exhibitor. A representative from the official exhibit company must submit a written request to conduct the symposium.
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| Q: Can exhibitors attend educational courses or auxiliary tours during the CNS Annual Meeting? |
| | Exhibitors may attend the General Scientific Sessions free of charge once all attending doctors have been seated. Exhibitors may purchase tickets for Luncheon Seminars on site
if tickets are available. Exhibitors may NOT register for Practical Courses. Exhibitors may purchase tickets
to evening Auxiliary events.
Note: Exhibit booths may not be left unattended at any time during Exhibit Hall hours. |
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| Marketing Opportunities |
| Q: What can I do to increase my booth traffic before and after the Annual Meeting? |
| | Send direct mail announcements to existing customers and attendees who have pre-registered for the CNS Annual Meeting. Attendee mailing labels are available through Laser Registration. An attendee mailing label order form will be available in the CNS Services Kit. A hardcopy sample or pdf proof or your marketing piece must be sent to the CNS for review/approval prior to ordering attendee mailing labels.
A pre-registered mailing list will be available thru Laser Registration for purchase on August 29, 2008. A post-show list will be available 2-3 weeks after the Annual Meeting.
Note: You must be a 2008 CNS Exhibitor to purchase these lists. An order form is included in the Exhibitor Services Kit.
Increase your booth traffic
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| Q: How do I attract more attention during the meeting? |
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- Sponsorship - Become a CNS Sponsor. The CNS offers many outstanding promotional and event sponsorship opportunities to help your company stand out and expand your presence beyond the Exhibit Hall.
- Raffle/Drawing - You may conduct a Raffle or Drawing from within your booth. Requests for approval of in-booth contests, raffles and giveaway items are due to CNS on August 14, 2008. Contact the CNS for more details.
- Door Drops - The CNS must approve all door drop materials. Once approved, you can work directly with the hotel regarding logistics and costs.
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