Exhibits and Sponsorship

 

Download the Exhibit and Sponsorship Prospectus
Exhibit Hall Floor Plan
Exhibit and Sponsorship Contract
 

The Society for Adolescent Health and Medicine (SAHM) annual meeting is a four-day, educational conference that draws over 900 attendees from around the world. At last year’s meeting, attendees from 22 countries participated.

SAHM invites commercial organizations, government agencies, foundations, academic institutions and individuals to support the SAHM annual meeting through sponsorships, exhibits and ancillary educational events. As a sponsor of the meeting, your organization demonstrates its dedication to the learning and information-sharing that advances adolescent health and research. Commercial sponsorship is nonexclusive.

SAHM’s attendees are leaders in the field and decision-makers at their institutions. Your participation will ensure access and exposure to these key stakeholders within the multidisciplinary adolescent health profession. Your support will demonstrate your commitment to this important field of medical practice and research. Your interest will facilitate the ongoing learning process and networking that takes place at the SAHM annual meeting.

 

10’x10’ Exhibit Booth Pricing & Details

 
For-profit or commercial organizations: 
$2,500 for a 10’x10’ booth
 
Nonprofit Organizations, Government Agencies, Foundations and Academic Institutions:
$1,750 for a 10’x10’ booth
 

Why Should You Exhibit?

 
  • Reinforce your company’s position or introduce your presence in the marketplace.
  • Enhance your sales efforts and expand your customer base by making new contacts.
  • Talk with decision-makers who are in the market for your products and services now, as well as those who are evaluating them for future purchases.
  • Learn more about the industry’s activities through symposia, workshops, meetings and business sessions.
Your exhibit includes:
  • 10’ x 10’ pipe and drape booth
  • General security guard service
  • 6’ foot table
  • 2 chairs
  • Wastebasket
  • Company description listed in the annual meeting app, pocket schedule and exhibitor directory
  • One complimentary 2019 Annual Meeting registration for each booth reserved.
  • Additional booth only badges – $250
  • Acknowledgement on SAHM website from the date of contract signing until 30 days after the event
  • One-time use of meeting registration mailing list*
  • 50% discount on one-time rental of membership mailing list*
 
*For SAHM members and registrants who opt to be included
 

Who Should Exhibit?

 
All firms that offer equipment, products and services essential to adolescent health professionals, including:
 
  • Pharmaceutical companies
  • Medical textbook publishers
  • Family and corporate foundations
  • Treatment centers
  • Behavioral health centers
  • Health management and maintenance organizations
  • Counseling centers
  • Psychiatric centers
  • Commercial organizations
  • Software developers
  • Industry, scientific and general interest publishers
  • Medical and wellness centers
  • Residential facilities
  • Hospitals
  • Government/regulatory agencies
  • Patient/consumer advocacy groups
  • Professional societies and associations
 

Exhibit Hall

Exhibits will be located in the Exhibit Hall C, Lincoln Rooms, Exhibition Level of the Marriott Washington Wardman Park Hotel.
 
The exhibit hall will be the site of the opening reception, as well as multiple daily refreshment breaks. The exhibit hall is carpeted; however, carpet rental is available from the official exhibit contractor, Freeman Decorating Company, if you wish to match the color scheme of your booth.
 
Exhibit Hours (subject to change)
 
Wednesday, March 6                     Thursday, March 7                   Friday, March 8
7:30 a.m. – 8:30 a.m.                       7:30 a.m. – 8:30 a.m.              7:30 a.m. – 8:30 a.m.
12:15 p.m.- 1:15 p.m.                         12:15p.m. – 1:30 p.m.               12:15 p.m. – 1:45 p.m.
2:30 p.m. – 3:00 p.m.                      4:00 p.m. – 4:30 p.m.

Setup/Dismantle
Exhibitors will have access to the exhibit area on Tuesday, March 5th, from 1:00 – 5:00 p.m. All exhibits must be installed Tuesday, March 5, by 5:00 p.m. Exhibit dismantling will take place on Friday, March 8, from 1:45 – 3:00 p.m.
 
Official Exhibit Contractor 
All decorating and exhibit furniture will be handled by the official contractor, Freeman Decorating Company. Each confirmed exhibitor will receive an exhibitor services kit with information about ordering booth carpeting, furniture and other booth supplies.
 
Exhibitors are responsible for all freight, drayage, decorations, furniture and labor charges. Shipping instructions will be provided in your kit.
 
Registration 
One full registration is included with each 10’x10’ exhibit booth purchased. These registrations can be used to gain admittance to educational seminars, social activities and hospitality functions. Additional company representatives needed to staff the booth during exhibit hours must register at the full registration rate, according to their member status with SAHM. Exhibitor registration forms will be e-mailed to exhibitors after their contracts have been received.
 
Take-one Display $300 
A Take One Table is an unsupervised literature table where attendees can browse at their leisure. The following items are welcome: brochures, educational materials, publications, newsletters and surveys.
 
Organizations interested in participating in the Take One Table must ship approximately 400 copies of materials to SAHM headquarters to arrive by February 27, 2019. SAHM staff will see that materials are displayed in the Take One area during the conference. Unused materials will not be returned.
 
Event Scheduling 
Companies exhibiting at the SAHM 2019 Annual Meeting are required, as a condition of their participation as exhibitors, not to exhibit at or sponsor conflicting events. Conflicting events are scientific or educational meetings of interest and relevance to adolescent medicine (including but not limited to lectures, presentations, seminars or workshops) that are scheduled during the same time as the SAHM Annual Meeting. For purposes of this policy, the relevant time frame begins two days immediately prior to the official opening of the SAHM 2019 Annual Meeting and ends two days after the official close of the SAHM 2019Annual Meeting.
 
Cancellation Policy
If cancellation of space is made prior to February 12, 2019 it will constitute a 50% refund of your booth price. Notification of cancellation must be made in writing via e-mail, fax or regular mail and received at SAHM headquarters on or before February 12, 2019. No refunds will be made after February 12, 2019.
 
Hotel Information 
The SAHM 2019 Annual Meeting will be held at the Washington Marriott Wardman Park in Washington, DC, USA where SAHM has negotiated a discounted rate of $245 per night for single or double occupancy.  Rates are subject to applicable taxes and fees, currently 14.5%.  Be sure to make reservations by February 11, 2019, afterwards, the discounted room rates may not apply.
 
To reserve a room at the discounted rate, call the Washington Marriott Wardman Park at +1-202-328-2000 or +1-800-228-9290 and identify yourself as a SAHM attendee. 
 
Click here to make your reservations online. All reservations require a first night room deposit, or guests can guarantee reservations with a major credit card.  Your credit card will not be charged prior to arrival.  Make any necessary cancellations at least 24 hours before the scheduled date of arrival to avoid a cancellation charge. Hotel check-in time is 4 p.m. and check-out is 12 p.m. 
 
Airport Transportation
Ronald Reagan Washington National Airport (DCA) is approximately 6.4 miles from the Washington Marriott Wardman Park.  The estimated taxi fare is approximately $20 (one way).  A DCA Taxi Dispatcher is available at designated taxi stands to ensure you are placed with a taxi. From Terminal A, proceed out the exit doors at baggage claim and turn right. The Taxis are located on the curb closest to the Terminal. From Terminals B and C, proceed to the baggage claim lower level. Walk indoors to doors 3 or 10. Exit the doors to the curbside. You will find the taxi dispatch locations clearly marked.

 
Apply for Exhibit Space 
Complete and return exhibit space application/contract with full payment to:
 
Brenda Howe, Registration and Exhibit Manager
 
Society for Adolescent Health and Medicine
One Parkview Plaza, Suite 800
Oakbrook Terrace, IL 60181 USA
Phone: +1-847-686-2389
Fax: +1-847-686-2251
info@adolescenthealth.org