Standard rates for contracts received until January 18, 2013:

• 10' x 10' Linear = $3,300
• 10' x 10' Corner = $3,500

Island/Pavilion rates until January 18, 2013:

(all booth sizes over 20' x 60' are considered pavilions)

Contact the AAN for pricing of any other booth sizes.

Warehouse, setup, and dismantling schedule

1. Select a booth size and preferred location based on the floor plan. Please note that, while the AAN will adjust the floor plan as needed, the general layout will remain largely the same.
2. Send completed contract and deposit to the AANI by October 17, 2012, in order to be included in the first round of booth assignments and for the opportunity to accrue AANI priority points (see page 15 for details on point system). Contracts will not be accepted over the phone (no exceptions).
   The AANI requires a 100% payment for credit card payments or a 50% deposit for check or wire transfers. Deposits are due with contract. Final payments for check or wire transfers are due January 18, 2013. Exhibit space will not be assigned without a deposit on file. Contracts received after the deadline will be assigned on a space-available basis.
3. Review booth assignment.
   Booth assignment confirmations will be emailed to all exhibitors the week of November 5, 2012.
4. Send final payment.
   Mail the exhibit fee balance to the AANI by January 18, 2013. If payment is not received by the deadline, the AANI reserves the right to reassign or sell the space, and the original applicant will be responsible for 50% of the contracted space costs. For space reserved after January 18, 2013, full payment must accompany the application.

Exhibit Space Assignment

In order to ensure appropriate booth assignment, the AAN requires that all organizations provide six preferred booth choices (see Exhibit Hall floor plan). The AAN reserves the right to assign the best possible booth space and relocate booth assignments as necessary.Booth assignment is determined based on the following criteria:

1. Priority Points
2. Contract/Payment Submission date

The date the contract is received at the AAN will be used to determine assignments only when there is a need to: (a) break a tie in points during initial assignments, or (b) determine priority for applications received after the initial assignments are made.

Exhibitor Booth Staff Registration, Hotel, and Travel

Learn more about Exhibitor Booth Staff Registration, Hotel, and Travel

Non–Profit Space

The AAN offers twenty (20) complimentary spaces in the Association Neighborhood (see floor plan). The first 20 medically related nonprofit association (as determined by the AAN) contracts received will be guaranteed a free space in the Neighborhood.

Once the Neighborhood is sold out, a reduced nonprofit rate for a standard 10' x 10' booth will be offered. Priority Points will not be taken into account for exhibitors paying the reduced nonprofit rate. Booths will be assigned by the AAN based on availability.

Requests for association space must be accompanied by proof of nonprofit status for first time exhibitors.

Level 1: Complimentary space in the Association Neighborhood.

Exhibitor is responsible for ordering carpet and furniture package – order form will be provided with your confirmation and in the Exhibitor Service Kit

Level 2: Nonprofit reduced rate (outside of Association Neighborhood): 10' x 10' Linear = $950.00 10' x 10' Corner = $1,150.00 These booth rates do not include carpet or furniture. Carpet is mandatory for all booths.

Careers Central

Special Package for Recruiters

The AAN encourages recruiters and job placement agencies to take advantage of the following package deal and get exposure to over 11,000 Annual Meeting attendees. The Careers Neighborhood will feature the AAN Career Central booth, a beverage station, and a unique look with teal drape and blue booth carpet that will differentiate this area from the rest of the exhibit hall. See floor plan for location.

Package includes:

• 16 exhibit hours and possible exposure to 11,000 Annual Meeting attendees
• 10' x 10' booth in Careers Central in the AAN Exhibit Hall
• Furniture package: Pipe & Drape, One (1) 6 foot x 42" draped table, One (1) Black Diamond stool, One wastebasket, booth carpet
• NEW: Use of Meeting Suite to conduct interviews or one–on–one meetings. One 10' x 10' meeting suite (Convention Center, Hall A, see floor plan) will be reserved for exhibitors of the Careers Neighborhood. The suite will be available during Exhibit Hall days and exhibitors will be able to reserve the suite by signing up at the AAN Career Center booth at a first–come, first–served basis. Limited to (4) four 30–minute sessions per recruiter.
• 6' table exhibit at the AAN Residents and Fellows Career Forum* (includes signage with logo on backdrape)
• 1/4 page black/white ad in AAN Career Compass (only print supplement at Annual Meeting, 4,000 copies) Please also visit www.aan.com/go/careercenter for additional Annual Meeting opportunities.

* The Residents and Fellows Career Forum is held on Monday, March 18, 2013, 7:30 p.m.–9:00 p.m. at the Marriott Marquis, San Diego. For more information regarding the Career Forum please contact Cheryl Alementi, Senior Administrator Education Programs, at calementi@aan.com or (612) 928–6073.

First–Time Exhibitor Row

The AAN will reserve a block of booths in a high traffic area of the hall for first–time exhibitors (see floor plan for detailed location). An aisle banner will highlight this area of the hall. Please mark on the contract if you wish to be placed in this area.

Added Benefit For New Exhibitors

New exhibitors interested in an option to obtain prime exhibit space near the hall entrance for one year should contact Franziska Schwarz, Program Manager, Exhibits and Affiliate Meetings, at fbschwarz@aan.com, or (612) 928–6015. Space is limited to (2) 20'x20' islands or (8) 10'x10' linears and will be distributed on a first–come, first–served basis. Exhibit fees are at the standard rates, no discounts apply. Contract must be received by October 17, 2012, in order to qualify for this program.

Criteria for participation:

• Annual sales less than $100M in the neurological community
• Five years or less participation with the AAN Annual Meeting
• Must be 2013 Corporate Roundtable Member and a sponsor of one non–CME offering for the 2013 Annual Meeting.

Upon exhibit contract submission, the exhibitor agrees that the information and guidelines contained in this publication are a binding part of the contract. Please review the AAN 2013 Industry Policies and Guidelines.

Space Cancellation or Reduction

All notices of cancellation must be forwarded in writing to the AAN (any form of space reduction be it large or small after an application is processed and space is assigned is considered a cancellation not a reduction. All appropriate cancellation penalties will apply.). The date the notice is received at the AAN office is the official notification date. Once space has been assigned booth space cannot be decreased without cancellation penalties.

Please send cancellations to fbschwarz@aan.com.

Deadlines and Penalties for Space Cancellation and Reductions

Until October 17, 2012 = $50.00 administrative fee
October 18, 2012 – January 18, 2013 = 50% of total exhibit fee
January 19, 2013 – March 18, 2013 = 100% of total exhibit fee
Refunds for cancelled space will be forwarded to exhibitors approximately four weeks after the Annual Meeting. No priority points will be issued for cancelled or reduced booth space.

No–Show Policy

Any booth unoccupied by 12:00 p.m. on Monday, March 18, 2013, will be determined to be a no–show and the AAN will reclaim the space. The exhibitor will forfeit 100% of the exhibit fee and may be subject to sanctions. The AAN considers a booth unoccupied when exhibitor freight or booth materials are not in the contracted space without a written extension to set up from the AAN.

Display Rules and Regulations

For more information on approved booth activities as well as booth design, height, and signage regulations, refer to the 2013 Exhibits Industry Guidelines.

Exhibitor Priority Points

How do I accumulate points?

• Companies who submit their contract and deposit by the contract deadline will receive 2 points for exhibiting at the current Annual Meeting
• 5 additional points are awarded for exhibiting in a consecutive year
• 2 points for booking staff rooms through the official AAN housing process
• 2 points if company attends Annual Meeting and Fall Conference in the same year (instead of just 1 for Fall Conference)
• 1 point for submitting product description by deadline
• 1 point for registering booth staff by deadline
• 1 point for participating in the post Annual Meeting exhibitor survey

Note: In the event that an organization merges or purchases another organization, the newly merged organization will assume the highest number of priority points. Priority points acquired by each organization are not combined.

Loss of priority points:

• No points are awarded if booth space is cancelled
• No booth points are awarded if booth size is reduced after the contract deadline
• Exhibitors will lose all of their accumulated "Consecutive Annual Meeting" points if an Annual Meeting is skipped
• Violation of AAN guidelines and policies may also result in loss or reduction of priority points

Added Benefit

Exhibitors who support non–CME activities, Corporate Roundtable membership, publication advertising, Corporate Therapeutic Update events, or AAN non–Annual Meeting programs will receive additional priority points based on every dollar committed.

Presentation Stages are a unique marketing tool providing an additional opportunity for exhibitors to reach motivated Annual Meeting attendees in sessions held within their exhibit space. The 20–minute presentations provide a forum to discuss a product and its role in the treatment of a disease and to educate a greater number of attendees at one time.

• When: during exhibit hours on Monday, March 18 – Thursday, March 21, 2013 (exhibitors to create their own schedule)
• Fee: $10,000 (see exhibit contract)
• Reach: 11,000+ Annual Meeting attendees
• Complimentary Items: food and beverage in Exhibit Hall (Monday: reception items, Tuesday–Thursday: lunches and afternoon coffee breaks), AAN promotional signage, combined ad for all presentation stages in AAN Door Drop
• Acknowledgement: thank you publication ads in AANnews®, Neurology®, abstract listing, and exhibit guide (Exhibitors are encouraged to promote their in–booth presentations with door drop inserts, additional ads, and signage within their booth space.)

Presentation Stages – Rules And Regulations

(Please also refer to AAN Industry Policies and Guidelines.)

• Minimum of 30'x30' booth space required
• Presentations cannot exceed 20 minutes in length
• Maximum of 14 presentations (per company) throughout Exhibit Hall days and hours
• Maximum of two presentations on Monday, four presentations per day Tuesday–Thursday
• Maximum attendance per presentation is 25
• Presenter can be an AAN member, but cannot be an AAN Annual Meeting presenter, member of AAN leadership, or AAN staff
• Presenter needs to clearly state that he/she is not representing the AAN's views and/or opinions
• Companies that will not work with the AAN preferred audio–visual vendor will have to pay a premium fee of $2,500
• This is the only type of non–AAN presentation allowed at the AAN Annual Meeting (No other in–booth presentations of any kind will be allowed and sanctions for guideline violations will apply.)
• Presentation stages are permitted within assigned booth space and need to be booked through the exhibit booth space application

Exhibit Hall Passport

Based on the success of the 2012 Apple™ gift card giveaway in the exhibit hall, the AAN is again offering a passport program. Put your company/product logo on the travel passport and increase traffic to your booth (maximum 20 companies). Attendees who visit all booths listed on the passport will qualify to participate in a daily drawing.

A grand prize will be drawn on Thursday, March 21, 2013. Attendees will have to be present in the exhibit hall in order to qualify for the grand prize drawing.

Passport rates:

$2,000 for booths smaller than 400 sq. ft.
$3,000 for booths 400 sq. ft. – 1,600 sq. ft.
$5,000 for booths larger than 1,600 sq. ft.

The AAN reserves the right to cancel the passport if a minimum of 10 logos are not sold by February 8, 2013.

To register for the passport program, refer to the Exhibit Contract.

Three types of meeting suites are available adjacent to the exhibit hall.

Basic Suite

Basic 10’ x 10’ suite = $6,000 includes: 10’ x 10’ hard wall, carpet, coffee table with 4 chairs, flipchart & marker

Premium Suite

Premium 10’ x 20’ suite = $12,000 includes: 10’ x 20’ hard wall, carpet, boardroom table for 6, lounge area, flipchart & markers

Deluxe Suite

Deluxe 20’ x 20’ Suite = $20,000 incudes: 20’ x 20’ hard wall with company graphics on front side of room, carpet, boardroom table for 6 with 50” flat screen, lounge/hospitality area, electricity

Deluxe Suite (front)

All suites will be available Saturday, March 16 – Friday, March 22, 2013 from 8:00 a.m.– 6:00 p.m.

Recommended use: Staff Meetings, one–on–one meetings, Social Events. Product Presentations as well as speaker/presenter trainings are not permitted. AAN Industry Guidelines apply to all meetings held during the Annual Meeting (on–or off–site).