EXHIBITOR PROSPECTUS

Hawaii Dental Association

CE Program

2019

 

April 11-12th, 2019

Hawaii Convention Center

Honolulu, Hawaii

Aloha Exhibitors!

 

The Hawaii Dental Association is pleased to present the premier dental CE Program in the Pacific. Join us in Honolulu, Hawaii on April 11-12th, 2019 for The Hawaii Dental Association CE Program.

 

Show your latest products, services and technologies in the beautiful Hawaii Convention Center at our annual two-day convention with exhibit halls open from 8:00am – 5:00pm. Over 50 table top exhibitors show their products and services to around 1,000 dentists, dental hygienists, business assistants and lab technicians, along with other members of the dental team.

 

With only 50 booths, you can be sure you will not get lost in a maze of hundreds of exhibitors. This is a cozy CE Program. The tables sell out, so reserve early. We look forward to seeing you in April 2019!

 

Mahalo!

 

Jaclyn Lum, DDS

Dental Education Program Chair

Hawaii Dental Association

 

HDA Mission Statement.

The Hawaii Dental Association is dedicated to serving the profession of dentistry and the public of the State of Hawaii.  The Association preserves the integrity of the dental profession, strengthens the doctor/patient relationship and promotes the Principles of Ethics and Code of Professional Conduct of the American Dental Association.

 

 

VIDEO AND PHOTOGRAPHY DISCLAIMER

When you attend the Hawaii Dental Association CE Program, you enter an area where photography, audio, and video recording may occur.

By entering the event premises, you consent to interview(s), photography, audio recording, video recording and its/their release, publication, exhibition, or reproduction to be used for news, web casts, promotional purposes, telecasts, advertising, inclusion on websites, or any other purpose by the HDA CE Program and its affiliates and representatives. You release the HDA CE Program, its officers and employees, and each and all persons involved from any liability connected with the taking, recording, digitizing, or publication of interviews, photographs, computer images, video and/or or sound recordings.

By entering the event premises, you waive all rights you may have to any claims for payment or royalties in connection with any exhibition, streaming, web casting, televising, or other publication of these materials, regardless of the purpose or sponsoring of such exhibiting, broadcasting, web casting, or other publication irrespective of whether a fee for admission or sponsorship is charged. You also waive any right to inspect or approve any photo, video, or audio recording taken by the HDA CE Program or the person or entity designated to do so by the HDA CE Program.

You have been fully informed of your consent, waiver of liability, and release before entering the event.

 

The Exhibition

 

Booth Registration

Available online only at: http://www.hawaiidentalassociation.net/continuing-education/hda-convention

For further information about booths, please call Jeri Yamada at (808) 545-5900 ext.4.

Cancellation of booth space must be made in writing. Cancellation of booth space may be made with a $200 cancellation fee per booth prior to or on February 11, 2019. No refunds will be made for cancellations received on and after February 12, 2019, and HDA retains the full booth fee.

Exhibitor Badges

The HDA CE Program Exhibitor badges provide access to the exhibit hall during set-up, tear down and show hours only. These badges are for exhibiting personnel only. Exhibiting companies who are found registering dentist as exhibit staff will be fined. Exhibitors must have their HDA CE Program badge to enter the exhibit hall. Please note: the HDA CE Program Exhibitor badges do not provide access to any conference sessions. Exhibitors interested in attending any lecture/class must register as an attendee and pay the associated fees. We will contact you by email one month prior to the event to get a final list of people who will staff your booth. Maximum of 3 complimentary badges per booth purchased. Badge pick up available on Wednesday, April 10th after 12 noon. All staff/hired staff attending the convention must be registered and wear the HDA CE Program name badge to enter the exhibit hall daily. Entrance without a HDA CE Program badge will not be allowed.

 

Convention Location

Hawaii Convention Center

1801 Kalakaua Avenue,

Honolulu, Hawaii 96815

Phone: 808-943-3500

Parking $10 per entry. No validation.

 

Exhibitor Contact

Please direct all contract/applications, correspondence, and payments to:

Hawaii Dental Association CE Program 2019

c/o Events International, 306 Kamani St, Honolulu, HI 96813

Phone: (808) 545-5900 ext.4

Contact person: Jeri Yamada

Email: jeri@eventsint.com

Website: http://eventsint.com/

 

Lodging Reservations

Ala Moana Hotel, 410 Atkinson Drive, Honolulu, HI 96814

(5 min. walk to The Hawaii Convention Center)

Group Rate:

$165.00 Kona Tower

$185.00 Waikiki Tower

1-800-367-6025 (toll-free)

Ask for the: 2019 Hawaii Dental Association rate

Cut off: March 11, 2019

 

2019 Booth Fees

 

Fee for booths is $500 per booth.

The Hawaii Dental Association must receive full payment for each booth within 10 days of registering. Failure to pay within 10 days of registration will result in the release of the booth(s) back into inventory. HDA will provide booths consisting of 2 tables measuring 8’ X 2’. Space measures 8’ depth and 8’ front.

 

See exhibit floor plan for layout or go to: http://www.hawaiidentalassociation.net/continuing-education/hda-convention to select your booth from our electronic booth map.

One booth purchase is allowed. Requests for additional booths for the same exhibitor will be wait listed.

Exhibitor’s Schedule

Move-in:                    Wednesday, April 10, 2019

8:00 am – 5:00 pm

Exhibits open:                      Thursday, April 11, 2019

8:00 am – 5:00 pm

Friday, April 12, 2019

8:00 am – 5:00 pm

Move-out:                  Friday, April 12, 2019

5:00 pm – 9:00 pm

 

Exhibition Services

Events International

Attn: Jeri Yamada

306 Kamani St

Honolulu, Hawaii 96813

Phone: 808-545-5900

 

CE Program Schedule

Thursday, April 11, 2019

Registration: 7:00 am – 4:00 pm

Lectures:        8:00 am – 4:30 pm

Exhibits open:          8:00 am – 5:00 pm

 

Friday, April 12, 2019

Registration: 7:00 am – 2:00 pm

Lectures:        8:00 am – 4:30 pm

Exhibits open:          8:00 am – 5:00 pm

 

All lectures and class breaks are on a staggered schedule to sustain a flow of customers to your booth.

 

Featured Speakers

Dr. Peter Moy

Dr. Brian Novy

Dr. Dan Fischer

Mr. Tim Caruso

Dr. Siang Tan

 

Rules and Regulations Governing All Space Contracts

The Hawaii Dental Association must receive full payment for each booth within 10 days of registering. Failure to pay within 10 days of registration will result in the release of the booth(s) back into inventory. Cancellation of booth space must be made in writing. Cancellation of booth space may be made with a $200 cancellation fee per booth prior to or on February 11, 2019. No refunds will be made for cancellations received on and after February 12, 2019, and HDA retains the full booth fee. Hawaii Dental Association shall have the right to dispose of the exhibit privileges and space without liability of any kind on the part of the Hawaii Dental Association. Exhibits admitted only when these terms are met. Payments may be made by check, MasterCard, Visa or American Express.

BOOTHS

Hawaii Dental Association will provide tables consisting of 8’ high back wall pipe and drapes. All tables measure 8’ deep and 2’ wide, 2 will be provided as front and back. A standard sign, 7” x 44”, will be furnished for each booth space with the company name and booth number. Exhibit Hall 316 is carpeted wall-to-wall. One table wastebasket with one trash pick-up per day will be included in booth fee. No allowance will be made for facilities not utilized, and you are allowed up to 3 booth staff at no charge per booth purchased. Additional decorations or signs required will be provided on a rental or charge basis. In addition, to ensure the safety of your property, 24-hour security service will be provided throughout the meeting. For the HDA CE Program 2019, we are working with exhibition services company Events International (EI) to set up the exhibit space. Exhibit questions may be directed to EI at 808-545-5900 ext. 4 (Jeri Yamada).

Note: Any damage to the walls, floors or other structures or equipment that was caused by your booth contents or your employees will be your responsibility and you assume all cost for the repair of damages.

EXHIBITION SPACE

The Exhibition Space is located on the third floor of the Hawaii Convention Center, accessible by freight elevators from the freight dock and parking levels. Exhibit Hall 316 is fully carpeted and air-conditioned at an average air temperature of 72˚ F. Electricity, fiber and telephone service will be made available through EI. There are no ceiling or wall rigging points available. All hanging items must be ground supported.

CHARACTER OF EXHIBIT

Hawaii Dental Association reserves the right to decline or prohibit any exhibit, part of an exhibit or proposed exhibit which is not suitable or in accordance with the ethics of the dental profession. Hawaii Dental Association reserves the right to bar any exhibitor. This reservation concerns persons, conduct, printed matter, souvenirs, and catalogs. Interference with the light or space of other exhibits is not allowed. The placement of all signs, banners, and advertising matter shall be subject to the approval of Hawaii Dental Association. Public address or music systems may not be used.

Buyer in a contract of sale of specific goods will purchase them at buyer’s own risk with regard to the quality or fitness of the goods except in case of fraud or where a condition to that effect is laid down in the contract itself.

Buyer cannot hold the seller liable if the goods turn out to be defective or do not suit buyer’s purpose or if the buyer makes a mistake in assessing the quality of the goods. It is for the buyer to ensure at the time of purchase that the goods conform to buyer’s requirements.

When a buyer buys some goods, it is buyer’s duty to examine them thoroughly. Generally, goods are purchased when the buyer is satisfied with its quality and need. Hence, the goods are purchased by the buyer at buyer’s own risk and to buyer’s best judgement. If the goods do not suit the purpose, buyer cannot place blame on another. The buyer has to bear the consequences of buyer’s wrong selection of goods.

If you are a new exhibitor to HDA CE Program, HDA will be contacting you.

Note: Exhibit personnel must remain within the designated booth space(s) and not in walkways, and may not in any way block any other booth. Exhibitors with gift bags for attendees are not to have their lanyard in the bag. No exhibitor is allowed to distribute an alternative lanyard or remove and exchange the sponsored Hawaii Dental Association CE Program lanyard to any Hawaii Dental Association CE Program attendee.

 

CARE OF BUILDING

Exhibitors will be held responsible for any damage done to the building, equipment, or decoration by them or their employees. No nails, tacks, or screws shall be driven into walls, woodwork, picture frames, doorframes, or floors of the building. No signs, posters, announcements, or other articles shall be posted, nailed or otherwise attached to any of the pillars, walls, doors, ceilings, floors, etc. If so posted they will be removed by show personnel, and exhibitor will be charged for time involved in removing same. Gasoline, kerosene, acetylene or other flammable or explosive substances will not be permitted in the building — this is a Hawaii State law. All decorative material must be fireproofed and must conform to the requirements of the Honolulu Fire Department.

FREIGHT

All freight shall enter the building from the freight docks or the parking level. The parking level entrance is limited to hand carried freight, during move-in/out hours. Freight will not be accepted at the Hawaii Convention Center outside of the move-in/event dates. Please contact EI for freight services options. Outbound shipping at the conclusion of the show is available through the Hawaii Convention Center Business Center.

DISMANTLE

No crating or packing goods will be permitted in the Exhibit Spaces during the convention. All exhibits will close at 5:00 pm, Friday, April 12, 2019 and EI will supervise removal of exhibits that evening from 5:00 pm – 9:00 pm.

SELLERS PERMIT/ GENERAL EXCISE TAX

Exhibitors who sell merchandise from the show floor must have the appropriate seller’s permit and licenses. Merchandise offered for sale may be subject to Hawaii state general excise tax (GET). For information on the GET license, please call 808-587-4242.

HAZARDOUS MATERIAL

All hazardous materials must be registered with the Hawaii Convention Center. Please submit the OSHA Material Safety Data Sheet on your hazardous materials to the Hawaii Dental Association by February 11, 2019. Hazardous materials (chemicals, gases, batteries, paints, oils, petroleum products, corrosives, solvents, and biological contaminants including blood, body fluids, organic matter, used first-aid supplies, and sharps) are the responsibility of the exhibitor. All items must be placed in clearly marked product-safe containers, safely stored and secured, and disposed of properly, according to local, state, and federal regulations. Items may not be left in the facility for later pick-up, or disposed in the facility trash receptacles or sewage systems. Hazardous waste left in the facility will be disposed of immediately at the expense of the exhibitor. This includes charges associated with identification, containment, transportation, disposal, and potential closures of the convention facilities or waste disposal site due to contamination.

PARKING

Parking in the Hawaii Convention Center is available at $10 per entry. Entrance is on Kalakaua Avenue only. No validation.

SMOKING

Smoking is not permitted in the Hawaii Convention Center building.

RESERVATIONS

Booth reservations can be made online at www.hawaiidentalassociation.net. By registering online, you will be agreeing to the rules and regulations in this Exhibitor Prospectus and you must accept these terms on line electronically before completing your booth reservation.

Online payments accepted by MasterCard, Visa, American Express or Check. Checks should be mailed to the Hawaii Dental Association CE Program, Events International, 306 Kamani St, Honolulu, HI 96813. Failure to pay within 10 days of registration will result in the release of the booth(s) back into inventory. Telephone reservations are not accepted. Exhibit space reservations will not be binding in the event of fire, strikes, riot, civil commotion, war, or unavoidable circumstances rendering the building housing exhibits unfit for use, or that may prevent the presentation of the meeting. The Hawaii Dental Association shall not be responsible for damages or otherwise to any exhibitor because of war, civil commotion, insurrection, riot, strikes, labor disputes, fire, force majeure, or any causes beyond its control that in any manner restricts, limits or cancels said meeting. All cancellation of booth space must be made in writing. Cancellation of booth space may be made with a $200 cancellation fee per booth prior to or on February 11, 2019. No refunds will be made for cancellations received on and after February 12, 2019, and HDA retains the full booth fee.

SUBLETTING

Subletting space is prohibited. An exhibitor may not assign, sublet a portion or the whole or any part of the space allotted. An exhibitor may not exhibit any goods other than those manufactured or distributed by the exhibitor in the regular course of the exhibitors’ business. An exhibitor may not permit any representative of any business not contracted with the HDA CE Program, to solicit business or take orders in the exhibitor’s space.

All business activities of the exhibitor must be confined to the booth space. Conducting business activities in aisles, lobbies or other areas is strictly prohibited. Exhibitors who violate this rule will suffer sanctions affecting their ability to exhibit at future HDA CE Program and Convention meetings.

NON-REGISTERED EXHIBITORS

Solicitation at any function or event of the HDA CE Program including but not limited to the HDA CE Program exhibition hall area, by non-registered person or companies is strictly prohibited. No person or company assigned exhibit space is authorized to solicit business in any form or to promote its products or services at any function or event of the HDA CE Program including but not limited to educational seminars, which may occur during the HDA CE Program outside the exhibitors’ assigned exhibit space in the exhibit hall and such practices are otherwise governed herein. Companies and representatives not assigned exhibit space are prohibited from soliciting business in any form in the exhibit hall or at any function or event under the HDA CE Program. Violators will be required to leave the Exhibit Hall or applicable meeting room.

CERTIFICATE OF LIABILITY INSURANCE

Exhibitors shall indemnify and hold harmless the Hawaii Dental Association and Events International for all liability which might ensue from any cause. All exhibitors must provide a current Certificate of Liability Insurance.

Your certificate of insurance must name additionally insured:

  1. Hawaii Dental Association, 1345 S. Beretania Street #301, Honolulu, HI 96814
  2. Events International Inc., 306 Kamani Street, Honolulu, HI 96813

Please send to Jillian Wilson, HDA Programs Coordinator, jillian@hawaiidentalassociation.net, Hawaii Dental Association, 1345 S. Beretania St #301, Honolulu, HI 96814.  Certificates must be received by February 11, 2019. 

The above-mentioned insurance is mandatory for all exhibitors. Failure to provide the HDA CE Program with this proof of insurance will result in the exhibitor not being allowed to exhibit and may result in the exhibitor not being allowed to pick up badges on site, the exhibitors’ freight not being delivered to their booth, cancellation of the exhibitors’ reserved booth space, or any other sanction the HDA CE Program deems necessary. The HDA CE Program will cooperate fully but cannot take responsibility for damage to the exhibitor’s property, lost incoming or outgoing shipments or moving costs. Any damage caused by inadequately packed property is the exhibitor’s responsibility. If exhibit materials fail to arrive, the exhibitor remains responsible for both rental and no refund will be made. The exhibitor is expected to carry insurance against these risks.

 

Marketing Opportunities

Here’s your chance to support the Hawaii Dental Association while showcasing your company! Take advantage of these promotional opportunities today!

 

Tote Bag

This is the premier marketing opportunity. Your logo in two colors on one side of the bag and The Hawaii Dental Association CE Program 2019 logo on the other side. Every attendee receives a bag, and our Hawaii Dental Association CE Program tote bags are used year-round! 1,300 quantity.

Tote Bag w/your logo ……. $3,000

Lanyards

1,300 lanyards are waiting to make your presence known. With your name and logo printed on both sides and repeated the entire length, the lanyards are a walking advertisement around the neck of every attendee. No exhibitor is allowed to distribute an alternative lanyard or remove and exchange the sponsored Hawaii Dental Association CE Program lanyard to any Hawaii Dental Association CE Program attendee.

Lanyard w/your logo ……. $1,000

 

Program Ads

The official meeting program is in the hands of every attendee and is used again and again for reference. What better place to highlight your products and booth location to your target audience than in 1,300 copies of the program? Ads are full-color (half or full page sizes only) and camera-ready copy must be provided.

Half-page inside ad …….. $750

Full page inside ad ……… $1,500

Inside front cover ………. $1,750

Inside back cover ……….. $1,750

Back cover…………………. $2,000

 

Tote Bag Insert

Your promotional piece is inserted into 1,300 Hawaii Dental Association CE Program 2019 tote bags and distributed to every attendee. This is a great opportunity to call attention to your products and your booth. Everyone looks in the tote bag to get their lanyard and program and they will get your item and your message at the same time.

Tote Bag Insert (each) …….. $300

Snack Break

Energize attendees with snacks throughout the two-day Hawaii Dental Association CE Program. Everyone loves a rejuvenating snack!

Thursday (2 breaks, 1 hour each) = $3,000

Friday (2 breaks, 1 hour each) = $3,000

Hawaii Dental Association CE Program 2019

April 11-12, 2019

Attention Exhibitors purchasing concourse booths. The Hawaii Convention Center will not allow any heavy or bulky displays that have the potential to damage the equipment, fixtures, flooring, appliances, or any property of the HCC.

Examples: Dental Chairs, Compressors, Dental Units, Massage Chairs, etc.

Only tabletop displays will be allowed in the concourse.

Booth Rates

$500