We are pleased to present the exhibitor and sponsor prospectus for the Texas Ambulatory Surgery Center Society’s 2021 Annual Conference, which is one of the largest ASC conferences in the nation. This event is a unique opportunity to network with individuals from the Texas ambulatory surgery center industry. 

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Exhibitor Benefits
BE SEEN
Print Only Additions
Registration Information
Hotel Accommodations
Terms & Policies

 

 


All exhibit table tops include a 6ft draped/skirted table, two chairs, and a wastebasket. Any additional requests will need to go through the hotel.

$0 for TASCS Annual Sponsors 
$1,500 for TASCS Members JOIN NOW
$2,500 for Non-Members

Sponsorship Add Ons get you many more exposure opportunities!

The ROI on your investment is completely up to what you put into it.

 

 

 $4,000 each

Logo Pad-Folio Sponsor
Each attendee will receive a logoed Pad Folio to organize their electronics, take meeting notes, and keep important flyers.  Your company logo will proudly be on the outside and one of the most repetitive they will see! 

Logo Tote Bags

Your company’s name and logo will be prominently placed on the front of each of the official Meeting bags. These bags will contain meeting essentials such as program agenda, handouts, exhibit directory and other valuable resources. This is great for name recognition!

Hotel Keycards
Hotel key cards are a great way to advertise to attendees – each attendee will carry and see your message throughout the entire conference!

 

 $2,500 each

Logo Lanyards
Your company’s name and logo will be proudly displayed on the Meeting lanyards. All attendees will receive a lanyard to hold their name badges. This is great for name recognition!

Coffee Breaks
All meals and coffee breaks are in the exhibit hall for 2021 to help encourage traffic flow to booths. Get extra attention by supporting these breaks. You will receive complimentary signage acknowledging support, but in addition, TPS can brand the break with your company’s cups, napkins, signage and other great items. 

Water Bottle Sponsor

All attendees will receive a water bottle to refill throughout the conference with your logo. With no water stations due to health safety, everyone is going to need their bottle for refills! Hang out at the Fruit Infusion Station to interact with attendees. 

Conference Survival Kit

A must have for everyone! Hand Sanitizer, Advil, Propel, Granola bar and more all displayed in this logoed amenity bag with your company name!

Room Drop or Door Hangers
Get a head start and reach all meeting attendees with an invitation to your booth or a flyer to showcase your newest product. Materials will be dropped/hung Tuesday OR Wednesday morning.

Relaxation Zone
Help attendees relax while at the meeting! There will be a masseuse onsite taking reservations for chair massages throughout the meeting. You will receive complimentary signage.

 

$1,500 each

Meeting Pens
Have your company’s name and logo on all
official Meeting pens! Each attendee will receive a pen in their conference bag to use throughout the meeting.

Water Station Sponsor
Water stations will be set up throughout the meeting rooms. Plastic cups with your company’s name and logo will be at each station. The hotel will not have traditional water stations available so all water will be pre-poured for self-serve in your cup!

Mask Sponsor
Get in their face with our first Mask sponsorship opportunity. Your logo will proudly display on these disposable masks for all attendees. 

Internet Sponsor 
All attendees will receive a complimentary password to use the internet in the meeting room. Your company’s name and logo will be prominently displayed in the meeting syllabus as well as additional signage in the exhibit hall.
 

Temperature Check 
Help make this Conference safe and give the attendees peace of mind that you have them covered! You will take everyone's temperature each day of the conference. 

 

Bag Inserts $1,000
All attendees receive a free tote bag at registration. With this sponsorship, you can distribute your brochures, flyers, pamphlets, notepads, etc! (Note: you are responsible for creating, producing and shipping all materials to TASCS. We will then place the item in each bag). Due 9/1/21

Advertising: Program Notes
All attendees will receive a copy of the official meeting program notes, including agenda information, hotel maps, exhibit hall map, etc. Leave a lasting impression with this take-home item by having your company ad in their hands! Due 8/15/21

$750 – Full Page
$400 – Half Page
$250 – Quarter Page

 

IMPORTANT SPONSOR FULFILLMENT INFORMATION

 

 

To secure a booth or any upgrades, complete the form. 

Download this form and send in your attendee list before August 30, 2021

 
Accommodations

Overnight Stay Hilton Fort Worth, 815 N Main St, Fort Worth, TX 76102. To make a room reservation online in the TASCS room block CLICK HERE  to receive the discounted room rate of $159. The deadline to make a reservation at the Conference Rate is August 30, 2021. EXTENDED To September 14th 

Setup/ TearDown

2021 Set-up Date: Monday, September 20, 2021 beginning 12 p.m. - 7:00 p.m.

2021 Show Dates: Tuesday, September 21, 2021, at 7:00 a.m. - 6:30 p.m. & Wednesday, September 22, 2021, 7:00 a.m. to 12:00 p.m.

2021 Dismantle Date: September 22, 2021 12:00 p.m. - 6:00 p.m.

Additional Booth Needs

- Power, Audio, Visual or any other Tech needs Download the hotel form and submit per instructions.
- Food, Beverage, or Shipping- Contact the hotel [email protected]

Shipping Information

To ensure that your packages are handled appropriately by the hotel, please follow these instructions carefully: 

Hold for Guest: (Guest Name, Cell Phone)
Hilton Fort Worth
815 N Main St
Fort Worth, TX 76102
TASCS Conference 9/20-22/2021
Box ___ of ___

Materials will only be received 3 days prior to the event date. The handling fee will cover the following services: 

  1. Receiving shipments
  2. Secured storage
  3. Distribution of meeting materials to and from meeting room locations.
  4. Repackaging and shipping (freight charges not included)

 Handling fees will be charged to Guest Account listed on the package:

  • 0lbs – 5lbs                                    $5 per box
  • 6lbs – 20lbs                                  $10 per box
  • 21lbs – 50lbs                                $15 per box
  • Over 50lbs                                    $25 per box
  • Crates/Display cases:                 $25 per crate/case
  • Pallets:                                        $150 per pallet
  • Pallet Storage:                            Shipped more than 3 days prior to the conference, an additional $25 per day 

The Hotel will not accept C.O.D. shipments.

HELPFUL POINTS:

  • Exhibit space is limited so please register as soon as possible.
  • Due to space constraints, we cannot accommodate anything larger than a 6-foot table top. 
  • We are encouraging exhibitors and sponsors to donate prizes for attendees who visit the most exhibits. We have found this to be a great way to encourage exhibit hall traffic.
  • Please make sure your booth does not block the view of your neighbor.

Disclosure of Investigational Uses of Products, Devices or Procedures: All exhibitors will be required to follow the Food and Drug Administration (FDA) imposed rules and regulations on displayed products. These rules require disclosure of current FDA status by appropriate labeling of all displayed products, such as medical devices and pharmaceuticals. Further information on these rules and regulations may be obtained from the FDA.

SUBMISSION: Full payment must be received by TASCS Offices no later than August 23, 2021 to confirm your exhibit and sponsorship participation. Any payments not received by this date will lose their selections. 

CANCELLATION: The deadline for cancellation of exhibit space is August 23, 2021. There will be no refunds for cancellations after this date. Refunds must be submitted in writing prior to August 23, 2021 and are subject to a 20% cancellation fee.

TERMS & CONDITIONS: Exhibits and advertising are allocated on a first-come, first-served basis and you must be an approved vendor. 

  • Telephone service, electrical service, decorating service, and guard service are NOT provided or arranged by TASCS. Please contact the Hotel for more information.
  • The exhibitor agrees to indemnify and hold harmless TASCS from and against any and all damages arising from the use by the exhibitor of its exhibit space or its activities therewith. TASCS, nor the facility, assume responsibility for damage to, loss, or theft of property of the exhibitors, or the exhibitors’ agents, employees or invitees.
  • Use of a booth space by two or more firms is not permitted.
  • In the event of failure or inability of TASCS to provide the space designated, TASCS agrees to refund in full to the exhibitor the exhibit fee paid.
POLICIES:  Exhibit space will be limited to a 6’ skirted table and 2 chairs. Other chairs and electrical outlets are available on rental basis from the Hotel. Exhibitors must conform to this space requirement and should plan displays with this configuration in mind. Due to space constraints, we cannot accommodate anything larger.

Exhibitors shall be limited to those whose products or services are related to the Ambulatory Surgery Center industry. TASCS reserves the right to screen applications for space and to accept only those which conform to these criteria. Unethical conduct or infraction of TASCS policy will subject the exhibitor to dismissal from the meeting. Should this occur, no refund of the exhibit fee will be given.

SAFETY: TASCS offers these guidelines outlining the various steps to be implemented so as to provide a healthy and safe environment during the 2021 Annual Conference. Following these guidelines is the responsibility of all Attendees, Staff and Exhibitors while at the event. 

BEFORE LEAVING HOME: 
    • Follow relevant guidance provided by the Center for Disease Control (CDC), the World Health Organization (WHO), or your local health authority. 
    • Adhere to government-issued travel restrictions and guidance issued by the region you will be traveling to and the region you are traveling from (including compliance required by airlines or other travel services).
    • Evaluate your health and that of people you are in close contact with.
    • Stay home if you feel sick. 

ON-SITE DURING THE EVENT: 
• Follow guidance from local health authorities, for everyday preventive actions to help prevent the spread of respiratory viruses including:

o Washing hands often with soap and water for at least 20 seconds, or an alcohol-based sanitizer with at least 60% alcohol.
o Avoiding touching eyes, nose, and mouth with unwashed hands.
o Covering your nose and mouth when coughing or sneezing. Throw used tissues in the trash.
o Cleaning and disinfecting frequently touched objects and surfaces using a regular household cleaning spray or wipe.

• Agree to have your temperature taken before entering the meeting/event venue daily
• Agree to wear a mask or facial covering throughout the event if implemented by the hotel property, the county, the state or the staff
• Adhere to social distance protocols put in place by the event organizers or venue and respect others’ personal space.
• Seek medical attention at any time if you feel unwell or are experiencing flu-like symptoms.

 

We greatly appreciate your participation in our annual meeting. If you need any additional information, or if we may be of assistance to you in any way, please contact us: Telephone: 512-535-2325 OR [email protected] 

We look forward to having you at the meeting!