2019 Annual Meeting

Frequently Asked Questions


When and where is The American Society of Breast Surgeons 2019 Annual Meeting?

April 30 – May 5, 2019
Hilton Anatole
2201 Stemmons Freeway
Dallas, Texas 75207

How do I access the exhibitor prospectus?

Please click on this link to access the exhibitor prospectus

How do I register as an exhibitor?

After logging in or creating an account, please click on this link to access the exhibitor application. You may register online. Once you complete the online application process, you will be taken to a payment site where you can enter your credit card information. If paying by check, please mail with a copy of your invoice to the address below:

The American Society of Breast Surgeons
ATTN: ASBrS 2019 Exhibits
10330 Old Columbia Road, Suite 100
Columbia, MD 21046

What is your cancellation policy?

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, 2018; 50% of booth cost on or before January 31, 2019; 100% after January 31, 2019. 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 to Jane Conway at jconway@breastsurgeons.org.

When and how is booth space assigned?

Booth space assignment will take place during the week of January 14, 2019. To be included in the initial assignment, ASBrS must receive your completed online application agreement and payment in full, no later than January 11, 2019. 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.

What are priority points?

Priority points are based on your company’s financial support and donations from May 2000 through December 31, 2017. Additional support of the annual meeting and/or the Society is not a requirement for exhibiting. Points are awarded as follows:
  • 1 point for every $1000 received for annual meeting exhibit space
  • 1 point for every $1000 received for annual meeting and regional course sponsorship
  • 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
  • 5 points for each stereotactic breast biopsy machine donated to use at annual meeting and regional course
  • 1 point for each applications technician participating in a pre-meeting workshop
  • 1 point for every $1000 given to the society outside of the annual meetings and regional courses.
  • 1 point per company who attend the Exhibitor Forum.

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 years of support, donation and/or exhibit inactivity.

What are the available booth sizes and their costs?

10'x10' (100 s/f) = $ 5,500
10'x20' (200 s/f) = $11,000
10'x30' (300 s/f) = $16,500
20'x20' (400 s/f) = $32,000
20'x30' (600 s/f) = $48,000
20'x40' (800 s/f) = $64,000

When do I need to pay for my booth?

Payment in full is due with submission of your booth application. Deposits are not accepted.

What is included in the purchase price of booth space?

  • (4) Complimentary staff badges for each 100 s/f of booth space contracted (deadline to register for exhibit staff badges is April 11)
  • Complimentary profile of your company and products in the mobile app exhibitor directory
  • Complimentary online exhibitor listing, with a link to your website, on the exhibitor directory page of the Society website
  • Complimentary pre-registration and post-registration mailing lists of meeting attendees (upon approval of your marketing piece) –Log into the Exhibitor Ready Room (available in late January) in the Exhibitors online website to upload your brochure for approval

What are the dates and hours for exhibiting?

Exhibitors are allowed to enter the Exhibit Hall 1 hour prior to its opening and 1 hour after hall close. 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 4 at 4:00 pm.

Thursday, May 2
Opening Reception in Exhibit Hall: 7:30 pm – 9:00 pm

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

Saturday, May 4
Exhibit Hall Hours: 9:00 am – 4:00 pm
Breaks in Exhibit Hall: 9:15 am – 9:45 am and 3:15 pm – 3:45 pm
Lunch in Exhibit Hall: 12:00 pm – 1:30 pm

What are the dates and hours for booth setup and teardown?

Booth Installation Hours

Wednesday, May 1: 8:00 am – 5:00 pm (full day set up is contingent upon space availability this year)
Thursday, May 2: 8:00 am – 5:00 pm
All exhibits must be set-up by Thursday, May 3, at 5:00 pm.

Failure to occupy space

Any space not occupied by Thursday, May 2, 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 has received prior approval by the Society.

Booth Dismantle

Saturday, May 4: 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 4. 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.

How do I get badges for my exhibit staff? Is there a charge?

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 11 deadline. All booths have an allotment of 4 complimentary exhibitor badges for every 100 s/f 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. Please note changes and additions to badge lists must be made by the deadline date of April 11. Badges are pre-printed and shipped to show site for distribution at the ASBrS exhibitor registration desk. After April 11, all badge additions or changes must be ordered at the exhibitor registration desk by the on-site representative. A $50.00 additional fee will be charged for each badge printed on-site. An exhibiting company’s designated on-site 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 trouble-shooting throughout show hours, they must register them as exhibit staff. No one under the age of 18 is allowed to enter the exhibit hall.

Can exhibitors attend the meeting?

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, May 2. Exhibitors may purchase registration for their technical/scientific staff for the general session programs on a space available basis. Please contact the Society office for more information.

Exhibitors have access to 2019 educational sessions as follows:

General Session

An exhibitor with an official exhibitor badge may attend the General Session on Thursday afternoon, Friday, Saturday and Sunday, space permitting. However, we ask that exhibitors remain in the rear of the room and stand to ensure that our registrants have priority seating. Please note that exhibitors are not given access to the any of the presentations following the meeting. However, a company may purchase a registration for their technical/scientific staff who wants to earn CME credit and access to the educational presentations.  

Pre-Meeting Courses and Breakfast Workshops

Exhibitors and industry technical/scientific staff may purchase a registration for non-workshop or non-demonstration pre-meeting courses in which space is available; however, Exhibitors and industry technical/scientific staff are prohibited from attending any Sunrise Breakfast Workshop or pre-meeting courses with a workshop or demonstration. For more information, please refer to the list below.

Courses Industry Representatives MAY NOT ATTEND:

Tuesday, April 30

  • Beginner Oncoplastic Surgery Skills Course with Cadaver Lab (Workshop)
  • Intermediate Oncoplastic Surgery Skills Course with Cadaver Lab (Workshop)

Wednesday, May 1

  • Back to Basics Refresher: Imaging Interpretation of Mammography, Ultrasound, and Breast MRI (Workshop)
  • Percutaneous Ablation of Breast Cancer: Hands-on Workshop (Workshop)
  • Stereotactic Breast Biopsy: An Introductory Course (Workshop)
  • Surgical Techniques for the Prevention and Management of Lymphedema: LYMPHA, S-LYMPHA, ARM, LN Transfer, etc. (Workshop)

Thursday, May 2

  • Advanced Breast Imaging: MBI, ABUS, Tomo, CE-MRI, Breast PET, Fast-MRI (Workshop)
  • Breast Ultrasound: An Introductory Course (Workshop)
  • Fellows Track (Only open to Fellows or Residents)
  • Surgical Techniques to Manage Benign and High-Risk Breast Disease: How I do it (Workshop)

Friday, May 3

  • ANY Sunrise Workshops

Industry Representatives MAY ATTEND:

Wednesday, May 1

  • Advanced Coding and Documentation
  • Basic Coding and Documentation
  • Endocrine Therapy For Surgeons: Chemoprevention, Neoadjuvant, and Adjuvant Endocrine Therapy
  • Genetics Primer for Breast Surgeons
  • Sustainability in Breast Surgery: Combating Physician Burnout

Thursday, May 2

  • Integrative Approaches to Breast Cancer Survivorship
  • Survivorship: How to Set Up a Survivorship Program that Fulfills ASCO, CoC and NAPBC Criteria

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

How do I order furnishings, electrical, audiovisual, floral arrangements, etc.?

This information will be provided in your Freeman Exhibitor Service Kit, which will be available in January 2019.

When, where, and how do I ship my materials?

This information will be provided in your Freeman Exhibitor Service Kit, which will be available in January 2019.

Is a mailing list of pre-registered and post-registered attendees available to exhibitors?

All exhibitors will be sent one complimentary list of pre- and post-meeting registrants (Name, City and State 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. 

  • Pre-registered attendee label requests: Promotional piecesmust be uploaded by April 1. Lists and Labels will be sent by April 8. (Pre-registered attendee labels will not be available after this date.)
  • Post-meeting attendee label requests: Promotional pieces must be received by May 10. Lists and Labels will be sent out by May 24. (Post-meeting attendee labels will not be available after this date.)

How will I receive the mailing list and what does the list consist of?

There are 3 options available*:

  • All exhibitors will receive by email one complimentary list of pre- and post-meeting registrants (name, city, and state only.)
  • Printed labels if you are mailing a marketing piece yourself.
  • An electronic attendee list sent directly to the mail house or other third party if they are mailing your marketing piece.

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

How can I gain more exposure and leads for my company at the show?

  • Support the Opening Reception
  • Order lead retrieval system
  • Take advantage of the marketing and support opportunities below

What marketing and support opportunities are available to me?

  • Educational grants
  • Sponsorship opportunities as defined in the 2019 Support Opportunities Form
  • Satellite Symposia
  • Full-page advertisement in Final Program
  • Single-use mailing labels for the entire membership (available throughout the year)
  • More information will be located in the Exhibitor Ready Room (available in late January)

How do I make hotel reservations?

Exhibitor housing will open in January 2019 and information will be sent to all approved companies at that time. Please refer to the updated policy here.

What if I get solicited to reserve hotel rooms through a different company?

ASBrS has designated Atlas Meetings and Travel as the ONLY official housing and registration provider for the 2019 Annual Meeting. Any other agency attempting to present themselves as an official partner of ASBrS is doing so fraudulently.

VENDOR WARNINGS - TRUST OFFICIAL PARTNERS ONLY

ASBrS Official Contractor

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 2019 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:

  • Official Decorator/General Contractor: Freeman
  • Official Housing Provider:  Atlas Meetings & Travel
  • Official Electric/Rigging – Presentation Services (PSAV)
  • Official Caterer – Hilton Anatole
  • Official Lead Retrieval Provider:  Synergy
  • Official Attendee List: ASBrS 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. 

Who do I contact for further assistance?

Jane Conway
Industry Relations Coordinator
jconway@breastsurgeons.org
410-381-9500
Marti Boyer
Manager, Meetings and Development
mboyer@breastsurgeons.org
410-381-9500

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